Local democracy during coronavirus

During coronavirus, we've made some changes to how we're running council meetings. See our coronavirus updates for more information on meetings and decisions.

Agenda and minutes

Venue: The George Hudson Board Room - 1st Floor West Offices (F045). View directions

Contact: Democratic Services 

Items
No. Item

10.

Declarations of Interest (17:35)

At this point in the meeting, Members are asked to declare any

disclosable pecuniary interest or other registerable interest they

might have in respect of business on this agenda, if they have

not already done so in advance on the Register of Interests.

Minutes:

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 may have in respect of business on the agenda.

 

Cllr Cuthbertson declared a personal interest in Agenda Item 7 (Amendments to the Constitution), as a member of the Board of City of York Trading Ltd.

11.

Minutes (17:36) pdf icon PDF 122 KB

To approve and sign the minutes of the meeting held on 29 June 2022.

Minutes:

On being invited by the Chair to comment on the minutes, the Independent Member mentioned the lack of a control mechanism to monitor actions agreed by the committee.

 

Resolved:  That the minutes of the meeting held on 29 June 2022 be approved, and then signed by the Chair as a correct record.

12.

Public Participation (17:39)

At this point in the meeting members of the public who have

registered to speak can do so. Please note that our registration

deadlines have changed to 2 working days before the meeting, in

order to facilitate the management of public participation at our

meetings. The deadline for registering is 5.00pm on Monday 5 September 2022 Members of the public can speak on agenda items or matters within the remit of the committee.

 

To register to speak please visit

www.york.gov.uk/AttendCouncilMeetings to fill out an online

registration form. If you have any questions about the registration

form or the meeting please contact the Democracy Officer for the

meeting whose details can be found at the foot of the agenda.

Webcasting of Public Meetings Please note that, subject to

available resources, this public meeting will be webcast including

any registered public speakers who have given their permission.

 

The public meeting can be viewed on demand at

www.york.gov.uk/webcasts. During coronavirus, we've made

some changes to how we're running council meetings. See our

coronavirus updates (www.york.gov.uk/COVIDDemocracy) for

more information on meetings and decisions.

 

Written representations in respect of items on this agenda should

be submitted to Democratic Services by 5.00pm on 5 September 2022.

Minutes:

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

13.

Key Corporate Risks monitor 1 (17:40) pdf icon PDF 176 KB

This report present updates the Committee on the key corporate risks for City of York Council.

Additional documents:

Minutes:

Members considered a report which provided an update on the key corporate risks (KPRs) to the Council, as at August 2022.

 

Details of the 12 KCRs, and progress in addressing them, were set out in Annex A to the report.  A summary of the current gross and net risk ratings of all KCRs was provided in Annex B. 

 

Members raised questions and comments on specific risk areas, as summarised below:

KCR 1 (financial pressures):

·        Information was requested on the impact of inflation on business rates and council tax payments, the potential impact of the care cap, and any indications of additional government support.

KCR 9 (communities):

·        Officers confirmed that the process to appoint an Access Officer was underway, with the post to be advertised from 8 September.

·        A suggestion was made to include relationships with parish councils in this KCR.

KCR 12 (major incidents):

·        It was suggested that an explanatory note be added against  the new risk (relating to commercial power outages).

 

Resolved:  That the report be noted, and that officers be asked to note the comments made by Members in respect of KCRs 1, 9 and 12, and provide the feedback requested.

 

Reason:     To provide assurance that the authority is effectively understanding and managing its key risks.

14.

Embedding Good Governance (18:15) pdf icon PDF 401 KB

During the previous municipal year, the Audit & Governance Committee requested the assistance of the Local government Association to offer external support in assurance monitoring against the delivery of the Action Plan. The Local Government Association’s scoping report was approved by the committee on 29th September 2021 and their second report is now available for consideration.

Additional documents:

Minutes:

Members considered the second report prepared by the Local Government Association (LGA) to support delivery of the council’s Action Plan to address the recommendations in the Report in the Public Interest of April 2021.  The report confirmed that progress had been made but that several matters remained outstanding, including mandatory training on the new Constitution and re-training on the Code of Conduct.

 

Mark Edgehill of the LGA was in attendance to present the report (attached as Annex 1 to the officer cover report) and answer any questions.  In doing so, he highlighted the importance of the final stage of the process, which would be about the changes brought about by implementing the Action Plan.  The next stage would involve an on-site visit, as explained in paragraph 7 of the report.  In response to a question about the consequences of ignoring a Monitoring Officer’s advice on a conflict of interest, he agreed to seek a view on this from the Monitoring Officer on the LGA team.

 

In response to Members’ questions, officers confirmed that an extensive training programme was being developed, much of it mandatory, in a variety of formats. It was understood that Code of Conduct training would be offered by the end of October, but they would check on this, and on the provision of guidance on meeting agendas referred to at page 52 of the papers.

 

Resolved:  (i)      That the report, and the information provided at the meeting, be noted.

 

                   (ii)      That Members’ comments regarding the training programme currently in preparation by officers be fed into the process, and that the committee have sight of the programme prior to the election period.

 

Reason:     In order to monitor the delivery of the Action Plan prepared in response to the Public Interest Report, as required by Council.

15.

Exit Strategies Guidance (18:58) pdf icon PDF 135 KB

This report provides the Committee with the Council’s response to DLUHC’s publication on 12th May 2022 of “Statutory Guidance on the making and disclosure of special severance payments by local authorities in England”.

Additional documents:

Minutes:

Members considered a report which informed them of the council’s response to DLUHC’s ‘Statutory Guidance on the making and disclosure of special severance payments by local authorities in England’.

 

The report confirmed that the council’s Exit Strategies document, as approved by Staffing Matters & Urgency Committee and shared with Audit & Governance Committee, reflected the requirements of the Statutory Guidance, and that the supporting Pay Elements and Discretions document had been incorporated in the Constitution.    

 

Resolved:  (i)      That the council’s response to the DLUHC’s publication on 12 May 2022 of ‘Statutory Guidance on the making and disclosure of special severance payments by local authorities in England’ be noted.

 

                   (ii)      That it be noted that the council’s Exit Strategies: Guidance on the use of Settlement Agreements including Special Severance Payments’ was approved by the Staffing Matters and Urgency Committee on 18 October 2021.

 

Reason:     To confirm that the council has complied with statutory guidance issued by the government, as required.

16.

Amendments to the Constitution (19:00) pdf icon PDF 495 KB

This report provides the Committee with an update on amendments to the Constitution.

Additional documents:

Minutes:

Members considered a report which invited them to note the amendments to the Constitution approved by Full Council on 14 July 2022, along with updated arrangements for the appointment of Caldicott Guardians for the council.

 

The amendments agreed by Council were attached as Appendix A.  The report detailed requirements to review the appointment of Caldicott Guardians now that the Corporate Director of Children & Education had taken up post.  It was proposed to appoint the following, with the Monitoring Officer to make the associated technical changes to the Constitution: 

·        Corporate Director of Adult Social Care & Integration

·        Corporate Director of Children & Education

·        Director of Public Health.

 

A query was raised on the terms of reference of the Shareholder Committee (page 115 of the agenda papers), with a request that this be passed to the Monitoring Officer. 

 

Resolved:  (i)      That the amendments approved by Full Council on 14 July 2022, as detailed in Annex 1 to the report, be noted.

 

                   (ii)      That the revised arrangements for the appointment of the council’s Caldicott Guardians, and the technical changes to be made by the Monitoring Officer to Appendix One: Scheme of Delegation, be  noted.

 

Reason:     To ensure that the council’s Constitution is accurate and fit for purpose to effectively support the service delivery and decision-making responsibilities of the council in a lawful and financially competent manner.

17.

Audit and Governance Work Plan (19:04) pdf icon PDF 230 KB

To receive a plan of reports currently expected to be presented to

future meetings of the Committee up to March 2023.

Minutes:

Members considered the committee’s work plan for the remainder of the current Municipal Year.

 

The Chair noted that the Key Corporate Risks Monitor 2 scheduled for the additional meeting on 19 October had been included in the Monitor report to today’s meeting (Minute 13 refers) and the remaining business could be held over to November.  Therefore it was suggested that the October meeting be cancelled.  This would not, however, prevent Members receiving information on the development of Member training before the November meeting.

 

Resolved:  That the work plan be agreed, subject to the cancellation of the meeting on 19 October, with the business scheduled for that meeting to be moved to the next meeting.

 

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

 

 

         

 

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