Agenda and minutes

At this point, Members are asked to declare:

·        any personal interests not included on the Register of Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

At this point in the meeting, Members were asked to declare any personal interests not included on the register of interests, any prejudicial interests or any disclosable pecuniary interest which they might have in respect of the business on the agenda. No additional interests were declared.

To approve and sign the Minutes of the last meeting of the Committee held on 7 April 2015.

Resolved:  That the minutes of the last meeting of the Committee, held on 7 April 2015, be approved and signed by the Chair as a correct record.

At this point in the meeting members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Friday 5 June 2015.  Members of the public can speak on agenda items or matters within the remit of the committee.

To register to speak please contact the Democracy Officer for the meeting, on the details at the foot of the agenda.

Filming, Recording or Webcasting Meetings

Please note this meeting may be filmed and webcast or audio recorded and that includes any registered public speakers, who have given their permission.  The broadcast can be viewed at http://www.york.gov.uk/webcasts  or,if sound recorded, this will be uploaded onto the Council’s website following the meeting.

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting, i.e. tweeting.  Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (whose contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present.  It can be viewed at http://www.york.gov.uk/downloads/download/3130/protocol_for_webcasting_filming_and_recording_of_council_meetings

It was reported that there had been one registration to speak at the meeting, from Fiona Evans on behalf of the Yearsley Pool Action Group in relation to Agenda item 6 – Yearsley Pool Ad Hoc Scrutiny Committee.

Fiona Evans requested members to formally close the Yearsley Pool Ad Hoc scrutiny review for a number of reasons which she outlined. In particular, the change in Council administration, that the new Executive had made a commitment to keep Yearsley pool open and, as only one member of the existing scrutiny committee remained on the ad hoc committee. She felt that cross party working with the aims of reducing the subsidy and examining operating options could now be facilitated by other less formal means. She also thanked the Ad Hoc Committee for their work to date.

This report sets out the Council’s structure for the provision of the overview and scrutiny function and the resources available to support it. The current terms of reference for the individual Policy & Scrutiny Committees are also reported, although these may be subject to change by the new administration following the re-naming and redesignation of the Scrutiny Committees.  

Consideration was given a report which highlighted the Council’s structure for the provision of the overview and scrutiny function and the resources available to support it, together with the terms of reference for the individual scrutiny committees.

The Democracy and Member Support Manager provided a Committee update about proposed changes to the terms of reference for the scrutiny committees.

The Chair confirmed that consideration was being given to pre decision scrutiny and increased consultation. He highlighted the need for scrutiny to be more proactive and for work plans to include items related to the new policy element of the Committees role, with assistance from the Council’s policy team. He also suggested additional generic scrutiny and subject specific training with one or two yearly work planning.

Resolved:  That the report and the specific remits of the individual Policy and Scrutiny Committees be received and noted.

Reason:     To inform Members of the scrutiny arrangements. 

This report provides Members with the fourth update on the implementation of the outstanding recommendations arising from the previously completed scrutiny review on Engaging Communities. Members are asked to sign off the remaining recommendations, if it is considered they have been implemented.

Members considered a report which updated the Committee on implementation of the outstanding recommendations arising from the previously completed scrutiny review on Engaging Communities.

Consideration was given to the two outstanding recommendations listed at Annex A of the report, relating to improvements in joint working at Ward Committee meetings and work on the identification of associations or groups to disseminate information in areas where no Parish Council or Resident Association existed.

The Chair referred to the changes in ward committee arrangements going forward, highlighting that signoff of the outstanding recommendations related to the previous ward committee model. He confirmed that scrutiny of the new arrangements would follow as they came forward.

Officers referred to current work being undertaken on the formalising of future policy, in particular the role of the Committee and pre decision scrutiny arrangements.

Some Members expressed concern at the sign off of the outstanding recommendations, prior to agreement and set up of the new Ward Committee arrangements but were reassured that, if the recommendations were signed off, that the work of the Task Group would be incorporated into any future review and, following further discussion it was

Resolved:      (i)    That the two outstanding recommendations in relation to the previously completed scrutiny review on Engaging Communities be signed off.

   (ii)    That Officers from the Communities and Equalities Team be invited to attend the Committees next meeting to outline the new Ward Committee arrangements.

Reason:              In order to finalise the work of the previous scrutiny review and to update Members on future arrangements for Ward Committees.

This report provides the Corporate & Scrutiny Management Committee with information on the situation regarding the Ad Hoc Scrutiny Committee set up to investigate ways to reduce the subsidy given to Yearsley Swimming Pool whilst securing its long-term future. Members are asked to consider whether to proceed with the Scrutiny Review and appoint a new Ad Hoc Scrutiny Committee to continue the work on their behalf

Consideration was given to a report which provided the Committee with information on the current situation regarding membership of the Ad Hoc Scrutiny Committee, set up to investigate ways to reduce the subsidy given to Yearsley Pool whilst securing its long-term future.

The Chair confirmed the need to continue to examine ways of reducing the subsidy and expressed concern at the request to disband the Committee, prior to concluding its work.

Some Members also confirmed their concern at the public speaker’s suggestion to close the ongoing Yearsley Pool review, particularly following work previously undertaken, the high level of public engagement, Nestlé’s proposals for an employees’ gym and reiterating that there was still a need to reduce the subsidy for the pool.

Other Members felt, in view of the loss of membership of the Ad Hoc Committee, that the review should be abandoned; however the Committee could be reconstituted at a later date, if required.

The Scrutiny Officer highlighted the Committee’s work to date, confirming the changes in membership and the options now open to Members 

Following further discussion Cllr Kramm moved and Cllr Williams seconded option (i) at paragraph 18 of the report and the continuation of the Yearsley Pool Scrutiny Review and appointment of a new Ad Hoc Scrutiny Committee to carry out the work. On being put to the vote this motion was lost.

Cllr Fenton then moved and Cllr Reid seconded option (ii) at paragraph 18 of the report, the closure of the Yearsley Pool scrutiny review in light of the priorities in the new Executive’s policy programme. On being put to the vote the motion was lost.

Cllr Galvin then moved and Cllr Lisle seconded and it was

Resolved:  That the Yearsley Pool Scrutiny Review be abandoned and that a report be presented to the Committee’s next meeting, of the Ad Hoc Committee’s findings to date and the options open to the Committee to move this review forward.

Reason:     To enable options to reduce the Council subsidy to Yearsley Pool to be identified.

This report sets out the role of the Committee in relation to petitions and asks Members to consider those petitions received since the last meeting of the Committee in April 2015 and to comment on actions taken in relation to existing petitions.

Members considered a report which outlined the Committees new role in the initial consideration of petitions received by the Authority. Consideration was also given to the schedule of all petitions considered to date by the Committee, including details of any new petitions received since the Committees last meeting in April, at Annex A.

The Chair referred to the schedule which detailed every petition received to date and action taken, since the Committee had taken on this new overseeing role in October 2014.

Members confirmed that, in order to make the information relevant and manageable for future meetings and, as long as the schedule of petitions was publically available, that an annex in a reduced format would be acceptable for consideration at future meetings.

Resolved:  That future petitions reports presented to the Committee include an annex of current petitions and agreed actions, following consideration of the petitions by the relevant Executive Member.

Reason:     To ensure the Committee carries out its new requirements in relation to petitions.  

To consider the Committee’s work plan for the 2015/16 municipal year.

Consideration was given to the Committee’s work plan for the 2015/16 municipal year.

Officers confirmed that the Bi-annual Workforce Strategy Monitoring Report  listed for the 9 November 2015 and 9 May 2016 meetings could be removed from the work plan. It was noted that the final monitoring report had been presented to the April 2015 meeting and that a new combined People and Organisation Development Plan was now being developed.

Members referred to the attendance of the Executive Leader and Deputy Leader at the Committees next meeting and suggested this would be an opportune time to discuss how the policy elements of strategic finance could be incorporated in pre decision call in.

Resolved:    That the Committee’s work plan for 2015/16 be received and noted, subject to the following changes and additions:

13 July 2015

Addition - Annual Scrutiny Report

Addition - Consultation on future scrutiny participatory role in executive decision making

Addition - Yearsley Pool - Ad Hoc Committees findings to date and options open

14 September 2015

Addition – Future Ways of Scrutiny Working

9 November 2015

Removal – Bi-annual Workforce Strategy 2012-15

9 May 2016

Removal – Bi-annual Workforce Strategy 2012-15

Reason:     To inform Members of the Committee’s work during the current year and work that will be continuing into the next municipal year