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 interests they might have in the business on the agenda.  The following general personal non-prejudicial interests were declared:

Councillor Runciman                   Governor of Joseph Rowntree School

                                                            Trustee of the Theatre Royal

                                                            Governor of New Earswick Primary School

                                                            Governor of York College

Councillor MerrettChild at St Paul’s Primary School

                                                            LEA Governor at St Paul’s Primary School

                                                            Treasurer of York Chinese Cultural Association

                                                            Child uses Schools Music Service

Councillor D’AgorneGovernor of Fishergate School

                                                            Employee of York College Student Services (Information Advice and Guidance for Young People)

                                                            Daughter at All Saints School

Councillor BrooksMember of Association of Teachers and Lecturers

                                                            Employed by City College, Manchester

Councillor AspdenMember of the Management Committee of the Danegate Centre, Member of the National Union of Teachers (NUT) and employed by North Yorkshire County Council.

Councillor LookerGovernor of Canon Lee School and Park Grove School.

Ms F Barclay                                     Teacher at All Saints School and ATL Branch Secretary for City of York

Mrs J Ellis                                          Governor of Burton Green Primary School

                                                            Governor of Canon Lee School

Mr M ThomasSecretary of York Association of NASUWT

To consider excluding the press and public from the meeting during consideration of Annex A of agenda item 10(Joseph Rowntree New School – Final Business Case) on the grounds that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information). This information is classed as exempt under Paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to information) (Variation) Order 2006.

RESOLVED:             That the press and public be excluded from the meeting during consideration of Annex A of agenda item 10(Joseph Rowntree New School – Final Business Case) (minute 10 refers) on the grounds that it contained information relating to the financial or business affairs of any particular person (including the authority holding that information). This information was classed as exempt under Paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to information) (Variation) Order 2006.

To approve and sign the minutes of the meeting held on 18 March 2008.

RESOLVED:             That the minutes of the last meeting of the Executive Members for Children’s Services and Advisory Panel held on 18 March 2008 be approved and signed as a correct record subject to the following amendment:

Minute 63 (Children’s Services 2008/09 Service Plans) amendment of the Advice of the Advisory Panel to “Approve the Service Plans subject to account being taken of all the bulleted points raised by Members”.

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 Monday 9 June 2008 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 recommends options for term dates and holidays for the school year 2009/2010, 2010/2011 & 2011/12, outlines the consultation responses from schools and the Teachers’ Panel, and reports on action taken by the Local Authority to align the dates with those of neighbouring authorities.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           Approve the pattern of school terms and holidays for 2009/10 as proposed in Annex 2 of the report;

(ii)   Provisionally agree the pattern of school terms and holidays for 2010/11 as proposed in Annex 2 of the report (Option 1);

(iii)       To set provisional dates for 2011/12 as proposed in Annex 2 of the report and officers be asked to bring a further report in 2010 confirming or amending those dates as part of a paper which sets dates to 2014.

(iv)    That Officers contact the Local Government Association at both national and regional levels requesting that consideration be given to the setting of regular term dates to provide a more consistency.

Decision of the Executive Member

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

REASON:To provide clarity for parents, schools and pupils on terms dates for City of York.

Members received a report which recommended options for term dates and holidays for the school year 2009/2010, 2010/2011 & 2011/12, outlined the consultation responses from schools and the Teachers’ Panel, and reported on action taken by the Local Authority to align the dates with those of neighbouring authorities.

The report presented the following options for consideration:

·  Option 1: To set dates for 2009/10 as per Annex 2 but to defer setting the dates for the ensuing years. 

·  Option 2: To approve the dates for 2009-12 as per Annex 2 with a decision to support one of the stated alternatives available for 2010/11. 

·  Option 3 : To approve the dates for 2009-11 as per Annex 2 with a decision to support one of the stated alternatives available for 2010/11 and set provisional dates for 2011-12.  

Members made the following points

·        There was a possible anomaly with holiday dates in 2010/11 which would affect part time workers;

·        The change in Easter dates caused major disruption to school terms;

·        Disruption and discontent can be caused with the movement of traditional holidays;

·        There was a need to co-ordinate term dates and holidays to provide consistency for schools and parents.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           Approve the pattern of school terms and holidays for 2009/10 as proposed in Annex 2 of the report;

(ii)   Provisionally agree the pattern of school terms and holidays for 2010/11 as proposed in Annex 2 of the report (Option 1);

(iii)       To set provisional dates for 2011/12 as proposed in Annex 2 of the report and officers be asked to bring a further report in 2010 confirming or amending those dates as part of a paper which sets dates to 2014.

(iv)    That Officers contact the Local Government Association at both national and regional levels requesting that consideration be given to the setting of regular term dates to provide consistency.

Decision of the Executive Member

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

REASON:To provide clarity for parents, schools and pupils on terms dates for City of York.

This report provides information about the current position with regard to vacancies for Local Authority seats on governing bodies, lists current nominations for those vacancies and requests the appointment, or re-appointment, of the listed nominees.

Members received a report which provided information about the current position with regard to vacancies for Local Authority seats on governing bodies, listed current nominations for those vacancies and requested the appointment, or re-appointment, of the listed nominees.

The report presented the following options for consideration:

·  To appoint/re-appoint and fill the vacancies;

·  Not to appoint/re-appoint and fill the vacances.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           That LA Governors be appointed, or re-appointed, to fill vacant seats as proposed in Annex 1 of the report.

(ii)     That the Panels thanks be conveyed to all serving and reappointed Governors for their services to these bodies which could not function without them.

Decision of the Executive Member

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

REASON:To ensure that LA places on school governing bodies continue to be effectively filled.

Members received a report which provided information about the current position with regard to vacancies for Local Authority seats on governing bodies, listed current nominations for those vacancies and requested the appointment, or re-appointment, of the listed nominees.

The report presented the following options for consideration:

·  To appoint/re-appoint and fill the vacancies;

·  Not to appoint/re-appoint and fill the vacances.

In answer to questions Officers confirmed that the Governance Service had placed seven applicants in community governor vacancies at schools and that the majority of these lived in the locality of the school.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           That LA Governors be appointed, or re-appointed, to fill vacant seats as proposed in Annex 1 of the report.

(ii)     That the Panels thanks be conveyed to all serving and reappointed Governors for their services to these bodies which could not function without them.

Decision of the Executive Member

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

REASON:To ensure that LA places on school governing bodies continue to be effectively filled.

This report analyses performance by reference to the service plan, the budget and the performance indicators for all of the services funded through the Children’s Services budget.  It also creates a timely opportunity to receive formal written feedback on the Joint Area Review (JAR) which is published on the 3 June 2008.

Members received a report which analysed performance by reference to the service plan, the budget and the performance indicators for all of the services funded through the Children’s Services budget.  It also created a timely opportunity to receive formal written feedback on the Joint Area Review (JAR) which was published on the 3 June 2008.

Paragraph 8 of the report set out achievements during 2007/8 and paragraph 9 highlighted the “outstanding” judgements received during the JAR.  Priorities for improvement, informed by both year end performance and the outcome of the JAR, were set out at paragraph 10.

The draft net outturn for 2007/08 was £27,558k, which, when compared to the current approved budget of £27,566k, represented a net underspend of £8k or 0.03%.  The underspend was split between the General Fund (+£419k) and the ring-fenced Dedicated Schools Grant (-£427k).

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           That the performance of services within the directorate funded through the Children’s Services budget be noted;

(ii)     That the draft revenue outturn for 2007/08 be approved and it be noted that the General Fund overspend would be funded from Council reserves;

(iii)    That the outcome of the Joint Area Review of services to children and young people be noted.

(iv)    That the Panels thanks be forwarded to all staff in Children’s Services for their performance throughout the year and on feedback from the Joint Area Review but especially to those staff dealing with looked after children and those safeguarding children and young people with learning difficulties and/or disabilities.

Decision of the Executive Member

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

REASON:In order to ensure appropriate performance management arrangements are in place across the department.

Members received a report which analysed performance by reference to the service plan, the budget and the performance indicators for all of the services funded through the Children’s Services budget.  It also created a timely opportunity to receive formal written feedback on the Joint Area Review (JAR), which was published on the 3 June 2008.

Paragraph 8 of the report set out achievements during 2007/8 and paragraph 9 highlighted the “outstanding” judgements received during the JAR.  Priorities for improvement, informed by both year-end performance and the outcome of the JAR, were set out at paragraph 10.

The draft net outturn for 2007/08 was £27,558k, which, when compared to the current approved budget of £27,566k, represented a net under spend of £8k or 0.03%.  The under spend was split between the General Fund (+£419k) and the ring-fenced Dedicated Schools Grant (-£427k).

Members discussed the following

• An explanation was given of the deferred charges allocation (Corporate) and the asset rental adjustment, on page 49 of the report;
• Higher prices for food affecting the school meals budget and the 3 year pricing strategy which was due to change in September;
• Need for an examination of the repair and maintenance buy back scheme for schools;
• That recognition should be given to the efforts put in by teachers and young people with the tremendous achievements in achieving five or more GCSE’s or equivalent at Grades A*-C;
• Concerns at the apparent widening of the social divide shown by the PI which detailed the  % of pupils living in the 30% most deprived areas in the country achieving the above grades;
• The number of students starting vocational diplomas;
• The need to focus on parenting programmes on targeted groups
• Need for a local indicator showing the % of care leavers that gain qualifications through other methods;
• Concern that the TD3 (LCCS staff accessing CPD activities) target had dropped.  

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           That the performance of services within the directorate funded through the Children’s Services budget be noted;

(ii)     That the draft revenue outturn for 2007/08 be approved and it be noted that the General Fund overspend would be funded from Council reserves;

(iii)    That the outcome of the Joint Area Review of services to children and young people be noted.

(iv)    That the Panels thanks be forwarded to all staff in Children’s Services for their performance throughout the year and on feedback from the Joint Area Review but especially to those staff dealing with looked after children and those safeguarding children and young people with learning difficulties and/or disabilities.

(v)     That an additional local Performance Indicator showing the percentage of care leavers that gain other qualifications be added to the Service Plan. [Amendment agreed at the meeting on 17 July 2008.]

Decision of the Executive Member

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

REASON:In order to ensure appropriate performance management arrangements are in place across the department.

This report informs Members of the final outturn position of the 2007/08 Capital Programme and seeks approval for the addition of any new schemes to the 2008/09 - 2010/11 Capital Programme.

Members received a report which informed them of the final outturn position of the 2007/08 Capital Programme and sought approval for the addition of any new schemes to the 2008/09 - 2010/11 Capital Programme.

The outturn of the 2007/08 Children’s Services Capital Programme was £12.897m, financed from £11.370m of external funding, resulting in a net cost to the Council of £1.527m.  Budget slippage into 2008/09 was £4.134m.  This was comprised of £4.714m of slippage on schemes from 2007/08 to 2008/09, which was reduced by “reverse” slippage on schemes from 2008/09 to 2007/08 of £0.580m.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           To note the capital programme outturn for 2007/08, as shown in Annex A of the report;

(ii)     To approve the additions and amendments to the capital programme, set out in the report and summarised in Annex A;

(iii)    To approve the scheme reprofiling and slippage set out in the report and summarised in Annex A;

(iv)    To agree the revised capital programme, as shown at Annex A of the report, subject to the approval of the Executive;

(v)     Forward the Panels thanks to Officers for all their work on the capital programme.

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 which informed them of the final outturn position of the 2007/08 Capital Programme and sought approval for the addition of any new schemes to the 2008/09 - 2010/11 Capital Programme.

The outturn of the 2007/08 Children’s Services Capital Programme was £12.897m, financed from £11.370m of external funding, resulting in a net cost to the Council of £1.527m.  Budget slippage into 2008/09 was £4.134m.  This was comprised of £4.714m of slippage on schemes from 2007/08 to 2008/09, which was reduced by “reverse” slippage on schemes from 2008/09 to 2007/08 of £0.580m.

Officers confirmed that all eight of the Integrated Children’s Centres had now been designated and that funding for a further four would come forward over the summer. In answer to questions they confirmed that lead that had been removed from a numbers of school sites was to be replaced by a waterproof composite material.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           To note the capital programme outturn for 2007/08, as shown in Annex A of the report;

(ii)     To approve the additions and amendments to the capital programme, set out in the report and summarised in Annex A;

(iii)    To approve the scheme reprofiling and slippage set out in the report and summarised in Annex A;

(iv)    To agree the revised capital programme, as shown at Annex A of the report, subject to the approval of the Executive;

(v)     Forward the Panels thanks to Officers for all their work on the capital programme.

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 details the background to the Government’s capital programme of investment in primary schools, identifies the proposed initial local priorities for investment and seeks approval for the submission of the Primary Strategy for Change to the Department for Children, Schools and Families (DCSF) on June 16^th. 

Members received a report which detailed the background to the Government’s capital programme of investment in primary schools, identified the proposed initial local priorities for investment and sought approval for the submission of the Primary Strategy for Change to the Department for Children, Schools and Families (DCSF) on June 16^th. 

The initial priorities for investment were set out in paragraphs 25-33 of the report.  These proposals reflected the criteria determined previously by the Executive Member and Advisory Panel and the report advised that Members had to option to reconsider the criteria and request officers to develop alternative proposals.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           To note the development of the Primary Strategy described in the report;

(ii)         To note the responses received during the consultation process, as summarised in the report and Annex C;

(iii)       To approve the initial priorities for investment, as set out in paragraphs 25-33 of the report;

(iv)        That the submission of the initial priorities and strategy to the Department for Children, Schools & Families (DCSF) for approval be confirmed;

(v)          To report back on the outcome of the submission to the DCSF.

Decision of the Executive Member

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

REASON:                        To progress the Primary Strategy for Change.

Members received a report which detailed the background to the Government’s capital programme of investment in primary schools, identified the proposed initial local priorities for investment and sought approval for the submission of the Primary Strategy for Change to the Department for Children, Schools and Families (DCSF) on June 16^th. 

The initial priorities for investment were set out in paragraphs 25-33 of the report.  These proposals reflected the criteria determined previously by the Executive Member and Advisory Panel and the report advised that Members had the option to reconsider the criteria and request officers to develop alternative proposals.

Officers confirmed that, consultation had been undertaken with stakeholders and at the time of writing, the Local Authority had received 37 separate submissions but that this had now risen to 50. The additional submissions also reflected the earlier views, which had been summarised in the consultation responses at Annex C.

Members questioned the timescales following submission of the bid to the DCSF on Monday. Officers confirmed that meetings were to take place with Development Control and Highways in preparation for the proposed works and that contractors would be on board by the Autumn.

Members also referred to the HR implications for staff including changes to their contracts and Officers confirmed that this would form part of the full statutory process, which would take place at a later date.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           To note the development of the Primary Strategy described in the report;

(ii)         To note the responses received during the consultation process, as summarised in the report and Annex C;

(iii)       To approve the initial priorities for investment, as set out in paragraphs 25-33 of the report;

(iv)        That the submission of the initial priorities and strategy to the Department for Children, Schools & Families (DCSF) for approval be confirmed;

(v)          To request a report back on the outcome of the submission to the DCSF.

Decision of the Executive Member

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

REASON:                        To progress the Primary Strategy for Change.

[At this point Councillors Aspden and D’Agorne left the meeting.]

This report outlines the details of the Local Competition carried out, the affordability of the final solution and the arrangements in place for contract administration and monitoring, and seeks to gain Executive Member approval to proceed with contract award of the Design and Build contract and the delivery of the new Joseph Rowntree School.

Members received a report which outlined the details of the Local Competition carried out, the affordability of the final solution and the arrangements in place for contract administration and monitoring, and sought to gain Executive Member approval to proceed with contract award of the Design and Build contract and the delivery of the new Joseph Rowntree School.

The report presented the following options for consideration:

·  Option 1 – To approve the decision to proceed with award of the Design and Build contract to Carillion to deliver the new Joseph Rowntree School;

·  Option 2 – To refuse the appointment of Carillion to deliver the new Joseph Rowntree School.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           To appoint Carillion as the Design and Build contractor for the Joseph Rowntree New School project.

(ii)         To support the progression of the project towards achieving a BREEAM (Building Research Establishment Environmental Assessment) rating of “very good” together with high CO2 reductions.  

Decision of the Executive Member

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

REASON:                        To successfully deliver the project.

Members received a report which outlined the details of the Local Competition carried out, the affordability of the final solution and the arrangements in place for contract administration and monitoring, and sought to gain Executive Member approval to proceed with contract award of the Design and Build contract and the delivery of the new Joseph Rowntree School.

Officers stated that this was the final business case for the new school, which was on target and which had an opening date of 1 March 2010.

Members questioned if there were any implications in relation to the Office of Fair Tradings investigation into price fixing amongst a number of construction firms employed by Local Authorities. Officers confirmed that Carillion were implicated, as were 112 other companies but that the implication was through their take over of another firm. They stated that Carillion had been through a rigorous process prior to short listing and being recommended for appointment.

Members also raised concerns that although one of the major objectives listed for the project was to achieve a BREEAM rating of “very good” it appeared that a number of sustainable measures had been dropped from the scheme so as not to jeopardise the application. Members asked for reassurances that Officers would continue to pursue these aspects of the application to ensure a low carbon footprint.  [Amendment agreed at the meeting on 17 July 2008.]

The report presented the following options for consideration:

·  Option 1 – To approve the decision to proceed with award of the Design and Build contract to Carillion to deliver the new Joseph Rowntree School;

·  Option 2 – To refuse the appointment of Carillion to deliver the new Joseph Rowntree School.

The Executive Member confirmed that she was a Governor of Joseph Rowntree School and that the only involvement she had had with the selection of the contractor for the scheme had been an Officer briefing in relation to the contractors.

Advice of the Advisory Panel

That the Executive Member be advised:

(i)           To appoint Carillion as the Design and Build contractor for the Joseph Rowntree New School project.

(ii)         To support the progression of the project towards achieving a BREEAM (Building Research Establishment Environmental Assessment) rating of “very good” together with high CO2 reductions. 

Decision of the Executive Member

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

REASON:                        To successfully deliver the project.