Agenda and minutes

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).

There were no appeals.

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.

There was no exempt information considered by the Board.

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

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

There were no late items.

To disclose or draw attention to any interests in accordance with Leeds City Council’s ‘Councillor Code of Conduct’.

There were no declarations of interest.

To receive any apologies for absence and notification of substitutes.

There were no apologies.

To confirm as a correct record, the minutes of the meeting held on 11 December 2023.

RESOLVED – That the minutes of the previous meeting held on 11 December 2023, be approved as an accurate record.

The Principal Scrutiny Adviser highlighted the following areas as matters arising from the 16 October meeting of the Board:

Min 58 – West Yorkshire Joint Services -  Members have received the contact details requested for Trading Standards and WYJS more generally. The request for additional data by members is still being worked on but will be provided to the Board as soon as it is available.

Min 60 – Corporate Risk – It was agreed that the Chair would write to the four other scrutiny board chairs setting out links between performance and risk when considering performance reports in January and June, this will be finalised this month.

Min 61 – Contact Centre Data – This has been circulated to members in advance of today’s meeting and colleagues at the Contact Centre will be able to take any questions on that during the site visit scheduled for 31 January.

To consider a report from the Head of Democratic Services providing the Board with an update on the in year financial position in respect of the Revenue Budget and the Housing Revenue Account (HRA).

The Board received a report from the Head of Democratic Services providing the Board with an update on the in year financial position in respect of the Revenue Budget and the Housing Revenue Account (HRA), in line with the Board’s remit.

In attendance for this item were:

·  Cllr Debra Coupar, Executive Member for Resources

·  Victoria Bradshaw, Chief Officer – Financial Services

·  Mariana Pexton, Director of Strategy and Resources

The report related to Month 7 of the financial year, October, and is the latest update on the in year budget considered by the Executive Board throughout the financial year.

The Chief Officer – Financial Services provided an initial overview of the paper by way of introduction to board members.

The projected overspend on the revenue budget was £35.3m. This is a worsening position which reflects ongoing pressure on external residential placements within the Children and Families directorate in addition to transport costs linked to Education, Health Care Plans.

In terms of other directorates, they are also projecting overspend positions with the exception of City Development. These are being managed within  directorates, but attention was drawn to Adult Social Care budget pressures the impact of which will depend on demand through the current Winter months.

Tighter budget controls have been introduced since Christmas with restrictions on recruitment and non-essential spend as well as use of agency staff and overtime and the use of purchasing cards and these reflect a strengthening of already existing controls in place throughout the financial year, all aimed at managing the budget pressures.

In addition to this, the board were informed of projected overspends in the Housing Revenue Account (HRA) of £1.3m and Dedicated Schools Grant (DSG) of £900,000.

In response to comments and questions from the Board, discussion included the following:

·  Members noted that Month 7 position is now over 8 weeks in the past and given the worsening position of the budget particularly within Children and Families asked if there were any updates available on the revenue budget or any worst case scenarios of the outturn position for 2023/24. The Board heard that there is increasing pressure on the number of children in care particularly external placements but as yet the position is not finalised, and this will be reported to the February Executive Board in line with the agreed process.

·  The Board wanted to know more about budget monitoring processes. In response the Board were informed that every month the financial service business partners meet with budget holders to undertake a Red, Amber, Green (RAG) assessment of budget risks. This identifies red, where there are demand pressures and budgetary volatility, amber where there is demand pressure and volatility but less so and green where pressures relate mainly to staffing and fluctuate less. This monthly position is then reported to the internal finance group and financial challenge group and feeds through to the Corporate Leadership Team to provide an updated position. This process identifies mitigation measures to manage budget pressure and inform the savings plans and  ...  view the full minutes text for item 71.

To consider a report from the Head of Democratic Services that introduces the Council’s proposed budget for 2024/25 and provisional budgets for 2025/26 and 2026/27 for consideration, review and comment on matters and proposals that fall within the Scrutiny Board’s remit and note the intention to provide comments and feedback to Executive Board at its February meeting through a composite report from all five scrutiny boards.

The Board considered a report from the Head of Democratic Services that introduces the Council’s proposed budget for 2024/25 and provisional budgets for 2025/26 and 2026/27 for consideration, review and comment on matters and proposals that fall within the Scrutiny Board’s remit. Following consideration of the report feedback from this board will be incorporated into a composite report that will be submitted to Executive Board for consideration on 7 February 2024 as set out in the Council’s Budget and Policy Framework.

In attendance for this item were:

·  Cllr Debra Coupar, Executive Board Member for Resources

·  Cllr Jonathan Pryor, Executive Board Member for Culture, Economy and Education

·  Victoria Bradshaw, Chief Officer – Financial Services

·  Mariana Pexton, Director of Strategy and Resources

·  Eve Roodhouse, Chief Officer Culture and Economy

·  Andy Dodman, Chief Officer Human Resources

By way of introduction the Chief Officer for Financial Services set out that key elements of the report which were, the assumptions contained in the budget, the funding announcements made by Government, details of the Provisional Local Government Settlement and the outcome of the Government’s Autumn Statement announced on 5 December 2023. To enable a balanced budget to be proposed, as required by law, the 2024/25 budget sets out a total of £65.8m of savings.

It was noted that the report also covers other elements of the budget including Business Rates, Council Tax, Dedicated Schools Grant, Capital Programme and Housing Revenue Account including rental increase for Council Homes.

The Council faces further challenges in future years totalling £106.7m combined in 2025/26 and 2026/27.

The Board heard in more detail the proposals that impact on its remit these were broken down into Arts and Heritage services and Strategy and Resources services.

In response to comments and questions from board members the following discussion took place:

·  The Executive Board Member for Resources set out the severe nature of the budget challenge and that unfortunately as a result some difficult decisions will be required. In different financial circumstances some of the proposals under consideration would not have been made.

·  Members queried the consultation held in relation to the Golden Acre car parking charges proposal and the timing of the expected decision. The Board were informed that a decision on the parking charges would be unlikely before the Full Council meeting in February.

·  In respect of the Pudsey Civic Hall service review proposal the Board mentioned that it is used on a city wide basis and there were concerns about marketing of the site and ‘under selling’ of the facility that if done differently would assist in it delivering a balanced budget and that a strong case could be made for it remaining open. It was also suggested that accessibility of the site should be a key consideration as it is used by groups who have wheelchair users and is considered to be a good venue from an accessibility perspective. The Board heard that income from events covers the operational costs of the hall but the overall feasibility of the site  ...  view the full minutes text for item 72.

To consider a report from the Director of Strategy and Resources which presents a summary of performance data relating to Council and city priorities that fall within the remit of the Scrutiny Board (Strategy & Resources).

The Board considered a report from the Director of Strategy and Resources which presented a summary of performance data relating to Council and city priorities that fall within the remit of Scrutiny Board (Strategy & Resources). This included the newly added Office for Local Government (OFLOG) indicators of which there are 8 within this Board’s remit, all within Financial Services, in addition to 21 Key Performance Indicators.

In attendance for this item were:

·  Cllr Debra Coupar, Executive Member for Resources

·  Mariana Pexton, Director of Strategy and Resources

·  Andy Dodman, Chief Officer HR

·  Emma Kamillo-Price, Senior Intelligence and Policy Officer

In response to comments and questions from the Board, discussion included the following:

·  Members queried the workforce statistics set against city wide demographics. In relation to staff over the age of 41 there has been a drop of 1.6% in those staff employed by the Council. The Board were informed that retirement of staff will have impacted on the data and that it is possible that the services concerned could have had a higher than normal volume of leavers to other employment.

·  Members requested additional data in relation to the representative workforce KPI, this related to including the grade of staff in the data that is provided in the breakdown.

·  The Board highlighted the impact of mental health on staff absence with mental health conditions accounting for 36% of absences. Drawing a link to the well-being work being done by the Council it was suggested that perhaps that work may need to be revisited given the high number of absences in this area.  The Board heard more about ongoing work particularly on the Promotion – Prevention – Support model. In addition, there has been a mental health first aiders conference which was attended by the Chief Executive and took place in December 2023.

·  On this issue it was noted that the figures for staff at the Council replicated societal trends. The Board also suggested that interventions made to support staff should be assessed if they are not already, to determine whether they worked or not or whether they should be revisited and improved.

·  A further update on this, following a report to scrutiny earlier in the year, was suggested for the March meeting of the Board subject to available space in the Board’s Work Programme.

·  The Board queried the gender pay gap which has remained in the same range in the dataset (marginal decrease), the concern being that if not addressed there is a possibility of the Council incurring costs in the future. The Board heard that the mean hourly rate has gone down to 3.8% with further reporting in March 2024 (showing the March 2023 figures) expected to bring more up to date information. The aim being to eliminate the gender pay gap. It was noted that this information will be reported at  future meeting of the Board. The Board did note that it would be preferable to have more up to date information if possible on this KPI.

·  In relation  ...  view the full minutes text for item 73.

To consider a report from the Director of Strategy and Resources providing an update on work to refresh the Best City Ambition following initial consideration of the scope of this work  in October 2023. 

The Board considered a report from the Director of Strategy and Resources providing an update on work to refresh the Best City Ambition following initial consideration of the scope of this work by this Board in October 2023. 

The Board heard that The Best City Ambition is part of the council’s Budget and Policy Framework and therefore Full Council is responsible for its adoption. As part of that process the Strategy and Resources Scrutiny Board are required to consider as part of their work programme.

In attendance for this item were:

·  Cllr Debra Coupar, Executive Member for Resources

·  Mariana Pexton, Director of Strategy and Resources

·  Mike Eakins, Head of Policy

The Board received a presentation setting out details of the Best City Ambition 2024 Update including the principles underpinning the Team Leeds Approach and details on the key pillars, as well as the extensive engagement with members, managers and partners, in developing the update:

·  Health and Well Being - Leeds will be a healthy and caring city for everyone

·  Inclusive Growth - Leeds will be a place where we create growth in our economy that works for everyone

·  Net Zero - Leeds aims to become the first net zero city in the UK

In response to questions and comments from the Board the following discussion took place:

·  The Board welcomed and supported the Best City Ambition and the Team Leeds approach particularly when set against the financial challenge and further supported the ongoing work with city partners and continuing ambition despite this challenge.

·  Whilst being supportive overall of the Ambition members wanted to emphasise the role of the Third Sector in the Innovation Arc, given the commitment to working with partners and with communities, the Board believed that the role of the Third Sector should be reflected more strongly in this work due to the Third Sector having strong and often far reaching community links.

Resolved:

The Board noted and supported the Best City Ambition Update and agreed to provide feedback on the consideration today to the Executive Board.

To consider the Scrutiny Board’s work schedule for the 2023/24 municipal year.

The Board considered the Scrutiny Board’s work programme for the 2023/24 municipal year.

In attendance for this item was:

·  Rob Clayton, Principal Scrutiny Adviser

The Board were informed of the forthcoming site visit to the Council’s Contact Centre which builds on an item on the same subject considered by the Board at its December meeting. This will take place on 31 January 2024 at 9.30AM.

In addition, the discussion held at today’s meeting on a potential item on Staff Mental Health and Well Being it was explained that this will require some adjustment to the existing work programme to allow sufficient time for it at the March meeting.

Members were also informed that an additional item on Financial Reporting has been included in the Work Programme for March following discussion at the last meeting.

Resolved:

The Board:

a) Noted the Scrutiny Board’s work programme for the 2023/24 municipal year.

Meeting closed at 12.25PM.

The next public meeting of the Board will take place on 19 February 2024 at 10.00am. There will be a pre-meeting for all board members at 9.30am.

The next public meeting of the Board will take place on 19 February 2024 at 10.00am. There will be a pre-meeting for all board members at 9.30am.