Local democracy during coronavirus

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Agenda, decisions and minutes

Venue: The King John Room (GO59) - West Offices. View directions

Contact: Fiona Young, Democracy Officer 

Webcast: video recording

Items
No. Item

1.

Declarations of Interest

At this point in the meeting, the Executive Member is asked to declare:

·        any personal interests not included on the Register of Interests;

·        any prejudicial interests;

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

 

Minutes:

The Executive Member confirmed that he had no personal interests not included on the Register of Interests, nor any prejudicial or disclosable pecuniary interests, to declare in the business on the agenda.

 

2.

Exclusion of Press and Public

To consider excluding the press and public from the meeting during consideration of Annexes A and B to Agenda Item 5 (Centre of Excellence for Disabled Children and their Families in York), on the grounds that they contain information relating to the financial or business affairs of particular persons.  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).

 

Minutes:

Resolved:  That the press and public be excluded from the meeting should any discussion arise on Annexes A and B to Agenda Item 5 (Centre of Excellence for Disabled Children and their Families in York), on the grounds that these documents contain information relating to the financial or business affairs of particular persons. 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).

 

3.

Minutes pdf icon PDF 81 KB

To approve and sign the minutes of the Decision Session of the Executive Member for Environment held on 19 March 2019.

Minutes:

Resolved:  That the minutes of the Decision Session held on 19 March 2019 be approved and signed by the Executive Member as a correct record.

4.

Public Participation

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 Monday, 17 June 2019.  Members of the public can speak on agenda items or matters within the Executive Member’s remit.

 

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 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 (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

 

https://www.york.gov.uk/downloads/file/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809

 

Minutes:

It was reported that there had been one registration to speak at the meeting under the Council’s Public Participation Scheme.

 

Stuart Rawlings spoke on Agenda Item 5 (Centre of Excellence for Disabled Children and their Families in York).  Having been the Executive Member responsible for the project when it began, he raised concerns about the delay in starting construction and the lack of detail in the report about the value engineering process.

5.

Centre of Excellence for Disabled Children and their Families in York pdf icon PDF 202 KB

This report provides an update on the current cost and budget position of the Centre of Excellence and asks the Executive Member to approve an increase to the budget and to delegate authority to the Director to appoint a contractor for the works.

Additional documents:

Decision:

Resolved:  (i)      That an increase of £250,000 to the budget, to be funded by a virement from uncommitted resources within the Education Basic Need capital budget, be approved.

 

Reason:     To ensure that there is adequate contingency and reduce the risk of costs exceeding the agreed budget in the construction phase.

 

(ii)      That authority to appoint a Contractor to carry out the works be delegated to the Director of Children, Education and Communities, subject to the project being deliverable within the available budget.

 

Reason:     In order to align the programme with that of the Lincoln Court development and enable a shared contractor to deliver both projects concurrently, thus achieving cost efficiencies.

 

Minutes:

The Executive Member considered a report which provided an update on the current cost and budget position of the Centre of Excellence for Disabled Children and their families in York and sought delegated authority to increase the budget and appoint a contractor for the works.

 

The budget for the Centre, as set by Executive in January 2018 and revised in April 2018, was £4.274m, with contingency set at 3%.  Early contractor involvement via a Pre Contractor Service Agreement had enabled a preferred contractor to develop a detailed cost submission, which initially had come in over budget for the reasons outlined in the report.  Following a value engineering exercise, costs were now within budget; however, further funds of £250k were required to ensure an adequate client contingency of 7% throughout the construction phase.  Current costs against the agreed budget were summarised in Annex A to the report and the revised position was set out in Annex B.

 

In response to questions from the Executive Member, and matters raised under Public Participation, officers at the meeting confirmed that:

·        The value engineering process was not cost-driven and had included simplifying aspects of the design and rationalising space in a manner that did not compromise the provision or outcomes for children and young people.

·        The proposal to increase contingency from 3% to 7% was based on expert advice, given the complexity of the project.

·        Parents, carers and front line staff had been involved throughout the process, as part of the design team.

·        The Project Board included partner/stakeholder representation, and partner agencies received regular progress updates.

·        In terms of user numbers, the plans took account of the increasing Special Educational Needs (SEN) cohort; the Centre would cater for a wide spectrum of need and have capacity to ‘trade’ unused beds with other authorities.

 

The Executive Member asked to be kept updated on future progress of the project, which would provide services for the most vulnerable group of people in York and must therefore be monitored closely.  He had been advised that the Executive had already delegated authority to the Director to appoint a contractor but was happy to make that decision as requested.

 

Resolved:  (i)      That an increase of £250,000 to the budget, to be funded by a virement from uncommitted resources within the Education Basic Need capital budget, be approved.

 

Reason:     To ensure that there is adequate contingency and reduce the risk of costs exceeding the agreed budget in the construction phase.

 

(ii)      That authority to appoint a Contractor to carry out the works be delegated to the Director of Children, Education and Communities, subject to the project being deliverable within the available budget.

 

Reason:     In order to align the programme with that of the Lincoln Court development and enable a shared contractor to deliver both projects concurrently, thus achieving cost efficiencies.

 

 

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