Agenda, decisions 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 the following parts of the agenda designated as containing 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, as follows:-

  Agenda item 10 – Appendix 3 of Community Centres Report – Access to Information Procedure Rule 10.4 (3) – information relating to the financial or business affairs of any particular person (including the authority holding that information).

Reference was made to Appendix 3 of the report of the Director of Environment and Neighbourhoods relating to Community Centres (Agenda Item 10 refers).  This Appendix contained details which were regarded as exempt information in accordance with Paragraph 10.4(3) of the Access to Information Procedure Rules (information relating to the financial or business affairs of any particular person, including the authority holding that information).  Therefore, when Agenda Item 10 was reached, the Committee would have to decide whether or not to accept the officer’s recommendation that this information was exempt and, if so, would have to pass a formal resolution to exclude the press and public during the consideration of that specific Appendix.  The remainder of the report was a public document.

RESOLVED – That the situation be noted.

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

(The special circumstances shall be specified in the minutes)

Further to Agenda Item 11, Wellbeing Budget Update Report, reference was made to a supplementary report of the East North East Area Manager updating Members on the capital Wellbeing Budget situation, which had been circulated separately to Members.

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

The following personal declarations of interest were made:-

-  Councillor G Hussain – Area Delivery Plan 2008-11 – Update (Agenda Item 9, Minute No. 24 refers) – in relation to his friendship with a property owner in the area, reference to the property being included in the report.

-  Councillor B Lancaster – Wellbeing Budget Update Report (Agenda Item 11, Minute No. 26 refers) – in relation to her association with Roundhay WRVS.

-  Councillors V Kendall and M Lobley – Wellbeing Budget Update Report (Agenda Item 11, Minute No. 26 refers) –  in their capacity as members of CARE (Community Action for Roundhay Elderly).

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 to ask questions on any matter within the remit of the Area Committee.

Friends of Allerton Grange

A spokesperson for Friends of Allerton Grange submitted a report and made representations relating to the future use of Allerton Grange Fields, adjacent to Allerton Grange High School, as a community facility, and sought the Committee’s backing for this proposition, and a proposal that the playing fields should be nominated for Queen Elizabeth II status as part of the Fields in Trust initiative to mark the Queen’s Diamond Jubilee in 2012.

The Committee congratulated the Friends of Allerton Grange on their excellent report and presentation, and agreed that the Area Management Team should assist the group to discuss the proposals further with appropriate Council officers, including representatives of Education Leeds, with a view to a further report being submitted to a future meeting.

RESOLVED – That a further  report be submitted to a future meeting.

To confirm as a correct record the attached minutes of the meeting held on 21^st June 2010.

RESOLVED – That the minutes of the meeting held on 21^st June 2010 be confirmed as a correct record.

a)  Moor Allerton Elderly Care (Minute No. 3 Refers)

Further to Minute No. 3, 21^st June 2010, it was reported that following discussions with MAECare, they had accepted that it was not necessary for the City Council to appoint an official representative to their management committee.  The organisation currently received revenue Wellbeing funding from the NE Outer Area Committee.

b)  Divisional Community Safety Report (Minute No. 10 Refers)

Members asked to be kept informed in respect of the ‘no cold-calling zones’ idea.

c)  Community Engagement Strategy (Minute No. 9 refers)

Members requested to be provided with details of the priority neighbourhood area boundaries.

d)  Leeds City Credit Union Branch Network (Minute No. 8 refers)

In response to a Member’s query, reference was made to a letter from the Chief Executive of Leeds City Credit Union submitted to the last meeting explaining why a costed options appraisal had not been prepared.

e)  Wellbeing Fund 2010/11 (Minute No. 12 refers)

In response to several Members’ queries, it was reported that:-

i)  information would be circulated relating to venues to be used to deliver vocational activities;

ii)  Probation Service representatives would be invited to attend a future Ward Member meeting in each of the Wards;

iii)  the review of spending on community skips had not yet been undertaken, but would be reported back to a future meeting.

Councillor Lancaster reported that she had received positive feedback regarding the operation of the ZEST Meanwood family project.

f)  Local Authority Appointments to Outside Bodies (Minute No.15 Refers)

Further to Minute No.15, 21^st June 2010, it was

RESOLVED – That Councillor V Kendall be appointed to fill the current vacancy on the East North East ALMO Inner North East Area Panel.

To receive and consider the attached report of the East North East Area Manager.

RESOLVED:-

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

b)  That this Committee notes the intention to provide an update report on Community Engagement to the October meeting.

c)  That this Committee notes the intention of the Neighbourhood Manager to lead partnership work in the Stonegates Estate to address concerns and issues raised by Members.

d)  That this Committee notes the progress made against the Charter promises and remedial action against the promises highlighted, and congratulates the Area Manager and his team for all their excellent work.

The East North East Area Manager submitted a report updating the Committee on progress made against the promises set out in the Community Charter for 2010/11.

In brief summary, the main issues discussed were:-

·  Priority Neighbourhoods – A full update report would be submitted to the next meeting.

·  Moor Allerton Partnership (MAP) – The potential project to develop walking and cycling routes in Tynewald Wood did cross Area Committee boundaries.  The area was not officially in the MAP area, but was complementary to its work.

·  Community Payback Scheme – Ideas/input would be sought at Ward Member meeting level.  The use of the service needed to be monitored to ensure that all Wards benefited equally from the scheme.

·  Grit Bins – Awaiting response from Highways regarding when the bins would be installed.  Irresponsible use of bins by the public for private purposes was discussed.  Is there a need for padlocks, with a known local key-holder, or should the potential problem be publicised in an appeal to people’s better nature?

RESOLVED –

a)  That the content of the report and appendices be noted.

b)  That this Committee notes the intention to provide an update report on Community Engagement to the October meeting.

c)  That this Committee notes the intention of the Neighbourhood Manager to lead partnership work in the Stonegates Estate to address concerns and issues raised by Members.

d)  That this Committee notes the progress made against the Charter promises and remedial action against the promises highlighted, and congratulates the Area Manager and his team for all their excellent work.

To receive and consider the attached report of the Director of Environment and Neighbourhoods.

RESOLVED-

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

b)  That a further report be submitted to the Committee in due course, once a City-wide charging policy has been produced in relation office and activity space permanently occupied by centre users.

The Director of Environment and Neighbourhoods submitted a report updating the Committee on the 2009/10 and 2010/11 budget position in respect of the operation of Community Centres by Area Committees across the City, and highlighting specific details in relation to those centres which were the responsibility of the NE Inner Area Committee.

Further to Minute No.18, the Committee discussed whether or not Appendix 3 to the report should remain as exempt information.

RESOLVED (by 4 votes for to 3 against) – That the press and public be excluded from the meeting during the consideration of the following parts of the agenda designated as containing 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, as follows:-

Agenda Item 10 – Appendix 3 of Community Centres Report – Access to Information Procedure Rule 10.4(3) – Information relating to the financial or business affairs of any particular person (including the authority holding that information).

(NB:    In accordance with Council Procedure Rule 16.5, Councillor Lobley wished it to be recorded that he voted against the above decision.)

In brief summary, the main points of discussion were:-

·  More detailed information was required from Corporate Property Management regarding what their management fee covered in terms of the NE Inner area, what maintenance had been carried out, and at what cost, on community centres under the Committee’s control, what the backlog of maintenance consisted of, and what were the plans to tackle this backlog.  Queries were also raised regarding what was perceived as the high costs of providing caretaking services and whether this service could be provided more economically via other means.  The report back should also include reference to this issue.

·  It was noted that the Department was working on producing a City-wide policy on the issue of charges/concessions for office accommodation and storage space occupied by centre users, and it was accepted that such a policy needed to be open, honest and transparent, so that charges or non-charges for different users could be justified and, if necessary, challenged.

·  Due to the economic situation facing local authorities, and the fact that, by and large, community centres operated at a loss, serious consideration would have to be given to what charges/rents should be levied and which organisations they should apply to.  In reaching these decisions, various factors needed to be taken into account, such as what facilities were available in a Ward, e.g. community centres, use of school premises, the type of activity taking place (and the possible consequences of introducing a charge/rent) and what other options there might be, e.g. leasing out the community centre, such as 53 Louis Street , or even selling off a community centre.

·  In response to a Member’s query, the Area Manager stated that Members could be provided with a list of what type of  ...  view the full minutes text for item 25.

To receive and consider the attached report of the East North East Area Manager.

RESOLVED-

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

b)  That approval be given to the following amounts of Wellbeing (revenue) budget to be released to the organisations and projects listed below from the 2010/11 budget :-

i)  Sawanvihar – Older People’s Project– £1,646.30 

ii)  Chapel Allerton Festival Committee – Chapel Allerton Festival 2010 - £2,500 – ratify Chief Officers delegated decision to approve funding, but the Festival Committee be reminded of the need to submit timely applications in future;

iii)  Maplecroft Residents Association – Landscaping Maplecroft Entrance - £500 small grant

c)  That this Committee agrees the recommendation of the Wellbeing Working Group to approve the following projects from the Capital budget allocations :-

i)  Moortown Baptist Church – Kitchen Refurbishment - £5,000

ii)  Greek Orthodox Church – Disabled Toilet and Baby Changing - £5,000

iii)  Chapel Allerton Allotment and Gardens Association – Security Fencing - £5,425

d)  That in consequence of the above decision, the amount identified for Alley and Ginnel Improvements be reduced, from £69.5k to £54k;

e)  That the current £12k over-commitment in the overall capital Wellbeing Budget be noted, and the situation be reviewed once the final spend on all outstanding schemes is known;  

f)  That approval be given to the suggested amendment to the Small Grants process whereby applications are sent to all Area Committee members straight away, removing the additional step of sending them to the working group first.

The East North East Are Manager submitted a report updating Members on the latest situation regarding the Committee’s revenue and capital Wellbeing Budget for 2010/11, which included details of several applications before the Committee today for determination.  The report also contained a summary of all expenditure by the Committee since 2004/05.

RESOLVED –

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

b)  That approval be given to the following amounts of Wellbeing (revenue) budget to be released to the organisations and projects listed below from the 2010/11 budget:-

ii)  Sawanvihar – Older People’s Project– £1,646.30.

ii)   Chapel Allerton Festival Committee – Chapel Allerton Festival 2010 - £2,500 – ratify Chief Officers delegated decision to approve funding, but the Festival Committee be reminded of the need to submit timely applications in future.

iii)  Maplecroft Residents Association – Landscaping Maplecroft Entrance - £500 small grant.

c)  That this Committee agrees the recommendation of the Wellbeing Working Group to approve the following projects from the Capital budget allocations:-

i)  Moortown Baptist Church – Kitchen Refurbishment - £5,000.

ii)  Greek Orthodox Church – Disabled Toilet and Baby Changing - £5,000.

iii)  Chapel Allerton Allotment and Gardens Association – Security Fencing - £5,425.

d)  That in consequence of the above decision, the amount identified for Alley and Ginnel Improvements be reduced, from £69.5k to £54k.

e)  That the current £12k over-commitment in the overall capital Wellbeing Budget be noted, and the situation be reviewed once the final spend on all outstanding schemes is known. 

f)  That approval be given to the suggested amendment to the Small Grants process whereby applications are sent to all Area Committee members straight away, removing the additional step of sending them to the working group first.

To receive and consider a report of the Interim Director of Children’s Services.

The Interim Director of Children’s Services submitted a report updating Members on the performance monitoring arrangements for Area Committees in respect of Children’s Services, and containing detailed information, on a Ward by Ward basis, relating to the numbers of looked after children, the number of referrals for investigation and how quickly these were dealt with.

Ken Morton and Helen Allan, Children’s Services, attended the meeting and responded to Members’ queries and comments.  In brief summary, the main issues raised were:-

·  Members welcomed the reporting arrangements set out in Paragraphs 2.1 and 2.2 of the report, and the detailed information now provided at Ward level.  This was a vast improvement and could, perhaps, be developed even further to include details of levels/numbers of risk interventions, casework examples, etc, although in respect of the latter, this was probably best provided at Ward Member meetings. It was also suggested that the statistical information should be further developed, to help better understand where there may be correlations between different social factors affecting the wellbeing of families e.g. is there a direct correlation between poverty and vulnerable children?

·  Efforts being made to recruit and retain social workers, including caseload analysis and the emergence of multi-disciplinary teams to support casework.

·  A request was made for more detailed information in respect of indicator LSP-HW2b(i)a – and the numbers/action taken in respect of unaccompanied children asylum seekers.

·  Information on NEETs (16-18 year olds Not in Education, Employment or Training) was improving, with all associated agencies co-operating to achieve improved information.  It was suggested that liaison with Armed Forces recruitment offices would also assist in this respect.

·  It was suggested that it would also be helpful to Members if any statistical information could be further broken down by ethnicity.

RESOLVED – That, subject to the above comments, the report be received and noted.

(NB:  Councillor E Taylor left the meeting at 6.00 pm, during the consideration of this item.)

Monday 18^th October 2010, Leeds Media Centre

Monday 6^th December 2010, Immaculate Heart, 294 Harrogate Road LS17 6SF

Monday 31^st January 2011, City Learning Centre, Allerton Grange High School

Monday 14^th March 2011, Technorth LS7 3NB

All meetings commence at 4.00pm.

Monday, 18^th October 2010, Leeds Media Centre.

Monday, 6^th December 2010, Immaculate Heart, 294 Harrogate Road, LS17 6SF.

Monday, 31^st January 2011, City Learning Centre, Allerton Grange High School.

Monday, 14^th March 2011, Technorth, LS7 3NB.

All at 4.00 pm.

The meeting concluded at 6.02 pm.