Agenda and minutes

Approximately 20 representatives of the local community, partners and stakeholders attended the meeting.

All present observed one minute’s silence in remembrance of Jo Cox, MP for Batley and Spen, who had passed away during the afternoon

To note that Councillor A Khan was appointed Chair of the Inner East Community Committee for the2016/17 Municipal Year by Annual Council on 19 May 2016. A copy of the report of theCity Solicitor provides further details.

(Report attached)

The Community Committee noted the report of the City Solicitor which confirmed that Councillor A Khan had been appointed Chair of the Inner East Community Committee (CC) of the 2016/17 Municipal Year

RESOLVED – To note Councillor Khan’s appointment as Chair of the Inner East CC for the forthcoming Municipal Year

Councillor Khan welcomed all present to the meeting, particularly members of the local community and brief introductions were made. The Chair welcomed Councillor S Arif and Councillor D Ragan as new local ward Members and Members of the Inner East Community Committee (CC).  Finally, the CC expressed thanks to former Councillors R Harington and M Ingham for their work with the Inner East CC

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 inspection of documents.

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:-

The agenda contained no exempt 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)

No formal late items of business were added to the agenda; however Members were in receipt of additional information in relation to:

Item 15 Wellbeing report – a schedule providing a précis of the recommendations of the Member advisory Wellbeing sub group on the applications to be considered

Item 16 Community Committee update – additional information relating to Ebor Gardens Community Centre

Item 19 – a revised copy of the report “Adult Social Care – Revisions to Neighbourhoods Teams”

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-18 of the Members’ Code of Conduct. 

There were no declarations of disclosable pecuniary interests.

To receive any apologies for absence

Apologies for absence were received from Councillor Arif.

In accordance with Paragraphs 4:16 and 4:17 of the Community 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 Community 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

The following matters were raised under the Open Forum:

a)  Consultation - Mr D Mackie updated the CC on the outcome of discussions on how the results of consultations undertaken for the CC were reported back. The Area Leader outlined the new approach to be piloted for sharing information and updates.

b)  District Heating Scheme – Additionally, Mr Mackie raised a query/suggestion over whether it was feasible for other infrastructure to utilise the routing required for the DHS – such as fibre optics for broadband

The CC noted that, where appropriate, all of the matters raised would be referred to the relevant Member advisory group for further discussion and/or LCC Department

To confirm as a correct record the minutes of the previous meeting held 24^th March 2016 and to formally ratify the recommendations taken at that meeting.

RESOLVED – The minutes of the meeting held on 24^th March 2016 were approved as a correct record and the recommendations within them were noted.

To note any matters arising from the minutes

Minute 64 Environmental Service Delegation – It was reported that the Delegation Scheme would be presented once it had been discussed by the advisory Environment sub group

To consider the report of the City Solicitor seeking consideration of the appointment of Co-Optees to Inner East Community Committee for the 2016/17 Municipal Year

The City Solicitor submitted a report outlining proposals regarding the appointment of co-optees onto the Inner East CC, seeking confirmation that the CC wished to continue to appoint co-optees to support the work of the CC for the forthcoming year.

The report noted that at this point in the Municipal Year, only Burmantofts and Richmond Hill Community Leadership Team had met and made nominations. Members noted the comments of Mr Rone urging other CLTs/Forums to make nominations to fill the co-optee vacancies and also noted the intention to present a further report when more nominations had been received

RESOLVED –

a)  That approval be given to the continuing appointment of co-optees in order to support the work of the Committee;

b)  That approval be given to the appointment of the following co-optees for the 2016/17 Municipal Year, in order to support the work of the Committee:-

Philip Rone – Burmantofts & Richmond Hill CLT;

Bob Field – Burmantofts & Richmond Hill CLT.

c)  To note the intention to bring a further report seeking confirmation of additional co-optee nominations at the appropriate time.

To consider the report of the City Solicitor seeking consideration of appointments to Outside Bodies, Childrens Services Cluster Partnerships, the Corporate Parenting Board relevant to the work of the Inner East Community Committee. The report also seeks consideration of Community Committee Champion appointments.

The City Solicitor submitted a report providing information on the various appointments which fall within the remit of the Inner East CC. Members were invited to determine appointments for the forthcoming Municipal Year for the following:-

-  The themed Community Committee Champion roles;

-  The Committee representative on the Corporate Carers’ Group;

-  Representation upon the Children’s Services Cluster Partnerships;

-  Those local Outside Bodies to which the Committee are asked to appoint to.

The CC noted that a separate report on the agenda covered the newly reconfigured Housing Advisory Panels.

RESOLVED - That the following appointments be confirmed for the 2016/17 Municipal Year –

(*Children’s Services Champion also to fulfil Corporate Carer role)

** to be confirmed following discussions with Councillor Arif

To consider the report of the Chief Officer, Housing Management seeking Ward Councillor nominations from the Inner East Community Committee to the ‘Inner East’ and ‘Outer East’ Housing Advisory Panels (HAPs)

The Chief Officer, Housing Management, submitted a report seeking Ward Councillor nominations from the Community Committee to the ‘Inner East’ and ‘Outer East’ Housing Advisory Panels (HAPs)

Ian Montgomery, Environment & Housing, attended the meeting to present the report. It was noted that due to the variations in the number of wards within each HAP area, and the variation in the number of Council homes within them as detailed in Appendix 1 of the report, a more flexible approach was proposed to the June 2016 round.  In the case of the Inner East CC, nominations to the Inner East HAP were sought from the Burmantofts & Richmond Hill and Gipton & Harehills wards (one member each). For the Outer East HAP two nominations were sought from the Killingbeck & Seacroft ward.

RESOLVED –

a)  That Councillor R Grahame and Councillor K Maqsood be appointed to the Inner East HAP from the Burmantofts & Richmond Hill and Gipton & Harehills Wards respectively and;

b)  That Councillor C Dobson and Councillor B Selby be appointed to the Outer East HAP from the Killingbeck & Seacroft ward

To consider the report of the Director of Environment and Housing on proposals being consulted on to the council’s lettings framework, including the development of a tenant transfer list, a review of the lettings policy and a new approach to community lettings policies. The report sets out the proposed consultation process and timescales for implementation of the new policies

The CC considered the report from the Director of Environment and Housing as part of the consultation process for the review of the Council’s Lettings Policy. The report detailed the proposals being consulted on which included the development of a tenant transfer list, a review of the lettings policy and a new approach to community lettings policies.

Catriona Purdy (LCC Environment & Housing) attended the meeting to present the report. She provided background information on the aim to move away from old local policies to more behaviour based policies in order to harmonise the approach taken across Housing Leeds. As part of this, a new tenant transfer policy had been piloted with new-build LCC properties, which included behavioural/Anti-Social Behaviour(ASB)/rent arrear background checks on prospective tenants. Assurance was provided that such checks would apply to all new applications (moving into and around Housing Leeds properties). Additionally, the new ICT system and enhanced staff training would recognise possible problem tenants/challenging tenancies and also be useful in matching tenants to existing residential communities

Discussions included the following comments:

-  The impact of the new approach on those communities and properties where a previous tenant has moved on

-  Recognition some wards experienced ASB with residents in private tenancies

-  The need to maintain a consistent approach across the city

-  Concern that young families with children could be moved into high rise flat blocks – where previously the policy avoided this.

-  Concern that younger residents could be moved into areas previously designated for older residents/quiet residential areas

-  The likely impact of the replacement of Housing Benefit payments (to landlords) with the introduction of Universal Credit (payment direct to the recipient)

-  Access to two bedroom accommodation for split families where both parents share parenting of children and both require an additional bedroom. Assurance was provided that in those cases, access to a child did allow for a second bedroom and not all of this provision was high-rise. Councillors requested a list of those properties

Members broadly welcomed the principle of the policy review, however urged the Department to meet with tenants and residents again to discuss the proposals and particularly to revisit the removal of the age criteria and its’ likely impact on young family tenants

RESOLVED

a)  That, the contents of the report and the proposals being consulted on being noted

b)  That the contents of the Committees’ discussions on the proposals be noted, and be included in the responses to the consultation

To consider the report of the East North East Area Leader which contains details of its Wellbeing budget, including details of any new projects for consideration.

The East North East Area Leader submitted a report providing an update on the current position of the capital and revenue budget for the Inner East CC.

A schedule providing an overview of the applications and the recommendations of the Members’ Wellbeing advisory sub group was tabled at the meeting.

RESOLVED -

a)  To note the spend to date and current balances for the 2015/16 financial year as set out in Appendix A of the submitted report.

b)  That having considered the submitted project proposals and the comments of Elected Members the following be agreed in respect of applications to the Wellbeing Fund 2016/17:

c)  That having considered the submitted project proposals and the comments of Elected Members the following be supported in respect of applications to the Youth Activity Fund 2016/17:

d)  To note the Revenue projects top-sliced from the 2016/17 budget (previously reported to the Community Committee on 24th March 2016)

e)  To note the following decisions taken by delegated authority in respect of those projects which were presented to the CC on March 2016 which was inquorate:

To consider the report of the East North East Area Leader which provides an update on the work programme of the Inner East Community Committee, its recent successes and current challenges.

Neil Young, Area Officer, presented an update report on the Inner East CC work programme, its recent successes and current challenges. The report outlined the work undertaken following previous workshops, through the Committee’s sub groups, the emerging Neighbourhood Improvement Partnerships and with local partners. The Committee particularly noted the success of the Community Heroes event held on 2^nd June 2016.

A copy of the Community Committee Performance Management Framework was included at Appendix A.

Members supported proposals to establish a Local Funding working group outlined in the report, to assist with the co-ordination and allocation of local funding; assess match funding opportunities and align with the emerging Inner East neighbourhood improvement agenda.

Ebor Gardens Community Centre – The CC received a supplementary document setting out proposed amendments to the terms and conditions of the hire agreement for the Community Centre following an incident. Local ward Members had considered the impact of late opening and events on nearby local residents and, in order to avoid a repeat of such incidents, the new terms were presented for the CC to consider. Members considered Community Centre security, including care-taking and management arrangements; responsibilities of key-holders and duty of care to key-holders. Members supported the approach set out in the report and also requested further information on community centre management arrangements.

RESOLVED -

a)  That the contents of the report, and the comments made by Members, be noted

b)  That approval be given to the establishment of an Inner East working group to guide local funding and assess other funding opportunities, noting that the Communities Team will establish the working group membership with Members in due course

c)  That the proposed changes to the terms and conditions of the hire agreement for Ebor Gardens Community Centre be approved as follows:

1)  All bookings at Ebor Gardens will have to finish at 10pm (currently 11:30pm)

2)  For party bookings on a Friday or Saturday night, 2 security guards will be on duty for the duration of the event. The costs of this to picked up by the hirer

3)  Alcohol will only be allowed on the premises if the applicant has a Temporary Event Notice. 

To consider the report of the Director of Children’s Services which provides an update on activity and progress of Children’s Service’s against the Children and Young People’s Plan. The report also provides an overview of some of the key activities and issues in the area

The Director of Children’s Services submitted a report which provided an update on activity and progress of Children’s Service’s against the Children and Young People’s Plan and an overview of some of the key activities and issues in the area.

Gillian Mayfield (LCC Targeted Services Area Lead) and Diane Walker (Inner East Cluster Leader) presented the report. The key issues for the Inner East area were highlighted as being Looked After Children; School Attendance & persistence absence and the Clusters.

(Councillor R Grahame joined the meeting at this point)

The CC discussed the following matters:

·  Cluster structure, partnerships and work programme and how the CC could participate in the Cluster’s strategies

·  The role of the Cluster Co-ordinators and how they could link to the newly established Inner East CC Children & Young People’s Advisory sub group. Officers provided an undertaking that Children’s Services and/or the cluster representatives would work closely with Inner East CC Children’s Champion and attend the advisory sub group

·  An acknowledgement that support/activities were needed for the traditionally harder to reach 11 to 18 years group with a request for information on how services were targeted to that group.

·  Recognition that resources were limited; and partnership working with relevant service providers, partners and voluntary organisations was important to ensure resources were properly targeted and maximised value of activities and outcomes

·  Provision available in the Gipton & Harehills ward and whether provision was consistent across the three Inner East wards

·  Available and suitable venues for groups/activities for young people and whether school premises could be utilised late afternoon/evenings and weekends

Members confirmed their continued support for Children’s Services and acknowledged that the Council continued to prioritise both Children’s Services and Adult Social Services in the Annual Budget.

Members were keen to receive further information on how the work undertaken by the Clusters benefitted young people and improved outcomes for them.

RESOLVED –

a)  That Members who also sit on School Governing Bodies will continue to support the ongoing funding of Clusters from 2017 and beyond.

b)  To welcome the breadth and type of activity delivered through the Cluster

c)  That the comments made during discussions be noted for action.

To consider the report of the Chief Officer for Communities which sets out a refreshed approach to deliver a more joined up approach to community cohesion & Prevent, outlining how the Council will work better across its communities, directorates and partners, seeking to harness the combined effort of staff and activities across a continuum, ranging from universal work that takes place in all communities, through to more targeted work in specific areas of the city.

The CC considered the report of the Chief Officer for Communities on a refreshed approach to deliver a more joined up approach to community cohesion & Prevent.

Liz Jarmin (LCC Citizens & Communities Team) attended the meeting to present the report and outlined how the Council sought to work better across its communities, directorates and partners, seeking to harness the combined effort of staff through a range of activities. At this early stage, comments were sought on the key themes of the initiative.

During discussions, Members noted comments made about the need to recognise equality as being key to community resilience and the need to encourage apprenticeships and local employment in order to reduce poverty and improve economic opportunity. The CC also noted a request for Members to receive a report on how the CC could support work in the area to prevent inequality and poverty.

RESOLVED –

a)  To note the contents of the report and the proposal to develop a refreshed approach to the Councils Cohesion and Prevent related activity, under the banner of the ‘Strong and Resilient Communities programme’ (draft title) and within the context of the new Breakthrough project ‘‘Strong Communities Benefitting from a Strong City”.

b)  That Members further consider how best to engage within their respective locality on this agenda, especially in light of the introduction of the statutory Prevent Duty and provide comments to the Prevent Team in due course.

c)  That a report on how the CC could support work in the area to prevent inequality and poverty be provided to Members as part of the support arrangements that the Prevent team can provide to Committees/Locality Teams in the development of local programmes of activity.

To consider the report of the Director Adult Social Services on the steps being taken to provide an integrated service for District Nursing, Community Matrons, Intermediate Care Services and area-based Social Work which formerly operated to geographical populations with therapy services spread across intermediate care and domiciliary physiotherapy.

The CC considered the report of the Director Adult Social Services on the steps being taken to provide an integrated service for District Nursing, Community Matrons, Intermediate Care Services and area-based Social Work.

Megan Rowlands and Brian Ratner attended the meeting to present the report who identified three key benefits of the new model of closer working care which included the co-location of occupational health and social work staff, intermediary care and therapy services

-  promoted partnership working and discussions on case information to ensure wrap-around care for the patient

-  case discussion meetings with all partners and relevant agencies were proving to be very successful in establishing bespoke care plans

-  community referral forms

Members commended the work of the Adult Social Care team. Additionally, it was suggested that an advisory sub-group be established, with one member from each ward, to continue discussions on related issues and that Adult Social Care be the theme of a future CC workshop.

RESOLVED –

a)  To note the contents of the update.

b)  To note the intention to return to the Community Committee Chairs Forum in July with a summary of this round of updates and also a proposal to open discussions about the possibility of holding Integration Workshops involving members, citizens, health and adult social care professionals, volunteer and third sector representatives and other partners.

c)  To note the intention to create a Health, Wellbeing & Adult Social Care Member advisory sub group, with one Member from each ward, the CC Champion and the Chair

d)  To note that a future CC workshop will be arranged on the theme of Adult Social Care.

To receive any feedback or comments from members of the public on the reports presented to this Community Committee meeting.

 A time limit for this session has been set at 10 minutes.

Due to the number and nature of comments it will not be possible to provide responses immediately at the meeting; however, members of the public shall receive a formal response within 14 working days.

If the Community Committee runs out of time, comments and feedback on the reports may be submitted in writing at the meeting or by email (contact details on agenda front sheet)

The following matters were raised by Members of the public in relation to the formal Committee reports:

·  Lettings Policy Review

– recognition that there may be a number of groups and/or communities whose needs must be considered

-  Provision of enhanced or new insulation between properties could improve neighbour relationships

-  Acknowledgement that some residents will prefer the existing Lettings Policy

-  A request for information on the current terms of the High Rise Strategy and lettings policy

·  Children’s Services

-  Whether new-build schools could include community facilities

-  Whether a third sector organisation could be involved in the management of out of school hours activities in school premises

Where possible, officers provided direct responses at the meeting. The CC noted the issues raised and, for those matters where a response was not given at the meeting, noted that members of the public could expect to receive a formal response in due course.

To note the date and time of the next meeting as Thursday 8^th September 2016 at 6.00 pm

RESOLVED – To note the date and time of the next meeting as Thursday 8^th September 2016

Councillor Khan advised the meeting of the “Lark in The Park” event to be held on 23^rd July 2016 at 12.00 noon. Additionally Bob Field advised of the Burmantofts Gala on 26^th June 2016 at 12.00 noon