Agenda and minutes

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.

There were no declarations of interest.

To receive any apologies for absence and notification of substitutes.

To confirm as a correct record the minutes of the meeting held on 10 January 2010

RESOLVED – That the minutes of the meeting held on 10 January 2011 be confirmed as a correct record.

To receive and consider the attached report of the Chief Asset Management Officer

The report of the Chief Asset Management Officer provided the Board with information about the processes and issues relating to the disposal of surplus property.

The Chair welcomed the following to the meeting:

• Martin Farringdon, Acting Director, City Development
• Chris Gomersall, Head of Property Services
• Anne Chambers, Head of Property Management
• Christine Addison, Acting Chief Asset Management Officer

It was reported that the Council was the largest property owner in the City and also owned over an eighth of the land in Leeds.  The way in which this was managed had a significant impact on the economy of the city and how it looked and felt.  Due to the changing priorities of the Council, there was a challenge to make sure the best use of resources and it was reported that the Council had received £410 million from the sale of surplus land and properties since 1990 which had been reinvested in meeting priorities.

When land and properties became surplus to requirements, consultation would take place with relevant Ward Members and Executive Members and the Council would consider all legally available options.  Due to the diversity of the surplus properties, different options for disposal would be considered. 

Further issues highlighted included the following:

• Sale by auction – this was a quicker way than others of selling land and properties and less intensive on staff time.  Disadvantages of auction sale included the lack of choice over who the land/properties were sold to but planning regulations could limit the future uses of any sold properties.
• Inevitably, the Council had some void properties – a number of factors led to this including the current economic climate and the condition of the properties concerned.
• Until 4 years ago, disposal of properties used to be dealt with by the individual departments concerned. 

In response to Members comments and questions, the following issues were discussed:

• Arena development plots – these included the former Elmwood Road car park, The Brunswick Building and other surrounding vacant land
• The potential use of vacant properties for short term leases.
• Future use of school buildings – it was reported that school buildings were not always suitable for alternative use.
• Concern that properties were becoming empty before being considered for re-use – each property that became vacant had unique circumstances and issues such as the lettable condition of the building had to be taken into consideration.  Improvements were being made to the system to try and re-use properties where possible and departments were encouraged to inform Property Management and Members before properties became vacant in an attempt to speed up their re-use where possible .
• West Park Centre – concern was expressed that potential users were not being allowed to hire vacant rooms at the West Park Centre.  It was reported that the centre was not in a good state of repair and would require considerable investment to make it fit for purpose and for ongoing maintenance.  The building had not been declared surplus, but Members would at some stage have  ...  view the full minutes text for item 71.

To receive and consider the report of the Head of Communications

The report of the Head of Communications updated the Board on the progress of the ‘One Council Communications’ project, which sought to develop a new approach to the delivery of communications, marketing and PR functions at Leeds City Council.

The Chair welcomed Andy  Carter, Acting Head of Communications to the meeting.

It was reported that the project would bring a corporate consistency to communications across the Council and a more co-ordinated approach.  Members attention was brought to the progress update detailed in the report and the following issues were highlighted:

• An assessment of the Council’s communication needs had been carried out.  There were a few gaps which would require further investigation.
• A list of staff involved in communications work across the Council had been produced and trade unions had been consulted.
• A benchmarking exercise had been carried out with other local authorities and had provided a useful insight into their communication arrangements.
• The development of a model for communications and design principles.

In response to Members comments and questions, the following issues were discussed:

• The project would see communications across the Council led by a corporate team and with a structure of approximately 40 to 45 staff.  There would still be some staff based in the individual directorates responsible for communications and they would received dedicated support from the corporate team.
• The use of social networking sites such as facebook and twitter.
• Marketing Leeds – a review would be undertaken to brink work between the Press and Communications team and Marketing Leeds closer together – this would also prevent duplication of services.
• Accountability issues for Members and officers.
• Taking a proactive role in promoting success.
• City Development Budget for communications and marketing – the Board requested further information regarding this.

RESOLVED – That the report and discussion be noted.

(Councillors Groves and Blackburn left the meeting at 11.30 a.m. and 11.35 a.m. respectively during the discussion on this item)

To receive and consider a report from the Head of Scrutiny and Member Development outlining the Scrutiny Board’s work programme for the remainder of the current municipal year.

The report of the Head of Scrutiny and Member Development outlined the Board’s Work Programme and also included recent Executive Board Minutes and a copy of the Council’s Forward Plan of Key Decisions.

The following issues were discussed:

• Request from Councillor K Wakefield to investigate the role of the Contact Centre and how queries regarding refuse collection were resolved – it was agreed to set up a Task and Finish Working Group to do this.  Environment and Neighbourhoods Directorate would be invited to contribute.
• There would be a future update on the One Council Communications Project
• It was requested that the Head of Scrutiny and Member Development invite The Rt Hon Eric Pickles MP, Secretary of State for Local Government and Communities to a future meeting.

RESOLVED –

(1)  That the report be noted and work programme be updated accordingly.

(2)  That the Forward Plan and Executive Board minutes be noted.

To note that the next meeting of the Board will be held on Monday, 7 March 2011 at 10.00 am with a pre meeting for Board Members at 9.30 am.

Monday, 7 March 2011 at 10.00 a.m.  Pre-meeting for all Board Members at 9.30 a.m.