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 7 – One Planet York Scoping Report, as his employer was a sponsor of this initiative.

To approve and sign the minutes of the Corporate and Scrutiny Management Policy and Scrutiny Committee meeting and the minutes of the Calling-In meeting held on 25 July 2016.

Resolved:  That the minutes of the Corporate and Scrutiny Management Policy and Scrutiny Committee meeting and the minutes of the Calling-In meeting held on 25 July 2016 be approved as a correct record and then signed by the Chair.

Matter Arising – Elections Scrutiny Review Task Group (minute 16)

It was noted that the Labour Group nomination on the Elections Scrutiny Task Group would be Councillor Levene.  Further consideration would be given to the Green Group nomination.

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 2 September 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, via the contact 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/download/downloads/id/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809.pdf

It was reported that there had been two registrations to speak at the meeting under the Council’s Public Participation Scheme.

Mr Mendus, Independent Member of the Audit and Governance Committee, spoke in relation to an item within the general remit of the committee - the enforcement of S106 agreements.   He stated that, although Veritau had carried out a recent audit and had given a “reasonable assurance” opinion on the controls within the system, he had some concerns about the enforcement of S106 agreements.  He suggested that this was an issue which the committee may wish to consider in more detail and that consideration should also be given to placing scorecards on the Council’s website detailing the performance of developers in meeting the requirements of the S106 agreements.

Ms Ginnie Shaw spoke in relation to agenda item 7 - “One Planet York Scoping Report”.  She stated that she welcomed the remit that was outlined in the scoping report that was to be considered by the committee.  Ms Shaw suggested that consideration could be given to work that was taking place in Sheffield and Bristol in order to learn from best practice and she urged that the committee formed a task group with a clearly defined work plan to take this issue forward.

The Chair thanked the speakers for their contribution.

Referring to the issues that had been raised by Mr Mendus, Members agreed that it would be useful for the committee to receive a scoping report on the implementation of S106 agreements.  Because of the cross-cutting nature of this issue, it was suggested that if it was agreed to proceed with a scrutiny review, consideration would be given to establishing an ad-hoc task group which would include Members from other scrutiny committees.

The Chair stated that the points raised by Ms Shaw in respect of One Planet York would be taken into account when the committee considered that item on the agenda.

Resolved:  That a scoping report be presented to the committee on the issue of S106 agreements, including how the agreements were administered and controlled and how the information was made available to the public.

Reason:     To enable the committee to determine whether to proceed with a scrutiny review on this issue.

This report introduces updated information provided by the Executive Leader and Deputy Leader on the delivery of priorities in the Council Plan.

The Executive Leader and Deputy Leader had been invited to attend the meeting to give on update on the delivery of priorities in the 12-Point Policy Plan.

The Leader and Deputy Leader highlighted the following issues:

·        The consultation that was taking place in respect of the Local Plan.

·        The decision that had been taken by the Executive in response to representations received regarding proposed cuts to bus subsidies.

·        The City Vision.  Members were informed that directorate business plans provided more detail about the implementation of the vision and the measures in place to monitor performance.

·        As requested by the committee, more detailed information had been circulated regarding the 12-point plan.

·        The launch of the Economic Strategy and the work that was taking place in respect of economic development, including the Business Friendly Council initiative.

·        The Senior Management review and the savings that had been achieved through the deletion of a Director and Assistant Director post.

Members questioned the Leader and Deputy Leader on issues including:

·        The importance of York Central to the successful delivery of the Local Plan, including issues in respect of the proposed housing density and employment opportunities. 

·        Proposed measures to address air quality, pollution and congestion, including consideration of ways to promote sustainable travel.  The Executive Leader and Deputy Leader outlined some of the actions that had been taken, including solar installations and an increase in the number of electric vehicles.  It was also proposed to look at ways of addressing the issue of large loads being brought into the city and to encourage greater use of public transport.

·        The timescale and dates by which the senior management reorganisation had taken place.

·        The Council Vision.  Members requested that future updates to the committee focus on progress against the delivery of the Council Plan rather than the 12-point priorities.

·        The Committee’s role in monitoring the implementation of the Peer Review Action Plan. Members requested that clear links be established between recommendations and actions to enable effective monitoring.

·        The involvement of staff and trade unions in the development of the Performance Framework.

·        Clarification of the policy in respect of green bins.

·        In response to questioning as to whether the current structures that were in place were operating under good governance, the Executive Leader stated that great strides had been made to ensure that the right management team was in place and that there was now less silo working.

As requested at the meeting on 13 June 2016, a further request was made for information to be provided to the committee on the funding arrangements for Yearsley Pool¹. 

The Executive Leader and Deputy Leader were thanked for their report and for their attendance at the meeting.

Resolved:  That the report be noted.

Reason:     To ensure that the committee is kept updated on progress.

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 report to the committee.  Members are asked to consider the petitions received and actions reported, and agree an appropriate course of action in each case.

Members considered a report which provided details of new petitions received to date, together with those considered by the Executive or relevant Executive Member/Officer since the last report to the committee. 

Members were asked to consider the petitions received and actions reported, and agree an appropriate course of action in each case.

As requested by the committee, the report also included an update on the petitions to Ban Lettings Boards (Annex B to the report).  Members agreed that no further updates were required on the action being taken in response to this petition.

Resolved:  (i)      That the petitions received and actions reported,

as detailed in paragraph 5 of the report and at Annex A be noted.

(ii)      That the update in respect of Lettings Boards

          (Annex B of the report) be noted.

Reason:     To ensure the committee carries out its responsibilities

                   in relation to petitions.

This report provides an early analysis for the services falling under the responsibility of the Corporate and Scrutiny Management Policy and Scrutiny Committee, which include all corporate, strategic and business services.

Members considered a report which provided an early analysis on finance and performance for the services falling within the remit of the Corporate and Scrutiny Management Policy and Scrutiny Committee, which included all corporate, strategic and business services.

Members noted that, as requested by the committee, the report now incorporated data on procurement.  The benchmarking information on procurement was, however, produced on an annual basis only.

Resolved:  That the report be noted.

Reason:     To update the committee on the forecast position for 2016/17.

This report informs the committee how York might best balance economic, social and environmental factors to realise its goal of being a more sustainable and resilient “One Planet” city. The committee is asked to consider whether there will be added value in undertaking a scrutiny review to support the work of One Planet York.

Members considered a report which provided information as to how York might best balance economic, social and environmental factors to realise its goal of being a more sustainable and resilient “One Planet” city.  The committee was asked to consider whether there would be added value in undertaking a scrutiny review to support the work of One Planet York.

Officers drew Members’ attention to paragraphs 10 and 11 of the report, which suggested specific topic areas on which the review could focus and a suggested approach to the work.

Members welcomed the proposed approach and agreed that a scrutiny review could usefully support the work that officers were carrying out.  Officers were thanked for their informative report.

Resolved:  (i)      That a Task Group be establish to carry out a

scrutiny review to support the work of One Planet York.

                   (ii)      That the members of the Task Group be:

Councillor Crisp, Councillor D’Agorne, Councillor Fenton or Councillor Reid and a representative of the Conservative Group.

As requested by the committee at its meeting in June 2016, this report presents information around the implementation of the recommendations arising from the recent the LGA Peer Challenge (March 2016), together with details of the 2013 Peer Challenge and a further 2014 review into Member behaviour following a motion to Full Council. The committee is asked to consider whether it wishes to proceed with a scrutiny review in this area and in relation to which specific aspects of this report.

Members considered a report which presented information around the implementation of the recommendations arising from the LGA Peer Challenge (March 2016), together with details of the 2013 Peer Challenge and a further 2014 review into Member behaviour following a motion to Full Council.  The report had been requested by the committee at their meeting in June 2016.

A peer review action plan was tabled for information [following the meeting this was added to the online agenda papers].

Members’ attention was drawn to the resolutions from the Executive meeting of 14 July 2016, as detailed in paragraph 13 of the report.  It was noted that the Council’s quarterly performance reports would include an update on the progress in implementing the Peer Review Action Plan 2016.

Members were asked to consider:

(i)           Whether they wished to undertake further work into either monitoring implementation of peer review action plans or reviewing any outstanding actions or themes identified in the report; and

(ii)          What specific further work they wished to scope or identify;

(iii)        How they wished to undertake any such further work.

Members agreed that it would be appropriate for the committee to monitor progress on the implementation of the Action Plan through consideration and comment on the quarterly performance monitoring reports. They requested that the performance data include clearly defined actions and timescales.  Their comments and suggestions would be forwarded to the Executive.

Resolved:  That the committee would monitor the implementation of the Peer Review Action Plan 2016 through consideration of the quarterly performance monitoring reports.

Reason:     To be assured that action plans are implemented and proper progress is made in relation to peer review findings.

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

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

Resolved:  That the work plan be approved subject to the following addition:

·        Scoping report on S106 agreements (to be presented at meeting on 7 November 2016 if possible)

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

Councillor Levene informed Members that he would be standing down as Chair of Corporate and Scrutiny Management Policy and Scrutiny Committee but would continue to serve as a member of the committee.