Agenda and minutes

At this point, Members are asked to declare:

·        any personal interests not included on the Register of Interests

·        any prejudicial interests

·        any disclosable percuniary interests

which they may have in respect of the 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 they may have in respect of business on the agenda. None were declared.

To approve and sign the minutes of the last Ward Funding Scrutiny Review Task Group meeting held on 27 July 2016.

Resolved:  That the minutes of the meeting of the Ward Funding Scrutiny Review Task Group held on 27 July be signed and approved as a correct record.

At this point in the meeting members of the public who have registered their wish to under the Council’s Public Participation Scheme may do so. The deadline for registering is 5.00pm on Tuesday 3 January 2017.

Members of the public may register to speak on:

·        An item on the agenda

·        An issue within the remit of the task group

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 http://www.york.gov.uk/download/downloads/id/11406/protocol_f

or_webcasting_filming_and_recording_of_council_meetings_201

60809.pdf

It was reported that there had been no registrations to speak at the meeting under the Council’s Public Participation Scheme.

This interim report provides an update on the Ward Funding Scrutiny Review for the Task Group’s consideration ahead of its presentation to the full Communities & Environment Policy & Scrutiny Committee on 25 January 2017.

Jane Hustwit, Chair of Trustees at York CVS, attended the meeting to provide an overview of the services CVS offer, including how they provide support and governance advice to organisations and community groups etc who are seeking funding sources.   

Members went on to consider an update report on their Ward Funding Scrutiny Review ahead of its presentation to the full Communities & Environment Policy & Scrutiny Committee on 25 January 2017.

This highlighted a number of issues and concerns:

·        Low take up of scheme related Member training and information sessions, which meant some councillors remained unaware of the support and information that was available to assist them in undertaking work associated with the scheme. For example, feedback from Cllrs evidenced that some Members were still unclear about their ward funding pots believing the money was held in silos.  As part of their final report, the Task Group agreed they should provide absolute clarity on this point i.e. that all wards have their own ward funding pot that they can choose to spend to address their ward priorities.  In addition there is a designated highways funding pot held by highways, containing an agreed figure for each ward to allocate to highways schemes in their ward.  

·        The ongoing difficulties Cllrs were experiencing getting information from specific council teams e.g. Highways, CETs inability to access that information on their behalf, and the knock-on effect it had on spending the available ward funding on much needed ward improvements. 

·        Expectations on Councillors in terms of workload. There was a divide between those who worked full time, or had other responsibilities, and those who could dedicate more time to this process.

·        The need for improved communication between CET officers and ward Cllrs, and between Cllrs within an individual ward.

·        Some Members felt that a percentage of the funding could go to the Communities and Equalities Team (CET) in order that they could better support Councillors. 

·        Sharing of best practice information and examples of success needed to be more robust.

The Task Group also acknowledged the contribution of the consultees in identifying issues around the application process, and agreed a number of improvements were required.

In answer to Member questions the Head of Communities and Equalities outlined the new working models being introduced across other key council service areas, which would help ward Cllrs to engage with communities, identify local priorities and enhance the membership of ward teams.

Following further discussion it was

Resolved:

·        Scrutiny officer to draft review recommendations based on Task Group’s analysis of review findings and circulate to Task Group for their consideration and approval.

·        To take a draft final report to Communities and Environment Policy and Scrutiny Committee on 25 January.

Reason:     To progress this review in line with scrutiny procedures and protocols