Agenda and minutes

At this point Members are asked to declare any personal or prejudicial interests 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 the business on the agenda or any other general interests they might have within the remit of the Committee.

Other than those standing interests listed in the agenda, no interests were declared.

To approve and sign the minutes of the meeting held on 13 July 2010.

RESOLVED:             That the minutes of the meeting of the Learning and Culture Overview and Scrutiny Committee held on 13 July  2010 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 Monday 4 October 2010.

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

This report analyses the latest performance for 2010/11 and forecasts the outturn position by reference to the service plan, the budget and the performance indicators 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 which analysed the latest performance for 2010/11 and forecast the outturn position by reference to the service plan, the budget and the performance indicators for all of the relevant services falling under the responsibility of the Director of Adults, Children & Education and the Director of Communities & Neighbourhoods.

Officers gave an update and confirmed that the performances in most areas were strong and in answer to Members questions officers stated that:

·       free swimming sessions had now ceased and the effects from this would be noted in the next monitoring report.

·      the reason for the large increase in Looked After Children, which was a national concern, was due to the Baby P effect as referrals had increased.  Officers stated that the trend in York had reduced by 20% on last year’s figures and the current number of children in care was 220.

·      the shortfall in Library services was partly due to the loss of income when the library was closed for refurbishment and the decline in hiring CD’s and DVD’S. 

·      the Library space and conference rooms were being continually marketed to encourage more individuals to hire these areas and officers were considering to alter the opening hours next year to allow the Library to be used as a performance space which would generate more income.

·       the Library gardens would be used next Summer. 

Some Members discussed the Visit York Music and Literate Festivals and it was suggested that officers contact Ian Tempest, Visit York’s External Relations Manager, to discuss how the Library could be involved.

RESOVLED:  That the report be noted.

REASON:  To update the committee on the latest finance and performance position for 2010/11

This report describes the progress to date in implementing changes to the management of the City Archives to enable to delivery of the city’s vision for the Archives and describes the planned next steps for realising the vision.

Members considered a report which described the progress to date in implementing changes to the management of the City Archives to enable the delivery of the city’s vision for the Archives and described the planned next steps for realising the vision.

Members thanked officers for the tour of the Library and Archives.

In answer to Members questions officers confirmed:

·        they were discussing the Development Trust with the Civic Trust and were considering all options.

·        staff were starting to receive training on all areas within the Library to improve customer service.

·        the ‘Friends’ volunteering programme was still in operation but was currently being revised. The new programme would encourage any individual to offer their services across the whole of the Library or Archives on a 1-1 basis.

·        that back up microfilms had been located which would replace any worn out ones and officers were planning to digitalise them all.

·        they would consider reintroducing Mystery Plays.

·        the Library and Archives Services were continually being marketed to encourage more users, and an Introduction to Archives course would be taking place for the public in January 2011.

RESOLVED:            

(i)         That progress made to date as set out in Part 1 of the report be noted

(ii)        That the proposed future development plans for the Archives and Local History Service as set out in Part 2 of the report be endorsed.

REASON:  To progress the work of this Overview and Scrutiny Committee in line with its terms of reference and remit.

This report asks for Members views on City of York Council’s next edition of York's play policy ‘Taking Play Forward’,  before it is finalised, and provides an update on York’s Playbuilder Programme following the recent change in Government for Members information.

Members considered a report which asked for their views on the City of York Council’s next edition of York's play policy ‘Taking Play Forward’, before it was finalised, and provided an update on York’s Playbuilder Programme following the recent change in Government for Members information.

Officers gave an update and confirmed they had not heard from Play England regarding the planned spend on the Playbuilder Programme.  Members were concerned to learn that funding may be reduced and suggested officers consider alternative options.  Officers confirmed that other funding streams were being sourced and they had joined a Regional Group, which included other Local Authorities. Together they had produced a formal paper which had been presented to the Head of Play England and the Department for Education.

RESOVLED:

(i)         That the revised Play Policy be agreed.

(ii)        That the content of the letter from the Department of Education in relation to the Playbuilder Programme be noted.

Reason:  To progress the work of this Overview and Scrutiny Committee in line with its agreed workplan.

This report introduces a briefing on City of York Council’s Youth Services, following the submission of an associated scrutiny topic submitted by Cllr Watt.  Members are asked to consider the information provided and decide whether a review of the Youth Service is required.

Members considered a report which introduced a briefing on City of York Council’s Youth Services, following the submission of an associated scrutiny topic submitted by Cllr Watt.  Members were asked to consider the information provided and decide whether a review of the Youth Service was required.

Officers gave an update and stated that a review of the provision of Youth Services across the city would be appropriate due to the ongoing national debate about the future of traditional youth work. Officers confirmed that the debate had not reached a firm conclusion and was unlikely to do so until after the comprehensive spending review.

Officers tabled information regarding ward committee funding and a map which detailed the different Youth provisions around the City.  Members dicussed the provisions available, the funding options and questioned whether it was slightly premature to do a scrutiny review due to the potential changes. After a detailed discussion it was agreed that in principle a review would take place.

Officers agreed to bring a report to the next meeting which would highlight key questions and what provisions were currently available, including voluntary activities, to allow Members to consider which areas would be a suitable remit to review. ¹

RESOLVED:  i. That  in principle a review on Youth Services be agreed

ii. That officers bring a report to the next meeting.

Reason: To allow Members to consider which areas would be a suitable remit to review.

This briefing paper outlines the discussions already held with the developers of West Offices, S. Harrison Developers Ltd, and details the next steps in the process of embedding public art into the development of a new civic building for York.

Members received a briefing paper which outlined the discussions already held with the developers of West Offices, S. Harrison Developers Ltd, and detailed the next steps in the process of embedding public art into the development of a new civic building for York.

Members heard that the aim was to ensure the highest quality design while recognising that as the Council Headquarters for the city, we should use the opportunity to celebrate both the city’s contemporary artists and craft workers and its artisan heritage.

Officers gave an update and Members agreed that the building was an historic building with a rail heritage which should be reflected in the art work.

Some Members showed concerns that the Tram Shed would be moved to allow for a cycle store. The shed was one of the worlds oldest examples and it was felt that the shed canopy should be restored and made visible to the public.

Officers stated that in order to maintain a clear client and developer relationship there would be a small focussed steering group of CYC chosen representatives and developers/architects. Members agreed that Cllr Hogg would be the committee’s representative on the Steering Group. ¹

RESOLVED:

(i)         That the briefing paper be noted.

(ii)               That Members’ comments on the work undertaken with the developers so far be noted.

(iii)             That Cllr Hogg be the committee’s representative on the Steering Group.

REASON: To progress the work of this Overview and Scrutiny Committee in line with its terms of reference

.

Members considered the Committee’s workplan for 2010-11.

Members agreed to the following:

RESOLVED:  That the work plan be updated to:

·        Add Youth Service onto the work programme for 8^th December 2010

·        Move Looked After Children to the 26 January 2011 meeting.

Reason:  In order to progress the work of the Committee.