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.

Members were asked to declare any personal interests not included on the Register of Interests, any prejudicial interests or any disclosable pecuniary interests which they might have in respect of business on the agenda.  Councillor Williams declared a personal interest in agenda item 8 (Potential Topics for Review this Municipal Year), as his employer was one of the organisations involved in One Planet York.

To approve and sign the minutes of the meeting held on 9 May 2016.

Resolved:  That the minutes of the meeting held on 9 May 2016 be approved as a correct record and then signed by the Chair subject to the wording “That appropriate officers report to the Executive analysing the potential impact of TTIP upon the Council and its services, with a view to...” being deleted from minute 56 and 58.

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 10 June 2016.  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 https://www.york.gov.uk/downloads/file/6453/protocol_for_webcasting_filming_and_recording_council_meetingspdf

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

The Executive Leader and Deputy Leader have been invited to attend the meeting to outline their priorities and challenges for 2016-2017.

The Leader and Deputy Leader had been invited to attend the meeting to outline their priorities and challenges for 2016-2017.  Copies of a paper detailing progress on the 12 Point Policy Plan had been circulated and are available with the online agenda papers for the meeting.

Discussion took place on the following issues:

·        The plans that were in place to share good practice in respect of the delegation of ward funding. A training event was planned to consider issues in respect of area based work.  Members suggested that it would be helpful for more information and guidance to be issued to Members to support them in making informed decisions as to how ward funding could be spent most effectively.

·        The Leader and Deputy Leader were questioned regarding the arrangements that were in place to secure the future of Yearsley Pool as part of the Community Stadium contract and as to how this would be funded within the business case.  Members were informed that contract negotiations with GLL were ongoing but that more detailed information regarding the inclusion of Yearsley Pool within the contract and the funding arrangements could be circulated to Members following the meeting.

·        Clarification was sought as to the timescale for the review of senior management. The Leader and Deputy Leader stated that the new Chief Executive would be involved in the process and that the top tier review should be completed within eight weeks.  It was intended that the overall review would be completed within six months.  In response to concerns expressed by some Members regarding delays in carrying out the review, the Leader and Deputy Leader outlined some of the work that had already taken place, including making permanent some Director posts.  A paper was due to be considered at the July meeting of the Executive.

·        Members queried the decision to reduce bus subsidies in light of the stated priority to support rural bus services and services in communities where they were needed. The Leader and Deputy Leader stated that this issue had been subject to pre-decision scrutiny and that a report was due to be considered by the Executive in June.  Many of the routes concerned were very rarely used and a targeted approach had been adopted after consultation had been carried out.

·        The Leader and Deputy Leader were questioned regarding a delay in putting in place an action plan following the LGA Peer Review.  They stated that the action plan was due to be considered by the Executive in July and would then be presented to Full Council in October. The Leader and Deputy Leader commented that they did not believe that the delay had been prejudicial and that the LGA had concurred that it would not have been appropriate for the action plan to have been presented at the Annual Council meeting in May.

·        Members questioned why, in respect of the Guildhall project, the decision had been taken to no longer develop this as a digital media arts centre.  The Leader and Deputy  ...  view the full minutes text for item 4.

This report provides the committee with details of new petitions received to date, together with those considered by the Executive or relevant Executive Member/Officer since the last meeting of the committee.  Members are asked to consider the petitions received and actions reported, and agree an appropriate course of action in each case.

Members noted that the information presented in this report had been considered at the last meeting.  An updated report would be presented at the next meeting.

The purpose of this report is to present the latest progress on the development of the Guildhall complex to allow for pre-decision scrutiny ahead of a report being presented to July’s Executive seeking approval to proceed with project delivery.

Members considered a report which provided an update on progress on the development of the Guildhall complex as a business club/serviced office venue, with supporting commercial development on the riverside.  The report was presented to allow for pre-decision scrutiny ahead of a report being presented to July’s Executive seeking approval to proceed with project delivery. 

A presentation was given on the project [a copy of the presentation has been attached to the online agenda papers for the meeting].

Members questioned officers about details of the design, including the measures that would be in place to address issues in respect of flooding and the arrangements for servicing the businesses.  Officers also gave details of the pre-application discussions that had taken place with Historic England regarding the plans.

Officers were asked about the financial implications arising from the delays in the project.  They agreed to circulate further information on this matter following the meeting.¹

Members also questioned officers about the reasons why the provision would no longer focus on the digital media sector. Officers stated that the rental yields had been calculated on market factors irrespective of the type of business.  The accommodation could still meet the requirements of the digital media sector as well as other businesses.

Officers responded to Members’ questions regarding the arrangements that would be in place to ensure that best value would be achieved, including the tendering process.

Members raised the following issues:

·        Whilst some concerns were expressed regarding the delays that had arisen in progressing the project, Members were generally pleased with the current position.

·        There was general support for the design plans however

some Members were very concerned at the proposed demolition of the Mansion House garages and that no alternative vehicle parking for the Mansion House would be in place.  They commented on the difficulties that this would cause the Lord Mayor in carrying out their duties.

·        Some Members commented that they believed that there had been a lost opportunity to focus on the digital media sector, as this had been a unique selling point of the project.

·        Members did not feel that they had had sufficient time to consider the business case in order to comment on this aspect of the project.

Resolved:  That the Executive be requested to take into account the comments raised by Corporate and Scrutiny Management Policy and Scrutiny Committee when considering the report at their meeting in July.

Reason:     In accordance with pre-decision scrutiny arrangements.

Members are asked to put forward suggestions for potential topics for review in this municipal year. 

Members are also asked to consider a potential review of elements of the Transatlantic Trade and Investment Partnership (TTIP) motion to support the work of One Planet York.   

Members were asked to put forward suggestions for potential topics for review in this municipal review.  They were also asked to consider a potential review of elements of the Transatlantic Trade and Investment Partnership (TTIP) motion to support the work of One Planet York.

Members agreed that, rather than focus solely on one aspect of One Planet York, for example the Local Food Strategy, it may be worthwhile to carry out a scrutiny review focussed on putting in place a framework to help achieve the objectives of the strategy.

Referring to discussions that had taken place at the previous meeting, Members agreed that the Committee could play a useful role in helping to achieve the Council’s target of 70% take up of digital services across three years for those customers with internet access.  It was agreed that the E-Democracy Task Group would reconvene to support the work of officers during the roll-out of online services.

Members suggested that consideration should also be given to carrying out a scrutiny review on issues arising from the LGA Peer Review, including monitoring the implementation of the recommendations arising from the most recent review, and determining whether there were any recurring issues.

Resolved:  (i)      That scoping reports be presented on the

                             following topics:

·        One Planet York

·        The implementation of the recommendations arising from the LGA Peer Review (to include contextual information in respect of the previous reviews that had been carried out to determine whether there were any recurring issues).

(ii)      That the E-Democracy Task Group, comprising of Councillor Lisle,  Councillor Fenton, Councillor Gates and Councillor Williams, work with officers to help achieve the take-up target for online services.

Reason:     In accordance with agreed scrutiny protocols and procedures.

Members are asked to give consideration to the committee’s draft work plan for 2016-17.

Members gave consideration to the Committee’s draft work plan for 2016-17.

Resolved:  That the work plan for 2016-17 be approved subject to the following additions:

·        Scoping report on One Planet York (July or September meeting)

·        Scoping report on LGA Peer Review (July or September meeting)

·        Attendance of Executive Leader and Deputy Leader to provide an update on the progress in implementing the 12 Point Policy Plan (September meeting)

Reason:     To ensure that the Committee has a planned programme of work in place.

Members are asked to give consideration to the draft Annual Scrutiny Report, which covers the period between June 2015 and May 2016, prior to the report being presented to Full Council.

Members gave consideration to the draft Annual Scrutiny Report 2015-16, prior to the report being presented to Full Council in July 2016.

It was noted that paragraph 11 should be amended to read “... the Task group was reformed in June 2015”.

Recommended: That the Annual Scrutiny Report for the period June 2015 to May 2016 be approved subject to paragraph 11 being amended to read  “...the Task Group was reformed in June 2015”.

Reason:              To ensure that Council receives an Annual Scrutiny Report in accordance with Constitutional requirements.