Agenda, decisions and minutes

At this point, Members are asked to declare any personal or prejudicial interest they may have in the business on this agenda.

Members were invited to declare at this point in the meeting any personal or prejudicial interests they might have in the business on the agenda.  No interests were declared.

To consider the exclusion of the press and public from the meeting during consideration of the following:

Annex B to Agenda Item 7 (Establishing an Integrated Youth Service for York) on the grounds that it contains information which is likely to reveal the identity of an individual and information relating to negotiations in connection with a labour relations matter arising between the authority and its employees.  This information is classed as exempt under paragraphs 2 and 4 respectively of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by The Local Government (Access to Information) (Variation) Order 2006).

RESOLVED: That the press and public be excluded from the meeting during consideration of Annex B to agenda item 7 (Establishing an Integrated Youth Service for York), on the grounds that it contains information which is likely to reveal the identity of an individual and information relating to negotiations in connection with a labour relations matter arising between the authority and its employees.  Such information is classed as exempt under paragraphs 2 and 4 respectively of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by The Local Government (Access to Information) (Variation) Order 2006).

To approve and sign the minutes of the meeting of the Executive held on 15 January 2008.

RESOLVED: That the minutes of the Executive meeting held on 15 January 2008 be approved and signed by the Chair as a correct record.

At this point in the meeting, members of the public who registered their wish to speak regarding an item on the agenda or an issue within the Executive’s remit can do so.  The deadline for registering is 5:00 pm on Monday, 28 January 2008.

It was reported that there had been no registrations to speak at the meeting under the Council’s Public Participation Scheme.

With the Chair’s permission, Cllr Potter addressed the meeting in respect of agenda item 8 (Age Friendly Cities), as the proposer of the notice of motion on behalf of the Older People’s Assembly (OPA).  She outlined the background to the motion, explaining that the twelve key points had been drawn up by the OPA using information obtained from a series of forums, each attended by up to 100 older people.  The motion therefore represented the views of York’s older residents with regard to their future involvement in the development of services across the City, but it also had relevance to York residents generally.

To receive details of those items that are listed on the Executive Forward Plan for the next two meetings.

Members received and noted details of those items that were currently listed on the Forward Plan for the next two meetings of the Executive.

This report introduces the Annual Governance Statement (AGS), which replaces the Statement on Internal Control (SIC), advises the Executive of the changes resulting from this new statutory requirement and seeks approval for a proposed process and timetable for completion of the 2007/08 AGS.

RESOLVED: (i)         That the new statutory requirement for the Council to produce an Annual Governance Statement and to publish this as part of the 2007/08 Statement of Accounts be noted.

                        (ii)        That the proposed process and timetable for completion of the 2007/08 AGS be agreed.

REASON:      To ensure that the Council complies with relevant legislation.

Members considered a report which introduced the Annual Governance Statement (AGS), which would replace the Statement on Internal Control (SIC), advised of the changes resulting from this new statutory requirement and sought approval for a proposed process and timetable for completion of the 2007/08 AGS.  The report had already been presented to the Audit and Governance Committee, who had approved the recommendations.

New guidance published recently by CIPFA/SOLACE, entitled ‘Delivering Good Governance in Local Government Framework’, set out the six core principles of governance which authorities were required to adopt.  It also introduced a requirement to prepare an AGS instead of an SIC, from 2007/08 onwards.  To enable preparation of the AGS, a number of changes would be needed to the existing SIC processes.  Details of these proposed changes were set out in paragraph 12 of the report.  A proposed timetable for the 2007/08 AGS, culminating in its approval by full Council following completion of final amendments by 13 June 2008, was set out in paragraph 14.

It was noted that Internal Audit was currently undertaking a follow up exercise to identify progress made in addressing the significant control issues identified in the 2006/07 SIC, a copy of which was attached as Annex 1.  Results of this review would be reported to the Audit and Governance Committee in April 2008.

Having noted the comments of the Shadow Executive, it was

RESOLVED: (i)         That the new statutory requirement for the Council to produce an Annual Governance Statement and to publish this as part of the 2007/08 Statement of Accounts be noted.

                        (ii)        That the proposed process and timetable for completion of the 2007/08 AGS be agreed.¹

REASON:      To ensure that the Council complies with relevant legislation.

This report summarises the progress towards establishing an integrated service for young people in York, following the decision in principle at the Executive meeting on 27 February 2007 to adopt a directly-managed model when responsibility for the Connexions service transfers to Local Authorities in April 2008.

RESOLVED: (i)         That the detailed work undertaken to plan for the new integrated service for young people in York since the decision in principle to bring the Connexions service in-house, including wide consultation with stakeholders, staff and young people and intensive negotiations with the current service provider, be noted.

REASON:      To ensure that the Council discharges its statutory obligations in the most efficient and effective manner, consistent with the vision of a professional, holistic, locality-based service for young people.

                        (ii)        That the financial and other risks that exist, particularly around the TUPE matters that are still a matter of dispute with the current provider, the actions taken to minimise such risks, the contingency sums laid aside within the Connexions budget and also the Corporate contingency budget, be noted.

REASON:      To accept that, while these risks cannot be eliminated altogether, Officers’ negotiations and preparations have brought them within acceptable levels.

                        (iii)       That the decision to bring the Connexions service in-house from 1 April 2008 be confirmed, and that the necessary steps be taken to effect a smooth transfer of staff and functions from that date.

REASON:      To initiate the final steps needed to effect the transfer, including confirmation to the staff affected and the drawing up of the relevant transfer documentation.

                        (iv)       That the following issues, which have been considered in more detail by the Executive Members for Children’s Services, be noted:

a)     The proposed structure for the new service, set out in Annex B to the report.

b)     The IT and property implications, the proposed upgrades to accommodation at Kingswater, Fulford and Moor Lane and the one-off costs set out in Annex A that have been submitted to the Executive Member for approval, subject to reasonable Officer discretion over the detailed work schedules and the priorities within them.

c)      Three minor but significant contracts with third parties that are currently held by Connexions (described in detail in Annex D), to be considered as temporarily exempt from the authority’s financial regulations and rolled over for a further year pending a fuller impact assessment.

REASON:      To appreciate that these decisions have been taken to enable new staff to be allocated to a suitable function and location, allow senior posts to be graded and filled in accordance with HR policies and ensure continuity of service with minimum risk.

Members considered a report which summarised progress made towards establishing an integrated service for young people in York, following the Executive’s in-principle decision, on 27 February 2007, to adopted a directly-managed model when responsibility for the Connexions service transferred to local authorities in April 2008.

A similar report had been considered on 21 January 2008 at the meeting of the Executive Members for Children’s Services and Advisory Panel.  The Executive Member for Youth and Social Inclusion had agreed the recommendations set out in that report, including those to:

• Approve the actions and remit described in Annex B to the report.
• Bring the Connexions service in-house from 1 April 2008 and that the necessary steps be taken to effect a smooth transfer of staff and functions from that date.
• Approve the proposed structure for the new service, as set out in Annex B.
• Approve in principle the expenditure of the one-off costs set out in Annex A, subject to reasonable Officer discretion over the detailed works schedules and the priorities within them.
• Agree that three minor but significant contracts with third parties that are currently held by Connexions (described in Annex D) be rolled over for a further year pending a fuller impact assessment.

It was noted that the report had been brought to Executive mainly to confirm that all necessary measures had been taken to achieve a smooth transfer and that the risks were being properly managed.  Details of the actions being taken to manage financial and service risks were set out in paragraphs 31 to 33. 

Having noted the decisions of the Executive Member and the comments of the Shadow Executive on this item it was

RESOLVED: (i)         That the detailed work undertaken to plan for the new integrated service for young people in York since the decision in principle to bring the Connexions service in-house, including wide consultation with stakeholders, staff and young people and intensive negotiations with the current service provider, be noted.

REASON:      To ensure that the Council discharges its statutory obligations in the most efficient and effective manner, consistent with the vision of a professional, holistic, locality-based service for young people.

                        (ii)        That the financial and other risks that exist, particularly around the TUPE matters that are still a matter of dispute with the current provider, the actions taken to minimise such risks, the contingency sums laid aside within the Connexions budget and also the Corporate contingency budget, be noted.

REASON:      To accept that, while these risks cannot be eliminated altogether, Officers’ negotiations and preparations have brought them within acceptable levels.

                        (iii)       That the decision to bring the Connexions service in-house from 1 April 2008 be confirmed, and that the necessary steps be taken to effect a smooth transfer of staff and functions from that date.¹

REASON:      To initiate the final steps needed to effect the transfer, including confirmation to the staff affected and the drawing up of the relevant transfer documentation.

                        (iv)       That the following issues, which have been considered in more detail  ...  view the full minutes text for item 151.

This report presents the draft minutes of the Local Development Framework (LDF) Working Group held on 18 December 2007 and asks Members to consider the advice given by the Group in its capacity as an advisory body to the Executive.

RESOLVED: That the minutes of the LDF Working Group be noted.

REASON:      In accordance with the requirements of the Council’s Constitution in relation to the role of Working Groups.

Members considered a report which presented the draft minutes of the Local Development Framework (LDF) Working Group meeting held on 18 December 2007.

The minutes did not include any resolutions requiring the specific endorsement or approval of the Executive.  However, Members’ attention was drawn in particular to the Group’s early stage comments on the City Centre Area Action Plan (AAP), in Minute 29, and their comments in respect of Phase 1 o the City of York Strategic Housing Land Availability Assessment (SHLAA), in Minute 30.

Members noted that the process of producing a Local Development Framework for York via the LDF Working Group was on track, but commented that the process should be accelerated where possible, to ensure the timely delivery of this vital plan for the City.

Having noted the comments of the Shadow Executive, it was

RESOLVED: That the minutes of the LDF Working Group be noted.

REASON:      In accordance with the requirements of the Council’s Constitution in relation to the role of Working Groups.

This report asks the Executive to consider the implications of a notice of motion, received from Councillor Potter on behalf of the Older People’s Assembly, prior to its referral to full Council, in accordance with Standing Orders.

RECOMMENDED:(i) That the motion, and the accompanying report, be received at the next available meeting of Council, on 10 April 2008.

REASON:                  In accordance with the procedures set out in Standing Orders.

(ii)That Council refer the motion to the Social Inclusion Working Group and the Inclusive York Forum for their subsequent consideration, and action where appropriate.

REASON:                  To enable these groups to consider the guidance referred to in the motion and make any future recommendations.

Note: The decisions on the above item are recommendations to Council and therefore not subject to the calling-in process.

Members considered a report which examined the implications of a Notice of Motion to Council, submitted by Cllr Potter for initial consideration by the Executive, in accordance with the procedures set out in Standing Order 11(a)(i).

The Notice of Motion, set out in full in paragraph 2 of the report, invited Council to support the adoption in York of a set of key features in the recent World Health Organisation (WHO) guidance on building ‘age-friendly’ cities.  The report outlined the contents and context of that guidance, which had been launched on 1 October 2007, to coincide with the International Day of Older Persons. 

It was noted that the motion had been submitted on behalf of the Older People’s Assembly, which represented a significant number of older people in York.  It was further noted that the task of auditing York against the aims and objectives set out in the WHO guidance would be a major piece of work involving all Council departments.  However, it should be expected that York was already meeting many of the standards laid down in the guidance.  Members confirmed that this was the case and stressed the need for a corporate approach, to ensure that the needs of older people were not addressed in isolation from those of other sections of the community.

Having noted the comments of the Shadow Executive, it was

RECOMMENDED:(i) That the motion, and the accompanying report, be received at the next available meeting of Council, on 10 April 2008.¹

REASON:                  In accordance with the procedures set out in Standing Orders.

(ii)That Council refer the motion to the Social Inclusion Working Group and the Inclusive York Forum for their subsequent consideration, and action where appropriate.

REASON:                  To enable these groups to consider the guidance referred to in the motion and make any future recommendations.