Agenda and decisions

To approve and sign the minutes of the Executive meeting held on 12 October 2023.      

At this point in the meeting members of the public who have registered to speak can do so. Members of the public may speak on agenda items or on matters within the remit of the Executive.

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

This report sets out the projected 2023/24 financial position and the performance position for the period covering 1 April 2023 to 30 September 2023. This is the second report of the financial year and assesses performance against budgets, including progress in delivering the Council’s savings programme.

Resolved:

                         i.         Note the finance and performance information.

Reason:     To ensure expenditure is kept within the approved budget.

The purpose of this report is to set out the projected outturn position for 2023/24 including any under/over spends and adjustments, along with requests to re-profile budgets to/from current and future years.

Recommended:

                                i.         To Full Council the adjustments resulting in a decrease in the 2023/24 budget of £13.009m as detailed in the report and contained in Annex A.

Resolved:

                      i.         Noted the 2023/24 revised budget of £135.736m as set out in paragraph 6 and Table 1;

                    ii.         Noted the restated capital programme for 2023/24 – 2027/28 as set.

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

The purpose of this report is to provide a mid-year update to the Executive Member for Finance on treasury management activity for the first half of the year and to provide the latest update of the prudential indicators which are included at Annex A to this report.

Resolved:

                      i.         Noted the Treasury Management activities to date in 2023/24;

                    ii.         Note the Prudential Indicators set out at Annex A and note the compliance with all indicators.

Reason:    To ensure the continued effective operation and performance of the Council’s Treasury Management function and ensure that all Council treasury activity is prudent, affordable and sustainable and complies policies set.

The purpose of this report is to provide an update to the Medium Term Financial Strategy along with an outline of the 2024/25 budget process. The report also informs Executive of the key risks and challenges, along with an overview of the main assumptions used

Resolved:

                         i.         Agreed the Medium Term Financial Strategy as outlined in this report.

Reason:     To ensure the Council meets future financial challenges and produces a robust budget.

The purpose of this Report is to provide an update on the Castle Gateway masterplan and seek approval for the next steps, necessary to take forward individual projects:

•        17-21 Piccadilly

•        Castle Mills

•        St George’s Field car park

•        Castle car park and Eye of York

•        Coppergate Centre

Resolved:

17- 21 Piccadilly

                      i.         Approved the granting of a further head lease to Spark York of the 17- 21 Piccadilly site for a further 2-year period from and including: 1st November 2024 until and including 31st October 2026;

                    ii.         Delegated to the Director of Housing, Economy, and Regeneration (and their delegated officers), in consultation with the Director of Governance (and their delegated officers), authority to negotiate the terms of and the entry into of such further lease of the 17-21 Piccadilly site to Spark York.

Reason:    To enable the current use to continue in the short term and provide a continued income to the Council, whilst allowing Spark York the opportunity to identify an alternative location in the city.

Castle Mills

                   iii.         Confirmed that further work on developing the Castle Mills site is paused and ask officers to investigate appropriate meanwhile use options in parallel with exploring longer term opportunities for the future delivery of 100% affordable housing on this Council owned site;

                  iv.         Delegated authority to the Director of Housing, Economy and Regeneration (and their delegated officers) in consultation with both the Director Governance and the Chief Finance Officer (and their respective delegated officers) to commission any necessary professional advice required for said work in compliance with the Public Contract Regulations 2015 (‘the Procurement Regs’) and the Council’s Contract Procedure Rules under Appendix 11 of the Council’s Constitution (‘Council’s CPRs’), and to draft, negotiate, and conclude any contractual arrangements and/or legal documentation required for said work.

Reason:    To seek an active use for this City Centre site and to progress the Council’s objective of 100% affordable housing being delivered on Council owned sites.

                    v.         Instructed Officers to progress work to secure delivery of the pedestrian/cycle bridge, sustainable travel links, subject to confirmation of funding with West Yorkshire Combined Authority (“WYCA”); updated delivery costings; and all necessary approvals, planning, highways, and bridge agreement.

                  vi.         Delegated authority to the Director of Housing, Economy and Regeneration (and their delegated officers) in consultation with both the Director Governance and the Chief Finance Officer (and their respective delegated officers) to commission any necessary contractors and/or consultants required for said works in compliance with the Procurement Regs and the Council’s CPRs, and to draft, negotiate, and conclude any and all such contractual arrangements and/or legal documentation required for said works (including any and all planning agreements and/or highways agreements required; however for the sake of clarity this delegation is not for any requirements of either the Local Planning and/or Highways Authority).

                 vii.         Delegated authority to the Director of Housing, Economy, and Regeneration and the Director of Environment, Transport and Planning (and their delegated officers) in consultation with both the Director Governance (and their delegated officers) to draft, negotiate, and conclude with WYCA any and all such contractual arrangements and/or legal documentation relating to the funding for the proposed works.

Reason:    To maximise use of external funding, previously allocated by WYCA, to deliver city centre connectivity in accordance with the sustainable travel principles of the  ...  view the full decision text for item 10.

This report seeks approval for a change in delivery methodology to enable people with complex mental health needs, including those with associated substance use disorder and behavioural difficulties, to access the right type of housing, with the right level of support, at the right time to meet their needs.

Resolved:

                      i.         To adopt a phased approach of delivery for the wider

programme which significantly includes a 7-unit pilot at 92 Holgate Road for 12-months;

                    ii.         To enter a service contract with mental health support services provider (the “Provider”) for a Term of 12-months for provision by the Provider from 92 Holgate Road of a 7-unit mental health support service (the “Service Contract”);

                   iii.         To grant a lease of 92 Holgate Road to the Provider for a Term of 12-months (the “Lease”)

                  iv.         To amend the existing Section 75 Agreement with the ICB to address changes to the long-term intentions of the Mental Health Housing and Support project and the funding requirements for the 12-month pilot at 92 Holgate Road;

                    v.         To delegate authority to the Corporate Director of Adult; Services and Integration (“DASS”) (and their delegated officers), in consultation with the Director of Governance (and their delegated officers), to:

1. negotiate the provisions, and conclude the entry into, of the Service Contract and the Lease;

2. negotiate and approve any  required amendments to the existing Section 75 Agreement and arrangements with the ICB on the Council’s behalf; and

3. negotiate and agree any arrangements and agreements with TEWV, ICB or other stakeholders as may be required including (but not limited to) any alternatives or replacements to the existing ICB Section 75 Agreement if necessary.

Reasons:   The reasons for this are as follows:

a) The Pilot should allow for in-year financial savings against high-cost residential placements.

b) The delivery of suitable accommodation at the 2-sites previously identified at Woolnough House and Crombie House will take several years. A 7-unit pilot at 92 Holgate Road will enable immediate delivery of the project’s aspirations within a currently vacant resource.

c) The level and acuity of demand has only increased since the development of the original delivery plan. The Pilot will enable us to go a small way towards meeting this increased level of need.

d) Although the shared house setting is not suitable for people with the highest level of associated risks who require self-contained accommodation, it will increase our ability in the interim to meet the needs of people we have been previously unable to successfully support due to levels of complexity. The pilot cohort will contain a mixture of people who have been in expensive out-of-area residential placements, in long-term NHS rehabilitation placements, people within the resettlement pathway with significant mental health and substance use disorder support needs and people stepping down from Foss Park.

e) This new service will not succeed without the support of other specialist services such as the mental health teams with TEWV, Drug and Alcohol services, police and community safety, primary care and the third sector offer for people with multiple and complex needs. The pilot will provide an opportunity to develop a methodology of how York successfully supports people with multiple and complex needs in a community setting. Work is ongoing with TEWV and other partners to develop what this support will look like.  ...  view the full decision text for item 11.

This report presents options to the Executive to meet objectives within the Council Plan (2023-2027) through the Housing Delivery Programme, in both developing and facilitating affordable housing provision in the city.

Recommended:

                         i.         To full council a contribution of £1.47m of Housing Revenue Account (HRA) borrowing to enable the purchase of up to 10 homes for the Local Authority Housing Fund (LAHF) programme.

Resolved:

                        ii.         To seek planning permission at the Ordnance Lane site, with the aim of delivering a 100% affordable housing scheme (with associated communal and commercial spaces);

                      iii.         That in consultation with the Head of Commercial Procurement (and their delegated officers), to tender a building contract to develop 100% affordable housing, communal and commercial spaces at the Ordnance Lane site, in line with the Council’s Contract Procedure Rules (“CPRs”), the Public Contract Regulations 2015 (the “Procurement Regs”), the revised planning permission, and return to Executive with a budget ask following the completion of this process;

                      iv.         To seek planning permission at the Willow House site with the aim of delivering a 100% affordable housing scheme;

                       v.         Accepted the Local Authority Housing Fund (“LAHF”) grant funding offer of £1.2m to purchase 10 homes for resettlement and temporary accommodation;

                      vi.         Delegated authority to the Director of Housing, Economy & Regeneration (and their delegated officers), in consultation with the Director of Governance (and their delegated officers), to negotiate the provisions, and conclude the entry into any funding terms and conditions prior to acceptance of the LAHF grant, subject to compliance with the requirements of the Subsidy Control Act 2022;

                    vii.         To seek to dispose of land at the former Woolnough House care home site to a registered provider for the purposes of developing general needs 100% affordable housing;

                   viii.         To seek to dispose of land at the former 68 Centre site to a registered provider for the purposes of developing general needs 100% affordable housing;

                      ix.         Delegated to the Executive Member for Housing, Planning and Safer Communities and Executive Member for Finance, Performance, Major Projects, Human Rights, Equality and Inclusion, the finalisation of the disposal route and evaluation criteria to select a purchaser;

                       x.         Noted that the Council has formally become a member of the ‘York and North Yorkshire Housing Partnership’, ensuring that the Council’s voice is heard in order to influence the type and number of affordable homes developed in the city alongside supporting opportunities for joint working on specific projects and increasing the attractiveness of the sub-region as a place for investment and partnership working to unlock sites for affordable housing;

                      xi.         To work strategically alongside the co-owners of York Central and the master developer to create a business case around the delivery of affordable housing through the Housing Delivery Programme.

Reason:     To deliver more affordable housing in York.

 This paper seeks permission to extend the Council of the City of York’s (“the Council”) Community Wellbeing and Support Contract for Young People (the “Contract") delivered by Safe and Sound Homes (“SASH”) by a further six-months.

Resolved:

                      i.         To approve the extension of the current Community Wellbeing and Support Contract for Young People with SASH by 6- months until 31st July 2024;

                    ii.         To delegate authority to the Director of the Corporate Director of Adults and Integration (and their delegated officers) in consultation with both the Director Governance and the Chief Finance Officer (and their respective delegated officers) to draft, negotiate and conclude any necessary documentation with SASH to extend the Contract, in compliance with the terms and conditions of the Contract, the Council’s Contract Procedure Rules set out within Appendix 11 of the Council’s Constitution (“the Council’s CPRs”) and the Council’s statutory obligations under the Public Contract Regulations 2015 (“the Procurement Regs”).

Reasons: To enable the Council to use existing the Contract to both meet current deliverables and enable the Council to stretch its resources, potentially no additional cost, while the Council works to deliver any strategic aims generated by the review of the wider Youth Homelessness Pathway.

To ensure the Contract is extended in compliance with its terms and conditions and in line with the Council’s CPRs and statutory obligations.

This report provides details on the work that is taking place to implement a pilot project to extend Universal Free School Meals (“UFSM”) to Key Stage 2 children. The project is designed to deliver on the Executive’s election manifesto commitment to create a cross city alliance to address disadvantage and the cost-of-living crisis. Findings from the pilot project will then be used to inform any full city roll out of UFSM.

Resolved:

                      i.         that implementation of the pilot project that focuses on

delivery of a lunchtime offer at Westfield Primary School, subject to the pilot remaining within available funding, between January 2024 and December 2024 is approved;

                    ii.         that subject to additional funding from the Community Fund being found, a breakfast offer for all pupils attending Burton Green Primary Academy is piloted for the period January 2024 to December 2024 is approved; and

                   iii.         to delegate authority to the Corporate Director for Children’s and Education,(and their delegated officers) in consultation with the Director of Governance and the Chief Finance Officer (and their respective delegated officers) to assist the pilot schools (and their respective Trusts) to negotiate, draft and conclude any necessary contractual arrangements with existing catering contractors at the schools to implement the pilot project, including (but not limited to) any necessary amendments, changes, extensions, modifications, updates and/or variations to any existing contractual arrangements, in line with the Council’s obligations under the Public Contract Regulations 2015 (the “Procurement Regs”) and the Contract Procedure Rules set out in Appendix 11 of the Council’s Constitution (the “Council’s CPRs”), as well as any contract procedure rules and/or standing orders of the chosen schools and (where applicable) their Trusts; and

                  iv.         to delegate authority to the Corporate Director for Children’s and Education, (and their delegated officers) in consultation with the Director of Governance and the Chief Finance Officer (and their respective delegated officers) to commission and negotiate, draft and conclude any necessary contractual arrangements (including (but not limited to) any necessary amendments, changes, extensions, modifications, updates and/or variations thereto) with the University of York to provide assistance with the collection and analysis of qualitative and quantitative data sets from the pilot project, in line with the Council’s obligations under the Procurement Regs and the Council’s CPRs, as well as any contract procedure rules and/or standing orders of the chosen schools and (where applicable) their Trusts.

Reason:    to provide more detailed information to inform the planning of any future scale up of the project due to the contrast in circumstances of the proposed pilot schools. The pilot will also be used to explore the financial sustainability of the delivery of the school meals offer, both at Westfield Primary School and to fully understand the implications and benefits of any future full city implementation.

At this point in the meeting, Members and co-opted members are asked to declare any disclosable pecuniary interest, or other registerable interest, they might have in respect of business on this agenda, if they have not already done so in advance on the Register of Interests. The disclosure must include the nature of the interest.

An interest must also be disclosed in the meeting when it becomes apparent to the member during the meeting.

(1)     Members must consider their interests, and act according to the following:

(2)     Disclosable pecuniary interests relate to the Member concerned or their spouse/partner.

(3)     Members in arrears of Council Tax by more than two months must not vote in decisions on, or which might affect, budget calculations, and must disclose at the meeting that this restriction applies to them. A failure to comply with these requirements is a criminal offence under section 106 of the Local Government Finance Act 1992.

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

Annex K to Agenda Item 10 on the grounds that it contains information relating to 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).