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, that they might have in the business on the agenda.  No additional interests were declared.

To approve and sign the minutes of the last Executive meeting, held on 29 November 2018.

Resolved:  That the minutes of the Executive meeting held on 20 December 2018 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, 19 December 2018.  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 that, subject to available resources, this meeting will be filmed and webcast, or recorded, including any registered public speakers who have given their permission.  This broadcast can be viewed at https://www.york.gov.uk/webcasts or, if recorded, will be uploaded onto the Council’s website following the meeting.

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 five registrations to speak at the meeting under the Council’s Public Participation Scheme, and one request to speak by a ward member.

Cllr Warters, Member for Osbaldwick and Derwent Ward, spoke on matters within the Executive’s remit, referring to a question he had asked at Full Council on provision for standing at football matches and urging that standing space be provided at the new Monks Cross Stadium.

Emily Knight spoke on Agenda Item 5 (Planning for the Possibility of a ‘No-deal’ Brexit), on behalf of York for Europe. She expressed the view that such an outcome would be disastrous for York, criticised the lack of national planning and urged political parties to work collectively in the interests of all citizens.

Antje Ramming-Robinson, also a member of York for Europe, spoke on Agenda Item 5, as a German citizen resident in the UK.  She recounted her own and others’ negative experiences since the referendum and highlighted the detrimental effect that the departure of EU citizens from the UK would have on York.

Kate Ravilous spoke on Agenda Item 7 (A1237 Outer Ring Road – Dualling Update), on behalf of York Cycle Campaign.  She queried  the cost / benefit ratio of the project and Members to consider increasing the council’s investment by £0.5m to provide segregated cycle routes.

Paul Hepworth also spoke on Agenda Item 7, on behalf of Cycling UK.  He opposed the dualling proposals, on the grounds that they would increase traffic and congestion in the long term.  A written copy of his comments was circulated to Members.  

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.

The Chief Executive to present a report which highlights the work undertaken by officers since the last update in October to anticipate and prepare for the possibility of a ‘no deal’ exit from the EU.

Resolved:  That the discussions and activities under way be noted.

Reason:     To ensure that York is as prepared as possible in the event of a ‘no deal’ Brexit.

The Head of Corporate Policy & City Partnerships presented a report which highlighted work undertaken by officers since the last update to Executive, on 18 October, to anticipate and prepare for the possibility of a ‘no deal’ exit from the EU.

Council officers continued to work with key partners and maintain a watching brief on information from a variety of sources, while Executive Members fed into discussions at a regional level.  Reports from other authorities indicated a consistent view that the government had not yet provided sufficient clarity on the impact of a no deal Brexit, nor resources to mitigate this.  Officers were assessing the 106 technical notices published by the government, focusing on those that would have a direct impact on its services and the work of city partners.  Heads of Service would refine any necessary responses to create an action plan for delivery. 

It was reported at the meeting that, since publication of the report, the vote due in Parliament on 11 December had been cancelled and would now take place in the week commencing 14 January.  The government had accelerated its preparatory work on a ‘no deal’ exit and was expected to provide further information which would assist the council’s preparations.  The government had also released £2bn funding, of which some might be made available to local authorities for their planning work.

With reference to matters raised under Public Participation, it was confirmed that officers would be looking at the support to EU citizens resident in York that could be provided under the EU Settlement Scheme outlined in paragraphs 33-37 of the report.  The full scheme would be available before 30 March.

Resolved:  That the discussions and activities under way be noted.

Reason:     To ensure that York is as prepared as possible in the event of a ‘no deal’ Brexit.

The Corporate Director of Economy & Place to present a report which informs Members of the outcome of the referendum on the Rufforth With Knapton Neighbourhood Plan and recommends that the Plan is formally ‘made’ and brought into force as part of the Development Plan for York.

Resolved:  (i)      That the results of the referendum be noted and that the Rufforth with Knapton Neighbourhood Plan be formally ‘made’.

                   (ii)      That the Decision Statement attached as Annex B to the report be published in accordance with Regulation 19 of the Neighbourhood Planning (General) Regulations 2012 (as amended).

Reason:     To allow the Neighbourhood Plan to progress in line with the Neighbourhood Planning Regulations.

The Assistant Director of Planning & Public Protection and the Development Officer, Strategic Planning presented a report which informed Members of the outcome of the referendum on the Rufforth with Knapton Neighbourhood Plan (the Plan).

Executive had agreed on 27 September 2018 that the Plan should proceed to a referendum, which had duly taken place on 20 November.  The Declaration of Results Poll attached as Annex A to the report confirmed that of the 276 residents (32.9%) who took part, 93% had voted in favour of the Plan and 7% had voted against it.  The council was therefore required by legislation, as outlined in paragraphs 11-13, to ‘make’ the Plan – that is, bring it into force as part of the Development Plan – by 16 January 2019.

The Local Plan Working Group ( LPWG) had considered the Plan at their meeting on 18 December and advised that the Plan be ‘made’; minutes of that meeting were circulated to Members.

The Chair thanked Rufforth with Knapton Parish Council for their work on the Plan and it was

Resolved:  (i)      That the results of the referendum be noted and that the Rufforth with Knapton Neighbourhood Plan be formally ‘made’.

                   (ii)      That the Decision Statement attached as Annex B to the report be published in accordance with Regulation 19 of the Neighbourhood Planning (General) Regulations 2012 (as amended).

Reason:     To allow the Neighbourhood Plan to progress in line with the Neighbourhood Planning Regulations.

The Corporate Director of Economy & Place to present a report which provides an update on the progress of plans to increase the capacity of the A1237 Outer Ring Road and seeks approval of proposed funding arrangements for the first phase and for further development of the scheme.

Resolved:  (i)      That Option 1 be approved and that local match funding be spent on the further development of the dualling scheme in advance of confirmation of funding from the Department for Transport.

(ii)      That the Executive Leader issue a letter identifying the importance of a rapid decision on the funding request and supporting the simplification of the approval process.

Reason:     To enable the delivery of a section of the A1237 to dual carriageway standard in the shortest possible time.

[See also under Part B]

The Corporate Director of Economy & Place and the Head of Transport presented a report which provided an update on the progress of plans to increase the capacity of the A1237 Outer Ring Road and sought approval for proposed funding arrangements for the first stage and further development.

On 30 September, the Secretary of State for Transport had announced that upgrading a section of the A1237 would be one of the first schemes to be delivered using the new Major Road Network (MRN) fund, which would commence in April 2020.  The report recommended that £2.8m (10% of the cost of the dualling element) be allocated in the council’s capital programme as a match funding contribution and to enable further development of the dualling scheme. 

The following options were considered, as detailed and analysed in paragraphs 37-40 of the report:

Option 1 – progress the scheme, approve the request for match funding and progress the further development work before Programme Entry status is granted.   This was the recommended option, as it would ensure maximum opportunity from the Minister’s announcement and the MRN fund.

Option 2 – as above, but progress further development work after Programme Entry status has been granted. 

Option 3 – suspend the bid for funding. 

In response to matters raised under Public Participation on this item and questions from Members, officers confirmed that:

·        The scheme included elements of cycling infrastructure and provided an opportunity to look at the impact of dualling on other routes adjacent to the A1237.

·        The council had already adopted an overall cycling strategy, which would be aided by the extra funding for this scheme; a map of the city was available showing clearly the cycling routes proposed and existing gaps in provision.

·        The cost / benefit rating of the scheme was 2.

The Chair and the Executive Member for Transport & Planning welcomed the proposals while acknowledging that more needed to be done, and it was

Resolved:  (i)      That Option 1 be approved and that local match funding be spent on the further development of the dualling scheme in advance of confirmation of funding from the Department for Transport.

(ii)      That the Executive Leader issue a letter identifying the importance of a rapid decision on the funding request and supporting the simplification of the approval process.

Reason:     To enable the delivery of a section of the A1237 to dual carriageway standard in the shortest possible time.

The Deputy Chief Executive / Director of Customer & Corporate Services to present a report which seeks approval to introduce a minimum standards charter for construction projects procured by the council.

Resolved:  (i)      That the mimimum standards charter attached as Annex 1 to the report be adopted.

                   (ii)      That the council ensure that all existing and potential suppliers are made aware of the adoption of the charter.

                   (iii)     That the council monitor performance of contractors against the standards contained in the charter.

Reason:     To provide a clear statement of the way in which the council manages the commissioning and procurement of projects with the construction industry.

The Finance & Procurement Manager presented a report which sought approval to introduce a mimimum standards charter for construction projects procured by the council.

In 2014, Trades Unions had initiated a campaign to raise standards of employment, health and safety for workers in the construction industry, since when many councils had adopted a minimum standards charter.  Officers had established that York was already complying with the main principles of the Union of Construction, Allied Trades & Technicians (UCATT) charter. However, the publication of a formal set of agreed minimum standards would ensure that there were clear protocols in place for the procurement of construction work. 

The proposed charter, attached as Annex 1 to the report, set out the standards expected for all contractors but was not so prescriptive as to prevent small and medium sized businesses from working for the council. 

Resolved:  (i)      That the mimimum standards charter attached as Annex 1 to the report be adopted.

                   (ii)      That the council ensure that all existing and potential suppliers are made aware of the adoption of the charter.

                   (iii)     That the council monitor performance of contractors against the standards contained in the charter.

Reason:     To provide a clear statement of the way in which the council manages the commissioning and procurement of projects with the construction industry.

The Deputy Chief Executive / Director of Customer & Corporate Services to present a report which seeks approval for a corporate social value policy, to communicate the council’s approach to social value, both internally and to residents, suppliers and other stakeholders.

Resolved:  That the policy attached as Annex 1 to the report be approved.

Reason:     To ensure compliance with the Social Value Act and ensure that the council has a clear and consistent approach to the delivery of social value through procurement.

The Finance & Procurement Manager presented a report which sought approval for a corporate social value policy, to communicate the council’s approach to social value both internally and to external stakeholders.

The Public Services (Social Value) Act 2012 required all public bodies to consider how they might improve the economic, social and environmental well being of their area when buying services above a certain value.  In the absence of a corporate social value policy, the council’s current process of achieving this was variable. 

The draft policy, attached as Annex 1 to the report, had been drawn up as an addition to the existing One Planet Council initiative.  It set out the council’s social value and inclusive growth priorities along with examples of how they could be achieved.  An action plan had also been developed to create the guidance, training and other processes required to implement the policy.

Resolved:  That the policy attached as Annex 1 to the report be approved.

Reason:     To ensure compliance with the Social Value Act and ensure that the council has a clear and consistent approach to the delivery of social value through procurement.

Recommended: That Council approve the inclusion of match funding in the 2019/20 Capital Programme  for dualling of the first phase of the A1237 Outer Ring Road, from the A19 through to the Little Hopgrove roundabout.

Reason:     To enable the delivery of a section of the A1237 to dual carriageway standard in the shortest possible time.

[See also under Part A]

The Corporate Director of Economy & Place presented a report which provided an update on the progress of plans to increase the capacity of the A1237 Outer Ring Road and sought approval for proposed funding arrangements for the first stage and further development.

On 30 September, the Secretary of State for Transport had announced that upgrading a section of the A1237 would be one of the first schemes to be delivered using the new Major Road Network (MRN) fund, which would commence in April 2020.  The report recommended that £2.8m (10% of the cost of the dualling element) be allocated in the council’s capital programme as a match funding contribution and to enable further development of the dualling scheme. 

The following options were considered, as detailed and analysed in paragraphs 37-40 of the report:

Option 1 – progress the scheme, approve the request for match funding and progress the further development work before Programme Entry status is granted.   This was the recommended option, as it would ensure maximum opportunity from the Minister’s announcement and the MRN fund.

Option 2 – as above, but progress further development work after Programme Entry status has been granted. 

Option 3 – suspend the bid for funding. 

In response to matters raised under Public Participation on this item and questions from Members, officers confirmed that:

·        The scheme included elements of cycling infrastructure and provided an opportunity to look at the impact of dualling on other routes adjacent to the A1237.

·        The council had already adopted an overall cycling strategy, which would be aided by the extra funding for this scheme; a map of the city was available showing clearly the cycling routes proposed and existing gaps in provision.

·        The cost / benefit rating of the scheme was 2.

The Chair and the Executive Member for Transport & Planning welcomed the proposals while acknowledging that more needed to be done, and it was

Recommended: That Council approve the inclusion of match funding in the 2019/20 Capital Programme  for dualling of the first phase of the A1237 Outer Ring Road, from the A19 through to the Little Hopgrove roundabout.

Reason:     To enable the delivery of a section of the A1237 to dual carriageway standard in the shortest possible time.