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 those parts of the agenda designated as 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.

RESOLVED – That the public be excluded from the meeting during the consideration of the following parts of the agenda designated as exempt 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 public were present there would be disclosure to them of exempt information so designated as follows:-

(a)  Appendix 3 to the report referred to in Minute No. 72 under the terms of Access to Information Procedure Rule 10.4(3) and on the grounds that the appendix contains information relating to the financial or business affairs of local authorities. The information relates to proposals that are being developed for consideration by a number of local Councils and in some instances, such proposals are still subject to the relevant approval processes. Therefore, in all the circumstances of the case, it is deemed that at this point in time, it is in the public interest not to disclose this information. 

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

(The special circumstances shall be specified in the minutes)

There were no late items as such, however, it was noted that supplementary information had been circulated to Board Members following the despatch of the agenda in the form of correspondence received on behalf of the Morley Borough Independent Group and Green Group respectively, which provided the individual representations of both Groups in respect of the proposals detailed within the report entitled, ‘Gypsy and Travellers Site Options’. (Minute No. 69 referred).

To confirm as a correct record the minutes of the meeting held on 18^th July 2012

RESOLVED – That the minutes of the meeting held on 18^th July 2012, be approved as a correct record.

To consider the report of the Director of Children’s Services seeking approval for the mechanism to negotiate the detailed terms of the disposal of land and buildings to schools converting, or which have converted, to Trust status in accordance with the Education and Inspections Act 2006 and The Schools Organisation (Prescribed Alterations to Maintained Schools)(England) Regulations 2007.

The Director of Children’s Services submitted a report which sought approval for the mechanism to negotiate the detailed terms of the disposal of land and buildings to schools converting, or which have converted, to Trust status, in accordance with the Education and Inspections Act 2006 and The Schools Organisation (Prescribed Alterations to Maintained Schools)(England) Regulations 2007.

Having acknowledged a Member’s comments, it was proposed that the Director of City Development, or such other officer authorised by him, be provided with the necessary authority to negotiate the detailed terms of such disposals of land, but only having first consulted with the relevant Executive Member.   

Members raised concerns regarding the potential for Trusts to invest funds from the sale of their Leeds based surplus assets in their other educational assets which are located outside of the city. In response, the Director undertook to confirm Trusts’ rights in respect of this matter, and if it was deemed that Trusts did have authority to invest such funds in their other educational assets located outside of Leeds, Members proposed that appropriate representations be made to the Secretary of State for Education.

RESOLVED –

(a)  That the contents of the submitted report be noted.

(b)  That the Director of City Development, or such other officer authorised by him, in consultation with the relevant Executive Member, be authorised to negotiate the detailed terms of the transfer of the freehold land and buildings to trust schools at less than best consideration.

(c)  That if it is confirmed that Trusts have the necessary authority to invest funds from the sale of their Leeds based surplus assets in their other educational assets which are located outside of the city, appropriate representations be made regarding this matter on behalf of the Board to the Secretary of State for Education.

To consider the report of the Director of Children’s Services advising of the overspend on the Bankside Primary School capital scheme, seeking authority to spend £1,593,000, outlining the key issues that the project encountered and providing assurances on the improvements which have been made to prevent re-occurrence of the issues which led to the overspend on, and delay of the project.

Further to Minute No. 41, 18^th July 2012, the Director of Children’s Services submitted a report which provided details of the overspend which had occurred on the Bankside Primary School capital scheme, sought authority to spend £1,593,000, outlined the key issues that the project had encountered and which provided assurances on the improvements which had been made to prevent a re-occurrence of the issues which led to the overspend on, and delay of the project.

The Board emphasised the need to ensure that the necessary lessons were learned from the situation detailed within the submitted report. In addition, it was highlighted that a more cohesive approach between directorates was required and in respect of future Design and Cost Reports relating to similar developments, it was noted that such reports would not be submitted to Executive Board until design freeze and costs were understood, so that Members were in possession of all relevant facts when determining such matters.

Having regard to the involvement of internal audit in this matter, it was suggested that consideration was given to the future role of internal audit in relation to such projects.

RESOLVED –

(a)  That the content of the submitted report, which provides details of the issues that contributed to the overspend of £1,593,000, be noted.

(b)  That authority to spend £1,593,000 be approved.

To consider the report of the Director of Environment and Neighbourhoods which sets out the findings of officers involved in the assessment of Council owned sites for potential use as Gypsy and Traveller accommodation provision, and which also proposes an alternative solution involving the expansion of the current provision at Cottingley Springs.

Further to Minute No. 146, 14th December 2011, the Director of Environment and Neighbourhoods submitted a report detailing the findings of officers involved in the assessment of Council owned sites for potential use as Gypsy and Traveller accommodation provision, and which proposed an alternative solution which involved the expansion of the current provision at the Cottingley Springs site.

It was noted that correspondence had been received and circulated to Board Members prior to the meeting on behalf of the Morley Borough Independent Group and the Green Group respectively, which confirmed both Groups’ individual positions on the proposals detailed within the submitted report. The Board also noted that a petition signed by local residents had been submitted by Members of the Green Group prior to the meeting.

Members received a summary of the comprehensive site assessment process which had been undertaken on Council owned sites against agreed criteria in order to determine their suitability as Gypsy and Traveller accommodation and which had led to the recommendations detailed within the submitted report.

The Board acknowledged the concerns which had been previously raised in respect of the Cottingley Springs site, however, it was emphasised that should the proposal to expand the Cottingley site proceed, then comprehensive dialogue would continue with all relevant parties, which would be accompanied by a programme of re-design and modernisation of the site, together with a review of the services provided to residents, in order to ensure that their needs were met.

Having noted that none of the Council owned sites detailed within the submitted report had been deemed suitable for use as Gypsy and Traveller accommodation provision, it was suggested that dialogue was undertaken with private land owners, in order to determine whether potentially any privately owned sites could be utilised for this purpose.

RESOLVED –

(a)  That it be noted that none of the Council owned sites, as detailed within the table in Appendix A to the submitted report, are currently suitable for use as Gypsy and Traveller accommodation provision.

(b)  That officers be requested to identify how Cottingley Springs can be expanded with the development of twelve new pitches.

(c)  That on the assumption that the expansion of Cottingley Springs proceeds:-

(i)  That such an expansion is complemented by a programme of modernisation at the site to improve the housing offer made to existing tenants.

(ii)  That a further funding bid be made to the HCA to part finance the modernisation programme.

(d)  That Cottingley Springs be included within the Housing Revenue Account (HRA) Business Plan so that HRA funding can be used to ‘match fund’ any further HCA award and to finance longer term investment at Cottingley Springs.

(e)  That work with the Cottingley Spring’s residents and other Council/voluntary sector services proceeds to improve the service offer made to residents, with a review of access to services to be undertaken and to include Health, Adult Social Care and Children’s Services.

(f)  That the development of a Gypsy and Traveller Lettings Policy be authorised,  ...  view the full minutes text for item 69.

To consider the joint report of the Director of City Development and the Director of Children’s Services outlining proposals which will enable Leeds to build on the success of the London 2012 Olympic Games, and in particular the success of local and regional participants. The report outlines a strategy up to 2016 and beyond, which aims to leave a continuing legacy of the Games for the people of Leeds.

The Director of City Development and the Director of Children’s Services submitted a joint report outlining proposals aimed at enabling Leeds to build upon the successes of the London 2012 Olympic Games and Paralympic Games, and in particular the successes of local and regional participants. In addition, the report outlined a strategy leading up to 2016 and beyond, which aimed to leave a continuing legacy of the Games for the people of Leeds.

The Board welcomed the timely submission of the report, and highlighted the need to ensure that the momentum arising from the Olympics and Paralympics was built upon, in order to ensure that Leeds’ strong sporting tradition continued.

Responding to a Member’s comments, it was noted that further work would be undertaken in respect of the Olympic Legacy Fund and how such funding would be allocated, which would include liaison with Leeds Sports Federation.

The Board concurred with the comments made regarding the need to ensure that any initiatives to promote a sporting legacy included the necessary provisions to protect current sports fields and pitches, and wherever possible, increase such facilities across the city.

Members provided a number of examples of how the Games had already made a positive impact upon communities across Leeds, and it was noted that a celebratory reception event for Leeds Paralympians was being scheduled.

In conclusion, the Chair thanked all of those officers who had been involved in successfully delivering all related events throughout Leeds, both prior to and following the Games, he welcomed all of the comments which had been made during the discussion and he proposed that a further report be submitted to a future meeting, in order to provide an update on the progress which had been made on the establishment of a sporting legacy for Leeds.

RESOLVED –

(a)  That the contents of the submitted report be noted, along with the following proposals:-

(i)  That further work will be undertaken to explore the benefits and costs of Leeds introducing a “BeActive” style programme. The Director of City Development, Director of Children’s Services and Director of Public health to meet and progress further.

(ii)  That the emerging Sport and Active Lifestyles strategy is noted and the ambition to be the “most active big city” supported.

(iii)  Consult with the Leeds Public on how best to celebrate the achievements of our Olympians and Paralympians, and then establish an Olympic Legacy Fund of £100,000 annually, with details to follow.

(iv)  Support future international sports events in Leeds and to use them to inspire a new generation of participants.

(v)  To develop proposals for a sustainable school sport system, building on the school games, and that supports Leeds as a child friendly city.

(vi)  Establish options for increasing National Non Domestic Rate relief to sports clubs in Leeds.

(vii)  Seek a commitment from sporting groups, third sector and business in the city to attend a Leeds Sporting Summit to maintain and further develop sports in Leeds.

(viii)  To  ...  view the full minutes text for item 70.

To consider the report of the Director of Resources setting out the Council’s projected financial health position for 2012/13 after four months of the financial year.

The Director of Resources submitted a report which detailed the Council’s projected financial health position for 2012/2013 after four months of the financial year.

With regard to Council owned void properties, responding to a Member’s comments, it was acknowledged that further consideration needed to be given to the future of such properties on a case by case basis, particularly in respect of the costs associated with the longer term protection and maintenance of them.

In response to a Member’s enquiry, the Board received an update on the progress made regarding the rationalisation of refuse collection routes.

RESOLVED – That the projected financial position of the authority, after four months of the financial year, be noted.

To consider the report of the Director of Resources on the outcome of the consultation undertaken with the West Yorkshire Police Authority and West Yorkshire Fire and Rescue Service on a local Council Tax Support scheme and seeking approval to include an additional scheme option alongside the original proposal approved for consultation by Executive Board in June 2012.

Appendix 3 to this report is designated as exempt under Access to Information Procedure Rule 10.4(3).

Further to Minute No. 31, 20^th June 2012, the Director of Resources submitted a report which provided details of the outcomes arising from the consultation undertaken with the West Yorkshire Police Authority and West Yorkshire Fire and Rescue Service on a local Council Tax Support scheme.

Members noted that as a result of the outcomes from such consultation, the report sought approval to consult upon an alternative scheme proposal, alongside the original proposals, which were approved by the Board for the purposes of consultation in June 2012.  

Following consideration of Appendix 3 to the submitted report, designated as exempt under Access to Information Procedure Rule 10.4(3), which was considered in private at the conclusion of the meeting, it was

RESOLVED – That additional schemes which would aim to limit scheme spend to Government funding levels, be approved for the purposes of consultation alongside the option already approved by Executive Board.

To consider the report of the Director of City Development providing details of the current issues within the city regarding high cost legal money lending and advising on the services being offered by the Council and its partners to assist in overcoming such matters. The report also outlines possible future initiatives which are currently being investigated.

Further to Minute No. 239, 11^th April 2012, the Director of City Development submitted a report providing details of the current issues across the city which related high cost legal money lending and advising on the services being offered by the Council and its partners to assist in overcoming such matters. In addition, the report also outlined possible future initiatives which were currently being investigated.

The Board welcomed the work which was being undertaken collectively with partners, such as Leeds Credit Union and Community Development Finance Institutions (CDFIs), and highlighted the need to ensure that public access to, and awareness of such organisations was maximised.

Members highlighted the importance of the work being undertaken to address the issues associated with high cost legal money lending in Leeds and emphasised that the Council should take any incremental measures it could to help tackle such issues.

In conclusion, it was proposed that, in looking to further address such matters in the future, consideration should also be given to the ways in which the Council could help restrict the advertising campaigns of high cost money lenders in the area, how the Council could help address the wider implications arising from high cost money lending, such as the affect upon individuals’ mental and physical health, and that an audit be undertaken, in order to determine which communities across the city were most affected by such matters. It was then requested that a report be submitted to a future meeting, which brought together such information, so that the matter could be progressed further.

RESOLVED –

(a)  That the extent of the high cost lending market nationally and more particularly that operating in Leeds, as set out within the submitted report and including the information on the sector provided within Appendix 2, be noted.

(b)  That the approaches outlined within the ‘Conclusions’, as set out within section 5 of the submitted report, be noted and welcomed.

(c)  That continuing support and promotion of Leeds City Credit Union be agreed, particularly in those areas which complement the delivery of the Leeds City Priority Plans.

(d)  That the ongoing work of the inter-Directorate credit union Working Group, and the range of possible future developments, as set out within paragraph 3.17 of the submitted report, be noted and welcomed.

(e)  That a report be submitted to a future meeting of the Board which provides an update on the progress made in respect of the work being undertaken to address the wider implications of high cost money lending in Leeds, as discussed during the meeting, and detailing how the problems associated with high cost legal money lending could be addressed further.

To consider the report of the Director of Environment and Neighbourhoods providing a response to the deputation made by Sparrow Park Action Group to full Council on 11 July 2012 on issues regarding the future ownership, restoration and management of the green space in Headingley which is known locally as “Sparrow Park”.

The Director of Environment and Neighbourhoods submitted a report responding to the deputation presented by Sparrow Park Action Group to the meeting of Council on 11^th July 2012 which related to the issues regarding the future ownership, restoration and management of a green space in Headingley, known locally as “Sparrow Park”.

RESOLVED – That the contents of the submitted report be noted, and that the case for pursuing a Compulsory Purchase Order under relevant powers be endorsed, subject to the clarifications identified within paragraph 3.2.17 of the submitted report.

To consider the report of the Director of Resources providing a summary review of city centre car parking in Leeds, highlighting issues which will inform future car parking policy.

The Director of Resources submitted a report providing a summary review of city centre car parking in Leeds and which highlighted the issues which would inform future car parking policy.  The review considered the Council’s current approach towards city centre parking, and how such an approach related to the Council’s policy objectives. In addition, the review considered current and future capacity of car parking spaces within the city centre, provided an analysis of city car park usage and examined recent income trends from Council car parks. In addition, the report highlighted the issues which needed to be taken into account when shaping a future car parking strategy and made recommendations which were consistent with the Council’s objectives. 

The Board acknowledged the vital importance of the retail economy in Leeds, and in response to a Member’s concerns regarding the possibility of reviewing current policies in respect of city centre evening and Sunday parking, it was noted that the summary review was for the purposes of informing a consultation exercise which would be undertaken with relevant stakeholders in respect of the Council’s car parking strategy, with the outcomes arising from the consultation being reported back to the Board.

The Board acknowledged that the Council’s current car parking strategy and wider transport policy objectives had been set on the basis that a comprehensive transport strategy would be implemented in Leeds, and which to date, had not occurred in its entirety. A matter which Members requested be taken into consideration when undertaking further work on the city centre car parking review.

RESOLVED –

(a)  That the contents of the submitted report be noted.

(b)  That approval be given to the review informing a consultation with relevant stakeholders regarding the Council’s car parking strategy, with agreement being given to the following:-

i)  Consideration should be given to reviewing current policies in respect of evening and Sunday car parking. 

ii)  Occupancy levels at Woodhouse Lane multi-storey car park should be reviewed following the completion of the refurbishment works, with a view to re-assessing prices once a true level of demand can be re-established, taking into account demand from the Arena. 

iii)  On street parking charges should continue to be reviewed annually on a street by street basis to ensure that charges are more responsive to changes in demand. 

iv)  Although the Council should review each car park on a site by site basis, it should aim to keep the overall weighted average price of long stay car parking above the cost of public transport. 

v)  The Council should continue to develop its Park and Ride proposals and income from car parking activities should be ring fenced to expenditure on the transport infrastructure, with additional income generated from parking activities re-invested into improving the transport infrastructure, including Park and Ride schemes.

vi)  A parking league table should be published for the permanent car parks in the city centre, showing who operates the car parks and ranked according to how much they charge. A statement demonstrating how  ...  view the full minutes text for item 75.

To consider the report of the Director of City Development advising of the progress made in respect of the development of the Sovereign Street green space proposal and seeking agreement of the next steps, including the broad concepts for the scheme; indicative budget parameter and submission of the planning application.  The report also includes a summary of the consultation outcomes about the green space proposal and the programme and timetable for its development.

Further to Minute No. 48, 27^th July 2011, the Director of City Development submitted a report advising of the progress made in respect of the development of the Sovereign Street green space proposal and which sought agreement of the next steps, including the broad concepts for the scheme; indicative budget parameters and the submission of the planning application.  In addition, the report also included a summary of the consultation outcomes about the green space proposal and the programme and timetable for its development.

The Board provided its support for the proposals detailed within the submitted report and it was requested that young people were invited to be involved in the project’s design and development.

RESOLVED –

(a)  That the progress made in respect of the green space proposals to date be noted.

(b)  That the concept design scheme for the new green space at Sovereign Street be approved and that the indicative budget parameter being used as a guide to the design work be noted.

(c)  That the submission of a planning application for the green space at Sovereign Street be approved.

(d)  That the injection of £2,500,000 into the Sovereign Street green space scheme, funded by the first call on any capital receipts generated from the Sovereign Street development, be approved.

(e)  That the outcome of the consultation undertaken to date be noted, and that the consultation proposals with key stakeholders scheduled prior to the planning application determination be approved.

To consider the report of the Director of City Development summarising the results of the consultation exercise undertaken in respect of the Community Asset Transfer Policy and presenting a final Community Asset Transfer Policy for approval. Executive Board previously considered the draft Community Asset Transfer policy on 7^th March 2012.

Further to Minute No. 221(B), 7^th March 2012, the Director of City Development submitted a report summarising the results of the consultation exercise undertaken in respect of the Community Asset Transfer Policy and presenting a final Community Asset Transfer Policy for approval.

Responding to an enquiry, officers undertook to provide the Member in question with details regarding the current position of all ongoing Community Asset Transfers throughout the city.

Members welcomed the progressive approach being taken by the Council in respect of Community Asset Transfers, and it was acknowledged that further work would be undertaken in order to ensure that the approach continued to be developed.

RESOLVED – That the Community Asset Transfer Policy and Framework documents, as appended at Appendix 1 and Appendix 2 to the submitted report, be approved for use in developing and considering Community Asset Transfers.

To consider the joint report of the Directors of City Development and Environment & Neighbourhoods which sets out a proposed approach to housing investment, combining a range of funding sources and investment models. It also  demonstrates the extent to which investment in new housing supply through these models could generate a return to the Council.

The Director of City Development and the Director of Environment and Neighbourhoods submitted a joint report which outlined a proposed approach towards housing investment, combining a range of funding sources and investment models. Further to this, the report sought a number of approvals from the Board in order to facilitate the development of such an approach.

The Board provided its support for the proposals set out within the submitted report.

RESOLVED –

(a)  That the development of an investment programme, as illustrated within the submitted report, be approved, through a contribution of £9,400,000 over three years from the Housing Revenue Account, a contribution of £1,500,000 from the New Homes Bonus and the use of Right To Buy receipts, currently estimated to be £1,900,000 over three years.

(b)  That an injection of  £1,500,000 and £800,000 into the capital programme from New Homes Bonus and Right To Buy receipts respectively, be approved.

(c)  That the development of the investment programme be delegated to the Directors of City Development and Environment and Neighbourhoods, in consultation with the Executive Member for Development and the Economy.

DATE OF PUBLICATION:      7^TH SEPTEMBER 2012

LAST DATE FOR CALL IN

OF ELIGIBLE DECISIONS:      14^TH SEPTEMBER 20121  (5.00 P.M.)

(Scrutiny Support will notify Directors of any items called in by 12.00 p.m. on 17^th September 2012)