Agenda, decisions and minutes

The Chair welcomed all in attendance to the September meeting of the North East (Inner) Area Committee.

He also welcomed Councillor R Charlwood to her first meeting.

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

(The special circumstances shall be specified in the minutes)

There were no formal late items of business to consider, however the Chair agreed to accept the following as supplementary information:-

• Area Chairs Forum Minutes of the meeting held on 17^th June 2011 (Agenda Item 9) (Minute 24 refers)
• Delegation of Environmental Services – Service Level Agreement –Missing  Appendices (Agenda Item 12) (Minute 27 refers)

The documents were not available at the time of the agenda despatch, but subsequently made available to the public on the Council’s website.

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 declaration of interests were made:-

• Councillor J Dowson in her capacity as a Director of Groundwork Leeds (Agenda Item 11) (Minute 26  refers)
• Councillor E Taylor in her capacity as Lead Member for Environmental Services (Agenda Item 12) (Minute 27 refers)

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 to ask questions on matters within the terms of reference of the Area Committee. 

On this occasion, there were no matters raised under this item by members of the public.

To confirm as a correct record the attached minutes of the meeting held on 20^th June 2011.

RESOLVED -That the minutes of the meeting held on 20^th June 2011 be confirmed as a correct record.

To consider  a report of the Chief Officer (Democratic and Central Services) on progress in relation to Local Authority Appointments to Outside Bodies.

Referring to Minute 8 of the meeting held on 20^th June 2011, the Chief Officer (Democratic and Central Services) submitted a progress report in relation to Local Authority Appointments to Outside Bodies.

RESOLVED –

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

b)  That the following two outstanding Outside Bodies appointments be made for the 2011/2012 municipal year :-

·  Community Action for Roundhay Elderly – Councillor C Macniven

·  Chapeltown Citizens Advice Bureau – Councillor G Hussain

  c)  That Councillor C Macniven be nominated to sit on the Council’s

  Corporate Carer Group for the 2011-12 Municipal Year.

To consider a report of the Assistant Chief Executive (Planning, Policy and Improvement) on a requirement to submit copies of the Area Chairs Forum Minutes to Area Committee meetings.

N.B. Please note that a copy of the minutes will be circulated at the meeting.

The Assistant Chief Executive (Planning, Policy and Improvement) submitted a report on a requirement to submit copies of the Area Chairs Forum Minutes to Area Committee meetings.

A copy of the Area Chairs Forum minutes of a meeting held on 17^th June 2011 were circulated at the meeting as supplementary information.

For the benefit of the meeting, the Chair briefly referred to the issues discussed at both the Area Chairs Forum meetings held on 11^th May 2011 and 17^th June 2011 with specific reference to Environmental delegation.

It was noted that a decision had been made to roll out the whole Service Level Agreement (SLA) programme across all ten Area Committee areas as opposed to piloting it in one specific area.

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

• clarification of the availability of future Area Chairs Forum minutes at forthcoming Area Committee meetings and the need for the minutes to be included within the agenda pack

(Stuart Robinson, Governance Services responded and confirmed that future minutes would be included within the agenda pack where ever possible)

• the concerns expressed that the support team within East North East Area Management was running below par in view of current pressures and vacancies etc

(Rory Barke, East North East Area Leader responded and confirmed that the pending restructure would address these concerns. He briefly outlined the temporary interim staffing measures and arising from discussions he agreed to supply Members of the Committee with a copy of key contacts for each of the wards)

RESOLVED –

a)  That the contents of the report be noted.

b)  That the minutes of the Area Chairs Forum meeting held on 17^th June 2011 be received and noted.

c)  That the East North East Area Leader be requested to supply Members of the Committee with a copy of key contacts for each of the wards for their use pending the implementation of the restructure.

To consider a report of the East North East Area Leader setting out the format for the Area Committee Business plan and highlighting progress made in relation to the plan. The report also provides Members with an update on progress of action taken to deliver the priorities set out in the Community Charter.

The East North East Area Leader submitted a report setting out the format for the Area Committee Business Plan and highlighting progress made in relation to the plan. The report also provided Members with an update on progress of action taken to deliver the priorities set out in the Community Charter.

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

·  Inner North East Area Committee Business Plan 2011/12 (Appendix 1 refers)

·  Progress in relation to the priorities as set out in the Area Committee Community Charter (Appendix 2 refers)

Sharon Hughes, East North East Area Management presented the report and responded to Members’ comments and queries.

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

• clarification of the review process and timescales of the Business Plan
• clarification of how the Business Plan would be publicised within the public domain
• concerns about limited feedback from those organisations who had been previously awarded a well-being grant

(The East North East Area Management Officer responded and outlined the current monitoring process. She stated that more could be done with a view to keeping Members informed in this area and agreed to explore the suggestions around photographic material charting the progress of organisations who had received funding)

RESOLVED –

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

b)  That this Committee notes the progress made to deliver the priorities set out in the Community Charter and the intention to produce the Area Committee Business Plan for the October 2011 meeting.

c)  That approval be given to the format of the Area Committee Business Plan in accordance with the report now submitted.

(Councillor S Hamilton joined the meeting at 4.20pm during discussions of the above item)

To consider a report of the East North East Area Leader highlighting the major benefits and added value of Capital Well Being Funding in Inner North East Leeds and also providing Members with an update on the current position of the Revenue Well Being Funding for the Area Committee and setting out applications made for consideration by the Area Committee.

RESOLVED –

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

b)  That this Committee notes and welcomes the amount of investment  that the Well Being Capital fund had levered in to the area which had also made a real difference to the community in East North Leeds.

c)  That a vote of thanks be conveyed to the Deputy Leader of the Council and Executive Member for Neighbourhoods and Housing for commissioning this piece of work, together with the valuable contributions received from the Member Well Being Group and support officers.

d)  That the East North East Area Leader be requested to look at ways of publicising achievements and to address the value from outside funding for future consideration by the Area Committee.

e)  That approval be given to the recommendation of the Member Well Being Working Group for the Sugarwell project for £3,000 for Groundwork Leeds to administer in accordance with the report now submitted.

The East North East Area Leader submitted a report highlighting the major benefits and added value of Capital Well Being Funding in Inner North East Leeds and also providing Members with an update on the current position of the Revenue Well Being Funding for the Area Committee and setting out applications made for consideration by the Area Committee.

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

·  East North East Budget and Expenditure (Appendix 1 refers)

·  Inner North East Area Management Capital Budget Information (Appendix 2 refers)

·  Inner North East Area Committee Well-Being Budget 2011-12 (Appendix 3 refers)

Sharon Hughes, East North East Area Management presented the report and responded to Members’ comments and queries.

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

• to welcome the report and it’s findings around spending and leverage, but to accept that more could be done for members of the public in this area
• the need for a ‘coin’ structure with simple language to be incorporated within the Community Charter showing that for every £1 spent, a figure of £2.40 was achieved through leverage

(The East North East Area Leader agreed to look into this suggestion)

• to note that there will be no on-costs in relation to the Village Caretaker’s scheme and that Parks and Countryside were currently drawing up the advertisement
• the need to convey a vote of thanks to the Deputy Leader of the Council and Executive Member for Neighbourhoods and Housing for commissioning this piece of work, together with the valuable contributions received from the Member Well Being Group and support officers
• the need to look at ways of publicising achievements and to address the value from outside funding for future consideration by the Area Committee

RESOLVED –

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

b)  That this Committee notes and welcomes the amount of investment  that the Well Being Capital fund had levered in to the area which had also made a real difference to the community in East North Leeds.

c)  That a vote of thanks be conveyed to the Deputy Leader of the Council and Executive Member for Neighbourhoods and Housing for commissioning this piece of work, together with the valuable contributions received from the Member Well Being Group and support officers.

d)  That the East North East Area Leader be requested to look at ways of publicising achievements and to address the value from outside funding for future consideration by the Area Committee.

e)  That approval be given to the recommendation of the Member Well Being Working Group for the Sugarwell project for £3,000 for Groundwork Leeds to administer in accordance with the report now submitted.

To consider a report of the Director of Environment and Neighbourhoods on presenting to the Area Committee, for approval, a final version of the Service Level Agreement (SLA) through which the work of the Environmental Locality team will be steered over the next nine months.

RESOLVED –

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

b)  That approval be given to the Service Level Agreement for the delivery of delegated environmental services in accordance with the report now submitted.

c)  That the Chair be requested to write a letter of thanks, on behalf of the Area Committee, commending the team who were responsible for the excellent clean up operation resulting from a recent burnt out car and disturbances in Chapeltown.

Referring to Minute 12 of the meeting held on 20^th June 2011, the Director of Environment and Neighbourhoods submitted a report on presenting to the Area Committee, for approval, a final version of the Service Level Agreement (SLA) through which the work of the Environmental Locality team would be steered over the next nine months.

Appended to the report was a copy of the Service Level Agreement for the Delegation of Environmental Services for the information/comment of the meeting.

In addition to the above appendix, copies of Appendices A to G in relation to the Service Level Agreement were circulated at the meeting as supplementary information.

John Woolmer, Environmental Locality Manager for East North East presented the report and responded to Members’ queries and comments.

Andrew Mason, Chief Officer Environmental Services was also in attendance.

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

• the need for the Environmental Locality Manager to be included on the list for major events with a view of increasing the level of activity for cleaning up operations
• the need for the service level agreement to take into account leaf fall around gully cleaning and on clarification of the budget available for the provision of larger bins and improvements

(The Environmental Locality Manager responded and outlined the forthcoming process with regards to leaf fall which would involve a dialogue with Ward Members in the coming weeks ahead. He also confirmed that there was a capital pot of money available to replace litter bins and welcomed Members views on trying to secure the best positions for sitting bins in their respective wards)

• the need for litter bins to be empted more frequently with a stock take to be undertaken to accommodate this
• the need for officers to look into increasing the level of local businesses sponsoring litter bins

• the need to commend the team who were responsible for the excellent clean up operation resulting from a recent burnt out car and disturbances in Chapeltown

The East North East Area Leader concluded discussions on this issue and paid tribute to Elected Members and officers for the excellent work undertaken in this area since January 2011. He made reference to the success of the workshops and as a result of goodwill, the service was now achieving it’s agreed priorities around stage one of the process.

RESOLVED –

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

b)  That approval be given to the Service Level Agreement for the delivery of delegated environmental services in accordance with the report now submitted.

c)  That the Chair be requested to write a letter of thanks, on behalf of the Area Committee, commending the team who were responsible for the excellent clean up operation resulting from a recent burnt out car and disturbances in Chapeltown.

To consider a report of the Director of Children’s Services which aims to support Elected Member involvement with Children’s Services locally by helping to strengthen understanding of some key performance information at a local area level.  It builds on previous Children’s Services performance reports presented to Area Committees in 2010 and earlier this year.

The Director of Children’s Services submitted a report which aimed to support Elected Member involvement with Children’s Services locally by helping to strengthen understanding of some key performance information at a local area level.  The report also built on previous Children’s Services performance reports presented to Area Committees in 2010 and earlier this year.

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

Appendix 1 - Proposed Schedule of Information for Area Committee Reporting for 2011/12

Appendix 2 - Note of the Leeds Children’s Services Meeting with the DfE: 20^th 

  May 2100

Appendix 3 - LAC, CPP, New Referrals, and CAF Data by Area

Appendix 4 - Primary & Secondary School Attendance data by Area and Ward

Appendix 5 - NEET and Not Known data by Area and Ward.

Appendix 6 - School Inspection Data by Area

Sarah Sinclair, Deputy Director of Children’s Services presented the report and responded to Members’ queries and comments.

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

• to welcome the continuing practice of bringing important cases to Elected Members
• clarification why the Common Assessment Framework (CAF) figures initiated by area as at July 2011 were on the low side
• to welcome the improved system in relation to the Common Assessment Framework and to recognise the risks facing the Council arising from the budget cuts to key services supporting the care of children being looked after
• to welcome the fact that children’s pregnancies were on the decline which demonstrated that the new approach to Council services was working
• the need for the Area Committee to be provided, as a comparison, with the equivalent school data attendance figures

(The Deputy Director of Children’s Services responded and agreed look into this issue in consultation with East North East Area Management )

• the need for the Area Committee to be provided with information relevant to ethnicity and to recognise the importance of addressing the culture elements

(The Deputy Director of Children’s Services responded and agreed supply this information to the Area Committee via East North East Area Management)

• clarification of whether the statistics included Academies

(The Deputy Director of Children’s Services responded and confirmed that the data did not cover Academies)

RESOLVED – That the contents of the report and appendices be noted and welcomed.

To consider a report of the Director of Children’s Services presenting the Area Committee with an update on the work being undertaken across the city to ensure the authority meets its statutory duty to ensure sufficiency of school places in the context of an increasing birth rate. In particular, the report also draws members’ attention to the proposal directly affecting the inner east following Executive Board’s approval to a consultation on a proposal for a new school to be established through a competition in the Harehills on land at Florence Street to open September 2013. Although not directly in the inner north east, the site is close to the Chapel Allerton ward.

The Director of Children’s Services submitted a report presenting the Area Committee with an update on the work being undertaken across the city to ensure the authority meets its statutory duty to ensure sufficiency of school places in the context of an increasing birth rate.

In particular, the report also drew Members’ attention to the proposal directly affecting the inner east following Executive Board’s approval to a consultation on a proposal for a new school to be established through a competition in the Harehills on land at Florence Street to open September 2013. Although not located directly in the inner north east, the site was close to the Chapel Allerton ward and could affect choices for families in that area.

Lesley Savage, Children’s Services presented the report and responded to Members’ queries and comments.

RESOLVED –That the contents of the report be noted.

(Councillors C Macniven and E Taylor left the meeting at 5.40pm during discussions of the above item)

To consider a report of the Director of City Development informing Ward Councillors of three planning workshops to be held in relation to the production of a new supplementary planning document (SPD) addressing the growth and management of houses in multiple occupation (HMO) concentrations. The creation of a new SPD is in response to the introduction of an Article 4 direction in Leeds which will come into effect on the 10^th February 2012.

The Director of City Development submitted a report informing Ward Councillors of three planning workshops to be held in relation to the production of a new supplementary planning document (SPD) addressing the growth and management of houses in multiple occupation (HMO) concentrations.

The creation of a new SPD was in response to the introduction of an Article 4 direction in Leeds which would come into effect on the 10^th February 2012.

Appended to the report was a copy of a map of Article 4 Direction area with Workshop boundaries (Appendix 1 refers).

Robin Coghlan, Team Leader (Policy), City Development presented the report and responded to Members’ queries and comments.

Discussion ensued on the content of the report with specific reference to the dates of the workshop and the need for the Area Committee to help notify local groups and individuals who might be interested. To avoid duplication, the Area Committee needed to be supplied with a list of the groups who had already been notified by City Development officers.

RESOLVED –

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

b)  That this Committee supports the development of the workshops and agrees to publicise this event widely within the Council.

c)  That the Team Leader (Policy), City Development be requested to forward a short explanation about the forthcoming workshops and provide a list of previously notified groups to East North East Area Management for dissemination to Members of the Area Committee.

Monday 17^th October 2011 at 4.00pm at the Reginald Centre, 263 Chapeltown Road, Leeds LS7 3EX

Monday 17^th October 2011 at 4.00pm at the Reginald Centre, 263 Chapeltown Road, Leeds LS7 3EX.

(The meeting concluded at 6.00pm)