Agenda and minutes

At this point, Members are 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 this agenda.

At this point in the meeting, 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 might have in respect of the business on the agenda.

Councillor Taylor declared a personal non prejudicial interest in relation to the called-in item:Guildhall and Riverside Creating a Digital Media and Arts Centre, as a life member of the York Civic Trust, in respect of the Trust’s interest in the Guildhall.

It is at this point in the meeting that members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Friday 16 January 2015.  Members of the public can speak on agenda items or matters within the remit of the committee.

To register to speak please contact the Democracy Officer for the meeting, on the details at the foot of the agenda.

Filming, Recording or Webcasting Meetings

Please note this meeting may be filmed and webcast or audio recorded and that includes any registered public speakers, who have given their permission.  The broadcast can be viewed at http://www.york.gov.uk/webcasts  or,if sound recorded, this will be uploaded onto the Council’s website following the meeting.

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting, i.e. tweeting.  Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (whose contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present.  It can be viewed at http://www.york.gov.uk/downloads/download/3130/protocol_for_webcasting_filming_and_recording_of_council_meetings

It was reported that there had been two registrations to speak at the meeting under the Council’s Public Participation Scheme.

Paul Hepworth spoke on behalf of the Cyclists Touring Club, in respect of the call-in of the Jockey Lane cycle improvement scheme, in particular the delineation of the route across the two access roads. He expressed support for Cllr D’Agorne’s suggestion of ‘elephant’s footprint’ markings across the access roads on to Jockey Lane, to alert people to the fact that they were likely to encounter cyclists crossing.

Keith Rozelle spoke as a local resident in respect of the call-in of the Guildhall Digital Centre scheme, confirming that although he was pleased to support the proposals he wished to highlight a number of concerns. In particular the lack of a detailed business plan, with no evidence of costs, revenues or company interest and of the need for public consultation on the project.  

To approve and sign the minutes of the last meeting of the Committee held on 31 October 2014.

Resolved:  That the minutes of the last meeting of the Committee, held on 31 October 2014 be approved and signed by the Chair as a correct record subject to an amendment to Minute 20 – Rewiring of Public Services: Business Case for Children’s Services

In paragraph 8 - deletion of the words ‘there had been no discussions’ and their replacement with

‘although discussions were held about asset transfers with interested parties all the time, there had been no deal’

To consider the decisions made by the Cabinet Member for Transport at his Decision Session held on 11 December 2014 in relation to the above item, which has been called in by Councillors D’Agorne, Orrell and Runciman in accordance with the Council’s Constitution.  A cover report is attached setting out the reasons for the call-in and the remit and powers of the Corporate and Scrutiny Management Committee (Calling-In) in relation to the call-in, together with the original report and the decisions of the Cabinet Member.

Members received a report which asked them to consider the decisions made by the Cabinet Member for Transport, at his Decision Session on 11 December 2014, in relation to the revised Jockey Lane Pedestrian and Cycle Improvement Scheme. In November 2013 approval had been given to implement the works, subject to agreement with the landowners Portakabin regarding the transfer of land for use as additional footway area.

The Cabinet Member had subsequently been updated that, following a change in management, Portakabin were now unwilling to dedicate the parcel of land required to facilitate the proposed scheme. As a result, alternative options had been put forward for consideration.

Details of the Cabinet Members decision were attached at Annex A to the report and the original report to the Decision Session, attached at Annex B.

Officers circulated detailed plans of the revised proposals for the Jockey Lane scheme.

The original decision had been called in by Councillors D’Agorne, Orrell and Runciman and although the Members continued to support improvements on Jockey Lane, they had a number of concerns and had called-in the decisions on the following grounds:

·        Proper consideration was not given to the installation of a right turn into the Range store as requested by Ward Members in 2013 and again in 2014

·        The failure to include the updated design of the cycle route across the access roads in the published documents meaning that comments could not be made on the proposals.

·        Proper consideration was not given to the request by Ward Members to resurface a greater section of Jockey Lane

·        The positioning of the Toucan crossing close to Kathryn Avenue traffic lights.

Councillor Orrell addressed the meeting as one of the Calling In members. He confirmed that one of their principle concerns related to a previous planning condition, which had subsequently been appealed, in relation to a right turn into the Range store as requested by the Ward Members. This was particularly required now following the increase in traffic from the Vangarde development. Their other concerns related to the proximity of the proposed toucan crossing to Kathryn Avenue, the poor condition of Jockey Lane and the concerns of the Council’s Arboriculture Officer in respect of trees in the vicinity.

Councillor D’Agorne, also addressed the meeting on behalf of the Calling In members. He circulated photographs of ‘elephants feet’ line markings, which Officers had previously supported, to delineate the road junction however Officers had subsequently confirmed that these could not be used on safety grounds. He therefore requested Members to support an amendment to the scheme to allow consideration to be given to the use of prominent markings to ensure a safe cycle route and crossing of Jockey Lane.

The Assistant Director, Transport, Highways and Waste, confirmed  that the Cabinet Member had been aware that a Safety Audit was due to be carried out on the scheme proposals, the results of which had been reported at his Decision Session. However, as this had raised some issues which required changes to  ...  view the full minutes text for item 24.

To consider the decisions made by the Cabinet at their meeting held on 16 December 2014 in relation to the above item, which has been called in by Councillors Aspden, Cuthbertson and Waller in accordance with the Council’s Constitution.  A cover report is attached setting out the reasons for the call-in and the remit and powers of the Corporate and Scrutiny Management Committee (Calling-In) in relation to the call-in, together with the original report and the decisions of Cabinet.

Members received a report which asked them to consider the decisions made by the Cabinet, at their meeting held on 16 December 2014, in relation to the establishment of a viable re-use of the Guildhall complex as a Digital Media and Arts Centre (DMAC), in accordance with the Cabinet decision on 16 July 2013. The Cabinet had given approval to proceed with the procurement of a design team and an operating partner to run the DMAC, lease the building and release monies from the Economic Infrastructure Fund for the design and the building to the planning stage.

Details of the Cabinet’s decision were attached at Annex A to the report and the original report to the Cabinet meeting, attached at Annex B.

The decision had been called in by Councillors Aspden, Cuthbertson and Waller on the following grounds:

“The report lacks many crucial details needed to support the proposal. These include: 

·            A thorough business case to justify council expenditure on the project.

·            Detail on the revenue projections including estimated rental income.

·            A proper analysis of alternative options for the Guildhall.

·            An examination of whether this is the correct location for the use being proposed or any comparison with other similar projects.

·            An analysis of how the risk could be more appropriately shared with the private sector, especially on elements which might be better handled by organisations more experienced in the specific fields of business.”

Councillor Waller addressed the meeting on behalf of the Calling In members. He confirmed their principle concern related to the lack of a business case and the risks involved relating to the funding of the project. The Members also questioned whether this was the correct location as there appeared to be no clear evidence to support the proposals for a DMAC and they felt that additional work was required prior to a final decision being made.

The Assistant Director of Finance, Property and Procurement and the Guildhall Project Manager with the assistance of the Principal Accountant, made a presentation, a copy of which is now attached to the online agenda. This set out in more detail the work undertaken in relation to the project, including the detailed feasibility study, alternative options, the financial overview together with the principles of the revenue model.

Councillor Williams, as Cabinet Member for Finance and Performance, acknowledged that the details contained in the presentation, should have been included in the report to Cabinet. He confirmed however that the business case was at an advanced stage in comparison to other projects undertaken. Although finance was required to undertake urgent work to the Guildhall roof he confirmed that a final decision had yet to be made on the whole project. Following additional work he confirmed that a report would be brought back to a future Cabinet and Council meeting.

Members questioned the Cabinet Member and Officers on a number of aspects of the project including risks to the authority, the difficulty of making a decision without all the necessary information, any restaurant/cafe lease  ...  view the full minutes text for item 25.