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 consider the exclusion of the press and public from the meeting during consideration of the following item:

Annex 2 to Agenda Item 10 (Park & Ride Operator Procurement) on the grounds that they contain information relating to the financial or business affairs of any particular person (including the authority holding that information).  This information is classed as exempt under paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by The Local Government (Access to Information) (Variation) Order 2006).

Resolved:  That the press and public be excluded from the meeting during consideration of Annex 2 to Agenda Item 10 (Park and Ride Operator Procurement) on the grounds that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information). This information is classed as exempt under Paragraph 3 of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by the Local Government (Access to Information) (Variation) Order 2006).

To approve and sign the minutes of the last Executive meeting held on 27 April 2017.

Resolved:  That the minutes of the last Executive meeting held on 27 April 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 17 May 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 Executive Support 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 3 registrations to speak at the meeting under the Council’s Public Participation Scheme and that 1 Member of the Council had also requested to speak.  The registrations were in respect of the following items:

Matters Within the Committee’s Remit

Tony Fisher, speaking as Chairman of Strensall Parish Council, expressed concern as to the decision taken by the Executive Member for Transport and Planning on 11 May 2017 to approve a pedestrian scheme on York Road Strensall.  He raised concern as to the validity of evidence presented at the meeting and stated that the summary of the Parish Council’s consultation response had been selective and that the use of funds for this project were not the best investment for the village.  He asked that the decision be referred back for further consideration.

In response, the Executive Member for Transport and Planning, stated that the evidence had been heard and he was comfortable with the decision as based on officers’ recommended evidence.

Highways Funding Overview

Paul Hepworth, speaking on behalf of Cycling UK and the local Cycle York campaign, expressed support for the cycling elements of the report’s proposed expenditure.  He welcomed proposals to include carriageway margins as part of the DfT Pothole Spotter trial and the bid to the DfT Challenge Fund to repair and upgrade the riverside National Cycle Network route 65 through York.

Park and Ride Operator Procurement

Dave Merrett  challenged the Park and Ride report  and spoke of its’ failure to advise the Executive on the health issues for York as a result of traffic emissions.  He added that proposals should include an evaluation of costs and benefits of measures such as electric buses and that health as well as traffic implications should be considered.

Councillor  Andy D’Agorne stated that whilst the proposals outlined within the Park and Ride report were a significant improvement on those previously submitted, they did not meet the zero emissions capability stated in the Council’s Air Quality Action Plan.  He asked that Members and bus operators commit to a switch off campaign and that there be an upgrade to zero emissions at the earliest opportunity.

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 had been published.

The Assistant Director (Communities and the Equalities) to present a report which has been referred to the Executive from the Shareholder Committee.  It proposes that the Council take the necessary steps to enable the remaining Science City York funding to transfer to Make It York so that the funding can be used for its intended purpose.

Resolved:     That the Executive accept the recommendation of the Shareholder Committee to agree to the Council withdrawing from membership of Science City York.

Reason:        To facilitate the residual Science City Funds transferring to Make It York.

Members considered a report which had been referred to the Executive from the Shareholder Committee.  It proposed that the Council take the necessary steps to enable the remaining Science City York funding to transfer to Make It York so that the funding could be used for its intended purpose.

Members were reassured that funds would be retained for development within the digital technology and creative business sectors and would continue to be reported to the relevant Scrutiny committee.

Resolved:     That the Executive accept the recommendation of the Shareholder Committee to agree to the Council withdrawing from membership of Science City York.¹

Reason:        To facilitate the residual Science City Funds transferring to Make It York.

The Corporate Director of Economy & Place and the Flood Risk Manager to present a report which sets out a number of highway and transportation improvement schemes as well as details of the wider capital funding sources that are being accessed, the schemes that they are funding and the outcomes that will be achieved.

Resolved:     That the Executive agree to:

(i)           Approve the proposed allocation of funding as detailed in the report and annex.

(ii)          Delegate to the appropriate Executive Members the implementation of decisions as proposed in the report.

(iii)        Delegate to the Corporate Director of Economy and Place to proceed with the schemes as outlined in the report.

Reason:        To implement the councils transport policy identified in York’s third Local Transport Plan, deliver innovative and effective approaches to highway asset management, grow the economy and provide wide ranging improvements to the built and natural environment across the City.

Members considered a report which set out a number of highway and transportation improvement schemes as well as details of the wider capital funding sources that were being accessed, the schemes that they were funding and the outcomes that would achieved.

The individual schemes, their source funding and the benefits realised, outlined at Appendix A, were highlighted.  It was clarified that the sum of £1,187,000 against the Public Realm Investment for Economic Growth - Outline Business Case, was not for the development of the business case itself, but used to develop proposals for whole city infrastructure.  He stated that the balance of monies left over after developing the business case, would be allocated to the first stages of the replacement programme, should the Executive choose to proceed with the re-development of the City Centre.

It was noted that whilst the cycling schemes outlined were still in the initial stages, the intention was to capitalise on the City’s geographic suitability for cycling, promote economic activity and improved air quality, through encouraging behavioural change.

Resolved:     That the Executive agree to:

(i)           Approve the proposed allocation of funding as detailed in the report and annex.¹

(ii)          Delegate to the appropriate Executive Members the implementation of decisions as proposed in the report.²

(iii)        Delegate to the Corporate Director of Economy and Place to proceed with the schemes as outlined in the report.³

Reason:        To implement the councils transport policy identified in York’s third Local Transport Plan, deliver innovative and effective approaches to highway asset management, grow the economy and provide wide ranging improvements to the built and natural environment across the City.

The Assistant Director, Customer Services & Digital and the Head of Customer, Resident & Exchequer Services to present a report which provides details of the new policy for discretionary rate relief arising from the Spring Budget 2017.

Resolved:     That the Executive approves:

a)           The new policy at Annex A of the report for discretionary rate relief for those businesses hardest hit by the business rate revaluation as set out in the Government Spring Budget 2017;

b)           The new policy at Annex B for business rate relief in respect of the York Central Enterprise Zone;

c)           That minor changes can be made (Paragraph 22 of the report) to either policy (Annex A & B) by the Director of Customer & Corporate Services in consultation with the Executive Member for Finance & Performance.

Reason:        a)      To provide a transparent process for awarding discretionary rate relief and supporting local businesses.

                       b)      To provide a transparent process to encourage businesses to relocate to the Enterprise Zone and grow the York economy.  

                       c)      To provide flexibility to amend either scheme quickly if required without fundamentally altering the purpose of the policies.

Members considered a report which provided details of and sought authorisation for the new policies for discretionary rate relief arising from the Spring Budget 2017 and associated with the new Enterprise Zone in York Central.

It was noted that that there would be a minor amendment to the York Central Enterprise Zone Business Rates Discount Scheme (Annex B), in that an additional paragraph would be added to include the same decision making process set out in the Discretionary Rate Relief Policy (Annex A).

With regards to valuation, it clarified that whilst the methodology was out of the Council’s control, businesses could appeal if they felt the valuation was incorrect.

Resolved:     That the Executive approves:

a)           The new policy at Annex A of the report for discretionary rate relief for those businesses hardest hit by the business rate revaluation as set out in the Government Spring Budget 2017;¹

b)           The new policy at Annex B for business rate relief in respect of the York Central Enterprise Zone;²

c)           That minor changes can be made (Paragraph 22 of the report) to either policy (Annex A & B) by the Director of Customer & Corporate Services in consultation with the Executive Member for Finance & Performance.³

Reason:        a)      To provide a transparent process for awarding discretionary rate relief and supporting local businesses.

                       b)      To provide a transparent process to encourage businesses to relocate to the Enterprise Zone and grow the York economy.  

                       c)      To provide flexibility to amend either scheme quickly if required without fundamentally altering the purpose of the policies.  

The Assistant Director for Housing & Community Safety and the Housing Development Co-ordinator to present a report which outlines the capital grant funding awarded to the Council under the Government’s Shared Ownership and Affordable Homes Programme, administered through the Homes and Communities Agency.

Resolved:     That the Executive:

a)           Accepts the Homes and Communities Agency (HCA) grant award of £2.76m, for the delivery of 65 Shared Ownership homes.

b)           Recommends to Council a budget of £5.52m for the scheme funded from the HCA grant (£2.76m) and the HRA investment reserve (£2.76m)

Reason:        So that the Council can formally accept the HCA investment and deliver this affordable home ownership programme as part of the Council’s ambition to deliver a wider range of tenure products to meet the housing needs of the city.

Members considered a report which outlined the capital grant funding awarded to the Council under the Government’s Shared Ownership and Affordable Homes Programme, administered through the Homes and Communities Agency.

It was noted that the financial modelling and examples of customer affordability were included in Annexes 1 and 2.

Resolved:     That the Executive accepts the Homes and Communities Agency (HCA) grant award of £2.76m, for the delivery of 65 Shared Ownership homes.¹

Reason:        So that the Council can formally accept the HCA investment and deliver this affordable home ownership programme as part of the Council’s ambition to deliver a wider range of tenure products to meet the housing needs of the city.

The Corporate Director of Economy & Place and the Sustainable Transport Manager to present a report which provides details of the result of the evaluation of the tenders received for the provision of the Park & Ride bus service.  Annex 2a of the report outlines the reasons for the confidential annex.

Resolved:     That the Executive approves Option A outlined within the report. 

Subject to minor amendments as the result of clarification of terms, the Executive:

a)           Agrees to delegate authority to the Corporate Director of Economy and Place to enter in to contract with the proposed supplier for the provision of Park & Ride services;.

b)           Agrees to the option for overnight parking arrangements at the Askham Bar and Monks Cross Park & Ride sites;

c)           Rejects at this time the options to extend the hours of site supervision or to provide extended evening Park & Ride bus services;

d)           Delegates authority to the Corporate Director of Economy and Place for the procurement of a maximum of five days of  additional Sunday opening hours to cater for special events on a case by case basis in consultation with the Executive Member for Transport and Planning.

e)           Notes the additional future years costs (£85k) will be incorporated as growth within the budget that Council will consider in February 2018.

f)            Agrees that In light of recent Government statements on funding for local authorities for low emission and electric vehicles, the Corporate Director of Economy and Place ensures that the Council works with its’ contractor to obtain any funding opportunities that arise within the contract term to minimise the environmental impacts of the Park and Ride Service.

Reason:                  This course of action will ensure that the continued successful operation of the York Park & Ride network is guaranteed and which balances the Council’s ambitions for improvement with a financially sustainable operating model. 

Members considered a report which provided details of the result of the evaluation of the tenders received for the provision of the Park & Ride bus service. 

The new contract introduced 3 electric buses to the Park & Ride network and all diesel buses used on the Park & Ride would be to Euro 6 standards.  It was noted that the provision of a successful and efficient Park & Ride service reduced congestion and improved air quality in the City centre and saved 4 million car visits per year.  The winning supplier’s proposals included the provision of new buses, additional capacity, and improved emissions standards. 

An additional recommendation in relation to the pursuit of funding opportunities for low emission and electric vehicles was proposed and agreed and included as recommendation (f).

Resolved:     That the Executive approves Option A outlined within the report. 

Subject to minor amendments as the result of clarification of terms, the Executive:

a)           Agrees to delegate authority to the Corporate Director of Economy and Place to enter in to contract with the proposed supplier for the provision of Park & Ride services;¹

b)           Agrees to the option for overnight parking arrangements at the Askham Bar and Monks Cross Park & Ride sites;²

c)           Rejects at this time the options to extend the hours of site supervision or to provide extended evening Park & Ride bus services;

d)           Delegates authority to the Corporate Director of Economy and Place for the procurement of a maximum of five days of  additional Sunday opening hours to cater for special events on a case by case basis in consultation with the Executive Member for Transport and Planning.³

e)           Notes the additional future years costs (£85k) will be incorporated as growth within the budget that Council will consider in February 2018.

f)            Agrees that In light of recent Government statements on funding for local authorities for low emission and electric vehicles, the Corporate Director of Economy and Place ensures that the Council works with its’ contractor to obtain any funding opportunities that arise within the contract term to minimise the environmental impacts of the Park and Ride Service. ⁴

Reason:                  This course of action will ensure that the continued successful operation of the York Park & Ride network is guaranteed and which balances the Council’s ambitions for improvement with a financially sustainable operating model.

Members considered a report which outlined the capital grant funding awarded to the Council under the Government’s Shared Ownership and Affordable Homes Programme, administered through the Homes and Communities Agency.

Recommended:   That Council agrees a budget of £5.52m for the scheme funded from the HCA grant (£2.76m) and the HRA investment reserve (£2.76m).¹

Reason:                So that the Council can formally accept the HCA investment and deliver this affordable home ownership programme as part of the Council’s ambition to deliver a wider range of tenure products to meet the housing needs of the city.