Agenda, decisions 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.

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. No additional interests were declared.

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 Wednesday 28 June 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 Officer for the meeting, on the details at the foot of the agenda.

Filming, Recording or Webcasting Meetings

Please note this meeting will be filmed and webcast and that includes any registered public speakers who have given their permission. This broadcast can be viewed at http://www.york.gov.uk/webcasts.

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/download/downloads/id/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809.pdf

It was reported that there had been one registration to speak at the meeting under the Council’s Public Participation Scheme in respect of the following item:

Minerals and Waste Joint Plan – Proposed Changes

Kit Bennett spoke about changes proposed to the Joint Minerals and Waste Plan, with particular regard to those related to the oil and gas industry. He expressed concern around the impact that unrestricted development in this sector may have in the region and proposed that the plan should aim to give as much protection against this as possible. He drew Members’ attention to PC62, 63, 66, 70, 79 and 80 in particular.

To approve and sign the minutes of the last Executive meeting held on 18 May 2017.

Resolved:  That the minutes of the last Executive meeting held on 18 May 2017 be approved and then signed by the Chair as a correct record.

To receive details of those items that are listed on the Forward Plan for the next three Executive meetings.

Members received and noted details of the items that were on the Forward Plan for the next three Executive meetings, at the time the agenda had been published.

The Chair of the Public Health Grant Spending Scrutiny Review Task Group (Councillor Doughty) to present the final report and ask the Executive to approve the recommendations arising from the review.

Resolved:  That the Executive;

i.             Request that the Director of Public Health undertake a detailed Health Impact Assessment of the anticipated impact on residents with a further report to Scrutiny to help inform the budget setting process for 2018/19 onward.

ii.            Support the recommendation that the Director of Public Health develop a Public Health Strategy for the City that utilises a “Health in All Policies” approach.

iii.           Ask that the CYC Public Health Team strengthen their management of contracts and oversight of delivery of public health services against clearly defined performance and financial targets.

iv.          Ask that the Director Public Health show the impact on residents’ lives. It would be useful for a simple summary to show the breakdown of where funding is allocated this year which could be a template for future years along with specific outcome indicators. This would be for analysis to ensure these are delivered and remedial actions available if they are not.

Reason:    

                                     i.        So that the Council can make informed decisions about how best to spend the public health grant to deliver improved public health outcomes for residents when the ringfence is removed in 2018/19.

                                    ii.        In recognition of the fact that the Council can only deliver its statutory responsibilities for public health by making the task of improving the public’s health everyone’s business, at the core of the practice of the wider Council workforce whilst also working proactively with city partners such as education and voluntary sectors and empowering citizens as partners in improving health and wellbeing at the level of the individual, family and community.

                                   iii.        So that the Council can be assured of value for money in the delivery of public health services and that the statutory responsibilities for public health are met.

                                  iv.        To ensure that members are assured about the level of contract management and that contracts are delivered against specific outcome indicators.

Members considered the final report of the Public Health Grant Spending Scrutiny Review Task Group and recommendations arising from the review. Councillor Doughty, Chair of the Task Group was in attendance to present the report and answer Member questions.

The issue of funding for the smoking cessation scheme was highlighted and Councillor Doughty expressed the wish of the Health, Housing and Adult Social Care Policy & Scrutiny Committee for this to be urgently reviewed.

The Executive Members for Adult Social Care & Health and Education, Children & Young People thanked Members and Officers for their work on this review.

Resolved:  That the Executive;

i.             Request that the Director of Public Health undertake a detailed Health Impact Assessment of the anticipated impact on residents with a further report to Scrutiny to help inform the budget setting process for 2018/19 onward.

ii.            Support the recommendation that the Director of Public Health develop a Public Health Strategy for the City that utilises a “Health in All Policies” approach.

iii.           Ask that the CYC Public Health Team strengthen their management of contracts and oversight of delivery of public health services against clearly defined performance and financial targets.

iv.          Ask that the Director Public Health show the impact on residents’ lives. It would be useful for a simple summary to show the breakdown of where funding is allocated this year which could be a template for future years along with specific outcome indicators. This would be for analysis to ensure these are delivered and remedial actions available if they are not.

Reason:    

                                     i.        So that the Council can make informed decisions about how best to spend the public health grant to deliver improved public health outcomes for residents when the ringfence is removed in 2018/19.

                                    ii.        In recognition of the fact that the Council can only deliver its statutory responsibilities for public health by making the task of improving the public’s health everyone’s business, at the core of the practice of the wider Council workforce whilst also working proactively with city partners such as education and voluntary sectors and empowering citizens as partners in improving health and wellbeing at the level of the individual, family and community.

                                   iii.        So that the Council can be assured of value for money in the delivery of public health services and that the statutory responsibilities for public health are met.

                                  iv.        To ensure that members are assured about the level of contract management and that contracts are delivered against specific outcome indicators.

The Chair of the One Planet York (OPY) Scrutiny Review Task Group (Councillor D’Agorne) to present the final report and ask the Executive to approve the recommendations arising from the review.

Resolved:  That the Executive agree to approve the recommendations arsing from the review, as detailed below;

a)   The Council fully utilises the opportunities presented by the One Planet York framework to drive organisational efficiency and effectiveness through the principles of a One Planet Council and further mobilise the wider city towards a more sustainable and resilient One Planet York future.

b)   Communication of the One Planet York framework, vision and 10 principles are sustained across all media platforms and that widespread use of the One Planet York or One Planet Council logos is encouraged to demonstrate a united commitment in the One Planet York principles by City of York Council and our city partners.

c)   That progress towards the One Planet York vision is measured via a new city scorecard and that the One Planet Council objectives are measured via a new council scorecard.

d)   As the city scorecard will be based on the Grant Thornton Vibrant Economy Index, which includes a basket of measures across a range of economic, social and environmental themes, this scorecard is formally reported to CSMC on an annual basis to coincide with the Grant Thornton refresh in November each year.

e)   That the One Planet York Task Group is reconvened in 12 months’ time to review the impact of the Council’s emerging service plans within the One Planet Council framework; how Key Performance Indicators align to the One Planet principles and to gauge the efficiency and effectiveness of internal communications.

f)    City of York Council supports the full integration of the Better Decision Making Tool in the key decision making process.

g)   Alongside the full integration of the BDMT, a plan is developed to support officers in the understanding and use of the tool to ensure its effectiveness.

h)   CSMC review progress on embedding and implementing the BDMT in 12 months’ time.

i)     A specific heading relating to resilience and sustainability is added to the risks and implications section of CYC report templates.

j)     The Council makes the BDMT available to partner organisations aligned to the One Planet York framework and explores whether a simplified version of the BDMT can be developed to assist ward committees when they consider the allocation of devolved budgets.

k)   One Planet York notice boards, literature and static presentations are made available for ward committees interested in utilising the framework to further mobilise neighbourhoods / communities to get behind the OPY vision and to stimulate new neighbourhood conversations.

l)     An elected member toolkit/resource pack is developed to assist ward committees, and is made available to community and voluntary groups to assist in making informed decisions within the One Planet York framework.

m) The Council arranges training for ward teams / committees to deliver One Planet York presentations to spread the One Planet message at local level.

n)   That CSMC request a report on the Urban Living Pilot Project once this work has been completed.

Reason:     To conclude the Scrutiny review in line with City of York Council scrutiny procedures  ...  view the full decision text for item 6.

Members considered the final report of the One Planet York Scrutiny Review Task Group and recommendations arising from the review. Councillor D’Agorne presented the report and answered Member questions.  

The Executive Member for Environment highlighted the fact that several of the recommendations were already being implemented, for example the Better Decision Making Tool (BDMT). He also stated that the success of this scheme was dependant on the full support of Members and Officers, and involving key decision makers in the city.

Resolved:  That the Executive agree to approve the recommendations arsing from the review, as detailed below;

a)   The Council fully utilises the opportunities presented by the One Planet York framework to drive organisational efficiency and effectiveness through the principles of a One Planet Council and further mobilise the wider city towards a more sustainable and resilient One Planet York future.

b)   Communication of the One Planet York framework, vision and 10 principles are sustained across all media platforms and that widespread use of the One Planet York or One Planet Council logos is encouraged to demonstrate a united commitment in the One Planet York principles by City of York Council and our city partners.

c)   That progress towards the One Planet York vision is measured via a new city scorecard and that the One Planet Council objectives are measured via a new council scorecard.

d)   As the city scorecard will be based on the Grant Thornton Vibrant Economy Index, which includes a basket of measures across a range of economic, social and environmental themes, this scorecard is formally reported to CSMC on an annual basis to coincide with the Grant Thornton refresh in November each year.

e)   That the One Planet York Task Group is reconvened in 12 months’ time to review the impact of the Council’s emerging service plans within the One Planet Council framework; how Key Performance Indicators align to the One Planet principles and to gauge the efficiency and effectiveness of internal communications.

f)    City of York Council supports the full integration of the Better Decision Making Tool in the key decision making process.

g)   Alongside the full integration of the BDMT, a plan is developed to support officers in the understanding and use of the tool to ensure its effectiveness.

h)   CSMC review progress on embedding and implementing the BDMT in 12 months’ time.

i)     A specific heading relating to resilience and sustainability is added to the risks and implications section of CYC report templates.

j)     The Council makes the BDMT available to partner organisations aligned to the One Planet York framework and explores whether a simplified version of the BDMT can be developed to assist ward committees when they consider the allocation of devolved budgets.

k)   One Planet York notice boards, literature and static presentations are made available for ward committees interested in utilising the framework to further mobilise neighbourhoods / communities to get behind the OPY vision and to stimulate new neighbourhood conversations.

l)     An elected member toolkit/resource pack is developed to assist  ...  view the full minutes text for item 6.

The Assistant Director (Communities and the Equalities) to present a report which proposes measures to create greater community resilience in the event of future flooding and other emergencies within York.

Resolved: That the Executive;

a)   Agree to use of contingency funding of £122.4k to fund the proposals set out in paragraphs 7, 12 and 19.

b)   Agree, in principle, the proposed restructure of the Flood Risk Management function and delegate to the Corporate Director of Economy and Place responsibility to deliver this within existing resources.

c)   Note the Ready for Anything programme and encourage relevant wards to take this up where it meets their needs.

Reason:     To increase community resilience in the event of future flooding incidents in York.

Members considered a report which proposed measures to create greater community resilience in the event of future flooding and other emergencies within York. The Assistant Director Communities and Equalities was in attendance to present the report and answer Member questions.

Members welcomed the report and the work done to capture the views of residents and business owners. During discussion some of the following points were raised:

·        During the previous period of flooding there had been a clear gap between senior management within Silver Command and communities on the ground. This needed to be addressed and a clearer structure put in place.

·        There needed to be a facility to quickly move to 24 hour switchboard operation, in order to free up emergency services.

Resolved: That the Executive;

a)   Agree to use of contingency funding of £122.4k to fund the proposals set out in paragraphs 7, 12 and 19.

b)   Agree, in principle, the proposed restructure of the Flood Risk Management function and delegate to the Corporate Director of Economy and Place responsibility to deliver this within existing resources.

c)   Note the Ready for Anything programme and encourage relevant wards to take this up where it meets their needs.

Reason:     To increase community resilience in the event of future flooding incidents in York.

The Development Officer (Strategy) to present a report updating Members on the outcomes of the consultation on the Publication Draft Minerals and Waste Joint Plan and ask Members to approve the proposed changes to the Joint Plan for the purposes of public consultation.

Resolved: That the Executive;

                             i.        Note the representations received on the Publication Minerals and Waste Joint Plan for North Yorkshire, York and the North York Moors National Park (Annex A).

                            ii.        Approve the draft Minerals and Waste Joint Plan for York, North Yorkshire and North York Moors National Park Schedule of Proposed Changes (Annex B) for the purposes of consultation.

                           iii.        Agree that the Director of Economy and Place in consultation with the Executive Member for Transport and Planning be authorised to make non-substantive editorial changes to the Schedule of Proposed Changes (Annex B) and other supporting documents proposed to be published alongside the Plan.

Reason:    

                             i.        For information and to provide a context to the proposed changes.

                            ii.        So that an NPPF compliant Joint Waste and Minerals Plan can be progressed.

Members considered a report updating them on the outcomes of the consultation on the publication of the Draft Minerals and Waste Joint Plan and asking for approval of the proposed changes to the Joint Plan for the purposes of public consultation. The Development Officer (Strategy) and Head of Strategic Planning were in attendance to present the report and answer member questions.

In response to points made under public participation, Officers stated that some definitions would be clearer on the full document  and the team would be happy to look at this during the consultation period. They did not feel however, that definitions had been weakened, although caveats had been added. They thanked Mr Bennett for raising a range of important technical points and stated they would be happy to meet with him to discuss his concerns as part of the wider consultation.

Members raised residents’ concerns over fracking and about the decommissioning of wells. Officers explained that it was difficult to look at changes made in isolation and that the full document needed to be considered for context.

Resolved: That the Executive;

                             i.        Note the representations received on the Publication Minerals and Waste Joint Plan for North Yorkshire, York and the North York Moors National Park (Annex A).

                            ii.        Approve the draft Minerals and Waste Joint Plan for York, North Yorkshire and North York Moors National Park Schedule of Proposed Changes (Annex B) for the purposes of consultation.

                           iii.        Agree that the Director of Economy and Place in consultation with the Executive Member for Transport and Planning be authorised to make non-substantive editorial changes to the Schedule of Proposed Changes (Annex B) and other supporting documents proposed to be published alongside the Plan.

Reason: 

                             i.        For information and to provide a context to the proposed changes.

                            ii.        So that an NPPF compliant Joint Waste and Minerals Plan can be progressed.

The Head of Integrated Strategy and the Development Officer (Strategy) to present the Upper and Nether Poppleton Neighbourhood Plan Examiner’s Report and ask that the Executive agree the examiner’s recommendations to enable the Neighbourhood Plan to proceed to referendum.

Resolved: That the Executive;

                             i.        Agree the Examiner’s modifications and the further minor modifications set out at Annex B to the Upper and Nether Poppleton Neighbourhood Plan and that subject to those modifications the Neighbourhood Plan meets the Basic Conditions and other legislative requirements.

                            ii.        Agree that the Upper and Nether Poppleton Neighbourhood Plan as modified by recommendation i) proceeds to a local referendum based on the geographic boundary of the parishes of Upper and Nether Poppleton as recommend by the Examiner.

                           iii.        Approve the Decision Statement attached at Annex B to be published on the City of York Council’s website.

Reason:     To allow the Neighbourhood Plan to progress in line with neighbourhood planning legislation.

Members considered a report which presented them with the Upper and Nether Poppleton Neighbourhood Plan Examiner’s Report and asking that they agree the examiner’s recommendations to enable the plan to proceed to referendum. The Head of Strategic Planning and Development Officer (Strategy) were in attendance to present the report and answer member questions.

In response to member questions Officers clarified that when a referendum on a plan was held there was no minimum figure for participation and the plan would pass as long as 50% of votes were in favour.

Officers and Members expressed their thanks to volunteers for their hard work in creating this plan.

Resolved: That the Executive;

                             i.        Agree the Examiner’s modifications and the further minor modifications set out at Annex B to the Upper and Nether Poppleton Neighbourhood Plan and that subject to those modifications the Neighbourhood Plan meets the Basic Conditions and other legislative requirements.

                            ii.        Agree that the Upper and Nether Poppleton Neighbourhood Plan as modified by recommendation i) proceeds to a local referendum based on the geographic boundary of the parishes of Upper and Nether Poppleton as recommend by the Examiner.

                           iii.        Approve the Decision Statement attached at Annex B to be published on the City of York Council’s website.

Reason:     To allow the Neighbourhood Plan to progress in line with neighbourhood planning legislation.

The Deputy Chief Executive & Director of Customer & Corporate Services to present a report providing details of the outturn position for treasury activities and highlighting compliance with the Council’s policies previously approved by Members.

Resolved:  That the Executive note the 2016/17 performance of treasury management activity and prudential indicators outlined in Annex A.

Reason:     To ensure the continued performance of the treasury management function can be monitored and to comply with statutory requirements.

Members considered a report providing details of the outturn position for treasury activities and highlighting compliance with the Council’s policies previously approved by Members. The Director of Customer and Corporate Services presented the report and answered Member questions.

Following discussion it was:-

Resolved:  That the Executive note the 2016/17 performance of treasury management activity and prudential indicators outlined in Annex A.

Reason:     To ensure the continued performance of the treasury management function can be monitored and to comply with statutory requirements.

The Deputy Chief Executive & Director of Customer & Corporate Services to present a report providing a year end analysis of the overall finance and performance position.

Resolved: That the Executive;

1)    Note the year end underspend of £542k (excluding contingency) and approve that this is transferred to reserves.

2)   Note the further unallocated amount of £549k from the 2016/17 contingency and that this balance be carried forward into 2017/18 and added to the existing contingency for 2017/18.

3)   Note the financial risks outlined in the report and the need to continue to maintain a prudent contingency and reserves that is reflective of the risks set out in the report.

4)   Note the continued effective financial management across the Council and the continued delivery of savings.

5)   Note the performance information set out in paragraph 53 onward.

Reason:     To ensure significant financial issues can be appropriately dealt with.

Members considered a report which provided a year end analysis of the overall finance and performance position. The Director of Customer and Corporate Services presented the report and answered Member questions.

In response to Member questions he stated:

·        The report showed a positive picture overall, in particular in children’s and adult services where there was a very small overspend.

·        There were significant pressures on the budget in Economy & Place such as waste services and planning applications however budgets were always prudent. Investment had been made in this area and further savings would be made with the changes to waste collection that were now in place.

During discussion the Executive Member for Housing & Safer Neighbourhoods stated on record the absolute commitment of CYC to updating fire risk assessments and his personal ambition to install smoke detectors in all council properties. The Executive Member for Education, Children & Young People followed this by stating that all schools in the city had been inspected, particularly in respect of cladding.

Resolved: That the Executive;

1)    Note the year end underspend of £542k (excluding contingency) and approve that this is transferred to reserves.

2)   Note the further unallocated amount of £549k from the 2016/17 contingency and that this balance be carried forward into 2017/18 and added to the existing contingency for 2017/18.

3)   Note the financial risks outlined in the report and the need to continue to maintain a prudent contingency and reserves that is reflective of the risks set out in the report.

4)   Note the continued effective financial management across the Council and the continued delivery of savings.

5)   Note the performance information set out in paragraph 53 onward.

Reason:     To ensure significant financial issues can be appropriately dealt with.

The Deputy Chief Executive & Director of Customer & Corporate Services to present a report setting out the capital programme outturn position, including any under or over spends, overall funding of the programme and an update as to the impact on future years of the programme.

Resolved: That the Executive;

1.   Note the 2016/17 capital outturn position of £35.751m and approve the requests for re-profiling totalling £17.196m from the 2016/17 programme to future years.

2.   Note the adjustments to schemes increasing expenditure in 2016/17 by a net £519k.

3.   Note the adjustments to schemes increasing expenditure in future years totalling £11.339 in 2017/18 and £10.286m in 2018/19.

4.   Recommend to Full Council the restated 2017/18 to 2021/22 programme of £252.615m as summarised in Table 3 and detailed in Annex A.

5.   Approve the use of £38k from Capital contingency to fund the purchase of land at Piccadilly in 2017/18 as set out in paragraph 48-50.

6.   Approve the use of £150k from Capital contingency to the Mansion House scheme in 2017/18 as set out in paragraph 55-60.

Reason:     To enable the effective management and monitoring of the Council’s capital programme.

Members considered a report setting out the capital programme outturn position, including any under or overspends, overall funding of the programme and an update as to the impact on future years of the programme.

Following discussion it was:-

Resolved: That the Executive;

1.   Note the 2016/17 capital outturn position of £35.751m and approve the requests for re-profiling totalling £17.196m from the 2016/17 programme to future years.

2.   Note the adjustments to schemes increasing expenditure in 2016/17 by a net £519k.

3.   Note the adjustments to schemes increasing expenditure in future years totalling £11.339 in 2017/18 and £10.286m in 2018/19.

4.   Approve the use of £38k from Capital contingency to fund the purchase of land at Piccadilly in 2017/18 as set out in paragraph 48-50.

5.   Approve the use of £150k from Capital contingency to the Mansion House scheme in 2017/18 as set out in paragraph 55-60.

Reason:     To enable the effective management and monitoring of the Council’s capital programme.

Members considered a report setting out the capital programme outturn position, including any under or overspends, overall funding of the programme and an update as to the impact on future years of the programme.

Following discussion it was:-

Resolved:  That the Executive recommend to Full Council the restated 2017/18 to 2021/22 programme of £252.615m as summarised in Table 3 and detailed in Annex A.

Reason:     To enable the effective management and monitoring of the Council’s capital programme.