Agenda and minutes

The Chair welcomed everyone to the April meeting of the Scrutiny Board (Environment and Neighbourhoods).

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.

The following personal interests were declared:-

• Councillor B Anderson in his capacity as a Director of West North West Homes (Agenda Item 9) (Minute 120 refers)
• Councillor A Blackburn in her capacity as a Director of West North West Homes (Agenda Item 9) (Minute 120 refers)
• Councillor B Cleasby  in his capacity as a Lead Member for the Central and Corporate portfolio (Agenda Item 9) (Minute 120 refers)
• Councillor D Coupar in her capacity as a member on the Belle Isle North Estate Management Board (Agenda Item 9) (Minute 120 refers) and as a Member on Scrutiny Board (Adult Social Care) (Agenda Item 12) (Minute 123 refers)
• Councillor D Hollingsworth in his capacity as a Director of East North East Homes (Agenda (Item 9) (Minute 120 refers)
• Councillor G Hyde in his capacity as a Director of East North East Homes and as a Member on the Licensing Committee (Item 9) (Minute 120 refers)

To receive any apologies for absence.

Apologies for absence were received on behalf of Councillor A Gabriel, Councillor L Mulherin and Councillor J Marjoram.

To receive and approve the minutes of the previous meeting held on 16^th March 2009.

RESOLVED – That the minutes of the meeting held on 16^th March 2009 be confirmed as a correct record.

(a)  Miscellaneous Properties (Minute 107 refers)

The Chair referred to the above issue and informed the meeting that, in the absence of Councillor Marjoram, he would like to pass on his request that the Council seeks external legal advice when renewing the leases for miscellaneous properties.

Neil Evans, Director of Environment and Neighbourhoods, who was in attendance, acknowledged this request.

(b)  Inquiry into EASEL – Draft Terms of Reference (Minute 110 refers)

The Chair referred to the above issue and informed the meeting that following a request by the Board, a letter had been sent to the Chairs of the Central and Corporate Functions Scrutiny Board and Corporate Governance and Audit Committee.

It was noted that the Central and Corporate Functions Scrutiny Board had considered the request for it to look into the procurement arrangements for EASEL and had recommended that this should be taken up by the new Board during the new municipal year.

To receive the minutes of the Executive Board meetings held on 4^th March 2009 and 1^st April 2009.

RESOLVED – That the Executive Board minutes of the meetings held on 4^th March 2009 and 1^st April 2009 be received and noted.

To consider a report of the Head of Scrutiny and Member Development presenting a monthly update on the enforcement of dog fouling across the city.

The Head of Scrutiny and Member Development submitted a report presenting a monthly update on the enforcement of dog fouling across the city.

Stacey Campbell, Service Manager was in attendance and responded to Members’ queries and comments.

In summary, specific reference was made to the following issues as clarification to questions raised:-

·  clarification as to why there had been low levels of fixed penalty notices issued in comparison to the high numbers of service requests in February 2009

(The Service Manager responded to advise that Fixed Penalty Notices issued would always be lower in comparison with other types of service requests dealt with by dog wardens and outlined the difficulties in gathering evidence to issue notices as well as highlighting the other service pressures, with particular reference to stray dogs. It was agreed that  the monthly update report would be revised for the new municipal year to provide a breakdown of the various service requests made)

·  the concerns expressed about the lack of enforcement to prevent dog fouling and the need for more flexible working and effective monitoring in hotspot areas

(The Service Manager responded and confirmed that such issues would be addressed under the service review, which was requested by Scrutiny following its recent inquiry into dog fouling enforcement, however Fixed Penalty Notices were issued and paid and prosecutions did take place on a regular basis)

·  clarification of the action taken by the Council in introducing dog bins at ‘hot spots’ throughout the city

(Andrew Mason, Chief Environmental Services Officer, who was in attendance, outlined the current protocol explaining that these bins were the responsibility of Parks and Countryside)

RESOLVED –

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

(b) That this Board conveys it’s thanks to the staff within the Dog Warden 

  Service for their continuing efforts in this area.

(Councillor B Cleasby joined the meeting at 10.10am during discussions of the above item)

To consider a report of the Head of Planning, Policy and Improvement on Performance Quarter 3 information for 2008/9.

The Head of Policy, Performance and Improvement submitted a report regarding the Quarter 3 performance indicators (PIs) in respect of Environment and Neighbourhoods. The report and appendices charted progress against targets across the raft of individual performance indicators in this area, and highlighted areas of under-performance and/or concern in relation to improvement priorities and actions being taken to remedy matters.

The following representatives were in attendance and responded to Members’ queries and comments:-

Councillor L Carter, Executive Member for Neighbourhoods and Housing

Neil Evans, Director of Environment and Neighbourhoods

Andrew Mason, Chief Environmental Services Officer

Debra Scott, Head of Service Improvement

For ease of reference, the Chair went through the appendices page by page, inviting Board Members to comment on those areas of under performance and/or concern.

In summary, specific reference was made to the following issues as clarification to questions raised:-

Corporate Balanced Scorecard 2008/09 Issues

·  Value for Money / Resources (PI Ref BSC-8) – clarification as to what actions were being taking to improve on this indicator in relation to paying  undisputed invoices on time

·  (At the request of the Chair, Councillor B Cleasby in his capacity as Lead Member, Central and Corporate portfolio, outlined the Council’s current position on ensuring the payment of invoices.

Environmental and Neighbourhoods Quarter 3 2008-09 Update

·  PI Ref NI 16 ‘Serious acquisitive crime rate per 1,000 population’ – the concerns expressed that North West Leeds had seen the largest increase in offences and the requirement for this data to be supplied to the relevant Area Committees

(The Executive Member for Neighbourhoods and Housing responded and agreed that this data should be forwarded to Area Committees. The Director of Environment and Neighbourhoods agreed to feed this issue back to the Area Managers  for appropriate action)

·  PI Ref NI 18 ‘adult re-offending rates for those under probation supervision’ – clarification of whether the department was any further in gathering relevant data for this indicator

(The Executive Member for Neighbourhoods and Housing responded by explaining that whilst the data was not available at the time of reporting, the Council had now received draft data and requested the Director of Environment and Neighbourhoods to supply the Board with this information and to copy in the Head of Policy, Performance and Improvement Team on the response)

·  PI Ref NI 39 ‘ rate of hospital admissions per 100,000 for Alcohol Related Harm’ – the need for the Primary Care Trusts to supply the missing data to a future Board meeting

(The Director of Environment and Neighbourhoods responded and agreed to consult with the Director of Public Health to supply this information)

·  PI Ref NI 158 ‘% of non-decent council homes’ – the concerns expressed about the apparent downward trend  and the reasons behind this

(The Executive Member for Neighbourhoods and Housing and the Director of Environment and Neighbourhoods responded and it was noted that such figures would continue to vary as they were based around assumptions in view of the fact that the decency programme does not involve  ...  view the full minutes text for item 120.

To consider a report of the Director of Environment and Neighbourhoods presenting a quarterly update on the Supporting People Programme.

Referring to Minute 68 of the meeting held on 8^th December 2008, the Director of Environment and Neighbourhoods submitted a report presenting a quarterly update on the Supporting People Programme.

Debbie Forward, Supporting People Manager was in attendance and responded to Members’ queries and comments.

Board Members sought clarification on whether there was a scheme under the supporting people programme to support work with  prolific offenders.

The Supporting People Manager responded and confirmed that the Supporting People Programme does support offenders to address their housing needs and that Sheffield Hallam University were conducting research to capture the impact of such services and the wider benefits. The Board also noted that the level of funding allocated to Leeds for housing related support services would reduce by £1 million in 2010/11 and therefore this saving would need to be found from existing services.  In view of the efficiencies already achieved to date, the Board acknowledged the challenge of achieving this additional saving through the application of value for money measures without compromising service quality.

RESOLVED – That the contents of the report be noted and welcomed.

To consider a report of the Head of Scrutiny and Member Development  presenting the report of the Young People’s Scrutiny Forum entitled ‘Protecting Our Environment’.

The Head of Scrutiny Support and Member Development submitted a report presenting the report of the Young People’s Scrutiny Forum entitled ‘Protecting Our Environment’.

The Board specifically acknowledged the reports findings around waste management, environmental education and sustainability.

Laura Nield, Scrutiny Advisor, presented the report and responded to Members’ queries and comments.

In summary, specific reference was made to the following issues:-

• clarification of whether the Forum  had received the Board’s previous recommendations in relation to waste management, environmental education and sustainability
• the need to congratulate the young people on their sterling work in this area
• to endorse ‘Recommendation 4’ within the Forum’s report in relation to the Council undertaking more work in promoting the idea of ‘reducing and re-using’ as well as recycling
• clarification of the age and composition of the Young People’s Scrutiny Forum
• clarification if Elected Members had been consulted on the report findings and to encourage, in future, more direct liaison with ward members, especially when seeking advice on green issues etc
• the need to work together with  the Children’s Services Board and the young people to monitor the implementation of the Forum’s recommendation and to involve both the Director of Environment and Neighbourhoods and the Chief Executive of Education Leeds in this  process

(The Board’s Principal Scrutiny Adviser responded and agreed to follow up this issue)

RESOLVED –

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

(b)  That the Forum’s final report and recommendations be noted.

(c)  That approval be given to monitor progress in implementing those recommendations which fall within the Environment and Neighbourhoods portfolio, in conjunction with the Leeds Youth Council Scrutiny Panel.

To consider a report of the Head of Scrutiny and Member Development on the Board’s current programme.

The Head of Scrutiny and Member Development submitted a report on the Board’s current work programme.

Appended to the report were copies of the following documents for the information/comment of the meeting:-

• Current work programme (Appendix 1 refers)
• Forward Plan of Key Decisions for the period 1^st April 2009 to 31^st July 2009 (Appendix 2 refers)

The Chair informed the meeting that he had received a letter from Councillor J Chapman, Chair of Adult Social Care Scrutiny Board,  requesting that  the Board investigates and monitors the current situation regarding Roseville Doors, as concerns were raised during the  Adult Social Care Scrutiny Board on 11^th March 2009.

Following a brief discussion, it was agreed that this issue would be put into the work programme as unscheduled pending the agreement of the successor Board to take this matter forward  in the new municipal year.

RESOLVED – That the contents of the report and appendices be noted.

Monday 11^th May 2009 at 10.00am (Pre meeting for Board Members at 9.30am)

Monday 11^th May 2009 at 10.00 am (Pre-meeting for Board Members at 9.30 am)

(The meeting concluded at 11.50am)