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.)

The Chair accepted a late item around the lift situation at Cottingley Towers.

This was submitted as a Late Item.

To request a response from a Responsible Officer about the current lift situation in Cottingley Towers and to request information about the questions being asked when lifts are procured by the Council.

The Chair noted that one of the lifts had been out of use for seven weeks, leaving only one lift in operation. Concerns have been raised in the tower block around the number of people who are having to use one lift, exacerbated at present by contractors working in the block fitting sprinklers. The Chair noted that there has been little communication around the lift repair and concerns about the fact that a part is having to be made, delaying the repair further for this lift even though this is a fairly new installation.

Whilst this issue is specific to a particular block, the Board noted there is a programme of works to install new lifts across a number of multi storey blocks across the city and that this could be a problem which the Council need to resolve before the issue occurs in another block.

RESOLVED – That the Board request the Scrutiny Officer to ask for a formal response to the questions the Board posed.

To receive any apologies for absence.

Olga Gailite, Michael Healey, Peter Middleton

To confirm as a correct record, the minutes of the meeting held on 14^th March 2018.

RESOLVED – That the minutes of the meeting held on 14 March 2018 be approved as a correct record.

Information only item.

Agenda item for information only.

This year, the Tenant Scrutiny Board have undertaken an in-depth inquiry into the Anti-Social Behaviour Service. This inquiry has now concluded and the Board is in a position to report on its draft findings and recommendations resulting from the evidence gathered.

Members are asked to consider and provide feedback and agree as appropriate the Board’s draft report following its inquiry into the Anti-Social Behaviour Service.

The Chair explained he and the Vice Chair had met with Scrutiny Officers to work on the draft report which is presented at this meeting. The Chair advised that the Board will go through the report at this meeting but if members wish to add any suggestions after the meeting to be included in the report to let the Scrutiny Officer know.

The Chair reminded members that ‘where any member of the Tenant Scrutiny Board not to agree with the content of the Board's Report, they may produce a Minority Report setting out their findings and recommendations. The Minority Report will be attached as an appendix to the Tenant Scrutiny Board’s Report.’

It was noted that this inquiry has been very different to ones carried out previously. It was noted that this inquiry had not only looked at procedures but also the behaviour of tenants in their communities.

The Board went through the draft report section by section and gave the following comments.

Noise Nuisance

It was noted through the Board’s inquiry this was responsible for over 50% of ASB cases and a large proportion of these are from high rise blocks. The Chair noted that in suggesting an action day for noise, that this was inspired by the clean-up action days on estates which has been seen to work as it was targeting a particular problem. The Board agreed to include the word ‘awareness’ into the event.

IT Systems

The Board noted this is a common issue and something the Board has come across on all inquiries carried out. It was noted that the Council are gradually bringing in systems which can ‘talk’ to each other and it was noted that a new housing management system is being brought in which will benefit ASB Case Officers. The Board agreed to add into the report words about ‘integration’ and ‘enable officers to carry out their roles efficiently’ which would help better explain how the Board came to this recommendation.

CCTV

The Chair explained that fibre installations could take up to two years where as using radio signals from top of tower blocks could be installed quicker. SB noted that in West Leeds there is some work on upgrading cameras and they are installing equipment on the roof. Board agreed to add into the report clarification around the updates to tenants on work which is being carried out as clearly it was identified there is a planned programme of works available.

Recommendations 6, 7

These were noted by the Board with no additional amendments.

Recommendation 8

The Board noted point 37 in the draft report and that a recommendation should be included to address this issue via some form of audit carried out on these types of cases.

Mediation

The Chair noted that the inquiry had heard this isn’t taken up much and he noted that when he had asked someone about this they hadn’t heard of the service.

The Chair requested authorisation to sign off on their behalf given there  ...  view the full minutes text for item 92.

Members are asked to consider the information provided at todays meeting and provide any feedback to the proposed discussion items in May.

IM introduced this item and discussed his initial thoughts around a planned agenda for the May informal meeting. IM explained that there would be an opportunity for members to give general feedback on what is working well and what could be improved – acknowledging the good work which has been carried out by the Board. IM also discussed potentially having a development plan for the Board which would be things such as training which would be carried outside the formal meetings. There will also be a discussion around recruitment and how we can best attract new members to the Board.

The Chair has previously discussed with Board Members good practice arrangements in respect of election of Chair. 

Members are asked to make their intentions known prior to this meeting to identify the number of potential candidates wishing to apply for the role.

The Board is requested to receive an update to the election process and carry out an election for Chair.

At this point in the meeting the Chair stood down from his position as Chair of Tenant Scrutiny Board and the Scrutiny Officer took the lead for this item.

IM explained as part of governance of the Board, there was a requirement each year to hold an election for Chair. Each member had been provided with a letter in their agenda packs prior to the meeting explaining the situation and offering them an opportunity to stand for Chair if they wished. IM received confirmation from members that all had received this.

IM explained one expression of interest for the Chair role has been received. As no other members came forward it was announced that John Gittos has expressed interest and so a vote was required to elect him to Chair.

RESOLVED – The Board voted by show of hands unanimously to elect John Gittos to the role of Chair for a further 12 months.

The Chair has previously discussed with Board Members good practice arrangements in respect of election of Vice Chair. 

Members are asked to make their intentions known prior to this meeting to identify the number of potential candidates wishing to apply for the role.

The Board is requested to receive an update to the election process and carry out an election for Vice Chair.

At this item the Vice Chair stood down from her position as Vice Chair of Tenant Scrutiny Board.

IM explained as part of governance of the Board, that the Board were required each year to hold an election for Vice Chair. Each member had been provided with a letter in their agenda packs prior to the meeting explaining the situation and offering them an opportunity to stand for Vice Chair if they wished. IM received confirmation that all members had received this.

IM introduced this item and explained one expression of interest for the Vice Chair role has been received. As no other members came forward and it was announced that Sallie Bannatyne has expressed interest and so a vote was required to elect her to Vice Chair.

RESOLVED – The Board voted by show of hands unanimously to elect Sallie Bannatyne to the role of Vice Chair for a further 12 months.

Future meeting dates and times of the Board to be confirmed during May/June 2018.

May – Navigation House – informal meeting.

Next formal meeting of the Board will be in June – no date set. The Scrutiny Officer will keep members updated on this.

THE MEETING CLOSED AT 2:35PM