Agenda, decisions and minutes

The Chair welcomed everyone to the October meeting of the West (Outer) Area Committee held in Pudsey Civic Hall, Dawson’s Corner, Pudsey, Leeds 28.

 Apologies for absence were received on behalf of Councillor M Coulson, Councillor J Marjoram, Howard Bradley and Reverend Kingsley Dowling.

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

The following personal interests were declared:

·  Councillor A Blackburn in her capacity as a Director of West North West Homes (Agenda Items 9 and 11 – Minutes 43 & 45 refer).

·  Councillor D Blackburn in his capacity as a member of West Leeds Gateway Board (Agenda Item 11 – Minute 45 refers).

·  Councillor A Carter in his capacity as Secretary of Calverley in Bloom (Agenda Item 9 – Minute 43 refers) and as Chair of Leeds Affordable Housing Strategy and as a member of West Leeds Gateway Board (Agenda Item 11 – Minute 45 refers).

·  Councillor F Robinson in his capacity as judge and Executive Member for Yorkshire in Bloom and whilst undertaking his duties as Lord Mayor of Leeds he had gifts and hospitality in the form of two luncheons for Yorkshire in Bloom at Barnsley MBC on 10^th October 2008 and at Leeds Parish Church on 29^th April 2009  (Agenda Item 9 – minute 43 refers). 

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.

It is also intended to submit under this item for information/discussion purposes the minutes of the local community forum meetings.  The following sets of minutes are enclosed:

(a)  Farnley & Wortley Community Forum held on 11^th June 2009.

(b)  Pudsey & Swinnow Community Forum held on 21^st September 2009.

(c)  Tyersal Community Forum meeting held on 23^rd September 2009.

The Chair gave notice that in accordance with the Area Committee Procedure Rules, there was provision for an Open Forum session of up to 10 minutes at each ordinary meeting of an Area Committee in order to allow members of the public an opportunity to ask questions or to make representations on any matter which fell within the remit of the Area Committee.  On this occasion, no issues were raised.

A copy of the minutes of the following Community Forum meetings were also attached for Members’ information:

·  Farnley and Wortley Community Forum held on 11^th June 2009.

·  Pudsey and Swinnow Community Forum held on 21^st September 2009

·  Tyersal Community Forum held on 23^rd September 2009

RESOLVED - That the minutes of the Farnley and Wortley Community Forum, Pudsey and Swinnow Community Forum and Tyersal Community Forum be received and noted.

To confirm as a correct record the attached minutes of the meeting held on

11^th September 2009.

RESOLVED – That, subject to the following amendment, the minutes of the previous meeting held on 11^th September 2009 be confirmed as a correct record:

·  Annual Report – Parks & Countryside Services in West Outer Leeds (Minute 27 refers), the second bullet point should read:

‘clarification was sought on where the funding was coming from in relation to the bid for development of the New Wortley Recreation Ground and whether Section 106 monies could be used for the refurbishment of the sports pitch changing rooms at New Wortley’.

(a)  Outer West Area Committee Well-Being Function (Minute 32 (c) refers)

  Sam Woodhead, West Outer Area Management Officer gave an update   on the request for a 20 mph zone in Tyersal but was not sure it was for

  Wellstone Avenue as stated in the minutes.  Councillor Jarosz reported that this had been a request from Park Spring Primary School.

  The West Outer Area Management Officer reported that the 20 mph   zone would be implemented within the next twelve months.

To note the minutes of the Outer West Area Panel meeting held on

12^th August 2009.

RESOLVED -  That the minutes of the Outer West Area Panel meeting held on 12^th August 2009 be noted.

To consider a report by the Chief Environmental Services Officer to update Members on actions and progress on the Procurement process for the provision of Grounds Maintenance from 1st March 2011 and to seek Area Committee views and input on the development of the specification and consultation process.

 The Chief Environmental Services Officer submitted a report to update Members on actions and progress on the Procurement process for the provision of Grounds Maintenance from 1^st March 2011 and to seek Area Committee views and input on the development of the specification and consultation process.

Roger Foyle, Area Development Manager presented the report and together with Giles Jeffs, Parks & Countryside Division and Richard Britten, West North West Homes, responded to Members’ queries and comments.

In brief, the main issues raised were:

·  the need to monitor more closely the grass cutting around sheltered housing properties as grass cuttings were often left and end up being blown on to nearby footpaths making it dangerous for the elderly and infirm.

·  concern at the level of monitoring carried out by  ALMOs with regard to the upkeep and grass cutting on Council Housing land and that more needed to be done regarding collecting grass cuttings etc.

·  concern that a change of contractor may have an adverse  effect on the upkeep of the grassed areas, especially on the ‘In Bloom’ routes which had won prizes for the city in the past.

·  concern that the primary networks’ 13 grass cuts being reduced to four cuts would have a detrimental effect on places such as Stanningley Bypass which rarely gets any grass cuts.

·  the need for some kind of parity between the different departments such as ALMOs, Highways and Environment & Neighbourhoods who have different contractors and monitors.

·  the need in some areas to have hedges cut more than twice a year as this could cause safety issues when overgrown hedges obstruct sight lines on pathways and roads. 

·  the need to ensure that litter was picked up on grassed areas before cutting as, in the past, some areas did have shredded litter blowing around the area.

The Chair thanked officers for their attendance.

RESOLVED – That the contents of the report and the comments now made be noted.

Note: Councillor F Robinson joined the meeting at 2.15 p.m. during   discussions on the above item.

To consider a report by the Director of Environment & Neighbourhoods on the management of Community Centres.

RESOLVED - 

(a)  That the report and appendices be received and its contents   noted.

(b)  That a West Outer Area Sub-Committee be set up for   Community   Centres and the following Members were appointed:

  Councillors D Blackburn, A Carter and M Coulson.

The Director of Environment and Neighbourhoods submitted a detailed report

outlining the role of Area Committees in relation to the delegated function of community centres and gave focus on key areas such as budgets, property management and maintenance, rental support and pricing and lettings policy, issues associated with the local portfolio of the Area Committee and the development of local plans. 

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

·  Area Functions Information 2009/2010 – Community Centres

  (Appendix 1 refers)

·  Environment and Neighbourhoods (Area Management Schedules 2009/2010) – Controllable Costs (Appendix 2 refers)

·  Corporate Property Management – Community Centre Building Maintenance Expenditure/Status Briefing (Appendix 3 refers)

·  Backlog Maintenance:  Category A centres transferred to Environment & Neighbourhoods Department (November 2007) Phase 2 (Appendix 4 refers)

Steve Crocker, West North West Area Manager introduced the report and reminded Members of an earlier report they had previously approved on the pricing and lettings policy for community centres in the West North West area.

Liz Jarmin, Acting Neighbourhood Services Manager and Trudie Canavan, Community Issues Officer presented the report and responded to Members’ queries and comments.

In brief, the main issues raised were:

·  the need to set up a West Outer Sub-Committee and appoint Ward Members on to the sub group to look at issues arising from the delegation of community centres to this Area Committee.

·  concern that local community groups may be priced out of using community centres due to the introduction of the new pricing and lettings policy.

·  the need to work with Area Management Teams to ensure that community centres could eventually become the hub of the community.

·  clarification was sought on the responsibility for the maintenance, both internally and externally, of the Lower Wortley Community Centre, a grading II listed building.

  (In response, Trudie Canavan informed the meeting that the Council   would be responsible for external repairs due to the building being grade   II listed).

The Chair thanked officers for their attendance.

RESOLVED –

(a)  That the report and appendices be received and its contents   noted.

(b)  That a West Outer Area Sub-Committee be set up for   Community   Centres and the following Members be appointed:

  Councillors D Blackburn, A Carter and M Coulson.

To note a report by the Director of Environment & Neighbourhoods to update the Area Committee on the principles of the Round 6 Lifetime Neighbourhoods for Leeds (LNL) project.  Further information on the project scope and specific proposals relating to the Outer West area, remain subject to approval but will be circulated as appendices prior to the Area Committee meeting.

(Appendix 1 & 2 to follow)

The Director of Environment and Neighbourhoods submitted a report to update the Area Committee on the principles of the Round 6 Lifetime Neighbourhoods for Leeds (LNL) project. 

Appendix 2 relating to the community consultation plan was tabled at the meeting for Members’ information and comments.  In relation to Appendix 1 it was reported that the list of the sites for consideration had still not been confirmed and would be submitted to Members at a later date. 

Michelle Anderson, Senior Project Manager, Regeneration presented the report and, together with Jane Barraclough, Project Officer, Regeneration Services responded to Members’ queries and comments.

Officers provided Members with the opportunity to notify them of any sites in the area which may be deemed suitable for consideration.  Members were also asked to supply officers with details of any other stakeholders they wish to be included as part of the consultation process.

In brief, the main issues raised were:

·  clarification that any sites identified by Members must be Council owned   sites.

·  the need to ensure that any proposed site should be where people would   want to live.

·  clarification of what criteria makes a suitable site (officers agreed to   circulate further details to Members).

·  the need to build at least two bedroom properties in order that relatives,   friends or carers have a place to stay overnight.

The Chair thanked officers for their attendance.

RESOLVED –

(a)  That the principles of the Round 6 Lifetime Neighbourhoods for Leeds   (LNL) project, be noted.

(b)  To note that all proposals would also be subject to consultation with   other stakeholders including ALMO Boards and affected tenants and   residents and, approval of the Outline Business Case (OBC) by the   Homes and Communities Agency (HCA).

(c)  That the principles of the project and the consultation plan outlined in   Appendix 2 tabled at the meeting, be noted.

Note:  Councillor A Parnham joined the meeting at 3.00 p.m. during consideration of the above item.

The Patient and Public Support Services NHS Leeds submitted a report seeking Members’ views on the consultation being undertaken by Leeds Teaching Hospitals NHS Trust (LTHT) about its application to become an NHS Foundation Trust.

Patient and Public Support Services NHS Leeds submitted a report and gave a power point presentation as a result of seeking Members’ views on the consultation being undertaken by Leeds Teaching Hospitals NHS Trust (LTHT) in relation to its application to become an NHS Foundation Trust.

Ross Langford, NHS Trust gave a power-point presentation and responded to Members’ questions and comments.

Appended to the report was a copy of ‘Your hospitals your say’ – Foundation Trust consultation document for the information/comment of the meeting.

In brief, the main areas of concern were:

·  what difference do these changes make to patients.

(In response, the officer informed the meeting that it would make as much difference as people wanted it to make.  They would be part of the organisation and become more vocal which could make a powerful difference).

·  that there had been nothing in the presentation to illustrate service improvements for patients but was to recruit membership of yet another structure in the NHS.

  (In response, the officer informed the meeting that Leeds Teaching   Hospitals NHS Trust were required to consult on the structure to become   a Foundation Trust and that they did not have a choice whether to   become one as it had become government policy).

·  that the proposed boundaries for the public constituencies did not fairly represent areas of Leeds as illustrated in Section 5 of the consultation document.  Members suggested that the boundaries should reflect the wards for each Area Committee.

RESOLVED -  That the contents of the report, the power-point presentation and the comments now made, be noted.

To note a report and appendices by the Chief Officer of Support &  Enablement, Adult Social Care on the consultation on day care services for older people and to make a response as part of the consultation process, agreed by Executive Board.

The Director of Adult Social Services submitted a report on proposals for

consultation on day services for older people.

Appended to the report was a copy of the Executive Board report and six appendices entitled ‘From Day Centres to Day Services:  Responding to the Needs and Preferences of Older People’ considered at the Executive Board meeting held on 22^nd July 2009 for the information/comment of the meeting.

Lynda Bowen, Adult Social Services presented the report and, together with Dennis Holmes, Deputy Director Strategic Commissioning responded to Members’ queries and comments.

The purpose of the report was to:-

·  Explain about the proposals and decision making process for day services;

·  Listen to the views of the area committee;

·  Record the committee’s concerns as part of the consultation process;

·  Offer the meeting more time, if needed, to further discuss their circumstances.

Detailed discussions ensued on the content of the report and supporting documents.

In brief, specific reference was made on the following issues:-

·  clarification that residents who attend Bramley Lawn would be given a place at an alternative day centre of their choice and given the same days in order that they would be able to continue with the same friendship groups.

(In response, the officer informed the meeting that the department would guarantee people would get the same level of service at the day centre of their choice. Friendship groups would be kept together. It was stressed that all the people from Bramley Lawn could all be offered a place at Radcliffe Lane centre if they so wished. There may need to be some adjustment to the days on which days friendship groups choose to attend.  Some people may need to be referred to a dementia centre should their care assessment indicate this need).

·  concern that to give people freedom of choice would create overcrowding at the day centres they may choose. 

(In response, the officer informed the meeting that if someone, subject to assessment was eligible for care needs, Adult Social Care are obligated  to offer them that service, although these people may wish opt for a direct payment or an individual budget rather than attend a day centre.  Officers informed the meeting that the attendance figures indicated in the report

had since updated).  Officers confirmed there was no risk of overcrowding, as the generic day centres average approximately 40% vacancy rate the city.

Members requested that they be supplied with the revised attendance figures. 

·  concern that referrals to day care services seemed to be reducing in numbers.

The Chair thanked officers for their attendance.

RESOLVED –

(a)  That the content of the report and supporting documents be noted.

(b)  That the above views be fed into the consultation process on day services for older people.

(c)  That Members be furnished with the revised average attendance at Day Centres figures. 

To consider a report by the Director of Environment & Neighbourhoods to update Members on the current amount of capital and revenue funding available via the Area Committee Well-being Budget for Wards in the Outer West area.  The report also seeks approval for new projects commissioned by the Area Management Team.

RESOLVED –

(a)  That the following decisions be taken in respect of the   applications for funding:

  Revenue

(i)  Christmas Attractions in Pudsey – Approved £2,000.

(ii)  Christmas Attractions in Farsley – Approved £2,000.

(b)  That the remaining capital balance remaining as outlined in   paragraph   3.2 per ward, be noted.

(c)  That the budget and list of Small Grants and skips approvals   since the last meeting, as set out in paragraph 4.1 of the submitted   report, be noted.

(d)  To note that arrangements were being made to purchase 

  three additional street bins, one for each ward, from the Small   Grants budget.

(e)  That any future Small Grant applications be monitored through the   Chair, due to the small amount of revenue left in the Area   Committee’s budget. 

The Director of Environment and Neighbourhoods submitted a report updating Members on the current amount of capital and revenue funding available via the Area Committee Well-being budget for wards in the Outer West area.  The report also sought approval for new projects commissioned by the Area Management Team.

Sam Woodhead, Outer West Area Management Officer presented the report and responded to Members’ queries and comments.

Detailed discussions ensued on the content of the report and it was suggested that any future Small Grant applications be monitored through the

Chair, due to the small amount of revenue left in the Area Committee’s

budget. 

It was also reported that following a meeting with Highways Officers on the issue relating to grit bins, it had been agreed that should Ward Members wish to purchase additional grit bins out of their MICE money, Highways would restock the bins with sand during the winter months, provided that the location of the grit bins had previously been agreed with Highways Officers. 

RESOLVED -

(a)  That the following decisions be taken in respect of the   applications for funding:

  Revenue

(i)  Christmas Attractions in Pudsey – Approved £2,000.

(ii)  Christmas Attractions in Farsley – Approved £2,000.

(b)  That the remaining capital balance remaining as outlined in paragraph   3.2 per ward, be noted.

(c)  That the budget and list of Small Grants and skips approvals   since the last meeting, as set out in paragraph 4.1 of the submitted   report, be noted.

(d)  To note that arrangements were being made to purchase 

  three additional street bins, one for each ward, from the Small   Grants budget.

(e)  That any future Small Grant applications be monitored through the   Chair, due to the small amount of revenue left in the Area Committee’s   budget. 

Sam Woodhead, Outer West Area Management Officer informed the meeting that a Children’s Services report would also be submitted to the next meeting.

RESOLVED – That, subject to the inclusion of the above, the Forward Plan of proposed items for the next meeting be received and noted. 

Friday, 18^th December 2009 at 2.00 p.m. (Venue to be confirmed)

MAP OF TODAY’S MEETING

Pudsey Civic Hall, Dawson’s Corner, Pudsey, Leeds 28

Friday, 18^th December 2009 at 2.00 p.m. at the Pudsey Leisure Centre, Market Place, Pudsey, Leeds 28.