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 against the refusal of inspection of documents.

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 were no exempt 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.)

There were no late items.

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.

No declarations of disclosable pecuniary interests were made.

To receive any apologies for absence and notification of substitutes.

An apology for absence had been received from Cllr. Goddard.

Cllr. Ron Grahame was in attendance as his substitute.

To confirm as a correct record, the minutes of the meeting held on 16^th July 2018.

RESOLVED - The minutes of the meeting held on 16^th July 2018 were approved as a correct record.

Minute No. 20 Financial Performance – 2017/18 Outturn.

At the request of the Board, more detailed information relating to the collection of Council Tax was circulated to the Board Members for information and would continue to feature in future update reports.

To receive a report from the Chief Officer Elections and Regulatory in relation to the current review of the Gambling Act 2005 Statement of Licensing Policy.

The report of the Chief Officer Elections and Regulatory advised Scrutiny Board (Strategy and Resources) that the triennial review of the Gambling Act 2005 Statement of Licensing Policy was underway with public consultation having taken place.

The Board were requested to consider the contents of the report and provide comments or recommendations to Executive Board in line with the Budget and Policy Framework.

In attendance for this item were:

·  Cllr James Lewis - Executive Member for Resources and Sustainability

·  John Mulcahy – Chief Officer Elections and Regulatory

·  Susan Holden – Principal Licensing Officer

Members were advised that the amended Policy had been before Licensing Committee who were supportive of the amendments.

Members were provided with a brief summary of the changes. It was noted that there had been a number of issues that had come to the attention of councils nationwide. The main issue was the increase in the number of Fixed Odds Betting terminals in deprived areas, which the Council has continued to lobby against. Members were advised that although there had been no significant change in the number of betting shops, there had been more premises opening in deprived areas, although not recently.

It was noted that since the last review, the Large Casino had opened. Linked to this, Members were informed that the Council had commissioned research from Leeds Beckett University to identify problem gambling in Leeds. The research detailed a number of groups that were vulnerable to problem gambling and this information had been included in the revision of the policy.

In response to Members concerns at the low response rate to the consultation the Board was informed that this was in fact a good response rate. The consultation had run from mid-June to early August 2018, and had been advertised by way of letters and emails to 696 businesses, ward councillors, MP’s, parish and town councils and support organisations.

The Board was also advised that licensing working group worked closely with support organisations during the review of this policy and it was suggested that this may be the reason that responses had not been received from support organisations. An invitation was extended to all Board Members to attend the next meeting of the licensing working group to observe the interaction with support organisations.

Other key areas of discussion were:

·  Detailed definition of sensitive areas as part of risk assessment including places of worship and schools;

·  Information on age verification and the public consultation launched by the Gambling Commission on age and identity verification procedures in online gambling;

·  Research and information on domestic violence linked to problem gambling;

·  The consideration of the accumulation of betting premises in certain areas by premises when completing local risk assessments;

·  The protection of vulnerable groups and particularly children as part of the revised local risk assessment requirements set out within the Policy;

·  Utilising the Newport CAB guidance leaflet, which was held up as good practice.

RESOLVED –

a)  That the contents of the report be noted.

b)  That the report  ...  view the full minutes text for item 32.

To receive a report from the Head of Governance and Scrutiny Support presenting the 2018/19 Quarter 1 performance results relating to Civic Enterprise Leeds.

The report of the Head of Governance and Scrutiny Support presented the 2018/19 Quarter 1 performance results relating to Civic Enterprise Leeds for the Board’s consideration.

In attendance at the meeting were:

·  Cllr. James Lewis – Executive Member for Resources and Sustainability

·  Sarah Martin – Chief Officer, Civic Enterprise Leeds

·  Richard Jackson - Head of Service, Facilities Management/ Cleaning

·  Mandy Snaith – Head of Catering Services

·  Mo Afzal – Principal Financial Manager

The Chief Officer in introducing the performance report informed the Board of the objectives of the service which were set out at page 96 of the submitted report and included a focus on health and wellbeing targeting areas most affected by poverty, the High Rise Strategy review in light of the Grenfell tragedy and passenger transport, digitalisation to improve business process and commercialisation.

Members were informed of the achievements within Civic Enterprise Leeds (CEL) which were generating income. These included:

·  Fleet Services MOT testing for light and large goods vehicles

·  Catering services to hospitals

·  Catering services to schools. It was noted that although some academies had chosen to use another provider there were some primary schools who were returning to CEL 

·  Gardening services were being offered and this had received a good take up. Window cleaning services were also being offered

·  Passenger Transport continued to provide a good service including meals on wheels, school crossing patrols and thousands of journeys daily to day services and schools.

In response to Members comments the following points were noted:

·  The service was working with the workforce to reduce health issues such as muscular and skeletal problems and, mental health issues. Information and support was being provided through a variety of ways, and it was noted that the service is also working closely with mental health first aiders. The service was also addressing other welfare issues of a diverse workforce including information on financial matters.

·  Whilst acknowledging complaints had risen, it was the view of the service that this was primarily due to better recording of complaints and that this was now presenting a truer figure

·  CEL would always bid on a contract and try to equal or better competitors in the private sector.

·  CEL catering services used locally sourced produce and suppliers where possible and now used less frozen foods and more fresh produce.

·  CEL remain competitive in the market offering the living wage and providing a flexible approach to working. It was the view that they continue to be the employer of choice offering apprenticeships to all age groups.

·  Acknowledging the use of vending machines in sports centres, it was noted that there were options for healthy choices. However, the future plan is not to have vending machines sited in sport centres.

·  It was acknowledged that CEL are actively marketing its new PRESTO home window cleaning and gardening service and have already had excellent take up of these services. It was suggested that information be disseminated to all Elected Members so that they too can help promote the service.

·  The  ...  view the full minutes text for item 33.

To receive a report from the Head of Governance and Scrutiny Support presenting details of the Council’s Medium Term Financial Strategy for 2019/20 - 2021/22.

The report of the Head of Governance and Scrutiny Support presented the report on the Council’s updated Medium-Term Financial Strategy 2019/20-2021/22, which had been reported to Executive Board on 25^th July 2018.

Members were asked to consider the report and agree any specific scrutiny actions that may be appropriate.

In attendance at the meeting were:

·  Cllr. James Lewis – Executive Member for Resources and Sustainability

·  Neil Evans – Director of Resources and Housing

·  Doug Meeson – Chief Officer, Financial Services

·  Richard Ellis – Head of Finance

In response to Members comments the Board was provided with a brief update on Council’s reserves in relation to other authorities and what effect Brexit might have on Council funds.

RESOLVED – That the contents of the report be noted.

To receive a report from the Head of Governance and Scrutiny Support presenting details of the Council’s Annual Corporate Risk Management Report.

The report of the Head of Governance and Scrutiny Support presented the Annual Risk Management Report for Scrutiny Boards consideration. The report had been presented at the meeting of the Executive Board on 25^th July 2018.

In attendance at the meeting were:

·  Cllr. James Lewis – Executive Member for Resources and Sustainability

·  Neil Evans – Director of Resources and Housing

·  Coral Main – Head of Planning and Risk

·  Tim Rollett – Senior Risk Management Officer

Members’ attention was drawn to the Corporate Risk Map on page 188 of the submitted report which listed the current risks of the Council.

The key issues raised were as follows:

·  The Council was still awaiting a paper from Government on the impact of Brexit on the Council;

·  Discussions were still on going in relation to a proposed scheme to assist in the calculation of flood risks which resulted in a disagreement between Council and Government surrounding the associated risk factors. It was noted that there was cross party agreement locally with regard to this issue.

·  Clarification was sought regarding risk assessment relating to privately run children’s homes.

·  Linked to the risk around ‘city resilience’ an update position on the co-location between the council and blue light services was sought.

·  All risks are formally reviewed each quarter and performance is also checked and monitored regularly.

·  Risks in relation to cyber-attacks had been elevated in light of recent attacks on public services.

·  Directors and Executive Board Members are kept updated.

·  There is a risk around city resilience to address major incidents such as a terror attack. It was noted that all details of this are highly confidential.

RESOLVED – To note the contents of the report.

To receive a report from the Head of Governance and Scrutiny Support presenting draft terms of reference for the Board’s forthcoming inquiry ‘Embracing Digital Technology Solutions’.

The report of the Head of Governance and Scrutiny Support requested the Scrutiny Board to consider and agree the terms of reference for its forthcoming inquiry ‘Embracing Digital Technology Solutions’.

At the beginning of the municipal year, it was agreed that the board would undertake an inquiry that would help add value to the ‘digital’ budget workstream of the Council’s Medium Term Financial Strategy.

The Board had held a working group meeting on 1^st August to discuss the potential scope for the inquiry and to draft terms of reference.

The terms of reference were appended to the submitted report.

In attendance at the meeting were:

·  Neil Evans – Director of  Resources and Housing

·  Bev Fisher – Deputy Chief Digital and Information Officer

·  Jo Miklo – Head of Digital Efficiencies

In consideration of the draft terms of reference, it was requested that the Board also considers the following information as part of its inquiry:

·  An overview of work already undertaken in relation to the digitalisation of services within the Council.

·  Latest statistics on digital training sessions held with customers and feedback from the sessions.

RESOLVED – That subject to the above additions being made, the Board agrees the terms of reference for the forthcoming Scrutiny Board inquiry ‘Embracing Digital Technology Solutions’

To consider the Scrutiny Board’s work schedule for the 2018/19 municipal year.

The report of the Head of Governance and Scrutiny Support requested Members consideration of the Board’s work schedule for the 2018/19 municipal year.

As well as acknowledging the existing agenda items for the Board’s next meeting in November, the Board also requested that further information be circulated to the Board in relation to the Council’s Social Media Guidance for Members.

Members noted that a number of working group meetings were to be held before the Board’s November meeting and that confirmation of the meeting dates would be communicated to Members as soon as possible.

RESOLVED –

a)  To note the content of the report

b)  That further information be circulated to the Board in relation to the Council’s Social Media Guidance for Members.

Monday, 12^th November 2018 at 10.30 am (pre-meeting for all Board Members at 10.00 am)

The next meeting will be on Monday 12^th November 2018 at 10:30am with a pre-meeting at 10:00am

The meeting concluded at 12:20pm