Agenda item

To consider the decision of the Executive on the above item, which has been called in by Councillors Scott, Merrett, Fraser, Gunnell and King in accordance with the provisions of the Council’s Constitution.  A cover report is attached setting out the reasons for the call-in, the remit and powers of Scrutiny Management Committee (Calling In) in relation to the call-in procedure, together with the original report and decision of the Executive.

Members received a report which asked them to consider the decision of the Executive, at their meeting on 20 November 2007, regarding a request from the Race Committee to extend and amend their lease of York Racecourse.  Members were reminded that the Scrutiny Management Committee (Calling In) had the option either to confirm the decision of the Executive (Option A) or to refer it back to the Executive for further consideration (Option B).

Full details of the Executive’s decision were attached as Appendix A to the report. The original report to the Executive, on which their decision had been based, was attached as Appendix B.  In summary, the Executive had decided:

·        to grant the extension and amendments to the lease;

·        to ask Officers to  investigate options for providing a set of temporary toilets on major race days;

·        to keep the other issues raised by ward members under review and addressed as part of any proposed changes to licensing arrangements and planning permissions and / or during traffic management reviews;

·        that any further refinement of the ‘off course’ race management arrangements be submitted as a revenue growth bid.

This decision had been called in by Cllrs Scott, Merrett, Fraser, Gunnell and King, for the following reasons:

“The Executive should have referred the lease back to Officers for further negotiation and / or should have ensured that monies were earmarked from the monies received to ensure that the issues raised by the Shadow Executive were addressed.”

After a full discussion, which took into account the comments made by Cllr Merrett as a Calling-in Member, Cllr Scott moved, and Cllr Simpson-Laing seconded, the following motion:

“That Option B be approved and the decision referred back to the Executive for further consideration, with the recommendation that the Executive:

(i)         Refer the lease back to Officers for further negotiations, in order to:

a)  Seek an automatic allocation from the lease income to cover ward matters, including:

·        toilets;

·        policing;

·        local traffic management;

·        benefits for residents by means of a reduced cost of entry to the Racecourse for York Card holders.

b)     Investigate the possibility of providing access to the Racecourse from the southern side of the site.

(ii)        Agree, if it is found to be inappropriate to deal with these issues via the lease, on a sum of income from the lease to be automatically set aside to address the ward matters in Micklegate specified in (i)a) above.”

Cllr Taylor then proposed, and Cllr Scott agreed, that the motion be amended to include the following additional recommendation to the Executive:

“Ask Officers to investigate measures being taken in other cities to deal with public order issues arising from sporting events.”

The motion, as amended, was then debated and voted upon.  The result of the vote was 5 for the motion and 3 against.  It was therefore

RESOLVED: “That Option B be approved and the decision referred back to the Executive for further consideration, with the recommendation that the Executive:

(i) Refer the lease back to Officers for further negotiations, in order to:

a)Seek an automatic allocation from the lease income to cover ward matters, including:

·        toilets;

·        policing;

·        local traffic management;

·        benefits for residents by means of a reduced cost of entry to the Racecourse for York Card holders.

b)                 Investigate the possibility of providing access to the Racecourse from the southern side of the site.

(ii) Agree, if it is found to be inappropriate to deal with these issues via the lease, on a sum of income from the lease to be automatically set aside to address the ward matters in Micklegate specified in (i)a) above.

(iii) Ask Officers to investigate measures being taken in other cities to deal with public order issues arising from sporting events.

REASON:      The SMC is of the view that the Executive decision should be re-considered to take into account the issues raised by the Calling-in Members.