Agenda and minutes

The Chair welcomed everyone to the first meeting of the Scrutiny Board (City Development) for the municipal year 2007/08.

Jean Dent, Director of City Development, Tom Smith, Head of Performance, City Services and Paul Maney, Head of Performance Management, City Development Department, were introduced to the Board.

To identify items which have been admitted to the agenda by the Chair for consideration.

(The special circumstance shall be specified in the minutes.)

The Chair, in accordance with his powers under Section 100B(4)(b) of the Local Government Act 1972, admitted to the agenda revised performance information under Appendix 1, Agenda Item 11 (Minute No. 8 refers).  This was due to an incorrect version of the performance information previously having been circulated.

To declare any personal/prejudicial interests for the purpose of Section 81(3) of the Local Government Act 2000 and paragraphs 8 to 12 of the Members’ Code of Conduct.

There were no declarations of interest at this point in the meeting, however Councillor Harper declared a personal interest under Agenda Item 10 (Minute No. 10 refers).

Apologies for absence were submitted on behalf of Councillors Dunn and Lobley.

To receive and approve the minutes of the last Scrutiny Board (Development) meeting held on 24^th April 2007.

RESOLVED – That the minutes of the Scrutiny Board (Development) held on 24^th April 2007 be received.

To receive the Executive Board minutes of the meeting held on 16^th May 2007.

RESOLVED – That the minutes of the Executive Board meeting held on 16^th May 2007 be noted.

To note the minutes of the Overview and Scrutiny Committee meeting held on 2^nd April and 16^th May 2007.

RESOLVED - That the minutes of the Overview and Scrutiny Committee meetings held on 2^nd April and 16^th May 2007 be noted.

To consider a report of the Head of Scrutiny and Member Development outlining the arrangements for Scrutiny for 2007/08 and the Scrutiny Board (City Development)’s Terms of Reference.

The Head of Scrutiny and Member Development submitted a report presenting the arrangements for Scrutiny for 2007/08 and the Scrutiny Board (City Development)’s Terms of Reference.

Jean Dent, Director of City Development, commented on the report and  advised Members of the wider functions that now came under her remit. She advised the Board that culture and leisure functions of her Department would be scrutinised by the new Scrutiny Board (Culture and Leisure), although tourism under economic services remained within the portfolio of this Scrutiny Board.

Members commented on and sought further clarification with regard to the functions detailed in Appendix 2 of the report  and in particular those of:

·  Sport and recreation.

·  Environmental management and climate change.

·  Cycling and walking.

·  Leeds Bradford International Airport.

·  Transport.

RESOLVED –

(a)  That the arrangements for Scrutiny and the Scrutiny Board (City Development)’s Terms of Reference be noted.

(b)  That Chief Officers for the City Development Department attend the next meeting of the Board to give brief presentations on their particular service areas

(c)  That each Chief Officer be asked to provide in advance of their presentation a short briefing paper on their roles, responsibilities and an overview of the services provided. These to be circulated by email to all Members of the Board.

(d)  That the Director of City Development circulate by email to all Members of the Board details of:

i)  the Leeds City Region Transport Vision; and

ii)   a breakdown of planning appeals by panel and officer decisions.

(Note: Councillor Monaghan left the meeting at 10.20am during the consideration of this item.)

To consider a report of the Head of Scrutiny and Member Development presenting performance management information relevant to the Board’s portfolio, covering the full 2006/07 year.

The Head of Scrutiny and Member Development submitted a report presenting performance management information relevant to the Scrutiny Board (City Development)’s portfolio, covering the full 2006/07 year.

Jean Dent, Director of City Development, Paul Maney, Head of Performance Management, City Development Department and Tom Smith, Head of Performance, City Services presented the Quarter 4 Performance Report for 2006/07 and responded to queries and comments from the Board.

In brief summary the main issues discussed were:

·  That the figures were for the whole of the city and did not reflect the wide differences in contrasting areas of the city.

·  Indicator CP-ED52 – the increase in the number of international students enrolled at the City’s universities, the problems potential overseas students had in obtaining visas and the marketing of the City.

·  Road traffic accident indicators.

·  Indicator BV-219b/c – Conservation Areas and the lack of staff resources.

·  Data Quality Issues (column 14) and their particular categorisations as either ‘No’, ‘Some’ or ‘Significant’ concerns, in the light of comments expressed at the Overview and Scrutiny Committee, in particular for BV-111 and BV-204.  Members were advised that the categorisation was a reflection on the quality of the data and how robust the information was.

·  Indicator BV-215a – repairs to street lighting – Members were advised that there had been concerns regarding the quality of the information but work had been carried out with SEC to improve the administrative process and now officers were confident that the data was robust and this was no longer a matter of concern.

·  Indicator BV-165 – percentage of pedestrian crossings with facilities for disabled people – Officers advised the Board of the audit currently being undertaken on this indicator referred to in the extract report submitted to Overview and Scrutiny Committee.

·  Pre-application discussions.

·  Planning guidance  on the Internet.

·  Training of Ward Members as well as Plans Panel Members.

The Director of City Development agreed to let Councillor Shelbrooke know whether the updated planning guidance was available on the internet and supply Councillor R Procter with details of accident figures on the A58 Seacroft to Wetherby Road, broken down in to those caused by careless driving and those as a result of a highways issue.

The Chair thanked the officers for attending the meeting.

RESOLVED –

(a)  That the report and appendices be noted.

(b)  That the performance information contained in the revised Appendix 1 to the report be noted.

(c)  That a presentation on prioritisation and progress with regard to introducing 20 mph zones across the city be added to the Board’s Work Programme for July 2007.

(d)  That a representative from the Central Performance Unit be invited to attend the Scrutiny Board meeting when the quarterly performance figures were presented.

(Note: Councillor Shelbrooke joined the meeting at 10.50am during the consideration of this item.)

To consider a report of the Head of Scrutiny and Member Development proposing guidelines for the development of the Board’s work programme, together with a copy of the Forward Plan of Key Decisions pertaining to this Board’s Terms of Reference for the period 1^st June 2007 to 30^th September 2007.

The Head of Scrutiny and Member Development submitted a report outlining the guidelines for the development of a work programme for the Scrutiny Board (City Development) and proposing that the Board make suggestions for issues to be included on the work programme.

Richard Mills, the Principal Scrutiny Adviser, presented the report. 

A Member suggested that the majority of the issues could be grouped under the two themes of Going up a League and Regeneration.

Specific issues identified to be included on the Board’s Work Programme were:

·  Conservation Areas and the resources available to the Conservation Unit to carry out the Council’s legal obligations in reviewing our 60 Conservation Areas, advise developers and residents in Conservation Areas submitting planning applications and give advice to Plans Panels.

·  Support for independent retailers.

·  Examination of Section 106 and Section 278 processes.

·  The supply of one and two bedroom flats in the city, the vacancy levels and how it was ensured appropriate developments had an adequate number of shops, doctors surgeries and dentists.

·  Pinch points in traffic management.

·  20 mph zones – July meeting.

·  BV165 percentage of pedestrian crossings with facilities for disabled people - to receive a report on the outcome of the current audit.

·  The result of the consultation on the city centre area action plan.

·  Progress Report on the transfer of services into City Development department.

·  Performance targets.

·  Progress report on the implementation of the Strategic Review of Planning – September meeting.

·  Local Area Agreement.

·  Leeds Initiative – July meeting.

·  The operation of the Leeds City Market including its vacancy rates and

the future of the Council’s car boot sale on the Cross Green site – September meeting.

·  Town and District Centre Review – possibly December meeting.

·  Progress report on achieving the spend regarding the allocation of £15m from the Local Enterprise Growth Initiative (LEGI).

The Board agreed at this stage not to consider in this municipal year the city region, the Engineering Partnership, the Strategic or Water Asset Management  Plans or issues relating to cycling and walking unless a specific request was submitted

Councillor Harper declared a personal interest during the discussions on this  item as a Member of the Local Enterprise Growth Initiative (LEGI) Board for Inner West.

RESOLVED –

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

(b)  That the issues flagged up as above for inclusion on the Board’s work programme, be noted and that the Chair, in liaison with the Principal Scrutiny Adviser, incorporate these issues into the Work Programme timetable and bring the revised Work Programme back to the July meeting for the Board’s approval.

To note that the next meeting of the Board will be held on 24^th July 2007 at 10.00am with a pre-meeting for Board Members at 9.30am.

RESOLVED – To note that the next meeting of this Board would be held on Tuesday, 24^th July 2007 at 10.00am with a pre-meeting for Board members at 9.30am.

The Chair thanked everyone for their attendance and the meeting concluded at 12.05pm.