Agenda, decisions and minutes

At this point Members are asked to declare any personal or prejudicial interests 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.

Councillors Sue Galloway and Reid withdrew from the room for agenda item 8 (Accommodation Project Update) under the provisions of the Planning Code of Good Practice, as members of the planning committee which would consider the planning application for the site.

Councillors Sue Galloway, Jamieson-Ball and Reid withdrew from the room for agenda item 9 (Affordable Housing Update – former Play Area, Chapelfields Road) under the provisions of the Planning Code of Good Practice, as members of the planning committee which would consider the planning application for the site.

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

Annexes 1, 2, 4 & 5 to Agenda Item 6 (Improved Direct Communications with Residents) on the grounds that they contain 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).

Annex 3 to Agenda Item 8 (Accommodation Project Update) 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 the following:

Annexes 1, 2, 4 & 5 to Agenda Item 6(Improved Direct Communications with Residents) (minute 34 refers) on the grounds that they 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).

Annex 3 to Agenda Item 8(Accommodation Project Update) (minute 36 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 10 July 2007.

RESOLVED:That the minutes of the Executive meeting held on 10 July 2007 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 23 July 2007.

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

Colin Stroud spoke regarding agenda item 10 (York’s Local Public Service Agreements (LPSA2)) (minute 38 refers), on behalf of York Council for Voluntary Service (CVS), in support of the proposal to share LPSA reward money with partner organisations.

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

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

This report proposes to improve direct communications with the people of York by establishing a monthly Council publication which is delivered to every household, investigates three different approaches to producing this publication and seeks approval in principle for one of these.  It also seeks approval to repeat the successful publication of an A-Z of Council services, to be delivered to every home.

RESOLVED:(i) That the introduction of a free delivery, civic publication based on the management and distribution arrangements exemplified in Option 2b of the report, be agreed in principle, initially for a trial period of 10 issues, and subject to further work by officers to:

a)                 Provide a detailed statement of the advertising budget transfers that will be implemented from Directorates to fund the publication and to ensure that savings of at least £29,000 pa accrue to the Council;

b)                 Provide further details of the steps that they propose  to take to address the concerns of any residents who would prefer not to receive the new publication;

c)                  Provide further details and justification for the establishment of a full time publications assistant post;

d)                 Provide further information on the scope for increasing advertising income from other public service bodies and major companies in the City;

e)                 Using the Local Government Association (LGA) if necessary, further explore the possibility of the publication being used to satisfy statutory public notice requirements;

f)                    Address the following concerns raised by the Shadow Executive:

·        “The publication must ensure that job advertising was appropriate in terms of its status, geographic catchment and inclusivity;

·        Should have regard to any adverse economic consequences on pursuing the option (2b)”;

                        (ii) That an updated edition of the A-Z of Council Services be published towards the end of the year.

REASON:(i) On the grounds that it is the most economic option, with the most innovative approach and the best distribution guarantees;

                        (ii) To repeat the successful publication of an A-Z of Council Services.

Members received a report which proposed to improve direct communications with the people of York by establishing a monthly Council publication which was delivered to every household, investigated three different approaches to producing this publication and sought approval in principle for one of these.  It also sought approval to repeat the successful publication of an A-Z of Council services, to be delivered to every home.

The report presented the following options for consideration relating to the production of the monthly publication:

·  Option 1 – for it to be managed in-house;

·  Option 2a – for it to be produced in partnership with Your Local Link Magazine, as a 16 page publication;

·  Option 2b – for it to be produced in partnership with Your Local Link Magazine, as a 24 page publication;

·  Option 3 – for it to be produced in partnership with the York Press.

These options were detailed in Annex 2 of the report.

The report also presented the following options for consideration relating to the production of the A-Z of Council services:

·  Option 1 -  for it to be produced in partnership with Your Local Link Magazine;

·  Option 2 - for it to be produced in partnership with the York Press.

These options were detailed in Annex 5 of the report.

Officers confirmed that the legal advice relating to statutory public notice requirements was included in paragraph 21 of the report and not paragraph 13 as stated in the legal implications.

Members expressed support for trialling a fresh approach to communicating directly with residents.  They also requested the provision of further information relating to budget transfers, addressing the concerns of residents who would prefer not to receive the new publication, the proposed publications assistant post, the scope for increasing advertising income from other public service bodies and major companies, and the possibility of using the publication to satisfy statutory public notice requirements.

Having considered the advice of the Shadow Executive, it was

RESOLVED:(i) That the introduction of a free delivery, civic publication based on the management and distribution arrangements exemplified in Option 2b of the report, be agreed in principle, initially for a trial period of 10 issues, and subject to further work by officers to:

a)                 Provide a detailed statement of the advertising budget transfers that will be implemented from Directorates to fund the publication and to ensure that savings of at least £29,000 pa accrue to the Council;

b)                 Provide further details of the steps that they propose  to take to address the concerns of any residents who would prefer not to receive the new publication;

c)                  Provide further details and justification for the establishment of a full time publications assistant post;

d)                 Provide further information on the scope for increasing advertising income from other public service bodies and major companies in the City;

e)                 Using the Local Government Association (LGA) if necessary, further explore the possibility of the publication being used to satisfy statutory public notice requirements;

f)                    Address the following concerns raised by the  ...  view the full minutes text for item 34.

This report informs Members of the current status of the Closed Circuit Television (CCTV) system in the city, outlines the development work that is ongoing and provides information about potential future enhancements.

RESOLVED:(i) That the report be noted, with thanks, and in particular thanks be recorded to Peter Evely, Head of Network Management, who will shortly retire from the Council, for his dedicated work on community safety, and other issues, for the York community;

                        (ii) That the Director of City Strategy be requested to provide regular updates for Members on the progress being made with the trial introduction of additional CCTV facilities and on the options for funding further improvements in the resilience and durability of the systems.

REASON:            (i)            As requested in the policy prospectus;

                        (ii) To ensure Members are informed of progress and related funding issues.

Members received a report which informed them of the current status of the Closed Circuit Television (CCTV) system in the city, outlined the development work that was ongoing and provided information about potential future enhancements.  The report was a position statement only and the Executive was not asked to make any decisions.

Appendices A and B of the report set out the geographical locations and installation prioritisation for proposed new cameras.

Officers advised, in relation to paragraph 10 of the report, that the police had access to CCTV systems at all times during the 9 month period when the Council was unable to operate a 24/7 monitoring regime and had been notified of the position relating to the monitoring.  In relation to paragraph 24 of the report, officers confirmed that the reference to Salisbury Terrace related specifically to the Balfour Street Play Area.

Members noted that the major announcement in the report related to the extension of the quality and scope of CCTV coverage in the City.  They welcomed the potential for coverage to be extended to sub-urban areas and for gaps in city centre monitoring to be filled, subject to the testing of technology and provision of funding.

Having considered the advice of the Shadow Executive, it was

RESOLVED:(i) That the report be noted, with thanks, and in particular thanks be recorded to Peter Evely, Head of Network Management, who will shortly retire from the Council, for his dedicated work on community safety, and other issues, for the York community;

                        (ii) That the Director of City Strategy be requested to provide regular updates for Members on the progress being made with the trial introduction of additional CCTV facilities and on the options for funding further improvements in the resilience and durability of the systems.

REASON:            (i)            As requested in the policy prospectus;

                        (ii) To ensure Members are informed of progress and related funding issues.

This report provides a progress update of the Council’s corporate accommodation project, which includes the targets and achievements for the period October 2006 to June 2007.   The main focus of the report is the outcomes from the Hungate feasibility study, a key area of activity during this reporting period. The study demonstrates how a level of further investment will improve the overall business case for the project and provide further benefits particularly in relation to sustainability and the future use of the building.  It sets out the top ten project risks and how these continue to be managed and seeks Member approval for a revised business case for the project. 

RESOLVED:(i) That the contents of the report and the progress of the accommodation project to date be noted;

                        (ii) That the revised business case for the project that supports the outcomes of the feasibility study, detailed in paragraph 42 of the report, be approved.

REASON:To update the Executive on progress achieved and to monitor the project effectively.

Members received a report which provided a progress update of the Council’s corporate accommodation project, which included the targets and achievements for the period October 2006 to June 2007.   The main focus of the report was the outcomes from the Hungate feasibility study, a key area of activity during this reporting period. The study demonstrated how a level of further investment would improve the overall business case for the project and provide further benefits particularly in relation to sustainability and the future use of the building.  It set out the top ten project risks and how these continued to be managed and sought Member approval for a revised business case for the project. 

The feasibility study confirmed that the Hungate site could provide a building of adequate size (13,122 m² gross) that would meet the overall needs of the Council and include the York Customer Centre, other civic space such as a corporate conference suite and general office accommodation to support 1,404 staff.  The study recommended the massing option B as the preferred solution, as set out in the plans in Annex 2 of the report.  In line with other national benchmark schemes a target of £1,880 per m² for construction was proposed which equated to the need for a construction budget of £24.67m.

Members welcomed the revised business case for the project which showed that, by investing more capital funding at the construction stage, greater savings could be achieved for the Council in future years than previously anticipated.  They noted that currently the Council was spending £2.5 million each year on its buildings and that the new Hungate building would cost £1.3 million a year, thereby enabling savings to be invested in services for residents.

They also welcomed the significant opportunity the project represented to contribute to the climate change agenda, with the building achieving an ‘Excellent’ BREEAM rating, having 20% of its energy needs met on site from renewable sources and bettering the government’s CO2 building requirements by 30%.

Members recorded their thanks to the Ambulance Service for their flexibility in relation to their move from the Hungate site.

Having considered the advice of the Shadow Executive, it was

RESOLVED:(i) That the contents of the report and the progress of the accommodation project to date be noted;

                        (ii) That the revised business case for the project that supports the outcomes of the feasibility study, detailed in paragraph 42 of the report, be approved.

REASON:To update the Executive on progress achieved and to monitor the project effectively.

This report presents the outcome of officer investigations into the feasibility of providing rear access to existing properties at 75-87 Chapelfields Road, and requests that this condition is removed from the terms of disposal of the former play area site.

RESOLVED:            That Option 1 of the report be approved.

REASON:      To ensure provision of nine much needed affordable family homes for rent and use of the Housing Corporation funding allocated to the scheme.

Members received a report which presented the outcome of officer investigations into the feasibility of providing rear access to existing properties at 75-87 Chapelfields Road, and requested that this condition was removed from the terms of disposal of the former play area site.

It was reported that provision of rear access would require the reduction of the number of houses proposed for the site and that this would make the development financially unviable for the Tees Valley Housing Group.

The report presented two options for consideration:

·  Option 1 – To confirm approval for development of the site for affordable housing on the terms and conditions agreed at the Executive meetings on 13 March 2007 and 24 April 2007 and remove the requirement to provide rear access to the homes at 75-87 Chapelfields Road;

·  Option 2 – To withdraw the approval to dispose of the site for affordable housing.

Members indicated that the Council would continue to liaise with the Tees Valley Housing Group as it may be possible to provide some rear pedestrian access.

Having considered the advice of the Shadow Executive, it was

RESOLVED:            That Option 1 of the report be approved.

REASON:      To ensure provision of nine much needed affordable family homes for rent and use of the Housing Corporation funding allocated to the scheme.

This report seeks views from the Executive on the use of Performance Reward Grant (PRG) earned at the conclusion of York’s second Local Public Service Agreement (LPSA2). It is asked specifically to consider whether this should be made available to help further work which supports both the Council’s priorities and the outcomes of the Local Strategic Partnership. 

RESOLVED:(i) That existing commitments be given priority in the allocation of LPSA2 grant funding (Venture Fund repayments, partner agreed grants and sustaining the initiatives which have produced the improved performance in key target areas);

(ii)               That the principle of prioritising the use of residual LPSA2 reward grant into key Local Area Agreement (LAA) target areas be approved;

(iii)             That Directors and partner organisations be invited to consider bid projects (requiring only one off public funding) which they would wish to implement and manage and which would have the greatest impact on achieving key LAA targets;

(iv)              That the Director of City Strategy and the Director of Resources be requested to develop a robust bid process and supporting documentation, with particular reference to methodology and target monitoring, to facilitate the allocation of any LPSA2 grant funding which may become available, as part of the Council’s budget build process.

REASON:      In order that the Executive can decide upon the use of Performance Reward Grant prior to the conclusion of the LPSA2 agreement.

Members received a report which sought their views on the use of Performance Reward Grant (PRG) earned at the conclusion of York’s second Local Public Service Agreement (LPSA2). They were asked specifically to consider whether this should be made available to help further work which supported both the Council’s priorities and the outcomes of the Local Strategic Partnership (LSP). 

The Service Reward set out in the table after paragraph 15 of the report was an allocated payment to target holders who achieved or substantially achieved their LPSA targets. This was calculated according to how much grant each area achieved against the Pump-Priming and Venture Fund investment required to achieve it. The reward was payable to eligible service areas up to a value of £50,000 per service.  The Executive were asked to support this approach and also the idea that partner organisations should be entitled to a share of these service rewards if they could demonstrate that they had made a substantial contribution to the achievement of performance stretch.

The report presented the following options for consideration:

·  Option 1 – The Executive approve the use of 100% of the PRG for commissioning of projects which support the shared priorities outlined in the report, with either  a) the Executive, b) the LSP’s Executive Delivery Board or c) a bespoke one-off group formed of key stakeholders acting as commissioning body to consider projects tendered by any of  the LSP partners;

·  Option 2 – The Council retains the PRG for its use on Council priorities or imperatives, possibly including a) using some or all of the extant PRG to maintain service levels in areas where Pump-Priming or Venture Fund funding had ceased, or b) allocating some or all of the extant PRG to the general reserve to offset one off expenditure pressures in future years or earmarking it to support key Council drivers for improvements, given the uncertainty about future levels of central government funding;

·  Option 3 – A combination of Options 1 and 2, which would split the PRG to fund both commissioning of projects to support priorities shared with partners and for funding specific Council schemes at the discretion of the Council.

Members wanted to ensure that any venture fund investment was repaid initially and to confirm the allocation already earmarked for service rewards.  They noted that a transparent process would be required for the allocation of the remaining grant to either Council departments, statutory partners or the voluntary sector.  It was proposed that the bidding process be integrated into the budget build process so that both internal and partner priorities could be fairly judged.  In the first instance it was suggested that the funding be devoted to sustaining and improving upon the current areas of success.  Any further bid would have to be codified with specific outcome targets including milestones, volume and quality sections and must not require ongoing revenue expenditure.

Having considered the advice of the Shadow Executive, it was

RESOLVED:(i) That existing commitments be given priority in the  ...  view the full minutes text for item 38.

This report seeks to brief members on research on the evening economy and the experience of York city centre in the evening, undertaken in association with the First Stop York Product Development Group.   It seeks views on the principles of the draft vision and action plan prior to a costed action plan being presented later in the year.

RESOLVED:(i) That officers be requested to pursue the production of an action plan based on the views expressed by the Executive and Shadow Executive on the key findings of the research and the principles outlined in the draft proposed vision and action plan for the evening economy in York;

(ii)               That the development of a vibrant, diverse and inclusive evening economy in York be supported in principle;

(iii)That a further report be presented incorporating a costed action plan to support the development of the evening economy in York city centre.

REASON:            To help shape the effectiveness of future action.

Members received a report which sought to brief them on research on the evening economy and the experience of York city centre in the evening, undertaken in association with the First Stop York Product Development Group.  It sought views on the principles of the draft vision and action plan prior to a costed action plan being presented later in the year.

The research suggested that the correct “steer” for the York evening economy was towards a more inclusive evening experience with a more exciting and diverse range of evening activities, a higher amenity value and a higher perception of safety in the city centre.   The research also highlighted the need for co-ordination of activity in the evening economy to allow for greater communication and cooperation between the stakeholders involved including retail, hospitality, entertainment, accommodation and the local authority. 

Paragraphs 6-7 of the report set out the key findings from the research and a draft vision and action plan to stimulate the evening economy in York.

Members noted that the trend towards a 24/7 City would continue and highlighted the need for the Council to cooperate in trying to attract additional income to the City.

Having considered the advice of the Shadow Executive, it was

RESOLVED:(i) That officers be requested to pursue the production of an action plan based on the views expressed by the Executive and Shadow Executive on the key findings of the research and the principles outlined in the draft proposed vision and action plan for the evening economy in York;

(ii)               That the development of a vibrant, diverse and inclusive evening economy in York be supported in principle;

(iii)That a further report be presented incorporating a costed action plan to support the development of the evening economy in York city centre.

REASON:            To help shape the effectiveness of future action.

This report requests that the Local Development Framework (LDF) Working Group’s recommendations to the Executive are endorsed and that the LDF Core Strategy Issues & Options 2 and supporting documentation be approved for consultation in the summer.

RESOLVED:(i) That the draft Issues & Options document be approved for public consultation, subject to the changes recommended at the LDF Working Group and a further amendment to the housing section to indicate that the Housing Market Assessment is a “desire” led rather than a “needs” led document;

                        (ii) That the publication of the ‘LDF Issues and Options Consultation Summer 2006’ document to support the consultation on the draft Issues & Options document;

                        (iii) That the approval of the final layout of the document, the Sustainability Appraisal and the summary leaflet to accompany the Issues & Options document consultation be delegated to the Director of City Strategy in consultation with the Executive Member and Opposition Spokesperson for City Strategy;

                        (iv) That the making of any incidental changes to the draft document that are necessary as a result of the recommendations of the LDF Working Group or the Executive be delegated to the  Director of City Strategy in consultation with the Executive Member and Opposition Spokesperson for City Strategy.

REASON:      To ensure that the LDF Core Strategy can be progressed to its next stage of development as highlighted in the Council’s Local Development Scheme.

Members received a report which requested that the Local Development Framework (LDF) Working Group’s recommendations to the Executive were endorsed and that the LDF Core Strategy Issues & Options 2 and supporting documentation be approved for consultation in the summer.  The emerging LDF Core Strategy document was attached as Annex A of the report.

A report on this matter had been taken to the LDF Working Group meeting on 18 July 2007 and the minutes from this meeting had been circulated to the Executive.

The report presented three options for consideration:

·  Option 1 – To approve the document, attached as Annex A, and supporting information for public consultation;

·  Option 2 – To seek amendments to the document;

·  Option 3 – To request further work from officers.

An initial ‘Issues & Options’ consultation exercise had been held in Summer 2006 and the views raised during this exercise were summarised in a document called ‘LDF Issues and Options Consultation Summer 2006’.  It was proposed that this document would be made available along side the Issues and Options 2 document to support decision making during the consultation process.

Whilst recognising that the Housing Market Assessment did identify the very real problems of affordable housing in York, Members noted that much of the conclusions were based on a “desire” led residents survey, which asked people to identify what housing they would “like” rather than what their “need” was, and expressed the view that this needed to be made clear in the housing section of the document.

Having considered the advice of the Shadow Executive, it was

RESOLVED:(i) That the draft Issues & Options document be approved for public consultation, subject to the changes recommended at the LDF Working Group and a further amendment to the housing section to indicate that the Housing Market Assessment is a “desire” led rather than a “needs” led document;

                        (ii) That the publication of the ‘LDF Issues and Options Consultation Summer 2006’ document to support the consultation on the draft Issues & Options document;

                        (iii) That the approval of the final layout of the document, the Sustainability Appraisal and the summary leaflet to accompany the Issues & Options document consultation be delegated to the Director of City Strategy in consultation with the Executive Member and Opposition Spokesperson for City Strategy;

                        (iv) That the making of any incidental changes to the draft document that are necessary as a result of the recommendations of the LDF Working Group or the Executive be delegated to the  Director of City Strategy in consultation with the Executive Member and Opposition Spokesperson for City Strategy.

REASON:      To ensure that the LDF Core Strategy can be progressed to its next stage of development as highlighted in the Council’s Local Development Scheme.

On behalf of the Executive, the Chair thanked both David Atkinson, the Chief Executive, and Patrick Scott, the Director of Learning, Culture and Children’s Services, for their support, hard work and achievements during their time with the Council and wished them both well for their retirement.