Agenda, decisions and minutes

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

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

Councillor Potter declared a personal non-prejudicial interest in agenda item 4 (Service Level Agreements with Community Centre Management Committees 2007/08) as she was a Member of the Tang Hall Community Centre Management Committee and in agenda item 8 (Neighbourhoods Group Legal Actions) as her daughter is working with Trading Standards as a test purchaser.

To approve and sign the minutes of the last meeting of the Panel held on 7 December 2006.

RESOLVED:             That the minutes of the last meeting of the Executive Member for Neighbourhood Advisory Panel held on 7 December 2006 be approved and signed by the Chair and Executive Member as a correct record.

At this point in the meeting members of the public who have registered their wish to speak regarding an item on the agenda or an issue within the Panel’s remit can do so. Anyone who wishes to register or requires further information is requested to contact the Democracy Officer on the contact details listed at the foot of this agenda. The deadline for registering is Tuesday 20 March 2007 at 5.00pm.

It was reported that there had been one registration to speak under the Council’s Public Participation Scheme.

Mr Beavan spoke on agenda item 9 (Service Plans 2007/08). He raised concerns about the sketchy information contained within the plans and had reservations as to whether Members had enough information to make an informed decision.

This report seeks approval for the provision of grants linked to Service Level Agreements awarded to four Community Centre Management Committees in York for the 2007/08 financial year.

Advice of the Advisory Panel

That the Advisory Panel advises the Executive Member to approve grants to the organisations concerned for the financial year 2007/8 as outlined in Annex one.

Decision of the Executive Member

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

REASON:                  To ensure that Community Centre Management remains in the hands of local people who have the knowledge and motivation and are enabled to mange local community assets.

Members considered a report that advised them of the provision of grants linked to Service Level Agreements (SLAs) awarded to four Community Centre Management Committees in York. It relates to centres owned by the City of York Council but managed on a daily basis by voluntary management committees. The report covers the financial year 2007/08.

Members agreed that is was a shame that this had to be taken as a cut rather than being redistributed amongst the other organisations.

Members then considered the following options:

Option 1:       To award grants to each Committee as recommended in paragraph 1 of the report and Annex one

Option 2:       Discontinue grants to all Committees with effect from 01.04.2007

Advice of the Advisory Panel

That the Advisory Panel advises the Executive Member to approve grants to the organisations concerned for the financial year 2007/8 as outlined in Annex one.

Decision of the Executive Member

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

REASON:                  To ensure that Community Centre Management remains in the hands of local people who have the knowledge and motivation and are enabled to manage local community assets.

This report is to inform Members of the progress of the building materials procurement exercise and to seek approval to let depot space to Jewson Ltd (Saint Gobain Building Distribution).

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to approve Option C in the report; to rent the ECO depot space at a peppercorn rent.

Decision of the Executive Member

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

REASON:                  This is considered the most efficient and cost effective method of managing the rental agreement between the City of York Council and Jewsons Ltd. (Saint Gobain building Distribution).

Members considered a report that informed them of the progress of the building materials procurement exercise as reported in December and to seek approval to let depot space to Jewson Ltd.

Some Members asked whether Jewsons would need a deposit and the Officer explained that the final documentation regarding this was still being drawn up by Legal Services.

Members also asked how many parking spaces would be required and the Officer said that there would be one required for the stores van.

Members then considered the following Options:

Option A            Instruct Jewsons to locate at alternative premises.

Option B       Charge a commercial rent to Jewsons for the property within the ECO depot

Option C            Rent the ECO depot space at a peppercorn rent

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to approve Option C in the report; to rent the ECO depot space at a peppercorn rent.

Decision of the Executive Member

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

REASON:                  This is considered the most efficient and cost effective method of managing the rental agreement between the City of York Council and Jewsons Ltd. (Saint Gobain building Distribution).

This report updates progress of the street scene pilot and provides background information for the Executive Member to consider the roll out of the new working practices to the rest of the city as a single exercise in Spring 2007.

Advice of the Advisory Panel

That the Executive Member agrees that the new service should be rolled out as a single exercise, but excluding the City Centre.

Decision of the Executive Member

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

REASON:                  To provide an improved Street Cleaning service in the City.

Members considered a report that provided a detailed update on the progress of the street scene pilot and to provide background information for the Executive Member to consider the roll out of the new working practices to the rest of the city as a single exercise in spring of 2007.

Officers said that the objectives of the pilot were set out at paragraph 6 of the report and having tested everything they were now ready to roll the scheme out to the rest of the City (excluding the City centre).

Some Members queried whether staff were happy with the changes and said that there had been anecdotal evidence that suggested that they were not. Officers responded that there had been a series of meetings with the staff and there had been both positive and negative responses from them. They were now evaluating the feedback that they had received and were looking at allocating zones and jobs based on individual preference where possible. They were in the process of examining possible properties that could be used by the staff for comfort breaks.

The Chair asked if Neighbourhood Services had received any compliments from members of the public and the Officer responded that there had been lots and they were always fed back to the relevant member of staff.

Some Members were concerned that there was not enough detail in the report about the views of the staff on the scheme and more information was needed. The Officers said that they were significantly improving street cleansing services and they wanted to work with staff on all issues and wanted to make sure staff morale and motivation were high.

Officers mentioned that there had been a dedicated officer who continually monitored problems such as people leaving their rubbish bags out early or in the wrong place. Councillor B Watson raised a query regarding a letter that residents in Acomb had received concerning the correct procedures and places for putting out refuse; he said that the information contained in this was misleading. Councillor Watson was asked to speak to the Assistant Director – Environment at the end of the meeting who would then investigate this matter.

Both Councillors Potter and B Watson said that in principle they were happy with the recommendation but they felt that further information was required to make an informed decision regarding this scheme.

Members then considered the following options:

Option 1        Not to roll out to the remainder of the City.

Option 2        To roll out the new working arrangements gradually to the remainder of the City.

Option 3        To roll out the new working arrangements as a single exercise.

Option 4        To roll out the new working arrangements as a single exercise but to exclude the Guildhall City Centre (within the walls).

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to thank Officers for delivering a successful pilot and agree that the new service should be rolled out as a singe exercise, but  ...  view the full minutes text for item 49.

This report provides Members with a summary of the work carried out to date by the York Neighbourhoods Pride initiative together with information about what is planned for October 2007.

Advice of the Advisory Panel

That the Executive Member note the report.

Decision of the Executive Member

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

REASON:                  To update Members on the York Neighbourhoods Pride initiative.

Members considered a report that provided them with a summary of the work carried out to date by the York Neighbourhoods Pride initiative together with information about what is planned to October 2007.

The Officer stated future campaigns and activities would include the Spring Clean Campaign, Red Card for Dog Fouling, Litters Out Campaign, Blooming City Campaign, Cleaner City Campaign and Feeling and Being Safe in York Campaign.

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to note the report and to thank Officers for their hard work in delivering further improvements to deliver York Neighbourhoods Pride.

Decision of the Executive Member

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

REASON:                  To update Members on the York Neighbourhoods Pride initiative.

To inform Members of the results of legal actions undertaken by the Neighbourhoods area of the Directorate for the period 1 October 2006 – 31 December 2006.

Advice of the Advisory Panel

That the Executive Member note the contents of this report

Decision of the Executive Member

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

REASON:                  So that the Executive Member is updated on formal enforcement activity undertaken by the Neighbourhoods Group.

Members considered a report that informed them of legal actions (prosecutions, formal cautions and fixed penalties) undertaken by the Neighbourhoods area of the Directorate of Neighbourhood Services (Environmental Health, Trading Standards, Licensing and Street Environment Services) for the period 1^st October 2006 to 31^st  December 2006.

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member notes the contents of this report and thanks Officers for their diligence in pursuing cases in the courts.

Decision of the Executive Member

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

REASON:                  So that the Executive Member is updated on formal enforcement activity undertaken by the Neighbourhoods Group.

This report seeks the Executive Members approval for the Stage Two Service Plans for 2007/08 of each of the service areas. These Plans contain the 2007/08 budget information.

Advice of the Advisory Panel

That the Executive Member approve the Service Plan Proposals for Neighbourhood Services for 2007/8.

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 for the Stage Two Service Plans for 2007/8 of each of the Service Areas. The Stage One Service Plans were approved at the December 2006 EMAP. These Service Plans contained the 2007/08 budget information and some performance data which was not available at that time.

Some Members asked what impact the proposed restructure would have on the plans and whether there would be a need to revise the plans again after this and Officers confirmed that the objectives would stay the same and the total budget of the department would not change. The Officer confirmed that Service Plans often changed throughout the year and were, in effect, fluid documents. They were designed to be adapted and amended as developments were made within each area of the department.

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to approve the Service Plans proposals for Neighbourhood Services for 2007/08.

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 asks Members to note the actions taken by the Environmental Protection Unit to tackle noise nuisance and approve proposals to deal with the service pressures generated by the implementation of the Licensing Act 2003 and the introduction of the night time Noise Patrol Service.

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to note the service pressures generated by the additional demands to tackle noise nuisance and the proposed service improvements.

• Appointing an additional temporary Environmental Protection Officer until 31 March 2008.
• Providing additional out of hours cover as workload demands.
• Adopting additional anti-social behaviour powers.
• Increasing education about noise nuisance.

Decision of the Executive Member

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

REASON:                  So that the Executive Member is advised of the steps being taken to deal with noise nuisance.

Members considered a report that asked them to note the actions taken by the Environmental Protection Unit (EPU) to tackle noise nuisance and approve the proposals to deal with the service pressures generated by the implementation of the Licensing Act 2003 and the introduction of the night time Noise Patrol Service.

The Officer presented his report and said that there had been an increase in the workload but this had been anticipated.

Members thanked the Officer and his team for delivering a much appreciated service  but noted that care needed to be taken in regards to the smoking legislation as the ban coming into force soon could lead to potential disturbance to residents who lived in close proximity to licensed premises.

Advice of the Advisory Panel

That the Advisory Panel advise the Executive Member to note the service pressures generated by the additional demands to tackle noise nuisance and the proposed service improvements.

• Appointing an additional temporary Environmental Protection Officer until 31 March 2008.
• Providing additional out of hours cover as workload demands.
• Adopting additional anti-social behaviour powers.
• Increasing education about noise nuisance.

Decision of the Executive Member

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

REASON:                  So that the Executive Member is advised of the steps being taken to deal with noise nuisance.

To advise Members of the York Safer Working Community Project which took place from 22 – 26 January 2007.

Advice of the Advisory Panel

That the Executive Member note the report.

Decision of the Executive Member

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

REASON:                  To update the Executive Member on the practical implications of partnership working with HSE.

Members considered a report that advised them of the York safer Working Community Project that took place between 22^nd and 26^th January 2007.

Members agreed that this had been a very successful event and a good example of partnership working.

Advice of the Advisory Panel

That the Advisory Panel  advise the Executive Member note the report.

Decision of the Executive Member

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

REASON:                  To update the Executive Member on the practical implications of partnership working with HSE.

The Executive Member thanked Councillor Hall, who was standing down from the Council in May,  for all his hard work over the years. He paid tribute to his dedication as a Councillor.

He also thanked Councillor Lancelott for Chairing the Committee.