Agenda and minutes

At this point Members are asked to declare any personal or prejudicial interests they might 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.  No interests were declared.

To consider excluding the press and public from the meeting should any discussion arise on part of Annex B to the report associated with item 4 on this agenda (Called-In Item – York Racecourse), on the grounds that it contains information relating to the financial or business affairs of particular persons (including the authority holding that information), which is classed as exempt under paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by The Local Government (Access to Information) (Variation) Order 2006).

RESOLVED: That the press and public be excluded from the meeting should any discussion arise on part of Annex B to the report associated with agenda item 4 (Called-in Item – York Racecourse), on the grounds that it contains information relating to the financial or business affairs of particular persons, which is classed as exempt under paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by the Local Government (Access to Information) (Variation) Order 2006).

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 Executive’s remit may do so.  The deadline for registering is 5:00 pm on Monday, 7 July 2008.

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

With the Chair’s permission, a letter received from a member of the public, commenting on the minute of the Executive’s decision on 30 June 2008, was circulated to Members.

To reconsider the decision taken on 30 June 2008 regarding the above item, if requested to do so by the Scrutiny Management Committee (Calling-in) meeting on 7 July 2008.

The report on this item was published as part of the agenda for the Executive meeting held on 30 June 2008 and the agenda for the Scrutiny Management (Calling-in) meeting to be held on 7 July 2008.  The links to those agendas on the Council’s website are set out below.

http://sql003.york.gov.uk/ieListDocuments.asp?CId=102&MId=3397&Ver=4

http://sql003.york.gov.uk/ieListDocuments.asp?CId=602&MId=3405&Ver=4

Members re-considered the decisions they had taken at the Executive meeting on 30 June 2008 with regard to the granting of a new lease to York Racecourse, following completion of the further negotiations between Officers and the Racecourse requested at an earlier meeting.

The Executive decisions on this item had been called in by Cllrs Fraser, Gunnell and Merrett and subsequently considered by the Scrutiny Management Committee (SMC) (Calling In) at a meeting on 7 July 2008.  The SMC (Calling In) had resolved:

“That Option B be approved and the decisions referred back to the Executive for reconsideration, with a recommendation that they:

a)                 confirm their original decision to grant the new lease, in accordance with Resolution (i) from the meeting on 30 June;

b)                 recognise the contribution of York Racecourse to the economy of the City;

c)                  resolve that monies be provided by the Council, either from the lease income or by other financial provision, to combat anti-social behaviour by race-goers, including littering and toilets, and to provide proper policing;

d)                 resolve that a Traffic Masterplan be prepared to examine traffic issues for the whole area around the Racecourse, taking into account the new development at the Terrys factory site and the potential new community stadium.”

Having taken advice from Officers responsible for Property Services, City Strategy and Neighbourhood Services and debated the issues, it was

RESOLVED: (i)         That the decisions taken by the Executive on this item on 30 June 2008 be confirmed.¹

REASON:      To enable the lease to be entered into without further delay and for the reasons already recorded in respect of those decisions.

                        (ii)        That recommendations (a) (b) and (d) of the Scrutiny Management Committee (Calling In) be accepted and endorsed.

REASON:      Recommendations (a) and (b) do not conflict with the original decisions, while recommendation (d) can be dealt with under existing traffic planning processes, including the Traffic Management Plan for the Racecourse area, which is regularly reviewed and updated to reflect changing circumstances.

                        (iii)       That, with regard to recommendation (c) of the Scrutiny Management Committee (Calling In):

a)                 the issues of toilet provision and littering be referred to Officers to consider how performance can be improved in these areas, with the option of funding the provision of temporary toilets on Race Days out of reserves in the current year, if feasible;²

b)                 the issue of policing standards be the subject of further discussions with the local force commander. ³

REASON:      a)         These matters are already being dealt with by Officers in Neighbourhood Services, working in conjunction with York Racecourse.

                        b)         York citizens already pay a precept to cover the cost of policing and it would not be desirable to set a precedent requiring additional payments to cover sporting events.