Agenda and minutes

RESOLVED – That the public be excluded from the meeting during the consideration of the following parts of the agenda designated as exempt on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present there would be disclosure to them of exempt information so designated as follows:-

(a)  Appendix 3 to the report referred to in Minute No. 130 under the terms of Access to Information Procedure Rule 10.4(3) and on the grounds that the information contained within the Appendix relates to the proposed share of procurement costs between Leeds City Region (LCR) partner local authorities.  It is in the public interest not to disclose this information at this stage as sensitive negotiations are taking place with all LCR partner authorities and disclosing information that relates to the financial or business affairs of other local authorities, at a time when all authorities face budget pressures, could have a negative impact upon such negotiations. 

(b)  Appendix 2 to the report referred to in Minute No. 132 under the terms of Access to Information Procedure Rule 10.4(3) and on the grounds that the information within the Appendix contains details relating to the financial or business affairs of any particular person (including the authority holding that information), which if disclosed to the public would, or would be likely to prejudice the commercial interests of that person or of the Council. 

There were no interests declared at this stage of the meeting, however, an interest was declared later in the meeting (Minute No. 129 refers).

RESOLVED – That the minutes of the previous meeting held on 7^th November 2012 be approved as a correct record.

The Director of Public Health submitted a report outlining the key issues impacting upon the health and wellbeing of the residents of the Hyde Park area in respect of the role of the Council as the lead organisation to improve health and reduce health inequalities locally. In addition, the report highlighted how the availability of the green space provided by Victoria Road playing fields was central when considering the needs of the community.  The submitted report was in response to the issues raised by the deputation presented to Council on 12th September 2012 by the Hyde Park Olympic Legacy Committee. 

RESOLVED – That following receipt of concerns which related to the submitted report, the consideration of this matter be deferred to a future Executive Board meeting, in order to enable further work to be undertaken to address such concerns.

The Director of Resources submitted a report presenting the Council’s initial budget proposals for 2013/2014. Such proposals were within the context of developing a longer term financial plan for the Council, as the report also set out how resources would be aligned to the Council’s “Best Council” ambitions for the 4 year period up to 2016/2017.

Members highlighted the difficult decisions which would need to be taken in order to achieve the proposed budget, and emphasised the constructive and collective approach which needed to continue in order to address those issues that the current financial situation posed.

Emphasis was placed upon the need for the consultation exercise which accompanied the budget setting process to be genuine, with the outcomes from it being reflected within the final proposals wherever possible. Following a Member’s enquiry, the Board received clarification on the Council’s expected levels of funding which would be received from Government for 2013/14.

In conclusion, the Chief Executive highlighted the value of the consultation exercise which would continue in respect of the budget proposals, and formally thanked all Council employees for their continued efforts during the current challenging climate. 

RESOLVED – That the contents of the submitted report be agreed as the initial budget proposals, and that approval be given to the proposals being submitted to Scrutiny for consideration and also for the proposals to be used as a basis for wider consultation with stakeholders.

(Under the provisions of Council Procedure Rule 16.5, Councillors A Carter and Golton required it to be recorded that they both abstained from voting on the decisions taken above)

(The matters referred to within this minute were not eligible for Call In, as decisions regarding the Council’s budget were ultimately reserved to Council)

The Director of Resources submitted a report presenting the Council’s projected financial health position for 2012/2013 after seven months of the financial year.

RESOLVED – That the projected financial position of the authority after seven months of the financial year be noted.

The Assistant Chief Executive (Customer Access and Performance) submitted a report presenting a summary of the quarter one and two performance data for 2012/2013, and which provided an update upon the progress made in delivering the Council Business Plan 2011-15 and City Priority Plan 2011-15.  In addition, the report highlighted the Council’s key performance issues.

Responding to a Member’s enquiry, the Board received an update on the current protocol regarding the Children’s Services Ofsted inspection procedure.

RESOLVED –

(a)  That the progress made in delivering the Council’s priorities, as well as the ongoing performance issues identified within the submitted report be noted. 

(b)  That the current target for percentage of service users and carers with control over their own care budget be amended to 70%, in line with the revised national target. 

(c)  That the target for library usage be revised to 2,800,000, in line with national and core city trends.

Further to Minute No. 72, 5^th September 2012, the Director of Resources submitted a report inviting the Board to make a recommendation to Council regarding the formal adoption of a Local Council Tax Support Scheme by 31st January 2013. The report provided a range of scheme options which reflected both the feedback received from the consultation undertaken and also the budget position facing the Council.

RESOLVED –

(a)  That the information contained within the submitted report be noted, and that Council be recommended to adopt a local Council Tax Support scheme that:

·  Protects vulnerable groups, as set out within paragraphs 3.6 a) and b) of the submitted report;

·  Continues the current local scheme of disregarding in full Armed Forces Compensation Payments;

·  Provides additional funding to cover the cost of protecting these vulnerable groups; and

·  Reduces support for the remaining working age customers by a set percentage (currently estimated between 17% and 19%) for the remaining working age customers with the intention of containing overall scheme spend so that it does not exceed Government funding plus the additional funding for protected groups.

(b)  That the report to Full Council be updated with a final figure for the percentage reduction for non-protected working age customers that reflects the Government Funding decision following the Autumn Statement and Local Government Settlement announcement in December 2012.

(c)  That the report to Full Council be updated with the outcome of the consultation on the Second Adult Rebate scheme.

(Councillor A Carter declared an Other Significant Interest in respect of this matter, due to the fact that his step daughter was in receipt of Council Tax Benefit)

The Director of Environment and Neighbourhoods submitted a report providing an update on the Leeds City Region (LCR) Business Case for the long term delivery of the Green Deal, for which Leeds City Council had acted as the anchor authority. In addition, the report recommended the authorisation of expenditure to procure a framework of Green Leeds providers and also to create a local Green Deal loan fund.

Responding to a Member’s suggestion on the potential for the scheme’s set up costs to be factored into the financial model, which could enable the initiative to become cost neutral to the Council, officers advised that although a final decision on this matter was yet to be taken, it was confirmed that factoring in such costs may make the scheme less competitive.

Members highlighted the proposed 7.5% interest rate on the associated loan to householders, and requested that further work was undertaken around this matter, in order to ascertain whether there were any alternative options available, with such information being submitted to the Board in due course.

Following consideration of Appendix 3 to the submitted report, designated as exempt under Access to Information Procedure Rule 10.4 (3), which was considered in private at the conclusion of the meeting, it was

RESOLVED –

(a)  That the LCR Business Case, be endorsed.

(b)  That the use of the LCR Investment Fund be promoted in order to provide the initial circa £1,750,000 of revenue expenditure required to procure a Green Deal partner and subsequently to provide up to circa £59,000,000 of capital investment for loans.

(c)  That if the LCR Investment Fund is not available for either the revenue or capital requirements, then assurance be provided that Leeds City Council will contribute a share of the investment needed, subject to other participating authorities also committing a share of the investment.  With this matter being clarified in the further Executive Board reports, in line with resolution (g) below. 

(d)  That approval be given for Leeds to continue to be the anchor authority for the forthcoming procurement.

(e)  That approval be given to Leeds committing a minimum of 6,000 homes to the procurement exercise, subject to other LCR authorities committing a further 6,000 properties.

(f)  That other LCR authorities be encouraged to sign a Memorandum of Understanding, committing them to this collective approach.

(g)  That a further report be submitted to the Board in late spring 2013, which will update Executive Board on learning from the Green Deal Demonstrator, detail the progress made on the LCR Investment Fund, provide information on the progress made with the sign up of LCR authorities to a joint procurement and the establishment of a detailed and fully costed procurement timetable, whilst also considering any potential alternatives in respect of the proposed 7.5% interest rate on the associated loan to householders.

The Director of Environment and Neighbourhoods submitted a report setting out the response to recommendation 20 of the recent Inquiry undertaken by Scrutiny Board (Safer and Stronger Communities) into Fuel Poverty. The recommendation suggested that the Director of Environment and Neighbourhoods should take a lead on undertaking a cost-benefit and risk analysis for the Council to bulk purchase domestic heat fuel for householders. In addition, the report provided an update on the proposed bulk fuel purchasing grant submission that had been submitted to the Department of Energy and Climate Change (DECC), in partnership with CO2 Sense.

The Executive Member for Environment thanked the Scrutiny Board (Safer and Stronger Communities) for all of the work which it had undertaken on this issue.

RESOLVED – That the funding application which has been submitted to DECC to deliver a bulk fuel purchasing scheme for Leeds be supported.

The Director of Environment and Neighbourhoods submitted a report setting out the progress made in respect of the development of plans to enhance and improve the Arnold and Marjorie Ziff Tropical World in Roundhay Park. In addition, the report detailed proposals to phase the works, set out a programme for implementation of the proposals and sought approval for the injection of further money into the Capital Programme, which would be funded via prudential borrowing.

The Board thanked the Ziff family for their continued and valued contribution towards the artistic and cultural development of the city.

Following consideration of Appendix 2 to the submitted report, designated as exempt under Access to Information Procedure Rule 10.4 (3), which was considered in private at the conclusion of the meeting, it was

RESOLVED –

(a)  That approval be given to the following improvements at Tropical World:

·  Development of a new entrance space and bespoke education / children’s zone.

·  Provision of the new crocodile enclosure.

·  Construction of café extension.

·  Development of the new aquarium.

·  Enhancement of the nocturnal zone.

·  New interpretation and educational information.

·  New toilet and baby changing facilities.

(b)  That the positive feedback received from the consultation process be noted, along with the endorsement it provides for the proposals included within the submitted report.

(c)  That the increase in the provisional cost estimate for this scheme be noted, and that approval be given to the injection of a further £120,000 into capital scheme 16504 000 000.

(d)  That the proposals to split the capital project into two distinct phases, in order to facilitate the commencement of capital improvements in the 2012/13 financial year be supported, and that the necessary authority required to spend £60,000 against capital scheme 16504 000 000 in the 2012/13 financial year, be approved.

(e)  That a subsequent Design and Cost Report be submitted to Executive Board upon the completion of the detailed design work associated with phase 2 of this scheme for further comment and approval. 

The Director of Environment and Neighbourhoods submitted a report providing information on the Queen Elizabeth II Fields Scheme, the principal objectives of it and the associated nomination process. In addition, the report detailed the opportunities within the Parks and Countryside service to develop volunteering, highlighted the positive impacts of such volunteering and detailed the growth in corporate volunteering facilitated by the service. The report also sought approval to submit nominations for a selection of sites vested within Leeds City Council for inclusion within the Queen Elizabeth II Fields Scheme.

A request was made that consideration be given to the utilisation of the LDF Core Strategy as a means of ensuring that all playing fields held by the Council were designated as having a similar protected status.  In addition, responding to a Member’s enquiry regarding the proposed boundaries for the West Park playing fields application, officers undertook to look into the matter as to whether the boundaries could be extended to incorporate the greenspace immediately next to the centre.

RESOLVED - That the content of the submitted report be noted, and that the nomination of the selected sites for inclusion within the Queen Elizabeth II Fields Trust Scheme be approved, subject to the outcomes of the further consideration to be given to the West Park application, as discussed during the meeting.

(The matters referred to within this minute were not eligible for Call In, as the deadline for nominations to the Queen Elizabeth II Fields Trust scheme was the 31st December 2012. Therefore, the decision relating to this matter was considered to be urgent, as any delay would seriously prejudice the Council’s ability to successfully nominate the sites)

The Director of Environment and Neighbourhoods submitted a report outlining the background to Ash Dieback (Chalara Fraxinea) and highlighted the potential impact of the spread of the disease in Leeds.

Responding to a Member’s specific enquiries, the Board received an update on the current situation of the trees at Water Haigh Park and also in respect of the potential to sell the wood from infected trees as firewood.

RESOLVED – That the contents of the submitted report be noted.

The Director of City Development submitted a report responding to the deputation presented to Council on 12th September 2012 from Burley Park Residents regarding the preservation of Yorkstone paving in highways. In addition, the report considered similar concerns to those of the Burley Park Residents’ Group which had been received in relation to other areas of the city. 

Prior to the meeting, Board Members had received copies of correspondence which had been submitted by local residents in respect of this issue for their consideration.

Responding to the issues raised by the deputation and the contents of the submitted report, Members emphasised the value of such matters being resolved at a local level, whilst also highlighting the importance of effective consultation together with Ward Member engagement.

RESOLVED - 

(a)  That the contents of the submitted report be noted.

(b)  That the concerns of residents be acknowledged.

(c)  That additional resident engagement be undertaken on the remaining 2012/13 planned maintenance schemes which contain stone products and that the progress of those schemes be delayed until such engagement has concluded.

(d)  That greater Elected Member and resident engagement be undertaken in a timely fashion at the planning stage and prior to the commencement of works on streets outside of conservation areas which contain stone products. This will be before any planned maintenance is undertaken.

(e)  That an appropriate accounting mechanism be established for the reclamation and re-use of natural stone highway materials which are removed and/or replaced within the highway.

Further to Minute No. 13, 20^th June 2012, the Director of Environment and Neighbourhoods submitted a report providing an update on the consultation undertaken on the draft Tenancy Strategy and how responses to the consultation had been taken into account in developing a final version of the Tenancy Strategy, which was presented for the purposes of formal approval.

In introducing the report, the Executive Member for Neighbourhoods, Planning and Support Services advised that it was intended for a report to be submitted to a future Board meeting regarding the Council’s use of the private rented sector.

The Director of Environment and Neighbourhoods highlighted a minor amendment proposed to be made to the Strategy document, namely that, in paragraph 8, the minimum length of a private rented tenancy should read 24 months, rather than 12.

RESOLVED –

(a)  That the outcome of the consultation exercise undertaken on the draft Tenancy Strategy be noted.

(b)  That the Tenancy Strategy, as appended to the submitted report, be approved subject to the inclusion of the minor amendment to paragraph 8, as detailed above. 

Further to Minute No. 13, 20th June 2012, the Director of Environment and Neighbourhoods submitted a report setting out proposed changes to the Council’s Lettings Policy, as required by the Localism Act 2011 and outlining proposals which would enable the Council to assist social housing tenants affected by forthcoming Welfare Reform changes. In addition, the report provided an update on the interim measures being taken within the scope of the current Lettings Policy to support tenants affected by Welfare Reform and to mitigate, as far as possible, the impact upon tenants and the Council.  The report also detailed the timescales for the implementation of a new Policy and sought approval for the proposed consultation process.

In discussing the report, the Board considered the current 25% ‘Date of Registration’ quota, a Member placed specific emphasis upon the need for housing stock to be managed in a localised manner and a suggestion was made that further work was undertaken in respect of the housing waiting list, in order to identify those with a genuine need.

In conclusion, it was noted that the comments made during the consideration of the report would be fed into the associated consultation process and the Board thanked the Housing Support Team for their ongoing work in this field.

RESOLVED –

(a)  That the contents of the submitted report, together with the actions being taken to support tenants affected by the changes to housing benefit, be noted. 

(b)  That an Equality Impact Assessment be undertaken on the potential impact of the proposed letting policy changes.

(c)  That the proposals contained within the submitted report be consulted upon, with a view to a revised Lettings Policy being prepared by March 2013. (Following the resolution of Council in November 2012, a cross party working group will be established to oversee and inform the consultation process).

(d)  That the Director of Environment and Neighbourhoods prepare a report for the March 2013 Executive Board setting out the results of the consultation exercise, detailing an equality impact assessment and seeking approval for the implementation of the revised Lettings Policy.

The Director of Environment and Neighbourhoods submitted a report providing information on the results from the recent West Yorkshire Police and Crime Commissioner elections, which included details of the winning candidate’s key pledges. In addition, the report highlighted the ongoing work which was being undertaken to prepare the city for potential changes to local partnership, scrutiny and commissioning arrangements.

Members discussed the scrutiny function which would operate as part of the new arrangements.   

RESOLVED –

(a)  That the contents of the submitted report be noted.

(b)  That further updates be provided to the Board, as and when appropriate, on the implications to Leeds arising from the appointment of Mr. Mark Burns-Williamson as the West Yorkshire Police and Crime Commissioner.

The Assistant Chief Executive (Customer Access and Performance) submitted a report setting out the key issues arising from the review of area working arrangements which had been undertaken, having regard to the agreed aspirations set out in the locality working design principles and the emerging ‘Best City’ and ‘Best Council’ ambitions. In conclusion, the report sought approval to a number of recommendations which would further develop and embed locality working in Leeds.

Members highlighted the potential role for Town and Parish Councils with respect to localised decision making, considered issues regarding the optimum number of Wards which an Area Committee should cover and emphasised the importance for those services which were delegated to be genuinely delivered locally. In addition, the Board highlighted the importance of ensuring that the correct balance was struck between the formalities around the Committees’ decision making processes, whilst also ensuring that the Committees were flexible enough to prioritise and respond to local issues in a timely manner.

RESOLVED –

(a)  That the commitment and ambition to drive forward a step change in locality working with the role of Area Committees being key to ensuring more locally responsive and accountable services, be endorsed and supported.

(b)  That the development of more locally responsive and accountable services generally be endorsed and supported and that priority action in the following areas be agreed, with further reports being prepared on how these services can be more locally focused or delegated:

·  Youth services

·  Neighbourhood planning

·  Employment and skills

·  Local parks and green space

·  Local highways maintenance

(c)  That the principle of Area Committee Members taking an "Area Lead" approach on a specific area of Council policy or business, to provide Area Committee based leadership on key issues, be supported.

(d)  That the Board further supports the Area Lead working closely with the relevant Executive portfolio holder and the relevant Director on issues to better align city wide and local policy making, share best practice and help embed the locality working design principles.

(e)  That a detailed proposal for the introduction of the Area Lead role be prepared for agreement and implementation in the new municipal year.

(f)  That partnership structures be mapped in each of the three administrative areas with roles, responsibilities and links documented, discussed and agreed with Area Committees and area leadership teams.  With each Area Committee agreeing who represents them on each partnership body.

(g)  That the proposal for Area Committees to forge links and develop good working relationships with the new Clinical Commissioning Groups (CCGs) to exploit opportunities for collaboration within the health and wellbeing agenda, be supported.

(h)  That Member Management Committee be requested to review the mechanism for appointing Elected Members to Children’s Services clusters.

(i)  That the outcome of the review of locality-based funding arrangements be noted, and that the Board commits to the continued allocation of the well-being grant as per existing arrangements (a ratio of 50:50 in terms of population and deprivation), with further thought being given to how new funding regimes  ...  view the full minutes text for item 139.

The Director of Children’s Services submitted a report advising of the new arrangements for Schools Funding which were scheduled to come into effect from April 2013 and which sought approval for the introduction of a new simplified formula to fund Leeds schools, including Academies. In addition, the report outlined the decisions of the Schools Forum in respect of the de-delegation of services to schools and the provision of a growth fund intended to support those schools which had expanded due to increased admission limits. Finally, the report advised of the Schools Forum decision to support the continued funding of School based Children’s Services Clusters at £5,200,000 per year over the next three years.

Responding to a Member’s specific enquiry regarding changes to the funding arrangements for split site schools, officers undertook to provide the Member in question with further information on this issue outside of the meeting.

Having discussed matters relating to Children’s Services clusters, Members highlighted the vital role played by Elected Member representation on each cluster.

RESOLVED -

(a)  That the decisions of the Schools Forum regarding the de-delegation of newly delegated services, and the wish to establish a growth fund, be noted.

(b)  That the decision of the Schools Forum to support the continued funding for Children’s Services Clusters from the Dedicated Schools Grant at £5,200,000 per year over the next three years, be noted.

(c)  That the simplified funding formula, as approved by the Schools Forum on 25th October 2012, be approved.

Further to Minute No. 42, 18^th July 2012, the Director of Children’s Services submitted a report providing details of the outcome of the public consultation exercise undertaken on proposals regarding the expansion of primary school provision across the city and which made a series of recommendations regarding the next steps for each of the proposals.

In presenting the report, the Executive Member for Children’s Services confirmed that any proposals regarding Tranmere Park Primary School had been put on hold, in order to enable further work to be carried out on this matter, prior to it being submitted to Executive Board for formal consideration.

Members highlighted the scale of the challenge which faced the Council in respect to its statutory requirements around school place provision. In response, it was confirmed that this report was one of a number aimed at tackling the issue which would be submitted to the Board in due course, whilst Members were also reassured that an all party working group had been tasked with considering matters in respect of basic need requirements, and that this together with the multi-directorate approach now being taken, looked to ensure that all wider implications arising from this issue were being addressed.

In conclusion, Members highlighted the need to ensure that developers made appropriate contributions towards the provision of schools and the need for Elected Members to be fully briefed on such matters.

RESOLVED –

(a)  That the publication of a statutory notice for the expansion of Little London Primary School from 210 to 630 pupils be approved.

(b)  That the publication of a statutory notice for the expansion of Rufford Park Primary School from 210 to 315 pupils be approved.

(c)  That the publication of a statutory notice for the expansion of Sharp Lane Primary School from 420 to 630 pupils be approved.

(d)  That further work be undertaken in relation to the proposal to expand Tranmere Park Primary School, prior to further consideration by Executive Board.

Further to Minute No. 43, 18^th July 2012, the Director of City Development and the Director of Children’s Services submitted a joint report providing an update upon the activity being undertaken by the Council to deliver the Skills element of the City Deal.  Specifically, the report provided details of the work undertaken to deliver three key elements, namely, the Leeds Apprenticeship Training Agency, the Apprenticeship Hub and the Devolved Youth Contract.

Responding to enquiries regarding a challenge which Members had been set aimed at encouraging Small and Mediums Enterprises (SME’s) in their Ward to engage with apprenticeships, the Board was provided with an update on the actions being taken to raise SMEs’ awareness of the initiatives in place to make apprenticeships more accessible. Emphasis was also placed upon the ways in which Elected Members could raise the profile of apprenticeships via their other roles, such school governorships.

With regard to the statistics within the submitted report around the number of young people across the city in receipt of unemployment benefits and those categorised as Not in Education, Employment or Training (NEET), officers undertook to ensure that Board Members were provided with the latest figures at the earliest opportunity.

RESOLVED –

(a)  That the progress on implementing the current activity under the Skills element of the City Deal, be noted.

(b)  That the programme of activity developed through the Apprenticeship Training Agency and the Apprenticeship Hub to increase the number of apprenticeship opportunities, be supported.

(c)  That the programme of activity developed to support young people re-engage with education, employment and training through the devolved Youth Contract, be supported.

(d)  That in principle support be given to seeking further freedoms and flexibilities and resources to facilitate the development of local skills programmes to aid the implementation of the Leeds Growth Strategy in the context of the emerging Leeds City Region Skills Plan. 

Further to Minute No. 65, 7^th September 2012, the Director of Adult Social Services submitted a report seeking authority to commit expenditure to fund the rebuilding of the Rothwell Fulfilling Lives Centre (West building) on Holmsley Lane, Woodlesford.

The Board welcomed the proposals detailed within the submitted report, whilst the Executive Member for Adult Social Care thanked all officers who had been involved in the development of this project.

RESOLVED –  

(a)  That the progress being made city wide on the modernisation of day services for adults with learning disabilities and the positive feedback being received from customers and their carers, be noted.

(b)  That the plan to replace the existing Rothwell Fulfilling Lives (West) with a new build facility on the same site, rather than refurbishing the existing building as had been originally planned, be noted.

(c)  That the authority to spend a total of £2,025,000 for this development, be approved.

Further to Minute No. 195, 10^th February 2012, the Director of Adult Social Services submitted a report which introduced the Leeds Local Account of Adult Social Care Services for its citizens. In addition, the report highlighted the requirement for Local Authorities to produce a Local Account and provided an explanation of the new responsibilities placed upon Councils, and the Local Account’s contribution towards enhancing local accountability to the public and as a tool to support sector led service improvement. Finally, the report offered a highlighted summary of the main areas of achievement for Adult Social Care and indicated some areas of service identified within the Leeds Local Account as requiring further development to sustain or improve performance.

The Board welcomed the content of Leeds’ Local Account for 2012/2013, whilst the Executive Member for Adult Social Care thanked all officers who had made a contribution towards it.

RESOLVED –

(a)  That the contents of the Local Account for Leeds, entitled “Better Lives Explained”, as appended to the submitted report, be noted.

(b)  That the Local Account for Leeds be referred to the Scrutiny Board (Health and Wellbeing and Adult Social Care) for the Board’s oversight of performance.

DATE OF PUBLICATION:  14^TH DECEMBER 2012

LAST DATE FOR CALL IN

OF ELIGIBLE DECISIONS:    21^ST DECEMBER 2012 (5.00P.M.)

(Scrutiny Support will notify Directors of any items called in by 12.00 p.m. on 2^nd January 2013)