Agenda and minutes

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-18 of the Members’ Code of Conduct.  Also to declare any other significant interests which the Member wishes to declare in the public interest, in accordance with paragraphs 19-20 of the Members’ Code of Conduct.

Councillors R Grahame and G Hyde declared interests in Agenda Item 10, Grounds Maintenance Contract due to their respective positions as Directors of the East North East Homes ALMO.

Councillors R Grahame and M Harland declared interests in Agenda item 9, Recycling Strategy Update due to their membership of the Plans Panel (East).

To confirm as a correct record, the minutes of the meeting held on 30 July 2012

RESOLVED – That the minutes of the meeting held on 30 July 2012 be confirmed as a correct record.

Minute No. 15 – Recommendation Tracking – Phase 2 Dog Control Orders

Members had been issued with further information regarding the issue of fixed penalty notices.  A request was made as to whether any further information could be given and it was reported that the figures given could be broken down into the specific kind of order that the fixed penalty notices were issued for.

Minute No. 16 – Overview of the Parks and Countryside Service

It was requested that further investigation be made into the possibility for combined heat and power use from crematoria.  It was noted that this could feature as part of a general briefing on the provision of bereavement services. 

To consider a report of the Head of Scrutiny and Member Development summarising the work of the Scrutiny Board in relation to the development of the Leeds Community Safety Business Plan.

The report of the Head of Scrutiny and Member Development summarised the work of the Scrutiny Board in relation to the development of the Leeds Community Safety Business Plan.

The following were in attendance for this item:

• Neil Evans, Director of Environment and Neighbourhoods
• Councillor Peter Gruen, Executive Member for Neighbourhoods, Planning and Support Services
• Liz Jarmin, Head of Community Safety Partnerships (Safer Leeds)

Members attention was brought to the working group meetings that had been held.  These had led to the production of the appended draft report setting out the Board’s observations and recommendations in relation to the draft Leeds Community Safety Business Plan. 

Particular reference was made to recommendation 3 within the draft report.  This referred to the removal of the concluding statement within the ‘Safer Leeds Partnership – our priorities’ section of the draft business plan.  However, the Executive Member for Neighbourhoods, Planning and Support Services (and Chair of the Safer Leeds Partnership) explained that this was put into the draft business plan to reiterate the importance of retaining the Partnership’s services and activities to the incoming Police and Crime Commissioner.  Particularly the support to and role of Police Community Safety Officers (PCSOs); the current burglary initiative which the Council had provided funding towards; dedicated police staff working within the anti-social behaviour team and work carried out in relation to the Drug Intervention Programme.  In consideration of this, the Board agreed to remove this recommendation from the draft report.

The following issues were also discussed:

• Concern regarding how to get funding for crime prevention issues. An example was cited of an area in Richmond Hill which had suffered from crime and Members had been unable to make any progress regarding requests for support.  However, it was noted that improvements have been made to Neighbourhood Policing generally. 
• That the Safer Leeds Partnership is actively looking into Neighbourhood Resolution Panels.  Such Panels are aimed at bringing local victims, offenders and criminal justice professionals together to agree what action should be taken to deal with certain types of low level crime and disorder..

RESOLVED – That, subject to the removal of recommendation 3, the draft report summarising the observations, conclusions and recommendations of the Scrutiny Board in relation to the draft Leeds Community Safety Business Plan be agreed and forwarded to the Safer Leeds Executive for consideration.

To consider a report of the Assistant Chief Executive (Customer Access and Performance/Director of Environment and Neighbourhoods summarising the quarter 1 performance data relevant to the Scrutiny Board.

The joint report of the Assistant Chief Executive (Customer Access and Performance) and Director of Environment and Neighbourhoods presented a summary of the quarter one performance data for 2012/13 which provided an update on progress in delivering the relevant priorities in the Council Business Plan 2011-15 and City Priority Plan 2011-15.

The following were in attendance for this item:

• Neil Evans, Director of Environment and Neighbourhoods
• Councillor Peter Gruen, Executive Member for Neighbourhoods, Planning and Support Services
• Councillor M Dobson, Executive Member for Environment

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

• It was noted that whilst performance data for the NI195 indicator with respect to litter had remained static since last year, such data is also supplemented with anecdotal evidence that is showing that Members are reporting positive improvements in both the flexibility of the service and the cleanliness of areas.
• Success of the pilot to improve binyards in the Headingley area.  The possibility of rolling this out to other areas was discussed.
• Indicators relating to parks and the use of Section 106 monies.  It was reported that there was to be a meeting with the Department for Communities and Local Government (DCLG) regarding Section 106.  Reference was also made to the planning process.
• It was anticipated that the indicator regarding recycled waste would move from amber to green in the next quarter.  Members were informed that the reduction in garden waste tonnes (around 2,000t lower than last year) was likely to be due to the extremely wet Spring/Early Summer, However, the Council is collecting record amounts of garden waste.

RESOLVED – That the report and discussion be noted.

To consider a report of the Director of Environment and Neighbourhoods providing an update on the Council’s Recycling Strategy

The report of the Head of Scrutiny and Member Development provided the Board with an update on the implementation of the Recycling Strategy .

The following were present for this item:

• Councillor Mark Dobson, Executive Member for Environment
• Neil Evans, Director of Environment and Neighbourhoods
• Susan Upton, Head of Waste Management

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

• Concern was expressed regarding the cost over the procurement of the Residual Waste PFI Project. It was reported that the costs of the procurement process were proportionate to the size of the project (around 1.3%).  The project is also expected to deliver a higher saving than originally anticipated (approximately £330 million in savings over the 25 year contract period). A more detailed breakdown of the procurement costs had been requested. 
• That the Recycling and Energy Recovery Facility (RERF) would be heat and power enabled.
• That the RERF is not for food waste and therefore separate from any anaerobic digestion solution.  However, it was noted that the development of an anaerobic digestion facility in Leeds was featured within the recent bid to the DCLG’s Weekly Collection Fund.
• The pilot for fortnightly collections and proposals to expand this.
• Expansion of garden waste collection – this has continued on a phased basis, the pace of which is dictated by the size of the garden waste fleet and the capacity on individual rounds.
• Closure of Stanley Road Household Waste Sorting Site – the site had been identified by Children’s Services as the best place to accommodate a new school building. Both directorates have therefore worked together to find an appropriate solution.  It was highlighted that there were other existing facilities to those at Stanley Road within one and a half miles and the vast majority of users accessed the depot by car.
• It was highlighted that the Scrutiny Board may wish to explore how the Council can engage better with residents to improve recycling rates, particularly within the lower performing areas of the city.

RESOLVED –

(1)  That the report be noted

(2)  That the sustained improvement in recycling performance be noted.

(3)  That the Scrutiny Board undertakes further work on improving recycling.

(4)  That a working group meeting be held to scope terms of reference for this piece of work and brought back to the full Board for approval.

To consider a report of the Head of Scrutiny and Member Development presenting a summary note of the Scrutiny Board’s working group meeting on the new grounds maintenance contract.

The report of the Head of Scrutiny and Member Development presented a summary note of the Working Group meeting held in relation to the Grounds Maintenance Contract.  The Board was asked to determine what, if any, further work it would wish to undertake in relation to the contract.

The following were in attendance for this item:

• Neil Evans – Director of Environment and Neighbourhoods
• Councillor Mark Dobson – Executive Member for Environment
• Sean Flesher – Head of Parks and Countryside
• Wayne Shirt – Grounds Maintenance Contract Manager
• Nick Broad – Operations Director, Continental
• Mark McLaughlin – Operations Manager, Continental

Members were reminded of the request from Councillor Paul Wadsworth to consider a review of the Grounds Maintenance contract and an overview of the working group meeting was given. 

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

• In response to a request for maps detailing who was responsible for maintenance of particular areas, it was reported that mapping information of areas covered by the contract were available on Continental’s website.
• That certain areas had encountered waterlogging and trying to achieve a shorter cut length would create more damage to the land.  The desired cut length of 25mm was not suitable to all areas due to different landscaping.
• Concern regarding grass cuttings left on pavements and roads.  Action had been taking where instances of this had been reported and further training had been provided to staff.
• That the Parks and Countryside Service had now taken over responsibility for monitoring the contract and this would also enable more joined up working.

RESOLVED –

(a)That the report and discussion be noted.

(b) That further scrutiny work is undertaken to address the key issues raised by the working group in August.

(b) That a working group meeting be held to scope terms of reference for this piece of work and brought back to the full Board for approval.

To consider the Board’s Work Schedule for the forthcoming Municipal Year

The report of the Head of Scrutiny and Member Development informed the Board of its forthcoming Work Programme.  The Forward Plan of Key Decisions and recent Executive Board minutes were also appended to the report.

Issues discussed included the following:

• Consultation on the West Yorkshire Fire and Rescue Service proposals for changes to emergency cover to West Yorkshire
• To schedule further briefings on allotment provision and the provision of bereavement services.

RESOLVED –

(a)  That the report be noted.

(b)  That the Board considers the West Yorkshire Fire and Rescue Service Proposals at its next meeting on 22^nd October 2012.

(c)  That further briefings on the provision of allotments and the provision of bereavement services be scheduled over the next couple of months.

Monday, 22 October 2012 at 10.00 a.m. (Pre-meeting for all Members at 9.30 a.m.)

Monday, 22 October 2012 at 10.00 a.m. (Pre-meeting for all Members at 9.30 a.m.)