Agenda and minutes

Outer North East Community Committee
Monday, 15th June, 2015 6.00 pm

Venue: Treetops Community Centre, Squirrel Way, (off Shadwell Lane) Moortown, Leeds LS17 6DP.

Contact: John Grieve 0113 224 3836 

Items
No. Item

1.

APPEALS AGAINST REFUSAL OF INSPECTION OF DOCUMENTS

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.)

 

Minutes:

There were no appeals against the refusal of the inspection of Documents.

 

 

2.

EXEMPT INFORMATION - POSSIBLE EXCLUSION OF THE PRESS AND PUBLIC

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:

 

 No exempt items or information have been identified on the agenda

 

Minutes:

There were no items identified where it was considered necessary to exclude the press or public from the meeting due to the confidential nature of the business to be considered.

 

3.

LATE ITEMS

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

 

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

 

Minutes:

The Chair accepted the inclusion of a late item, “Community Centre Pricing Policy” (Minutes No. 17 refers). The report was not available at the time of agenda publication and it was considered to be in the best interests of the Committee that the matter be considered without delay.

 

The Chair also accepted the inclusion of an item of correspondence from a member of the public in relation to agenda Item No.14 Derelict and Nuisance Sites Programme Update.(Minute No. 14 refers)

 

4.

APOLOGIES FOR ABSENCE

To receive any apologies for absence.

 

Minutes:

Apologies for absence were received from Councillor R Procter.

 

5.

DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER INTERESTS

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2000 and paragraphs 13-18 of the Members’ Code of Conduct.  Also to declare any other significant interests which the Member wishes to declare in the public interest, in accordance with paragraphs 19-20 of the Members’ Code of Conduct

Minutes:

Councillor J Procter declared an interest in Agenda Item No. 15 “Outer North East Wellbeing and Youth Activity Budgets” in respect of an application submitted by Collingham and Linton Sports Association. Councillor Procter made it known that a family member was a member of the Cricket Club (Minute No 15 refers)

 

 

 

6.

OPEN FORUM

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.

 

Minutes:

In accordance with Paragraphs 6.24 and 6.25 of the Community Committee Procedure Rules, the Chair 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 Community Committee.

 

On this occasion, there were no matters raised under this item by Members of the Public.

 

7.

MINUTES OF THE PREVIOUS MEETING pdf icon PDF 92 KB

To confirm as a correct record the minutes of the meeting held on 23rd March 2015

 

(Copy attached)

 

Minutes:

The minutes of the previous meeting held on 23rd March 2015 were confirmed as a true and correct record.

 

8.

MATTERS ARISING FROM THE MINUTES

To consider any matters arising from the minutes (If any)

 

Minutes:

There were no issues raised under “matters arising”

9.

NOTIFICATION OF ELECTION OF COMMUNITY COMMITTEE CHAIR FOR 2015/16 pdf icon PDF 295 KB

 

To consider a report by the City Solicitor which to formally notifies Members of the appointment of Councillor Gerald Wilkinson  to the position of Outer North East Community Committee Chair for the duration of the 2015/2016 Municipal Year, which was made at the Annual Council Meeting on 21st May 2015.

 

(Report attached)

 

Minutes:

The City Solicitor submitted a report which provided formal notification that Councillor Gerald Wilkinson had been appointed to the position of Outer North East Community Committee Chair for the duration of the 2015/16 Municipal Year, made at the Annual Council Meeting on 21st May 2015.

 

RESOLVED – To note and welcome the appointment of Councillor Gerald Wilkinson to the position of Outer North East Community Committee Chair for the duration of the 2015/16 Municipal Year

10.

COMMUNITY COMMITTEE APPOINTMENTS 2015/2016 pdf icon PDF 340 KB

 

To consider a report by the City Solicitor which invites the Committee to make appointments to the following, as appropriate:-

 

·  Those Outside Bodies as detailed at Appendix 1;

·  One representative to the Corporate Parenting Board;

·  The Committee’s ‘Community Lead Members’, as listed; and

·  Those Children’s Services Cluster Partnerships, also as listed.

(Report attached)

 

 

 

 

 

 

 

Additional documents:

Minutes:

The City Solicitor submitted a report which outlined the Community Committee’s role regarding appointments to Outside Bodies, Area Lead Members, Children’s Services Cluster Partnerships and the Corporate Carers’ Group for the 2015/16 Municipal year.

 

The report provided background information and commentary on each of the categories to be appointed.

 

 

RESOLVEDThat appointments be made as follows:

 

East North East Local Housing Advisory Panel

 

Councillors: Buckley and Wilkinson

 

Area Lead Member Roles

 

·  Environment & Community Safety – Councillor G Wilkinson

·  Children’s Services – Councillor A Lamb

·  Employment, Skills and Welfare - Councillor  M Robinson

·  Health, Wellbeing and Adult Social Care – Councillor N Buckley

 

 

Corporate Carers Board

 

Councillor A Lamb

 

 

Children’s Services Cluster Partnership Representative

 

Alwoodley - Councillor D Cohen

 

EPOSS (Elmet partnership of schools and services) – Councillor A Lamb (Wetherby) – Councillor M Robinson (Harewood)

 

11.

APPOINTMENT OF CO-OPTEES TO COMMUNITY COMMITTEES pdf icon PDF 308 KB

To consider a report by the East North East Area Leader requesting approval to explore opportunities for the appointment of co-optees onto the Outer North East Community Committee.

 

(Report attached)

Minutes:

The East North East Area Leader submitted a report requesting approval to explore opportunities for the appointment of Co-optees onto the Outer North East Community Committee.

 

 

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

 

·  Community Committee Co-opted Member – Role Profile

·  Community Committee Co-opted Member – Person Specification

 

 

Andy Birkbeck, Outer North East Area Officer, Presented the report and responded to Members comments and queries.

 

Detailed discussion ensued on the contents of the report together with the appendices which included:

 

·  Co-optees could play an important role in supporting the Community Committees

·  Co-optees could be appointed for particular issues (Single items)

·  No expressions of interest to serve as a co-optee had been received

 

Councillor J Procter suggested that in the not too distant future it may be appropriate to appoint Co-optees in light of the introduction of the Community Infrastructure Levy (CIL).

 

RESOLVED – To not pursue the appointment of Co-optees onto the Community Committee at this stage, the option to appoint be revisited if the need arises.

 

 

12.

ENVIRONMENTAL SERVICES - SERVICE AGREEMENT 2015/16 pdf icon PDF 344 KB

To consider a report of the Chief Officer, Environmental Action Service which seeks approval for the new Service Agreement between the Community Committee and the Environmental Action Service to help maintain clean and tidy neighbourhoods across the Outer North East area.

 

(Report attached)

Additional documents:

Minutes:

The Chair welcomed to the meeting Jessica Hodgson, Team Leader (Outer North East) and Beverly Kirk, Enforcement Officer (Outer North East)

 

The Chief Officer, Environmental Action Services submitted a report which sought the development and approval of a new service agreement between the Community Committee and the Environmental Action Service to help maintain clean and tidy neighbourhoods across the Outer North East Area.

 

In addressing the report John Woolmer, Locality Manager, Environment and Housing said that rather than refreshing the agreement as in previous years, a new one was necessary to reflect the additional responsibilities and improved ways of working being introduced in 2015/16. This included the bulky item collection service and elements of work previously done by housing services.

 

Mr Woolmer added that the development of separate “plans on a page” for each ward as part of the Service Agreement would help determine and make clear the priorities for deployment of the resources available. It was reported that the intention was to agree the top priorities/programmed work at the next ward Members meetings before referring the matter to the Environmental Sub Committee to sign off. It was suggested that the draft plans be circulated to relevant Town and Parish Councils and for it to be an item at the next Forum meeting. The first draft “plans on a page” were circulated at the meeting and Mr Woolmer highlighted local opportunities to do more frequent path-sweeping in villages, target “verge creep” where it was affecting path access and more coordinated clean-ups with Parish Councils/local groups.

 

The Chair asked if gully cleaning would be delivered locally.

 

In responding Mr Woolmer said gully cleaning was coordinated centrally but still delivered through a local crew, any enquiries for this service should be directed to Mick Johnson in the first instance.

 

Councillor Robinson asked about Housing Tenants seeking assistance with untidy gardens.

 

Mr Woolmer said there was a procedure for vulnerable Tenants to receive free assistance on such issues as untidy gardens. Accessing the service should be done by contacting the local Housing Office and then referrals for work would be passed to the Locality Team.

 

RESOLVED –

 

(i)  To approve the submitted Service Agreement for the 2015/16 Municipal year.

 

(ii)  To delegate the responsibility to oversee the delivery of the Agreement and the associated “plans on a page” to the Environmental Sub Group with input through Ward Members meetings and the Outer North East Town and Parish Council forum.

 

13.

PARKS AND COUNTRYSIDE AREA DELEGATION - INFORMATION FOR OUTER NORTH EAST AREA pdf icon PDF 196 KB

To consider a report by the Development Manager, Parks & Countryside, Environment and Housing, which sets out details of the scheme to delegate the development and horticultural maintenance of Community Parks, Cemeteries, Recreation Grounds, Urban Woodland, Natural Areas and Local Green Space to Community Committees.

 

(Report attached)

Minutes:

The Development Manager, Parks & Countryside, Environment and Housing, submitted a report which provided details of the scheme to delegate the development and horticultural maintenance of Community Parks, Cemeteries, Recreation Grounds, Urban Woodland, Natural Areas and Local Green Space to Communities Committees.

 

In addressing the report Mike Kinnaird, Development Manager, Parks & Countryside, said resource priorities for each Community Committee would be delegated using the parks asset register to determine resource requirements and the impact of any proposed changes. It was intended that the  Environmental Sub Group would discuss priorities with Parks and Countryside officers in order to determine recommendations for decision by each Community Committee.  Priorities would be determined from April of each year and reviewed once in order to plan any changes for the following year.

 

Detailed discussion ensued on the contents of the report which included:

 

·  The delegation and development of horticultural maintenance of community parks, cemeteries, recreation grounds, urban woodland, natural areas and local green space to community committees

·  Functions not included in scope

·  Delegation of resource priorities

·  The Parks asset register

 

Councillor Robinson raised a query about Cemeteries, in particular the use enforcement action as to what can be placed on gravestones. He suggested that Whinmoor Grange Cemetery had capacity for 600 graves, were sufficient resources available if enforcement proceedings were required.

 

In responding officers confirmed that necessary actions would be implemented if required.

 

RESOLVED – That Ward Member’s meet with officers from Park & Countryside with a view to determining future resource priorities based on data from the Parks Asset Register.

 

 

14.

DERELICT AND NUISANCE SITES PROGRAMME UPDATE pdf icon PDF 301 KB

To consider a report by the East North East Area Leader which provides background to the Derelict and Nuisance Sites programme, including an overview of the process for nominating sites for inclusion within the programme. The report also sets out actions undertaken and pending along with successes of the project within the Community Committee area. 

 

 

(Report attached)

 

Additional documents:

Minutes:

The East North East Area Leader submitted a report which provided background information to the derelict and nuisance property programme established in 2011. The report provided details of actions undertaken and pending in the area to address derelict and nuisance sites and bring about environmental improvements.

 

The following document was appended to the report for information/ comment of the meeting:

 

·  “Process for identifying whether sites should be added to the Derelict and Nuisance Property Programme”

 

 

Clare Wiggins, Area Improvement Manager, Presented the report and responded to Members comments and queries.

 

Detailed discussion ensued on the contents of the report together with the appendices which included:

 

·  Area Support Teams invited to submit their “top ten sites”

·  Currently 32 sites within the East North East were included within the programme.

·  The primary role of the derelict and nuisance property programme was to tackle nuisance and eyesore issues which effect properties and impact upon local residents and businesses

·  The role of the Environmental Sub Committee in performing a monitoring role.

 

The Chair referred to correspondence from a Bramham resident who had identified a property at Almshouse Hill, The Square, Bramham, Wetherby, as a “blight on the village”

 

In offering comment Councillor Procter said he was aware of this property, it was an outstanding planning enforcement matter and suggested that Planning Enforcement Officers be requested to further investigate the issue.

 

RESOLVED –

 

(i)  To note the progress on the Derelict and Nuisance Sites Programme

 

(ii)  To agree that the Environmental Sub Group would perform a monitoring role

 

(iii)  That Planning Enforcement Officer be requested to investigate the property at Almshouse Hill, The Square, Bramham, Wetherby

15.

OUTER NORTH EAST WELLBEING AND YOUTH ACTIVITY BUDGETS pdf icon PDF 302 KB

To consider a report by the Assistant Chief Executive (Citizens Communities) which provides an update of the Outer North East Community Committees’ budgets and sets out details of applications seeking Wellbeing Funding and Youth Activity Funding.

 

(Report attached)

 

Additional documents:

Minutes:

The Assistant Chief Executive (Citizens and Communities) submitted a report which provided an update on the current position of the Outer North East Community Committee’s budgets and set out details of applications seeking Wellbeing Funding and Youth Activity Funding.

 

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

 

·  Outer North East Community Committee Wellbeing Budget 2015/16 (Appendix A refers)

 

·  Outer North East Community Committee Youth Activity Fund Budget 2015/16 (Appendix B refers)

 

Clare Wiggins, Area Improvement Manager, presented the report and responded to Members comments and queries.

 

Detailed discussion ensued on the contents of the report together with the appendices which included:

 

·  Available funding for the current financial year.

·  Clarification around some of the projects seeking financial assistance.

 

RESOLVED –

 

(i)  To note the spend to date and current balances for the 2015/16  financial year.

 

(ii)  To note that the following application that had been approved since the Community Committee on 15th March 2015 under the delegated authority of the Assistant Chief Executive (Citizens and Communities)

 

Project

Organisation

Amount Granted (£)

Northcall Nights

Northcall

£4,800

(Delegated approval)

 

Climbing wall hire from Herd Farm for Scholes Gala

 

Scholes Gala

 

£550

(Delegated approval)

 

 

(iii)  That the following project requesting Wellbeing Funding be determined as follows:

 

 

Project

Organisation

Amount Granted (£)

Northcall playscheme and volunteer programme

 

Northcall

£7,000

Building Capacity in Our Neighbourhood

MAECare

£11,000

(Delegate approval)

 

Caretaker expenses

 

Treetops caretaker

 

£500

 

 

Training and Coaching nets, roller and covers

 

Collingham and Linton Cricket Club

 

Referred to Youth Activity Fund

 

 

Refurbishment of toilet facilities

 

Boston Spa Village Hall

 

Declined

 

 

 

Wetherby Festival 2015

 

Wetherby Arts Festival

 

£1,250

 

 

 

That the following project requesting Youth Activity Funding be determined as follows:

 

Project

Organisation

Amount Granted (£)

 

Training and Coaching nets, roller and covers

 

 

Collingham and Linton Cricket Club

 

£2,000

 

16.

DATE AND TIME OF NEXT MEETING

 

To note that future meetings will be arranged as follows:

 

·  Monday 7th September 2015 at 5.30pm

·  Monday 14th December 2015 at 5.30pm

·  Monday 25th January 2016 at 5.30pm

·  Monday 7th March 2016

·  May / June 2016 (Date to be confirmed) 

 

Venues for the meetings to be confirmed at a later date

 

Minutes:

RESOLVED – To note that future meetings of the Committee will be arranged as follows:

 

 

·  Monday 7th September 2015 at 5.30pm

·  Monday 14th December 2015 at 5.30pm

·  Monday 25th January 2016 at 5.30pm

·  Monday 7th March 2016

·  May / June 2016 (Date to be confirmed) 

 

Venues for the meetings to be confirmed at a later date

 

 

17.

Community Centre Pricing Policy pdf icon PDF 292 KB

To consider a report by the East North East Area Leader which outlines a new approach to managing community centre lettings pricings and the role of the Community Committee in implementing this.

Minutes:

The East North East Area Leader submitted a report which outlined a new approach to managing Community Centre lettings pricings and the role of Community Committee Members in its implementation.

 

Clare Wiggins, Area Improvement Manager, explained that on a case by case basis Members would receive details of each request for a free let for a Community Centre in their area. It would then be for the Ward Members to approve or decline the request, the decision being communicated to the Communities Team.

 

Detailed discussion ensued on the contents of the report which included:

 

·  The new three point pricing policy for Community Centres was implemented on 1st May 2015.

·  A second stage review would look at developing the Community Centre delegation arrangements with a view to increasing accountability at a local level

·  The commencement of a major review of the Service Level Agreements between Citizens and Communities and Civic Enterprise Leeds covering caretaking, cleaning, repairs programmed maintenance and building management

 

RESOLVED – To approve the process as outline in section No.5 of the submitted report