Local democracy during coronavirus

During coronavirus, we've made some changes to how we're running council meetings. See our coronavirus updates for more information on meetings and decisions.

Agenda, decisions and minutes

Venue: The George Hudson Board Room - 1st Floor West Offices (F045). View directions

Contact: Angela Bielby  Democracy Officer

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 or

·        any disclosable pecuniary interests

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

Minutes:

The Executive 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 he might have had in respect of business on the agenda. They confirmed they had none.

 

2.

Minutes pdf icon PDF 114 KB

To approve and sign the minutes of the Decision Session held on 8 November 2021.

Minutes:

Resolved: That the minutes of the Decision Session held on 8 November 2021 be approved as a correct record and signed by the Executive Member.

 

3.

Public Participation

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

committee. The deadline for registering at this meeting is at 5:00pm on Thursday 9 December 2021.

 

To register to speak please visit

www.york.gov.uk/AttendCouncilMeetings to fill out an online

registration form. If you have any questions about the

registration form or the meeting please contact the Democracy

Officer for the meeting whose details can be found at the foot of

the agenda.

 

Webcasting of Remote Public Meetings

Please note that, subject to available resources, this remote

public meeting will be webcast including any registered public

speakers who have given their permission. The remote public

meeting can be viewed live and on demand at

www.york.gov.uk/webcasts.

 

During coronavirus, we've made some changes to how we're

running council meetings. See our coronavirus updates

(www.york.gov.uk/COVIDDemocracy) for more information on

meetings and decisions.

 

Minutes:

It was reported that there had been no registrations to speak

at the meeting under the Council’s Public Participation Scheme.

 

4.

Interim Financial Inclusion/Welfare Benefits Update Report pdf icon PDF 666 KB

1.        This report provides the Executive Member for Finance & Performance in consultation with the Executive Member for Housing & Safer Neighbourhoods with the Financial Inclusion/Welfare Benefits 2021/22 mid-term update including:

·        the ongoing impact of Coronavirus as well recent welfare benefits changes in York, including Universal Credit, and importantly the support available for residents in dealing with these challenges;

·        an update on benefits statistics and performance administered by the council including the York Financial Assistance Scheme;

·         other financial inclusion (FI) activity during 2021/22 including delivery of FISG grant schemes.

Additional documents:

Decision:

 

Resolved: That the report and the progress made in supporting residents who are financially vulnerable be noted.

Reason:     To ensure councillors, residents and stakeholder groups are aware of the ongoing financial inclusion activity across the city and use of associated funding including covid-19 support.  

 

Minutes:

The Executive Members considered a report that provided a mid-term update including the ongoing impact of Coronavirus as well recent welfare benefits changes in York (including Universal Credit and support available for residents in dealing with those challenges); an update on benefits statistics and performance administered by the council including the York Financial Assistance Scheme; and other financial inclusion (FI) activity during 2021/22 including the delivery of Financial Inclusion Steering Group (FISG) grant schemes.

 

The Director of Customer and Communities explained that the impact of the pandemic continued and the council continued to invest in further support for people in York, with a forecast spend of £2.5 - £3million in further support for residents. An update on universal credit was given, with around 12,000 people claiming it at that time. The challenges around the cost of housing, food, fuel and childcare were noted. The work of the FISG and difference that its schemes were making was highlighted. The Head of Customer and Exchequer Services outlined the amounts sent out in direct payments to residents.

 

The Executive Member for Housing and Safer Neighbourhoods commented that winter was proving a difficult one for York residents with the council continuing to support tenants and link then to the support available. She noted the work of the YFAS and commended the work of the welfare benefits advisors and adult social care advisors. The Executive Member for Finance and Performance noted the impact that the funding was having on peoples lives. They then;

 

Resolved: That the report and the progress made in supporting residents who are financially vulnerable be noted.

Reason:     To ensure councillors, residents and stakeholder groups are aware of the ongoing financial inclusion activity across the city and use of associated funding including covid-19 support.  

 

[The Executive Member for Housing and Safer Neighbourhoods left the meeting at 11.12]

5.

Approval of ICT procurements with a whole life contract value of over £250k: HR & Payroll System pdf icon PDF 358 KB

The report presents details of a procurement to renew or replace a core ICT system in the council with a whole life contract value of over £250k. This is defined as a non-key routine procurement as per the council’s contract procedure rules and expenditure will fall within existing capital and revenue budget provisions. The details of the reprocurement of the council’s HR and Payroll system is contained at the annex to this report.

 

Exceptionally this is a retrospective report to meet the requirement for transparency regarding procurements of this nature.In this case due to contract renewal timescales and the critical nature of the system involved it has not been possible to present details of this procurement at a scheduled Executive member Decision Session in advance (approved instead by published officer decision in line with the council’s Constitution).

 

Additional documents:

Decision:

Resolved: That the reprocurement of a HR & Payroll system for the council at a total three year cost of £343k (as detailed in Annex A of the report) be noted.

 

Reason:     To ensure the that councillors consider routine procurement decisions over £250k in value in line with procurement regulations and the public have the opportunity to see transparent decision-making in operation relating to major procurements.

 

 

Minutes:

The Executive Member considered a report detailing a procurement to renew or replace a core ICT system in the council with a whole life contract value of over £250k. This was defined as a non-key routine procurement as per the council’s contract procedure rules and expenditure fell within existing capital and revenue budget provisions. The Director of Customer and  Communities explained that was a retrospective report to meet the requirement for transparency regarding procurements of this nature. Due to the contract renewal timescales the procurement was approved by a published officer decision in line with the council’s Constitution.  

 

The Director of Customer and  Communities noted that all procurement came through the ICT procurement board and that the procurement for the HR and payroll system was good value with a minimal increase in cost. The Executive Member then;

 

Resolved: That the reprocurement of a HR & Payroll system for the council at a total three year cost of £343k (as detailed in Annex A of the report) be noted.

 

Reason:     To ensure the that councillors consider routine procurement decisions over £250k in value in line with procurement regulations and the public have the opportunity to see transparent decision-making in operation relating to major procurements.

 

 

 

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