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Present:The Chair Councillor Sharman (Rotherham MBC)
The Vice Chair Councillor Sykes (City of Bradford)
Councillors ODonovan (Kirklees MBC), Keats (Knowsley MBC), Mackenzie (North Yorkshire CC), Fletcher (St Helens MBC), Stokes (Wakefield MDC) and Halliwell (Wigan MBC)
Chair's Introduction and Welcome The Chair, Councillor Sharman, welcomed Members to the meeting.
Following a recent presentation by YPO at Yorprocure offering procurement services to schools, a communication was sent to local authorities. The Chair expressed concern that the proposed service, explained in the communication, appeared to conflict with Founder Members interests. The new service was explained to Members but for clarity purposes, the Managing Director would issue a statement to all Strategic Officers.
Apologies for Absence No apologies for absence were received.
Minutes - 26 July 2013 Resolved That the Minutes of the meeting of the YPO Executive Sub-Committee held on 26 July 2013 be approved as a correct record.
Members' Declarations of Interest No declarations of interest were made.
Lead Authority Issues The Lead Authority had no issues to be raised.
Exclusion of the Public and Press Resolved That the public and press be excluded from the meeting during consideration of Agenda Items 8 to 13 on the grounds that they are likely to involve the disclosure of exempt information as described in Part 1 of Schedule 12A to the Local Government Act 1972, as amended.
IN PRIVATE
Managing Director's Report The Managing Director presented a report giving an update of the activities of the organisation since the last meeting of the Sub-Committee, and to give an overview on forthcoming activities and challenges. The report included an update on the organisations operational, procurement, commercial, infrastructure, workforce and strategic issues along with an update on Associate Membership.
Members were informed that YPO were not eligible to hold its own HGV Operators Licence and it had been agreed with the Traffic Commissioner that Wakefield MDC, as lead authority, would take on that responsibility. The Monitoring Officer stated that an amendment to the Management Agreement was necessary and approval should be sought through Management Committee.
Resolved (1) That the report be noted.
(2) That the Management Agreement should be amended specifying responsibility for the HGV Operators Licence rests with Wakefield MDC and that final approval be sought from Management Committee.
Performance Report The Corporate Director presented a report which highlighted the performance results for September 2013 including the Key Performance Indicators and relevant supporting information as included in the appendices to the report.
Members raised a number of issues, during which, it was requested that insurance costs arising from fleet vehicle accidents be included in a future report.
Resolved That the performance report on the Key Performance Indicators be noted.
Draft Budget and Business Plans for 2014 The Corporate Director presented a report detailing the outcome of the Business Planning cycle for 2014. The report reviewed progress made in 2013 in delivering the Three Year Strategy and recommended a 2014 Business Plan and Budget. It proposed a sales position, operating costs and projected net profit position for 2014 alongside investments to support their delivery.
During discussions on the proposals, YPO Officers were asked to provide more detail regarding the benefits of the investments requested.
Resolved (1) That the 2014 budget, as detailed in Appendix 1 to the report, be recommended to Management Committee for approval.
(2) That the investment requests, as detailed in Appendix 5 to the report, be recommended to Management Committee for approval.
(3) That the re-allocation of reserves no longer required, as set out in Appendix 5 and section 9.2 to the report, be recommended to Management Committee for approval.
Update on Establishing a Limited Company Consideration was given to a report of the Corporate Director which set out the case for establishment of a Limited Company owned by the thirteen Founder Members and managed on their behalf by the YPO Officers. Appendix 1 to the report outlined the business case for the proposal and a draft shareholder agreement was detailed in Appendix 2 with the heads of terms for YPO service agreement being attached as Appendix 3.
Members asked a number of questions and responses from Officers were accepted.
Resolved That the Executive Sub-Committee recommend to Management Committee:-
That agreement be obtained from the thirteen Founder Members to establish a limited company.
That the limited company be established and managed by the current YPO management team under an appropriate management agreement with the thirteen Founder Members.
That approval be sought from the thirteen Founder Members in respect of the shareholder agreement, management agreement and business case.
Travel and Subsistence Policy Members considered a report of the Head of HR and People Support Services which gave an overview of the proposed changes to the Travel and Subsistence Policy. A copy of the policy was attached as Appendix A to the report.
Resolved (1) That the revised Travel and Subsistence Policy be agreed and submitted to a future meeting of Management Committee for approval.
(2) That future amendments to the Travel and Subsistence Policy be delegated to the YPO Board be agreed and submitted to a future meeting of Management Committee for approval.
(3) That the Financial Procedure Rules (section 2, paragraph 7.16) be amended to remove reference requiring the agreement of Management Committee of any future amendments to the policy and be submitted to a future meeting of Management Committee for approval.
Pay Policy Consideration was given to a report of the Head of HR and People Support Services which asked Members to agree a pay policy for YPO in line with statutory requirements to comply with the 2011 Localism Act. The report also detailed the additional information which needed to be published in order to comply with the Code of Recommended Practice for Local Authorities on Data Transparency.
Members requested that anything other than minor operational changes, as detailed in paragraph 3.2 of the report, be submitted to Management Committee.
Resolved (1) That the pay policy for 2014 be agreed and submitted to a future meeting of Management Committee for approval.
(2) That any minor operational change prior to publication on 1 January 2014 be agreed with the Chair of Management Committee. Members requested that any other changes be submitted to Management Committee for approval.
(3) That an annual pay policy be submitted to Management Committee in November of each year to allow for publication at the beginning of each financial year.
(4) That any additional information, not specific within the pay policy, be published to mirror that of Wakefield MDC to comply with the recommended practice for Local Authorities on Data Transparency.
Date and Time of Next Meeting Resolved That the next meeting of the YPO Executive Sub-Committee be held on 7 March 2014 at 10.00am with a 30 minutes training session before (starting at 9.30am).
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DOCPROPERTY "CommitteeName" \* MERGEFORMAT Yorkshire Purchasing Organisation Executive Sub-Committee
DOCPROPERTY "CommitteeName" \* MERGEFORMAT Yorkshire Purchasing Organisation Executive Sub-Committee - DOCPROPERTY "MeetingDate" \* MERGEFORMAT Friday, 1 November 2013
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