Local democracy during coronavirus

During coronavirus, we've made some changes to how we're running council meetings. See our coronavirus updates for more information on meetings and decisions.

Agenda and minutes

Venue: Remote Meeting

Contact: Robert FIintoft 

No. Item

The Chair confirmed this was not a formal meeting of this Scrutiny Committee. The Council is operating its scrutiny and decision making meetings in accordance with statutory requirements relating to holding ‘Covid-safe’ meetings between 7 May and 21 June 2021.


Declarations of Interest

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, the Chair invited Members to declare any personal, pecuniary or prejudicial interests, which they had not already included in their standing register of interests. None were declared.


Minutes pdf icon PDF 138 KB

To approve and sign the Minutes of the meeting held on 12 April 2021.


RESOLVED: That the minutes of the meeting held on 12 April 2021 were approved, to be signed by the Chair as a correct record at a later date.



Public Participation

At this point in the meeting members of the public who have registered to speak can do so. Members of the public may speak on agenda items or on matters within the remit of the committee.

Please note that our registration deadlines have changed to 2 working days before the meeting, in order to facilitate the management of public participation at remote meetings. The deadline for registering at this meeting is at 5.00pm on Thursday 6 May 2021.


To register to speak please visit www.york.gov.uk/AttendCouncilMeetings to fill out an online registration form. If you have any questions about the registration form or the meeting please contact the Democracy Officer for the meeting whose details can be found at the foot of the agenda.


Webcasting of Remote Public Meetings

Please note that, subject to available resources, this remote public meeting will be webcast including any registered public speakers who have given their permission.


The remote public meeting can be viewed live and on demand at www.york.gov.uk/webcasts. During coronavirus, we've made some changes to how we're running council meetings. See our coronavirus updates (www.york.gov.uk/COVIDDemocracy) for more information on meetings and decisions.


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


Update on the Corporate Project Management Approach pdf icon PDF 295 KB

The purpose of this report is to update the Customer and Corporate Services Scrutiny Managment Committee on the approach to Project Management across City of York Council, and provide the latest major projects public updates with a specific update on the latest reporting on York Central.

Additional documents:


Members received an overview from the Director of Economy and Place on the continuation of the regular updates, and accessibility of the report for transparency and scrutiny in regards to significant expenditure, with clarification on the following:

·        All major projects going through ‘All About Projects’ framework from Government Green Book Guidance.

·        Currently approximately 20 projects.

·        The qualifications of a major project.

·        Challenges around project management.

·        RAG rating system during project development.

·        The Housing ICT programme resolution moving it from red to amber or green in the next report.


In response to Member’s questions it was confirmed:


·        RAG report is monthly.

·        Resourcing issues around talent and skillset.

·        Redeployment of project managers and teams during the pandemic community recovery, and the impact on resourcing.

·        Financial limitations on recruitment.

·        Skills within organisation being split between two projects have resulted in priority given to one project in order to balance resource demand.

·        Strategic Board monitored the revised Government arrangements for York Central and the effectiveness of governance through partnerships.

·        Awaiting feedback of public enquiry and Stopping Up Order, advisors opening up communication with local residents.

·        The conditions of the grant funding and potential implications of Stopping Up Order.

·        The need for reassessment on RAG rating in regards to the Stopping Up Order and grant funding implications.

·        The regulatory and contractual outlines of CYC and York Central’s project delivery.

·        The initiation stages of the Library Investment Programme.

·        The process of public consultation and land negotiations for Outer Ring Road (A1237).

·        Delaying the statutory consultation period for City Centre Access for one month to ensure wider engagement with relevant groups.

·        The incoming resources and timeline for the Local Plan.

·        Housing ICT programme in time for November go-live.

·        Potential addition of performance management within the project, to report timescales and delays.

·        Trends in increasing construction costs due to pandemic and EU restrictions to be reviewed with cost estimates for all project risk registers.

·        Secured letting contract for Guildhall and awaiting remarketing of restaurant space.


RESOLVED: That the updates from the Director of Economy and Place be noted.


REASON:     To keep the Committee updated on Corporate Project Management and major projects across City of York Council.


[Adjournment 18:52 – 18:59]


Monitoring and Tracking of Approved Council Motions pdf icon PDF 153 KB

This report provides information on approved Council motions since October 2018 to ensure that actions arising from approved Council motions are implemented in a timely manner and that movers of those motions are properly informed of progress.

Additional documents:


Members received an overview of Approved Council Motions since October 2018 from the Head of Civic and Democratic Services which included:

·        Current tracking from CMT following approval and allocation.

·        Annual report through CMT.

·        Monitoring sum of Scrutiny recommendations.


In response to Member’s questions it was confirmed:

·        In-depth detail of information around the outcome was suggested necessary for accountability.

·        No constitutional requirement for the committee to monitor the report.

·        A preference for a bi-annual report from CMT or Democratic Services to be reviewed within this committee, or within Audit and Governance.


RESOLVED: That CSMC would like to recommend to Executive a regular update provided for tracking Council Motions.


REASON:  To ensure there is a public forum for transparency of the implementation process of approved council motions.


Work Plan 2019/20 pdf icon PDF 98 KB

To consider the Draft Work Plan for 2021.


Members were informed that all Scrutiny forums in June are to be held remotely and will focus on their upcoming annual Work Plan and the commissioned scrutiny slots.


The corporate calendar for July onwards will follow the government guidance and expect face to face meetings to return.


RESOLVED: That the Chair’s update of June forums focusing on the Work Plan be noted.


REASON: To ensure that the work plan and commissioned scrutiny slots are in place for the upcoming year.


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