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 invited to declare at this point in the meeting any personal interests, not included on the Register of Interests, or any prejudicial or disclosable pecuniary interests they may have in respect of business on the agenda.

Councillor Potter declared a personal interest in relation to agenda item 4 (Attendance of Deputy Leader – End of Year Update) as a candidate in the recent Police and Crime Commissioner election and as a volunteer guide at the Mansion House.

Councillor Horton also declared a personal interest in relation to agenda item 4 (Attendance of Deputy Leader – End of Year Update) as a volunteer guide at the Mansion House.

To approve and sign the Minutes of the last meeting of the Committee held on 8 April 2013.

RESOLVED:       That the minutes of the last meeting of the Committee held on 8 April 2013 be approved and signed by the Chair as a correct record, subject to the addition of Cllr Gunnell to those members shown as in attendance at the meeting.

It is at this point in the meeting that members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Friday 10 May 2013.  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.

It was reported that there had been one registration to speak at the meeting under the Council’s Public Participation scheme. This registration had however subsequently been withdrawn as the registered speaker had been unable attend the meeting.

The Deputy Leader will attend the meeting to provide an end of year update.

The Deputy Leader attended the meeting and presented her report, attached to the agenda. She provided an informative update of the work undertaken in her portfolio area together with details of ongoing projects and future goals.

In addition to the report the main points raised were:

Democratic Services

Council Chamber

Following the installation and use of the new Council Chamber audio system, at the last Council meeting in March, a couple of issues had been arisen. These would be attended to prior to the next meeting.

Membersphere App

Work was on going with this new app which would provide information for members in one place and was shortly due for testing by members.

Electoral Services

Postal Voter signature refresh

As the newly collected postal voter signatures could not be used on a permanent basis and would require a refresh every 5 years, there was a need publicise this fact and the future arrangements.

Mansion House

Important work on the Mansion House was now progressing to provide heating etc. There was no date scheduled for this work however when work commenced this would require closure of the house for a short period of time.

Members questioned a number of points including:

·        Receipt of additional funding for the Police and Crime Commissioner elections and reference to the low election turnout. Confirmation that funding had been received to assist however this had not contributed to the core costs. The final accounts for this election were shortly due for publication.

·        Mansion House updating costs. Confirmation that grants and other bids were being examined to assist with costs however this investment would allow further opening of the house providing further income streams.

·        Results of the Local Government Boundary Commission review. Confirmation that the outcome of the review was imminent.

·        Postponement  of  the Scrutiny Work Planning Event owing to lack of uptake. Further dates would follow shortly. In answer to Members questions it was confirmed that political proportionality applied to all scrutiny committees’ however if there were no objection by all Council members scrutiny committees could have a different make up.

·        National Local Democracy Week, the need to publicise all events at an early stage to increase attendance. Members encouraged to feed in any ideas for events etc.

·        Acoustics in some meetings rooms in West Offices and need for microphone provision. Confirmation that Facilities Management were in the process of purchasing portable microphones for use at meetings.

·        Meeting room signage for hearing loop system when in use.

·        Questioned which Committee had oversight of the Mansion House accounts. Need to ensure any profit generated was used correctly. Confirmation that the Mansion House/Guildhall budgets overlapped with the Mansion House exceeding its previous years income target which also appeared to be the case for the current year. Any profit was used to increase the Mansion House sinking fund with a contribution made to the running costs of the house. The Cabinet Member confirmed that she would include details of the Mansion House accounts in her 2014 update.

The Cabinet  ...  view the full minutes text for item 55.

To consider the draft final report of the Task Group appointed to undertake a scrutiny review on Improving Community Engagement, prior to presentation to Cabinet on 4 June 2013.

Consideration was given to the draft final report of the Improving Community Engagement Scrutiny Review. This followed  a review undertaken by a Task Group set up to examine the issues affecting levels of community engagement across the city, in the three areas of community engagement, CYC Customer Services and financial inclusion.

Initially the Task Group carried out a comparison of two groups of wards with differing levels of deprivation and reasons for lack of engagement, using the detailed results from the Big York Survey 2012.  This led them to focus their review work on identifying ways of improving communications between CYC and Parish Councils and in non-Parish Council areas.

Task Group members spoke of this interesting scrutiny which had highlighted resident’s engagement with CYC through a number of mediums and their willingness to disseminate information using a variety of channels.

Overall, the Task Group recognised that across all wards, Parish Councils, Residents Associations, and other local bodies such as Neighbourhood Watch Groups, Gardening Clubs, Planning Panels etc (any organisations that bring together groups of residents), had much to offer in the way of community liaison.  And, that they were a source of local information that could be better utilised to inform discussions around Community Contracts and local priorities etc.

Reference was also made to the need to publicise Residents Associations to attract new membership including those from ethnic minorities. Members also pointed to the longer term results from the implementation of the recommendations with need for feedback to ensure results.

Following further discussion it was;

RESOLVED:       i)       That the draft final report and recommendations of the Improving Customer Engagement Scrutiny Review be agreed and noted.

ii)       That the above report and recommendations be forwarded to Cabinet with a cover report for their information.

REASON:           To conclude the work of this review in line with scrutiny procedures and protocols.

To consider the Committee’s work plan for the remainder of the 2012/13 municipal year.

Consideration was given to the Committees work plan which provided a reflection of the Committee’s work over the last municipal year 2012/13.

It was confirmed that details of a revised June date for the Scrutiny Work Planning event would shortly be sent out.

RESOLVED:       That the 2012/13 work plan be received and noted.

REASON:           To provide an overview of the Committee’s work for the 2012/13 municipal year.