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)

In accordance with his powers under Section 100(B)(4)(b) of the Local Government Act 1972, the Chair agreed to admit to the agenda as a late item, a report entitled Consultation on Day Care Services for Older People.  This was to allow Members feedback into the consultation within the deadlines before submission of the consultation to Executive Board.

Additional information was also submitted in respect of the following items:

• Item 9, PFI Round 6 Update Report – Appendix 2, Community Consultation Plan
• Item 11, Priority Neighbourhood Proposals – Appendix A, Moor Allerton Map and Statistics
• Item 12, 2009/10 Well Being Fund – Radio Fever response to Ofcom.

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

Councillor Wadsworth declared a personal interest in Agenda Item 8, Streetscene Grounds Maintenance Future Procurement Strategy due to his role as a Deputy Executive Member.  Minute No. 48 refers

Councillor Lobley declared a personal interest in Agenda Item 12, 2009/10 Well Being Fund due to the application for funding from Radio Fever and the reports reference to his interview with Radio Fever.  Minute No. 52 refers.

Apologies for absence were submitted on behalf of Councillors Harris and Taylor.

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.

The agenda made reference to the provision contained in the Area Committee Procedure rules for an Open Forum Session at each ordinary meeting of an Area Committee, for members of the public to ask questions or to make representations on matters within the terms of reference of the Area Committee.  On this occasion, no matters were raised under this item by those members of the public who were in attendance.

To confirm as a correct record the attached minutes of the meeting held on 7 September 2009

RESOLVED – That the minutes of the meeting held on 7 September 2009, be confirmed as a correct record.

Minute No. 25 – CCTV (2008/09) Annual report

A response had been received regarding the use of stand alone cameras.  This was not supported by Safer Leeds due to criminal damage and renewal costs and contract issues.  More detailed information to be submitted to Members following the meeting.

Minute No.39 – Area Delivery Plan Update Report

It was confirmed that Bus Vale Recreation Ground was the ground used by Meanwood Rugby Club.

To receive and consider the attached report of the Director of Adult Social Services

The report of the Director of Adult Social Services informed the Committee of proposals and ongoing consultation surrounding the provision of day services across the City.

The Chair welcomed Dennis Holmes, Deputy Director – Strategic Commissioning to the meeting.

It was reported that consultation was taking place with all Area Committees with regards to the provision of Day Care Services for Older People.  There were no day centres in the Inner North East area that would be affected and the report gave details of constituents in the area who accessed day centre services elsewhere across the City.  Day centre attendance had declined across the City and there was spare capacity across the service.  Individuals also had increased alternative options for provision of care due to the introduction of personalised services and direct payments.

In response to Members comments and questions, the following issues were discussed:

• Day Centres provided for people who had been assessed as having a statutory social care need whereas services provided by Neighbourhood Networks were open to all.
• Friends groups would be offered alternative services that ensured they could remain together.
• Issues surrounding travel to other day centres.
• The majority of people currently using day centre provision wished to continue to do so and there was sufficient space for transfers under proposed arrangements.
• The role of Elected Members and others in identifying those with a need to access services and making services more accessible.
• Other care providers in the area such as Meanwood Elderly Neighbourhood Action and Community Action for Roundhay Elderly.

RESOLVED –

(1)  That the report be noted

(2)  That any further comments be forwarded to Dennis Holmes.

(Councillor Lancaster declared a personal interest in this item due to her involvement with Meanwood Elderly Neighbourhood Action as did Councillors Kendall and Lobley due to their involvement with Community Action for Roundhood Elderly).

(Councillor Dowson joined the meeting at 4.10 p.m. during the discussion on this item).

To receive and consider the attached report of the Chief Environmental Services Officer

Time 15 Mins (Council Function)

The report of the Chief Environmental Services Officer informed Members of existing arrangements for grounds maintenance provision and the current position in regards to the procurement proposals for a new grounds maintenance contract.  It also provided an overview of the client base and governance arrangements along with the consultation process regarding the proposals for a new contract.  The views of the Area Committee were sought on the development of the contract specification and client consultation process.

The Chair welcomed Roger Foyle, Area Development Manager and Tony Saynor, East North East Homes to the meeting.

It was reported that consultation had commenced regarding the provision of a new and hopefully improved contract that would commence in March 2011.  Members attention was brought to the outline specification and scope of works covered by the contract and issues such as frequency  and length of grass cutting, enhanced services, shrubs, hedges and monitoring arrangements were highlighted.

In response to Members comments and questions, the following issues were discussed:

• Hedges which had stretches that fell under different ownership and did not get cut consistently due to this.
• Grass cutting on road verges and between dual carriageways – this was sometimes affected by traffic management issues but was considered to not be an area where there should be a reduction in cuts.
• Options for collection of grass cuttings – it was reported that grass cutting collection had high cost implications and current arrangements involved blowing the grass clear of paths and other areas.
• Contract monitoring and break points – random inspections were carried out and where work wasn’t carried out satisfactorily, the contractor was given 7 days to rectify this.  If, after this period, the works had still not been carried out to satisfactory levels, payment would not be made.
• Suggestions for inclusion in the next tender including how to deal with grass encroaching onto pavements and collection of cuttings.
• Seasonal working patterns.
• Concern regarding ‘self seeding’ plants and shrubs and potential damage that could be caused by these.

RESOLVED – That the report be noted.

To receive and consider the attached report of the Chief Regeneration Officer

Time 20 Mins (Council Function)

The report of the Chief Regeneration Officer updated the Area Committee on the principles of the Private Finance Initiative (PFI) Round 6 Lifetime Neighbourhoods for Leeds (LNL) project in advance of the formal consultation between November and December 2009.  An additional document, Appendix 2 – Community Consultation Plan was submitted at the meeting.

The Chair welcomed Michelle Anderson, Senior Project Manager, Regeneration Services to the meeting.

It was reported that the initial sites to be consulted on would be reported to the Area Committee at its next meeting.  Members attention was brought to the following issues:

• Lifetime Homes
• Extra Care Housing
• Alignment with existing regeneration schemes such as the EASEL project
• Fuel poverty – it was aimed to reduce this under the project
• Use of sustainable materials in any new developments
• Local employment opportunities

In response to Members comments and questions, the following issues were discussed:

· The majority of the sites identified are cleared sites.
· Concern from Members that they would wish to be consulted on the selection of sites to be put forward through the consultation process set out in appendix 2 – in response to this, Members were  notified that there was still an opportunity to suggest sites and that the criteria for selecting sites would be circulated separately.
· Local letting policies – specific references was made to areas in the Inner North East area.
· Links to the Independent Living Project and Affordable Housing Programme.

RESOLVED –

(1)  That  the principles of the Round 6 Lifetime Neighbourhoods for Leeds (LNL) project be noted.

(2)  That the proposals are also subject to consultation with other stakeholders including ALMO Boards and affected tenants and residents and approval of the Outline Business Case (OBC) by the Homes and Communities Agency (HCA) be noted.

(3)  That the principles of the project and the consultation plan at appendix 2 be noted.   

To receive and consider the attached report of the Director of Environment and Neighbourhoods.

Time 15 Mins (Executive Function)

RESOLVED – That the report be noted.

The report of the Director of Environment and Neighbourhoods provided the Area Committee with the following:

• A service overview and outline of the role of Area Committees in relation to this delegated function
• Service budget information – revenue and capital
• A briefing note on the new Corporate Property Management service (CPM)
• An update on the implementation of the pricing and lettings policy and database.
• Proposals regarding rental support to voluntary and community organisations
• Area specific information including annual budget forecasts for each of the centres in section 6 of this report

The Chair welcomed Liz Jarmin, Neighbourhood Services Manager and Trudie Canavan, Community Issues Officer to the meeting.

Members attention was brought to general issues surrounding community centres detailed in the report, in particular budget information and Corporate Property Management (CPM).  It was reported that CPM would provide each Area Committee with a breakdown of services in their area.  Further issues raised included the following:

• Revenue savings – any revenue savings could be used by the Area Committee in the following financial year.
• Office accommodation in Community Centres and associated letting and pricing issues.
• Pricing and letting policy – this remained an Area Committee role.

In response to Members comments and questions, the following issues were discussed:

• Cross boundary issues
• Criteria for discounts and free lets
• The Area Committees responsibilities under the terms of delegation
• Use of Community Centres by varying groups and related safeguarding issues
• Promoting the use of Community Centres

RESOLVED – That the report be noted.

To receive and consider the attached report of the Director of Environment and Neighbourhoods

Time 15 Mins (Executive Function)

RESOLVED –

(1)  That the report be noted.

(2)  That the three priority neighbourhoods proposed for the Inner North East as define in Appendix A and the identification of the Brackenwoods for a localised action plan be approved.

(3)  That sufficient Wellbeing revenue funding as set out in paragraph 33 to allow the continuation of the existing Neighbourhood Management post beyond 2009/190 for a further 3 years be approved.  This being subject to a revised job description as set out in paragraph 32, annual performance review and availability of funding.

The Director of Environment and Neighbourhoods submitted a report – Priority Neighbourhoods – Building on the Intensive Neighbourhood Management Approach.

Members attention was brought to the following issues:

• Proposed neighbourhoods with priority needs.
• The potential changes to delivery of services.
• The request for approval for funding to continue the Neighbourhood Manager post.
• The production of the Community Charter for the area.

In response to Members comments and questions, the following issues were discussed:

• Members thanked the Area Management team for their work on this and the production of the Community Charter.
• Concern regarding the Moor Allerton Partnership.
• Members were asked to suggest areas of distribution for the Community Charter.

RESOLVED –

(1)  That the report be noted.

(2)  That the three priority neighbourhoods proposed for the Inner North East as defined in Appendix A and the identification of the Brackenwoods for a localised action plan be approved.

(3)  That sufficient Wellbeing revenue funding as set out in paragraph 33 to allow the continuation of the existing Neighbourhood Management post beyond 2009/10 for a further 3 years be approved.  This being subject to a revised job description as set out in paragraph 32, annual performance review and availability of funding.

(Councillor Lancaster was elected as Chair for the duration of this item as Councillor Lobley was absent from the meeting at the beginning of the discussion.  Councillor Lobley resumed the Chair immediately after).

To receive and consider the attached report of the East North East Area Manager

Time 15 Mins (Executive Function)

RESOLVED –

(1)  That the report be noted.

(2)  That the following decisions be made in respect of Wellbeing applications:

(i)  Installation of safety nets at Prince Philip Sports fields - £10,149 capital - Approved

(ii)  Meanwood Cricket Club – Fencing improvements - £6,500 capital - Approved

(iii)  Radio Fever – Community Project Worker - £8,000 revenue - Approved

(iv)  Stainbeck Church – Improvements to hall and facilities - £15,000 - Approved

(3)  That the following corrections and amendments to budget allocations be agreed and noted:

(i)  the amount awarded to the Chapel Allerton Arts Festival be corrected to £2,500

(ii)  to agree to vire £2,970 into the environment allocation where the cost of the Moortown Design Statement will be met from

(iii)  to note the success in fully committing the capital wellbeing budget with a small over programming and agree to reduce the amount earmarked for alleygating projects if necessary

(iv)  agree the suspension of applications for wellbeing capital until a future year’s allocation is confirmed

The report of the East North East Area Manager contained details of proposed projects/activities to deliver local actions relating to agreed themes and outcomes of the Area Delivery Plan. The projects had been discussed at a meeting of Area Committee’s Member Well-Being Group and their recommendations were included for noting and/or approving.

The latest financial position of the Wellbeing (revenue and capital) budget was also provided as appendix A and B.

Discussion was held regarding the following applications:

• Radio Fever – This was a request for match funding to both the Inner North East and Inner East Area Committees to fund a Community Outreach Worker post.  Advice had been sought on behalf of the Committee regarding a complaint that had been made to OfCom and details of the response from Radio Fever were made available to Members.  The request was made for £11,500 and it was suggested that £8,000 be awarded in line with funding made to another radio station.
• Chapeltown Football Youth Development Centre – Members attention was brought to conditions that involved planning permission and maintenance and liability issues.

Further discussion included the following:

• Members’ concern regarding the Youth Service summer programme – it was reported a new Youth Service Manager for the area had been appointed.
• Members were informed that the capital programme was over committed and any shortfall would be made from money allocated to the alleygating pot.

RESOLVED –

(1)  That the report be noted.

(2)  That the following decisions be made in respect of Wellbeing applications:

(i)  Installation of safety nets at Prince Philip Sports fields for Chapeltown Youth Football Development Centre - £10,140 capital – Approved subject to decisions outlined in paragraph 10 of the report

(ii)  Meanwood Cricket Club – Fencing improvements - £6,500 capital - Approved

(iii)  Radio Fever – Community Project Worker - £8,000 revenue – Approved subject to match funding being approved by East Inner Area Committee

(iv)  Stainbeck Church – Improvements to hall and facilities - £15,000 - Approved

(3)  That the following corrections and amendments to budget allocations be agreed and noted:

(i)  the amount awarded to the Chapel Allerton Arts Festival be corrected to £2,500

(ii)  to agree to vire £2,970 into the environment allocation where the cost of the Moortown Design Statement will be met from

(iii)  to note the success in fully committing the capital wellbeing budget with a small over programming and agree to reduce the amount earmarked for alleygating projects if necessary

(iv)  agree the suspension of applications for wellbeing capital until a future year’s allocation is confirmed

Monday, 7 December 2009 at 4.00 p.m.

Monday, 7 December 2009 at 4.00 p.m.

The meeting concluded at 6.40 p.m.