Local democracy during coronavirus

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Agenda, decisions and minutes

Venue: The King Richard III Room (GO49) - West Offices. View directions

Contact: Angela Bielby  Democracy Officer

Items
No. Item

28.

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 Member was invited 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, which he might have in the business on the agenda. No additional interests were declared.

 

29.

Minutes pdf icon PDF 72 KB

To approve and sign the minutes of the Decision Sessions held on 18 and 26 November 2019.

Additional documents:

Minutes:

Resolved: That the minutes of the Executive Member for Finance and Performance Decision Sessions held on 18 November and 26 November 2019 be approved and then signed by the Executive Member as a correct record.

 

30.

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 Friday 13 December 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 no registrations to speak at the meeting under the Council’s Public Participation Scheme.

31.

Health & Safety Interim Report 2019/20 pdf icon PDF 159 KB

This report presents the Interim Report on the  work of the Health & Safety (H&S) shared service operating on behalf of City of York Council (CYC) and North Yorkshire County Council, and provides an update on H&S incidents and the annual review of CYC H&S policy.

Additional documents:

Decision:

Resolved: That;   

a.   The Interim Report including the work of the Shared Health and Safety (H&S) Service be noted.

 

b.   The Corporate Health and Safety Policy be endorsed.

 

c.   The proposed changes to City of York Council/North Yorkshire County Council (CYC/NYCC) Collaboration Agreement be agreed to include:

                                             i.        minor administrative changes to the report to, for example, to reflect changes in legislation;

                                            ii.        the change to the surplus sharing agreement.

 

Reason:     To ensure the Executive Member and residents are assured that H&S services are resilient and the council has proper arrangements in place for managing and responding to H&S risks.

Minutes:

 The Executive Member considered a report which presented the Interim Report relating to the work of the Health & Safety (H&S) shared service which operated on behalf of City of York Council (CYC) and North Yorkshire County Council (NYCC). The shared service had been in operation since July 2017 and operated under a collaboration agreement. The report provided an update on H&S incidents and the annual review of the City of York Council H&S Policy.  The report also presented proposals for changes to the Collaboration Agreement and recommended a change to the current surplus sharing agreement for traded services.

 

The Assistant Director for Customer and Digital Services and Shared Head of Health and Safety were in attendance to present the report. The Assistant Director for Customer and Digital Services outlined the report noting the progress of the Health and Safety Service. The Shared Head of Health and Safety gave a detailed overview of the changes to the CYC Health and Safety Policy Statement (Annex B) noting a push in culture change around the acceptability of violence and aggression to CYC employees. He then summarised the activity of the Health and Safety Service as detailed in Annex A. The Assistant Director Customer and Digital Services outlined the business case to change the surplus sharing agreement identifying that  the management of the schools health and safety service would  move to North Yorkshire to be supported by the commercial arm of NYCC, that this would reduce the financial risk of future losses and the advantages of this to the  shared service in terms of providing a sustainable workforce for CYC but without the risk.

 

The Executive Member then:

 

Resolved: That;  

a)   The Interim Report including the work of the Shared Health and Safety (H&S) Service be noted.

 

b)   The Corporate Health and Safety Policy be endorsed.

 

c)   The proposed changes to City of York Council/North Yorkshire County Council (CYC/NYCC) Collaboration Agreement be agreed to include:

·        minor administrative changes to the report to, for example, to reflect changes in legislation;

·        the change to the surplus sharing agreement.

 

Reason:     To ensure the Executive Member and residents are assured that H&S services are resilient and the council has proper arrangements in place for managing and responding to H&S risks.

32.

Approval of YFAS furniture & white goods contract with a whole life contract value of over £250k pdf icon PDF 165 KB

This report presents the proposal to tender the York Financial Assistance Scheme (YFAS) furniture & white goods contract. This has been defined as a routine procurement as per the council’s contract procedure rules and expenditure will fall within existing revenue budget provision. The decision-making route however is through the Executive Member given the level of expenditure and required transparency around such procurements.

Additional documents:

Decision:

Resolved: That the tendering of the York Financial Assistance Scheme (YFAS) furniture and white goods contract as set out in Annex A be approved.

 

Reason:     To ensure that Councillors approve 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 that presented a proposal to tender the York Financial Assistance Scheme (YFAS) furniture and white goods contract. This had been defined as a routine procurement as per the council’s contract procedure rules and the expenditure would fall within existing revenue budget provision. The decision-making route was through the Executive member given the level of expenditure and required transparency around such procurements. The tendering of the YFAS furniture and white goods contract was set out in Annex A of the report.

 

The Assistant Director for Customer and Digital Services outlined the report. She highlighted that the current provider the community furniture store offered a range of new items and noted that all payments were made directly to the store rather than the YFAS claimant. She further noted that there was a £191k spend on the YFAS furniture and white goods contract in 2018/9.

 

The Executive Member then:

 

Resolved: That the tendering of the York Financial Assistance Scheme (YFAS) furniture and white goods contract as set out in Annex A be approved.

 

Reason:     To ensure that Councillors approve 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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