Agenda, decisions and minutes

Councillor G Latty, in his capacity as Deputy Chair, welcomed everyone to the September meeting of the North West (Outer) Area Committee held at Cookridge Methodist Church, Otley Old Road, Cookridge, Leeds 16.  He informed the meeting that Councillor C Townsley had been admitted to hospital on 21^st September 2008. Members conveyed their best wishes to Councillor Townsley for a speedy recovery.

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:-

RESOLVED – That in relation to the exempt ‘Appendix 1’ to the report referred to in Minute 31 ‘Pricing and Lettings Policy for Community Centres’, this Committee accepts the officers’ recommendation that the appendix should have been regarded as non-exempt information and requests that the document be released within the public domain.

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 and prejudicial declaration was made:-

·  Councillor S Andrew in his capacity as a Member on the Yeadon Town Hall Users Licence Committee - Well-Being Budget Report (Agenda Item 8) (Minute 26 refers)

Apologies for absence were received on behalf of Councillor C Fox 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.

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

·  Parking in Guiseley

Mr R M Dawson, a Guiseley resident referred to the above issue, with specific reference to the following areas of concern:-

-   the restriction of parking at Morrisons in Guiseley

-  the restriction of parking in Oxford Road, Oxford Avenue and Ashtofts Mount where the required notices had already been issued

-  the preparation of the car park in Netherfield Road for public use, this having been gifted to the Council

In concluding, he requested the Area Committee to include the question of parking in Guiseley to be on the agenda at the next meeting of the Guiseley and Rawdon Forum on 12^th November 2008.

·  Emptying of Brown Bins on Old Pool Bank

Hazel Lee, a local resident referred to the above issue and queried when the bins would be emptied.

Following a brief discussion, Jane Pattison, North West Area Management agreed to investigate the matter, with a report back at the next meeting.

·  Appointment of a new North West Outer Police Inspector

At the request of the Deputy Chair, Inspector Richard Coldwell attended the meeting to talk about his aims and vision for the North West Outer area following his recent appointment to the position of North West Outer Police Inspector.

Discussion ensued on the content of his presentation and specific reference was made to the following key issues:-

o  the need for Members to be supplied with police contact numbers relevant to the North West Outer area

o  the need for Members to continue to work closely with the police and to engage more with the Neighbouring Police Teams

Members noted and welcomed the presentation and requested Jane Pattison, North West Area Management, to write to the former North West Outer Police Inspector, Simon Hepworth thanking him for his excellent work within the North West outer area.

(Councillor A Barker joined the meeting at 1.36 pm during discussions of the parking in Guiseley issue)

To receive and approve the minutes of the previous meeting held on 23^rd June 2008.

RESOLVED – That, subject to the following amendment, the minutes of the previous meeting held on 23^rd June 2008 be approved as a correct record:-

·  Rawdon Littlemoor School Quiz Night – Open Forum (Minute 6 refers)

The minute should have read as follows:-

·  ‘Otley and District Schools Road Safety Quiz’

Hazel Lee, a local resident reported on a very successful quiz night held recently at Otley Methodist Church in conjunction with the Otley and District Road Safety Committee.  Members noted that the winners of the quiz were Rawdon Littlemoor School.

(a)  Well-being Budget Report (Minute 8(a) refers)

  Jane Pattison, North West Area Management informed the meeting that works had now been completed by Highways at the corner of High Street/Victoria Avenue.

(b)  Key Messages from Area Committee Sub Groups and Forums (Minute 8(c) refers

  Jane Pattision, North West Area Management reported that a joint meeting between the Community Safety Sub Group and the Children and Young People’s Sub Group had been arranged for the 30^th October 2008.

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.

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 as outlined in Section 3.0 of the report be dealt with as follows:-

(d)  That the small grants as detailed in Sections 4.1 and 4.2 of the report be noted.

(e)  That in relation to the ‘Bulb Bonanza’ small grant application, the West and North West Area Manager be requested to look into the consultation process with a report back to the Area Committee.

Referring to Minute 9 of the meeting held on 23^rd June 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 Pattision, North West Area Management presented the report and responded to Members’ queries and comments.

Discussion ensued on the contents of the report.

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 as outlined in Section 3.0 of the report be dealt with as follows:-

(d)  That the small grants as detailed in Sections 4.1 and 4.2 of the report be noted.

(e)  That in relation to the ’Bulb Bonanza’ small grant application, the West and North West Area Manager be requested to look into the consultation process with a report back to the Area Committee.

(Councillor S Andrew having previously declared a personal and prejudicial interest in the upgrading of bar facilities at Yeadon Town Hall, left the room during this item taking no part in the discussion or voting thereon)

To consider a report of the Director of Environment and Neighbourhoods providing information to Members about the newly formed Environmental Action Team and how they will be working in the Outer North West area.

RESOLVED –

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

(b)  That the West and North West Environmental Action Team Manager be requested to provide further information on those matters referred to above

The Director of Environment and Neighbourhoods submitted a report providing information to Members about the newly formed Environmental Action Team and how they would be working in the Outer North West area.

Ruth Lees, West North West Environmental Action Team Manager, Environment and Neighbourhoods presented the report and responded to Members’ queries and comments.

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

·  clarification of the teams role in relation to drainage issues and overhanging vegetation

(The WNW Environmental Action Team Manager responded and confirmed that drainage issues related to household drains only. The Committee noted that the team were directly responsible for removing overhanging vegetation etc on road signs/street signs, including footpaths)

·  clarification of the general policy in relation to flyposting for charity events and the need for the Council to revisit this policy with a view to being more moderate in taking legal action in larger areas i.e. North West Outer, together with concerns expressed with regards to increased commercial advertising in the area and response times for complaints

(The WNW Environmental Action Team Manager responded and agreed to forward a copy of the policy on placards and advertising for community events to Members on the Committee for their retention/information)

·  clarification of the empty properties strategy with specific reference to the poor state of derelict properties at White Cross, Guiseley)

(The WNW Environmental Action Team Manager responded and agreed to investigate this matter with a report back to Members)

·  clarification of the policy where signs were nailed to trees and the actions taken over larger signs

·  the need for the team to be more proactive in removing advertising signs on major key routes i.e. Dyneley Arms crossroads on the A660

(The WNW Environmental Action Team Manager responded and agreed to investigate this matter further with a report back to Members)

·  clarification as to whether the team of enforcement officers had increased or decreased

(The WNW Environmental Action Team Manager responded and confirmed that they still required more staff to manage the service effectively)

·  the concerns expressed that small areas of graffiti were not being removed over long periods and clarification of the powers available to the Council in this area

·  the difficulties incurred by Elected Members in trying to match up emails/ letters received from the Environmental Action Team

(The WNW Environmental Action Team Manager responded and agreed to investigate this matter further with a report back to Members)

RESOLVED –

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

(b)  That the West and North West Environmental Action Team Manager be requested to provide further information on those matters referred to above.

To consider a report of the Director of Environment and Neighbourhoods presenting the Area Committee with details of their area function schedules and roles in relation to these service areas for 2008/09.

RESOLVED –

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

(b)  That the West and North West Area Manager be requested to convey as a ‘key message’ of this Area Committee that the Council and well-being functions outlined in the report should become specific, operational and budget related and to also demand that consultation on such issues within the North West Outer area be commenced without delay.

The Director of Environment and Neighbourhoods submitted a report presenting the Area Committee with details of their area function schedules and roles in relation to these service areas for 2008/09.

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

‘Report of the Director of Environment and Neighbourhoods – Executive Board – 16^th July 2008 – Area Committee Roles for 2008/09’

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

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

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

·  the need for the Council and well-being functions outlined in the report to be more specific, operational and budget related

·  the need for consultation on such issues within the North West Outer area to be commenced without delay

·  the need for the Area Committee to have a ‘key’ role in managing the NW Outer area

(The WNW Area Manager responded and acknowledged the collective views of Elected Members in this regard)

·  the views expressed that street cleansing was not meeting the needs of residents in terms of value for money and for better communication to take place with Elected Members

(The WNW Area Manager responded and informed the meeting that discussions were still ongoing with the Chief Environmental Services Officer in this area)

·  clarification of the backlog maintenance needs in relation to Community Centres i.e. Yeadon Town Hall (£40k) and Guiseley Town Hall and the need to identify maintenance plans and costings within the document

(The West North West Area Manager responded and informed the meeting that there was still a huge backlog of maintenance plans. The Committee noted that under the new proposals there would be an Action Plan for each Community Centre)

·  clarification of whether the budget would be transferred over for community centres to the Area Committee and the Committee’s input into the lettings policy and community green spaces

·  the concerns expressed about the lack of gully cleansing in Otley which had resulted in recent flooding of the area

·  the concerns expressed that departmental responsibility for weed growth was not referred to within the document

RESOLVED –

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

(b)  That the West and North West Area Manger be requested to convey as a ‘key message’ of this Area Committee that the Council and well-being functions outlined in the report should become specific, operational and budget related and to also demand that consultation on such issues within the North West Outer area be commenced without delay.

(Councillor R Downes left the meeting at 3.10 pm at the conclusion of this item)

To consider a report of the Director of Environment and Neighbourhoods seeking the approval of the Area Committee on the Outer North West Area Delivery Plan (ADP) for 2008-2011.

RESOLVED –

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

(b)  That, subject to a number of minor revisions, approval be given to the Area Delivery Plan in accordance with the report now submitted.

The Director of Environment and Neighbourhoods submitted a report seeking approval of the Area Committee on the Outer North West Area Delivery Plan (ADP) for 2008-2011.

Appended to the report was a copy of the Outer North West Area Delivery Plan (ADP) for 2008-2011 for the information/comment of the meeting.

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 with specific reference to the following issues:-

·  the need to revise the wording around the Health and Wellbeing theme to reflect the difficulties in obtaining funding by commissioning groups and to demonstrate that, locally, health was very important to all

(Jane Pattision, North West Area Management responded and agreed to revise the relevant Performance Indicator)

·  the need to revise the wording in Section 8.2 ‘Health and Wellbeing’ around the key target focusing on the worst 10% priority neighbourhoods and to address the important issue of child poverty

(Jane Pattison, North West Area Management responded and agreed to revise the document)

·  a suggestion that officers’ in North West Area Management look at the merits of a street dancing project run in South Leeds for those youngsters who do not do sport or attend youth clubs for rolling out within the North West Outer area

(Jane Pattision, North West Area Management responded and agreed to look into this matter)

·  the need to introduce a dialogue that related to problems within the area concerning healthcare and the Health Trusts which should be area based

RESOLVED –

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

(b)  That, subject to a number of minor revisions, approval be given to the Outer North West Area Delivery Plan 2008-11 in accordance with the report now submitted.

To consider a report of the Director of Environment and Neighbourhoods updating the meeting on progress made at the Area Committee sub groups and ward forums that have taken place since the last Area Committee.

RESOLVED – That the contents of the report be noted.

The Director of Environment and Neighbourhoods submitted a report updating Members of 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.

To consider a report of the Director of Environment and Neighbourhoods outlining proposals for a new pricing and lettings policy for Leeds City Council managed Community Centres.

RESOLVED –

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

(b)  That this Committee notes the proposed pricing structure as outlined in the report now submitted.

(c)  That approval be given to a planned programme of consultation with the user groups at each of the affected centres.

(d)  That a further report be received in February 2009 with a view to agreeing the new pricing structure.

Referring to Minute 17 of the meeting held on 23^rd June 2008, the Director of Environment and Neighbourhoods submitted a report outlining proposals for a new pricing and lettings policy for Leeds City Council managed Community Centres.

Gerry Burnham, 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 with specific reference to the following issues:-

·  clarification as to why the Area Committee was getting involved in internal recharges regarding Councillors’ surgeries and the need to amend the discount schedule to say ‘nil’ in this regard

·  the need for the public to be made aware of the new pricing structure as the consultation moves forward

·  the need for the Area Committee to be made aware of the actual costs in relation to all of their facilities i.e. floor area/number of rooms etc and to move towards a sustainable funding scheme for income

RESOLVED –

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

(b)  That this Committee notes the proposed pricing structure as outlined in the report now submitted.

(c)  That approval be given to a planned programme of consultation with the user groups at each of the affected centres.

(d)  That a further report be received in February 2009 with a view to agreeing the new pricing structure.

Monday 3^rd November 2008 at 2.00pm (venue to be confirmed)

MAP OF TODAY’S MEETING

Cookridge Methodist Church, Otley Old Road, Cookridge, Leeds LS16 7DF

Monday 3^rd November 2008 at 2.00 pm (venue to be confirmed)

(The meeting concluded at 3.40 pm)