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.

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

To consider excluding the press and public from the meeting during consideration of Annex B to agenda item 10 (Lendal Bridge Sub-Station Secure Cycle Park Feasibility Study Outcome), on the grounds that it contains information relating to the financial or business affairs of a particular person, which is classed as exempt under Paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972, as amended 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 10 (Lendal Bridge Sub—Station Secure Cycle Park Feasibility Study Outcome), on the grounds that it contains information relating to the financial or business affairs of a particular person, which is classed as exempt under Paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006.

To approve and sign the minutes of the Executive meeting held on 10 October 2006.

RESOLVED: That the minutes of the Executive meeting held on 10 October 2006 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 10:00 am on Monday 23 October 2006.

It was reported that there had been one registration to speak at the meeting under the Council’s Public Participation Scheme.

Bernadette Cullen, of the Bike Rescue Project, spoke in relation to agenda item 10 (Lendal Bridge Sub-Station Secure Cycle Park Feasibility Study Outcome).  She applauded the idea of situating a cycle park close to the railway station and city centre and on a major cycle route, but expressed the view that the report had failed to look effectively at how this could be achieved.  In particular, there had not been a proper review of available funding sources nor adequate consideration of potential users, including the Cycle Paramedics, who were seeking a new base.  A more detailed report was required, to which Bike Rescue would be happy to contribute.

To receive an update on those items which are currently listed on the Executive Forward Plan.

Members received and noted an updated list of items included on the Executive Forward Plan when the agenda for this meeting was published.

This report sets out areas for investment in IT that have been identified and proposed by Directors and asks Members to review these proposals and decide which ones they wish to fund.

RESOLVED: (i)         That Option 3 (to fund fewer proposals than recommended by the CITSG) be supported, with the deletion of scheme no. O7HHASS02 – extension of the SX3 Mobile Working pilot in Housing and a reduction in the allocation to scheme no. O7CEX02 – replacement IT equipment for Members.

REASON:      In the light of the continuing financial pressures on the Council and on the assumption that the corporate scheme 07COR03 will be able to deliver the required functionality in respect of mobile technology and that a phased approach will be taken to replacement IT equipment for Members.

                        (ii)        That Option 2 also be supported, to the extent that it adds scheme no. 07LCCS03 – Mobile Library Connection – to the list of proposals to be funded.

REASON:      In view of the importance of this scheme, which will link the Mobile Library to the main library management system and also provide web access.

                        (iii)       That Officers be asked in future to include in the main body of the report a summary of each proposed programme item, together with a clear statement of the financial benefit to the authority of each item.

REASON:      To improve the clarity and accessibility of the information provided, upon which the Executive will base their decision.

Members considered a report which set out proposed areas for investment in ITT and asked them to review these proposals and decide which ones should be funded.

The proposals had been evaluated by the Corporate IT Strategy Group (CITSG) and were presented in priority order in Annex A to the report.  A summary of each proposal, with a breakdown of costs, was set out in Annex B.

Three options were presented for Members’ consideration:

Option 1 - to fund all the proposals recommended by the CITSG (i.e. those listed above the dotted line in Annex A)

Option 2 – to fund more proposals than recommended by the CITSG

Option 3 – to fund fewer proposals than recommended by the CITSG.

The report highlighted those proposals listed just below and just above the dotted line in Annex A, should Members wish to select Options 2 or 3.

Having considered the comments of the Shadow Executive, it was

RESOLVED: (i)         That Option 3 (to fund fewer proposals than recommended by the CITSG) be supported, with the deletion of scheme no. O7HHASS02 – extension of the SX3 Mobile Working pilot in Housing and a reduction in the allocation to scheme no. O7CEX02 – replacement IT equipment for Members.

REASON:      In the light of the continuing financial pressures on the Council and on the assumption that the corporate scheme 07COR03 will be able to deliver the required functionality in respect of mobile technology and that a phased approach will be taken to replacement IT equipment for Members.

                        (ii)        That Option 2 also be supported, to the extent that it adds scheme no. 07LCCS03 – Mobile Library Connection – to the list of proposals to be funded.

REASON:      In view of the importance of this scheme, which will link the Mobile Library to the main library management system and also provide web access.

                        (iii)       That Officers be asked in future to include in the main body of the report a summary of each proposed programme item, together with a clear statement of the financial benefit to the authority of each item.

REASON:      To improve the clarity and accessibility of the information provided, upon which the Executive will base their decision.

This report asks Members to review the Council’s progress in delivering its ITT Strategy for 2002-2007 and to identify the broad direction for the development of a future 5 year ITT Strategy.

Note: Annex A to this item is not attached to the printed papers but has been made available on the Council’s website.  Printed copies may be obtained on request by contacting Democratic Services – see contact details at the foot of this agenda.

RESOLVED: (i)         That the excellent progress made during the lifetime of the present IT Strategy for 2002-2007, as set out in paragraphs 2-22 of the report, be noted.

REASON:      To recognise the achievements of the past five years.

                        (ii)        That the Strategy for 2007 to 2012 be developed, including the following six key themes:

1 A rigorous cost benefit analysis to be presented for each change to the system or addition of service.

2 Continuation of the present high standards of service achieved by the ITT infrastructure, by continuing to update the system as required throughout the lifetime of the strategy.

3 Proposals for the implementation of new technology to be supported by a review of the business process involved to ensure that efficiency gains are maximised.

4 Partnership working with other agencies to be high on the agenda.  Links between the Council’s IT strategy and its partners’ IT strategies will need to be developed to ensure effective service delivery.

5 The government’s new t-government agenda (transforming government) to be addressed through the application of the council’s ITT systems to support the new Admin. Accommodation Project, the  easy@york project, the Corporate Effectiveness programme and the efficiency agenda, and as a result transform all aspects of service delivery.

6 Making full use of viable emerging technologies and systems to improve service delivery, e.g. mobile working, home working, wireless networks.

REASON:      In order to build upon the success of the previous Strategy and address the key requirements of t-government and partnership working.

(iii) That the Executive confirms that projects promoting greater efficiency, and demonstrable expenditure savings, must have the highest priority in the use of resources in the future and looks forward to the development of a system which allows the success of projects to be monitored in these terms.

REASON:      In view of the Council’s current financial situation.

Members considered a report which outlined the Council’s progress in delivering its ITT Strategy for the period 2002-2007 and identified the broad direction for development of a future 5-year Strategy. 

Details of the review carried out on the Strategy had been made available to view on the Council’s website, as Annex A to the report.  The review had indicated significant progress.  Of the 129 objectives set out under the four key themes in the Strategy, 63% had been fully achieved and 26 % partly achieved.  Most of the objectives had focused on the first two themes, which involved stablilising and improving core ITT infrastructure and delivering e-government.  Of these, 71% had been fully achieved.  On the fourth theme – establish effective links with Partners – progress had been slower, with 47% of objectives fully achieved. 

Work had now started on a new Strategy for the next five years and would be continued in the new year, following the implementation of easy@york.  The new Strategy would need to support delivery of the Council’s Corporate Strategy, Organisational Effectiveness Programme and Community Strategy.  Its development would require an understanding of the developing t-government agenda set out in the recently published Cabinet Officer e-Government Unit strategy document.  It must also strike a balance between delivering corporate priorities and providing adequate investment and operational support.  A list of questions to be considered in shaping the new Strategy was set out in paragraph 31 of the report.

Having considered the comments of the Shadow Executive, it was

RESOLVED: (i)         That the excellent progress made during the lifetime of the present IT Strategy for 2002-2007, as set out in paragraphs 2-22 of the report, be noted.

REASON:      To recognise the achievements of the past five years.

                        (ii)        That the Strategy for 2007 to 2012 be developed, including the following six key themes:

1 A rigorous cost benefit analysis to be presented for each change to the system or addition of service.

2 Continuation of the present high standards of service achieved by the ITT infrastructure, by continuing to update the system as required throughout the lifetime of the strategy.

3 Proposals for the implementation of new technology to be supported by a review of the business process involved to ensure that efficiency gains are maximised.

4 Partnership working with other agencies to be high on the agenda.  Links between the Council’s IT strategy and its partners’ IT strategies will need to be developed to ensure effective service delivery.

5 The government’s new t-government agenda (transforming government) to be addressed through the application of the council’s ITT systems to support the new Admin. Accommodation Project, the  easy@york project, the Corporate Effectiveness programme and the efficiency agenda, and as a result transform all aspects of service delivery.

6 Making full use of viable emerging technologies and systems to improve service delivery, e.g. mobile working, home working, wireless networks.

REASON:      In order to build upon the success of the previous Strategy and address the key requirements of t-government and  ...  view the full minutes text for item 96.

This report requests the Executive to release contingency funding for additional Health and Safety resources in order to improve performance and meet statutory requirements.

RESOLVED: (i)         That approval be given to the appointment of an additional Health & Safety Adviser at grade PO 3-6, on a permanent basis, to address Health and Safety issues in the Council, with funding to be provided from the contingency provision.

REASON:      To improve performance and meet statutory requirements in this area.

                        (ii)        That consideration of the post of Assistant Health & Safety Adviser be deferred to enable it to be looked at as part of the 2007/08 budget build process.

REASON:      So that the implications, in terms of reduced service provision elsewhere, can be clear.

                        (iii)       that Officers be asked to review the structure of the Health and Safety team in the Council and recommend any changes that may be necessary to ensure that outcomes are more clearly evaluated in financial terms.

REASON:      To ensure the cost effectiveness of work in this area.

Members considered a report which sought approval to release contingency funding for additional Health and Safety resources, in order to improve performance and meet statutory requirements.

The report outlined the temporary arrangements that had been in place since the departure of the Council’s Health and Safety Manager in 2004.  It was felt that these arrangements, whilst making best use of current resources, did expose the Council to some risk.  It was noted that concerns had been raised by the Health and Safety Executive following an inspection of the former Commercial Services directorate in February 2005, and that York had only just started to develop and implement a corporate policy framework.

The following options were put forward for Members’ consideration:

Option 1 – release funding from contingency to appoint an additional Health & Safety Adviser at grade PO 3-6 and an Assistant Health & Safety Adviser at Scale 6, on a permanent basis.  This was the recommended option.

Option 2 – release funding from contingency for both posts for a period of two years only.  This would enable the development of corporate priorities within two years but would remove the resource required for proactive monitoring.

Option 3 – retain the existing Health and Safety resources.  This would delay the development / implementation of corporate priorities for four years, during which period no proactive monitoring could take place across the Council.

Members agreed the importance of addressing health and safety issues but noted that the report had not explained fully the implications for the Council’s other services of increasing resources in this area.  

Having considered the comments of the Shadow Executive, it was

RESOLVED: (i)         That approval be given to the appointment of an additional Health & Safety Adviser at grade PO 3-6, on a permanent basis, to address Health and Safety issues in the Council, with funding to be provided from the contingency provision.

REASON:      To improve performance and meet statutory requirements in this area.

                        (ii)        That consideration of the post of Assistant Health & Safety Adviser be deferred to enable it to be looked at as part of the 2007/08 budget build process.

REASON:      So that the implications, in terms of reduced service provision elsewhere, can be clear.

                        (iii)       that Officers be asked to review the structure of the Health and Safety team in the Council and recommend any changes that may be necessary to ensure that outcomes are more clearly evaluated in financial terms.

REASON:      To ensure the cost effectiveness of work in this area.

This report presents the final recommendations of the Recycling and Reuse Scrutiny Sub Committee regarding the removal of bulky items from the waste stream.

RESOLVED: (i)         That the report from the Scrutiny Board be noted with thanks.

                        (ii)        That Officers prepare a report for the next Executive meeting detailing the proposed roll out arrangements for the cardboard collection service to the remaining 40,000 properties on alternate weekly collection, to ensure that this system maximises the diversion from landfill, which can then be re-invested into the service for expansion to new areas.

                        (iii)       That Officers prepare a report for the next Executive meeting detailing the communication strategy for the Winter Collection System and examining ways in which this can be done to reduce costs which can in turn be invested into the recycling service.

                        (iv)       That the Recycling Team continue to co-ordinate applications for funding which can be utilised corporately from external sources.

                        (v)        That Officers develop ways for improved working with the Bicycle Recovery Project at the Household Waste Recycling Centres.

                        (vi)       That Officers look at ways in which bulky item collection can be integrated with schemes like the Community Furniture Store.

                        (vii)      That Officers work with the Equalities Officer to devise test schemes for box collection schemes in the City.

REASON:      In order to respond appropriately to the recommendations of the Scrutiny Committee, in the context of current work in this area and the review of Neighbourhood Services.

Members considered a report which presented the final recommendations of the Recycling and Re-use Scrutiny Sub-Committee following their review of the removal of bulky items from the waste stream.  The Sub-Committee’s report was attached as Annex A.  Cllr Livesley was in attendance, as Chair of the Scrutiny Sub-Committee.

The recommendations took forward proposals arising from earlier Scrutiny work and made further proposals based on more recent research work.  The new Director of Neighbourhood Services was currently engaged in a complete review of his service areas, including the services and topics covered by the Scrutiny Review.  The Sub-Committee and the Scrutiny Management Committee therefore considered it appropriate that the Sub-Committee’s findings be incorporated in this wider review.

Members commented that the Scrutiny report would have been stronger had it dealt with the financial aspects of the recommendations.  Officers confirmed that such information would be provided in future reports from Scrutiny to the Executive.  However, in this instance the Director of Neighbourhood Services had indicated that he would specifically address financial and other relevant implications when undertook his service review.

Having considered the comments of the Shadow Executive, it was

RESOLVED: (i)         That the report from the Scrutiny Sub-Committee be noted with thanks.

                        (ii)        That Officers prepare a report for the next Executive meeting detailing the proposed roll out arrangements for the cardboard collection service to the remaining 40,000 properties on alternate weekly collection, to ensure that this system maximises the diversion from landfill, which can then be re-invested into the service for expansion to new areas.

                        (iii)       That Officers prepare a report for the next Executive meeting detailing the communication strategy for the Winter Collection System and examining ways in which this can be done to reduce costs which can in turn be invested into the recycling service.

                        (iv)       That the Recycling Team continue to co-ordinate applications for funding which can be utilised corporately from external sources.

                        (v)        That Officers develop ways for improved working with the Bicycle Recovery Project at the Household Waste Recycling Centres.

                        (vi)       That Officers look at ways in which bulky item collection can be integrated with schemes like the Community Furniture Store.

                        (vii)      That Officers work with the Equalities Officer to devise test schemes for box collection schemes in the City.

REASON:      In order to respond appropriately to the recommendations of the Scrutiny Committee, in the context of current work in this area and the review of Neighbourhood Services.

This report presents the outcome of the study into whether the former Lendal Bridge Sub-Station is suitable to be converted into a secure cycle parking facility and details the options available to Members in relation to the building.

RESOLVED: That no decision be taken on this item today but that the Executive confirms its willingness to review any new information or offers, relevant to the use of the building, that may be tabled before its next meeting.

REASON:      So that all options can be considered before a final decision is taken.

Members considered a report which presented the outcome of the study into whether the former Lendal Bridge Sub-Station was suitable for conversion into a secure cycle parking facility, as requested by the Executive on 25 July.

Details of the findings of the study, undertaken by Halcrow Group Ltd., were attached as Annex A to the report.  The study had indicated that it might be possible to convert the roof of the building to a seating area for the adjacent café, although this would be very difficult to implement.  The results of consultation on both the cycle park and the roof top café were set out in paragraph 12 of the report.

The following options were presented for Members’ consideration:

Option A – sell the building

Option B – retain the building and convert the ground floor to a cycle park with ancillary cycle-related activities

Option C – as Option B, plus further investigation of the integrity of the roof and options to enable the roof to be accessed from the café.

Option A was recommended, on the basis that the spatial and financial constraints were such that any operator would struggle to make the cycle park viable.  A private sale was likely to result in a more innovative use and would not necessarily prevent the roof conversion from taking place.

It was noted that this item had been called in.  The Executive’s decision would therefore be subject to review at the Scrutiny Management Committee to be held on Monday 30 October and a subsequent meeting of the Executive on Tuesday 31 October, unless the calling-in was withdrawn in the meantime.

Having considered the comments of the Shadow Executive, and the comments made under Public Participation on this item, it was

RESOLVED: That no decision be taken on this item today but that the Executive confirms its willingness to review any new information or offers, relevant to the use of the building, that may be tabled before its next meeting.

REASON:      So that all options can be considered before a final decision is taken.

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

The Chair has agreed to consider under urgent business a report which summarises the key issues raised in a consultation document published by Department of Trade and Industry (DTI), seeking views on the developing policy framework for new nuclear build, and presents a draft response for submission to the DTI. 

RESOLVED: That the draft letter attached as Annex A to the report be agreed as the City of York Council’s response to the DTI consultation paper.

REASON:      To provide an appropriate response to the consultation paper, as requested by Council, and so that the response can reach the DTI before the closing date for comments (31 October 2006).

Members considered a report which summarised the key issues raised in a consultation document published by Department of Trade and Industry (DTI), seeking views on the developing policy framework for new nuclear build, and presented a draft response for submission to the DTI.

The Chair had agreed to take this item as urgent business under the provisions of the Local Government Act 1972, on the grounds that full Council had agreed that the Executive should approve a response to the consultation, and the response must be approved and submitted by the end of October 2006 in order to meet the DTI deadline.  The report had been available on the Council’s website, as part of the Executive agenda, from Friday, 20 October.

The consultation document set out how the Government intended to create a policy framework under which developers would be able to make proposals for new nuclear build.  The document focused upon suggested changes to the planning process and was not intended to initiate a debate on the appropriateness or otherwise of nuclear power.  A draft letter of response was attached as Annex A to the report.  This supported the approach of setting a “Statement of Need” for nuclear power in government policy and agreed that the safety, security and radiological impacts of proposals should be dealt with outside the planning inquiry process.  However, it raised concerns about the lack of clarity on the strategic siting of new nuclear build and on the role of planning inquiries in this, as well as overall concerns about the development of nuclear power in general.

RESOLVED: That the draft letter attached as Annex A to the report be agreed as the City of York Council’s response to the DTI consultation paper.

REASON:      To provide an appropriate response to the consultation paper, as requested by Council, and so that the response can reach the DTI before the closing date for comments (31 October 2006).