Agenda, decisions and draft 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 invited to declare at this point in the meeting any personal or prejudicial interests they might have in the business on the agenda. None were declared.

To approve and sign the minutes of the meeting held on 20 January 2009.

RESOLVED:             That the minutes of the meeting held on 20 January 2009

                                    be signed and approved as a correct record by the Chair.

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 Monday 23^rd March at 5pm.

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

This report asks the Executive Member to agree an amendment to the criteria for Discretionary Rate Relief (DRR) for the period 2011-2013.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Agree to the revised criteria as set out in Annex 2 of the Officers report.

Decision of the Executive Member

RESOLVED:                         That the advice of the advisory panel be accepted and endorsed.

REASON:                              In order to establish an amended procedure for 2011-13.                                  

Members considered a report which asks the Executive Member to agree an amendment to the criteria for Discretionary Rate Relief (DRR) for the period 2011-2013.

It was reported that there were two registered speakers for this item. The first was Mr. Newsome who spoke as a representative of  the Railway Institute and expressed his concern regarding the cut in Discretionary Rate Relief to 75%. The second speaker, Mr. Heslop spoke as a representative of Active York. He advised that the organisation had taken over a number of sports facilities in York and that there was a need for better amenities such as changing rooms. The cut in DRR means that Active York will not be able to fund such improvements.

In response to the speakers, Officers confirmed that DRR is an effective way of providing support to organisations. Due to significant pressure on the budget, due to an increased demand in organisations applying for DRR, there has been a decrease in the amount given to organisations to a maximum of 75%. In order for subsequent years to see an increase, the budget set aside for DRR would need to be increased and this would need to be recommended to Council and is out of the remit of this Committee.

Officers outlined the report which proposed some amendments to the  DRR criteria. If the new criteria were agreed then this would ensure the available budget is directed to the organisations who most warrant support and would assist in bringing the DRR to those eligible back to 100%.

Members commented that DRR is an excellent way to support organisations and acknowledged the concerns of the speakers. The Executive Member commented that he would be happy to look at the budget through the Executive.

Members approved the recommendation.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Agree to the revised criteria as set out in Annex 2 of the Officers report.

Decision of the Executive Member

RESOLVED:                         That the advice of the advisory panel be accepted and endorsed.

REASON:                              In order to establish an amended procedure for 2011-13.                                  

This report asks the Executive Members to approve the first phase of a capital scheme at York Library to create the Explore York Library Learning Centre.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Agree to the budget subject to the approval of the Executive for the carry forward of £100k.

(ii)               Agree to Phase One of the building works subject to planning permission.

(iii)             Agree to the final decisions on the proposals for self issue machines, increased opening hours and the operation of a café being taken in light of further reports.

Decision of the Executive Member

RESOLVED:                         That the advice of the advisory panel be accepted and endorsed.

REASON:                              To enable Officers to go ahead with phase one of Explore York.

Members considered a report which asks the Executive Member to approve the first phase of a capital scheme at York Library to create the Explore York Library Learning Centre.

Officers updated that York Library is due to close at the beginning of September 2009 to re-open in November or December 2009, in order for it to be transformed into an Explore Centre.

Officers outlined the key features of the proposal to Members which included:

• 30,000 plus books
• Digital Resources especially in the Reference Section
• Spaces that can be adapted for a number of uses.
• Retention of quiet study space
• Archives reading room be moved from current location.
• Local History room
• Self issue machines
• Increase in opening hours to include Sunday.
• More family activities
• Learning Provision – Languages, ICT, Family History.
• Stock arranged in themes rather than the Dewey code.

Members queried how long the Archive would be closed for and how users would access the Archive once the new Library was open. Officers confirmed it would only be closed for as long as it takes to move the Archive reading room to the Library which would be weeks. Microfiche machines with a number of records would be brought to the Library and a record retrieval system would be in place.

Members asked what steps would be taken whilst the Library is closed. Officers said that a mobile Library would be positioned outside the main entrance to the Library and arrangements may be made to have book drop off points to the Council reception points. Book loan times would also be increased just prior to the closure.

Members commented that they were happy with the plans and that they are keen to see the Library develop into an Explore Centre.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Agree to the budget subject to the approval of the Executive for the carry forward of £100k.

(ii)               Agree to Phase One of the building works subject to planning permission.

(iii)             Agree to the final decisions on the proposals for self issue machines, increased opening hours and the operation of a café being taken in light of further reports.

Decision of the Executive Member

RESOLVED:                         That the advice of the advisory panel be accepted and endorsed.

REASON:                              To enable Officers to go ahead with phase one of Explore York.

This report asks the Executive Member to approve a Community Use agreement between City of York Council and Manor CE School for use of the school’s sports facilities and to approve a capital scheme to develop additional community sports facilities on the site.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Approve the Community Use Agreement set out in Annex 1 of the officers report,  for the facilities at Manor CE School and authorise the Assistant Director  (Lifelong Learning and Culture) to sign it on behalf of the Council.

(ii)               Approve the £200k grant award to Manor CE School for the provision of additional changing facilities to support community sports use of the site.

(iii)             Recommend to the Executive, the purchase of the additional land and its subsequent lease to Manor CE School subject to:

·        A successful bid for funding to the Football Foundation.

·        Agreement of satisfactory terms with Manor CE School.

(iv)              That the comments of this panel be reported to the relevant Executive Meeting for consideration.

Decision of the Executive Member

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

REASON:                              To provide additional sports facilities for Youth and Adult community sport to encourage increased participation in active recreation and to provide additional pitches to meet the requirement identified in the City’s playing pitch strategy.

Members considered a report which asked the Executive Member to approve a Community Use agreement between City of York Council and Manor CE School for the use of the school’s sports facilities and to approve a capital scheme to develop additional community sports facilities.

Mr. Tony Hand who had registered to speak on this item, advised Members that he was in attendance to find out if any of the land and buildings on the Manor School site would be made available for public use.

Officers outlined the report and said that as the site is immediately adjacent to the York North West site, the Planning Department had requested that the future of the site is not decided immediately. Therefore the temporary letting of the site to a company named Global had been agreed and the site would be used by them in conjunction with the Youth Service to include Community Use. While this is a temporary agreement, Officers advised that it is the intention that some public space will be provided on the site in the future and further discussions will need to be had to decide exactly what will be provided. Officers commented that Local Development Framework  will also be looking into the matter.

Members commented that it is taking a long time to sort out the York North West site and that is frustrating for local residents and Councillors. They welcomed the interim arrangements for the use of the land.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Approve the Community Use Agreement set out in Annex 1 of the officers report,  for the facilities at Manor CE School and authorise the Assistant Director  (Lifelong Learning and Culture) to sign it on behalf of the Council.

(ii)               Approve the £200k grant award to Manor CE School for the provision of additional changing facilities to support community sports use of the site.

(iii)             Recommend to the Executive, the purchase of the additional land and its subsequent lease to Manor CE School subject to:

·        A successful bid for funding to the Football Foundation.

·        Agreement of satisfactory terms with Manor CE School.

(iv)              That the comments of this panel be reported to the relevant Executive Meeting for consideration.

Decision of the Executive Member

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

REASON:                              To provide additional sports facilities for Youth and Adult community sport to encourage increased participation in active recreation and to provide additional pitches to meet the requirement identified in the City’s playing pitch strategy.

This report is to inform members of the likely out-turn position of the 2008/09 Capital Programme based on the spend profile and information to the end of January 2009. It advises Members of changes to existing schemes to allow the more effective management and monitoring of the Capital Programme. It also informs Members of any new schemes and seeks approval for their addition to the Capital Programme.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Note the updates to the schemes as detailed in the Officers report.

(ii)               Agree to the scheme amendments and additions reported above and summarised in Annex A of the Officers report.

(iii)             Approve the revised capital programme as set out in Annex A to enable the effective management and monitoring of the capital programme.

Decision of the Executive Member

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

REASON:                             

Members considered a report which informed them of the likely out-turn position of the 2008/09 Capital Programme based on the spend profile and information to the end of January 2009, advise Members of any changes to existing schemes and inform of any new schemes.

Members queried the impact of the free swimming scheme. Officers confirmed that there had been a good response to the scheme and an increase in use of the Pools had been noticed. They are currently awaiting further guidance from Central Government on how to utilise the money.

Members agreed the recommendations.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Note the updates to the schemes as detailed in the Officers report.

(ii)               Agree to the scheme amendments and additions reported above and summarised in Annex A of the Officers report.

(iii)             Approve the revised capital programme as set out in Annex A to enable the effective management and monitoring of the capital programme.

Decision of the Executive Member

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

REASON:                             

This report analyses performance by reference to the service plan, the budget, and the performance indicators for all the services managed by the Lifelong Learning and Culture service arm.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Note the performance of 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 his portfolio area.

Members received a report which analysed performance by reference to the Service Plan, the budget and the performance indicators for all of the services managed by the Lifelong Learning and Culture service arm.

Members agreed the recommendations.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Note the performance of 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 his portfolio area.

The purpose of this report is to seek approval for the Service Plan for council services that are managed within the Lifelong Learning and Culture service arm.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Recommend the approval of the Service Plan attached to the Officers report.

Decision of the Executive Member

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

REASON:                              In order to ensure that the Lifelong Learning & Culture management team is in a position to implement the strategic priorities of the directorate.       

Members considered a report that sought approval for the Service Plan for Council Services that are managed within the Lifelong Learning & Culture service arm.

Officers updated that the Service Plan picks up on the 3 main themes of Learning, Active Leisure and Young People.

Members commented that much of what is included in the Service Plan, will go beyond the current electoral cycle and consequently there needs to be a progressive agenda to move the ideas forward.

Members were happy to recommend the Service Plan.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Recommend the approval of the Service Plan attached to the Officers report.

Decision of the Executive Member

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

REASON:                              In order to ensure that the Lifelong Learning & Culture management team is in a position to implement the strategic priorities of the directorate.       

This report seeks approval to purchase Lifelong Learning and Culture programmes through Service Level Agreements.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Approve the proposed three year Service Level Agreement awards to Accessible Arts and Media, National Centre for Early Music and the Friends of St Nicholas Fields.

Decision of the Executive Member

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

REASON:                              To provide a programme that contributes to meeting the Council’s objectives.

Members considered a report that sought approval for the purchase of Lifelong learning and Culture programmes through Service Level Agreements.

Members agreed the recommendations.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)                 Approve the proposed three year Service Level Agreement awards to Accessible Arts and Media, National Centre for Early Music and the Friends of St Nicholas Fields.

Decision of the Executive Member

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

REASON:                              To provide a programme that contributes to meeting the Council’s objectives.