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CYC properties

Gwen Swinburn made this Freedom of Information request to City of York Council

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Dear City of York Council,
As a justification for the expenditure on West Offices, Members and citizens were told that the many CYC and rented properties used for administrative purposes across the city would be consolidated into two offices .. West Offices and off James Street. This consolidation was we were told to provide savings.

Can you confirm prior to opening of west offices the list of properties used by CYC for administrative purposes.

Can you also for this year to date and the last two financial years provide the schedule of properties used by CYC for administrative purposes .. whether we own them or not and the rent/ rates paid.

For each of the last two financial years please provide also a schedule of the total square footage in West offices by floor rented out to third parties. And income please.

Finally for each of the buildings used by CYC for admin purposes .. please provide a schedule of when the lease started and rent/rates paid.

Thank you

Gwen

Yours faithfully,

Gwen Swinburn

foi@york.gov.uk, City of York Council

Thank you for your email. Please note this is an automatically generated receipt to let you know we have received your email.

As we are all facing unprecedented challenges during the Coronavirus (COVID-19) pandemic, please be aware that we may take longer to respond to your request.

For information:
* The timescale for responding to Freedom of Information Act (FOIA) and Environmental Information Regulation (EIR) requests is up to 20 working days. We will contact you promptly if we need you to clarify your request or an extension to complete a public interest test.

* The timescale for responding to requests for a review, for FOIA or EIR responses, is up to 20 working days. You are also able to contact the Information Commissioner, contact details below:

* The timescale for responding to your rights in relation to personal data eg: subject access to records (SAR) request, is up to 1 month. We will contact you promptly if we require further information from you, or an extension.

* The timescale for responding to requests for a review, of responses to your rights regarding personal data, is up to 1 month. You are also able to contact the Information Commissioner, contact details below:

Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Or email: [email address]<mailto:[email address]> (please include your telephone number in your email)

Regards
Information governance, complaints and feedback team

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foi@york.gov.uk, City of York Council

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Dear Ms Swinburn,
 
Please see below an update for your enquiry under the Freedom of
Information Act (FOIA) received on 1^st July 2020.
 
The council will be applying an extension to this request under section 17
of the FOIA.
 
To consider the Public Interest Test (PIT) the council can apply an
extension of time to respond of up to a further 20 working days.
 
However, will should be able to provide a response to you by the 19^th
August 2020, but we will endeavour to complete your request as soon as
possible.
 
When a response is provided in full, if you are dissatisfied with our
response you have the right to ask for a review of how your enquiry was
handled and responded to. This can be done by contacting us through
[1][City of York Council request email] within 40 working days of receiving your response,
stating your reason(s) why you are dissatisfied. If you remain
dissatisfied after receiving the review response you can contact the
Information Commissioner, contact details below:
Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number
Fax: 01625 524 510
Or email: [2][email address] (please include your telephone number)
 
Yours sincerely,
 
Information Governance Advisor.
t: 01904 554145 | e: [3][City of York Council request email]
 
City of York Council  | Information Governance, Complaints and Feedback
Team
West Offices | Station Rise | York YO1 6GA
[4]www.york.gov.uk | [5]facebook.com/cityofyork | [6]@CityofYork
 
 
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foiresponses_NO-REPLY@york.gov.uk, City of York Council

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Dear Ms Swinburn,
 
Please see below the response to your enquiry under the Freedom of
Information Act (FOIA) received on 1^st July 2020.
 
Use of council properties for administrative purposes:
 
Please note the councils interpretation of ‘for administrative purposes’
is for buildings that have the primary role for admin use, and are
available for general use by all council staff.
 

 1. Can you confirm prior to the opening of west offices the list of
properties used by CYC for administrative purposes.

 
De Grey House, Exhibition Square, York, YO1 7HE.
Mill House, North Street, York, YO1 6JD.
10-12 George Hudson Street, York, YO1 6LP.
20 George Hudson Street, York, YO1 6WR.
18 Back Swinegate, York, YO1 8AD.
1A & 1B Swinegate East, York, YO1 8EJ.
1E Swinegate East, York, YO1 8EJ.
50 York Road, Acomb, York, YO24 4LZ.
St Leonards Place/2 & 4 Museum Street, York, YO1 7DT.
11 Little Stonegate, York, YO18 8RX.
1 Blake Street, York, YO1 7DT.
St. Anthony’s House, Clarence Street, York, YO31 7QQ.
Ashbank, 1 Shipton Road, Clifton, York, YO30 5RE.
Holly Croft, Wenlock Terrace, Fulford Road, York, YO10 4DU.
The Guildhall, St. Helen’s Square, York, YO1 9QN.
5-6 King’s Court, York, YO1 7LD.
Hazel Court, James Street, York, YO1 3DW.
 

 2. Can you also for this year to date and the last two financial years
provide the schedule of properties used by CYC for administrative
purposes, whether we own them or not and the rent/ rates paid.

West Offices, Station Rise, York, YO1 6GA.
Hazel Court, James Street, York, YO1 3DW.
 
Both properties owned. See rateable values below in question 4.
 

 3. For each of the last two financial years please provide also a
schedule of the total square footage in West offices by floor rented
out to third parties, and income please.

 
The following occupiers are based at West Offices on a permanent full time
basis. Please note occupiers have use of the facilities within West
Offices as a whole and we lease out by the number of work stations, not by
square footage.
[1]York and District Citizens Advice Bureau -  26 workstations plus
associated meeting rooms
[2]NHS Vale of York Clinical Commissioning Group – 105 workstations
[3]Public Health England – 40 workstations
Network Rail – 88 workstations
Probation Service – 31 workstations
North Yorkshire Police - 12 workstations
The rent received from council tenants is exempt under section 43 of the
FOIA because it is considered to be commercially sensitive and would be
likely to prejudice the council’s commercial interests, and that of the
council’s tenants.
A Public Interest Test was carried out and it is considered there remains
a strong public interest in withholding this information. It is accepted
that the public interest includes knowing what rent has been received from
council tenants and that there is a strong public interest in transparency
and accountability in relation to this income gained from assets and how
it used.
 
It is also accepted that there is an ongoing public interest in
understanding how contracts are procured and the costs of this to ensure
transparency and accountability.
  
It is considered that releasing more detailed information would be likely
to lead to a prejudice in the procurement process as people may be
provided with information which puts others and the council at a
disadvantage, as the provision of individual rents released into the
public realm would likely prejudice the Council’s ability to negotiate the
best obtainable value at intervals such as lease expiries and rent
reviews.
 
It is therefore considered the weight of public interest is in maintaining
the exemption.
 

 4. Finally for each of the buildings used by CYC for admin purposes,
please provide a schedule of when the lease started and rent/rates
paid.

The buildings used are held on a freehold basis and have the following
rateable values.
West Offices, Station Rise, York. YO1 6GA – £1,280,000
COYC Depot, Hazel Crt, James St. York. YO10 3DW – £295,000
If you are dissatisfied with our response you have the right to ask for an
independent review of how your enquiry was handled and responded to. This
can be done by contacting us at [4][City of York Council request email] within 40 working days
of receiving your response, stating your reason(s) why you are
dissatisfied.
 
If you remain dissatisfied following the internal review response you can
contact the Information Commissioner, contact details below:
Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number
Fax: 01625 524 510
Or email: [5][email address] (please include your telephone number)
 
Yours sincerely,
 
Contact Point
 
t: 01904 554556 | e: [6][email address]
 
City of York Council  |  Customer Complaints & Feedback Team, Customer &
Corporate Services
West Offices | Station Rise | York YO1 6GA
[7]www.york.gov.uk | [8]facebook.com/cityofyork | [9]@CityofYork
 
 
 
 
Please note the email address you sent your email to, is used only for
sending purposes and not monitored. This means all emails sent to this
address will not be seen by any council officers and will also be deleted.
Please resend your email to [City of York Council request email]
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Dear City of York Council,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of City of York Council's handling of my FOI request 'CYC properties'.

Thank you for this helpful response

May I ask that you check the response regarding properties used over and above West Offices and Hazel court. I am thinking as an example of the IT staff based in back Swinegate, York learning near Aviva and possibly others. These seem to me administrative staff at least.

Thank you

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/c...

Yours faithfully,

Gwen Swinburn

foi@york.gov.uk, City of York Council

Thank you for your email. Please note this is an automatically generated receipt to let you know we have received your email.

As we are all facing unprecedented challenges during the Coronavirus (COVID-19) pandemic, please be aware that we may take longer to respond to your request.

For information:
* The timescale for responding to Freedom of Information Act (FOIA) and Environmental Information Regulation (EIR) requests is up to 20 working days. We will contact you promptly if we need you to clarify your request or an extension to complete a public interest test.

* The timescale for responding to requests for a review, for FOIA or EIR responses, is up to 20 working days. You are also able to contact the Information Commissioner, contact details below:

* The timescale for responding to your rights in relation to personal data eg: subject access to records (SAR) request, is up to 1 month. We will contact you promptly if we require further information from you, or an extension.

* The timescale for responding to requests for a review, of responses to your rights regarding personal data, is up to 1 month. You are also able to contact the Information Commissioner, contact details below:

Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Or email: [email address]<mailto:[email address]> (please include your telephone number in your email)

Regards
Information governance, complaints and feedback team

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
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foi@york.gov.uk, City of York Council

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Dear Ms Swinburn,
 
Thank you for your request for a review of your FOIA Response dated 19^th
August 2020.
 
Due to unforeseeable circumstances there will be a short delay in
providing you with a review response. As I am sure you can understand we
are all facing unprecedented challenges during the Coronavirus (COVID-19)
pandemic, please be aware that we may take longer to respond to your
request.
 
We are continuing to work on your review and will be able to provide a
response to you by 2^nd October.
 
If you remain dissatisfied you can now contact the Information
Commissioner, contact details below:
Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number
Fax: 01625 524 510
Or email: [1][email address] (please include your telephone number)
 
Yours sincerely
 
Regards
 
Contact Point
t: 01904 554556 | e: [2][email address]
 
City of York Council  |  Customer Complaints & Feedback Team, Customer &
Corporate Services
West Offices | Station Rise | York YO1 6GA
[3]www.york.gov.uk | [4]facebook.com/cityofyork | [5]@CityofYork
 
 
 
 
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foi@york.gov.uk, City of York Council

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Dear Ms Swinburn,
 
Following your request dated the 19^th August 2020 I have now completed a
review of the response to your request under the Freedom of Information
Act (FOIA).
 
Please accept the council apologies for the delay in responding.
 
My understanding of your concerns about your response is:
 

* Please check the response regarding properties used over and above
West Offices and Hazel court. I am thinking as an example of the ICT
staff based in back Swinegate, York Learning near Aviva and possibly
others. These seem to me administrative staff at least.

 
Review
 
I shall review your concerns in turn:
 
In the response provided on the 18^th August 2020, the council has
outlined  the councils interpretation of ‘for administrative purposes’ was
for buildings that have the primary role for admin use, and are available
for general use by all council staff.
 
Therefore, the council had not considered the above properties to be for
primary admin use only, however on initial review it appeared these
premises are used for some admin purposes.
 
On further correspondence with the relevant service areas, we have
concluded the premises on Swinegate could be considered available for
admin use. Swinegate is being used for the Housing ICT project for
training, project board meetings, consultancy days, day to day work on the
project. However, I can confirm that this site has restricted access and
is not available for general purpose use and is used by only by the
Housing and ICT team that are involved with the above project.
 
The council can now provide the requested information regarding Swinegate
premises, see below.
 
I can confirm that York Learning previously occupied Rougier House,
however it was used as classrooms only and had no administrative functions
based there. Therefore, this premises is not considered for general admin
use.
 
Therefore, this concern is partly upheld.
 
2^nd Response:
 
2/ Can you also for this year to date and the last two financial years
provide the schedule of properties used by CYC for administrative
purposes, whether we own them or not and the rent/ rates paid.
Swinegate Court East, Swinegate. YO1 7HU
 
See rateable values below in question 4.
 
4/ Finally for each of the buildings used by CYC for admin purposes,
please provide a schedule of when the lease started and rent/rates paid.
The Swinegate site is not under lease agreement but is an internal
recharge between the councils Commercial Properties and Housing.  The
arrangement commenced on 7^th October 2019 and was originally meant to run
until around the end of November 2020 but the project has now been delayed
due to the Covid 19 pandemic.
 
The recharge between the two teams over the last two financial years was:
2018/19 - £0
2019/20 - £12,893.82
 
Recommendations/Conclusions
 
There are other properties that the council uses for defined purposes,
such as children’s centre’s etc. and do not fall under the scope of the
original request. If you wish to make a new request for recorded
information regarding additional properties used by the council please
submit by emailing [1][City of York Council request email]
 
If you remain dissatisfied you can now contact the Information
Commissioner, contact details below:
Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number
Fax: 01625 524 510
Or email: [2][email address] (please include your telephone number)
 
Yours sincerely
 
 
Contact Point
t: 01904 554556 | e: [3][email address]
 
City of York Council  |  Customer Complaints & Feedback Team, Customer &
Corporate Services
West Offices | Station Rise | York YO1 6GA
[4]www.york.gov.uk | [5]facebook.com/cityofyork | [6]@CityofYork
 
 
 
 
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* * * * * * * * *
Help protect the environment! - please don't print this email unless you
really need to.

show quoted sections

We don't know whether the most recent response to this request contains information or not – if you are Gwen Swinburn please sign in and let everyone know.