Agenda and minutes

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

At this point in the meeting, Members were asked to declare any personal or prejudicial interests they might have in relation to the business on the agenda or any other general interests the might have within the remit of the Committee other than those listed on the agenda.

Councillors Fitzpatrick and Boyce declared a personal interest in agenda item 4 ( York Theatre Royal: 2012-13 Part Year Performance Update) as they are trustees of York Theatre Royal.

To approve and sign the minutes of the meeting held on Wednesday 18 July 2012.

RESOLVED:             That the minutes of the meeting of the Learning and Culture Overview and Scrutiny Committee held on 18 July 2012 be approved and signed by the Chair as a correct record.

At this point in the meeting, members of the public who have registered their wish to speak on an item on the agenda or an issue within the committee’s remit can do so.

Anyone who wishes to register or who requires further information is requested to contact the Democracy Officer for this meeting, details of whom are listed at the foot of this agenda.

The deadline for registering to speak is 5.00pm the working day before the meeting, in this case 5.00pm on Tuesday 18 September 2012.

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

This report is to inform the Scrutiny Committee of the progress and performance of the York Theatre Royal under the current Service Level Agreement (SLA).

Members received a report which informed them of the progress and performance of the York Theatre Royal under the current Service Level Agreement (SLA) 2012-2018.

The Chief Executive of York Theatre Royal provided details of the theatre’s performance during the last six months as outlined in Annex 1 to the report and responded to particular issues raised by Members.

Members noted that, while the six monthly update report was interesting and informative, in its current format it was difficult to use it to assess progress against the SLA areas. They suggested it would be beneficial for the report to include more statistics relating to the SLA areas in order that Members can assess progress more easily.

The Committee acknowledged that they also receive six-monthly update reports from York Museums Trust and agreed it would be beneficial to change the format of these reports for the same reason.

It was agreed that future six monthly update reports should be structured alongside SLA areas while retaining the narrative for information.

RESOLVED:             (i)         That the report and Members comments be noted.

                                    (ii)        That the format of six-monthly York Theatre Royal and York Museums Trust update reports be changed so that they provide a progress update that reflects the SLA areas more closely. ¹

REASON:                  (i)         To fulfil the Council’s role under the Service Level Agreement.

                                    (ii)        In order that Members can assess progress against the SLA areas more easily.

This report analyses the latest performance for 2012/13 and forecasts the outturn position by reference to the service plan and budgets for all of the relevant services falling under the responsibility of the Director of Adults, Children & Education and the Director of Communities & Neighbourhoods.

Members considered a report analysing the latest performance for 2012/13 and forecasting the outturn position by reference to the service plan and budgets for all of the relevant services falling under the responsibility of the Director of Adults, Children & Education and the Director of Communities & Neighbourhoods.

Members asked for a more detailed breakdown of the costs associated with local foster placements and Independent Fostering Agency Placements and requested that this information be provided in a different format in future monitoring reports to make it easier to understand.

A statutory co-opted member suggested that it would be useful if officers could produce a table to show spend by local authorities in respect of Looked After Children which would allow Members to compare City of York Council’s costs against those of North Yorkshire and the national average.

RESOLVED:             (i)         That the report be noted.

                                    (ii)        That future reports be amended to include ¹:

(a)  a more detailed breakdown of the costs associated with local foster placements and Independent Fostering Agency Placements (in a format which is easier to understand)

(b)  Additional information on spend on Looked After Children to allow the committee to compare York to other authorities.

REASON:                  To update the committee on the latest finance and performance position for 2012-13.

In response to a proposed scrutiny topic, this report provides an update on national and local developments on careers education, information, advice and guidance for young people in schools and colleges.  Members will also receive a presentation on this issue.

Members considered a report which provided an update on national and local developments in the provision of careers education information and guidance (CEIAG) to young people in schools and colleges in order to help them make a decision as to whether or not to proceed with a review of this scrutiny topic which was proposed by Councillor D’Agorne.

The Youth Support Service Manager gave a presentation on the subject and then responded to particular issues raised by Members regarding commissioning. Members made the following comments:

·         Schools and colleges have received inconsistent advice in the past. It is important that a more consistent approach is developed.

·         Need to take account of fact that people are changing career more frequently now than in the past which makes proper informed careers guidance even more important.

·         Although the new commissioning arrangements have now been in place for a year, there is still varying knowledge within schools and colleges about the changes which have taken place regarding legislation and funding. It would be worthwhile for all secondary school head teachers and governors to receive this presentation.

·         Important to look at links with employment and input of employers into the curriculum. Local authorities are better placed to do this than individual schools. Food Industry would be interested in becoming involved. Links with other institutions are also important. Other partners need to be involved in the process.

·         Important to identify good practice amongst schools. Feedback from parents, young people and employers can help determine if a particular model should be extended into other schools/colleges.

·         Need to determine if young people are getting access to good guidance whether that it by the Local Authority or not.

·         Need to ensure that service the LA is providing is the best possible service to schools and college and look at how best market the service to schools and colleges.

·         Guidance is due to change in March 2013 at which time more feedback on how it has been working in practice will be available.

Members thanked the Youth Services Manager for an informative and useful presentation. They agreed that it was a topic worthy of investigation but that care need to be given to the timing of the review. They suggested that it be carried out either as a two stage process or delay commencement until later in the year when a richer source of information would be available. It was agreed that a scoping report should be presented to the committee at its meeting in January 2013.

RESOLVED:             (i)         That it be agreed that a review be undertaken on this subject.

(ii)        That a scoping report be presented to the Committee at its meeting in January 2013. ¹

REASON:                  To ensure compliance with scrutiny procedures, protocols and work plans.

Members will receive a briefing on Learning Disabilities Issues in response to a proposed scrutiny topic.

Members were due to receive a briefing on Learning Disabilities Issues in response to a proposed scrutiny topic from Councillor Jeffries regarding what support was available to parents with learning disabilities. Councillor Jeffries was not present at the meeting due to illness. The Head of Adults, Children and Education reported that he had met with Councillor Jeffries and she was now happy with the progress made during these discussions and no longer felt the need for the Committee to undertake a review. He agreed to email Members a written record of his meeting with Councillor Jeffries. ¹

RESOLVED:             That it be agreed not to undertake a review on the subject of support to parents with learning disabilities.

REASON:                  Councillor Jeffries, who proposed the topic, is happy that her concerns have been adressed without the need to undertake a review.

Members are to receive an update on the recommendations previously agreed on Libraries together with information on the services provided via CYC Libraries and the role of  modern public library services.

Members received a written update on the implementation of recommendations previously agreed arising from a scrutiny review titled “Putting Libraries at the heart of the Community” which was carried out by the Leisure and Heritage Scrutiny Board in 2005.

Members also received a presentation by the Head of Libraries, Information and Archives which informed them on the services provided by libraries and the role of modern public library services in support of a proposed scrutiny topic on “Making Local Libraries work for Communities”. The Head of Libraries, Information and Archives explained to the Committee what improvements had taken place since 2005, informed them of past and forthcoming consultation and what areas of the service would be developed further in the future.

Members recognised that the services provided at library venues across the city varies widely and that what is provided at York Explore to its customer may be very different to what can be provided at smaller libraries. Members acknowledged that the original thought had been to determine whether communities are making best use of libraries.  However, they agreed that it would be more beneficial to identify a template for  a community hub based at a library and to look at how the Council might maintain the library services provision whilst at the same time providing access to other council services from the venue.

The Committee agreed it would be helpful to know if the Council were currently providing access to council services at other council owned properties in the same area as each local library, and to examine the possibility of providing those same services from one venue.

The Committee agreed that this work would be best carried out by a task group comprising three to four Members but that the whole committee should have the opportunity to feed into the review.

RESOLVED:             (i)         That the update on the previously completed scrutiny review titled “Putting Libraries at the heart of the Community” carried out by the Leisure and Heritage Scrutiny Board in 2005 be noted.

(ii)        That a task group comprising Councillors Boyce, Brooks, Cunningham-Cross and Reid be formed in order to undertake a new review of libraries.

(iiii)      That the results of the libraries consultation exercise be presented at a future meeting of the Committee.

REASON;                  To progress the work on the review.

Members are asked to consider the Committee’s workplan for the 2012-13 municipal year.

Members discussed the committee’s work plan for the remainder of the 2012-13 civic year.

The Chair updated the Committee with regard to their visit to Hull Road Park the previous day and their tour of Rowntree Park prior to the meeting. She reported that Members had been pleasantly surprised by Hull Road Park and the lack of graffiti but acknowledged that the park required some improvements. They had been informed that the park was aiming toward the Green Flag award and the park attendant’s role was being developed further. She stated that Members had been very impressed by Rowntree Park. They noted that improvements were planned for all parks and agreed that if this work progressed as planned, there was no need to undertake a scrutiny review. However they agreed it was important to monitor development of the parks and agreed to receive an update on progress at their meeting in March.

RESOLVED:             That the work plan be agreed subject to the following amendments.

·         November 2012 – That the results of the Libraries consultation exercise be presented to the Committee.

·         January 2013 – A scoping report on the review of Careers Education Information and Guidance be presented to the Committee.

·         March 2013 - An update be provided on the developments taking place in York parks.

REASON:                  To keep the Committee’s work plan up to date.