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 invited to declare at this point in the meeting any personal or prejudicial interests they might have in the business on the agenda.

Councillor Looker declared a personal non-prejudicial interest in Agenda Item 6 as she is a member of York Museums Trust and Agenda Item 7 as she is Company Secretary for York Theatre Royal and as Governor of Park Grove Primary School as the school had taken part in the Partners in Education and Theatre Scheme.

Councillor Crisp declared a personal non-prejudicial interest in Agenda Item 7 as she is a member of theTheatre Royal Board.

Councillor Vassie declared a personal non-prejudicial interest in Agenda item 4 as his children take part in Gymnastics.

To approve and sign the minutes of the meeting held on 2 September 2008.

RESOLVED:             That the minutes of the meeting held on 2 September 2008 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 1 December 2008at 5pm.

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

This report proposes ideas for discussion for how York may get involved in, and make the most of opportunities presented by, the 2012 Olympic and Paralympic Games to be held in London.

Advice of the Advisory Panel

(i)     That the Executive Member be advised that the Advisory Panel welcome the ideas presented in the report for how York may get involved in the 2012 Olympics.

Decision of the Executive Member

RESOLVED:                         That the Advice of the Advisory Panel be accepted

                                                and endorsed.

REASON:            In order that planning can move forward.         

Members considered a report proposing ideas for discussion as to how York might get involved in, and make the most of opportunities presented by, the 2012 Olympic and Paralympic Games to be held in London.

Officers advised that there will be little guidance or funding from central government for the national scene and that cities such as York will be expected to create their own programme of events for the community in 2012.

Discussion took place regarding the suggestions put forward in the officers report as to how York could be involved in the 2012 Olympics. Members were particularly interested in the possibility of the city creating its own Olympic torch from the Foss islands Road chimney for the duration of the games and the possibility of the Olympic torch travelling through York on its way to London. Members also welcomed the reinstatement of Lord Mayors Day in 2012 to coincide with the 800^th anniversary of the granting of the Charter allowing York to have a Mayor. Members discussed the possibility of combining the two events to have City Centre parade.

Officers advised Members that whilst no funding for any Olympic programme in York  was available from central government, there was the possibility that match funding opportunities may arise nearer to 2012.

Members stressed the importance of making the games inclusive for all and to ensure that any events organised encourage all communities to be involved. The importance of volunteering was discussed and the need to create opportunities for people in Yorkshire to volunteer at the Olympics.

Overall members welcomed the diversity of the projects that had been suggested and agreed the importance of ensuring planning commenced at the earliest opportunity.

Advice of the Advisory Panel

(i)     That the Executive Member be advised that the Advisory Panel welcome the ideas presented in the report for how York may get involved in the 2012 Olympics.

Decision of the Executive Member

RESOLVED:                         That the Advice of the Advisory Panel be accepted

                                                and endorsed.

REASON:                              In order that planning can move forward.               

This report updates Members on the three main ongoing development issues for Rowntree Park. Members are asked to give guidance on the way forward for each of the issues. The report will be accompanied by a presentation by the Friends of Rowntree Park.

Advice of the Advisory Panel

That the Executive Member be advised to:

Restoration of the Bowls Pavillion – Ark in the Park:

(i)     To note the current situation

(ii)               To offer support to the efforts of the Friends to develop the proposed Ark in the Park

(iii)To ask officers to draw up a funding bid for the 2010/11 capital programme, including investigation of external funding.

Flood Management:

(i)      That Officers investigate a bid to the venture fund to self finance any works.

Goose Management:

(i)     To note the current situation and carry on with the current management regime

(ii)   To commission a city wide study and report back to EMAP on any possible changes to the existing management scheme.

(ii)   To welcome any support from Micklegate Ward Committee Funding towards establishing best practice in Goose Management.

Decision of the Executive Member:

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

REASON:                                          In order that planning can move forward.

Members considered a report updating them on the ongoing development of Rowntree Park. The main areas for discussion were the restoration of the Bowls Pavilion and the proposed Ark in the Park, Flood Management and Goose Management.

A representative from Friends of the Park gave a presentation to members on the issues affecting the park.

In relation to flood management there were two main areas of concern:

(i)The time taken for the park to be brought back into use after the flooding can sometimes up to 3 weeks. This meant that the park was out of use for several weeks in a year, to the inconvenience of the public. The cost to drain and clean up the park after each flood is considerable and the Friends of Rowntree Park hoped that the Council would give some consideration to measures to alleviate these problems in the long term.

(ii)The continual flooding has affected the Bowls Pavilion building to the extent that it is no longer suitable for use by the public. As a result a number of activities can no longer be carried out. A solution to this problem would be a “floating building” to replace the existing Pavilion. The project has been named “Ark in the Park” and involves a design concept used in the Netherlands. Details of the proposed building were circulated. A planning application will be submitted shortly and the Friends of Rowntree Park would welcome Members support on the issue along with any assistance to draw up funding for the project.

Overall members agreed that the Ark in the Park was an innovative way of addressing the issues in respect of flooding in the park and in the longer term hoped a cost effective  method of draining the flood water could be found and were happy to lend any support they could to the Friends of Rowntree Park.

The Friends of Rowntree Park were also concerned about Goose management in the park and the impact that this had on public health and safety. The position statement of the Friends of Rowntree Park was circulated to Members. Numerous methods have been used in the past to little effect. It was noted that the Friends were suggesting that an independent study be carried out to look at ways of tackling the issue. It was not the view of the friends that a cull should be carried out but rather other strategies to control the number of Geese in the park. Ideas included:

Ø      Grass treatments

Ø      Scarers

Ø      The removal of open sight lines making it less attractive for the Geese to land.

Ø      The erection of a small fence within the lake to make the water less attractive to the Geese.

It was agreed the most appropriate way forward would be to employ the services of a consultant with expertise in Geese Management to find the best solution for the park. It was suggested by Officers that any work should commence in the next financial year to coincide  ...  view the full minutes text for item 20.

This report updates Members on the progress of York Museums Trust towards meeting targets agreed in the Partnership Delivery Plan.

Advice of the Advisory Panel

(i)      Note the performance of the York Museums Trust.

Decision of the Executive Member

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

REASON:                  In order to provide feedback to the Trust.

Members considered a report updating them on the progress of York Museums Trust (YMT) towards meeting the targets agreed in the Partnership Delivery Plan.

The Head of Libraries and Heritage and the Chief Executive of YMT updated Members on the recent successful exhibitions and achievements including Illuminating York, The Grand Tour in York, the author Tracey Chevalier’s residency  at the Art Gallery and The Sixties at the Castle Museum. The refurbished Hospitium has proved a success as a venue for weddings and conferences.

Members were updated on the Yorkshire Museum £2m project that will commence in November 2009 to be completed in 2010. Applications for funding are ongoing with a grant of £200,000 recently received from the DCMS/Wolfson fund.

Members were given details regarding a new exhibition entitled The Prison Experience which is being planned for the Castle Museum. An external researcher has been employed by the museum to find out about the history of the building during its time as a prison as well as individual prisoners.

The Executive Member commented how well the YMT had performed and that this was to be welcomed. He queried whether the Trust had considered using York St. Marys as a venue for local contemporary artisits to display their work and

Advice of the Advisory Panel

(i)     Note the performance of the York Museums Trust

Decision of the Executive Member

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

REASON:                  In order to provide feedback to the Trust.

This report is to inform the Executive Member of the progress and performance of York Theatre Royal under the current Service level Agreement which runs to March 2012.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)     Note the performance of the York Theatre Royal.

Decision of the Executive Member

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

RESON:                     To fulfil the Council’s role under the Service Level Agreement.

Members considered a report updating them on the progress and performance of York Theatre Royal under the current Service Level Agreement, which runs until March 2012. The head of Arts and Culture and the Chief Executive of York Theatre Royal gave a verbal update on the progress that had been made.

Members were pleased to note that the Theatre was performing particularly well against the targets that had been set. Successes included the figures for ticket sales, the development of site specific work and the Partnership in Education and Theatre (PET) Scheme. A highlight of the programme had been the staging of the Railway Children in conjunction with the National Railway Museum. The play had received huge critical acclaim, had attracted visitors from a wide area and had attracted £1.7m of  newspaper coverage.

Advice of the Advisory Panel

That the Executive Member be advised to:

(i)     Note the performance of the York Theatre Royal.

Decision of the Executive Member

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

RESON:                     To fulfil the Council’s role under the Service Level Agreement.

This report analyses 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.

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.

(ii)   To release the £44k library income contingency provision subject to the approval of the Executive.

Decision of the Executive Member

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

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

Members received a report analysing performance by reference to the service plan, the budget and the performance indicators for all of the services managed by Lifelong Learning and Culture service arm. The Head of Finance (LCCS) updated Members on the present situation.

It was noted that the projected net outturn for 2008/09 was £8,727k, leaving a projected net overspend of 47k or 0.5% (0.2% of gross budgets). Members noted the additional costs relating to the Barbican Centre prior to handover to Absolute Leisure.

In relation Library Income, whilst book lending had increased 3%, the rental of CDs and DVDs had declined and this had impacted on Library income. Officers advised that other ways of raising income were being considered including room hire at the Central Library. It was noted that the café at Acomb Library is proving popular and work is continuing to improve its performance further.

Members were happy to note that the Special Olympics City of York Intiative had been successful and would generate a grant of £63,500 from Norwich Union.

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.

(ii)   To release the £44k library income contingency provision subject to the approval of the Executive.¹

Decision of the Executive Member

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

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

This report is to inform Members of the likely out-turn position of the 2008/9 Capital Programme, to advise Members of changes to existing schemes to allow the more effective management and monitoring of the Capital Programme and to inform Members of 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:

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

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

(iii)Approve the revised capital programme as set out in Annex.

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 received a report informing them of the likely out-turn position of the 2008/9 Capital Programme, advising them of changes to existing schemes and seeking approval for the addition of new schemes to the Capital Programme.

Members noted that as the Council had chosen to participate in the Governments free swimming scheme for the over 60s and under 16s, it would receive an allocation of funding of £43,639. Members suggested it would be useful to receive figures from the pools to ascertain if those making use of free swimming previously paid for swimming or were new users.

Advice of the Advisory Panel

That the Executive Member be advised to:

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

(ii)   Agree the scheme amendments and additions reported in the report and summarised in Annex A.¹

(iii)Approve the revised capital programme as set out in Annex.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.

To review the Forward Plan for the Executive Member for Leisure, Culture and Social Inclusion and Advisory Panel for the 2008/9 Municipal Year.

Members reviewed the Forward Plan for the Executive Member for Leisure, Culture and Social Inclusion and Advisory Panel for the 2008/9 Municipal Year.

Advice of the Advisory Panel

(i)     That the update on the Forward Plan be noted

(ii)   That issues in respect of Social Inclusion be included in the Forward Plan.

Decision of the Executive Member

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

REASON:                  To ensure that the Advisory Panel fulfils its remit and carries out its work effectively.