Agenda, decisions and minutes

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

(The special circumstances shall be specified in the minutes)

In accordance with his powers under Section 100B(4)(b) of the Local Government Act 1972, the Chair agreed to admit to the agenda, as a late item of urgent business, a report submitted by the Director of Environment and Neighbourhoods relating to the proposed delegation to Area Committees of elements of the Streetscene Service (Agenda Item 17, Minute No. 42 refers).  The report had not been available at the time of agenda despatch due to the need for it first to be considered at the meeting of the Area Committee Chairs’ Forum held on 8^th October 2010.

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:-

The following declarations of interest were made:-

-  Councillor B Lancaster – Agenda Item 9 (Minute No. 35 refers) – Wellbeing Budget Update Report – personal interests in respect of the KICK Project and MENA in her capacity as a Trustee of KICK and a WRVS volunteer respectively.

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.

Reference was made to the provision contained in the Area Committee Procedure Rules for an Open Forum session to be held at each ordinary meeting of an Area Committee to allow opportunity for members of the public to ask questions or to make representations on matters which fell within the remit of the Area Committee.

On this occasion, no such matters were raised.

To confirm as a correct record the attached minutes of the meeting held on 6^th September 2010.

RESOLVED – That the minutes of the meeting held on 6^th September 2010 be confirmed as a correct record.

a)  No Cold Calling Zones (Minute No. 23(b) refers)

Councillor Lancaster stated that she was not aware of this initiative being rolled out yet in respect of Moortown Ward.

The Area Management Officer undertook to investigate.

To receive and consider the attached report of the Chief Executive, Education Leeds.

Further to Minute No. 21, 6^th September 2010, the Committee received an interim update report from the Chief Executive, Education Leeds.

In attendance at the meeting, and responding to Members’ queries and comments, were Stuart Gosney, Head of Building Schools for the Future and Academies, and Lesley Savage, Senior Planning and Bids Manager, Education Leeds.

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

·  Education Leeds’ intention had always been to declare these playing fields surplus to educational requirements once the new Allerton Grange School had been completed and the playing fields had been re-instated by the contractors.  Education Leeds had been aware of the interest shown by Friends of Allerton Grange in turning over the area for community green space purposes.

·  Due to the rising birth rate, Education Leeds was having to seriously consider its current level of primary school provision across the City, and the Allerton Grange playing fields formed part of this review of land and assets.  Currently, the land in question could not be declared surplus to education requirements for this reason.

·  Various options were being explored in terms of providing extra primary school provision in this area of the City, and some of these were discussed.  In terms of this site, one option was the possibility of a new school, another possibility might be the expansion of the current Moor Allerton Hall Primary School (which currently had no playing fields), and a third possible option might be the development of a through - school on the site, linking education from ages 4–19 years.  Other alternatives were also being looked at for other sites in the area.  At the moment, it was too early to predict the outcome of all the discussions and consultations which would be needed before final decisions could be taken.

·  Even if this site was developed, it was regarded that the size of the area meant that part of it might still be surplus to educational requirements and would be transferred back to the Council’s Asset Management Team to consider its future use.

·  In Leeds, there was a need for an estimated extra 400 primary school places per annum for the foreseeable future, and there was demand/need for extra places in the Committee’s area.  However, there was no guarantee that, if a new school was built on the site, all the places would go to local children – the normal admission arrangements would apply.

·  Members made it clear that they were very supportive of the proposals of Friends of Allerton Grange, and were not in favour of the development of the playing fields for school purposes, which they regarded as an over-intensive use of the site, with possibly three schools in close proximity to each other on basically one site.  They also regarded that two primary schools virtually adjacent to each other was not viable long-term.

·  Members felt that alternative options were preferable and should be explored first.  Discussion took place regarding possible alternatives, such as the expansion of other primary  ...  view the full minutes text for item 34.

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

The East North East Area Manager submitted a report updating the Committee regarding its revenue and capital Wellbeing Budgets 2010/11 and seeking consideration of two applications for funding before the Committee today for decision.

RESOLVED –

a)   That the report be noted, including the summer programme update.

b)   That the additional £7,342 revenue funding for 2010/11 be transferred into the ‘Things To Do’ pot.

c)   That the capital Alleygating pot now be closed, and the outstanding balance of £2.5k be transferred to help off-set the current overall capital over-commitment.

d)  That the current over-commitment of the capital Wellbeing allocation by £9.6k, and the need to review this position and take any necessary corrective action once the final spend position is clear, be noted.   

e)   That the following decisions be taken in respect of the applications before the Committee today:-

Revenue

-  Beckhill Approach – alleygating - £8,245 – Approved.

-  Meanwood Healthy Living Group – Mental Health Training- £1,320 – Refused – Area Management Officer to explore possible alternative form of scheme, in conjunction with the Health and Wellbeing Improvement Manager.

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

The Director of Environment and Neighbourhoods submitted a report updating the Committee regarding activity/action plans in respect of the Chapeltown/ Scott Hall and Meanwood Priority Neighbourhoods.

Steve Lake, Neighbourhoods Manager, Environment and Neighbourhoods, presented the report and responded to Members’ queries and comments. 

·  Positive Role Models for local primary school children – it was suggested that Steve Lake should consider seeking assistance from Leeds Ahead in pursuing this initiative.

·  World of Work Days – St. Matthew’s Primary School had already agreed to take part in the project, and Members were requested to contact Sharon Hughes with suggestions for suitable primary schools in their Wards which would benefit from participating in this initiative (Moor Allerton Hall Primary School was suggested by Councillor Lobley).

RESOLVED –

a)   That the report, and the progress made in each of the Priority Neighbourhoods, be noted.

b)   That the proposed framework for overseeing the development and implementation of the Neighbourhood Improvement Plans and Action Plans in each area, and the link to the community engagement strategy, also be noted.

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

Further to Minute NO. 24, 6^th September 2010, the East North East Area Manager submitted a progress report regarding the development of the community engagement strategy approved by the Committee in June 2010 (Minute No. 9 refers).

·  In response to a Member’s query, there was agreement that the Stonegates area should be linked to the Six Estates and included in the Meanwood Priority Neighbourhood.

·  It was also noted that the Friends of Gledhow Valley Woods operated across all 3 Wards, and needed to be included/kept informed accordingly.

RESOLVED –

a)   That the proposed engagement strategy for 2010/11, and the activities and format for Autumn 2010, be approved.

b)   That the Chairs’ of the Chapeltown and Meanwood Community Leadership Teams be the subject of further discussion at Ward Member meetings, and reported back to the Area Committee in December.

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

RESOLVED – That the Committee’s updated forward plan 2010/11 be received and noted.

To receive and consider the attached report of the East North East Health and Wellbeing Improvement Manager.

Liz Bailey, East North East Health and Wellbeing Improvement Manager, presented a report outlining the key health and wellbeing issues and priorities being addressed in the Committee’s area and responded to Members’ queries and comments.

·  10% Super Output Areas (SOAs) – Liz Bailey confirmed that there was some cross-over into LS17, Alwoodley Ward, and she worked closely with organisations such as Northcall, MAECare and Openhouse.

·  Reference was made to Liz Bailey establishing contact with organisations such as ZEST and the U3A group operating out of Moor Allerton Sports and Social Club.

·  Liz Bailey also confirmed that she was liaising with Education Leeds regarding ways of encouraging the take up of free school meals.

·  Communication with local people/organisations was stressed, the partnership should not just be about professionals talking to each other.

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

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

Phil Gamble, Health and Environmental Action Service, presented a report updating the Committee on the operation of the service across the City, with statistical and enforcement information broken down on a Ward by Ward basis.

·  Reference was made to problems associated with the aftermath of domestic refuse collection days, with regard to missed collections, residents putting bins out on the wrong day, etc.  The service was in a transitional period at present, and in the process of introducing new collection rounds following the resolution of the industrial action earlier in the year, so teething problems should gradually be reduced.

·  Local Members requested to be kept informed of issues dealt with by the CESO operating in the Brackenwoods area.  Members offered to assist by identifying ‘hotspots’ if contacted by Mr Gamble.

·  Concern was expressed regarding the high recorded incidences of fly-tipping and waste in gardens in Chapel Allerton Ward and, again, local Members asked to be kept informed of particular difficulties or hotspots.

·  Members agreed that the format of the report, with Ward by Ward breakdowns, was an improvement on previous, similar reports.

RESOLVED – That the report be received and noted.

To receive and consider the attached report of the Chief Environment Services Officer.

The Chief Environmental Services Officer submitted a report updating the Committee regarding the implementation of the new Grounds Maintenance Contract with effect from 1^st January 2012.

In attendance at the meeting, and responding to Members’ queries and comments, were Giles Jeffs, Environment and Neighbourhoods, and Anne-Marie Broadhead, East North East Homes ALMO.  In brief summary, the main points of discussion were:-

·  The attention paid to developing the mapping database over the course of the current contract, leading to less difficulties regarding ownership of particular pieces of land.

·  Local Member consultation had taken place via reports to all Area Committees last Autumn and now with this latest report.

·  The more robust monitoring arrangements proposed in respect of the new contract, with the Council, the ALMOs and some Local Councils all signed up in relation to their respective areas of land.  Specific timescales for getting the work done were included in the contract, the work was subject to monitoring and review and ultimately there were provisions in the contract for financial penalties.

·  Members expressed some surprise, given the length of the existing and proposed new contracts, that the Council had found itself in the position of having to negotiate a 10 month extension with the existing contractor prior to the commencement of the new contract.

·  In terms of a back-up contingency plan in the event of the contractor defaulting or being found to be unsatisfactory, this was in the form of a Service Level Agreement with the Parks and Countryside Division.

Members were strongly of the opinion that a far more satisfactory arrangement would be to split the City-wide contract into two or more separate contracts, with more than one contractor doing the work.  In the event of one contactor proving to be unsatisfactory, the other(s) could be asked to take over that work.  Notwithstanding the stage that the process was currently at, the Committee requested that this view be referred back to the Grounds Maintenance Programme Board and, if necessary, to the Council’s Executive Board, and that the Committee receive an official response to its suggestion.

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

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

(Report to follow)

Following consideration of the matter at the Area Committee Chairs’ Forum on 8^th October 2010, the Director of Environment and Neighbourhoods submitted an information report regarding proposals for elements of the Streetscene Service (street cleaning, litter bins, graffiti removal and fly-tipping) to be delegated to Area Committees.  This would provide Area Committees with the opportunity to shape, control and steer these services in their areas.

The proposals would involve each Area Committee negotiating a local Service Level Agreement with Streetscene Services and, to assist and guide this process, it was proposed that the District Local Environmental Quality Survey (DLEQS) system, devised by the Keep Britain Tidy Group, be utilised.

In receiving the report, the Committee was non-committal in respect of the proposals, and some reservations were expressed regarding whether Area Committees were perhaps being asked to shoulder the responsibility for the service, but without the authority or, more importantly, the resources to carry out the task.

It was explained that, at this stage, the report was submitted purely for Members’ information and a further report would be submitted to the next meetings of all Area Committees, when the proposals had been developed in more detail.

RESOLVED – That the report be noted, and that further discussions take place at Ward Member meetings, with a further report back to Committee in due course.

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

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

Monday 14^th March 2011, TechNorth.

All at 4.00pm.

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

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

Monday, 14^th March 2011, TechNorth.

All at 4.00 pm.

The meeting concluded at 6.25 pm.