Agenda, decisions and minutes

The Deputy Chair welcomed everyone to the February meeting of the North West (Outer) Area Committee held at St Margaret’s Parish Centre, Horsforth, Leeds 18.

He informed the meeting that the Chair, Councillor C Townsley had undergone an operation on Saturday morning and had conveyed his apologies for today’s meeting. Members of the Committee sent their best wishes to him for a speedy recovery.

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

(a) The following personal interest was declared:-

• Councillor B Cleasby in view of the fact that a friend of his resides adjacent to Otley former railway – Well-being budget report (Agenda Item 12) (Minute 72 refers)

(b) The following personal and prejudicial interest was declared:-

• Councillor C Fox in his capacity as a Member of Bramhope and Carlton Parish Council – Well-being budget report (Agenda Item 12) (Minute 72 refers)

Apologies for absence were received on behalf of Councillor S Andrew, Councillor J L Carter, Councillor R Downes and Councillor C Townsley.

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

In accordance with Paragraphs 6.24 and 6.25 of the Area Committee Procedure Rules, the Chair allowed a period of up to 10 minutes for members of the public to make representations or ask questions on matters within the terms of reference of the Area Committee.

There were no issues raised by those members of the public who were in attendance.

To receive and approve the minutes of the previous meeting held on 15^th December 2008.

RESOLVED – That the minutes of the previous meeting held on 15^th December 2008 be approved as a correct record.

(a)  Traffic Concerns on Brownberrie Lane/Bayton Lane/West EndLane/Layton Road (Minute 50 refers)

  Councillor B Cleasby referred to the above issue and enquired on the latest developments in respect of implementing speed restrictions on Brownberrie Lane and Bayton Lane, Horsforth.

Jane Pattison, North West Area Management responded and agreed to follow up this issue with the Principal Traffic Engineer.

To consider a report of the Director of Environment and Neighbourhoods outlining how Streetscene Services operates and on the working relationship between  Area Committees, Area Management and Streetscene Services.

Referring to Minute 56 of the meeting held on 15^th December 2008, the Director of Environment and Neighbourhoods submitted a report outlining how Streetscene Services operated and on the working relationship between Area Committees, Area Management and Streetscene Services.

Graham Hollings, Streetscene Manager and Roger Foyle, Area Development Manager, Environment and Neighbourhoods presented the report and responded to Members’ queries and comments.

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

• the need for the Area Committee’s Environment and Streetscene Sub Group to address the issues contained within the report
• the need to identify an accountable officer to tackle problem areas with Streetscene Services within Outer North West  
• clarification of the current number of staff employed by Streetscene Services (including CAST team employees) in Outer North West

(The Streetscene Manager responded and informed the meeting that a total of 40 people were employed)

• Streetscene’s standards in relation to manual litter picking and routine inspections
• the possibility of Ward Members and officers establishing ‘walkabouts’ with officers from Streetscene and Environmental Action Teams on a regular basis with the aim of identifying ‘hot spots’ and problem areas
• clarification of how the Council recognised the differences of aspirations of residents of the inner and outer areas towards the service provided by Streetscene
• the need for the Area Committee to be supplied with Street Cleaning Services data in relation to Carr Lane, Rawdon over the last 14 months
• the concerns expressed that the CAST team had limited capacity to engage in other areas of work when undertaking specific priority tasks e.g. leaf collection

RESOLVED –

(a)  That the contents of the report and the issues highlighted be noted.

(b)  That the report be referred to the next Area Committee’s Environment and Streetscene Sub Group for discussion.

(c)  That further discussions be undertaken between the West North West Area Manager and the Environmental Action and Streetscene Manager on establishing ‘walkabouts’.

(d)  That the Area Committee be supplied with street cleaning data in relation to Carr Lane, Rawdon.

(e)   That reports on the service be made to the Area Committee on a six

  monthly basis with the next report requested in July 2009.

To consider a report of the Director of Environment and Neighbourhoods outlining how Environmental Action Services operates, with particular focus on the Environmental Action Teams.

The Director of Environment and Neighbourhoods submitted a report outlining how Environmental Action Services operated, with particular focus on the Environmental Action Teams.

Keith Gibson, Head of Service (Commercial and Business Support) Environment and Neighbourhoods presented the report and responded to Members’ queries and comments.

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

• the responsibilities between Environmental Action Services and Streetscene Services and the need for cross reporting arrangements to ensure that the service achieved its overall priorities
• the current policy on commercial wheelie bins

(The Head of Service responded and agreed to supply a copy of the policy to Members via the West North West Area Manager)

• the procedure in relation to abandoned vehicles on private property and the need for official letters sent by the Council to residents to be made more clearer to avoid any confusion
• clarification of local arrangements on zero tolerance that applied in some parts of the city in relation to the use of ‘A’ boards and the possibility of introducing this within Outer North West
• the need for the Area Committee to receive information on ‘outcomes’ (as referred to in Section 4.3.2 of the report) to allow them to form an opinion on the basis outlined

RESOLVED –

(a)  That the contents of the report and the issues highlighted be noted.

(b)  That the report be referred to the next Area Committee’s Environment and Streetscene Sub Group for discussion of priorities and that the results of this be reported back to the Area Committee.

(c)  That this Committee supports the proposal for cross reporting arrangements between Environmental Action Services and Streetscene Services.

(d)  That reports on the service be made to the Area Committee on a six monthly basis with the next report requested in July 2009.

To consider a report of the Director of Environment and Neighbourhoods on a overview of Leeds City Council Community Safety Public CCTV and its effectiveness over the past six years.

RESOLVED –

(a)   That the contents of the report and the conclusions identified 

  in Section 10.0 be noted. 

(b)   That arrangements be made through the Area

  Manager for the Area Committee to view, at first hand, the

  Community Safety Public CCTV system and the Automatic

  Number Plate Recognition system.

(c)   That this Committee notes that a full report on CCTV would

  be submitted to the Area Committee meeting in July 2009.

(d)      That the report be referred to the Community Safety Sub

     Group for consideration.

Referring to Minute 53 of the meeting held on 15^th December 2008, the Director of Environment and Neighbourhoods submitted an overview of  Leeds City Council Community Safety Public CCTV and its effectiveness over the past six years.

Derek Whitehouse, CCTV Co-ordinator, Environment and Neighbourhoods presented the report and responded to Members’ queries and comments.

In addition to this, the Deputy Chair invited comments from Inspector R Coldwell on CCTV provision within the North West Outer ward from the police perspective.

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

• clarification of the number of CCTV cameras located in the Horsforth Ward

(The CCTV Co-ordinator responded and confirmed that there were six in total)

• the need for the CCTV camera at Morrisons on Town Street, Horsforth to be repositioned

(The CCTV Co-ordinator responded and agreed to look into this matter)

• the need for more CCTV cameras in relation to the Automatic Number Plate Recognition system
• clarification of the technology and costings in combining CCTV and Automatic Number Plate Recognition cameras
• details of the ‘hits’ protocol undertaken by the police in relation to the Automatic Number Plate Recognition system

RESOLVED –

(a)  That the contents of the report and the conclusions identified in Section 10.0 be noted.

(b)  That arrangements be made through the Area Manager for the Area Committee to view, at first hand, the Community Safety Public CCTV system and the Automatic Number Plate Recognition system.

(c)  That this Committee notes that a full report on CCTV would be submitted to the Area Committee meeting in July 2009.

(d)  That the report be referred to the Community Safety Sub Group for consideration.

To consider a report of the Director of Environment and Neighbourhoods outlining a revised Pricing and Lettings Policy to be implemented across Outer North West Leeds on behalf of the Area Committee.

RESOLVED –

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

(b)  That the revised Pricing and Lettings Policy to be implemented in the outer north west community centres be endorsed in accordance with the report now submitted.

(c)  That approval be given to a ‘year on year’ annual increase in charges for lettings of 2.5%.

(d)  That approval be given to the indicative implementation date of 1^st October 2009 and should this date be not achieved, the policy would be implemented as soon as operationally possible.

Referring to Minute 31 of the meeting held on 22^nd September 2008, the Director of Environment and Neighbourhoods submitted a report outlining a revised Pricing and Lettings Policy to be implemented across Outer North West Leeds on behalf of the Area Committee.

Gerry Burnham, North West Area Management presented the report and responded to Members’ queries and comments.

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

• clarification of internal recharges and the reasons why the City Policy on lettings had retained this policy
• the need to recognise that the public’s expectations was an important factor in this area of charging
• the need for Members’ surgeries to be charged at nil cost in view of a public service being provided, except where a political restriction applied
• the need for a ‘year on year’ annual increase in charges
• the need to look into appropriate marketing of the community centres to increase their potential e.g. Yeadon Town Hall

RESOLVED –

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

(b)  That the revised Pricing and Lettings Policy to be implemented in the outer north west community centres be endorsed in accordance with the report now submitted.

(c)  That approval be given to a ‘year on year’ annual increase in charges for lettings of 2.5%.

(d)  That approval be given to the indicative implementation date of 1^st October 2009 and should this date be not achieved, the policy would be implemented as soon as operationally possible.

To consider a report of the Director of Environment and Neighbourhoods providing the Area Committee with a current position statement on the well-being budget, details of proposed projects and small grant applications received todate.

RESOLVED –

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

(b)  That this Committee notes the current position of the Well-being budget as detailed in Sections 1.0 and 2.0 of the report now submitted.

(c)  That the following projects outlined in Section 3.0 of the report be dealt with as follows:-

(d)  That approval be given to the request for transferring £2,000 of skips monies back into the Well-being revenue fund available for the remainder of the financial year.

(e)  That the small grants as detailed in Section 4.3 of the report be noted.

Referring to Minute 54 of the meeting held on 15^th December 2008, the Director of Environment and Neighbourhoods submitted a report providing the Area Committee with a current position statement on the well-being budget, details of proposed projects and small grant applications received to date.

Jane Pattison, North West Area Management presented the report and responded to Members’ queries and comments.

Detailed discussion ensued on the contents of the report and appendices.

RESOLVED –

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

(b)  That this Committee notes the current position of the Well-being budget as detailed in Sections 1.0 and 2.0 of the report now submitted.

(c)  That the following projects outlined in Section 3.0 of the report be dealt with as follows:-

(d)  That approval be given to the request for transferring £2,000 of skips monies back into the Well-being revenue fund available for the remainder of the financial year.

(e)  That the small grants as detailed in Section 4.3 of the report be noted.

(Councillor C Fox, having previously declared a personal and prejudicial interest in the relation to the Bramhope Car Park and Arthington Milestone Restoration projects, left the room and took no part in the discussion or voting thereon)

(Councillor B Anderson left the meeting at 4.05pm at the conclusion of this item)

To consider a report of the Director of Environment and Neighbourhoods informing the Area Committee of progress on a number of projects in Outer North Leeds as determined by the Area Delivery Plan 2008-11.

RESOLVED –

(a)    That the contents of the report be noted.

(b)    That in relation to the forthcoming improvement works on Yeadon   

      Town Street, the West North West Area Manager be requested to

     ensure that maximum consultation takes place with traders in

      respect of access and car parking provision.

The Director of Environment and Neighbourhoods submitted a report providing Members with progress on a number of projects and initiatives in Outer North West Leeds as determined by the Area Delivery Plan for 2008-2011.

Steve Crocker, West North West Area Manager presented the report and responded to Members’ queries and comments.

RESOLVED –

(a)  That the contents of the report be noted.

(b)  That in relation to the forthcoming improvement works on Yeadon Town Street, the West North West Area Manager be requested to ensure that maximum consultation takes place with traders in respect of access and car parking provision.

To consider a report of the Director of Environment and Neighbourhoods seeking approval of the Area Committee for a timetable of events which will enable the Area Committee, with the support of the Area Management Team, to implement a calendar of communication and engagement activities.

RESOLVED –

(a)  That the contents of the report be noted.

(b)  That approval be given to the calendar of communication and engagement activities for Outer North West Leeds in 2009 in accordance with the report now submitted.

Referring to Minute 43 of the meeting held on 3^rd November 2008, the Director of Environment and Neighbourhoods submitted a report seeking approval of the Area Committee for a timetable of events which would enable the Area Committee, with the support of the Area Management Team, to implement a calendar of communication and engagement activities.

Jane Pattison, North West Area Management presented the report and responded to Members’ queries and comments.

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

• the need for the Council to be represented at a forthcoming sports event at Trinity and All Saints College
• clarification how Area Management were going to organise the events
• the need to involve Elected Members in advertising and marketing the events

RESOLVED –

(a)  That the contents of the report be noted.

(b)  That approval be given to the calendar of communication and engagement activities for Outer North West Leeds in 2009 in accordance with the report now submitted.

To consider report of the Director of Environment and Neighbourhoods providing Member with an update and summary on progress made at the Area Committee sub groups and ward forums that have taken place since the last Area Committee meeting.

RESOLVED – That the contents of the report be noted.

The Director of Environment and Neighbourhoods submitted a report providing an update and summary on progress made at the Area Committee sub groups and ward forums that have taken place since the last Area Committee meeting.

Jane Pattison, North West Area Management presented the report and responded to Members’ queries and comments.

RESOLVED – That the contents of the report be noted.

Monday 30^th March 2009 at 2.00pm (venue to be confirmed)

MAP OF TODAY’S MEETING

St Margaret’s Church, located on the corner of Church Lane/Hall Park Avenue, Horsforth, Leeds 18.

Monday 30^th March 2009 at 2.00 pm (venue to be confirmed)

(The meeting concluded at 4.20pm)