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 personals 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.

To approve and sign the minutes of the last Executive meeting held on 31 August 2017.

Resolved:  That the minutes of the last Executive meeting, held on 31 August 2017, be approved and then signed by the Chair as a correct record.

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 27 September 2017.  Members of the public can speak on agenda items or matters within the remit of the committee.

To register to speak please contact Democratic Services (contact details at the foot of this 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 Democratic Services (contact details 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 two registrations to speak at the meeting under the Council’s Public Participation Scheme and that one  Member of Council had also requested to speak.

Richard Briggs spoke on the York Central development and consultation, a matter within the Executive’s remit, expressing his opinion, and that of other Holgate residents, that the York Central Partnership had not engaged properly with communities affected by the development.  He stressed the important role of the council, as the only democratically accountable member of the partnership, in listening to residents and ensuring transparency.

Brian Watson spoke on the Community Stadium, a matter within the Executive’s remit.  He stated that no progress had been made on the stadium since the last update in July and expressed the hope that the next update would be more positive and that the council would give constructive support to the sports clubs.

Cllr Richardson spoke on Agenda Item 6 (Demonstrating Delivery of the Older Persons Accommodation Programme), as Ward Member for Haxby and Wigginton.  He welcomed the proposed upgrade of Haxby Hall but identified an issue with parking and asked Members to consider the possibility of a land exchange to establish parking facilities closer to the village centre.

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

Members received and noted details of the items that were on the Forward Plan for the next two Executive meetings at the time the agenda was published.

This report presents the findings of the Tour de France Scrutiny Review Task Group’s review into the planning of major events.

Resolved:  That the recommendations of the Scrutiny Review Task Group, as detailed in the group’s final report at Annex A and set out in paragraphs 2, 3 and 4 of the cover report, be approved.

Reason:     To conclude the Scrutiny Review in line with the Council’s Scrutiny procedures and protocols.

Cllrs Craghill and Cuthbertson, as members of the Tour de France Scrutiny Review Task Group, presented a report which set out the findings of the Task Group’s review of the planning of major events.  The review had arisen from York’s hosting of the Tour de France Grand Depart in 2014.

Key findings from the Task Group’s final report, attached at Annex A, were highlighted.  These concerned issues with the peripheral activities around the main Tour de France event, which in itself had been an outstanding achievement for the council.  In particular, public engagement regarding the provision of campsites and entertainment hubs, planning and management of the Grand Departy Concert and overall communication with ward members about the activities had been inadequate.  The Task Group had initially identified a number of draft recommendations, listed in the table at paragraph 73 of Annex A., which had already been implemented.  Approval was now sought for a series of further recommendations, as set out in paragraphs 74-76 of Annex A and paragraphs 2-4 of the cover report.

The Chair thanked the Task Group members for their thorough review, from which lessons must be learned for the future management of events.

Resolved:  That the recommendations of the Scrutiny Review Task Group, as detailed in the group’s final report at Annex A and set out in paragraphs 2, 3 and 4 of the cover report, be approved.

Reason:     To conclude the Scrutiny Review in line with the Council’s Scrutiny procedures and protocols.

The Programme Director, Older Persons' Accommodation, to present a report which sets out the progress of the Older Person’s Accommodation Programme towards delivering over 900 new units of accommodation with care for older people.  The report also seeks consent to undertake consultation on the option to close two further Council run older persons’ homes.

Resolved:  (i)      That the contents of the report, and the progress being made to deliver the Older Persons’ Accommodation Programme, be noted.

Reason:     So the Executive can be assured that the Programme is delivering its objectives.

                   (ii)      That a six week period of consultation be undertaken this autumn with the residents, families, carers and staff of one of the Council’s Older Persons’ Homes to explore the option of closing the home, with current residents moving to alternative accommodation, and that a further report on the outcome of this consultation be received by the Executive before a final decision to close is made.

                   (iii)     That the process outlined in (ii) above be repeated in the first half of 2018 in respect of a further Council operated Older Persons’ Home.

Reason:     So that the Executive can decide which homes may close, having been fully informed of the views of, and options available to, existing residents.

The Programme Director, Older Persons’ Accommodation presented a report which set out the progress of the programme towards delivering over 900 units of accommodation with care for older people.

A full update was provided in paragraphs 10 to 24 of the report.  Good progress was being made towards new Extra Care, residential care and nursing care provision on a number of sites across the city.  The creation of a health and well being campus on the former Burnholme school site was also progressing well, with completion of the health centre expected in 2019.  Executive approval would be sought in late 2017 regarding plans for improved sports facilities and pitches on the campus.  In respect of existing council-run care homes, Grove House, Oakhaven and Willow House had all closed, with residents moving safely to other homes.  On 31 August, the Executive had approved the closure of Woolnough House.  Approval was now sought to consult on the potential closure of the two remaining homes, Windsor House and Morrell House.

In response to Cllr Richardson’s comments under Public Participation (Minute 55 refers) it was confirmed that, although the focus must remain on care home residents, officers would keep all councillors informed on related parking issues in their wards as work progressed.

Resolved:  (i)      That the contents of the report, and the progress being made to deliver the Older Persons’ Accommodation Programme, be noted.

Reason:     So the Executive can be assured that the Programme is delivering its objectives.

                   (ii)      That a six week period of consultation be undertaken this autumn with the residents, families, carers and staff of one of the Council’s Older Persons’ Homes to explore the option of closing the home, with current residents moving to alternative accommodation, and that a further report on the outcome of this consultation be received by the Executive before a final decision is made.

                   (iii)     That the process outlined in (ii) above be repeated in the first half of 2018 in respect of a further Council operated Older Persons’ Home.

Reason:     So that the Executive can decide whether and when to proceed with the closure of homes, having been fully informed of the views of, and options available to, existing residents.

The Assistant Director for Housing & Community Safety to present a report which summarises the partnership’s Community Safety Strategy 2017-20 including the current trends, emerging priorities and the implications of the strategy.

Resolved:  That the content of the Strategy be noted and that the Executive support the Council in delivering the priorities contained within the Strategy.

Reason:     In accordance with the requirement in Section 6 of the Crime and Disorder Act for the Council to have a community safety plan for the City.

The Assistant Director for Housing and Community Safety presented a report which summarised the Safer York Partnership’s (SYP) Community Safety Strategy for 2017-20 (the Strategy).

The Strategy, attached as Annex 1 to the report, had been approved by the SYP Board on 27 June.  It set out actions against SYP’s chosen priorities of: river and road safety, keeping the city centre safer, protecting people from harm, tackling anti-social behaviour, tackling serious organised crime, and tackling substance misuse.  Building on the 2014-16 strategy, it continued to reflect the potential risks to community safety of high profile events such as terrorism, as well as more ‘everyday’ crimes.  Detailed action plans were being prepared to draw together new and existing activities supporting the Strategy; these would provide a framework against which to monitor performance.

The Executive Member for Housing & Safer Neighbourhoods commented that the themes of the new Strategy were broadly similar to those of the previous one but with more emphasis on early intervention and prevention.  With regard to the perception of York city centre as unsafe due to drunken and anti-social behaviour, it was noted that police statistics showed York to be the safest tourist city in the world, with a 30% reduction in alcohol-related incidents since 2015/16.

Resolved:  That the content of the Community Safety Strategy 2017-2020 be noted and that the Executive support the Council in delivering the priorities contained within the Strategy.

Reason:     In accordance with the requirement in Section 6 of the Crime and Disorder Act to have a community safety plan for the City.

The Assistant Director of Regeneration and Asset Management to present a report which seeks a decision on the sale of a strip of land at Bootham Row Car Park to Bootham Developments LLP, owners of 27 Bootham.

Resolved:  That the sale of land at Bootham Row car park to Bootham Developments LLP for the sum of £155,000 be approved.

Reason:     To achieve a capital receipt and improve the environment and public realm of Bootham Row and the surrounding area.

The Assistant Director for Regeneration and Asset Management presented a report which sought approval for the sale of a strip of land at Bootham Row Car Park to Bootham Developments LLP, owners of 27 Bootham.

The land in question was outlined in the plan at Annex 1.  It adjoined 27 Bootham, a listed building owned by Bootham Developments LLP.  The owners had proposed a scheme for developments at the rear of the building that would involve improvements to the public realm and the conservation area setting, including a new footpath and landscaping.

Due to the narrowness of the site, the land was not capable for development in its own right for any other use than car parking.  In response to Members’ questions, Officers confirmed that they would not recommend its sale to a third party for that use. A provisional agreement had therefore been negotiated to sell the land to Bootham Developments for £155,000, which reflected its market value.  Any consequent loss of parking income was likely to be displaced into the main car park and would be mitigated by the capital receipt from the sale.

Resolved:  That the sale of land at Bootham Row car park to Bootham Developments LLP for the sum of £155,000 be approved.

Reason:     To achieve a capital receipt and improve the environment and public realm of Bootham Row and the surrounding area.

The Assistant Director for Regeneration and Asset Management to present a report which sets out a refreshed and updated Asset Management Strategy for the Council for the period 2017-2022.

Resolved:  (i)      That the principles and approaches set out in the Corporate Asset Strategy be agreed, and that these be used to shape future asset decisions.

                   (ii)      That the Asset Management Strategy be referred to the Economy and Place Policy Development Committee for them to review and provide input and to bring back a report to Executive in the new year.

                   (iii)     That the approach to developing a Community and Operational Asset Strategy be agreed.

                   (iv)    That the use of contingency funding of £165k to fund the proposals set out in paragraph 22 of the report be approved, with reports on the expenditure of this funding to be brought to future Executive meetings.

Reason:     To establish clear principles to guide and shape future use of the Council’s assets and set out a programme of work to develop comprehensive plans for all Council assets.

The Assistant Director for Regeneration and Asset Management presented a report which set out a refreshed and updated Asset Management Strategy for the Council, covering the period 2017-2022.

The new Strategy aimed to update the current Asset Management Plan 2011-2016 to make it relevant for the next five years and set out a new context, delivery models and methodologies for engaging customers and communities, all of which had evolved since 2011.  To this end three objectives and a set of principles had been developed that would drive future planning, as set out in paragraphs 9 and 10 of the report. 

The proposed approach to each separate ‘block’ of the council’s large and varied property estate was detailed in paragraphs 12-35.  In respect of operational and community assets this involved a significant programme of work, which would require an additional budget of £165k for a project manager, a part-time surveyor and building condition surveys. Approval was sought to fund this from contingency.  Commercial assets were on track to achieve their income target and it was proposed that opportunities to create further income, whilst enabling the improvement and regeneration of areas of the city, be brought back to Members. With regard to assets for housing delivery, detailed work on the approach agreed by the Executive in March was ongoing and a further report would be brought to the Executive meeting in November. 

It was recommended that the Strategy also be considered by the Economy and Place Policy Committee, to provide cross-party input before detailed plans were devised.

Resolved:  (i)      That the principles and approaches set out in the Corporate Asset Strategy be agreed, and that these be used to shape future asset decisions.

                   (ii)      That the Asset Management Strategy be referred to the Economy and Place Policy Development Committee for them to review and provide input and to bring back a report to Executive in the new year.

                   (iii)     That the approach to developing a Community and Operational Asset Strategy be agreed.

                   (iv)    That the use of contingency funding of £165k to fund the proposals set out in paragraph 22 of the report be approved, with reports on the expenditure of this funding to be brought to future Executive meetings.

Reason:     To establish clear principles to guide and shape future use of the Council’s assets and set out a programme of work to develop comprehensive plans for all Council assets.

The Trading Standards Manager to present a report regarding the formal enforcement action as well as the surveillance activity undertaken in 2016-17 by a number of agencies.

Resolved:  That the report, and the changes proposed to the enforcement policies, be approved.

Reason:     To provide oversight of the formal enforcement activity undertaken in 2016-17, including surveillance activity, and to introduce updated policies addressing current issues, and other administrative changes.

The Head of Public Protection presented a report which asked Members to review the formal enforcement action and surveillance activity undertaken in 2016-17 by the Council’s Public Protection, Housing, Community Safety and National Trading Standards Regional Investigation and National Trading Standards eCrime teams, and to approve changes to the enforcement policies.

A summary of formal enforcement action and surveillance activity undertaken between 1 March 2016 and 31 March 2017 was provided in Annex A to the report.  The proposed amended enforcement policies were attached as Annexes C and E, with responses to consultation at Annex F.  It was noted that the changes proposed, as highlighted in paragraph 6 of the report, were mainly for the purpose of clarification and that the response from consultees had been positive.

In response to questions from Members regarding cold calling zones, Officers confirmed that a report on this matter was due to be brought to the Decision Session of the Executive Member for Culture, Leisure and Tourism.

Resolved:  That the report, and the changes proposed to the enforcement policies, be approved.

Reason:     To provide oversight of the formal enforcement activity undertaken in 2016-17, including surveillance activity, and to introduce updated policies addressing current issues, and other administrative changes.

Any other business which the Chair considers urgent under the Local Government Act 1972.