Minutes for Scrutiny Board (Environment and Neighbourhoods) meeting, Apr 19 2010, 10.00AM

<div class="mgLinks"> <ul class="mgActionList"> <li><a href="http://democracy.leeds.gov.uk/mgMeetingAttendance.aspx?ID=4230" class="external" title="Link to attendance details for the meeting of Scrutiny Board (Environment and Neighbourhoods)Monday, 19th April, 2010 10.00 am">Attendance Details</a></li> <li><a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=4230&T=0" class="external" title="Link to agenda frontsheet pdf file">Agenda Frontsheet</a> PDF 184 KB </li> <li><a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=4230&T=10" class="external" title="Link to agenda reports document pack pdf file">Agenda reports pack</a> PDF 2 MB </li> <li><a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=4230&T=1" class="external" title="Link to printed minutes pdf file">Printed minutes</a> PDF 84 KB </li> </ul> </div><div class="mgContent"> Venue: Civic Hall, Leeds. <a href="http://democracy.leeds.gov.uk/mgLocationDetails.aspx?RID=1" class="external" title="Link to directions to Civic Hall, Leeds"> View directions</a> Contact: Stuart Robinson (0113) 24 74360  Email: <a href="mailto:stuart.robinson@leeds.gov.uk" class="external">stuart.robinson@leeds.gov.uk</a> Items No. Item <a name="AI25477"></a>112. Chair's Opening Remarks Minutes: <div class="mgWordPara"><div class="Section1"> The Chair welcomed everyone to the April meeting of the Scrutiny Board (Environment and Neighbourhoods). </div> </div> <a name="AI25312"></a>113. Declarations of Interest <div class="mgWordPara"><div class="Section1"> 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. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> The following personal interests were declared:-   <ul> <li class="MsoNormal">Councillor A Blackburn in her capacity as a Director of West North West Homes (Agenda Item 8) (Minute 117 refers)</li> <li class="MsoNormal">Councillor G Hyde in his capacity as a Director of East North East Homes (Agenda Item 8) (Minute 117 refers)</li> <li class="MsoNormal">Councillor J Jarosz in her capacity as a Probation Officer employed by the National Probation Service (Agenda Item 10) (Minute 119 refers)</li> <li class="MsoNormal">Councillor A Castle in her capacity as a Member on the West Yorkshire Fire and Rescue Authority (Agenda Item 10) (Minute 119 refers)</li> <li class="MsoNormal">Councillor D Hollingsworth in his capacity as a Member on the West Yorkshire Fire and Rescue Authority (Agenda Item 10) (Minute 119 refers)</li> </ul> </div> </div> <a name="AI25313"></a>114. Apologies for Absence <div class="mgWordPara"><div class="Section1"> To receive any apologies for absence. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> Apologies for absence were received on behalf of Councillors R Downes and M Rafique. </div> </div> <a name="AI25314"></a>115. <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43210" title="Link to document 'Minutes of the Previous Meeting' pdf file" class="external">Minutes of the Previous Meeting</a> PDF 82 KB <div class="mgWordPara"><div class="Section1"> To receive and approve the minutes of the previous meeting held on 8th March 2010. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> RESOLVED - That the minutes of the meeting held on 8th March 2010 be approved as a correct record. </div> </div> <a name="AI25317"></a>116. <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=42882" title="Link to document 'Executive Board - Minutes' pdf file" class="external">Executive Board - Minutes</a> PDF 85 KB <div class="mgWordPara"><div class="Section1"> To receive and note the Executive Board minutes of the meeting held on 10th March 2010. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> RESOLVED – That the minutes of the Executive Board meeting held on 10th March 2010 be received and noted. </div> </div> <a name="AI25318"></a>117. <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43251" title="Link to document 'Procurement of the Grounds Maintenance Contract for 2011 - Formal Response to the Scrutiny Board's interim Statement' pdf file" class="external">Procurement of the Grounds Maintenance Contract for 2011 - Formal Response to the Scrutiny Board's interim Statement</a> PDF 56 KB <ul class="mgActionList"> <li><a href="http://democracy.leeds.gov.uk/mgListDeclarationsOfInterest.aspx?AIID=25318&ISAI=1" class="external" title="Link to declarations of interest for item 117."> View the declarations of interest for item 117.</a></li> </ul> <div class="mgWordPara"><div class="Section1"> To consider a report from the Head of Scrutiny and Member Development presenting the formal response to the Board’s Statement in relation to the procurement of the grounds maintenance contract for 2011.     </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43252" class="external" title="Link to document 'Appendix 1' pdf file">Appendix 1, item 117.</a> PDF 198 KB </li> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43253" class="external" title="Link to document 'Appendix 2' pdf file">Appendix 2, item 117.</a> PDF 69 KB </li> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43254" class="external" title="Link to document 'Appendix 3' pdf file">Appendix 3, item 117.</a> PDF 442 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> Referring to Minute 85 of the meeting held on 11th January 2010, the Head of Scrutiny and Member Development submitted a report presenting the formal response to the Board’s Statement in relation to the procurement of the grounds maintenance contract for 2011.   Appended to the report were copies of the following documents for the information/comment of the meeting:-   <ul> <li class="MsoNormal">Scrutiny Interim Statement – Procurement of the Grounds Maintenance Contract for 2011 (Appendix 1 refers)</li> <li class="MsoNormal">Report of the Director of Environment and Neighbourhoods – Executive Board – 10th March 2010 – Environment and Neighbourhoods Inquiry in to the Procurement of the Grounds Maintenance Contract for 2011</li> </ul> (Appendix 2 refers) <ul> <li class="MsoNormal">Report of the Director of Environment and Neighbourhoods – Scrutiny Board (Environment and Neighbourhoods) – 19th April 2010- Procurement of the Grounds Maintenance Contract for 2011 – Formal Response to the Scrutiny Boards Interim Statement (Appendix 3 refers)</li> </ul>   Andrew Mason, Chief Environmental Services Officer, Environment and Neighbourhoods was in attendance and responded to Members’ queries and comments.   In acknowledging the poor response received in relation to the Scrutiny Board’s initial invitation to all 31 Parish and Town Councils to attend a meeting of the working group to discuss the future content of the grounds maintenance service contract, Members questioned whether engagement with the Parish and Town Councils had improved.    Andrew Mason, Chief Environmental Services Officer informed the meeting that officers within Environment and Neighbourhoods would be approaching all of the Parish and Town Councils again during key stages of the procurement process.   RESOLVED – a)                 That the contents of the report and appendices be noted. b)                 That any recommendations which had not yet been completed would be included in future quarterly recommendation tracking reports to enable the Board to continue to monitor progress.   (Councillor J Marjoram joined the meeting at 10.10am during discussions of the above item) </div> </div> <a name="AI25320"></a>118. <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43255" title="Link to document 'Procurement of Housing Contracts Review - Draft Statement' pdf file" class="external">Procurement of Housing Contracts Review - Draft Statement</a> PDF 56 KB <div class="mgWordPara"><div class="Section1"> To consider and agree a draft Statement of the Board in relation to the procurement of housing contracts.   </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43269" class="external" title="Link to document 'Appendix' pdf file">Appendix, item 118.</a> PDF 575 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> Referring to Minute 6 of the meeting held on 3rd June 2010, the Head of Scrutiny and Member Development submitted a report on the draft Statement of the Board in relation to the procurement of housing contracts.   Appended to the report was a copy of a document entitled ‘Draft Scrutiny Statement Procurement of Housing Contracts April 2010’ for the information/comment of the meeting.   The following representatives were in attendance and responded to Members’ queries and comments:-   Wayne Baxter, Chief Procurement Officer, Chief Executive’s Department Debbie Forward, Supporting People Manager, Environment and Neighbourhoods.   Wayne Baxter, in his presentation, made specific reference to Recommendation 5 within the draft statement and provided further background about officer declarations in particular and the ongoing debate both locally and nationally about whether the register of employee interests should also be made available to the public.    Following a brief discussion, the Board agreed that it would be more appropriate for recommendation 5 to be directed at the Council’s Monitoring Officer and Chief Officer for Human Resources for implementation.  Members also amended the recommendation to request that an update report be brought back to Scrutiny within 3 months.  The Board’s Principal Scrutiny Adviser was therefore requested to redraft this recommendation as follows:-   Recommendation 5 – (i) That the Chief Human Resources Officer and the Council’s Monitoring Officer be requested to explore ways in which the requirement for all Members and officers to formally register and declare any interests/relationships of a business or private nature with external contractors or potential contractors can be made more transparent as part of any contract review process.  (ii) That an update report be brought back to Scrutiny within three months.   The Chair then welcomed Debbie Forward, Supporting People Manger, to the meeting who was conveying comments received from Councillor J L Carter, Executive Member for Neighbourhoods and Housing, and Neil Evans, Director of Environment and Neighbourhoods, on the recommendations within the draft Statement.   In consideration of the comments made, the Board agreed to make the following amendments to the draft recommendations:-   Recommendation 1 – the Board agreed to include the words ‘Where this was not possible due to unforeseen emergency situations, then to ensure that an inspection was undertaken within 48 hours or the next working day’ to the end of this recommendation.   During the meeting, specific reference was also made to the following issues:-   <ul> <li class="MsoNormal"> clarification of the number of inspections that have been conducted with regard to the provision of temporary accommodation</li> </ul> (The Supporting People Manger responded and informed the meeting that 280 properties had been inspected last year.  It was also reported that currently there are no families placed in the private sector as temporary accommodation) <ul> <li class="MsoNormal"> clarification of the inspection arrangements in place in terms of the provision of temporary accommodation for Asylum Seekers</li> </ul> (The Supporting People Manager responded and explained that the UK Border Agency was primarily responsible for commissioning and managing the provision of private sector accommodation for Asylum Seekers and therefore would have in place their own inspection arrangements ) <ul> <li class="MsoNormal"> in acknowledging the robust inspection regime now adopted by the Council, it was proposed that the Chair writes on behalf of the Board to the UK Border Agency to advise that such good practice is also adopted by them in relation to the provision of temporary accommodation for Asylum Seekers in Leeds</li> <li class="MsoNormal"> reference was again made to the need to reduce the numbers of requests made to waiver/invoke contract procedure rules. </li> <li class="MsoNormal"> clarification was sought on the number of requests still being made by Environment and Neighbourhoods to waiver/invoke contract procedure rules and the reasons for such requests.  It was recommended that the successor Board receives details of such requests made over a recent quarterly period and uses this to review and evaluate the situation</li> </ul> (The Supporting People Manager explained that the majority of waivers will relate to Supporting People contracts as not all will be subject to competitive tender due to the high volume of contracts in place and therefore contracts are prioritised for competitive tender)   RESOLVED- a)     That the contents of the report and appendices be noted. b)     That, subject to incorporating the above comments, approval be given to the Board’s Statement on the Procurement of Housing Contracts in accordance with the report now submitted. c)      That the Chair writes on behalf of the Board to the UK Border Agency advising that the robust inspection regime adopted by the Council in relation to temporary accommodation was also adopted as good practice in relation to the provision of temporary accommodation for Asylum Seekers in Leeds. d)     That the successor Scrutiny Board receives details of requests made by the directorate to waiver/invoke contract procedure rules over a recent quarterly period and uses this to review and evaluate the situation.   (Councillor D Hollingsworth joined the meeting at 10.15am during discussions of the above item)     </div> </div> <a name="AI25322"></a>119. <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43257" title="Link to document 'Crime and Disorder Scrutiny - Draft Protocol' pdf file" class="external">Crime and Disorder Scrutiny - Draft Protocol</a> PDF 60 KB <ul class="mgActionList"> <li><a href="http://democracy.leeds.gov.uk/mgListDeclarationsOfInterest.aspx?AIID=25322&ISAI=1" class="external" title="Link to declarations of interest for item 119."> View the declarations of interest for item 119.</a></li> </ul> <div class="mgWordPara"><div class="Section1"> To consider the draft protocol between the Scrutiny Board and the local Community Safety Partnership in relation to crime and disorder scrutiny in Leeds.   </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43258" class="external" title="Link to document 'Appendix' pdf file">Appendix, item 119.</a> PDF 260 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> The Head of Scrutiny and Member Development submitted a report on the draft protocol in relation to Crime and Disorder Scrutiny in Leeds.   Appended to the report was a copy of a document entitled ‘ Scrutiny Board (Environment and Neighbourhoods) – Protocol between the Scrutiny Board and the Community Safety Partnership in Leeds’ for the consideration and agreement of the Board.   Marcus Beacham, Head of Strategic Commissioning (Community Safety), Environment and Neighbourhoods, was in attendance to respond to any queries and comments from Members.   The Board’s Principal Scrutiny Adviser informed the meeting that following the Scrutiny Board’s meeting, formal agreement of the protocol would also be sought from the Safer Leeds Partnership Executive.   RESOLVED – a)                 That the contents of the report and appendices be noted. b)                 That approval be given to the draft protocol between the Scrutiny Board and the local Community Safety Partnership in relation to crime and disorder scrutiny in Leeds in accordance with the report now submitted.   </div> </div> <a name="AI25323"></a>120. <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43259" title="Link to document 'Current Work Programme' pdf file" class="external">Current Work Programme</a> PDF 52 KB <div class="mgWordPara"><div class="Section1"> To receive a report from the Head of Scrutiny and Member Development on the Board’s current work programme </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43260" class="external" title="Link to document 'Appendix 1' pdf file">Appendix 1, item 120.</a> PDF 45 KB </li> <li> <a href="http://democracy.leeds.gov.uk/mgConvert2PDF.aspx?ID=43261" class="external" title="Link to document 'Appendix 2' pdf file">Appendix 2, item 120.</a> PDF 342 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> The report of the Head of Scrutiny and Member Development submitted a report on the Board’s current work programme.   Also attached was the current Forward Plan of Key decisions for the period 1st April 2010 to 31st July 2010.   RESOLVED- a)                 That the contents of the report and appendices be noted. b)                 That the work programme be approved in accordance with the report now submitted.   </div> </div> <a name="AI25315"></a>121. Date and Time of Next Meeting <div class="mgWordPara"><div class="Section1"> Monday 17th May 2010 at 10.00am (Pre-meeting for Board Members at 9.30am) </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> Monday 17th May 2010 at 10.00am (Pre-meeting for Board Members at 9.30am)     (The meeting concluded at 10.40am) </div> </div> <div class="mgHelpLine"> </div> </div> 2010-07-09T06:09:01+01:00

25804

Meeting

Minutes

31434 Attendance Details Agenda Frontsheet PDF 184 KB Agenda reports pack PDF 2 MB Printed minutes PDF 84 KB Venue: Civic Hall, Leeds. View directions Contact: Stuart Robinson (0113) 24 74360  Email: stuart.robinson@leeds.gov.uk Items No. Item 112. Chair's Opening Remarks Minutes: The Chair welcomed everyone to the April meeting of the Scrutiny Board (Environment and Neighbourhoods). 113. Declarations of Interest To declare any personal / prejudicial interests for the purpos...

<div class="mgLinks"> <ul class="mgActionList"> <li><a href="mgMeetingAttendance.aspx?ID=4230" title="Link to attendance details for the meeting of Scrutiny Board (Environment and Neighbourhoods)Monday, 19th April, 2010 10.00 am">Attendance Details</a></li> <li><a href="mgConvert2PDF.aspx?ID=4230&T=0" title="Link to agenda frontsheet pdf file">Agenda Frontsheet</a> <img src="mgimages/logo-pdf-1.gif" alt="pdf icon" /> PDF 184 KB </li> <li><a href="mgConvert2PDF.aspx?ID=4230&T=10" title="Link to agenda reports document pack pdf file">Agenda reports pack</a> <img src="mgimages/logo-pdf-1.gif" alt="pdf icon" /> PDF 2 MB </li> <li><a href="mgConvert2PDF.aspx?ID=4230&T=1" title="Link to printed minutes pdf file">Printed minutes</a> <img src="mgimages/logo-pdf-1.gif" alt="pdf icon" /> PDF 84 KB </li> </ul> </div><div class="mgContent"> Venue: Civic Hall, Leeds. <a href="mgLocationDetails.aspx?RID=1" title="Link to directions to Civic Hall, Leeds"> View directions</a> Contact: Stuart Robinson (0113) 24 74360  Email: <a href="mailto:stuart.robinson@leeds.gov.uk">stuart.robinson@leeds.gov.uk</a> <table class="mgItemTable" id="mgItemTable" summary="Table of agenda items"> <caption class="mgSectionTitle">Items</caption> <tr> <th scope="col" abbr="No">No.</th> <th scope="col" abbr="Item">Item</th> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25477"></a>112.</td> <td> Chair's Opening Remarks Minutes: <div class="mgWordPara"><div class="Section1"> The Chair welcomed everyone to the April meeting of the Scrutiny Board (Environment and Neighbourhoods). </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25312"></a>113.</td> <td> Declarations of Interest <div class="mgWordPara"><div class="Section1"> 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. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> The following personal interests were declared:-   <ul style="margin-top:0cm"> <li class="MsoNormal" style="mso-list:l0 level1 lfo3;tab-stops:list 36.0pt">Councillor A Blackburn in her capacity as a Director of West North West Homes (Agenda Item 8) (Minute 117 refers)</li> <li class="MsoNormal" style="mso-list:l0 level1 lfo3;tab-stops:list 36.0pt">Councillor G Hyde in his capacity as a Director of East North East Homes (Agenda Item 8) (Minute 117 refers)</li> <li class="MsoNormal" style="mso-list:l0 level1 lfo3;tab-stops:list 36.0pt">Councillor J Jarosz in her capacity as a Probation Officer employed by the National Probation Service (Agenda Item 10) (Minute 119 refers)</li> <li class="MsoNormal" style="mso-list:l0 level1 lfo3;tab-stops:list 36.0pt">Councillor A Castle in her capacity as a Member on the West Yorkshire Fire and Rescue Authority (Agenda Item 10) (Minute 119 refers)</li> <li class="MsoNormal" style="mso-list:l0 level1 lfo3;tab-stops:list 36.0pt">Councillor D Hollingsworth in his capacity as a Member on the West Yorkshire Fire and Rescue Authority (Agenda Item 10) (Minute 119 refers)</li> </ul> </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25313"></a>114.</td> <td> Apologies for Absence <div class="mgWordPara"><div class="Section1"> To receive any apologies for absence. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> Apologies for absence were received on behalf of Councillors R Downes and M Rafique. </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25314"></a>115.</td> <td> <a href="mgConvert2PDF.aspx?ID=43210" title="Link to document 'Minutes of the Previous Meeting' pdf file" class="mgAiTitleLnk">Minutes of the Previous Meeting</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 82 KB <div class="mgWordPara"><div class="Section1"> To receive and approve the minutes of the previous meeting held on 8th March 2010. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> RESOLVED - That the minutes of the meeting held on 8th March 2010 be approved as a correct record. </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25317"></a>116.</td> <td> <a href="mgConvert2PDF.aspx?ID=42882" title="Link to document 'Executive Board - Minutes' pdf file" class="mgAiTitleLnk">Executive Board - Minutes</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 85 KB <div class="mgWordPara"><div class="Section1"> To receive and note the Executive Board minutes of the meeting held on 10th March 2010. </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> RESOLVED – That the minutes of the Executive Board meeting held on 10th March 2010 be received and noted. </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25318"></a>117.</td> <td> <a href="mgConvert2PDF.aspx?ID=43251" title="Link to document 'Procurement of the Grounds Maintenance Contract for 2011 - Formal Response to the Scrutiny Board's interim Statement' pdf file" class="mgAiTitleLnk">Procurement of the Grounds Maintenance Contract for 2011 - Formal Response to the Scrutiny Board's interim Statement</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 56 KB <ul class="mgActionList"> <li><a href="mgListDeclarationsOfInterest.aspx?AIID=25318&ISAI=1" title="Link to declarations of interest for item 117."> View the declarations of interest for item 117.</a></li> </ul> <div class="mgWordPara"><div class="Section1"> To consider a report from the Head of Scrutiny and Member Development presenting the formal response to the Board’s Statement in relation to the procurement of the grounds maintenance contract for 2011.     </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="mgConvert2PDF.aspx?ID=43252" title="Link to document 'Appendix 1' pdf file">Appendix 1, item 117.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 198 KB </li> <li> <a href="mgConvert2PDF.aspx?ID=43253" title="Link to document 'Appendix 2' pdf file">Appendix 2, item 117.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 69 KB </li> <li> <a href="mgConvert2PDF.aspx?ID=43254" title="Link to document 'Appendix 3' pdf file">Appendix 3, item 117.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 442 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> Referring to Minute 85 of the meeting held on 11th January 2010, the Head of Scrutiny and Member Development submitted a report presenting the formal response to the Board’s Statement in relation to the procurement of the grounds maintenance contract for 2011.   Appended to the report were copies of the following documents for the information/comment of the meeting:-   <ul style="margin-top:0cm"> <li class="MsoNormal" style="mso-list:l2 level1 lfo3;tab-stops:list 36.0pt">Scrutiny Interim Statement – Procurement of the Grounds Maintenance Contract for 2011 (Appendix 1 refers)</li> <li class="MsoNormal" style="mso-list:l2 level1 lfo3;tab-stops:list 36.0pt">Report of the Director of Environment and Neighbourhoods – Executive Board – 10th March 2010 – Environment and Neighbourhoods Inquiry in to the Procurement of the Grounds Maintenance Contract for 2011</li> </ul> (Appendix 2 refers) <ul style="margin-top:0cm"> <li class="MsoNormal" style="mso-list:l4 level1 lfo6;tab-stops:list 36.0pt">Report of the Director of Environment and Neighbourhoods – Scrutiny Board (Environment and Neighbourhoods) – 19th April 2010- Procurement of the Grounds Maintenance Contract for 2011 – Formal Response to the Scrutiny Boards Interim Statement (Appendix 3 refers)</li> </ul>   Andrew Mason, Chief Environmental Services Officer, Environment and Neighbourhoods was in attendance and responded to Members’ queries and comments.   In acknowledging the poor response received in relation to the Scrutiny Board’s initial invitation to all 31 Parish and Town Councils to attend a meeting of the working group to discuss the future content of the grounds maintenance service contract, Members questioned whether engagement with the Parish and Town Councils had improved.    Andrew Mason, Chief Environmental Services Officer informed the meeting that officers within Environment and Neighbourhoods would be approaching all of the Parish and Town Councils again during key stages of the procurement process.   RESOLVED – a)                 That the contents of the report and appendices be noted. b)                 That any recommendations which had not yet been completed would be included in future quarterly recommendation tracking reports to enable the Board to continue to monitor progress.   (Councillor J Marjoram joined the meeting at 10.10am during discussions of the above item) </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25320"></a>118.</td> <td> <a href="mgConvert2PDF.aspx?ID=43255" title="Link to document 'Procurement of Housing Contracts Review - Draft Statement' pdf file" class="mgAiTitleLnk">Procurement of Housing Contracts Review - Draft Statement</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 56 KB <div class="mgWordPara"><div class="Section1"> To consider and agree a draft Statement of the Board in relation to the procurement of housing contracts.   </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="mgConvert2PDF.aspx?ID=43269" title="Link to document 'Appendix' pdf file">Appendix, item 118.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 575 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> Referring to Minute 6 of the meeting held on 3rd June 2010, the Head of Scrutiny and Member Development submitted a report on the draft Statement of the Board in relation to the procurement of housing contracts.   Appended to the report was a copy of a document entitled ‘Draft Scrutiny Statement Procurement of Housing Contracts April 2010’ for the information/comment of the meeting.   The following representatives were in attendance and responded to Members’ queries and comments:-   Wayne Baxter, Chief Procurement Officer, Chief Executive’s Department Debbie Forward, Supporting People Manager, Environment and Neighbourhoods.   Wayne Baxter, in his presentation, made specific reference to Recommendation 5 within the draft statement and provided further background about officer declarations in particular and the ongoing debate both locally and nationally about whether the register of employee interests should also be made available to the public.    Following a brief discussion, the Board agreed that it would be more appropriate for recommendation 5 to be directed at the Council’s Monitoring Officer and Chief Officer for Human Resources for implementation.  Members also amended the recommendation to request that an update report be brought back to Scrutiny within 3 months.  The Board’s Principal Scrutiny Adviser was therefore requested to redraft this recommendation as follows:-   Recommendation 5 – (i) That the Chief Human Resources Officer and the Council’s Monitoring Officer be requested to explore ways in which the requirement for all Members and officers to formally register and declare any interests/relationships of a business or private nature with external contractors or potential contractors can be made more transparent as part of any contract review process.  (ii) That an update report be brought back to Scrutiny within three months.   The Chair then welcomed Debbie Forward, Supporting People Manger, to the meeting who was conveying comments received from Councillor J L Carter, Executive Member for Neighbourhoods and Housing, and Neil Evans, Director of Environment and Neighbourhoods, on the recommendations within the draft Statement.   In consideration of the comments made, the Board agreed to make the following amendments to the draft recommendations:-   Recommendation 1 – the Board agreed to include the words ‘Where this was not possible due to unforeseen emergency situations, then to ensure that an inspection was undertaken within 48 hours or the next working day’ to the end of this recommendation.   During the meeting, specific reference was also made to the following issues:-   <ul style="margin-top:0cm"> <li class="MsoNormal" style="text-align:left;qline-height:12.0pt;mso-list:l2 level1 lfo3; tab-stops:list 36.0pt;mso-layout-grid-align:none;text-autospace:none"> clarification of the number of inspections that have been conducted with regard to the provision of temporary accommodation</li> </ul> (The Supporting People Manger responded and informed the meeting that 280 properties had been inspected last year.  It was also reported that currently there are no families placed in the private sector as temporary accommodation) <ul style="margin-top:0cm"> <li class="MsoNormal" style="text-align:left;qline-height:12.0pt;mso-list:l2 level1 lfo3; tab-stops:list 36.0pt;mso-layout-grid-align:none;text-autospace:none"> clarification of the inspection arrangements in place in terms of the provision of temporary accommodation for Asylum Seekers</li> </ul> (The Supporting People Manager responded and explained that the UK Border Agency was primarily responsible for commissioning and managing the provision of private sector accommodation for Asylum Seekers and therefore would have in place their own inspection arrangements ) <ul style="margin-top:0cm"> <li class="MsoNormal" style="text-align:left;qline-height:12.0pt;mso-list:l2 level1 lfo3; tab-stops:list 36.0pt;mso-layout-grid-align:none;text-autospace:none"> in acknowledging the robust inspection regime now adopted by the Council, it was proposed that the Chair writes on behalf of the Board to the UK Border Agency to advise that such good practice is also adopted by them in relation to the provision of temporary accommodation for Asylum Seekers in Leeds</li> <li class="MsoNormal" style="text-align:left;qline-height:12.0pt;mso-list:l2 level1 lfo3; tab-stops:list 36.0pt;mso-layout-grid-align:none;text-autospace:none"> reference was again made to the need to reduce the numbers of requests made to waiver/invoke contract procedure rules. </li> <li class="MsoNormal" style="text-align:left;qline-height:12.0pt;mso-list:l2 level1 lfo3; tab-stops:list 36.0pt;mso-layout-grid-align:none;text-autospace:none"> clarification was sought on the number of requests still being made by Environment and Neighbourhoods to waiver/invoke contract procedure rules and the reasons for such requests.  It was recommended that the successor Board receives details of such requests made over a recent quarterly period and uses this to review and evaluate the situation</li> </ul> (The Supporting People Manager explained that the majority of waivers will relate to Supporting People contracts as not all will be subject to competitive tender due to the high volume of contracts in place and therefore contracts are prioritised for competitive tender)   RESOLVED- a)     That the contents of the report and appendices be noted. b)     That, subject to incorporating the above comments, approval be given to the Board’s Statement on the Procurement of Housing Contracts in accordance with the report now submitted. c)      That the Chair writes on behalf of the Board to the UK Border Agency advising that the robust inspection regime adopted by the Council in relation to temporary accommodation was also adopted as good practice in relation to the provision of temporary accommodation for Asylum Seekers in Leeds. d)     That the successor Scrutiny Board receives details of requests made by the directorate to waiver/invoke contract procedure rules over a recent quarterly period and uses this to review and evaluate the situation.   (Councillor D Hollingsworth joined the meeting at 10.15am during discussions of the above item)     </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25322"></a>119.</td> <td> <a href="mgConvert2PDF.aspx?ID=43257" title="Link to document 'Crime and Disorder Scrutiny - Draft Protocol' pdf file" class="mgAiTitleLnk">Crime and Disorder Scrutiny - Draft Protocol</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 60 KB <ul class="mgActionList"> <li><a href="mgListDeclarationsOfInterest.aspx?AIID=25322&ISAI=1" title="Link to declarations of interest for item 119."> View the declarations of interest for item 119.</a></li> </ul> <div class="mgWordPara"><div class="Section1"> To consider the draft protocol between the Scrutiny Board and the local Community Safety Partnership in relation to crime and disorder scrutiny in Leeds.   </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="mgConvert2PDF.aspx?ID=43258" title="Link to document 'Appendix' pdf file">Appendix, item 119.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 260 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> The Head of Scrutiny and Member Development submitted a report on the draft protocol in relation to Crime and Disorder Scrutiny in Leeds.   Appended to the report was a copy of a document entitled ‘ Scrutiny Board (Environment and Neighbourhoods) – Protocol between the Scrutiny Board and the Community Safety Partnership in Leeds’ for the consideration and agreement of the Board.   Marcus Beacham, Head of Strategic Commissioning (Community Safety), Environment and Neighbourhoods, was in attendance to respond to any queries and comments from Members.   The Board’s Principal Scrutiny Adviser informed the meeting that following the Scrutiny Board’s meeting, formal agreement of the protocol would also be sought from the Safer Leeds Partnership Executive.   RESOLVED – a)                 That the contents of the report and appendices be noted. b)                 That approval be given to the draft protocol between the Scrutiny Board and the local Community Safety Partnership in relation to crime and disorder scrutiny in Leeds in accordance with the report now submitted.   </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25323"></a>120.</td> <td> <a href="mgConvert2PDF.aspx?ID=43259" title="Link to document 'Current Work Programme' pdf file" class="mgAiTitleLnk">Current Work Programme</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 52 KB <div class="mgWordPara"><div class="Section1"> To receive a report from the Head of Scrutiny and Member Development on the Board’s current work programme </div> </div> Additional documents: <ul class="mgBulletList"> <li> <a href="mgConvert2PDF.aspx?ID=43260" title="Link to document 'Appendix 1' pdf file">Appendix 1, item 120.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 45 KB </li> <li> <a href="mgConvert2PDF.aspx?ID=43261" title="Link to document 'Appendix 2' pdf file">Appendix 2, item 120.</a> <img src="mgimages/logo-pdf-1.gif" height="10" alt="pdf icon" width="10" /> PDF 342 KB </li> </ul> Minutes: <div class="mgWordPara"><div class="Section1"> The report of the Head of Scrutiny and Member Development submitted a report on the Board’s current work programme.   Also attached was the current Forward Plan of Key decisions for the period 1st April 2010 to 31st July 2010.   RESOLVED- a)                 That the contents of the report and appendices be noted. b)                 That the work programme be approved in accordance with the report now submitted.   </div> </div> </td> </tr> <tr> <td class="mgItemNumberCell"><a name="AI25315"></a>121.</td> <td> Date and Time of Next Meeting <div class="mgWordPara"><div class="Section1"> Monday 17th May 2010 at 10.00am (Pre-meeting for Board Members at 9.30am) </div> </div> Minutes: <div class="mgWordPara"><div class="Section1"> Monday 17th May 2010 at 10.00am (Pre-meeting for Board Members at 9.30am)     (The meeting concluded at 10.40am) </div> </div> </td> </tr> </table> <div class="mgHelpLine"> </div> </div>

Minutes for Scrutiny Board (Environment and Neighbourhoods) meeting, Apr 19 2010, 10.00AM

2010-07-09T06:09:01+01:00

http://democracy.leeds.gov.uk/ieListDocuments.aspx?CId=465&MId=4230&Ver=4 Minutes for Scrutiny Board (Environment and Neighbourhoods) meeting, Apr 19 2010, 10.00AM

http://openlylocal.com/documents/31434-Minutes-for-Scrutiny-Board-Environment-and-Neighbourhoods-meeting-Apr-19-2010-10-00AM