Agenda and minutes

Venue: Civic Hall, Leeds, LS1 1UR. View directions

Contact: Peter Marrington (0113) 39 51151  Email: peter.marrington@leeds.gov.uk

Items
No. Item

1.

Election of Chair and Vice Chair pdf icon PDF 51 KB

To undertake a ballot to appoint a Chair and Vice Chair for the 2014/15 municipal year.

Minutes:

The Head of Scrutiny and Member Development submitted a report which outlined arrangements for the appointment of Chair and Vice-Chair of the Board. 

 

It was advised that three Board Members had expressed an interest.  Steve Ilee to stand for Chair and Barry Stanley and Teresa Tucker to stand as Vice Chair.  In the circumstances a ballot was only required for Vice Chair.  Following a vote by those Members present at the meeting, Barry Stanley was elected Vice Chair.

 

RESOLVED – That Steve Ilee be elected Chair of the Board and Barry Stanley be elected Vice Chair of the Board for the 2014/15 municipal year.

 

2.

Exempt Information - Possible Exclusion of the Press and Public

1  To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.

 

2  To consider whether or not to accept the officers recommendation in respect of the above information.

 

3  If so, to formally pass the following resolution:-

 

RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information 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 press and public were present there would be disclosure to them of exempt information, as follows:

 

   No exempt items have been identified.

Minutes:

No exempt information had been identified.

 

3.

Late Items

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

 

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

Minutes:

There were no late items.

 

4.

Apologies for Absence

To receive any apologies for absence.

Minutes:

Apologies for absence were submitted by Allan Gibson, Teresa Tucker and Maddie Ullah.

 

5.

Minutes - 10 March 2014 pdf icon PDF 119 KB

To confirm as a correct record, the minutes of the meeting held on 10 March 2014.

Minutes:

RESOLVED – That the minutes of the meeting held on 10 March 2014 be approved as a correct record.

 

6.

Matters arising

Minutes:

The following matters arising were noted:

 

·  Board Members contact details to be forwarded to all Members of the Board.

·  The Board to be provided with a report back of all recommendations from previous inquiries, details of whether they had been delivered and their recommendation status.

·  Clarification sought regarding reimbursement of expenses.  Work was ongoing to align new arrangements.  Board Members were advised to contact local involvement teams until new arrangements were in place.

 

7.

Tenant Scrutiny Board - Terms of Reference pdf icon PDF 58 KB

To receive a report from the Head of Scrutiny and Member Development to agree the Board’s terms of reference.

Minutes:

The Head of Scrutiny and Member Development submitted a report which presented the draft terms of reference for the Tenant Scrutiny Board.

 

RESOLVED – That the draft terms of reference be approved.

 

8.

Tenant Scrutiny Board - Procedure Rules pdf icon PDF 80 KB

To receive a report from the Head of Scrutiny and Member Development to agree the Board’s Procedure Rules.

Minutes:

The Head of Scrutiny and Member Development submitted a report which presented the draft procedure rules for Tenant Scrutiny Board.

 

The key areas of discussion were:

 

·  A proposal for quorum of the Board to be 50% plus 1 of the Board’s membership. 

·  A proposal that the Board meets on a monthly basis with the potential for additional meetings dependent on the nature of the inquiries undertaken. 

·  Clarification regarding transparency and openness of information and whether arrangements were in place for Board Members to access confidential information, particularly financial and performance information.  Members were advised that most financial and performance information was publically available, however there were some examples, e.g. commercially sensitive information, that was not available to Board Members.  This information was disclosed on a need to know basis.

 

RESOLVED –

 

(a)  That the draft procedure rules be approved

(b)  That quorum for the Board be 50% plus 1 of the Board’s membership

(c)  That the Board meets on a monthly basis with the potential for additional meetings dependent on the nature of the inquiries undertaken

(d)  That a footnote be added to the procedure rules to confirm that when used the term Scrutiny Board refers to the Tenant Scrutiny Board.

 

9.

Protocol between the Tenant Scrutiny Board and Scrutiny Board (Housing and Regeneration) pdf icon PDF 67 KB

To receive a report from the Head of Scrutiny and Member Development to agree a protocol between the Tenant Scrutiny Board and Scrutiny Board (Housing and Regeneration).

Minutes:

The Head of Scrutiny and Member Development submitted a report which presented a protocol between the Tenant Scrutiny Board and Scrutiny Board (Housing and Regeneration).

 

It was suggested that an amendment be made to the protocol under the heading ‘The role of the Tenant Scrutiny Board’ to read as follows ‘The role of the Tenant Scrutiny Board is to provide independent, customer led and focussed scrutiny which will robustly challenge policy practice and performance to ensure that Leeds City Council provides a high quality housing service that retains tenants at the heart of the organisation.’

 

RESOLVED – That subject to the above amendment, the protocol between the Tenant Scrutiny Board and Scrutiny Board (Housing and Regeneration) be approved.

 

10.

Learning and Development pdf icon PDF 53 KB

To consider a report from the Head of Scrutiny and Member Development on proposed training.

Additional documents:

Minutes:

The Head of Scrutiny and Member Development submitted a report which presented an opportunity for Board Members to consider learning and development options.

 

The Chair welcomed to the meeting, Tim Young, Independent consultant and trainer, to outline the various options for consideration.  These included;

 

·  Topic selection and work programming

·  Scoping and carrying out a scrutiny review

·  Questioning and listening skills

·  Assessing information, drawing conclusions and drafting effective recommendations.

 

The key areas of discussion were:

 

·  Identifying possible topics for inclusion in the work programme, including key performance and financial information relevant to the Board.  In addition, reference was made to minutes of Housing Advisory Board and other key information sources, which could be used to help inform the Board’s work programme.

·  Suggestion that the next meeting be used primarily as a training session to facilitate discussion around possible topics and sources of work for inclusion in the Board’s work programme.

 

RESOLVED – That the next meeting of the Board be used primarily as a training session to facilitate discussion around possible topics and sources of work for inclusion in the Board’s work programme.

 

11.

Meeting Venues pdf icon PDF 62 KB

To consider a report from the Head of Scrutiny and Member Development on meeting venues.

Minutes:

The Head of Scrutiny and Member Development submitted a report which presented options for the consideration of future meeting venues.

 

Members emphasised the importance of meeting venues that were publically accessible and where there were adequate parking facilities.  In view of this, Peter Marrington, Head of Scrutiny and Member Development, undertook to enquire about parking provision for Board Members at the Rosebowl car park, adjacent to the Civic Hall.  In addition, Lorna Bustard, Community Engagement and Inclusion Manager, undertook to investigate other suitable meeting venues across the city that met the above criteria.

 

RESOLVED –

 

(a)  That the Board for its initial meetings endorses the principle of holding formal Board meetings at the Civic Hall, subject to clarification regarding parking arrangements for Board Members at the Rosebowl car park and that these meetings be supplemented by city wide visits when gathering inquiry evidence. 

(b)  That the Board investigates other suitable meeting venues across the city that met the above criteria.

 

12.

Schedule of Future Meeting Dates pdf icon PDF 49 KB

To agree a schedule of future meeting dates and possible agenda items.

Minutes:

Board Members were advised that the next meeting would be used primarily as a training session to facilitate discussion around possible topics and sources of work for inclusion in the Board’s work programme.

 

(The meeting concluded at 3.00pm)