Agenda and minutes

The Chair welcomed everyone to the October meeting of the Scrutiny Board (Regeneration).

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:-

  Item 9 Kirkgate Market – Appendix 2 (10.4 (3))

RESOLVED – That the public be excluded from the meeting during the consideration of the following parts of the agenda designated as 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:-

Appendix 2 to the report referred to in Minute No. 33 under the terms of

Access to Information Procedure Rule 10.4(3) and on the grounds that it

contains information relating to the financial or business affairs of any person

or company (including the authority holding that information) which may result

in prejudicial trading of that company. It was therefore considered that it was

not in the public interest to release this information at this time, as this would

compromise the Council’s position.

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

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

There were no formal late items of business to consider, however, the Chair agreed to accept the following supplementary items which were circulated at the meeting:-

• Kirkgate Indoor Market Lettings Policy and Process – Replacement  Appendix 1 (Agenda Item 9) (Minute 33 refers)
• Kirkgate Market - additional papers on appointment of consultants

(Agenda Item 9) (Minute 33 refers)

The documents were not available at the time of the agenda despatch, but were made available on the Council’s website prior to the meeting.

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 declaration of interests were made:-

• Councillors J Procter and T Murray in their capacity as Members of the Aire Valley Leeds Regeneration Board (Agenda Item 7)(Minute 31 refers)
• Councillor J Harper in view of her previous Council involvement with the company Jonathan Morgan, Chair of the West Leeds Gateways Board and Managing Director of Morgan's estate agency (Agenda Item 7)(Minute 31 refers)

To receive any apologies for absence and notification of substitutes

An apology for absence was received on behalf of Councillor R Pryke.

On this occasion no notification of a substitute Member was provided.

To confirm as a correct record, the minutes of the meetings held on 27^th September 2011 and 10^th October 2011.

RESOLVED – That the minutes of the meetings held on 27^th September 2011 and 10^th October 2011 be confirmed as a correct record.

To consider a report of the Head of Scrutiny and Member Development in relation to the way in which preparations were made for the proposed East Leeds Regeneration Board, a sub-board of the Leeds Initiative’s Housing and Regeneration Board.

The Head of Scrutiny and Member Development submitted a report on the proposed formation of the East Leeds Regeneration Board, a sub-board of the Leeds Initiative’s Housing and Regeneration Board.

Appended to the report was a copy of the following documents for the information/comment of the meeting;-

• East Leeds Regeneration Board – Position Statement – Report of the Director of Environment and Neighbourhoods
• East Leeds Regeneration Board – Draft Terms of Reference and Working Arrangements (Appendix 1 refers)
• The East Leeds Housing and Regeneration Board Meeting – Monday 3^rd October from 2-4pm at Leeds City Council, Civic Hall – Agenda/Reports (Appendix 2 refers)
• New Developments to Transform East Leeds – Flyer/Press Release/Press Article (Appendix 3 refers)

The following representatives were in attendance for the first part of this item which commenced at 10.00am and responded to Board Members’ queries and comments:-

-  Tom Morton, Director, Leeds, York and North Yorkshire Chamber of Commerce

-  Gary Williamson, Chief Executive, Leeds, York and North Yorkshire Chamber of Commerce

-  Andrew Lindsey, Director, Leeds, York and North Yorkshire Chamber of Commerce

The Chair made reference to the background issues in relation to this item and informed Board Members that the main purpose of this meeting was to explore the context and the way in which preparations were made for the proposed East Leeds Regeneration Board and on the outcome of ongoing discussions between the Leeds, York and North Yorkshire Chamber of Commerce and the Council in this regard.

At the request of the Chair, Tom Morton, Director, Chamber of Commerce and Industry briefly outlined the Chamber’s current position in relation to the following specific areas:-

Ø  East Leeds Regeneration

Ø  New East Leeds

Ø  Matters of Detail

Ø  Summary

Gary Williamson and Andrew Lindsay also provided the meeting with

relevant background information.

At the end of the presentation, the Board noted the following specific comments made by the Leeds, York and North Yorkshire Chamber of Commerce :-

• that the Chamber welcomed the partnership spirit underlying its dealings with the Council and wishes this to continue
• that the Chamber was supportive of the objectives of the three Regeneration Boards and was keen to do what it could to facilitate driving forward the agendas of these Boards with energy and dispatch
• that the Chamber was supportive of the private sector initiative recently launched under the name of New East Leeds; however it was not a direct player in this initiative, nor does it, nor will it, seek to make a profit out of the initiative
• that the Chamber was simply undertaking the role of secretariat for the meeting arranged for the 3^rd October 2011 and a contact between the Council and other interested parties. It had not prepared any of the reports for this meeting which was subsequently cancelled
• that the Chamber conducts its affairs with transparency and integrity, and welcomed the opportunity to clarify their position this morning

In summary, Board Members made specific reference to the following issues:-

·  clarification of the  ...  view the full minutes text for item 31.

To consider a report of the Head of Scrutiny and Member Development on taxi access at Leeds Bradford International Airport previously considered by Executive Board on 12^th October2011.

The Head of Scrutiny and Member Development submitted a report on taxi access at Leeds Bradford International Airport previously considered by Executive Board on 12^th October 2011.

Appended to the report was a copy of the Executive Board report entitled ‘Leeds Bradford International Airport – Taxi Access’ previously considered at the meeting held on 12^th October 2011 for the information/comment of the meeting.

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

-  Martin Farrington, Director of City Development

-  Gary Bartlett, Chief Officer, Highways and Transportation, City Development

-  Andrew Hall, Acting Head of Transport Policy, City Development

The Board noted that the Executive Board at their meeting held on 12^th October 2011 had resolved not to proceed with a new taxi rank on Whitehouse Lane as a consequence of the revised costs to undertake this work.

At the request of the Chair, the Director of City Development presented the report and outlined the progress that had been made following consideration of this issue at the Executive Board meetings held on 18^th May 2011 and 12^th October 2011.

He made specific reference to the original desk top figure of £80,000 which, unfortunately, had been in-correctly costed. Following this a detailed option for the provision of a taxi rank at the airport had concluded that the estimate total cost of a scheme was potentially in excess of £900,000 to provide a facility which was of suitable design and appropriately engineered for the site.

In summary, Board Members made specific reference to the following issues:-

• the need for the Scrutiny Board to receive a detailed report at the next meeting covering the following specific issues:-

(i) copies of all the costs associated with the provision of a taxi rank on 

  Whitehouse Lane to include a breakdown of the minimum cost of 

  £515,000, plus the potential additional costs of £325,000 for disposal

  of contaminated material and the £65,000 for landscaping

  (ii) copies of all correspondence with the Leeds and Bradford

  International Airport on this matter

  (The Chief Officer, Highways and Transportation responded and

  offered to brief  two Board Members at the highways headquarters

  at Middleton on the above issues. However it was the view of the

  Board that this was inappropriate as it would exclude the majority of

  the Board from receiving this information)

•  the need for the Board to be provided with a copy of the Director of City Development’s original report which showed the estimated cost of this scheme as £80,000 which was considered by Scrutiny Board (City Development) at its meeting on 5^th April 2011 

(The Board’s Principal Scrutiny Adviser responded and agreed to circulate a copy the relevant report to Board Members for their information/retention)

• clarification of the annual charge in relation to the ‘voyager’ area for taxis and other customers

RESOLVED –

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

b)  That the Director of City Development submit a  ...  view the full minutes text for item 32.

To consider a report of the Chief Economic Development Officer on issues relating to Kirkgate Market.

(N.B. Appendix 2 is exempt under 10.4 (3))

Referring to Minute 16 of the meeting held on 27^th September 2012, the Chief Economic Development Officer submitted a report on issues relating to Kirkgate Market.

Appended to the report was a copy of the following documents for the information/comment of the meeting:-

• Re Appendix 1 – Kirkgate Indoor Market Lettings Policy and Process
• Rent Levels – Appendix 2 which was designated as exempt under Access to Information Procedure Rules 10.4 (3)

In addition to the above documents, a copy of the following supplementary information was also submitted for Members’ consideration:-

• Kirkgate Indoor Market Lettings Policy and Process - Replacement Appendix 1
• Kirkgate Market - additional papers on appointment of consultants

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

-  Martin Farrington, Director of City Development

-  Paul Stephens, Chief Economic Development Officer, City Development

-  Sue Burgess, Markets Manager, City Development

-  Councillor G Harper, Chair, Kirkgate Markets Forum

-  Liz Laughton, Chair of National Markets Traders’ Federation (NMTF) Leeds (Kirkgate Branch)

-  Michele Hocken, National Market Traders' Federation (NMTF) (Kirkgate Branch)

-  Lacky Singh, National Market Traders' Federation (NMTF) (Kirkgate

  Branch)

At the request of the Chair, the Director of City Development presented the report and outlined the progress that had been made following consideration of this issue at the last meeting.

To assist the Board further with their deliberations, the Chair also invited comments from Councillor G Harper, Chair, Kirkgate Market Forum and representatives from the National Markets Traders’ Federation (NMTF) Leeds (Kirkgate Branch).

In summary, Board Members made specific reference to the following issues:-

• to express grave concerns that communication between the Council and the market traders had not improved on the evidence presented to the Board at today’s meeting
• clarification of the consultation process between the Markets Manager, traders and the Friends of Kirkgate Market
• to note and deplore the injury sustained to a Council employee at Kirkgate Market on 26^th October 2011 following an incident with a representative from the Friends of Kirkgate Market
• to express concern that meetings of the Kirkgate Markets Forum were not held regularly which meant that traders and other parties were not able to plan their attendance well in advance

In concluding, the Chair on behalf of the Board, stated that every effort should be made to work with market traders to improve relationships between them. The Board regretted the delay in implementing the decision of the Executive Board to move towards an arms length company and the appointment of consultants to advise on this and the appropriate size the market in the future.

The Director of City Development responded and informed the meeting that the consultants had been appointed and the Executive Board minute was being implemented.

The Principal Scrutiny Adviser informed the meeting that there would be a further recommendation tracking report on implementation of the Scrutiny Board’s recommendations regarding Kirkgate market at a meeting in the  ...  view the full minutes text for item 33.

To consider a report of the City Solicitor on proposals to reform the process for the registration of land as town and village greens and to introduce Local Green Space Developments.

The City Solicitor submitted a report on proposals to reform the process for the registration of land as town and village greens and to introduce Local Green Space Developments.

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

-  Caroline Allen, Head of Development and Regulatory

-  Chris Bramham, Principal Legal Officer

At the request of the Chair, the Head of Development and Regulatory presented the report, together with background detail being provided by the Principal Legal Officer to assist the Board in their deliberations.

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

• that the Principal Legal Officer’s response to the Defra consultation was in the Board’s view inadequate and lacked any analytical quality in relation to the protection of green spaces
• clarification of why the report did not make reference to the 1906 Open Spaces Act and PPG 17 legislation and whether or not the Council were currently processing Town and Village Green applications

(The Head of Development and Regulatory responded and confirmed that the Council was still dealing with applications for Town and Village Green status)

The Head of Development and Regulatory informed the meeting that Defra was still accepting late submissions to its consultation on Town and Village Greens and the introduction of Local Green Space Developments.

Arising from discussions it was the general consensus of the meeting that  a late submission should be submitted by the Chief Executive to Defra based on the response submitted by the Open Space Society.

RESOLVED –

a)  That the contents of the report be noted.

b)  That the Principal Scrutiny Adviser be requested to circulate a copy of the Open Space Society (OSS) submission to Defra to Board Members seeking any expressions of concern.

c)  That subject to no objections being received from Board Members, the Chief Executive be requested to make a late submission, on behalf of the Board, to Defra based on the Open Space Society submission which more accurately reflect the views of this Board.

To consider a report of the Head of Scrutiny and Member Development on the Board’s work schedule for the remainder of the year.

The Head of Scrutiny and Member Development submitted a report providing Members with a copy of the Board’s current draft work schedule. The Executive Board minutes of 12th October 2011, together with the Forward Plan of Key Decisions for the period 1^st October 2011 to 31^st January 2012 were also attached to the report.

RESOLVED-

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

b)  That the Executive Board minutes of 12^th October 2011, together with the Forward Plan of Key Decisions for the period 1^st October 2011 to 31^st January 2012 be noted.

c)  That the Board’s Principal Scrutiny Adviser be requested to revise the work schedule to incorporate the recommendations made at today’s Board meeting.

Tuesday 29^th November 2011 at 10.00am in the Civic Hall, Leeds

(Pre-meeting for Board Members at 9.30am)

Tuesday 29^th November 2011 at 10.00am in the Civic Hall, Leeds (Pre-meeting for Board Members at 9.30am)

(The meeting concluded at 2.00pm)