Agenda item

To consider a report by the City Solicitor which presents the annual report on the Council’s decision making arrangements.

The report provides one of the sources of assurance which the committee is able to take into account when considering the approval of the Annual Governance Statement.

(Report attached)

The City Solicitor submitted a report which presented the Annual Decision Making Assurance Report.

The report provided assurances to the Committee that the systems and processes that form part of the council’s decision making framework were fit for purpose, up to date, were routinely complied with and had been effectively communicated and monitored.

Officers representing the Head of Governance Services & Scrutiny Support, the Chief Planning Officer, The Head of Service (Legal) and the Head of Elections, Licensing and Registration were in attendance to answer Members questions and queries.

Members queried the decision monitoring within the Children’s and Families Directorate noting that in the months of January and February there was a large number of decisions published as a result of a backlog in publishing significant operating decisions relating to both the placement of children and approvals relating to the employment of children.

Members were informed that the decisions took place in a timely manner and that the delay in publication did not negatively impact on the placement or wellbeing of children.

The Head of Governance Services & Scrutiny Support said that an explanation would be sought from the Director of Children and Families as to why there were delays in the first instance, and further assurances be sought; that none of the delays impacted on children, and that arrangements were in place to prevent any reoccurrence

A further issue was raised on the publication of key decisions with Members questing if a more expansive narrative could be included on the list of forthcoming key decisons.

A query was raised as to whether it was possible quantify if there was an increase in the number of key decision between £200k - £300k.

Members were informed that the requested information was not readily available and were reassured and supportive of the works being undertaken to explore options for greater consistency on financial thresholds used in finance, procurement and key decisions.

Members requested that the Committee be consulted on proposals as they emerge.

Referring to issues around RIPA (Regulation of Investigatory Powers). Members were informed that no applications for use of these powers had been made.

Although reassured that any applications would be legally compliant, Members were concerned that possibly not all available legal powers were being exploited and utilised by Environmental Action, to deal with issues such as fly tipping, in a consistent manner across the City.

In view of the concerns raised by Members around service performance and that prioritisation may fall more readily within a Scrutiny Board remit; it was the view of Committee that Scrutiny Board (Environment and Communities) be requested to consider these matters further. 

Referring to Planning matters, Members welcomed the appointment of a dedicated officer who had overall responsibility for maintaining the Community Infrastructure Levy (CIL) process and requested if the officer would be available to attend Community Committee meetings and Ward Members Briefings.

The Head of Development Management confirmed that the CIL officer would be available to attend such meetings.

A query was raised about the statistics for Plans Panel Decision Making with one Members suggesting that the figures for 2017/18 appeared to be incomplete.

The Head of Development Management offered to investigate the matter further and the information would be circulated to all Members of the Committee.

The Chair thanked officers for their attendance and contributions.

RESOLVED –

(i)  To note the assurance provided in the submitted report by the Head of Governance and Scrutiny Support, the Chief Planning Officer, the Head of Service (Legal) and the Head of Elections, Licensing and Registration that the decision making framework in place within Leeds City Council was fit for purpose, up to date, were routinely complied with and had been effectively communicated and monitored.

(ii)  That the Head of Governance Services & Scrutiny Support be requested to write to the Director of Children and Families seeking an explanation as to why there were delays in publishing significant decisions relating to both the placement of children and approvals relating to the employment of children, in the first instance, that none of the delays impacted on children, and that assurance that arrangements were in place to prevent any reoccurrence

(iii)  That the Corporate Leadership Team be informed of the Committee’s observations with respect to the need for additional narrative to be included on the 28 day notice for key decisions

(iv)  That a further report on threshold work across procurement and finance to bring some consistency to the decision making framework would be prepared and brought back to this Committee for comment.

(v)  That the Chair on behalf of the Committee be requested to write to the Chair of Scrutiny Board (Environment and Communities) to ascertain if  all available legal powers were being exploited and utilised by Environmental Action, to deal with issues such as fly tipping, in a consistent manner across the City.

(vi)  That revised statistic around Plans Panel Decision Making be circulated to Members once it becomes available