Agenda, decisions and minutes

The Chair welcomed everyone to the first North West (Outer) Area Committee meeting of the new municipal year, and invited all in attendance to introduce themselves.

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.

Councillor Wadsworth declared a personal interest in respect of agenda item 10 entitled, ‘West North West Homes Leeds Involvement in Area Committees’ and a personal and prejudicial interest in agenda item 13, entitled ‘Wellbeing Budget Report’, due to his position as a Director of West North West Homes Leeds (Minute Nos. 10 and 12 refer).

Councillor Cleasby declared a personal and prejudicial interest in respect of agenda item 13, entitled ‘Wellbeing Budget Report’, as his daughters were governors at Rawdon St. Peter’s Church of England Primary School, with his granddaughter being a pupil there (Minute No. 12 refers).

Councillors Fox and Latty both declared personal interests in relation to agenda items 10 entitled, ‘West North West Homes Leeds Involvement in Area Committees’ and item 13, entitled ‘Wellbeing Budget Report’, due to their respective positions as West North West Homes Leeds Area Panel Members (Minute Nos. 10 and 12 refer).

A further declaration of interest was made at a later point in the meeting. (Minute No. 14 refers).

To receive any apologies for absence.

An apology for absence from the meeting had been received on behalf of  Councillor Townsley.

In accordance with Paragraphs 6.24 and 6.25 of the Area Committee Procedure Rules, at the discretion of the Chair a period of up to 10 minutes may be allocated at each ordinary meeting for members of the public to make representations or to ask questions on matters within the terms of reference of the Area Committee.  This period of time may be extended at the discretion of the Chair.  No member of the public shall speak for more than three minutes in the Open Forum, except by permission of the Chair.

In accordance with Paragraphs 6.24 and 6.25 of the Area Committee Procedure Rules, the Chair allowed a period of up to 10 minutes for members of the public to make representations or ask questions on matters within the terms of reference of the Area Committee.

On this occasion, there were no members of the public present.

To confirm as a correct record the minutes of the meeting held on 28^th March 2011.

RESOLVED – That the minutes of the previous meeting held on 28^th March 2011 be approved as a correct record.

Minute No. 85 – Dog Control Orders – Phase Two

In response to Members’ enquiries, officers undertook to pursue the plan sought at the previous meeting relating to phases 1 and 2 of the Dog Control Orders and circulate once it had been made available.

To consider a report of the Chief Officer (Democratic and Central Services) providing formal notification of Councillor G Latty’s election to the position of Committee Chair for the 2011/2012 municipal year, whilst also notifying of the revisions made to the Area Committee Procedure Rules.

(Council Function)

The Chief Officer (Democratic  and Central Services) submitted a report formally notifying Members of the appointment made by Council, at its Annual Meeting to the position of North West (Outer) Area Committee Chair for the 2011/12 municipal year. In addition, the report also advised of the revisions agreed at the same meeting in respect of Area Committee Procedure Rules, specifically regarding the future appointment of Area Committee Chairs and the consideration of the minutes from Area Chairs’ Forum meetings. The report also invited the Committee to consider whether it wished to appoint a Deputy Chair for the municipal year, as it had done in previous years.

RESOLVED –

(a)  That the appointment by Council, at its Annual Meeting on 26^th May 2011, of Councillor G Latty to the position of North West (Outer) Area Committee Chair for the duration of the 2011/2012 municipal year, be noted.

(b)  That the revised arrangements for the annual election of Area Committee Chairs, as approved by Council on the 26^th May 2011 and as reflected within the amended Area Committee Procedure Rules, be noted.

(c)  That the revision to Area Committee Procedure Rule 6.7, as approved by Council on the 26^th May 2011, which now requires the minutes from the Area Chairs’ meetings to be formally considered by Area Committees, be noted.

(d)  That Councillor Cleasby be appointed to the position of Deputy Chair of the North West (Outer) Area Committee for the duration of the 2011/12 municipal year.

To consider the report of the Director of Environment and Neighbourhoods providing an update on the progress towards the delegation of certain environmental services to Area Committees, in addition to detailing information relating to the current review of street cleansing services.

(Executive Function)

That the contents of the submitted report be noted, and that the Area Committee recommends to the Executive Member for Neighbourhoods, Housing and Regeneration that the submission of the full Service Level Agreement to the Area Committee for the purposes of approval, which is currently scheduled for the September 2011 meeting, be deferred pending further consideration being undertaken on this matter.

The Director of Environment and Neighbourhoods submitted a report providing an update on the progress made towards the delegation of certain environmental services  to Area Committees, whilst also outlining the current position in respect of the review being undertaken into street cleansing services.

In presenting the report, Jason Singh, Locality Manager, West North West Leeds, advised that work on the Service Level Agreement (SLA) for those environmental services being delegated was ongoing, and that the intention was to submit the final SLA to the September 2011 meeting of the Area Committee for approval.

Members received a summary of the issues and concerns which had been identified by the Committee’s Environment and Streetscene Sub Group when considering the proposed scope and timescales of the delegation. The key points raised and discussed were as follows:-

• The levels of resource and capacity which would be available to the Committee to deliver the service
• The current record management system for the work undertaken by the operatives
• The proposed relationship to be adopted between Members and officers in delivering the service
• Levels of Member input into the process
• The availability of appropriate sanctions, should work not be undertaken in line with the SLA
• The inclusion of details within the SLA regarding the cleansing and classification of ginnels
• The inclusion of details within the SLA which ensured that cleaning rounds were completed
• The possibility of continuing to hold some services centrally, which were proposed to be delegated, such as graffiti enforcement.

Responding to the Committee’s queries regarding the cleansing of ginnels, the Locality Manager, West North West Leeds, undertook to provide Members with a map detailing the location of ginnels and footpaths in the area for their consideration and comment.

In concluding the discussions, the Chair requested that the Committee’s Environment and Streetscene Sub Group met prior to September in order to consider this matter further, and having put the report’s recommendations to a formal vote, it was

RESOLVED –

That the contents of the submitted report be noted, and that the Area Committee recommends to the Executive Member for Neighbourhoods, Housing and Regeneration that the submission of the full Service Level Agreement to the Area Committee for the purposes of approval, which is currently scheduled for the September 2011 meeting, be deferred pending further consideration being undertaken on this matter.

To consider the report of the Assistant Chief Executive (Planning, Policy and Improvement) providing an update of the work undertaken in respect of tackling issues relating to anti social behaviour.

(Executive Function)

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

(b)  That a further update report be submitted to the Committee for consideration, with representatives of the Anti Social Behaviour Service being invited to attend future meetings of the Committee as appropriate.

The Director of Environment and Neighbourhoods submitted a report informing Members of the changes which had been made to how partner agencies across Leeds dealt with reports of anti-social behaviour, following the conclusion of a comprehensive city wide review which had been undertaken.

Harvinder Saimbhi, Public Safety Manager, presented the report and responded to Members’ queries and comments. Superintendent Martin Deacon of the West Yorkshire Police was also in attendance, and provided the Committee with details from the West Yorkshire Police perspective.

In considering this matter, the following comments were raised:-

·  The significance and benefit of using the ‘Quest’ methodology as part of the review process.

·  The need to monitor the issue of anti-social behaviour which occurred outside of the council housing environment.

·  The methods which would be used to monitor the performance of the new approach.

·  Members were provided with details of the staffing and budgetary arrangements for the Leeds Anti-Social Behaviour Action Team (LASBAT), in addition to the process by which reports of anti-social behaviour would be acted upon.

·  In response to a specific enquiry, the Public Safety Manager undertook to provide Members with the relevant contact details for the LASBAT.

·  Members requested that a further report was provided in due course, which provided performance details for the new approach, with representatives of the LASBAT attending as appropriate.

·  Responding to enquiries, details were provided on the processes and timescales by which a problem tenant would be moved on, with Members highlighting the need to ensure that the new approach was proactive and provided timely intervention.

·  Members were provided with details of how the new approach would impact those lettings which were age based.

RESOLVED -

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

(b)  That a further update report be submitted to the Committee for consideration, with representatives of the Anti-Social Behaviour Service being invited to attend future meetings of the Committee as appropriate.

To consider the report of West North West Homes Leeds Arms Length Management Organisation (ALMO) outlining the purpose of the ALMO’s involvement in Area Committees and exploring ways to maximise the effectiveness of that involvement.

(Executive Function)

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

(b)  That the Chief Executive of West North West Homes Leeds be contacted in order to determine the most appropriate methods and timescales to submit update reports to the Area Committee on the progress made in respect of areas of mutual interest, with such reports being submitted to the Committee in due course.

The Chief Executive of West North West Homes Leeds (WNWHL) submitted a report outlining the purpose of WNWHL’s involvement in the Area Committee process, whilst also exploring the ways of making that involvement as meaningful and productive as possible.

Kevin Bruce of WNWHLpresented the report and responded to Members’ queries and comments.

The Committee discussed the most appropriate methods and timescales to submit update reports to the Area Committees, highlighting that the six monthly cycle recommended in the report, may be too infrequent. Members then suggested that the scheduled Councillor briefings provided by WNWHL could be replaced with a regular update to the Area Committee, which provided details specific to the Outer North West area.

In concluding the discussion, the Chair proposed that the Chief Executive of WNWHL was contacted, in order to determine the most appropriate methods and timescales to submit update reports to the Area Committee.

RESOLVED -

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

(b)  That the Chief Executive of West North West Homes Leeds be contacted in order to determine the most appropriate methods and timescales to submit update reports to the Area Committee on the progress made in respect of areas of mutual interest, with such reports being submitted to the Committee in due course.

To consider the report of the Assistant Chief Executive (Planning, Policy and Improvement) providing the Area Committee with a summary of its Area Functions and Priority Advisory Functions for 2011/2012.

(Executive Function)

That the summary of approved Area Functions and Designated Priority Functions for the 2011/2012 municipal year, as appended to the submitted report be noted, subject to the concerns raised by the Area Committee earlier in the meeting in respect of the Street Cleansing and Environmental Enforcement Services function (Minute No. ??? refers).

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report presenting a summary of the Area Functions and Priority Advisory Functions for 2011/12 municipal year.

Shaid Mahmood, Area Leader for South East Leeds introduced the report and responded to Members’ queries and comments.

Responding to enquiries, officers undertook to provide Members with details of the current controllable revenue budget for Yeadon Town Hall, whilst also providing details of the other venues which the Committee currently held such budgets for, under the Community Centres function.

Following Members’ enquiries, officers undertook to provide further information in respect of the Police Community Support Officer provision in Outer North West Leeds, including a breakdown of which officers were funded internally and which were funded externally.

The Committee highlighted that whilst noting the report, Members concerns raised earlier in the meeting in respect of the delegation of the Street Cleansing and Environmental Enforcement Services function still remained.

RESOLVED - That the summary of approved Area Functions and Designated Priority Functions for the 2011/2012 municipal year, as appended to the submitted report be noted, subject to the concerns raised by the Area Committee earlier in the meeting in respect of the Street Cleansing and Environmental Enforcement Services function (Minute No. 8 refers).

To consider the report of the Assistant Chief Executive (Planning, Policy and Improvement) providing a current position statement on the Committee’s wellbeing budget, detailing new expressions of interest received for funding and providing details of small grant allocations.

(Executive Function)

(a) That the current position of the Area Committee’s Wellbeing budget, as set out within sections 2 and 3 of the submitted report be noted.

(b) That the following be agreed in respect of those expressions of interest received for Wellbeing funding, as detailed within section 4 of the submitted report:

(c) That the small grant allocations, as detailed at section 5 of the submitted report, be noted.

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report outlining the current position statement for the Area Committee’s Wellbeing budget, detailing for determination those expressions of interest received for Wellbeing funding and presenting for information those small grant applications which had been received to date.

Jane Pattison of West North West Area Management, presented the report and responded to Members’ queries and comments.

In responding to Members’ enquiries, officers undertook to provide financial details of how the revised allocation criteria for Wellbeing budgets had specifically impacted upon the Area Committee’s Wellbeing fund.

Following Members’ questions, officers undertook to provide newly elected Members with details of the process by which the Committee’s Wellbeing funding was allocated.

RESOLVED -

(a)  That the current position of the Area Committee’s Wellbeing budget, as set out within sections 2 and 3 of the submitted report be noted.

(b)  That the following be agreed in respect of those expressions of interest received for Wellbeing funding, as detailed within section 4 of the submitted report:

(c)  That the small grant allocations, as detailed at section 5 of the submitted report, be noted.

(Having declared a personal and prejudicial interest in the application entitled ‘Shaw Close Car Park’, Councillor Wadsworth left the meeting room during the consideration of this application and took no part in the discussion or voting thereon).

(Having declared a personal and prejudicial interest in the application entitled ‘Adventure Play Ground’, Councillor Cleasby left the meeting room during the consideration of this application and took no part in the discussion or voting thereon).

To consider the report of the Director of Environment and Neighbourhoods providing an update on current issues considered and the progress made by the Committee’s Sub Groups and Ward Forums which have taken place since the last Area Committee meeting.

(Executive Function)

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

(b)  That the minutes from sub group meetings be submitted to future Area Committee meetings for consideration, with the relevant Chairs providing updates on their sub group’s activities, when such minutes are considered.

(c)  That the memberships of the Area Committee’s sub groups for the 2011/2012 municipal year be agreed as detailed within appendix 1 to the submitted report, subject to the following appointments:

·  Councillor D Collins to fill the vacancy on the Children and Young People Sub Group.

·  Councillor P Wadsworth to replace Councillor G Latty on the Environment and Streetscene Sub Group.

·  Councillor P Wadsworth to fill the vacancy on the Business and Transport Sub Group.

(d)  That a Policy Sub Group, chaired by Councillor G Latty be established, comprising one representative from each Ward, with nominations for representatives to sit on the Sub Group being sought in due course.

The Director of Environment and Neighbourhoods submitted a report providing an update on the work of the Area Committee’s sub groups and Ward Forums which had taken place since the last Area Committee meeting. The report also invited Members to consider the memberships of the sub groups for the forthcoming municipal year.

In considering the report, Members discussed a proposal to submit the sub group minutes to the Area Committee for formal consideration, accompanied by an update from the respective sub group Chairs. In addition, the Committee considered the frequency and scheduling of some of the sub group meetings and the establishment of a Policy Sub Group. 

RESOLVED -

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

(b)  That the minutes from sub group meetings be submitted to future Area Committee meetings for consideration, with the relevant Chairs providing updates on their sub group’s activities, when such minutes are considered.

(c)  That the memberships of the Area Committee’s sub groups for the 2011/2012 municipal year be agreed as detailed within appendix 1 to the submitted report, subject to the following appointments:

·  Councillor D Collins to fill the vacancy on the Children and Young People Sub Group.

·  Councillor P Wadsworth to replace Councillor G Latty on the Environment and Streetscene Sub Group.

·  Councillor P Wadsworth to fill the vacancy on the Business and Transport Sub Group.

(d)  That a Policy Sub Group, chaired by Councillor G Latty be established, comprising one representative from each Ward, with nominations for representatives to sit on the sub group being sought in due course.

To consider the report of the Assistant Chief Executive (Planning, Policy and Improvement) providing an overview of the Wellbeing projects commissioned during the 2010/2011 municipal year.

(Executive Function)

That the contents of the submitted report be noted.

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report providing an overview of those Wellbeing projects which had been commissioned by the Committee during the 2010/11 municipal year.

Members provided an update in respect of several of the projects detailed within the report.

RESOLVED - That the contents of the submitted report be noted.

(Councillor Cleasby declared a personal interest in relation to this item, as his wife was a member of the Billing View Community Group Management Committee)

To consider the report of the Chief Officer (Democratic and Central Services) on Local Authority Appointments to Outside Bodies.

(Council Function)

The Chief Officer (Democratic and Central Services) submitted a report outlining the Area Committee’s role in relation to the appointment of representatives to those outside bodies falling within the Community and Local Engagement category, which had been delegated to the Area Committee to determine.

The Chair advised that correspondence had been received from the Executive Member for Children’s Services which sought a Member to represent the Area Committee on the Corporate Carers’ Group. In response, the Chair advised that further information was required on what this role would entail and that nominations for this representative would be sought once such information had been obtained.

RESOLVED –

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

(b)  That in respect of the Committee’s Outside Body schedule, the following appointments be made for the 2011/12 municipal year:-

  Aireborough Voluntary Services to the   Councillor Downes

Elderly with Disabilities

  Bramhope Youth Development Trust  Councillor Fox

  Horsforth Live at Home Scheme  Councillor Cleasby

  Prince Henry’s Grammar School  Councillor Downes

   - Foundation Governors

  (A 3 year appointment with effect

from 2011 to 2014)

ALMO Outer North West Area Panel  Councillor G Latty

  Councillor Fox

Divisional Community Safety Partnership  To be confirmed, following further consultation with Members.

Area Children’s Partnership  Councillor P Latty

Area Health and Wellbeing Partnership  Councillor G Latty

Area Employment, Enterprise and Training  Councillor Cleasby

Partnership

(c)  That in respect of the 3 year appointment to the Rawdon and Laneshaw Bridge Trust, Mr D Longley be re-appointed for the period 2011 to 2014, subject to Mr Longley being contacted in order to ensure that he is agreeable and willing to continue to undertake the role.

Monday, 26^th September 2011 at 2.00 p.m. 

(Venue to be confirmed)

Monday, 26^th September 2011 at 2.00 p.m.

(Venue to be confirmed)

(The meeting concluded at 4.05 p.m.)