Agenda and minutes

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

Councillor J Galvin declared a personal interest in agenda item 6 (Co-option to the Advisory Group) as he is the president of York Archaeological Trust.

Mrs J Hopton declared a personal interest in agenda item 6 (Co-option to the Advisory Group) as she is a member of the Board of York Civic Trust.

(amended at the meeting on 21 April 2010)

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 Group’s remit can do so. Anyone who wishes to register or requires further information is requested to contact the Democracy Officer on the contact details listed at the foot of this agenda. The deadline for registering is Tuesday 23 February 2010 at

5:00pm.

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

To formally elect a Vice-Chair of the Group

RESOLVED:             That Mrs Janet Hopton be elected as Vice Chair of the Mansion House and Mayoralty Advisory Group.

This report sets out the Advisory Group’s remit as approved by Full Council in December 2009.  It also gives an outline of a proposed work plan for the Group over the coming year.

The Chair welcomed everybody to the first meeting of the Mansion House and Mayoralty Advisory Group.

The Group considered a report which set out the Advisory Group’s remit as approved by Full Council in December 2009 and provided an outline of a proposed work plan for the group for the coming year.

The Group agreed that the first item of business for the meeting on 21 April should be to look at the role of the Lord Major and Civic Party and suggested that it would be beneficial to have sight of the Civic Guide in advance of the meeting.

Members noted that 30 June, a provisional date for a future meeting of the Group, conflicted with the York Design Awards Evening, and they agreed to discuss future meetings dates at the next meeting on 21 April. (amended at meeting on 21 April 2010)

RESOLVED:            

(i)         That the Group’s remit set out in paragraph 3 of the report be noted.

(ii)        That the proposed work plan outlined at paragraph 6, with the reordering of business for the meeting on 21 April 2010, be approved as a basis for future work planning.

(iii)       That the workplan be reviewed at every meeting.

(iv)       That a copy of the Civic Guide be circulated to members of the Group prior to the next meeting. ¹

REASON:

In order to ensure the Group has a framework in place for planning its work.

This report sets out the development work to date that is being carried out  at the Mansion House.

The Group considered a report which set out the development work to date that is being carried out on the Mansion House. Officers provided additional information and answered queries on the following specific issues:-

The Future of the Guildhall

The Democratic Services Manager advised the Group that a meeting of all relevant parties lead by the Chief Executive would be taking place to discuss this issue and that she would update the group on its outcome.

The Group noted the links between the Mansion House and Guildhall due to their historical significance and location and stated that in terms of corporate hire, it would be beneficial to be able to offer both buildings as a combined package. However they stressed that progress in relation to the Guildhall should not delay the development of the Mansion House and the Group should not lose the focus of their role. They requested that they are kept up to date with plans for the Guildhall.

Promoting York

It was noted by the Group that Promoting York had been inadvertently omitted from the list of consultees and specifically it was agreed to recognise the invaluable contribution of Charles Hall in instrumentally setting up the association with York Archaeological Trust.

Mansion House and Mayoralty Website

Some members of the Group wished to comment on the website brief and the Mansion House and Guildhall Manager circulated copies of the brief at the meeting for information. Those interested members of the Group agreed to provide comments on the brief by return to the Mansion House and Guildhall Manager.

Tours

Some concerns were raised regarding the potentially limited availability of the Mansion House for use by the Lord Mayor as a result of the proposed increase in the number of tours from 4 to 9 each week. Officers outlined the need to open up the building for both public and private tours as well as corporate hire but added that tours would be organised in such a way as to provide flexibility to allow any Lord Mayor or civic commitments and undertook to provide in due course an diarised outline timetable of civic tours and other events taking place in the Mansion House for the new municipal year. ¹ It was agreed that tours would be advertised as being “normally” available on Thursdays, Fridays and Saturdays at 11.00am, 12.30pm and 2.00pm. (amended at meeting on 21 April 2010) 

York 800

The Group asked to be kept up to date with plans in relation to York 800, which will see city wide events being organised to mark 800 years of local democracy in York in 2012.

Security

Concerns were raised about access from the adjacent restaurant into the Guildhall Yard and general issues about security of the yard and discussed  the possibility of an automated locking gate at the entry to the yard and removing any right of access to the yard from the adjacent restaurant.

Weddings and other ceremonies

Concerns were raised about the possibility of using  ...  view the full minutes text for item 5.

This report advises the Group of proposals to co-opt those external organisations onto the Group, with whom work is currently ongoing in relation to progressing developments with the Mansion House.

The Group considered a report which advised them of proposals to co-opt those external organisations onto the Group, with whom work is currently ongoing in relation to progressing developments with the Mansion House.

The Chair asked for the Group’s agreement to co-opt representatives from the York Archaeological Trust and York Civic Trust to the Advisory Group. Members agreed that no further co-optees were required at present.

The Chair expressed his thanks to both organisations for their help with work undertaken in conjunction with the Mansion House team during the past year.

RESOLVED:

(i)         That representatives from York Archaeological Trust and York Civic Trust be co-opted onto the Advisory Group with immediate effect. ¹

(ii)        That no further representatives be co-opted onto the Group at the present time.