Agenda, decisions and minutes

The Chair welcomed all in attendance to the meeting of the North West (Outer) Area Committee.

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 personal interests in respect of agenda items 8 and 11, respectively entitled ‘Delegation of Environmental Services: Service Level Agreement’ and ‘West North West Homes Leeds’ Involvement in Area Committees’, due to his position as a Director of West North West Homes Leeds (Minute Nos. 23 and 26 refer).

Further declarations of interest were made at a later point in the meeting. (Minute No. 24 refers).

To receive any apologies for absence.

An apology for absence from the meeting had been received on behalf of Councillor J L Carter.

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 20^th June 2011.

RESOLVED – That the minutes of the previous meting held on the 20^th June 2011 be approved as a correct record.

Minute No. 11 – Area Committee Roles for 2011/2012

In response to the enquiries raised at the previous meeting, the Chair and Inspector Coldwell provided clarification in respect of Police Community Support Officer provision in the area, together with the accompanying funding arrangements.

To consider the report of the Director of Environment and Neighbourhoods presenting for approval, a final version of the Service Level Agreement (SLA) through which the work of the Environmental Locality team will be steered over for the remainder of the 2011/ 12 municipal year.

(Executive Function)

(a)  That the contents of the submitted report be noted, particularly those concerns expressed by the Area Committee’s Sub Group relating to an inability to influence environmental services being delivered by other parts of the Council and the need for good partnership working between the Area Committee and such partners.

(b)  That notwithstanding the Area Committee’s earlier and ongoing reservations, the Service Level Agreement, as appended to the submitted report, be approved.

Further to Minute No. 8, 20^th June 2011, the Director of Environment and Neighbourhoods submitted a report presenting for the purposes of approval a Service Level Agreement (SLA) regarding the delegated provision of environmental services in Outer North West Leeds.

In presenting the report, Jason Singh, Locality Manager, West North West Leeds, provided details of those areas proposed to be delegated and advised that following regular meetings with the Committee’s Environment and Streetscene Sub Group, work on the SLA had been undertaken in order to address a number of the concerns which had been raised. It was also emphasised that the SLA was a flexible document which would be monitored and which would steer the work of the West North West Environmental Locality Team throughout the remainder of the municipal year, with the intention for an updated SLA for 2012/13 being submitted to the Committee for approval at the commencement of the new municipal year.

Having thanked the Locality Manager and his team for the work they had undertaken on this matter, the Chair of the Committee’s Environment and Streetscene Sub Group provided a summary of the outstanding concerns which had been identified. These included:-

• The provision in place for clearing leaves;
• The lack of resources available to ensure effective accountability and enforcement procedures;
• Issues relating to proposed timescales relating to the delegation;
• Issues in respect of the proposed mechanical routes and sweeping block provision and the resources assigned to such provision;
• The lack of detail in relation to provisions which were in place during periods of adverse weather conditions;
• The current position in respect of agreements with partner organisations;
• In accounting for holidays and sickness, the possibility that ‘capacity days’ would not be able to cover extra needs, such as leaf clearance.

Having raised such concerns, Members considered the SLA, as appended to the submitted report, and discussed a range of issues, including the ways in which the matter could be progressed. The key points raised were as follows:-

·  Members received details regarding the respective actions that other Area Committees had taken on this matter;

·  Members raised concerns in respect of gully cleansing provision and also the different levels of service currently being provided on land maintained by the Council, when compared to those areas maintained by partner organisations, in particular West North West homes Leeds and Parks and Countryside;

·  Emphasis was placed upon the lack of sanction and enforcement powers that the Committee would possess as part of the SLA;

·  Clarification was provided in respect of the Executive Member who was responsible for this service area and the delegation, this being Councillor Dobson;

·  Members discussed the budgetary implications arising from the proposals and in responding to requests, officers undertook to provide details of the West North West area’s budget allocation for the service, when compared to the other two areas in Leeds, in addition to details on the relative populations of the three areas;

·  Details were provided in respect of the utilisation of ‘capacity  ...  view the full minutes text for item 23.

To consider the report of the Director of Children’s Services providing Members with the opportunity to be fully briefed on the proposals being brought forward in response to rising demand for reception places city wide and enabling them to comment upon such proposals, particularly those affecting the outer north west area.

(Council Function)

The Director of Children’s Services submitted a report providing the Area Committee with an opportunity to be consulted upon and provide comment in respect of proposals which had been submitted in response to rising city wide demand for places within Primary Schools.

Darren Crawley of the School Organisation Team, Children’s Services, provided Members with the background to and the reasons for the proposals. Having considered the report, a question and answer session followed. The key points raised were as follows:-

• Members welcomed the inclusion of Rawdon St. Peter’s Church of England Primary School within the proposals, but emphasised that other schools within adjacent Wards were in a similar, or worse position which also required action. In response, Members noted that although St. Peter’s had been identified as a ‘quick win’ within this round of proposals, work would continue in this area, with further proposals being developed in the future with respect to increased capacity;
• The Committee discussed whether the work being undertaken in this area would be piecemeal or part of an overall strategy;
• Members considered the financial implications in respect of extending PFI school buildings;
• The Committee was assured that Children’s Services were working alongside City Development on this issue, particularly with respect to the identification of additional sites and the extension of current school premises;
• Members received responses to the enquiries raised in relation to the impact that the growing number of Academies in the area had upon the Local Authority when attempting to address issues such as school places;
• The Committee considered the levels of land which would be available in the future for the extended provision of school sites;
• Specific enquiries were made in respect of the Horsforth Adult Training Centre site.

Following Members’ enquiries, it was suggested that a representative from Children’s Services attended a future meeting of the Committee’s Children and Young People Sub Group, in order to further discuss the impact on the Local Authority of those schools obtaining Academy status.

During the consideration of this item, Councillor G Latty vacated the position of Chair for a short period. Throughout the duration of this period, with the agreement of the Committee, Councillor Cleasby assumed the position of Chair. Councillor G Latty resumed the position of Chair prior to the conclusion of this item.

RESOLVED –

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

(b)  That the comments made by the Area Committee during the consideration of this item be noted.

(Councillor Cleasby declared personal interests in this item, due to his position as a governor of Horsforth School and also as his daughters were governors at Rawdon St. Peter’s Church of England Primary School, with his granddaughter being a pupil there)

(Councillor Downes declared a personal interest in this item, due to being a governor at Rufford Park School)

To consider the report of the Director of Children’s Services promoting Elected Member involvement with Children’s Services locally by helping to strengthen the understanding of some key performance information at a local level. The report builds upon previous Children’s Services performance reports presented to Area Committees in 2010 and earlier this year.

(Council Function)

The Director of Children’s Services submitted a report which aimed to support Member involvement with Children’s Services, by helping to strengthen their understanding of some key performance information at a local level.

In presenting the report, Paul Brennan of the School Improvement Team provided Members with an update on the actions currently being taken by Children’s Services and provided clarification in respect of some of the figures detailed within the report.

A question and answer session then ensued, with the following key points being raised:-

• Members commented upon the comparatively low ‘Not in education, employment or training’ (NEET) figures for the Outer North West area;
• The Committee received a definition in respect of those young people falling within the ‘New Child Referral’ category, considered the reasons for the current volume of referrals and discussed the more co-ordinated approach being taken in response to such referrals;
• In response to Members’ enquiries, officers undertook to provide details on the proportion of referrals which required action to be taken.

RESOLVED – That the contents of the submitted report, together with Members’ comments, be noted.

To consider the report of West North West Homes outlining the purpose of West North West homes Leeds (WNWhL)  involvement in Area Committees, and to explore ways of making that involvement as meaningful and productive as possible.

(Council Function)

Further to Minute No. 10, 20^th June 2011, a report was submitted on behalf of West North West homes Leeds (WNWhL) outlining the purpose and potential benefits arising from the organisation’s involvement in Area Committees, whilst also exploring ways of making such involvement as meaningful and productive as possible.

Juliet Duke, Strategic Development Manager, WNWhL, introduced the report, emphasising that the report was in response to those matters considered at the previous meeting, when Members discussed the most appropriate arrangements for the submission of update reports to the Committee in future.

A discussion relating to the details contained within the report ensued. The main points raised were as follows:-

• Having discussed the partnership working arrangements in place between the Council and WNWhL, particularly in respect of the delegated Environmental Services provision, Members  requested that a written Service Level Agreement (SLA) between the two organisations was established;
• The Committee received an update on the arrangements in place for estate ‘walk abouts’ and in respect of Area Panels, discussed matters relating to the Panels’ work programmes, received assurances on the work being undertaken to attract greater membership levels and expressed disappointment about the restrictions in place regarding the accessibility of Area Panel funding;
• Members requested that Elected Member involvement was maximised in respect of the Outer North West Crime and Tasking Group and officers undertook to ensure that the Area Committee’s Environment and Streetscene Sub Group received the relevant reports and minutes from the meetings of the Tasking Group;
• Members noted the priorities which had been identified in respect of the areas where residents would like to see an improvement. In addition, the Committee highlighted the need for such areas of service provision to have formal SLA’s in place.

RESOLVED –

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

(b)  That WNWhL be requested to provide a further six monthly update to the Area Committee in respect of the progress being made in areas of mutual interest at the March/April 2012 cycle of meetings.

(c)  That during the next six months, the Area Committee receives a further update in respect of the work being undertaken on the compilation of Service Levels Agreements between the Council and WNWhL.

To consider the report of the Director of City Development advising of three planning workshops to be held in relation to the production of a new supplementary planning document (SPD) which addresses the growth and management of houses in multiple occupation (HMO) concentrations. The creation of a new SPD is in response to the introduction of an Article 4 direction in Leeds which will come into effect on the 10^th February 2012.

(Council Function)

The Director of City Development submitted a report notifying Members of the three planning workshops to be held in relation to the production of a new supplementary planning document (SPD) addressing the growth and management of houses in multiple occupation (HMO) concentrations. In addition, the report sought the nomination of a Member representative from each relevant Ward to attend the scheduled workshops.  

RESOLVED –

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

(b)  That Councillor Collins of Horsforth Ward and Councillor Fox of Adel and Wharfedale Ward be nominated to attend the relevant workshop for their respective Wards.

(c)  That the nominated representatives, as detailed at resolution (b) above, be invited to nominate any relevant groups who may be interested in participating in the workshops.

To consider the report of the West North West Area Leader responding to a request made by the Executive Member for Neighbourhoods, Housing and Regeneration at a recent Area Leader’s meeting to explore the added value of Wellbeing funding for capital projects.  The report describes how the capital Wellbeing budget in the West North West has been spent, for what purpose and the benefits gained from its expenditure.

(Executive Function)

That the contents of the submitted report be noted.

The West North West Area Leader submitted a report exploring the added value which had been gained from Wellbeing funding for capital projects. Specifically, the report provided details in respect of how the capital Wellbeing budget in the West North West area had been spent, for what purpose and advised of the benefits gained from such expenditure.

Members noted that the majority of works from such funding did not take place within the Outer North West area and highlighted that requests had been made for work to be undertaken on the site of Golden Acre Park.

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

To consider the report of the Assistant Chief Executive (Planning, Policy and Improvement) providing an update on the current amount of revenue and capital funding committed and available via the Area Committee wellbeing budgets for wards in the Outer North West, whilst also seeking approval for new projects and provides details of small grant applications received since the last Area Committee meeting.

(Executive Function)

(a)  That the current position of the Wellbeing budget, as set out at 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 and skip approvals, as detailed within section 5.0 of the submitted report be noted.

(d)  That the monitoring information, as detailed at Appendix 1 to 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.

RESOLVED –

(a)  That the current position of the Wellbeing budget, as set out at 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 and skip approvals, as detailed within section 5.0 of the submitted report be noted.

(d)  That the monitoring information, as detailed at Appendix 1 to the submitted report, be noted.

To consider the report of the Assistant Chief Executive (Planning, Policy and Improvement) bringing together details of the key messages arising from Area Committee Sub Groups and Forums whilst also providing a number of project and service updates.

(Executive Function)

(a)  That the contents of the submitted report, together with the comments made by the Area Committee, be noted.

(b)  That a Policy Sub Group be established, chaired by Councillor G Latty, with the Ward based representatives of Councillors Collins, Anderson and Campbell being appointed to sit on the Sub Group.

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report which brought together a range of information regarding Area Committee business. As such, the report provided details of the key messages from Area Committee Sub Groups and Forums, whilst also presenting an update in respect of projects and service provision.

Members received a brief update on each of the Area Committee’s Sub Groups and Forums. In summary, the following comments were made:-

• In respect of the Community Safety Sub Group, Members received an update in respect of the CASAC (Community Action and Support Against Crime) organisation;
• Members received an update on the work programme of the Business and Transport Sub Group, which was scheduled to consider issues including the A65 and A660 routes in respect of the Local Transport Plan.
• Ward based nominations were sought to sit on the Committee’s newly established Policy Sub Group, which was to be Chaired by Councillor G Latty.

RESOLVED –

(a)  That the contents of the submitted report, together with the comments made by the Area Committee, be noted.

(b)  That the Ward based representatives of Councillors Collins, Anderson and Campbell be appointed to sit on the newly established Policy Sub Group.

To consider the report of the Assistant Chief Executive (Planning Policy and Improvement) formally notifying Members that the minutes of the Area Chairs’ Forum meetings will be brought to Area Committee meetings as a regular agenda item, whilst also providing a brief overview of the Area Chairs Forum meetings.

(Council Function)

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report notifying Members that the minutes from Area Chairs’ Forum meetings were to be submitted to Area Committees as a regular agenda item for consideration and comment.

RESOLVED – That the contents of the submitted report, together with the Area Chairs’ Forum minutes from the meeting held on 17^th June 2011, be noted.

To consider the report of the Chief Officer (Democratic and Central Services) providing an update on those Area Committee appointments to the Corporate Carers’ Group and the Divisional Community Safety Partnership, which it was agreed at the 20^th June 2011 meeting were to be confirmed at a later date following further consultation with Members. The report invites the Committee to ratify such appointments.

(Council Function)

Further to Minute No. 15, 20^th June 2011, the Chief Officer (Democratic and Central Services) submitted a report providing an update on, and inviting the Committee to ratify those appointments to the Corporate Carers’ Group and the Divisional Community Safety Partnership which, as agreed at the 20^th June 2011 meeting, were to be confirmed at a later date following further consultation with Members. In addition, the report also presented an update on the Committee’s appointment to the Rawdon and Laneshaw Bridge Trust which was made at the previous meeting.

Following an expression of interest from Councillor Collins, it was agreed that Councillor Collins was added to the membership of the Business and Transport Sub Group and that forthcoming meeting arrangements for the Sub Group would be provided to her in due course.

Members noted that following the re-appointment of Mr D Longley to the Rawdon and Laneshaw Bridge Trust, subject to him being willing to continue, Mr Longley had been contacted, inviting him to confirm should he no longer be agreeable to undertake this role. To date, the Committee was informed that no response had been received from Mr Longley and therefore it was presumed that he was happy to continue. In response, Councillor Cleasby, as the Council representative on the Trust, advised that he would inform the relevant officers, should Mr Longley not be in attendance at the next Trust meeting.

RESOLVED –

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

(b)  That the respective appointments of Councillor P Latty to the Corporate Carers’ Group and Councillor Wadsworth to the Community Safety Partnership for the duration of the municipal year be approved.

(c)  That Councillor Collins be appointed to sit on the Business and Transport Sub Group.

Monday, 7^th November 2011 at 2.00 p.m.

(Venue to be confirmed)

Monday, 7^th November 2011 at 2.00 p.m.

(Venue to be confirmed)

(The meeting concluded at 4.40 p.m.)