Agenda, decisions and minutes

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

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

(The special circumstances shall be specified in the minutes.)

The Chair admitted to the agenda as supplementary information, the Community Consultation Plan.  (Minute No. 35 refers).

The Chair also admitted to the agenda as supplementary information, a promotional leaflet which contained information on responsible dog ownership and dog fouling (Minute No. 40 refers).

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.

Councillors Dunn, Gettings, Grayshon and Wilson declared a personal interest in agenda item 8 ‘Community Centres Report’ in their capacity as Members of the Outer South Community Centres Sub-Committee (Minute No. 34 refers).

Councillor Leadley declared an interest in agenda item 10 ‘Garden Maintenance Service Report’ in his capacity as a Member of Morley Elderly Action.  On the basis that the interest was prejudicial, he withdrew from the meeting during the consideration of the item and did not vote (Minute No. 37 refers).

Councillor Gettings declared a personal interest in agenda item 12 ‘Outer South Children and Young People Activities 2009/10’ in his capacity as a Member of the Outer South Children and Young People Working Group (Minute No. 38 refers).

Councillor Leadley declared a personal interest in agenda item 12 ‘Outer South Children and Young People Activities 2009/10’ in his capacity as a Member of Lewisham Park Centre Committee (Minute No. 38 refers).

Councillor Leadley declared a personal interest in agenda item 13 ‘Well Being Budget Report’ in his capacity as Chairman of Oakwell and Fairfax NIP, as a Member of Morley Town Council which part funds the Town Centre Management Project, and as a Member of Morley Elderly Action (Minute No. 39 refers).

Councillor Leadley declared a personal interest in agenda item 14 ‘Acting Area Manager’s Report’ in his capacity as Chairman of Morley Town Council Planning Committee (Minute No. 40 refers).

A further declaration of interest was made at a later point in the meeting (Minute No. 37 refers).

To receive any apologies for absence.

An apology for absence was submitted on behalf of Councillor Elliott.  It was reported that Councillors Finnigan and Leadley would be late due to their attendance at a Joint Plans Panel meeting.

To confirm as a correct record the minutes of the meeting held on 10^th September 2009.

RESOLVED – That the minutes of the meeting held on 10^th September 2009 be confirmed as a correct record.

(Councillor Leadley joined the meeting at 4.04 pm during the consideration of this item).

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.

(10 mins discussion)

In accordance with paragraphs 6.24 and 6.25 of the Area Committee Procedure Rules, the Chairman 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 receive and consider a report from the Director of Environment and Neighbourhoods outlining the role of Area Committees in relation to the management of community centres.

(Executive Function)

(5 mins presentation / 10 mins discussion)

RESOLVED – That the contents of the report be noted.

The Director of Environment and Neighbourhoods submitted a report which outlined the role of Area Committees in relation to the management of community centres.

Appended to the report was the following information;

-  Delegated functions for the Council’s Community Centres;

-  Community Centres budget for South (Outer) Area Committee 2009/10;

-  Corporate Property Management – Community Centre Building Maintenance Expenditure / Status Briefing; and

-  Schedule of current backlog maintenance for Community Centres in Outer South area.

The following representatives from Environment and Neighbourhoods attended the meeting and responded to Members’ questions and comments:

-  Liz Jarmin, Acting Neighbourhood Services Manager; and

-  Trudie Canavan, Community Issues Officer.

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

• The possibility of inviting an officer from Corporate Property Management (CPM) to attend future Outer South Community Centres Sub-Committee meetings to advise on specific issues.
• Concern about the effects of reducing Community Centres provision on the local community, particularly in areas of deprivation.
• Clarification about whether invoices had already been issued to community organisations.  It was advised that to date only confirmation of bookings had been issued.
• Confirmation that Area Committees had delegated responsibility for the pricing and lettings policy.
• The need for clarification about some of the figures relating to Peel Street and Churwell Community Centres.  The Acting Neighbourhood Services Manager agreed to report back on this.
• Confirmation that routine maintenance was now the responsibility of CPM and the need to involve Ward Members to undertake inspections.
• Concern about the lack of consistency relating to management fees by ward.  The Acting Neighbourhood Services Manager agreed to report back on this issue.

RESOLVED – That the contents of the report be noted.

(Councillors Beverley and Finnigan joined the meeting at 4.06 pm during the consideration of this item).

To receive and consider a report from the Chief Regeneration Officer updating the Area Committee on the principles of the Private Finance Initiative (PFI) Round 6 Lifetime Neighbourhoods for Leeds (LNL) project in advance of the formal consultation between November and December 2009.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Chief Regeneration Officer submitted a report which updated the Area Committee on the principles of the Private Finance Initiative (PFI) Round 6 Lifetime Neighbourhoods for Leeds (LNL) project in advance of the formal consultation between November and December 2009.

The Community Consultation Plan was circulated at the meeting for Members’ information.

The following representatives from Regeneration Services attended the meeting and responded to Members’ questions and comments:

-  Phil Charlton, Project Manager; and

-  Janey Barraclough, Project Officer.

In brief summary, the main areas of discussion were:

• Confirmation that to date no sites had been identified in the outer south area.
• Clarification about the suitability of sites, e.g. there was a need for sites to be close to local amenities, transport facilities, etc.  The Project Manager agreed to provide Members with the site checklist used against sites that had been recommended for the programme.
• The need to consult with Parish and Town Councils.

RESOLVED – That the report and appendices be noted.

To receive and consider a report from the Chief Environmental Services Officer updating the Area Committee on the procurement process for the provision of Grounds Maintenance from 1^st March 2011.

(Executive Function)

(5 mins presentation / 10 mins discussion)

The Chief Environmental Services Officer submitted a report which updated Members on the procurement process for the provision of Grounds Maintenance from 1^st March 2011.

The Chair welcomed to the meeting, Simon Costigan, Head of Housing Management, Aire Valley Homes Leeds, to present the report and respond to Members’ questions and comments:

The main areas of discussion were as follows:

• The need to identify who to contact in case of a complaint.
• Ensuring that the areas covered were clearly mapped.
• The need to involve Parish and Town Councils as part of the consultation process.  It was advised that the Scrutiny Board (Environment and Neighbourhoods) was looking into this issue.
• Concern about the need for further information relating to the consultation process, particularly feedback relating to the frequency of cuts.  It was agreed to provide Members with this information.
• The need to provide Members with an update report on development of the tender specification and consultation process.

RESOLVED – That the contents of the report be noted.

(Councillor Mulherin declared a personal interest in this item in her capacity as a Member of the Scrutiny Board (Environment and Neighbourhoods)).

To receive and consider a report from the Director of Environment and Neighbourhoods updating the Area Committee on the two commissioned Garden Maintenance Schemes operating in the Outer South during 2009/10.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the contents of the report be noted;

(b)  That Area Management continues to develop a single garden maintenance scheme for 2010/11; and

(c)  That a further report be submitted to the Area Committee in November, outlining final details of a single scheme, including comparable costs for operating two schemes.

The Director of Environment and Neighbourhoods submitted a report which updated Members on the two commissioned Garden Maintenance Schemes operating in the Outer South area during 2009/10.

The Chair invited Tom O’Donovan, Area Management Officer, to present the report and respond to Members’ questions and comments.

The key areas of discussion were:

• Clarification about the hourly rates charged by Care and Repair and Morley Elderly Action.  Area Management agreed to report back with further information.

• The benefits of operating a single service, particularly in terms of efficiency savings.
• The suggestion of including before and after scenarios in the report, highlighting the types of work undertaken.
• Whether there was a need to re-brand Morley Elderly Action, particularly taking into account work being undertaken outside of the Morley Ward.

RESOLVED -

(a)  That the contents of the report be noted;

(b)  That Area Management continues to develop a single garden maintenance scheme for 2010/11; and

(c)  That a further report be submitted to the Area Committee in November, outlining final details of a single scheme, including comparable costs for operating two schemes.

To receive and consider a report from the Director of Environment and Neighbourhoods updating the Area Committee on the work of the Outer South Children and Young People Working Group and Children and Young People Programme of Activities 2009-10.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Director of Environment and Neighbourhoods submitted a report which updated Members on the work of the Outer South Children and Young People Working Group and Children and Young People Programme of Activities 2009/10.

Tom O’Donovan, Area Management Officer, presented the report and responded to Members’ questions and comments.

The main areas of discussion were:

• Confirmation that the events had been well attended.
• Concern that the cost in delivering the Breeze events was excessive.

RESOLVED -

(a)  That the contents of the report be noted; and

(b)  That a further report be submitted to a future meeting of the Area Committee.

To receive and consider a report from the Director of Environment and Neighbourhoods updating Members on both the capital and revenue elements of the Area Committee’s Well-Being budget, advising Members of the Small Grants approved since the last meeting and inviting Members to consider a proposed approach to the commissioning of activities linked to outcomes identified in the Area Delivery Plan (ADP).

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the report and information appended to the report, which includes the available balance of the Area Committee’s revenue and capital well-being budgets, be noted;

(b)  That the Area Committee receives further details on commissioning of the 2010/11 revenue Well-Being Budget in line with ADP themes and priorities; and

(c)  That the following decision be made in relation to the Well-being funding proposal which had been submitted for determination at the meeting:

• Churwell Action Group – Churwell Park CCTV Scheme – £12,580 (2009/10 Capital Budget) – Approved.

The Director of Environment and Neighbourhoods submitted a report which updated Members on the capital and revenue elements of the Area Committee’s Well-Being Budget, invited Members to determine the capital proposal as detailed within the report, and provided a rationale for the allocation of the 2010/11 Well-Being Fund linked to the priorities and outcomes identified in the Area Delivery Plan (ADP).

RESOLVED –

(a)  That the report and information appended to the report, which includes the available balance of the Area Committee’s revenue and capital well-being budgets, be noted;

(b)  That the Area Committee receives further details on commissioning of the 2010/11 revenue Well-Being Budget in line with ADP themes and priorities; and

(c)  That the following decision be made in relation to the well-being funding proposal which had been submitted for determination at the meeting:

• Churwell Action Group – Churwell Park CCTV Scheme – £12,580 (2009/10 Capital Budget) – Approved.

To receive and consider a report from the Director of Environment and Neighbourhoods providing Members with an overview of the range of activities currently taking place within the outer south area.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the report and information appended to the report be noted;

(b)  That £400 revenue Well-Being Funding be allocated to support Operation Champion in Rothwell for 2009/10;

(c)  That the Area Committee receives the Heroes Event evaluation report at the November Area Committee meeting;

(d)  That in consultation with the Chair of the Area Committee, Area Management develops project ideas for participation in the Leeds Year of the Volunteer 2010, and that the Area Committee receives further information about the scheme at the November Area Committee meeting;

(e)  That continued local management of the Queensway Car Park limited waiting scheme, be approved.

The Committee considered a report from the Director of Environment and Neighbourhoods which updated Members on the work of the Area Management Team since the last meeting.

The following information was appended to the report;

-  Lofthouse Bottle Bank – leaflet, comments card and map of the consultation area; and

-  Minutes of the Cleaner Neighbourhoods Sub-Group held on Tuesday, 14^th July 2009, including environmental actions from the ADP and updates by partners.

Supplementary information which included a promotional leaflet containing information on responsible dog ownership and dog fouling was circulated at the meeting for Members’ information.

In relation to 7.1.2 of the report ‘Chapel Hill Properties’, it was reported that Morley Town Council was receiving a presentation from the Architects on Tuesday, 20^th October 2009.

RESOLVED –

(a)  That the report and information appended to the report be noted;

(b)  That £400 revenue Well-Being Funding be allocated to support Operation Champion in Rothwell for 2009/10;

(c)  That the Area Committee receives the Heroes Event evaluation report at the November Area Committee meeting;

(d)  That in consultation with the Chair of the Area Committee, Area Management develops project ideas for participation in the Leeds Year of the Volunteer 2010, and that the Area Committee receives further information about the scheme at the November Area Committee meeting;

(e)  That continued local management of the Queensway Car Park limited waiting scheme, be approved.

Monday 30th November, 2009

(Drighlington Meeting Hall, Drighlington Library, Drighlington, Moorland Road, BD11 1JZ)

Monday 1st February, 2010

(Morley Town Hall, Morley, LS27 9DY)

Monday 15th March, 2010

(Rothwell One Stop Centre, Civic Chamber, Main Street, Rothwell, LS26 0AD)

(All meetings to commence at 4.00 pm).

Monday 30^th November, 2009

(Drighlington Meeting Hall, Drighlington Library, Drighlington, Moorland Road, BD11 1JZ)

Monday 1^st February, 2010

(Morley Town Hall, Morley, LS27 9DY)

Monday 15^th March, 2010

(Rothwell One Stop Centre, Civic Chamber, Main Street, Rothwell, LS26 0AD)

(All meetings to commence at 4.00 pm).

(The meeting concluded at 5.50 pm).