Agenda, decisions and minutes

The Chair welcomed everyone to the October meeting of North East (Outer) Area Committee held in the Civic Hall, Leeds.

Apologies for absence were received on behalf of Councillors J Procter and R Procter.

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

There were no declarations of interest made at the meeting.

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.

The agenda made reference to the provision contained in the Area Committee Procedure Rules for an Open Forum session at each ordinary meeting, for members of the public to ask questions, or to make representations, on matters within the terms of reference 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 20^th September 2010.

RESOLVED – That the minutes of the meeting held on 20^th September 2010 be confirmed as a correct record.

a) Children’s Services Performance Report (Minute No 26 refers)

   The East North East Area Manager informed the meeting that he had now

   met with Jane Maxwell, Children’s Services to discuss the arrangements

   regarding this Area Committee having a significant and pivotal role to play

   in the new arrangements. A meeting with Members and appropriate senior

    officers to progress this issue would be held in the near future.

b) NE Community Safety Partnership Annual Report 2009/10 (Minute No

  21 a) refers

  The Chair reported the receipt of an e mail from Inspector Marcus

  Griffiths who wished to place on record his thanks to the meeting for the

  support of ward Councillors in the fight against rural crime with their

  Farmwatch operation.

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

RESOLVED –

(a) That the Committee’s revised revenue and capital Wellbeing Budgets for 2010/11, and the projects in development, be noted;

(b) That in respect of the administrative error in relation to the additional £50k allocated by Executive Board being included in the 2008/09 c/f figure and then mistakenly added in again to the ward balances reported to Area Committee in July 2009 and subsequently, this Committee conveys it’s dissatisfaction and frustration with regard to this error and requests the Director of Environment and Neighbourhoods to investigate and report back at the next meeting in December 2010;

(c) That the application in respect of the proposed High Ash Drive allotments for £5,000 (revenue) (Alwoodley Ward) be deferred for more information around access issues and re-considered at the next meeting in December 2010.

The East North East Area Manager submitted a report updating Members regarding the Wellbeing Budget figures for 2010/11, and seeking decisions in respect of new applications for funding.

In brief summary, the main discussion points were:-

• the Committee’s dissatisfaction and frustration regarding the administrative error as outlined in Section 7 of the report and of the need for the Director of Environment and Neighbourhoods to investigate this issue
• the need for the Committee to be reassured about it’s current financial position before making any future decisions about revenue funding
• the current access issues in relation to the proposed High Ash Drive Allotments revenue application

RESOLVED –

(a) That the Committee’s revised revenue and capital Wellbeing Budgets for 2010/11, and the projects in development, be noted;

(b) That in respect of the administrative error in relation to the additional £50k allocated by Executive Board being included in the 2008/09 c/f figure and then mistakenly added in again to the ward balances reported to Area Committee in July 2009 and subsequently, this Committee conveys it’s dissatisfaction and frustration with regard to this error and requests the Director of Environment and Neighbourhoods to investigate and report back at the next meeting in December 2010;

(c) That the application in respect of the proposed High Ash Drive allotments for £5,000 (revenue) (Alwoodley Ward) be deferred for more information around access issues and re-considered at the next meeting in December 2010.

(Councillor A Castle joined the meeting at 5.40pm during discussions of the above item)

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

The Director of Environment and Neighbourhoods submitted a report on the potential to increase the delegation for a range of Streetscene services to Area Committees, which would in turn make them more accountable and responsive to the needs of localities and the aspirations of local people and local Elected Members.

Rory Barke, East North East Area Manager presented the report and responded to Member’s queries and comments.

In brief summary, the main discussion points were:-

• clarification of the DLEQS model and on how this would be assessed if labour was reduced due to ongoing budget restraints within the Council
• clarification of the options available to the Area Committee in the delivery of services
• concern expressed about the complexity of the delegation scheme and the need for a more simplified model
• clarification of the approximate £6.2m annual revenue budget figure and staffing projections and whether or not this would be monitored or overseen by the Area Committee
• the need for the Area Committee to see the complete structure of the Environment and Neighbourhoods department, in particular around the issue of un-filled posts

(The East North East Area Manager informed the meeting that the Committee would benefit by waiting for this detail until next April)

• the need to look at options around delegating more services to Parish Councils who also employed qualified staff
• clarification of the budget arrangements within the city and the need for the Area Committee to be supplied with specific details in relation to the current spend in Outer North East

(The East North East Area Manger agreed to follow up this request)

• the need to address at a later date the possibility of introducing an Environmental Sub Group with Area Committee representation

RESOLVED-

a)  That the contents of the report be noted.

b)  That this Committee notes that a more detailed report would be presented to the Area Committee on this issue later in the municipal year.

c)  That in the interim period, Members be requested to forward any further comments through either the East North East Area Manager or  the Chair.

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

  The East North East Health and Wellbeing Improvement Manager submitted a report outlining the key health and wellbeing issues being considered by the  East North East Health and Wellbeing partnership and setting out how issues affecting Outer North East Leeds were being addressed.

  The report also provided the meeting with details of the work that the Health and Wellbeing Improvement Manager was developing with key partners and how this was being translated locally, together with some examples of projects that are running in the Outer North East Area.

  Elizabeth Bailey, East North East Health and Wellbeing Improvement Manager, Environment and Neighbourhoods, attended the meeting and responded to Members’ queries and comments.

  In brief summary, the main discussion points were:-

·  clarification as to why vascular checks to adults ceases at 74 years for those who live in the most deprived 10% of SOA’s

·  clarification of the criteria for those eligible within the Outer North East Health and Wellbeing Programme

·  clarification of how the programme would alleviate poverty

·  clarification of the health walk training programme in Leisure Centres with specific reference to those living in high rise estates i.e. Moortown Lingfield/Cranmer Bank

·  the need for the Area Committee to be supplied with the total cost figure of this initiative, to include a breakdown of the funding of the post of East North East Health and Wellbeing Improvement Manager

(The Health and Wellbeing Improvement Manager agreed to forward this information via the East North East Area Manager for circulation to the Committee)

·  clarification of the statement in the report and the evidence available that supports the fact that older people were particularly vulnerable to poor nutritional status

  RESOLVED-

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

b)  That this Committee notes the progress of the Health and Wellbeing Improvement Programme as part of the work undertaken by the Outer North East Health Champion.

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

The Chief Environment Services Officer submitted a report advising the meeting of the progress to date with the procurement of a new grounds maintenance contract.

The following representatives were in attendance and responded to Members’ queries and comments:-

Peter Mc Gouran, Principal Engineer, Highways Service Planning, City Development

Giles Jeffs, Contracts Officer, Environmental Services, Environment and Neighbourhoods

Anne- Marie Broadhead, East North East Homes, Leeds

In brief summary, the main discussion points were:-

·  concern that if the contract was not with Glendale or ATM, then for the period of time between August and December 2011, the quality and performance may deteriorate

·  clarification of how the department can guarantee that the new contractor will not have the same problems as Glendale in the first year of contract

·  clarification of what Option 1 meant with specific reference to Parish & Town Councils

·  reference to the fact that there was considerable unrest at a recent meeting of the Harewood and Wetherby Town Council & Parish Council Forum where Members were livid that they had not been given any time to consider the proposal properly

·  clarification as to why it had to be the whole of a Parish or Town Council area and whether smaller groups could submit bids via options i.e. 'Cherry picking’

·  concern that the report's recommendation did not specify the ‘whole’ of the Parish / Town Council area up to the boundary and the reasons why villages and smaller groups cannot be considered in Option 1

·  the need for the Project Team / Board to give these areas a chance to bid for works in their own areas as there was a feeling that a real good opportunity was being missed in this particular area

·  reference to grass clippings and clarification sought if there will be a pot of money ring fenced to pay for gully cleansing, if not part of new contract, especially if the locality comes to fruition

·  to welcome that monitoring will be strengthened in time for the new contract

·  clarification as to why it would be not possible to have at least 2 contractors to ensure greater control of the contract and to recommend to the Programme Board to let the whole of the contract to one city wide contractor in favour of a minimum of 2 contractors instead

·  concern that it was a 'done deal' and that Members had missed the opportunity to let the Parish Councils do their own patch

RESOLVED –

a)  That the contents of the report be noted.

b)  That the East North East Area Manager be requested to draft a

letter, on behalf of the Chair, detailing the Committee’s responses to the Grounds Maintenance Contract for submission to the Chief Environmental Services Officer in his capacity as Chair of the Grounds Maintenance Programme Board.

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

The Director of Environment and Neighbourhoods submitted a report providing information for Members on the demand for services provided by the Health and Environmental Action Service (HEAS) with particular focus on the enforcement activities undertaken by the Environmental Action Team (EAT) and the Highways and Environmental Enforcement  (HEE) team.

Appended to the report was a copy of a document entitled ‘Health and Environmental Action Service Activity report – East North East Management Area (Outer North East) April 2010-September 2010 for the information/comment of the meeting.

Graham Wilson, Head of Environmental Action and Parking, Environment and Neighbourhoods attended the meeting and responded to Member’s queries and comments.

In brief summary, the main discussion points were:-

• clarification of when the half post of Community Environment Support Officer allocated to Outer North East would be filled
• clarification of the ‘vehicle’ job type identified in table 4 of the appendices and whether or not it related to abandoned vehicles
• clarification of the department’s role in relation to pest control in domestic premises

(The Head of Environmental Action and Parking confirmed that following a recent change in protocol, the department retained  responsible for pest control inside  domestic premises, but not within the grounds of the property)

• clarification of the reasons behind the 110 health and safety inspections in the Wetherby ward identified in table 12

(The Head of Environmental Action and Parking agreed to e mail the Chair with this information)

• clarification of the role and reporting procedures in relation to the East Environmental Action Team identified in table 1
• the concerns expressed regarding the continuing parking problems outside a school located on Station Road, Scholes

(Whilst being outside the scope of the report, the Head of Environmental Action and Parking agreed to look into this issue with a report back to Councillor M Robinson)

• the need for the Area Committee to be furnished with details of the total number of staff employed within the teams identified within the report

(The Head of Environmental Action and Parking agreed to forward this information via the East North East Area Manager for circulation to the Area Committee)

• clarification of the reasons behind the large number of empty properties across the city and 206 empty properties in the Wetherby ward identified in table 15

(The Head of Environmental Action and Parking agreed to e mail the Chair with this information)

RESOLVED-

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

b)  That this Committee specifically notes the work of the Environmental Action Team whose staff include the newly appointed Community Environment Officers and Community Support Officers. 

Monday 6^th December 2010, 5.30pm, Civic Hall, Leeds.

Monday 7^th February 2011, 5.30pm, Civic Hall, Leeds.

Monday 21^st March 2011, 6.00pm, Tree Tops Community Centre, Alwoodley

To note the following arrangements:-

Monday 6^th December 2010, 5.30pm, Civic Hall, Leeds.

Monday 7^th February 2011, 5.30pm, Civic Hall, Leeds.

Monday 21^st March 2011, 6.00pm, Tree Tops Community Centre, Alwoodley

(The meeting concluded at 7.05pm)