Agenda and draft minutes

Scrutiny Board (Strategy and Resources) - Monday, 28th March, 2022 10.00 am

Venue: Civic Hall, Leeds, LS1 1UR

Contact: Rob Clayton (0113 37 88790)  Email: robert.clayton@leeds.gov.uk

Link: to View Meeting Recording

Items
No. Item

65.

Appeals Against Refusal of Inspection of Documents

To consider any appeals in accordance with Procedure Rule 25* of the Access to Information Procedure Rules (in the event of an Appeal the press and public will be excluded).

 

(* In accordance with Procedure Rule 25, notice of an appeal must be received in writing by the Head of Governance Services at least 24 hours before the meeting).

Minutes:

There were no appeals against refusal of inspection of documents.

66.

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:

There were no exempt items.

 

67.

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.

 

68.

Declaration of Disclosable Pecuniary Interests

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-16 of the Members’ Code of Conduct.

Minutes:

No declarations of interests were made at the meeting.

 

69.

Apologies for Absence and Notification of Substitutes

To receive any apologies for absence and notification of substitutes.

Minutes:

Apologies were received from Cllr A Scopes, Cllr B Flynn, Cllr J Heselwood (with Cllr J Lennox substituting) and Cllr S Seary.

 

70.

Minutes - 14 February 2022 pdf icon PDF 181 KB

To confirm as a correct record, the minutes of the meeting held on 14 February 2022

Minutes:

RESOLVED – That the minutes of the meeting held on 14th February 2022, be approved as a correct record.

 

The Principal Scrutiny Adviser gave the following updates:

 

Minute 59 – Board members were informed that staff sickness information discussed in January and February has now been circulated.

 

Minute 59 – An update was provided on the staff inclusion item considered in January and specifically in reference to the grievance policy/zero tolerance issue that was discussed. The PSA advised that discussion is ongoing with colleagues in legal and HR.

 

Minute 60 – An update was provided to members on the letter to CLT on the Contact Centre, it was confirmed that this was issued on 25 March.

 

Minute 60 – The PSA noted the intention to return to the contact centre item in 2022/23, subject to agreement from the successor board.

 

It was also noted that this meeting was the final meeting that Rob Clayton would be supporting as Principal Scrutiny Adviser due to the end of secondment arrangements, with thanks given from the board.

 

71.

Leeds 2023 Update pdf icon PDF 373 KB

To consider an update report from the Chief Officer, Culture and Economy setting out the role culture can play in recovery from the Covid-19 pandemic and highlighting the significant milestone and linked opportunities for Leeds that will arise from the Year of Culture in 2023. This follows an item considered by the Board in October 2021.

Minutes:

This item provided an update report from the Chief Officer, Culture and Economy setting out the role culture can play in recovery from the Covid-19 pandemic and highlighting the significant milestones and linked opportunities for Leeds that will arise from the Year of Culture in 2023. This follows an item considered by the Board in October 2021.

 

In attendance at the meeting were:

·  Cllr Jonathon Pryor – Deputy Leader of Council and Executive Member for Economy, Culture and Education

  • Eve Roodhouse Chief Officer Economy & Culture
  • Abigail Scott Paul Director of External Relations Leeds 2023
  • Kully Thiarai Creative Director and CEO Leeds 2023 (remote attendance)

 

The Chief Officer Economy & Culture introduced the report informing Board Members of the following points:

 

  • The report aimed to respond to issues raised by Board members in October 2021.
  • The report sets out key principles associated with Leeds 2023 and in particular those associated with enhanced community engagement, accessibility to all residents and geographical reach which were features of member feedback when the item was last considered by Strategy & Resources Scrutiny Board.
  • In addition, the report provides a focus on city readiness structures which have been established since October 2021. This is a significant governance development and provides the structure through which Leeds 2023 will be delivered as 2023 nears. The key elements of the ‘readiness structure’ are as follows; The City Readiness Board itself (Chaired by Director of City Development, Martin Farrinton), the Visitor Welcome and Strategic Marketing Sub- Group (chaired by Belinda Eldridge, Head of Service Destination Marketing and International Relations), the Planning & Feasibility Sub-Group (chaired by Phil Evans, Chief Officer Operations and Active Leeds) and the Young People, Education & Skills Sub- Group (Chaired by Martyn Long, Head of Service Employment and Skills).
  • The report also highlights how Leeds 2023 will be evaluated with The Audience Agency and research partner Centre for Cultural Value at the University of Leeds appointed as evaluators for Leeds 2023.
  • In addition, the latest funding and sponsorship position is provided highlighting that £3.2m of match funding has been secured to date.
  • Kully Thiarai also provided an update on recent and planned activity focussing on volunteers, skills development and volunteering legacy following Leeds 2023.
  • Kully provided details on national and international developments including an event with the British Library to showcase activity in Leeds to over 130 stakeholders in London with the aim of developing fundraising opportunities and to develop creative partnerships.
  • Kully also highlighted challenges linked to Covid-19 and its impact on retention, recruitment and availability of staff and impacts on community events in terms of availability of key individuals. Despite this the aspiration remains to deliver a transformative and ambition year of Culture in Leeds in 2023.

 

Responding to questions from Members, the Board were provided with the following information:

 

  • Linked to a query about the 33 Community Hosts, members were informed that recruitment to these roles will be on the Leeds 2023 website and through the YEP as well as through outreach to communities and through  ...  view the full minutes text for item 71.

72.

Future Waste Strategy Inquiry - Summary of Evidence pdf icon PDF 172 KB

To consider a report from the Head of Democratic Services that sets out a summary of evidence following consideration of this work item by the Board in October and November 2021. This item also notes the intention to continue this work in municipal year 2022/23.

Additional documents:

Minutes:

The Head of Democratic Services presented a report setting out a summary of evidence following consideration of this work item by the Board in October and November 2021. This item also notes the intention to continue this work in municipal year 2022/23.

 

In attendance for this meeting were:

·  Cllr Mohammed Rafique– Executive Member for Environment & Housing

·  John Woolmer – Chief Officer Environmental Services

 

In response to Members questions and comments the Board were provided with the following information:

 

  • Further scrutiny work in the next municipal year would be welcome as there are a number of key pieces of work being undertaken by Environmental Services at the moment. A composition analysis has now been completed which looks at the content of black and green bins and analysis of that is now underway. It is anticipated that this will have a significant impact on strategy development particularly around amounts of glass and food materials that are in the bins. A further piece of work is a carbon impact analysis both in terms of the service and the vehicles it operates but also, and perhaps more importantly, an assessment of carbon impact of different waste streams. This will enable analysis of green bin content from a carbon impact perspective. It is thought this would be a better strategic approach rather than measuring tonnages and percentages in terms of recycled material. The carbon impact work will be locally focussed and will enable Leeds to have some key information to inform the Future Waste Strategy. These two pieces of work can be brought back to the Board in the next municipal year. The Carbon impact work will also be shared with DEFRA and meetings are planned to develop the sharing of that information later in 2022.
  • Responding to queries on food waste and when Leeds could see more in terms of food waste collection, the Board heard that Councils across the country have responded to a DEFRA consultation and the results of the consultation are awaited, they are expected this year. In addition, the Council does have regular dialogue with DEFRA to try to horizon scan for likely announcements around waste strategy. A key issue for Leeds is TEEP (Technically, Environmentally, Economically Practical) arrangements which enable local authorities to vary from legislation and deliver locally designed services. This could enable co-mingling of food and garden waste collections in the city subject to a successful TEEP arrangement with DEFRA. Funding details from Government, specifically on food waste, but also generally remains a key outstanding issue.
  • The Board were informed that a letter had been issued to Government, signed by the Chair of Strategy and Resources and Environment, Housing and Communities Scrutiny Boards, on waste strategy development and highlighting the ambitions of Leeds and the need for the national agenda to move forward to enable enhanced services in the city.
  • It was acknowledged that the Government has a major part to play in terms of strategy development but activity is ongoing in Leeds in terms of logistics  ...  view the full minutes text for item 72.

73.

Social Value in Procurement pdf icon PDF 323 KB

To consider a report from the Director of Resources inviting the Scrutiny Board to consider an update report on social value in procurement following previous consideration in February 2021 that focussed on social value guidance for commissioners in the Council.

Minutes:

The Director of Resources presented a report inviting the Scrutiny Board to consider an update report on social value in procurement following previous consideration in February 2021 that focussed on social value guidance for commissioners in the Council.

 

In attendance for this item were:

·  Neil Evans - Director of Resources

·  Councillor Coupar – Executive Member for Resources

  • Kieron Dennett - Head of Procurement & Commercial Services

 

Responding to questions from Members, the Board were provided with the following information:

 

  • 66% of total spend by the Council is with local businesses and SMEs and that has been on an upward trajectory over the past five years.
  • Over the past 12 months an LGA peer review has been undertaken which suggested that the Council could do more on social value and enhance ambitions and further embed it in Leeds through social value commitments. As a result, the work through the Social Value Portal has been developed. There is £21,631,485.00 of committed Social Values, from that £210,819.00 has been delivered to date. It was noted that while the differential between the committed and delivered values is something to be monitored, it is expected to naturally reduce over the respective contract terms.
  • Social Value Portal has only been in operation in Leeds for 12 months and typical procurement timescales tend to take 6 months before contracts are in place. This being the first year of using Social Value Portal it should set a baseline for future activity in this area.
  • It was pointed out that If suppliers are unable to deliver against their social value commitments, then alternative actions would be discussed with them but ultimately it would be possible to reduce the payments to suppliers if social value commitments are not delivered. The reduced payments could then in turn lead to the Council using the savings to deliver social value benefits from it.
  • On low or no emissions vehicles members were keen to see a commitment to reducing the number of miles travelled as well as the transition to low emission vehicles.
  • Responding to a question related to how Leeds compares with other local authorities in terms of delivering social value, the Board were informed that Leeds will increase its ambition on social value once the initial steps taken through the Social Value Portal have been assessed. Leeds has been active in this area for a number of years and this renewed approach provides enhanced capturing of that work. In addition, the Council is keen to play a lead role in terms of encouraging anchor institutions in the city to also encourage social value in procurement to deliver against the whole city potential in this area.
  • The Council has been active with the third sector and the introduction of a social value charter several years ago highlights this and it was emphasised that the work captured in the report, whilst increasing social value, also better captures and analyses existing work.
  • Responding to questions about costs the board heard that social value can be  ...  view the full minutes text for item 73.

74.

Work Programme pdf icon PDF 180 KB

To consider the Scrutiny Board’s work programme for the 2021/22 municipal year and to look at handover of work items and issues to the successor Board in municipal year 2022/23.

Additional documents:

Minutes:

The Head of Democratic Services submitted a report requesting Members’ consideration in relation to the Board’s Work Programme which was attached at Appendix 1 of the submitted report.

 

Board members wanted to recommend the following as possible work items for the next municipal year:

 

  • An item on elections and the forthcoming polling district review with postal voting trends being a potential key element.
  • A continuation of Financial Health Monitoring reporting
  • Agile Working and Estate Realisation with an emphasis on ICT and establishing and scrutinising future ways of working.
  • An item on devolution with a focus on ‘one year on’ from devolution and focussing on enhanced funding and how that has been used in Leeds via the gain share arrangements.
  • Continued scrutiny of Leeds 2023 – to focus on access to funding, job opportunities, support in bidding for grants, outcomes and evaluation from Leeds 2023, roadshows and ensuring geographic spread, overall funding and split of funding by ward and engagement with community committees and other community forums.
  • Future Waste Strategy to continue with a focus on the composition analysis, carbon impacts, potential pilots of new collections and the wider impacts on the Council’s key strategies.
  • Procurement and social value delivery through Themes, Outcomes and Measures (TOMs).
  • Staff Inclusion based on similar work undertaken in 2021/22.
  • Community Centre usage, though it was noted that this could also be in the remit of Environment, Housing and Communities.
  • Contact Centre performance and IDS Service Desk performance.

 

 

RESOLVED – To note the content of the report and pass the listed items to the successor Board in 2022/23 for their consideration.

 

75.

Date and Time of Next Meeting

The next meeting of the Scrutiny Board Strategy and Resources will be on 20th June 2022 at 10:00am (There will be a pre-meet for all Members at 9.45am)

 

Minutes:

The next meeting of the Scrutiny Board Strategy and Resources will be on 20th June 2022 at 10:00am (There will be a pre-meet for all Members at 9.45am)