Agenda and minutes

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.

None.

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

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

None.

JG informed the board that the document handed out at the pre-meeting was a typed version of SBa’s hand written expression of interest that had already been sent to members.

JG informed the board of Stephen Ilee’s decision to step down from the board, and thanked him for his contributions.

JG also advised that Andrew Bates, who attended a recent meeting as an observer, would not be joining the board following discussions with Housing Leeds, and the process by which new members are recruited is being reviewed.

To receive any apologies for absence.

Rita Ighade, Roderic Morgan.

To confirm as a correct record, the minutes of the meeting held on Friday 24^th May 2019 at Navigation House.

RESOLVED – The minutes of the previous meeting held on 24 May 2019 were passed as a true record.

To receive an update from the Chair on scrutiny activity, not specifically included on this agenda, since the previous Board meeting.

The minutes of the latest Environment, Housing, and Communities Scrutiny board meeting are not yet available. JG questioned the necessity of including any irrelevant sections of the minutes with the pack, KM replied that he would review the process of putting the packs together to see if the minutes could be cut down to only the relevant sections.

To continue the discussions from the previous meeting/workshop as to how the structure and function of the board can be developed to better engage with the wider tenant voice, including younger tenants and strengthen evidence gathering, (possibly with smaller less wide ranging enquiries being conducted alongside larger enquiries).

KM gave the board a brief overview of the topics covered in the previous session relating to ‘How do we run an enquiry?’ and ‘How do we undertake an enquiry?’

KM introduced the next topic for discussion, explaining this would be an open discussion with keys points recorded that could then, with previous comments be considered and hopefully put together to identify changes to the current way of working or produce a new coherent process that could be trialled by the board. JG noted the board’s willingness to try new ways of working with the caveat that if they did not work the board could return to its current format.

KM reassured members that there is no question that the board should not remain independent and continue to be valued as such. He reminded members that there is no legislation defining the board’s procedure and the current processes of the board do not reflect how the majority of other tenant’s forums operate. KM asked the board ‘How do we run as a group?’ and posed the question as to whether the formality of the group is always beneficial or could it put off potential new members from joining?

The board were asked to consider whether a combination of formal and informal approaches could increase and maximise engagement from board members, council staff, and tenants. JG asked whether, given it has already been noted that the board requires a much higher level of administration, whether this would create more administration?

KM explained that the most cumbersome and time consuming part of the process was that by which the meeting packs/reports and publication of papers is undertaken and invited JG to witness the creation of a future pack so he might see exactly what the process involves. JG questioned if the time taken is due to KM having less familiarity with the software than previous scrutiny officers, however KM replied that the software itself is the main issue due to its slow processing and requirement to upload each agenda item update, invite list and associated documents one at a time (deconstructing minutes for example so the system can recreate what has already been created).

JG asked if a new system or the new website when it is updated will speed up the process. KM replied that it might, however the current site does not receive much user traffic, so new ways of working should be explored which would be of more benefit overall. As it stands there can be delays getting new material uploaded to the website, and not all tenants are able to engage with online material.

KM asked SBu and MF for their observations as new members on the board’s working practices. SBu answered that he prefers the current location (Navigation House) and format to the meetings at the Civic Hall, but a combined approach between formal and less formal locations would help the board cover a wider range of approaches. MF did not declare a preference for either setting.  ...  view the full minutes text for item 13.

Item is for discussion around the tasks contained within and whether to sign the work plan off in its current form or make amendments to it.

KM advised the board that the consideration of a new enquiry is approaching on the work plan, and that the next enquiry will utilise as many of the newly-agreed approaches as possible as a trial for the adoption for future enquiries. KM will enquire with Jackie Fox and Frank Perrins for their availability to present the STAR survey data.

To consider expressions of interest put forward by members for the roles of Chair and Vice Chair and conduct elections to appoint to both positions.

KM informed the board that only one expression of interest for the Chair position was received from JG, and asked all members in favour to vote by show of hands. The vote was passed unanimously.

One of the two candidates for the vice chair position wished to pull out of the vote prior to the meeting, leaving SBa as the only candidate. KM asked all members to vote by show of hands, and the vote was passed unanimously.

JG has been confirmed as Chair, and SBa has been confirmed as Vice Chair.

Friday 19^th July 2019 1pm Committee rooms 6/7 Civic Hall

The June meeting will again take place at the Civic Hall on Friday the 19^th of July, 2pm - 4pm.

THE MEETING CLOSED AT 2:40 PM