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.

Councillor Runciman declared a personal non-prejudicial interest in agenda items 6 (Carbon Management Programme – Strategy and Implementation Plan) and 9 (Urgent Business: Appointment of ICT Contractor – Joseph Rowntree New School) as a governor of Joseph Rowntree School.

Councillor Waller declared a personal non-prejudicial interest in agenda item 6 (Carbon Management Programme – Strategy and Implementation Plan) as a governor of York High School.

To consider the exclusion of the press and public from the meeting during consideration of Annex A to Agenda Item 10 (Urgent Business - Appointment of ICT Contractor – Joseph Rowntree New School), on the grounds that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information).  This information is classed as exempt under paragraph 3 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 A to Agenda Item 10 (Urgent Business - Appointment of ICT Contractor – Joseph Rowntree New School) (minute 208 refers), on the grounds that it contained information relating to the financial or business affairs of any particular person (including the authority holding that information).  This information was classed as exempt under paragraph 3 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 8 April 2008.

RESOLVED: That the minutes of the Executive meeting held on 8 April 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 21 April 2008.

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

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 Executive meetings.

This report presents the minutes of recent meetings of the Local Development Framework (LDF) Working Group and the Social Inclusion Working Group and asks Members to consider the advice given by the Groups in their capacity as advisory bodies to the Executive.

RESOLVED: (i)         That the minutes of the LDF Working Group be noted;

                        (ii) That, arising out of the minutes of the Social Inclusion Working Group, the number of elected members on the working group be reduced, at the Annual Council meeting, to 5 (in proportion 2:2:1).

REASON: To fulfil 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 4 March 2008 and the Social Inclusion Working Group (SIWG) meeting held on 12 March 2008.

An additional annex had been circulated, which provided supplementary information to the Social Inclusion Working Group's recommendations relating to membership revisions.

With regards to the LDF Working Group minutes, Members noted that the Working Group had agreed that a consultation leaflet on the Core Strategy be sent to every household and welcomed the high response rate compared to other local authorities.

In relation to the Social Inclusion Working Group minutes, Members welcomed the success of development day and noted the importance of the Equality Strategy 2008-11.

Having noted the advice of the Shadow Executive on this item, it was

RESOLVED: (i)         That the minutes of the LDF Working Group be noted;

                        (ii) That, arising out of the minutes of the Social Inclusion Working Group, the number of elected members on the working group be reduced, at the Annual Council meeting, to 5 (in proportion 2:2:1).

REASON: To fulfil the requirements of the Council’s Constitution in relation to the role of Working Groups.

This report presents for approval the Strategy and Implementation Plan for the Local Authority Carbon Management Programme, which sets targets for reduction of carbon dioxide emissions from City of York Council activities and outlines a project structure enabling these targets to be achieved.

RESOLVED:(i) That the City of York Council Strategy and Implementation Plan for the Local Authority Carbon Management Programme be approved;

(ii)               That officers be asked to include the Member Energy Champion with the work of the “Energy Champions” network;

(iii)             That an annual report to the Executive be requested setting out progress in delivering the Programme;

(iv)              That officers be requested to review a process for reporting back progress to Executive Member & Advisory Panel (EMAP) meetings at the same time as other performance monitoring data is presented.

REASON:      To ensure a co-ordinated approach to the management of carbon emissions from Council activities, with targets and milestones.

Members considered a report which presented for approval the Strategy and Implementation Plan for the Local Authority Carbon Management Programme.

The draft Strategy and Implementation Plan (SIP) was attached as Annex A of the report.  The following options were presented to Members for consideration:

·  To approve the SIP;

·  To reject the SIP.

Additional information was circulated at the meeting (attached as Appendix 1 to the minutes) setting out details of four projects which directly identified the carbon capital programme as the possible funding route.  It was noted that further information on these projects would be provided in due course, as projected costings and savings were refined.

Members noted that as one of the schemes was specifically about the use of staff champions around the Council, there could be greater linkage with the Member Energy Champion.  They also noted that for this aspect of the Programme to work there needed to be clear reporting back to each directorate on the energy and carbon savings that had been made.

Having noted the advice of the Shadow Executive on this item, it was

RESOLVED:(i) That the City of York Council Strategy and Implementation Plan for the Local Authority Carbon Management Programme be approved;

(ii)               That officers be asked to include the Member Energy Champion with the work of the “Energy Champions” network;

(iii)             That an annual report to the Executive be requested setting out progress in delivering the Programme;

(iv)              That officers be requested to review a process for reporting back progress to Executive Member & Advisory Panel (EMAP) meetings at the same time as other performance monitoring data is presented.

REASON:      To ensure a co-ordinated approach to the management of carbon emissions from Council activities, with targets and milestones.

This report provides details of the results of the Regional Transport Board meeting on 4 April, which assessed bids from Local Authorities in the region for funds to undertake major schemes, and seeks approval for the release of funds from reserves to progress the development of the Access York bid.

RESOLVED:(i) That the decision of the Regional Transport Board be welcomed;

                        (ii) That the release of £164k from Council reserves be agreed to progress the Major Scheme Bid for the development of the Park & Ride sites and prepare a bid for the remainder of the Access York project to be submitted to the Regional Transport Board later in the year.

REASON:      To obtain funding to improve transport provision in the City.

Members considered a report which provided details of the results of the Regional Transport Board (RTB) meeting on 4 April, which had assessed bids from local authorities in the region for funds to undertake major schemes.  The report sought approval for the release of funds from reserves to progress the development of the Access York bid.

The decision of the RTB, as set out at paragraph 5 of the report, was as follows:

Members thanked officers for their hard work drawing up the bid in tight timescales and also acknowledged the Leader’s contribution made at the RTB meeting which considered the bids.

Having noted the comments of the Shadow Executive on this item, it was

RESOLVED:(i) That the decision of the Regional Transport Board be welcomed;

                        (ii) That the release of £164k from Council reserves be agreed to progress the Major Scheme Bid for the development of the Park & Ride sites and prepare a bid for the remainder of the Access York project to be submitted to the Regional Transport Board later in the year.

REASON:      To obtain funding to improve transport provision in the City.

This report presents the final reports for parts A and B of the Highways Ad-hoc Scrutiny Review and asks the Executive to approve the recommendations previously agreed by Scrutiny Management Committee.

RESOLVED:(i) That it be agreed to deal with the scrutiny recommendations as follows:

REASON:      To enable the Executive to introduce appropriate changes to working practices and/or Council policy and procedures.

Members considered a report which presented the final report of the Highways Scrutiny Ad-hoc Committee in relation to Parts A and B of their Scrutiny Review and sought approval for the Committee’s recommendations, which had previously been agreed by the Scrutiny Management Committee.

Councillor Richard Moore, the Chair of the Scrutiny Committee attended the meeting to present the report and answer Members’ questions.

The report presented the following options to Members for consideration:

(i)           To approve the recommendations in full or in part;

(ii)         To reject the recommendations and outline alternative proposals, where applicable.

Paragraphs 6 & 7 of the report detailed the recommendations relating to Parts A & B of the review respectively.

Members noted that the final report had already been overtaken by events as the Private Finance Initiative (PFI) Highways Maintenance bid had been unsuccessful and therefore a number of the recommendations were no longer relevant.  Members of the Scrutiny Committee and officers were thanked for their work on the topic.

Members highlighted that total investment in highway maintenance in 2008/09 was £9,201.0k, compared to £7,007.9k in 2003/04.

Having noted the advice of the Shadow Executive on this item, it was

RESOLVED:(i) That it be agreed to deal with the scrutiny recommendations as follows:

Any other business which the Chair considers urgent under the  Local Government Act 1972.

The Chair has agreed to consider under this item a report which seeks Member approval to appoint RM as the ICT contractor for the Joseph Rowntree New School project.  The matter is urgent due to the need to obtain a Member level decision within tight timescales.  Officers are recommending acceptance of the higher tender, which requires the approval of Members.  

Members received a report which sought approval to appoint RM as the ICT contractor for the Joseph Rowntree New School project.  The matter was urgent due to the need to obtain a Member level decision within tight timescales.  Officers were recommending acceptance of the higher tender, which requires the approval of Members. 

The report presented two options for consideration:

·  To appoint RM, the highest scoring bid;

·  To re-procure the ICT contract.

Having noted the advice of the Shadow Executive on this item, it was

RESOLVED:(i) That RM be appointed as the ICT contractor for the Joseph Rowntree New School project.

REASON:            RM provide the best ICT solution for the school.

Members received a report which sought approval to appoint RM as the ICT contractor for the Joseph Rowntree New School project.  The matter was urgent due to the need to obtain a Member level decision within tight timescales.  Officers were recommending acceptance of the higher tender, which requires the approval of Members. 

The report presented two options for consideration:

·  To appoint RM, the highest scoring bid;

·  To re-procure the ICT contract.

Having noted the advice of the Shadow Executive on this item, it was

RESOLVED:(i) That RM be appointed as the ICT contractor for the Joseph Rowntree New School project.

REASON:            RM provide the best ICT solution for the school.