Agenda, decisions and minutes

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 accepted one late item of business onto the agenda relating to the ENE Homes Capital Programme (minute 29 refers). The report had been despatched to the Committee after the agenda but prior to the meeting because its contents required consideration before the next meeting in October 2011.

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 Members declared 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:

Councillors A Khan, Morgan and Maqsood – all declared personal interests as Area Committee appointed members of the East North East ALMO Area Panel in relation to the following items:

-  Environmental Services SLA (minute 25 refers)

-  East North East Homes Capital Programme - (minute 29 Refers)

-  Wellbeing Report (Garden Gang Project update as the Garden Gang had previously undertaken works for ENE Homes) (minute 33 refers)

Councillor R Grahame – West Yorkshire Fire & Rescue Service – declared a personal interest as a local authority appointed member of West Yorkshire Fire & Rescue Authority (minute 26 refers)

Councillors R Grahame and G Hyde – Wellbeing Report (Garden Gang update) – declared personal interests as they had previously acted as local authority appointed Directors of East North East Homes. The Garden Gang had previously undertaken works for ENE Homes (minute 33 refers)

Councillor G Hyde – Environmental Services SLA – declared a personal interest as the Environment Champion for the Area Committee (minute 25 refers)

To receive any apologies for absence.

Apologies for absence were received from Councillor A Taylor and Mr R Barke, ENE Area Leader

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.

Two matters were raised under the Open Forum Session by members of public as follows:

Richmond Hill Forum S Covell commented on the meeting arrangements for the RH Forum and her concern over appropriate notice being given.

AGREED – To refer the matter to the Area Management Team to pursue

Mount St Mary’s redevelopment S Covell commented on the impact of the proposals and lack of Section 106 monies associated with the development on the locality and expressed her concern that the same approach should not be adopted to the All Saints development proposals being pursued by the same developer

AGREED – That details of the application to be provided to the Chair

(Councillor Pryke joined the meeting at this point)

To confirm as a correct record the minutes of the meeting held on 23^rd June 2011

(copy attached)

RESOLVED – That the minutes of the previous meeting held 23^rd June 2011 be agreed as a correct record

Minute 11 CCTV – It was noted that a report on CCTV including mapping of cameras within the EIAC area would be presented to the next Area Committee meeting

Ginnel mapping – A request for ginnel mapping in the EIAC area to assist the consideration of both community safety and environmental matters was noted.

To consider the report of the Director of Environment and Neighbourhoods seeking approval for the proposed Service Level Agreement which will steer the work of the East North East Environmental Locality Team in respect of the delivery of delegated environmental services

(report attached)

PLEASE NOTE: The appendices to this report, due to their size, have been supplied to the Councillors and the co-optees of the Committee in CD format.  Further copies can be requested from the report author

RESOLVED –

a)  To note the contents of the report

b)  To approve the Service Level Agreement as submitted in respect of the East North East Environment Locality Team and the East Inner Area Committee

The Director of Environment and Neighbourhoods submitted a report providing the final details of the Service Level Agreement for the delivery of environmental services in the Inner East Area and seeking approval of the documentation. The report referred to various appendices, which due to their size, had been despatched on CD-rom to members and co-optees of the Committee and published on the Council’s own website.

Mr J Woolmer, Environmental Services Locality Manager attended the meeting and highlighted the following key matters

• The SLA would ensure accountability of the service and ensure the Area Committee’s responsibility for service delivery
• The SLA would provide intelligence on the performance and success of the various services provided
• The SLA principles would deliver a better culture within the service and ensure a flexible and responsive service
• The SLA encouraged partnership working with regulatory enforcement and ENE Homes
• A report would be submitted in due course on how the service had addressed each SLA principle

Members discussed the following:

Education – links with local schools should be encouraged noting the intention to trial partnership with one school per ward.

Targets – a baseline survey of environmental cleanliness had been undertaken in May 2011 and the outcomes were included in the report. The aim for 2011 was to improve all outcomes. Work to develop measures for assessment to assess cleanliness in 2012 would be reported back in due course and would refer to subjective responses from the public

Stopping Points – suitable facilities and stopping points were being identified in conjunction  with Parks & Countryside

Training – whether there was scope introduce young people Not in Education or Employment or training (NEETS) to the service. The health and safety implications were recognised however further discussions with Children’s Services focussing on managing NEETs would be considered

Bin yards – considered how to utilise the corporate bin yard team and empower the enforcement service and the merits of designating a contact officer for this issue

Risk – the issue of the risk of billing householders for clearance works undertaken by the service required further consideration.

In response to a question about available resources, the Locality Manager drew attention to the locality budget as summarised in appendix B. It was explained that this is a budget delegated to the Locality Manager to spend and be accountable for across the ENE locality through the Area Committees and their SLAs. The budget is to be spent on delivering services that best meet the agreed outcomes and priorities set out in the approved SLAs across the locality. It was clarified that the budget is not split down to Area Committee level nor delegated to the Area Committee to manage. The Locality Manager reported that he would provide financial updates to the Environmental Sub Groups.

The Area Committee welcomed the document and noted the intention for an update report to be presented to the December 2011 meeting

RESOLVED – That approval be given to the Service Level Agreement, as submitted, for the delivery of  ...  view the full minutes text for item 25.

To receive a short presentation on the key points of the 2011-2015 West Yorkshire Fire and Rescue Service Plan .

(report and Service Plan attached)

PLEASE NOTE: Copies of the Plan are available to members of the public and can be requested from the clerk

Station Commander Ian Thompson, of West Yorkshire Fire & Rescue Service gave a presentation on the recently published WYFRS Service Plan 2011-15 which provided information on the broad remit of the WYFRS work.

(Councillor Morgan withdrew from the meeting for a short time at this point)

He outlined the opportunities for WYFRS to work with partner organisations, such as area committees, to serve the needs of local communities and highlighted the following key issues:

• Home fire safety checks informed residents of risks apparent in their homes and the best means of escape in the event of a fire, which in turn reduced the number of fires and injuries. Neighbouring homes were targeted with information leaflets if a residential fire occurred. 560,000 homes had received a check in the last 8 years
• Workplace fire safety checks allowed the service to build a database of industrial/commercial uses so that individual fire appliances attending a fire would be prepared for the nature of the incident.
• Young Fire-fighters Programmes, such as the Gipton scheme, encouraged young people from local schools to sign up to train alongside fire-fighters on the use of equipment
• Partnership working with the probation service and victim support ensured that any safeguarding issues identified on home safety visits could be reported to the appropriate body. Additionally incidents of fly tipping – which could lead to fire hazards – were reported to LCC

The Committee thanked Station Commander Thompson for his informative presentation

RESOLVED – That the contents of the report and presentation, and the comments of the Area Committee, be noted

To consider the report of the Director of Children’s Services on a proposal to establish a new school on land at Florence Street, Harehills and to comment on the proposals as part of the consultation process previously approved by Executive Board

(report attached)

Ms L Savage LCC Children’s Services attended the meeting to discuss the consultation on proposals to establish a new primary school through competition on land At Florence Street, Harehills.  Ms Savage outlined the process of competition and reported that public consultation would be held from 12^th September to 21^st October 2011

Members discussed the following issues:

• the shortage of school space in Harehills area
• strong concern was expressed over the choice of site due to its previous use as a waste site and the requirement for the local authority to make good the site prior to development
• in the light of that strong concern, Members suggested that full reconsideration be given to the choice of site
• noted the limited number of sites available large enough to accommodate a new school
• the consultation document should be despatched widely and include the Muslim Culture Society
• provided confirmation that the consultation included the Burmantofts area as some families lived closer to Harehills schools than schools in Burmantofts
• noted that all School Heads and Governors within a 2 mile radius of the site had been informed but that they may not be aware of that correspondence due to the summer holidays
• the impact of proposals for 690 new homes in the locality on school places

(Councillor Morgan withdrew from the meeting for a short while at this point)

• the need to avoid the car parking problems experienced at the remodelled Shakespeare and all Saints primary schools
• noted that the location of the site would encourage children to walk to school as this would be a school right at the heart of the community
• the school building would conform to all DDA requirements, but would be a mainstream school provided by an external provider
• the importance of public participation in the consultation to ensure community views are fully considered

The Area Committee noted that Councillor R Grahame expressed strong doubts over the Florence Street location. Councillor Grahame, as a member of Plans Panel East, acknowledged that any future planning application would be determined by Plans Panel East, and he would need to declare a prejudicial interest at that Panel meeting as he had made adverse comments which could be regarded as pre-determination. Councillor Pryke reported he also was a member of Plans Panel East, but had not yet formed a view on the proposals.

Ms Savage reiterated that the location of the school formed part of the consultation. The Area Committee requested that the list of alternative sites previously considered be made available to them.

RESOLVED – To note the contents of the report and consultation document and to authorise the Area Leader to respond to the consultation on behalf of the Committee in line with the comments made.

To consider the report of the Director of Children’s Services providing key performance information for the locality in line with the new Children and Young People’s Plan (2011-2015)

(report attached)

Mr K Morton, LCC Children’s Services, attended the meeting to present a report providing key performance information for the locality in line with the new Children and Young people’s Plan (2011-15). The following matters were highlighted:

• partnerships across the city to look at the issues surrounding NEETS and looked after children were encouraged
• The data assisted providers to identify individual children and their families and to target resources appropriately
• NEETS – work was ongoing to identify local opportunities, such as drawing on Leeds’ retail expertise; and progress has been made in terms of apprenticeships. Mr Morton noted the previous comments regarding environmental services apprenticeships and would discuss this further with the locality manager.  EIAC suggested that an update report on this project should be presented in due course.

Discussions followed on

• the success of the approach adopted in Bramley and the proposal to roll-out this approach across the city.
• concern over the NEETS statistics for the area and the impact of employment opportunities on the expectations and achievements of young people. EIAC noted the positive changes achieved during the last 6 years and anticipated the 2012 GCSE statistics would reflect further improvement.
• the importance of targeting primary age children who did not attend school in order to prevent non attendance at secondary age
• noted that the statistics enabled better targeting of services reflected in the higher number of child protection teams in the inner east area than in the outer east area
• Academy status schools and their impact on the collection and quality of data

The Chair varied procedure to permit comments from Ms S Covell on the number of homeless or temporarily accommodated persons in the locality which would impact on the statistics and the success of the resources directed to those families

RESOLVED – To note the contents of the report

(Councillor Selby withdrew form the meeting for a short while at this point)

This report was admitted as a Late Item of business on the agenda. The report advises the Committee on how the East North East Homes Leeds Capital Programme is formulated and presents information on spends to date and the progress made on each scheme

(report attached)

RESOLVED – To note the contents of the report

The Committee accepted the report of the Director of Technical Services, East North East Homes (ENEH) as a Late Item of business which provided an update on the ENEH Capital programme, including information on how the capital programme is formulated, progress made on each scheme and spend to date.

Mr T Butler attended the meeting to present the report and the following matters were highlighted during discussions:

• ENE had recruited 11 apprentices during 2011/12

(Councillor Khan and Mr P Rone withdrew from the meeting at this point)

• ENE assessors verified the findings presented on Asset Management data

(Councillor Khan rejoined the meeting)

• The next tenants newsletter would contain information on the heating replacement scheme
• Assessors would verify the whether older properties with sash windows needed to be included in the replacement programmes as single glazed properties still met the “decent homes” standard

(Mr P Rone re-joined the meeting)

• Figures for Burmantofts/Richmond Hill reflected the fact that homes in these areas were refurbished during the 1990’s and no works were proposed to those homes in the immediate future.

RESOLVED – To note the contents of the report

To consider the report of the Director of City Development on the process for drawing up a policy to deal with houses in multiple occupation and proposals to hold workshops in respect of the new planning powers as part of the consultation process on the policy

(report attached)

The Committee discussed the report submitted by the Director City Development on proposals for three planning workshops to be held on the production of a new supplementary planning document (SPD) in respect of houses in multiple occupation. EIAC noted the comment that community representatives had experienced problems when contacting Planning Services to report illegal HMO’s in order that follow up action could be taken

RESOLVED – To note the content of the report and that Councillors A Hussain, B Selby and R Pryke be nominated to attend the workshops as elected representative for their ward

To receive a copy of the minutes form the Area Chair’s meeting

(copy to follow)

Further to minute 7 of the full Council meeting held 26^th May 2011 the minutes of the Area Chairs Forum meeting held on 17^th June 2011 were submitted for information.

RESOLVED – To note the contents of the report and the minutes of the Area Chairs Forum held 17^th June 2001 and to note the intention to present Area Chairs Forum minutes to future meetings of the Area Committee

To receive the report of the East North East Area Leader providing an overview of neighbourhood management activity in the priority neighbourhoods of Burmantofts & Richmond Hill

(report attached)

RESOLVED – To note the contents of the report and the comments of the East Inner Area Committee

The Committee received a report providing an overview of neighbourhood management activity in the priority neighbourhoods of the Burmantofts and Richmond Hill ward in recent months. The report outlined initiatives undertaken or proposed in line with the Neighbourhood Managers stated priorities

RESOLVED – To note the contents of the report and the comments of the East Inner Area Committee

To consider the report of the East North East Area Leader setting out the latest position on the Inner East Area Committee capital and revenue Well Being Budgets

(report attached)

RESOLVED - To note the contents of the report and

a)  To note the benefits of the capital wellbeing fund

b)  To note the spend to date and current balances for the 2011/12 financial year

c)  To note the awarding of small grants

d)  To endorse the decisions for spending proposals delegated to officers as

a.  Activities for Young People (Youth Service)  £1260.00

b.  Harehills Youth in Partnership  £8747.00

e)  To approve the award of the following grants:

a.  Keep Safe and Sussed (Getaway Girls)  £4424.00

b.  Signage for Seacroft Methodist Church  £398.00

f)  To approve a grant for the Rainbow Hearts Women’s Group in the following way – to award 50% (£4962.50) of the grant requested to be split equally between the Gipton & Harehills and the Burmantofts & Richmond Hill wards and to review the success of the scheme in due course

g)  To note the update on the Garden Gang Project

The East North East Area Leader submitted a report on the latest position on the EIAC capital and revenue wellbeing budgets, including information on the how the capital well being fund is spent, for what purpose and for what benefit. The report also provided an update on the current position of the revenue budget and an outline of new proposals seeking funding from the revenue budget.

The Committee noted that the capital budget was now fully committed and no further applications were being accepted

The report detailed the outcomes of those applications previously delegated to officers and it was noted that the Rainbow Hearts Women’s Group had been deferred for more information which was now included within the report along with details of two further applications:

Keep Safe & Sussed (Getaway Girls)  £4,424

Signage for Seacroft Methodist Church  £398.00

Garden Gang Project - Further to minute 17 of the meeting held 23 June 2011, James McKenzie, project co-ordinator attended the meeting to provide an update on the success of the project which had taken 14 placements during 2011 to provide training and work experience. The project undertook a customer feedback system and were seeking to extend their service in order to provide works previously sublet by ENE Homes

Rainbow Hearts Women’s Group – Lucy Fishwick attended the meeting to provide clarification on the provision of services in the Harehills and Burmantofts areas. The ward members discussed the split of provision for the Group and agreed to a 50:50 split across the Gipton & Harehills and Burmantofts & Richmond Hill wards, to be reviewed in due course

RESOLVED - To note the contents of the report and

a)  To note the benefits of the capital wellbeing fund

b)  To note the spend to date and current balances for the 2011/12 financial year

c)  To note the awarding of small grants

d)  To endorse the decisions for spending proposals delegated to officers as

a.  Activities for Young People (Youth Service)  £1260.00

b.  Harehills Youth in Partnership  £8747.00

e)  To approve the award of the following grants:

a.  Rainbow Hearts Women’s Group  £9925.00

b.  Keep Safe and Sussed (Getaway Girls)  £4424.00

c.  Signage for Seacroft Methodist Church  £398.99

f)  To thank Mr McKenzie for his presentation and to note the update on the Garden Gang Project

To consider the report of the East North East Area Leader on the outcome of a review of the election process for the co-optee representing Richmond Hill Forum

(report attached)

a)  To accept the conclusions of the area leader that the election process was conducted in an appropriate way, and the result of the election stands

b)  To adopt the process followed; and outlined in the report, as a formal procedure for electing co-opted representatives

The East North East Area Leader submitted a report on the outcome of a review of the election process followed during the elections for the co-optee representing the Richmond Hill Forum.

Members noted the criteria for becoming a co-optee and the standard procedure used by the Community Leadership Teams and community Forums. The Area Committee supported the conclusion that the election process had been appropriate, transparent and fair; and the proposal  to formally adopt the procedure (as attached as Appendix A of the report) as the procedure for electing co-opted representatives in the future

RESOLVED –

a)  To accept the conclusions of the Area Leader that the election process was conducted in an appropriate way, and the result of the election stands

b)  To adopt the process followed; and outlined in the report, as a formal procedure for electing co-opted representatives

To consider a report providing an update on discussions regarding the use of insurance monies from the Pakistani Centre fire and setting out options for use of the money

(report attached)

RESOLVED – That the contents of the report be noted and that approval be given to Option 1 – to invest the insurance money in a new community facility as part of the school expansion plans in accordance with ward members’ preference

The East North East (ENE) Area Leader submitted a report on the discussions held with Gipton & Harehills ward members and the EIAC Chair regarding the use of insurance money forthcoming since the fire at the Pakistani Centre.

The report highlighted the options proposed for the use of the monies and reflected local ward Members’ preference to invest the money on a new community facility as part of the expansion plans for Wykebeck Primary School. The Area Committee supported the option preferred by local ward members and thanked officers for their work in drafting up the options

RESOLVED – To note the contents of the report and to approve Option 1; to invest the insurance money in a new community facility as part of the school expansion plans in accordance with ward Members’ preference

To receive a report setting out the progress made so far on the Area Committee Business plan

(report attached)

RESOLVED – To note the contents of the report and the intention to produce an Area Committee Business Plan for the October Area Committee meeting

The East North East (ENE) Area leader submitted a report setting out the proposed format of the Area Committee Business Plan and highlighting progress made in relation to implementation of the Plan.

RESOLVED – To note the content of the report and the intention to produce an Area Committee Business Plan for the October Area Committee meeting

To note the date and time of the next meeting as Thursday 20^th October 2011 at 6.00 pm, Seacroft Methodist Church

RESOLVED - To note the dates and times of future meetings as

20^th October 2011 at 6.00 pm - Seacroft Methodist Church

1^st December 2011 at 6.00 pm – Civic Hall, Leeds

2^nd February 2012 at 6.00 pm – Civic Hall, Leeds

22^nd March 2012 at 6.00 pm - SHINE