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 at this stage; however Cllr Ayre, during consideration of Agenda Item 7 (Future Libraries Investment Programme) declared a personal interest in that item as the company he worked for was a tenant of Burnholme Library.

To approve and sign the minutes of the last Executive meeting, held on 26 September 2019.

Resolved:  That the minutes of the Executive meeting held on 26 September 2019 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, 23 October 2019.  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 http://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.

Gwen Swinburn spoke on Agenda Items 4 (Forward Plan) and 6 (The Council Plan).  She expressed concerns about Forward Plan items ‘slipped’ to an unknown decision date, inadequate consultation on the budget proposals, and lack of transparency with regard to monitoring the council’s strategic plans.  

Roger Pierce spoke on Agenda Item 6, on behalf of the Chair of the Transport Group of the Civic Trust.  He expressed the view that more could be achieved in terms of a vision for sustainable transport; the Trust was keen to work with the council to achieve this.  

Dave Merrett spoke on Agenda Items 5 (York Central) and 6, on behalf of the York Environment Forum Transport Group.  He expressed the hope that the York Central transport strategy would be reviewed to ensure it did not exacerbate congestion in the city centre, and disappointment that the Council Plan did not go further to tackle congestion, including prioritising cycling.

Cllr Warters, Member for Osbaldwick & Derwent Ward, spoke on Agenda Items 8 (Waste Collection Methodology) and 10 (Highway Infrastructure Asset Management Plan). On Item 8, he argued in favour of a mixed recycling collection like that operated by East Riding Council; on Item 10, he asked when ward members would be updated on the highways condition survey.

Lars Kramm spoke on Agenda Item 8.  He stated that only non-recyclable waste should be incinerated, queried the financial viability of the proposals and urged Members to commit to a higher recycling target.

Tom Waring spoke on Agenda Item 8, on behalf of St Nicholas Fields.  As a provider of recycling collection services, he expressed a preference for source separated recyclates and stressed the importance of working as a city towards zero carbon.

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 Corporate Director of Economy & Place to present a report which provides an update on activity undertaken on the York Central development and sets out options for proceeding with further development activity, to maintain momentum and progress pending the announcement of grant funding decisions.

Resolved:  (i)      That Option 1 be approved and £2.275m be committed to progress work on the first phase of infrastructure, up to determination of the RMA, RIBA stage 4 design, with a refined fixed construction cost and submission of the WYTF+ final business case.

                   (ii)      That a £1.58m LGF grant be accepted from the North Yorkshire & East Riding (YNYER) Local Economic Partnership (LEP) and £695k be drawn down from the agreed York Central CYC capital budget, to fund this work.

Reason:     To ensure that appropriate project development progress is maintained towards delivery readiness on the York Central project in preparation for the determination of external grant funding being confirmed.

The Assistant Director of Regeneration & Asset Management presented a report which provided an update on activity on the York Central development and set out options for further progress.

On 18 July 2019, Executive had approved the release of funding for continued design work and Early Contract Involvement to the end of November, anticipating a decision on the application for Housing Infrastructure Fund (HIF) funding by then (Minute 15 of that meeting refers).  Good progress had been made, as highlighted in paragraphs 17-18 of the report; however, the HIF decision was still awaited.

To maintain project momentum in the meantime, the following options were available, as detailed in paragraphs 21-30:

Option 1 – commit £2.247m, funded by £1.158m York, North Yorkshire & East Riding Local Economic Partnership (LEP) grant (subject to this being available) and £695k from the council’s York Central capital budget, to progress work right through to submission of the Financial Business Case with full costings (FBC+) to secure funding for the construction phase. 

Option 2 -  commit £746k, from the York Central capital budget, to proceed as far as

Officers reported at the meeting that the LEP had approved grant funding the previous day; therefore Option 1 was recommended without the need to approve Option 2 as a back-up position.

The Chair congratulated the NRM on being awarded DCMS funding, as noted in paragraph 10 of the report, and thanked the LEP for their grant.  Having noted the comments made under Public Participation, it was

Resolved:  (i)      That Option 1 be approved and £2.275m be committed to progress work on the first phase of infrastructure, up to determination of the RMA, RIBA stage 4 design, with a refined fixed construction cost and submission of the WYTF+ final business case.

                   (ii)      That a £1.58m LGF grant be accepted from the North Yorkshire & East Riding (YNYER) Local Economic Partnership (LEP) and £695k be drawn down from the agreed York Central CYC capital budget, to fund this work.

Reason:     To ensure that appropriate project development progress is maintained towards delivery readiness on the York Central project in preparation for the determination of external grant funding being confirmed.

The Corporate Directors of Children, Education & Communities and Economy & Place to present a report which seeks approval for a proposed approach, scope and governance arrangements for the future delivery and improvement of the city’s library buildings.

Resolved:  (i)      That the approach, scope and governance arrangements for the Future Libraries Investment Programme be approved.

Reason:     To ensure that roles and responsibilities are clear between Explore and City of York Council for the successful delivery of the Programme.

                   (ii)      That a budget of £150k, funded from the £4m capital budget, be approved to appoint a project manager and provide an operational budget for the first two years of the Programme, commissioning the professional services referred to in paragraphs 18 and 23 of the report.

Reason:     To allocate the resources required to deliver the Programme’s first phase.

The Strategic Services Manager presented a report which set out a partnership approach between Explore York Libraries and Archives Mutual (Explore) and the council for future delivery and improvement of the city’s library buildings, known as the Future Libraries Investment Programme (the Programme).

The Programme reflected the vision in the Service Contract with Explore, attached at Annex A to the report.  This suggested a move away from stand-alone buildings and towards improved services co-located with other community amenities, with no reduction in the number of staffed libraries across the city. The vision was supported by consultation, as set out in paragraph 6. Governance arrangements for the Programme, a major capital project, were provided in Annex B.

In accordance with the Service Contract, the council would the lead on development of the Explore Library Learning Centres at Acomb and Clifton (Burnholme having been completed), while Explore would lead on the Gateway Library Programme.  Anticipated timescales for stage 1 of the 8-year programme were set out in figure 1 at paragraph 21. To deliver stage 1, it was proposed that £150k be used to employ a project manager for two years and commission external professional services to feed into the business case for Clifton and Acomb.

Resolved:  (i)      That the approach, scope and governance arrangements for the Future Libraries Investment Programme be approved.

Reason:     To ensure that roles and responsibilities are clear between Explore and City of York Council for the successful delivery of the Programme.

                   (ii)      That a budget of £150k, funded from the £4m capital budget, be approved to appoint a project manager and provide an operational budget for the first two years of the Programme, commissioning the professional services referred to in paragraphs 18 and 23 of the report.

Reason:     To allocate the resources required to deliver the Programme’s first phase.

The Corporate Director of Economy & Place to present a report which sets out the council’s current approach to waste collection methodology, steps taken to increase the recycling rate and proposals to examine models to increase it further.

Note: Annex A to this report has been made available online only, with printed copies circulated to Members, and is not included in the agenda pack.

Resolved:  (i)      That Option 3 be approved; that is, to:

a)   continue with source separated recycling as per the current model and monitor the impact of increasing the range of plastics collected;

b)   commission a review of council owned; recycling bring banks, to include materials not collected at the doorstep; and

c)   commission a more fundamental review of the cost impact of changing the collection methodology for all materials.

(ii)      That the preparation of a procurement process based on a new waste fleet be commenced, and a report brought to a future Executive meeting to approve the vehicle and service specification.

Reason:     To ensure that the council can improve the resilience of waste services by replacing a life expired fleet whilst exploring the environmental, budget and partner implications of changing the collection methodology.

The Assistant Director of Transport, Highways & Environment presented a report which set out the council’s current approach to waste collection methodology, steps taken to increase the recycling rate and proposals to examine models to increase it further, specifically via the collection of food waste and a wider range of plastics.  A WRAP report from 2009 evaluating food waste collection trials across 21 local authorities had been published on the website as Annex A to the report. 

Having worked with its supply chain, the council had changed its communications this summer, increasing the types of plastic collected at the doorstep.  Increasing this further would mean an extra collection box or collecting mixed plastics, the latter resulting in a devalued product. The full impact of this would require further detailed study.  With regard to food waste, this was already processed at Allerton Park with other organic matter for energy recovery. A separate collection to be processed for compost would place extra requirements on the council in terms of its vehicle fleet. 

The following options were available:

Option 1 – continue with source separated recycling as per the current model, monitor the impact of collecting an increased range of plastics, commission a review of recycling bring banks to focus on materials not collected at the doorstep, and continue to process food waste as part of the residual waste treatment at Allerton Park. This would enable a new fleet to be purchased and ensure that residents had opportunities to recycle all products.

Option 2 – commission a more fundamental review of the cost impact of changing collection methodology for all materials before purchasing a new fleet. This would delay fleet purchasing and might require re-negotiation of current contracts with providers.

Option 3 – commit to option 1 in terms of procuring a new fleet but commission option 2 to inform future policy and decision making. This was the recommended option.

The Executive Member for Environment & Climate Change welcomed the proposals, highlighting the improvements to council communications on waste and the need to reduce as well as recycle.  Having noted the comments made under Public Participation, it was

Resolved:  (i)      That Option 3 be approved; that is, to:

a)   continue with source separated recycling as per the current model and monitor the impact of increasing the range of plastics collected;

b)   commission a review of council owned; recycling bring banks, to include materials not collected at the doorstep; and

c)   commission a more fundamental review of the cost impact of changing the collection methodology for all materials.

(ii)      That the preparation of a procurement process based on a new waste fleet be commenced, and a report brought to a future Executive meeting to approve the vehicle and service specification.

Reason:     To ensure that the council can improve the resilience of waste services by replacing a life expired fleet whilst exploring the environmental, budget and partner implications of changing the collection methodology.

The Corporate Director of Children, Education & Communities to present a report which provides an update on the development of the Archbishop Holgate’s School Expansion scheme and seeks approval to allocate funding to provide a 3-storey classroom block and associated specialist facilities at the school.

Resolved:  That the allocation of £4.4m from the Basic Need Capital Scheme in the Children, Education and Communities Capital Programme, to provide a 3-storey classroom block and associated specialist facilities at Archbishop Holgate’s School, be approved.

Reason:     To enable the council to meet its statutory responsibility to provide sufficient school places.

The Assistant Director, Education & Skills presented a report which provided an update on the development of the Archbishop Holgate’s School expansion scheme and sought approval to allocate funding for provision of a 3-storey classroom block and associated specialist facilities at the school.

The report outlined the detailed plans and costings requested by Executive on 18 July 2019 when they agreed in principle to fund the scheme (Minute 18 of that meeting refers).  The current building had a capacity of 1,449 and numbers on roll of 1,530.  Analysis of its accommodation had confirmed a shortfall in specialist teaching areas and library resource facilities. The scheme would include demolition of the dilapidated1960s inclusion block to make way for a new modular teaching block to house new inclusion facilities, teaching classrooms and a resource centre, including a library.  It would be delivered within the £4.4m budget allocation indicated in the report to Executive on 18 July. 

The Executive Member for Children, Young People & Education highlighted the importance of investing in the scheme in view of the increase in pupil numbers, noting that it would not impact on the green space available to the school.

Resolved:  That the allocation of £4.4m from the Basic Need Capital Scheme in the Children, Education and Communities Capital Programme, to provide a 3-storey classroom block and associated specialist facilities at Archbishop Holgate’s School, be approved.

Reason:     To enable the council to meet its statutory responsibility to provide sufficient school places.

The Corporate Director of Economy & Place to present a report which seeks approval for funding allocations to commence the ward funding element of the council’s highway maintenance programme and adopt maintenance categories for development of a new Highway Infrastructure Asset Management Plan.

Resolved:  (i)      That, following Council’s approval in July of the supplementary budget allocating an extra £1m for immediate highway repairs and £1m for cycling and walking initiatives, £500k of the highway funding and £500k of the cycling and walking funding be allocated to wards to distribute.

                   (ii)      That approval be given to commence immediately with the ward funding element of the highway maintenance programme detailed in the report to Executive on 29 August 2019 entitled ‘Refresh of Ward Committees’.

                   (iii)     That approval be given to adopt the maintenance categories for the development of a new Highway Infrastructure Asset Management Plan (HAMP), namely: Ward Funding, Reactive Maintenance, Preventative Maintenance and Proactive Maintenance.

                   (iv)    That, as part of the annual budget process, funding be considered in accordance with the categories identified in (iii) above.

                   (vi)    That the current balance between the funding categories be maintained until such time as a new HAMP is adopted, noting that any significant deviation from the current balance ahead of adoption of the HAMP would require specific advice.

Reason:     To ensure that the council’s investment in assets responds to community needs and the council’s commitment to ward funding, while ensuring that budget allocation is as effective as possible and delivered in accordance with best practice and the Well Managed Highways Infrastructure Code of Practice,

The Assistant Director of Transport, Highways & Environment presented a report which proposed allocations to commence the ward funding element of the council’s highway maintenance programme and sought approval to adopt maintenance categories for the development of a new Highway Infrastructure Asset Management Plan (HAMP).

A review of the HAMP was required in order to continue receiving the maximum annual funding for highway maintenance from the Department for Transport, currently £250k, and comply with the Well Managed Highways Infrastructure code of practice. The HAMP would provide a framework for budget recommendations against each category of maintenance.  It would also help Members determine the right balance between each category, in light of the current £120m shortfall in the funding requirement for the council’s highway.  Since ward councillors were well placed to  identify highways issues in their communities, it was proposed to create a budget for wards to spend on highway maintenance, via the decision process outlined in the report to Executive on 29 August 2019 (Minute 31of that meeting refers)

The Executive Member for Transport welcomed the report and the proposed new categories.  Having noted the comments made under Public Participation, it was

Resolved:  (i)      That, following Council’s approval in July of the supplementary budget allocating an extra £1m for immediate highway repairs and £1m for cycling and walking initiatives, £500k of the highway funding and £500k of the cycling and walking funding be allocated to wards to distribute.

                   (ii)      That approval be given to commence immediately with the ward funding element of the highway maintenance programme detailed in the report to Executive on 29 August 2019 entitled ‘Refresh of Ward Committees’.

                   (iii)     That approval be given to adopt the maintenance categories for the development of a new Highway Infrastructure Asset Management Plan (HAMP), namely: Ward Funding, Reactive Maintenance, Preventative Maintenance and Proactive Maintenance.

                   (iv)    That, as part of the annual budget process, funding be considered in accordance with the categories identified in (iii) above.

                   (vi)    That the current balance between the funding categories be maintained until such time as a new HAMP is adopted, noting that any significant deviation from the current balance ahead of adoption of the HAMP would require specific advice.

Reason:     To ensure that the council’s investment in assets responds to community needs and to the council’s commitment to ward funding, while ensuring that budget allocation is as effective as possible and delivered in accordance with best practice and the Well Managed Highways Infrastructure Code of Practice.

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 [day before the date of the meeting]. 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. The broadcast can be viewed at http://www.york.gov.uk/webcasts or, if sound recorded, this 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

Recommended:  That Council approve the draft Council Plan 2019-23 attached as Annex A to the report.

Reason:     To progress the development of the Council Plan for the next four years.

The Head of Corporate Policy & City Partnerships presented a report which asked Executive to recommend to Council a new Council Plan for the period 2019-2023.

The draft Plan, attached as Annex A to the report, was based on the approach approved for consultation by Executive on 18 July 2019 (Minute 16 of that meeting refers).  Annex B summarised feedback from the public consultation undertaken in August and September, full details of which were available on the York Open Data platform. Executive Members and council officers had also been consulted.  Progress of the Plan would be monitored through the council’s Performance Management Framework, attached at Annex C.

Members were invited to either:

·        Refer the draft Plan to Council for approval, as recommended (Option 1) or

·        Suggest amendments or additions to the Plan should it not meet their requirements (Option 2).

Having noted the comments made under Public Participation, it was

Recommended:  That Council approve the draft Council Plan 2019-23 attached as Annex A to the report.

Reason:     To progress the development of the Council Plan for the next four years.