Agenda, decisions and minutes

In the absence of the Chair, Councillor Murray as Deputy, took the Chair and welcomed everybody to the October meeting of the East (Outer) Area Committee.

(Note: Councillor Dobson took the Chair towards the end of Item 12 Community Centres Report (Minute No. 39 refers) when Councillor Murray left the meeting.)

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.

In respect of Agenda Item 10 ‘Round 6 PFI Lifetime Neighbourhoods for Leeds Update’ (Minute No. 37 refers), the following declarations of interest were made:

·  Councillor Lyons as a member of Outer East Area Panel of East North East Homes

·  Councillor Murray as a member of the Outer South East Area Panel of Aire Valley Homes

In respect of Agenda Item 12 ‘Community Centres Report’ (Minute No. 39 refers), the following declarations of interest were made:

·  Councillor Armitage as a member of Swarcliffe Good Neighbours

·  Councillor Grahame as her husband works at and is a Governor of Thomas Danby College and as a member of Cross Gates & District Good Neighbours Scheme

·  Councillor Wakefield as a member of the Board of Leeds Groundwork Trust

·  Councillor W Hyde as Chair of Cross Gates & District Good Neighbours Scheme and Church Warden of St Mary’s Church, Whitkirk

In respect of Agenda Item 14 ‘Well Being Budget (Revenue) 2009/10’ (Minute No. 41 refers), the following declaration of interest was made:

·  Councillor Armitage as a member of Swarcliffe Good Neighbours

In respect of Agenda Item 16 ‘Area Manager’s Update Report’ (Minute No. 43 refers), the following declarations of interest were made:

·  Councillor Armitage as a member of Swarcliffe Good Neighbours and as a member of the Area Health and Wellbeing Partnership

·  Councillor Dobson as a member of the North East Divisional Community Safety Partnership

·  Councillor Murray as Director of Learning Partnerships and as a member of the Area Jobs, Enterprise and Training Partnership

Apologies for absence were submitted on behalf of Councillors Parker, J Lewis and Gruen.

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 Chair referred to the provision in the Area Committee Procedure Rules for an ‘Open Forum’ period at each ordinary meeting of an Area Committee, during which members of the public could ask questions or make representations on any matter within the terms of reference of the Area Committee.  As there were no members of the public present, no issues were raised.

To confirm as a correct record the attached minutes of the meeting held on 8^th September 2009.

RESOLVED – That the minutes of the meeting held on 8^th September 2009 be confirmed as a correct record.

Minute No. 23 – Neighbourhoods Wardens – Restructure Proposals

The Acting Area Manager advised Members that consultations between management and the Unions was still on-going.

Members expressed their concerns regarding reports that there would not be a Neighbourhood Warden service in the Outer East, particularly as Area Committee funding had supported the service,  which had been very effective.  Members requested that a clear picture of the proposals should be brought to the next Area Committee meeting.

Minute No. 27 – Area Manager’s Update Report

With regard to the request by Sainsburys in Garforth for an extended liquor licence, Members were informed that, due to the weight of public objection, this request had been withdrawn.

To consider the attached report of Leeds Teaching Hospitals NHS Trust seeking Members’ views on Leeds Teaching  Hospitals NHS Trust’s application to become an NHS Foundation Trust as part of the consultation.

(Council Function)

Leeds Teaching Hospitals submitted a report seeking Members’ views as part of the consultation being undertaken by Leeds Teaching Hospitals NHS Trust (LTHT) about its application to become an NHS Foundation Trust.

The Chair welcomed to the meeting to present the report Graham Johnson, Divisional Medical Manager for Medicine, LTHT.

Mr Johnson delivered a PowerPoint presentation outlining how the Foundation Trust would be set up and operate.  Information was provided on the proposed Constitution, Constituencies, Council of Governors, Community Involvement, Board of Directors and the elections process.  Details of the consultation process were also outlined and how Members could give their feedback.

In brief summary, Members then raised the following concerns:

·  The need for a fair and equitable service across the city

·  The need for the Trust to consult with user groups and the local authority

·  The need to review the proposed grouping of constituencies

·  Whether having just the one Leeds City Council member on the Council of Governors was sufficient

·  The need for greater accountability than at present

·  The cross-flow of patients across boundaries

·  The implications of the new model in respect of policy determination

·  Who would benefit from the proposals the most – patients or administrators?

Members also sought clarification on a number of points which were in summary:

·  Whether the make up of the Council of Governors was set in statute

·  How the clinical outcomes would be regulated

·  The Trust’s proposed relationship to commissioning arms

·  The reasons for changing to a NHS Foundation Trust

It was noted that the Divisional Medical Manager for Medicine would take back Members’ comments.  Members were also advised that leaflets had been left at the back of the room with details on how additional feedback could be left, including details of the Trust’s website address.

RESOLVED –

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

(b)  That the Divisional Medical Manager for Medicine feedback the Area Committee’s concerns on the proposals as outlined above.

(c)  That the request for feedback on the consultation be noted.

To consider the attached report of the Director of Children’s Services outlining for Members the Youth Service’s delivery in the Outer East Wards in the first half of the year and plans for the future.

(Council Function)

The Director of Children’s Services submitted an update report presenting the performance data and commentary so far for 2009/10 for the Youth Service’s delivery in the Outer East Wards and plans for the future.

Due to the unavailability of the report author, it was agreed to defer this item until such time that the officer in question could attend a future meeting of the Committee.

RESOLVED – That this item be deferred to a future meeting of the Committee.

To consider the attached report of the Chief Regeneration Officer updating Members on the principles of the Private Finance Initiative Round 6 Lifetime Neighbourhoods for Leeds project, in advance of the formal consultation between November and December 2009.

(Council Function)

The Chief Regeneration Officer submitted a report providing Members with information and updating the Area Committee on the principles of the Round 6 Lifetime Neighbourhoods for Leeds (LNL) project prior to the formal consultation between November and December 2009.

The Acting Area Manager, Keith Lander, presented the report in the absence of the report authors who had sent their apologies.  Members were advised that this report was for the Committee’s information, providing Members with advance notice on this key scheme ahead of the formal consultation.  Members were advised that they would be fully consulted before these proposals would be presented to the Executive Board for their agreement.

Members generally expressed their support for this scheme and advocated that a paper be submitted back to the Area Committee at the earliest opportunity.  However Members also expressed their concern that the paper submitted had been incomplete and that an officer had been unavailable to present it.  Members also questioned who and why it had been decided that people aged 55+ would be included as older people for the purposes of this initiative.

RESOLVED –

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

(b)  That a full and complete report be submitted back to the Area Committee at the earliest opportunity and that an officer be available to present it.

To consider the attached report of the Chief Environmental Services Officer providing Members with an update on actions and progress on the Procurement process for the provision of Grounds Maintenance from 1 March 2011 and seeking their views.

(Council Function)

The Chief Environmental Services Officer submitted a report updating the Committee on actions and progress on the procurement process for the provision of Grounds Maintenance from 1 March 2011 and seeking Members’ views and input on the development of the specification and consultation process.

The Acting Area Manager, Keith Lander, advised the Committee that grounds maintenance was one of the enhanced roles that Area Committees now had the opportunity to influence.

The Chair welcomed to the meeting Simon Costigan, Head of Housing Management, Aire Valley Homes and Giles Jeffs, Contracts Officer, Environment and Neighbourhoods, to present the report and respond to Members’ queries and comments.

In brief summary, Members raised the following issues and made the following comments:

·  Mapping – Members requested that maps be provided showing who was responsible for each piece of land that was being serviced, in order for the service to be properly accountable.

·  The need for one integrated service across the city was essential.

·  Proper financial penalties should be imposed for failures within the service.

·  Specific areas of the Outer East, such as the roundabout on the A63 Selby Road, Colton Village, Garforth and ginnels in general were given as examples of current problem areas.

·  That litter should be picked up prior to cutting.

·  Concern for older vulnerable people living in sheltered bungalows in Swillington who were being targeted by private grass cutting businesses, when their grass should be being cut by the Council.

·  Whether Members were involved in the Project Team and Board – officers advised that there were no Members on the Project Team or Board.

The Head of Housing Management, Aire Valley Homes, noted Members’ comments and advised that similar concerns had been voiced by other Area Committees.  He requested that Members advise on any other ‘orphan’ sites within their area.

In response to Members’ further queries regarding the finer detail of the management of financial penalties, Officers advised that there had to be a balance otherwise contractors would ‘risk price’ for higher penalties.  Best practice from other local authorities was being sought.

RESOLVED –

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

(b)  That Members’ comments on the outline proposals be noted.

To receive a report from the Director of Environment and Neighbourhoods requesting Members’ comments on and agreement to the key areas outlined in the report.

(Executive Function)

RESOLVED –

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

(b)  That a pricings and lettings paper regarding community centres be presented at a future meeting of the Committee.

The Director of Environment and Neighbourhoods Directorate submitted a report focusing on the following key areas of the management of community centres: budgets, property management and maintenance, rental support and pricing and lettings policy, issues associated with the local portfolio of the Committee and the development of local action plans.

The following officers were welcomed to the meeting to present the report and address any specific questions identified by the Board:

·  Liz Jarmin – Acting Neighbourhood Services Manager, Regeneration Service, and

·  TrudieCanavan – Community Issues Officer, Regeneration Service

The Acting Neighbourhood Services Manager advised that this report was a position statement on how the delegation could be progressed and highlighted key points in the report.  She also stated that it was recognised that this was a contentious and sensitive issue and assured the Committee that Members would be fully consulted throughout.

In response to Members’ concerns, officers reassured the Committee that it was not the intention of these arrangements to price out community groups from using community centres.  Officers were working closely with Area Management Teams to make sure that community groups would be fairly treated and a pricing and lettings proposal would be brought back to the Area Committee for consideration.

Members’ concerns regarding the management and funding of centres were also noted, particularly with regard to maintenance.  Officers advised that other Area Committees were considering establishing community centre sub-committees to assist in the management of centres and to ensure that issues relating to local centres were properly considered.  After consideration however, Members decided against this approach for this Area Committee.

Members sought clarification on various other points in the report and requested that an early paper be brought back to the Committee on the pricing and lettings proposals.

RESOLVED –

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

(b)  That a pricing and lettings paper regarding community centres be presented to a future meeting of the Committee.

(Note: Councillor Murray left the meeting at 5.45pm during the consideration of this item and Councillor Dobson was formally proposed and appointed to the Chair for the remainder of the meeting.)

To consider the attached report of the South East Area Manager explaining the proposals to make 2010 – A Year of Volunteering in Leeds and seeking Members’ approval for participation in the programme of activities.

(Council Function)

The South East Area Manager submitted a report which explained the proposal to make 2010 – A Year of Volunteering in Leeds, and which outlined progress in relation to developing a programme of activities and arrangements for running and resourcing this programme.  The report also suggested a programme of activities for the Outer East Area  and sought Member approval for this programme.

The Area Management Officer, Martin Hackett, presented the report and drew Members’ attention to Appendix 1 which detailed a series of events planned in 2010 with LCC and external agencies to celebrate volunteers and volunteering.  It was explained that the plan for the Outer East Area was to arrange an event in spring 2010 which would recognise and reward current volunteers, then later in the year to hold an event designed to attract new volunteers to voluntary groups.

Members welcomed these proposals, but bearing in mind that there was very little funding available, it was proposed that resources be concentrated on one event in 2010 to congratulate existing volunteers in the Outer East Area.

Members also requested that the Committee be provided with an idea of the number of people currently involved in volunteering in the Outer East.

RESOLVED –

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

(b)  That the proposal, mission and aims for 2010 being the Year of Volunteering in Leeds be endorsed and supported by the Committee.

(c)  That one event be held in the Outer East Area to reward and congratulate current volunteers in the Area.

To consider the attached report of the South East Area Manager providing information on commitments for 2009/10, project work funded from the 2009/10 budget and a request to allocate the remainder of the budget.

(Executive Function)

RESOLVED –

(a)  That the report and appendices be noted.

(b)  That the remaining £6,000 of the Well Being Revenue budget be allocated towards the promotion of community centres subject to further clarification with Members from Kippax & Methley and Cross Gates & Whinmoor Wards.

(c)  That the decision to award £6,000 to Garforth Arts Festival from the community engagement stream of the Well Being Budget be deferred until further clarification has been sought on how the Area Committee’s previous allocations of funding have been spent.

The South East Area Manager submitted a report providing information on commitments for 2009/10 and an update on the project work funded from the 2009/10 budget.  The details of small grants processed since the beginning of the financial year were detailed in Appendix 1 to the report.

The Area Management Officer, Martin Hackett, presented the report and drew Members’ attention to the request for the Area Committee to allocate the remaining £6,000 of the Well Being budget to the promotion of community centres.  Members were also being requested to consider whether or not to continue funding the Garforth Arts Festival in future years.

With regard to the proposal to allocate £6,000 to the promotion of community centres, Members sought clarification from Officers on how this funding would be split between the two Wards concerned.  It was agreed that Members from both Wards would be consulted on how the £6,000 should be split.

With regard to the continued funding of the Garforth Arts Festival, Members expressed their concern that they had not been kept informed as requested, as to what previous funding from the Area Committee had been specifically spent on and it was agreed to defer this decision until clarification could be sought.

RESOLVED –

(a)  That the report and appendices be noted.

(b)  That the remaining £6,000 of the Well Being Revenue budget be allocated towards the promotion of community centres, subject to further clarification with Members from Kippax & Methley and Cross Gates & Whinmoor Wards.

(c)  That the decision to award £6,000 to Garforth Arts Festival from the community engagement stream of the Well Being Budget be deferred until further clarification has been sought on how the Area Committee’s previous allocations of funding have been spent.

To consider the attached report of the South East Area Manager requesting support for several new projects in the Outer East Area and updating Members on breakdown of spend by Ward.

(Executive Function)

RESOLVED –

(a)  That the report and appendices be noted.

(b)  That the following requests for funding be approved:

·  To the Colton Institute for improvements to the floor - £2,950

·  To Kippax Welfare Sports and Social Club for security fencing - £1,500.

The South East Leeds Area Manager submitted a report which requested support for several new projects in the area from the capital budget allocation and updated Members on breakdown of spend by Ward.

The Area Management Officer, Martin Hackett, presented the report and advised that funding approval was requested for two projects: £2,950 for improvements to the Colton Institute and £1,500 for security fencing to Kippax Welfare Sports and Social Club. 

The Area Management Officer, referring to Appendix 1 which showed a breakdown of funding by Ward, also advised Members that Temple Newsam, Kippax & Methley and Cross Gates & Whinmoor Wards still had a lot of funding available to allocate.  Members suggested various projects and organisations that could benefit.

RESOLVED –

(a)  That the report and appendices be noted.

(b)  That the following requests for funding be approved:

·  To the Colton Institute for improvements to the floor - £2,950

·  To Kippax Welfare Sports and Social Club for security fencing - £1,500.

To consider the attached report of the Acting South East Area Manager providing an update on actions and achievements around the Area Delivery Plan priorities since the previous meeting and providing information on current projects that the Area Management Team are working on.

(Executive Function)

RESOLVED –

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

(b)  That a letter of thanks be sent by the Chair of the Area Committee to officers and organisations involved in the Older Persons Week.

The South East Area Manager submitted a report updating Members on actions and achievements of the Area Management Team relating to priorities and work of the Area Committee since the previous meeting. The minutes from local forum meetings and local partnership meetings were also attached to the report.

The Acting Area Manager, Keith Lander, presented the report and highlighted the very successful Older Persons Week.  Members agreed that a letter congratulating all those involved in the organisation of this event should be sent by the Chair.

RESOLVED –

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

(b)  That a letter of thanks be sent by the Chair of the Area Committee to officers and organisations involved in the Older Persons Week.

To note the dates and times of future meetings as 8^th December 2009, 9^th February 2010 and 23^rd March 2010.  All at 4.00pm in the Civic Hall, Leeds.

Noted as 8^th December 2009, 9^th February 2010 and 23^rd March 2010 – all at 4.00pm in the Civic Hall, Leeds.

The meeting concluded at 6.15pm.