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Agenda and minutes

Venue: The Auden Room - Ground Floor, West Offices (G047). View directions

Contact: Catherine Clarke and Louise Cook  Democracy Officers

Webcast: video recording

No. Item


Declarations of Interest

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



Members were asked to declare, at this point in the meeting, any personal interests, not included on the Register of Interests, or any prejudicial or disclosable pecuniary interests they may have in respect of business on the agenda. None were declared.


Minutes pdf icon PDF 104 KB

To approve and sign the minutes of the meeting held on 9 November 2016.


Resolved:  That the minutes of the last meeting held on 9 November 2016 be approved and then signed by the chair as a correct record subject to the final sentence of minute 25 (York Theatre Royal: 2016/17 Half Year Performance Update), which referred to a new service level agreement, being deleted.


Public Participation

At this point in the meeting members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Tuesday 10 January 2017.  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 Officers 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 Officers (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/download/downloads/id/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809.pdf


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


York Museums Trust - Core Partnership Objectives Update - 2016-17 Half Year Report pdf icon PDF 97 KB

This report updates members on the current activities of the York Museums Trust (YMT) against the agreed core partnership objectives.


Additional documents:


Members considered a report which updated them on the current activities of the York Museums Trust (YMT) against the agreed core partnership objectives for the period April to December 2016. YMT’s Chief Operating Officer was in attendance at the meeting to present their report with the Assistant Director, Communities, Culture and Public Realm.


They highlighted the main issues covered in the report and

responded to and provided further information in relation to specific issues covered in the report including:

·        work to enhance wellbeing and address isolation and loneliness

·        discussions between YMT and CYC around financial support

·        Arts Council funding

·        Decrease in school visits and reasons for this– members requested a breakdown of the number of visits to museums from York schools and from schools outside York.1

·        Take up of entitlement to free YMT cards by residents aged 17 to 24 and those entitled to income related benefit. Members welcomed the high take up and requested a breakdown of this figure between young people and those on income related benefits.2


Resolved:  That the report be noted and Members’ comments on the activities of York Museums Trust be taken into account.


Reason:     To fulfil the Council’s role under the agreed partnership arrangements.




2016-17 Second Quarter Finance & Performance Monitoring Report - Learning and Culture pdf icon PDF 178 KB

This report analyses the latest performance for 2016/17 and forecasts the financial outturn position by reference to the service plans and budgets for all of the services falling under the responsibility of the Corporate Director Children, Education & Communities.


Additional documents:


Members received a report which provided an analysis of the latest performance for 2016/17 and a forecast of the financial outturn position by reference to the service plans and budgets for all of the services falling under the responsibility of the Corporate Director of Children, Education and Communities.


The Finance Manager, Adults Children and Education, presented the report  with the Corporate Director, Children, Education and Communities. He reported a modest net projected under spend for quarter 2 which put the council in a more positive position than reported at the end of quarter 1. Members were advised that the projected net overspend on school transport was due to delays in implementing proposed savings in denominational and SEN (special educational needs) transport. They were informed that denominational transport savings were now being delivered but achieving savings in SEN was a complex area which needed to be delivered over a number of years and that  updates would be provided in future reports.


Members discussed the performance data and additional information from officers was provided in relation to:


·          Educational Achievement – Indicator 81 (increase in the percentage point gap between free school meals (FSM) and non FSM pupils at age 15 who attain a level 3 qualification by the age of 19 (snapshot)). An update had been provided at last meeting. Members were advised that narrowing the gap continued to be high priority.

·          Youth Offending – Indicator 45 (Percentage of young people ending their YOT (Youth Offending Team)  supervised court order who are NEET (not in Employment, Education or Training)) – this was a high priority for YOT Board who had developed new types of provision and built up good relationships with York College. Members noted that a small cohort meant data fluctuated from year to year.

·          Libraries - LIB01 and LIB02 – (Library Visits and Books Borrowed)  - Members noted a reduction in library visits and were advised of the possible reasons for this. Members requested clarification of the quarter 1 and 2 figures as they felt these were unclear. Members also requested an update on arrangements in place for mobile library provision during closure of Haxby Library. It was agreed that the Chief Executive of York Explore be requested to provide an update on both these points. 1

·          Indicator PHOF13 (no of children in poverty (under 16s)) – Officers agreed to investigate why no data had been published since 2013-14 but suggested this could be that there is no longer a requirement to publish these figures. 2


Resolved:  (i)      That the report be noted


(ii)      That the requested information/clarification on the above indicators be provided to Membersby email.


Reason:     To update the Committee on the latest financial and performance position for 2016/17



School Meals Scrutiny Review - Update pdf icon PDF 99 KB

This final report presents an update on the impact on schools in York of the introduction of universal infant free school meals.  



Members considered a report which presented an update on the impact of the introduction of universal infant free school meals (UIFSM) on schools in York. This report had been requested by members when they received their final update on the implementation of recommendations of their previously completed School Meals Scrutiny Review in March 2016.


The Head of School Services explained how schools had prepared for the commencement of the introduction of UIFSM, provided information on the take-up in schools in York in its first and second years and the conclusions which could be drawn from its introduction.  He responded to and provided additional information in response to questions from Members.


He explained that the current central catering contract in York was due to expire in July 2017 and would not be re-procured as schools moved away from local authority control and joined multi academy trusts. However the local authority was working with schools to support them in procuring new contracts and had linked a number of smaller rural primaries so that they could work together to procure contracts and achieve economies of scale. It was acknowledged that, as schools procured and negotiated their own arrangements, this would lead to an increase in the number of school meal catering providers and a variation in school meals prices.


Resolved:  That the report be noted.


Reason:     To provide an update on the introduction of universal infant free school meals across York primary schools.




Bi-Annual Safeguarding Update pdf icon PDF 409 KB

This report updates the Committee on key local and national safeguarding developments since July 2016.


Additional documents:


Members considered a report which provided an update on key local and national safeguarding developments since July 2016


The Assistant Director, Children’s Specialist Services informed Members that the review period covered a time of huge change, both locally and nationally, as well as a comprehensive inspection by Ofsted of the authority’s arrangements for children in need of help and protection, children looked after and care leavers, including a review of the Local Safeguarding Children Board.  The restructure in Children’s Social Care had come from the need to be able to react to changes. He provided further information in relation to the following areas of the report, in response to questions from  Members.

·        how the voice of children and young people, including those with special educational needs, was expressed and understood.

·        the development of the School Wellbeing Worker Service – Members noted this was part of pulling together mental health services into every day settings and were encouraged by this.

·        Work of Local area teams (LATs) – these provide capacity to offer a broader response to problems rather than a specific social worker response.

·        Difficulties in recruiting to safeguarding children social work posts - Members acknowledged there was a national shortage of experienced qualified social workers which made recruiting them difficult.


Resolved:  That the report be noted, including the revised Children’s Social Care structure, implementation of new case management system, and ongoing work to support the emotional and mental health of children and young people in York.


Reason:     To allow Members to be fully informed on key children’s safeguarding issues in York and to support Member challenge in this area.




Update on 30 Hours Childcare for Working Families pdf icon PDF 255 KB

This report provides an update on progress with early implementation of a new statutory entitlement for 30 Hours Free Childcare for Working Families.

Additional documents:


Members considered a progress report on York’s pilot programme for the early implementation of the new statutory entitlement for 30 hours free childcare for working families.


The Head of Childcare Strategy Service reported that York had had a very strong start by delivering a great number of places across the city to meet the needs of eligible parents, with 83% of parent applications from eligible families being approved. It was confirmed that the pilot programme had been very well received by both early years providers and parents in the city, and that during the first term of the trial, 1176 eligible children had taken up some or all of their extended entitlement at a provider in York.


She confirmed that officers were currently undertaking further analysis of the data, and members expressed the view that it would be useful to be able to monitor uptake to see where families were living and where they were taking up the provision as well as uptake by wage distribution band.


Resolved:  That the report be noted.


Reason:     To keep Members updated on the implementation of the new statutory entitlement.




Play Opportunities Scrutiny Review - Draft Final Report pdf icon PDF 251 KB

This draft final report presents the findings from the Play Opportunities Scrutiny Review and proposes a number of review recommendations for the Committee’s consideration. 


Additional documents:


Members considered the draft final report of the Play Opportunities Scrutiny Review Task Group which presented the findings from the review and proposed a number of review recommendations for the Committee’s consideration.


Members acknowledged that the review showed the importance of being able to balance the differing views of all residents  to be able to create community spaces which included play provision but which were suitable for all ages to enjoy. The review had looked at the role of ward councillors in engaging with children and young people and the wider community and the review’s recommendations were focused on the need to provide additional support to ward members to support and encourage community cohesion.


Members considered the content of the report and annexes and the proposed review recommendations contained in paragraph 41 of the report and made the following comments:


·        The word protocol in recommendations (i) and (ii) should be changed to “best practice guide”. Members acknowledged that the purpose of the guide was as an advisory document which would support Members and provide guidance and access to best practise in a flexible way without it being too prescriptive.


·        The review recommendations should include detail on what areas the best practice guide would cover.


·        the final report could include more detail on the limited provision for teenagers as identified in paragraph 31 of the report.


·        Members’ need for more support to promote engagement with communities could be expanded on further in the final report.


·        The best practice guide should include information about accessing funds other than ward funding, including Section 106 payments so that members could understand what money was available for what purpose and in which wards. Members noted that recommendation (ii) was about  members leading on investment in any schemes


The Chair thanked the scrutiny officer for producing the report which she agreed reflected well the key aspects of the task group’s findings and was an accurate reflection of discussion which had taken place during meetings. She  expressed her thanks also to the Head of Communities and Equalities and the Operations Manager (Strategy and Contracts) and for their support and advice during the review.


Members confirmed they were happy for the scrutiny officer, in liaison with the chair, to amend the final report in line with the above comments.


Resolved:  (i)      That the content of the report and its annexes be noted.


                   (ii)      That the suggested amendments be taken into consideration when compiling the final report.


                   (iii)     That the draft review recommendations shown at paragraph 41 of the report be agreed, subject to the amendments discussed above.


                   (iv)    That agreement be given for the scrutiny officer, in liaison with the committee chair, to amend the final report as detailed above, prior to its presentation to the Executive


Reason:     To conclude this review in line with scrutiny procedures and protocols, and enable this review final report to be presented at the next meeting of the full Learning and Culture Policy and Scrutiny Committee.


Work Plan 2016-17 pdf icon PDF 110 KB

Members are asked to consider the Committee’s work plan for the 2016-17 municipal year.


Members considered the committee’s work plan for the remainder of the 2016-17 municipal year.


The Scrutiny Officer advised the Committee that officers had made provisional arrangements for meetings for the 2017-18 municipal year, although these were subject to change dependent on possible changes to the scrutiny structure. She advised, however, that the only suitable  date for the June  meeting was the 7 June which was very close to the date of the last meeting of the current municipal year on 24 May. For this reason, it was proposed that  the May meeting be brought forward to 10 May and this had been agreed by the Chair and officers. Members confirmed they were also happy with this change.


Resolved:  That the work plan be agreed subject to the last meeting of the current municipal year being brought forward from 24 May to 10 May 2016.


Reason:     To keep the committee’s work plan updated.




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