Agenda and minutes

To consider any appeals in accordance with Procedure Rule 15.2 of the Access to Information Procedure Rules (in the event of an Appeal the press and public will be excluded).

(*In accordance with Procedure Rule 15.2, written notice of an appeal must be received by the Head of Governance Services at least 24 hours before the meeting.)

There were no appeals against the refusal of the Inspection of Documents

There were no items identified where it was considered necessary to exclude the press or public from the meeting due to the confidential nature of the business to be considered

There were no formal late items of business submitted, however, the Chair did accept the inclusion of an additional application to the Wellbeing Fund; verge improvements at Collingham (Minute No. 79 refers). It was reported that the application in question was not available at the time of agenda publication and  it was in the best interests of all parties concerned that the matter be considered without delay.

Apologies for absence were received from Councillor J Procter and Councillor R Procter

There were no declarations of any disclosable pecuniary interests

In accordance with paragraph 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 matters within the terms of reference of the Area Committee.

On this occasion, there were no matters raised under this item by Members of the Public

To confirm as a correct record the minutes of the previous meeting held on 3^rd February 2014

(Copy attached)

RESOLVED – That the minutes of the previous meeting held on 3^rd February 2014 were accepted as a true and correct record

(i)  Appointment of a Fuel Poverty Champion (Minute No.64 refers)

RESOLVED – That Councillor Castle be appointed as the Fuel Poverty Champion for the North East (Outer) Area Committee

(ii)  Area Committee Business Plan (Including Police Programme of Change) (Minutes No.65 refers) – Referring to the presentation delivered by Chief Inspector Matt Davison on the Police Programme of Change, Councillor Cohen referred to a recent meeting with West Yorkshire Police at which some of the information around PCSO’s was inconsistent with that provided by Chief Inspector Davison.

RESOLVED – That Chief Inspector Davison be invited back to the next meeting of the Area Committee in order that the necessary clarification may be provided

To consider a report the Director of Children’s Services which provides an update on performance data, successes, and issues within the Area Committee and seeks Members views as to whether there are any local priorities that should also be regularly highlighted in future update reports.

(Report attached)

The Director of Children’s Services submitted a report which provided an update on performance data, successes, and children’s issues within the area. The report also sought Members views as to whether there were any local priorities that should be regularly highlighted in future update reports.

Appended to the report were copies of the following documents for the information/ comment of the meeting:

·  Children’s Services update (Appendix 1 refers)

·  Performance data for North East (Outer) Area Committee (Appendix 2 refers)

·  Families First Cohort (Appendix 3 refers)

Steve Walker, Deputy Director Children’s Services together Gillian Mayfield, Targeted Service, Area Leader, Children’s Services presented the report and responded to Members’ comments and queries

Detailed discussion ensued on the contents of the report and appendices.

In summary, specific reference was made to the following issues:

·  Persistent absence in Primary Schools

·  Challenging Families

·  Free School Meals uptake

·  The need for school clusters to engage with Parish Councils

·  National Statistics

Referring to an article in “The Times” on school achievement, Councillor Harrand said that according to the article Yorkshire Schools continued to be placed in the lowest 15% achievers for the whole of the Country.

In responding Steve Walker said that Children’s Services was working with schools to understand and improve the areas of concern and referred to the “Readiness for learning initiative” at Key Stage 1

Councillor Lamb commenting on the work of School clusters said that the Area Committee had a good working relationship with school clusters but there appeared to be no link between school clusters and the parish Councils.

Councillor Cohen suggested that Parish Council representation should be encouraged on school clusters. It was further suggested that the Parish Council Forum may be a mechanism for establishing better links.

Officers welcome Members suggestion and offered to investigate the matter further.

It was noted that the next Parish Council Forum was scheduled to take place on 3rd April 2014 and arrangement would be made to ensure Children’s Services received an invitation.

RESOLVED – That the contents of the report be noted

To consider a report by the Director of Environment and Housing which seeks Members views on existing and new priorities the Area Committee would like to see addressed in a refreshed Service Level Agreement (SLA) for 2014/15.

The report also includes information on new responsibilities to be transferred to the Locality Team in 2014/15 and proposals as to how the service will be restructured to deliver these.

(Report attached)

The Director of Environment and Housing submitted a report which sought Members views on existing and new priorities the Area Committee would like to see addressed in a refreshed Service Level Agreement (SLA) for 2014/15

The report also included information on new responsibilities to be transferred to the Locality Team in 2014/15 and proposals as to how the service would be restructured.

Appended to the report were copies of the following document for the information/ comment of the meeting:

·  Streetscene Grounds Maintenance Contract – Performance Update (March – October 2013) – Appendix 1 refers

John Woolmer, Locality Manager, East North East, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report together with the appendices which included:

·  Progress made on the 2013/14 Service Level Agreement

·  Greatest pressures included; Additional litter picking to keep arterial routes litter free, de-leafing and severe weather conditions (Significant rainfall over past 2 years)

·  Lost days through sickness absence

·  Changes to the Locality Team in 2014/15

·  The creation of flexible job descriptions

·  Planning for the “Grand Depart”

In offering comment Councillor Cohen suggested that there was a real need to address the litter hot spots

In responding Mr Woolmer suggested that the changes to the locality teams may improve delivery, leading to more efficient and effective working.

Councillor Lamb sought further information about lost days through sickness absence and suspension and requested if Members could be supplied with the necessary statistics.

It was the general opinion of Members that lost days resulting from sickness and suspension required addressing

Mr Woolmer said the requested information would be circulated to Members

On the issue of lost days Councillor Lamb asked if there were any contingency plans with other areas. 

In responding Mr Woolmer suggested that support from other areas was not usually necessary, resources may be re-prioritised within the area.

RESOLVED –

(i)  To approve the  main service principles for 2014/15

;

(ii)  To note the new responsibilities being transferred to the Locality Team

(iii)  To approve the development of a new SLA for 2014/15 to be  based on refreshed Elected Member and Area Committee priorities, the SLA being brought back to the July meeting for approval

(iv)  To note the grounds maintenance contract performance update for the Outer NE area covering the grass growing/cutting period March to October 2013.

To consider a report by the Assistant Chief Executive (Citizens and Communities) which provides an update on the current position of the Area Committee’s budgets and sets out details of applications seeking  Well-being Funding and Youth Activity Funding

(Report attached)

The Assistant Chief Executive (Citizens and Communities) submitted a report which provided an update on the current position of the Area Committee’s budget and set out details of applications seeking Well-Being funding and Youth Activity funding.

Appended to the report were copies of the following documents for the information/ comment of the meeting:

(i)  The current revenue financial position (Appendix A)

(ii)  Details of the remaining balances for the small grants and skip pots, plus other pots of funding which were set aside for Treetops Community Centre and Community Engagement (Appendix B)

(iii)  Small grants approved in the 2013 -14 financial year  (Appendix C)

(iv)  Funding Allocation for 2014/15 (Appendix D)

(v)  Capital Funding 2013/14 (Appendix E)

Carole Clark, North East Area Support, presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report together with the appendices which included:

·  Available funding for the current financial year

·  Clarification around some of the projects seeking financial assistance

RESOLVED –

(i)  To note the spend to date and current balances

(ii)  That the following projects (from the 2013/14 financial year) requesting Well-Being Funding be determined as follows:

(iii)  To note the following applications had been withdrawn

(iv)  To endorse the following project approved via delegated authority

(v)  That the following Youth Activity Projects be determined as follows:

To consider a report by the City Solicitor which seeks the Area Committee’s formal approval of a meeting schedule for the 2014/2015 Municipal Year and also to agree a date for the Election of Chair Committee meeting prior to the Annual Council Meeting in June 2014.

In addition, Members are requested to give consideration as to whether they wish to continue with the Committee’s current meeting and venue arrangements or whether they would like to request any amendments to such arrangements.

(Report attached)

The City Solicitor submitted a report seeking the Area Committee’s formal approval of a meeting schedule for the 2014/2015 Municipal year.

It was noted that in line with the new approach to area working arrangements the number of meetings scheduled for the Municipal Year had reduced from six to four

Councillor Harrand expressed concerned about the reduction in the number of scheduled meetings commenting that there was nothing wrong with the existing arrangements.

Other Members were also supportive of Councillor Harrand’s comments

RESOLVED –

(i)  That the contents of the report be noted.

(ii)  That Officers be requested to look again at the proposed schedule of dates based on six meetings for the Municipal year (Dates to include the following plus an additional two meetings)

·  14^th July  2014

·  13^th October 2014

·  26^th January 2015

·  23^rd March 2015

(iii)  That the date for the meeting to elect a Chair for the 2014/15 Municipal Year be agreed as Tuesday 27^th May 2014 at 4.00pm in the Civic Hall, Leeds   

(iv)  That the meeting venues continue to alternate between the Civic 

     Hall during the winter months and at various venues held within   the three wards during the summer months. All meetings to   commence at 6.00pm (summer months) and 5.30pm (winter   months)

To consider a report by the Assistant Chief Executive (Citizens and Communities) which provides a brief outline about what the proposed changes to area working arrangements, outlined in the report to the Council’s December Executive Board, will look like for Outer North East Leeds.

(Report attached)

The Assistant Chief Executive (Citizens and Communities) submitted a report which provided a brief outline of the proposed changes to Area Working arrangements, and sought the views of Members on the suggested key themes for 2014

Rory Barke, Area Leader presented the report and responded to Members comments and queries.

Detailed discussion ensued on the contents of the report which included:

·  The new approach to Area Committee Working

·  A new name for the Area Committee

·  The intention to strengthen democratic engagement and increase community engagement in decision making

·  Moor Allerton Partnership priorities

·  Key Themes 2014

RESOLVED –

(i)  That following the Annual Meeting of Council the Area   Committee be re-named the Outer North East Community   Committee

(ii)  To approve the priorities for the Moor Allerton Partnership   (MAP)

  (iii)  To request the Area Leader to draft a report setting out details of    the proposed engagement plan 2014 based on the following Key   Themes:

·  Health

·  Crime and anti-social behaviour

·  Highway works

·  Wetherby Car Parking

·  Wetherby Master Plan

(iv)  The proposed engagement plan being brought back to this    Committee in July 2014 

To consider a report by the Assistant Chief Executive (Citizens and Communities) which provides the minutes from the latest meeting of the Outer North East Parish and Town Council Forum.

(Report attached)

The Assistant Chief Executive (Citizens and Communities) submitted a report which introduced the minutes from the most recent meeting of the (Outer) North East Parish and Town Council Forum held on 24^th January 2014.

RESOLVED –

(i)  That the contents of the minutes be noted

(ii)  To support the Parish and Town Council Forum in resolving any issues raised

To consider a report by the Assistant Chief Executive (Planning, Policy and Improvement) which formally notifies Members that the minutes of Area Chairs Forum meetings would be brought to Area Committee meetings as a regular agenda item, and provide a brief overview of the Area Chairs Forum meetings

(Report / Minutes attached)

The Assistant Chief Executive (Planning, Policy and Improvement) submitted report which provided a brief overview of the Area Chairs Forum Meetings. The minutes of the Area Chairs Forum dated 20^th January 2014 were submitted for information/ comment

RESOLVED – That the contents of the report and accompanying minutes be noted

To note that the next meeting will take place on Tuesday 27^th May 2014 at 5.30pm in the Civic Hall, Leeds.

RESOLVED – To note that the next meeting will take place on Tuesday 27^th May 2014 at 4.00pm in the Civic Hall, Leeds

Local Elections – Referring to the forthcoming Local Elections, the Chair expressed his best wishes to all Members standing for Council in the May 2014 Municipal Elections

Rory Barke – The Chair reported that after a considerable numbers of years, the Area Leader for the North East (Outer Area) Rory Barke was moving on, taking up other duties within the same Department before retiring in March 2016.

Members joined the Chair in wishing Rory every success in his future endeavours

In responding Rory thanked the Chair and Members of the Committee commenting that the work had been challenging but it had been a real pleasure working with both Members and officers.