Agenda, decisions and minutes

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

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 18, Leeds City Credit Union Branch Network – 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)).

RESOLVED – That the public be excluded from the meeting during consideration of the following parts of the agenda designated exempt 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 public were present there would be disclosure to them of exempt information so designated as follows:

The Leeds City Credit Union Branch appendix referred to in Minute No. 89 under the terms of 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)) and on the grounds that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

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 minutes of Morley Town Centre Management Board held on 1^st December 2009, which had been submitted for Members’ information under agenda item 16, Acting Area Manager’s Report. (Minute No. 87 refers)

The Chair also admitted to the agenda a revised report and exempt appendix under agenda item 18, Leeds City Credit Union Branch Network. (Minute No. 89 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.

Councillor Leadley declared a personal interest in agenda item 10, Outer South Children and Young People Activity Planning 2010-11, in his capacity as Deputy Chairman of Lewisham Park Centre Management Committee and Governor at Westerton Primary School. (Minute No. 82 refers)

Councillor Grayshon declared a personal interest in agenda item 10, Outer South Children and Young People Activity Planning 2010-11, in his capacity as member of Lewisham Park Centre Management Committee. (Minute No. 82 refers)

Councillor Mulherin declared a personal interest in agenda item 10, Outer South Children and Young People Activity Planning 2010-11, in her capacity as member of Rothwell Extended Services Cluster. (Minute No. 82 refers)

Councillor Renshaw declared a personal interest in agenda item 10, Outer South Children and Young People Activity Planning 2010-11, in her capacity as member of Ardsley and Tingley Extended Services Cluster and Rothwell Extended Services Cluster. (Minute No. 82 refers)

Councillor Leadley declared a personal interest in agenda item 11, Youth Services in Outer South Leeds, in his capacity as Deputy Chairman of Lewisham Park Centre Management Committee. (Minute No. 83 refers)

Councillor Grayshon declared a personal interest in agenda item 11, Youth Services in Outer South Leeds, in his capacity as Member of Lewisham Park Centre Management Committee. (Minute No. 83 refers)

Councillor Renshaw declared an interest in agenda item 13, St Gabriel’s Community Centre – 12 Month Review Report, in her capacity as a member of St Gabriel’s Community Centre Management Committee.  On the basis that the interest was prejudicial, she withdrew from the meeting during the consideration of the item and did not vote. (Minute No. 79 refers)

Councillors Finnigan, Gettings, Grayshon and Leadley declared a personal interest in agenda item 14, Site Based Gardeners in Community Parks and Green Spaces, in their capacity as Members of Morley Town Council. (Minute No. 85 refers)

Councillor Leadley declared a personal interest in agenda item 15, Outer South Area Committee Well-being Budget Report, and agenda item 16, Acting Area Manager’s Report, in his capacity as Member of Morley Town Council, which part funds the Town Centre Management Project. (Minute Nos. 86 and 87 refer)

Councillor Dunn declared a personal interest in agenda item 18, Leeds City Credit Union Branch Network, in his capacity as Member of the Credit Union. (Minute No. 89 refers)

Further declarations of interest were made at later points in the meeting. (Minute No. 89 refers)

To receive any apologies for absence.

Apologies for absence were submitted on behalf of Councillors Elliott and Smith.

To confirm as a correct record the minutes of the meeting held on 1^st February 2010

RESOLVED – That subject to an additional bullet point being inserted under Minute No. 68, to read;

• Recognition of provision for young people with special educational needs. 

the minutes of the meeting held on 1^st February 2010 be confirmed as a correct record.

(Councillor Golton arrived at 4.02 pm and Councillor Renshaw at 4.06 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.

A representative of Drighlington Parish Council referred to agenda item 14, Site Based Gardeners in Community Parks and Open Spaces.  It was advised that Drighlington Parish Council was unable to fund £13,000 towards the site based gardener scheme, outlined under 5.2 of the report (see option 1).

To receive and consider a report of the Director of Environment and Neighbourhoods providing a detailed review of the operation of St Gabriel’s Community Centre over the last 12 months.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

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

(b)  That the Area Committee extends the review period at St Gabriel’s Community Centre for a further 36 months, subject to annual review.

The Director of Environment and Neighbourhoods submitted a report which provided an overview of activity at St Gabriel’s Community Centre over the last 12 months.

Appended to the report was a copy of the protocol arrangements for St Gabriel’s Community Centre.

Tom O’Donovan, Area Management Officer, presented the report and responded to Members’ questions and comments.  The Chair also welcomed to the meeting a representative of St Michael’s Church who briefly spoke in favour of retaining the facility.

In brief summary, the main areas of discussion were:

·  Acknowledgement of the positive work undertaken by the Management Committee to sustain St Gabriel’s.

·  The need to extend the review period beyond 12 months to promote future lettings. 

·  Recognition of youth provision at the facility.

·  Concern about energy costs and the benefits of installing energy efficient equipment.

·  Concern about cleaning and caretaking costs.

RESOLVED –

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

(b) That the Area Committee extends the review period at St Gabriel’s Community Centre for a further 36 months, subject to annual review.

To receive and consider a report from the Director of Environment and Neighbourhoods providing an overview of the scope and activities of the Health and Environmental Action Service.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Director of Environment and Neighbourhoods submitted a report which presented key information about the scope and activities of the Health and Environmental Action Service.

The Chair welcomed to the meeting, Mark Dolman, Service Support Manager, to present the report and respond to Members’ questions and comments.

In brief summary, the main areas of discussion were:

·  Recognition of the need to be provided with reports that were area specific rather than city-wide, and broken down on a ward by ward basis.

·  Concern about cases of littering and dog fouling in the outer south area.

·  Concern that different IT systems were being used to record enforcement cases.

·  Concern about the ongoing issue of vehicles parking on grass verges.

RESOLVED –

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

(b)  That the Area Committee continues to receive 6 monthly activity update reports; and

(c)  That future reports be area specific rather than city-wide, and broken down on a ward by ward basis.

To receive and consider a report from the Head of Environmental Services updating the Area Committee on proposals for improvements within Streetscene Services.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Head of Environmental Services submitted a report on proposals for improvements within Streetscene Services.

Graham Hollings, Streetscene Manager, attended the meeting to present the report and respond to Members’ questions and comments.

In brief summary, the key areas of discussion were:

·  Missed collections and recovery plan arrangements.  It was reported that Ward Members were advised by e-mail about all missed collections.

·  Concern about delays in new housing developments being incorporated into the weekly collection cycle.  It was reported that current arrangements involved waiting for notification of new developments from highways, planning and Ward Members.  Members were advised that new IT software was being developed to address this issue.

·  Concern about the amount of litter in areas under highways agency control.

·  The need to improve provision for disposal of glass bottles.

·  Specific areas identified in need of clean ups, including Dewsbury Road.

RESOLVED –

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

(b)  That the Area Committee receives a further update report at the Area Committee meeting in June 2010.

To receive and consider a report from the Director of Environment and Neighbourhoods outlining a proposed way forward for the development of out of school activity in the outer south area of Leeds.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Director of Environment and Neighbourhoods submitted a report which outlined a proposed way forward for the development of out of school activity in the outer south area of Leeds.

Tom O’Donovan, Area Management Officer, presented the report and highlighted key benefits of the proposed commissioning process as follows:

• Added value to the Department for Children, Schools and Families Activities Grant resource, being routed through Clusters in 2010-11 for vulnerable children and young people support.
• Added value to the work of the clusters, their partner organisations and their local delivery arrangements.
• Supported joint working and sustainability by reinforcing existing networks and reduced duplication of activity contract arrangements, monitoring and evaluation.
• Targeted co-ordinated activity delivery, based on the evidence of ‘need’ and data collection.
• Eliminated competition between partner organisations ensuring that processes and priorities were clear.

RESOLVED –

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

(b)  That the commissioning process outlined under 4.0 of the report be approved;

(c)  That the Area Committee receives a combined plan of 2010-11 annual activities (one from each of the three cluster areas) at a future Area Committee meeting; and

(d)  That the Area Committee receives a further final evaluation report of all 2009-10 activities.

To receive and consider a report from the Director of Children’s Services providing an overview of youth service activity across the outer south area of Leeds.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Director of Children’s Services submitted a report which provided an overview of youth service activity across the outer south area of Leeds.

The following information was appended to the report:

-  Outer South Youth Service Budget and Team Structure

-  Outer South Youth Service Performance (Covering the period April 2009 – February 2010)

-  Ward Programmes (February 2010).

The Chair welcomed to the meeting, Satbinder Soor, Senior Youth Officer, Children’s Services, to present the report and respond to Members’ questions and comments.

In brief summary, the main points of discussion were:

·  The Youth Services budget and clarification whether unspent monies were retained by the Ward or returned to the corporate centre.  It was agreed to provide Councillor Golton, Executive Member (Children’s Services) with clarification on this issue.

·  The need to extend targeted youth provision, particularly in Morley Town Centre.

·  Ongoing work to develop provision at Glen Road.

RESOLVED –

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

(b)  That the proposed approach to delivering future services for young people, including any joint commissioning be referred to the Children and Young People Sub-Group for consideration.

To receive and consider a report from the Director of Environment and Neighbourhoods presenting a review of the 2009-10 Outer South Community Engagement Strategy.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

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

(b)  That the Community Strategy for 2010/11 be approved.

The Director of Environment and Neighbourhoods submitted a report which provided a review of the Outer South Community Engagement Strategy and Activities 2009/10 and presented the new Community Engagement Strategy for 2010/11.

Appended to the report was an overview of the Outer South Community Engagement Plan 2010/11 and a report on the Leeds Residents’ Survey 2009.

Tom O’Donovan, Area Management Officer, presented the report. 

In brief summary, the main highlighted points were:

• Members acknowledged the challenge of the new Community Engagement Strategy on the capacity of the area management team.
• Members welcomed Kelly Hamer to the meeting.  It was reported that Kelly had been employed by South Leeds Area Management on a social work placement.
• Members acknowledged the positive work undertaken by Nicky Greening, Priority Neighbourhood Development Worker and Jamie Ware, Area Assistant.

RESOLVED –

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

(b) That the Community Strategy for 2010/11 be approved.

To receive and consider a report from the Chief Recreation Officer providing the Area Committee with a review of the work undertaken by the site based gardeners in 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 subject to consideration of the wellbeing report, the Area Committee approves option 2, as amended - £43,000 (£30,000 from wellbeing fund and £13,000 from Parks and Countryside) for 2 full time equivalent site based gardeners covering the outer south area (specific areas to be determined by Ward Members in consultation with Parks and Countryside).

The Chief Recreation Officer submitted a report which provided a review of the work undertaken by the site based gardeners in the outer south area and presented options to continue the service over the next 12 months.

Phil Staniforth, Senior Area Manager, Parks and Countryside, attended the meeting to present the report and respond to Members’ questions and comments.

In brief summary, the main points of discussion were:

·  Clarification about work being undertaken at Smithy Lane / Lowry Road.

·  Identifying areas in need of work and ensuring value for money.

RESOLVED –

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

(b) That subject to consideration of the wellbeing report, the Area Committee approves option 2, as amended - £43,000 (£30,000 from wellbeing fund and £13,000 from Parks and Countryside) for 2 full time equivalent site based gardeners covering the outer south area (specific areas to be determined by Ward Members in consultation with Parks and Countryside).

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, advises Members of the Small Grants approved since the last meeting and invites Members to determine the capital and revenue proposals detailed within the report.

(Executive Function)

(5 mins presentation / 10 mins discussion)

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

(b)  That the funding detailed in 3.2.7 of the report be allocated from revenue to the capital fund and split equally between each ward.

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

• Parks and Countryside Service – Lofthouse Cemetery – £5,500 (2009/10 Capital Budget) – Approved
• Morley Bottoms Project Team – Morley Bottoms – £1,200 (2009/10 Capital Budget) – Approved.

(d)  That the schedule outlined under 3.2.7 of the report be approved in principle, subject to review of Enterprise and Economy theme (Town Centre Management) and Thriving theme (Activities for Children and Young People), to be reviewed at a specially convened Member Briefing meeting (One Member representative from each ward to attend).

The Director of Environment and Neighbourhoods submitted a report which updated Members on both the capital and revenue elements of the Area Committee’s well-being budget, advised the Area Committee on the position of the small grants budget and invited Members to determine well-being funding proposals, as detailed within the report.

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

In brief summary, the main highlighted points were:

·  Members commented on the need to review future town centre management arrangements, possibly involving the Chamber of Trade and other types of partnership working.

·  Concern about the proposed reduction in activities for children and young people.

·  The possibility of arranging a specially convened Member Briefing meeting to review the well-being schedule outlined under 3.2.7 of the report.

RESOLVED –

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

(b) That the funding detailed in 3.2.7 of the report be allocated from revenue to the capital fund and split equally between each ward.

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

·  Parks and Countryside Service – Lofthouse Cemetery – £5,500

(2009/10 Capital Budget) – Approved

·  Morley Bottoms Project Team – Morley Bottoms – £1,200

(2009/10 Capital Budget) – Approved.

(d) That the schedule outlined under 3.2.7 of the report be approved in principle, subject to review of Enterprise and Economy theme (Town Centre Management) and Thriving theme (Activities for Children and Young People), to be reviewed at a specially convened Member Briefing meeting (One Member representative from each ward to attend).

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 of Leeds.

(Executive Function)

(5 mins presentation / 10 mins discussion)

RESOLVED –

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

(b)  That the South East Pricing and Lettings Policy be endorsed;

(c)  That Councillor Elliott be appointed as one of the Council’s three representatives on the Morley Literature Festival (Councillors Finnigan and Gettings appointed at the February Area Committee meeting.); and

(d)  That any shortfall of funding from the sale of Churwell Community Centre be covered either through efficiency savings (Outer South Community Centres portfolio) or through the South (Outer) Area Wellbeing capital allocation.

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

The following information was appended to the report for Members’ information:

-  Revised South East Pricings and Lettings Policy

-  Minutes of the Outer South Community Centres Sub-Committee held on 10^th February 2010

-  Outer South Community Centres Action Plan – May 2010

-  Minutes of the Morley Town Centre Management Board Meetings held on 30^th September 2009, 3^rd November 2009, 1^st December 2009 (attached as supplementary information), 11^th December 2009, 11^th January 2010 and 1^st March 2010

-  Minutes of Children Leeds South Leadership Team held on 18^th November 2009

-  Minutes of Cleaner Neighbourhoods Sub-Group held on 26^th January 2010

-  Outer South Cleaner Neighbourhoods Sub Group Action Plan

-  Minutes of South East Leeds Health and Wellbeing Partnership held on 14^th January 2010

-  Minutes of South Leeds Community Safety Partnership – Core Group held on 29^th January 2010.

The Acting Area Manager, Keith Lander, presented the report and responded to Members’ questions and comments.

In brief summary, the main highlighted points were:

·  Members welcomed Shaid Mahmood to the meeting.  Shaid had recently been appointed Locality Pathfinder Manager in the South East Area Management Team.

·  It was reported that Jenny Harris had recently been appointed Festival Director of Morley Literature Festival. 

·  Nominations were sought for a third Council representative to serve on Morley Literature Festival.

·  Members received an update in relation to works being undertaken at Stanhope Memorial Hall and closure of Churwell Community Centre.  It was agreed that any shortfall of funding from the sale of Churwell Community Centre be covered either through efficiency savings (Outer South Community Centres portfolio) or through the South (Outer) Area Wellbeing capital allocation.

·  On behalf of Members, the Chair wished to place on record his thanks to Keith Lander for his contribution to the Area Committee’s work as Acting Area Manager.

RESOLVED –

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

(b) That the South East Pricing and Lettings Policy be endorsed;

(c) That Councillor Elliott be appointed as one of the Council’s three representatives on the Morley Literature Festival (Councillors Finnigan and Gettings appointed at the February Area Committee meeting.); and

(d) That any shortfall of funding from the sale of Churwell Community Centre be covered either through efficiency savings (Outer South Community Centres portfolio) or through the South (Outer) Area Wellbeing capital allocation.

To receive and consider a report from the Chief Democratic Services Officer requesting Members to give consideration to agreeing the dates, times and venues of their meetings for the 2009/10 municipal year.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Chief Democratic Services Officer submitted a report which requested Members to give consideration to agreeing the dates, times and venues of their meetings for the 2010/11 municipal year.

RESOLVED – That the following dates be approved for meetings of the South (Outer) Area Committee in the 2010/11 municipal year to take place at various venues across the outer south area of Leeds at 4.00pm.

21^st June 2010, 6^th September 2010, 18^th October 2010, 29^th November 2010,

31^st January 2011, 14^th March 2011.

(Councillor Mulherin wished it to be recorded that she abstained from voting.)

To receive and consider a report from the Director of City Development on Credit Union branches within the Committee’s area.

(Council Function)

(5 mins presentation / 10 mins discussion)

RESOLVED –

(a)  That the Area Committees notes and supports the ongoing work being undertaken by the Council in relation to Leeds City Credit Union; and

(b)  That in view of the demands on the Area Committee’s wellbeing budget, the request for funding to support the existing Leeds City Credit Union branch network be declined.

The Chief Customer Services Officer and Director of City Development submitted a joint report which provided details on the services provided by Leeds City Credit Union Branch Network to enable the Area Committee to engage in an informed debate about the future of Credit Union branches within their area.

The appendix to the report was designated as exempt under Access to Information Procedure Rule 10.4(3).

The following officers attended the meeting to present the report and respond to Members’ questions and comments:

-  Chris Smyth, Chief Executive of Leeds City Credit Union; and

-  Tim Pouncey, Chief Officer (Audit and Risk)

RESOLVED –

(a) That the Area Committees notes and supports the ongoing work being undertaken by the Council in relation to Leeds City Credit Union; and

(b) That in view of the demands on the Area Committee’s well-being budget, the request for funding to support the existing Leeds City Credit Union branch network be declined.

(Councillors Finnigan and Golton declared a personal interest in this item in their capacity as Members of Aire Valley Homes.)

(Councillor Grayshon declared a personal interest in this item in his capacity as employee of Royal Bank of Scotland.)

(The meeting concluded at 6.50 pm.)