Agenda, decisions and minutes

At this point, Members are asked to declare any personal or prejudicial interest they may have in the business on this agenda.

Members were asked to declare any personal or prejudicial interests they may have in the business on the agenda.

Councillor Hogg declared a personal non-prejudicial interest in Agenda Item 6 (Museum’s Trust Partnership Delivery Plan 2008-2013) as he was a member of the York Museums Trust.

To approve and sign the minutes of the meeting held on 19 October 2007.

RESOLVED:             That the minutes of the meeting of the Executive Member for Leisure and Culture and Advisory Panel held on 19^th October 2007 be approved and signed by the Chair and the Executive Member as a correct record.

At this point in the meeting, members of the public who registered their wish to speak regarding an item on the agenda or an issue within the Board’s remit can do so.  The deadline for registering is 5pm on Monday 3^rd December 2007.

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

This report analyses performance by reference to the service plan, the budget, and the performance indicators for all of the services funded through the Leisure and Culture budget.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Note the performance of the services within the directorate funded through the Leisure and Culture budget.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To monitor and review performance in this portfolio area.

Members considered a report that analysed performance by reference to the service plan, the budget and the performance indicators for all of the services funded through the Leisure and Culture budget.

The major changes from the first monitoring report were as follows:

·        An increased saving of £54k from posts kept vacant on a short time basis following the recent libraries restructure to help mitigate some of the libraries income shortfall.

·        An improved position at Yearsley Pool of £26k following the recent refurbishment and higher than anticipated staff savings during the closure period.

·        Unbudgeted costs of £46k due to the delayed handover of the Barbican Centre that were not reported at the time of the first monitor.

Some Members asked if the vacant library posts had had a detrimental effect on the service and Officers replied that they had.  The Head of Libraries and Heritage said that due to the restructure within the service there had been more than the usual amount of internal vacancies. The opening hours at the Central Library were now back to normal (having been temporarily reduced).

Discussions were had around the subject of the cultural diversity project and the Chair mentioned that there was a small group of ladies who were looking for a swimming facility that could cater for their cultural and religious requirements.  Officers reported that they had met with the group of ladies to try and clarify their needs and to look at practical ways of providing them with the use of a swimming facility. The Chair gave the Officer some examples of swimming provision offered by other Local Authorities which she had found on various websites. The Head of Sport and Active Leisure agreed to look at how other Local Authorities provided all female swimming facilities for those with specific cultural and religious needs; she would also continue to liaise with the group .¹ The Assistant Director (Lifelong Learning and Culture) also said that he would provide a report for Members regarding the practical, legal and policy requirements in relation to provision of single sex swimming. ²

Members also discussed the very basic nature of the public toilets in West Bank Park. Officers reported that there were no substantial monies available, at the moment, from Section 106 agreements to assist with the cost of refurbishment.

Some Members felt that there was a need to keep a closer eye on energy efficiency and use of energy at the Edmund Wilson Fitness Gym. The possibility of turning off lights, air conditioners and machines when not in use was discussed.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Note the performance of the services within the directorate funded through the Leisure and Culture budget.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To monitor and review performance in this portfolio area.

This report is to inform Members of the likely out-turn position of the 2007/08 Capital Programme based on the spend profile and information to the end of October 2007.  The reports also advises Members of changes to existing schemes to allow the more effective management and monitoring of the Capital Programme and any new schemes and seek approval for their addition to the Capital Programme.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Note the updates to schemes as detailed in the report.

·        Agree the scheme reprofiling and slippage reported in the report and summarised in Annex 1.

·        Approve the revised capital programme as set out in Annex 1.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To enable the effective management and monitoring of the capital programme.

Members considered a report that informed them of the likely out-turn position of the 2007/08 Capital Programme based on the spend profile and information to the end of October 2007. It also advised Members of changes to existing schemes to allow for more effective management and monitoring of the Capital Programme. Members were made aware of new schemes and their approval was sought for the addition of these to the Capital Programme.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Note the updates to schemes as detailed in the report.

·        Agree the scheme reprofiling and slippage reported in the report and summarised in Annex 1.¹

·        Approve the revised capital programme as set out in Annex 1.²

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To enable the effective management and monitoring of the capital programme.

This report asks the Executive Member to agree a new Performance Delivery Plan for the York Museums Trust for the period 2008 to 2013.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Approve the new Partnership Delivery Plan

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  So that agreed targets and objectives for the partnership can be put in place for the period 2008-13.

Members considered a report that asked the Executive Member to agree a new Performance Delivery Plan (PDP) for the York Museums Trust for the period 2008 to 2013.

The Partnership Delivery Plan is a joint agreement between the Council and the York Museums Trust and it sets out:

·        The key objectives of the partnership

·        Performance targets and indicators to be met by the Trust and the Council

·        Performance information to be provided

·        Review and reporting procedures

·        Partnership arrangements between the Council and the Trust

·        Arrangements for the operation of the Yorkshire Museums Gardens.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Approve the new Partnership Delivery Plan¹

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  So that agreed targets and objectives for the partnership can be put in place for the period 2008-13.

This report advises member of the findings of Active York’s (the city’s Sport & Active Leisure partnership) playing pitch analysis and their plans for improving provision in the city.  It also makes recommendations for how the Council can contribute to delivering this playing pitch strategy including developing a funding application and employing a project officer.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Agree a post of Football Project Officer be established subject to match funding being identified.

·        Agree to Officers working with the local community and voluntary groups to develop a feasible project for pitch and ancillary facility improvements on the Knavesmire without jeopardising the other uses of the land, and when such a project is developed seek appropriate external partnership funding to deliver it.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To improve the quality of playing pitches available in York.

Members considered a report that advised them of the findings of the Active York’s (the city’s Sport and Active Leisure Partnership) playing pitch analysis and their plans for improving provision in the city.

Active York’s Sport and Active Leisure Strategy addresses the supply and demand of turf playing fields. It has identified that the city currently has a shortage of mini and junior soccer pitches and junior rugby league pitches. It also identified the fact that the city has a significant problem with regard to the quality of the pitches available and their associated ancillary facilities.

The strategy identifies the following key priorities for the city:

·        Ensuring that sports people have access to safe and secure facilities which are managed and maintained appropriately

·        Retaining and enhancing existing sites

·        The provision of new pitches should be through extension and expansion of existing high quality sustainable sites

·        Sports trends and participation rates shift over time and the possibility of developing generic pitches should be explored

Officers reported that all York secondary schools have extensive community use whereas primary schools generally lack the ancillary facilities necessary to support community use of pitches. All of the projects would need to be able to demonstrate a strategic need for funding.

Some Members raised concerns regarding the temporary nature of the Football Project Officer post. They felt that the post should be reviewed before the five years was up. Officers said that it would be a permanent post but also stated that the Football Foundation did not provide funding for longer projects.

Advice of the Advisory Panel

That the Executive Member be advised to:

·        Agree a post of Football Project Officer be established subject to match funding being identified.¹

·        Agree to Officers working with the local community and voluntary groups to develop a feasible project for pitch and ancillary facility improvements on the Knavesmire without jeopardising the other uses of the land, and when such a project is developed seek appropriate external partnership funding to deliver it. ²

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  To improve the quality of playing pitches available in York.

This report details progress made on the extension and refurbishment of Acomb Library to create a new Library Learning Centre and seeks agreement on:

§         the proposed opening hours

§         the naming of the centre

§         the provision of refreshments

Advice of the Advisory Panel

That the Executive Member be advised to agree to:

·        The proposed opening hours for the centre

·        Naming the centres ‘Explore’

·        Pursue a staffed catering facility and to delegate the detailed arrangements to the Director of Learning, Culture and Children’s Services subject to any proposal being at worst cost neutral.

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  In order that planning and promoting the service can move forward.

Members considered a report that detailed progress made on the extension and refurbishment of Acomb Library to create a new Library Learning Centre and sought agreement on:

·        The proposed opening hours

·        The naming of the centre

·        The provision of refreshments

The Head of Libraries and Heritage reported that work on the building had been completed ahead of time and within budget.

Members felt that the café would be an important part of the new library and encouraged Officers to seek a staffed catering facility rather than installing vending machines.

Advice of the Advisory Panel

That the Executive Member be advised to agree to:

·        The proposed opening hours for the centre¹

·        Naming the centres ‘Explore’²

·        Pursue a staffed catering facility and to delegate the detailed arrangements to the Director of Learning, Culture and Children’s Services subject to any proposal being at worst cost neutral. ³

Decision of the Executive Member

RESOLVED:             That the advice of the Advisory Panel be accepted and endorsed.

REASON:                  In order that planning and promoting the service can move forward.