Agenda 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.

Cllr Looker declared a personal non prejudicial interest in Executive Agenda Item 11 (City Strategy Financial Support to Voluntary Organisations 2008/09) as Director of the York Credit Union.

Cllr Potter declared a personal non prejudicial interest in Executive Agenda Item 11 (City Strategy Financial Support to Voluntary Organisations 2008/09) as the Older Peoples Champion.

Cllr Fraser declared a personal non prejudicial interest in Executive Agenda Item 14 (Gas Servicing – Future Procurement) as a member of the retired section of Unison.

Cllr Simpson-Laing declared a personal non prejudicial interest in Executive Agenda Item 6 (Back Park Petition – Executive Response) as a Member of the Back Park Group and a local resident.

Cllr Merrett declared a personal non prejudicial interest in Agenda Item 7 (Community Sports Stadium Options and Implications) as his daughter has attended the excellent courses run by York City Football Club.

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

(i)      Any exempt information as detailed on the agenda for the Executive meeting to be held on 6 May 2008, under Schedule 12A to Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to information) (Variation) Order 2006.

(ii)         Annexes to Agenda Item 7(Provision of a New Stadium for York City Football Club) 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).

RESOLVED:(i) That the public and press be excluded from the meeting during consideration of Annex A of Executive Item 14 (Gas Servicing – Future Procurement) 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).

(ii) That the public and press not be excluded from the meeting during consideration of Agenda Item 7 (Provision of a New Stadium for York City Football Club) as there were no annexes containing information 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 Shadow Executive meeting held on 16 April 2008.

At this point in the meeting members of the public who have registered their wish to speak regarding an item on the agenda or an issue within the Shadow Executive’s remit can do so. The deadline for registering is Tuesday 29 April 2008, at 5.00 pm.

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

Mr Hughes, from Osbaldwick Parish Council, addressed the committee about the Executive report on Derwenthorpe that was considered by the Shadow Executive on 5 March 2008. Mr Hughes asked whether a response had been received to the questions that the Shadow Executive posed on the Derwenthorpe report. Mr Hughes was informed that a response to the questions had been received from the Director of City Strategy but the answers were confidential as they covered an agreement which was not in the public domain and was commercially sensitive. The Chair informed Mr Hughes that he had asked officers to make those answers available in a public form but he did not know when they would be available. The Chair highlighted that the Derwenthorpe Executive would know the answers as the Joseph Rowntree Housing Trust and the Director of City Strategy were both on the Board. Mr Hughes stated that he had never seen any minutes about this Board and asked whether they could write to the Clerk of the Parish Council about what this Derwenthorpe Executive was. The Chair informed Mr Hughes that he would ask officers to let the clerk know about this Board.

To consider the items on the agenda for the Executive meeting to be held on 6 May 2008, and to take a decision on whether to call-in any of these items.

Please note that the reports relating to these items will be published on the Council’s website on 25 April 2008. The website address is www.york.gov.uk  Copies of the Executive agenda and reports are also available for viewing at public libraries in York and can be obtained by telephoning Democracy Support Group on York (01904) 551088.

The Shadow Executive made the following comments on the Forward Plan at page 13 of the papers circulated for the Executive meeting to be held on 6 May 2008:

The Shadow Executive:

·        agreed to provisionally request officers for the following items on the Executive Forward Plan:

Executive on 20 May

§         Sustainable Procurement Policy

The Shadow Executive considered a report which was listed as item 6 on the agenda for the Executive meeting on 6 May 2008, at page 15.  The report asked Members to respond to a petition, submitted to Full Council, relating to any potential development of Back Park, Balfour Street, and sought to clarify the status of this property holding.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

• reported that they had heard from Cllr Crisp in their pre-meeting and had received written comments from her on behalf of her fellow councillors and residents of the Leeman Road area about concerns regarding Back Park;
• reminded the Executive of the petition in April 2006, the paper at Leisure EMAP in September 2006 and decisions taken at Holgate ward committee meetings, and the Community Strategy’s aim of an active and participative city;
• recommended that residents were listened to and that the sale of all parcels of Back Park be abandoned;
• agreed that a local asset management plan for the area should be developed, based on the Tang Hall area model.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 7 on the agenda for the Executive meeting on 6 May 2008, at page 21. The report asked the Executive to endorse the principles of political protocol agreed between the Council’s political groups after last year’s election, with a view to negotiating their continuation for the coming year. The executive were asked to consider a list of topics from Group Leaders which it was proposed would form the basis of initial discussions for negotiating a Policy prospectus for the municipal year 2008/09. The report also provided Members with a look back and review of the topics from the Policy Prospectus for the current year and the progress that had been made in addressing them.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        noted the report.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 8 on the agenda for the Executive meeting on 6 May 2008, at page 37. The report presented proposals to establish a Golden Triangle Partnership Board, which would oversee the works of the Golden Triangle, set the strategic vision for the partnership and agree any future projects, and asked the Executive to nominate the Council’s representatives on the Board.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        recommended Option 1 but agreed that a formalised reporting  mechanism be introduced for reporting to Members to ensure proper accountability and provision of information.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 9 on the agenda for the Executive meeting on 6 May 2008, at page 43.  The report informed the Executive of the detailed results of the Residents’ Opinion Survey (07/08).

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        agreed that this was a mixed report and were surprised by the comments in The Press;

·        agreed that there should be more analysis of the trends in the figures;

·        raised concerns about whether it was representative of the demographics in York, especially of Young People;

·        highlighted that sports and leisure were in the lowest quartile, and all but one of those services in the top quartile were not provided by the Council;

·        highlighted that the level of satisfaction with household waste collection had declined from 91% to 72%, as detailed in paragraph 18 of the report;

·        highlighted that perceptions were not strong in relation to the council providing value for money as detailed in paragraph 9 of the report;

·        highlighted that, as detailed in paragraph 7, things had not improved over the past three years, and that 83% felt that it had stayed the same or got worse, which was a sad indictment of the Lib Dem administration.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 10 on the agenda for the Executive meeting on 6 May 2008, at page 55.  The report discussed proposals for the use of the Local Public Service Agreements 2 (LPSA2) reward grant and the proposed financial policy which would govern York’s second Local Area Agreement (LAA), and also provided an update on progress towards the completion of the LAA.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        were unsure what the recommendation to receive the indicators was asking for;

·        agreed that there was a need for proper consultation with Members on the LAA, and therefore cannot agree the indicators and reserved their position;

·        approved the methodology.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 11 on the agenda for the Executive meeting on 6 May 2008, at page 97. The report sought advice from Members regarding the most appropriate way to allocate the residual £7,100 City Strategy voluntary sector grants budget for the 2008/09 financial year.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        reminded the Executive that if the Labour budget amendment had been approved then these Groups would have been funded in full;

·        agreed that a one off payment to the Credit Union out of the reserves should be provided;

·        agreed that the remaining amount from the residual £7,100 should be split equally between the York Older People’s Assembly and the Older Citizens Advocacy York.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 12 on the agenda for the Executive meeting on 6 May 2008, at page 103.  The report presented a request from the Scrutiny Management Committee for additional funding to finance a city-wide survey on the broad strategic options available to the City to tackle traffic congestion.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        agreed to the request for additional funding in full, as recommended.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 13 on the agenda for the Executive meeting on 6 May 2008, at page 117. The report updated Members on progress with inclusion and equalities. It also requested use of funds for temporary resources to progress improvements in the collection and use of customer and staff data, profiled where appropriate in the Equality strands which were Gender, Age, Disability, Race, Religion and Belief, and Sexual Orientation.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        agreed with the request for funding, but disagreed that that the post should be on a temporary basis and limited to 18 months.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

The Shadow Executive considered a report which was listed as item 14 on the agenda for the Executive meeting on 6 May 2008, at page 129.  The report, deferred from the meeting on 25 March, provided details of the recent procurement exercise undertaken, suggested a future direction for the gas servicing and maintenance works to council dwellings, and sought approval for an amended repairs partnership Service Level Agreement (SLA) to improve the quality, productivity and cost of the service to customers and the Council.

Having discussed the issues set out in the report, the following comments were agreed:

The Shadow Executive:

·        recommended Option 2, as there was a need to be assured that they were getting the best value for tenants, and the tender option was something which best ensured this.

RESOLVED:(i) That the Executive be asked to take the above comments into account when considering this item.

(ii)                        That the item not be called in.

This briefing report audits the implementation of the Safer Neighbourhoods agenda by North Yorkshire Police and City of York Council.

Members received a briefing report which audited the implementation of the Safer Neighbourhoods agenda by North Yorkshire Police and City of York Council.

RESOLVED:             That the report be deferred to a future meeting.

REASON:                  To allow the Director of Neighbourhood Services to attend the meeting.

This briefing report provides the following details:

(i)         The background and need for the change of location for the York City Football Club.

(ii)        All options, including sites that have been identified as potential relocation sites, identifying clearly those which currently are under consideration, those which have been rejected together with the reasons why, and additional sites that may be considered suitable.

(iii)            Details of all meetings within the past 12 months between Officers and/or Council Members representing the Council with the Football Club and any other interested parties, including summaries and the purpose of those meetings.   

(iv)            Details of the implications of moving to a Community Stadium, including the current location of the Rugby Club and other sporting activities currently taking place at the Huntington Stadium.

(v)        The financial implications to the City of York Council in relation to each and every option that it considered feasible to be pursued.

Members considered a briefing report which provided the following details:

(i)         The background and need for the change of location for the York City Football Club.

(ii)        All options, including sites that have been identified as potential relocation sites, identifying clearly those which currently are under consideration, those which have been rejected together with the reasons why, and additional sites that may be considered suitable.

(iii)            Details of all meetings within the past 12 months between Officers and/or Council Members representing the Council with the Football Club and any other interested parties, including summaries and the purpose of those meetings.   

 (iv)            Details of the implications of moving to a Community Stadium, including the current location of the Rugby Club and other sporting activities currently taking place at the Huntington Stadium.

  (v)      The financial implications to the City of York Council in relation to each and every option that it considered feasible to be pursued.

The briefing report was tabled at the meeting. As part of round table discussions, the committee were addressed by Jason McGill - Chairman of York City Football Club, Roger Dixon – Chairman of York City Knights Rugby Club, Rob McGill – Director of York City Football Club, Sophie McGill – Director of York City Football Club, Frank Ormston from York City Football Supporters Club - York Minstermen, Gary Hall from York City Knights Rugby Supporters Club, and Mike Palfrey from York City Football Supporters Club – Yorvik Reds. It was requested that a statement of commitment from all political parties should be issued saying they were in support of a community stadium.

The report author reported that they were trying to bring together a set of options that all partners – council, clubs and landowners - were capable of signing up to. Unfortunately not all partners had signed up yet.

Board members held a wide ranging discussion covering a number of issues including the location of the new stadium, the need for a community stadium and the facilities that could be provided,  and financing the new stadium.

The Chair reported that they were grateful to those who had come to the meeting, were impressed by the passion and commitment shown and were heartened by the openness of the clubs and the clear desire to work together. The Shadow Executive recognised the value of sport and sporting activities to the citizens of York. The revised Community Strategy included an aim to be an active and participative city. York was a city of national and European importance, and that it was nothing short of a disgrace that the stadium was not fit for purpose and sporting organisations were clinging on for financial viability. The Shadow Executive supported a Community Stadium but naturally had to be sure of the security of the finances for the clubs, their supporters, citizens and council tax payers. There was a need to ensure the facilities of any new club were sufficient and the locations was appropriate for all parties. There was also a  ...  view the full minutes text for item 221.