Agenda, decisions and minutes

The Chair welcomed everyone to the December meeting of the East (Outer) Area Committee held in the Civic Hall, Leeds.

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 interests were declared:-

·  Councillor W Hyde in his capacity as a Governor at Temple Moor High School and Colton Primary School (Agenda Item 10) (Minute 53 refers)

·  Councillor T Murray in his capacity as Chief Executive Officer for Learning Partnerships (Agenda Items 10, 11 and 16)

(Minutes 53, 54 and 58 refers) and in his capacity as Trustee of Swillington Educational Charity (Agenda Item 12) (Minute 55 refers)

·  Councillor K Wakefield in his capacity as a Governor at Ashtree School and Brighouse School (Agenda Item 13) (Minute 50 refers)

·  Councillor J Lewis in his capacity as a Governor at Kippax North Primary School and Micklefield Primary School (Agenda Item 13) (Minute 50 refers)

b)  The following personal and prejudicial interests were declared:-

·  Councillor W Hyde in his capacity as Church Warden at St Mary’s Church, Whitkirk (Agenda Item 9) (Minute 52 refers)

·  Councillor D Schofield in his capacity as a member of St Mary’s Church, Whitkirk (Agenda Item 9) (Minute 52 refers)

·  Councillor P Gruen in his capacity as Chair of Aire Valley Homes (Agenda Item 9) (Minute 52 refers)

·  Councillor P Grahame in her capacity as a Governor at Swarcliffe Primary School and due to the fact that her husband was also a Governor at the same school (Agenda Item 13) (Minute  50 refers)

An apology for absence was received on behalf of Councillor A McKenna.

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 on this occasion.

To confirm as a correct record the attached minutes of the meeting held on 27^th October 2009.

A copy of the minutes of the previous meeting held on 27^th October 2009 were submitted for approval.

Councillor P Gruen and Councillor M Lyons referred to Minute 34 ‘Matters Arising’ in relation to the item on Neighbourhoods Wardens – Restructure Proposals.

CouncilorGruen requested a progress report on this issue for consideration at the next meeting in February. The Acting South East Area Manager, Keith Lander responded and agreed to address this issue later in the meeting under the item ‘Actions, Achievements and Update Report’ (Minute 58 refers).

Councillor Lyons raised his concerns that Members of the Committee were still unclear as to how many wardens there would be under the new structure.

RESOLVED – That the minutes of the meeting held on 27^th October 2009 be confirmed as a correct record.

To consider the attached report of the Chief Executive, Education Leeds presenting the Area Committee with the consultation document on proposals for the expansion of 17 primary schools and additional provision for children with special educational needs at 2 primary schools.

(Council Function)

The Chief Executive, Education Leeds submitted a report presenting the consultation document on proposals for the expansion of 17 primary schools and additional provision for children with special educational needs at 2 primary schools.

The Chair welcomed to the meeting Lesley Savage, Senior Planning and Bids Manager and Darren Crawley, Early Years Planning Manager, Education Leeds to present the report and respond to Members’ queries and comments.

Also in attendance was Pat Toner, Director of Organisational Improvement, Education Leeds who provided the meeting with background information around the consultation process.

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

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

·  the recent Temple Newsam Ward Member discussions undertaken in respect of capacity problems at a number of schools in the Temple Newsam area and the need for officers to focus on the admission problems at Meadowfield Primary School

(The Senior Planning and  Bids Manager responded and confirmed that officers would address the admission problems at Meadowfield Primary School)

·  the need for a drop off point and turning circle to be addressed at Whitkirk Primary School

·  the need for the consultation process to focus on demographic planning and to acknowledge those difficulties encountered in Outer areas e.g. Thorner, as opposed to those occurring in Inner city areas

·  the need to have a future vision in this area and not to rush the consultation process

·  clarification of the table projections  in respect of pupil projections and to acknowledge that the population does change

·  clarification of what was happening with regards to the increase/decrease provision of surplace places in relation to those Nurseries attached to schools

RESOLVED –

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

(b)  That the above responses be incorporated as part of the ongoing consultation process.

(Councillor P Grahame having previously declared a personal and prejudicial interest in this item, left the room and took no part in the discussion or voting thereon)

To consider the attached report of the South East Area Manager providing information on commitments for 2009/10 an update on projects funded from this year’s budget and information on specific projects.

(Executive Function)

RESOLVED

(a)  That the report be noted.

(b)  That £6,000 be awarded to support Garforth Arts Festival from the community engagement stream of the Well Being Budget.

(c)  That in relation to the proposal regarding Christmas lights as outlined in section 3.4 to the report, this item be deferred to enable full consultation to take place between Ward Members, the Cross Gates Forum and traders.

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:-

• Gardening Scheme

• Garforth Arts Festival

• Christmas Lights

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

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

• clarification of the cost arrangements in relation to the specialist arts advisers at Garforth Arts Festival
• clarification of the funding and proposed site arrangements for Christmas lights, in particular Cross Gates
• the need for full consultation to take place on Christmas lights between Ward Members, the Cross Gates Forum and traders

RESOLVED

(a)  That the report be noted.

(b)  That £6,000 be awarded to support Garforth Arts Festival from the community engagement stream of the Well Being Budget.

(c)  That in relation to the proposal regarding Christmas lights as outlined in section 3.4 to the report, this item be deferred to enable full consultation to take place between Ward Members, the Cross Gates Forum and traders.

To consider the attached report of the South East Are 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 Garforth in Bloom for the Christmas Tree project - £1,303

·  To install CCTV to Fieldhead Carr Shopping area (Whinmoor) - £9,842

·  To Allerton Bywater Parish Council Regeneration Group for the colliery memorial fund - £5,000 subject to Allerton Bywater Parish Council acquiring the remaining £50,000 for the project.

·  To the Youth Offending Service in Halton Moor/Osmondthorpe to deliver an environmental project at the Halton Moor Community House - £2,480

·  To the Parochial Church Council of St Mary’s Church Hall (Whitkirk) for the renewal of the kitchen - £5,000 subject to the church acquiring the rest of the funds to carry out the work

·  For floodlights to Fieldhead Carr rugby pitches (Whinmoor) – a further £2,000

·  To St Wilfrid’s Church (Halton) for improvements to  the church hall - £5,000 subject to St Wilfrid’s Church acquiring the remaining funds for this project

(c)  That the request by Aire Valley Homes for £2,190 to retarmac the entrance to Halliday Road garage site not be approved.

(d)  That in relation the request to approve the cancellation of the Grafton Villas capital order and the return of the previously allocated £15,000 to the budget of Cross Gates & Whinmoor Ward, consideration of this item be deferred to enable further discussions to be undertaken with the Cross Gates Forum.

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 responded to Member’s queries and comments.

Discussion ensued on the contents of the report and appendices with specific reference to the key findings in relation to the Grafton Villas Long Footpath.

RESOLVED –

(a)  That the report and appendices be noted.

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

·  To Garforth in Bloom for the Christmas Tree project - £1,303

·  To install CCTV to Fieldhead Carr Shopping area (Whinmoor) - £9,842

·  To Allerton Bywater Parish Council Regeneration Group for the colliery memorial fund - £5,000 subject to Allerton Bywater Parish Council acquiring the remaining £50,000 for the project.

·  To the Youth Offending Service in Halton Moor/Osmondthorpe to deliver an environmental project at the Halton Moor Community House - £2,480

·  To the Parochial Church Council of St Mary’s Church Hall (Whitkirk) for the renewal of the kitchen - £5,000 subject to the church acquiring the rest of the funds to carry out the work

·  For floodlights to Fieldhead Carr rugby pitches (Whinmoor) – a further £2,000

·  To St Wilfrid’s Church (Halton) for improvements to  the church hall - £5,000 subject to St Wilfrid’s Church acquiring the remaining funds for this project

(c)  That the request by Aire Valley Homes for £2,190 to retarmac the entrance to Halliday Road garage site not be approved.

(d)  That in relation to the request to approve the cancellation of the Grafton Villas capital order and the return of the previously allocated £15,000 to the budget of Cross Gates & Whinmoor Ward, consideration of this item be deferred to enable further discussions to be undertaken with the Cross Gates Forum.

(Councillor W Hyde and Councillor D Schofield having previously declared a personal and prejudicial interest in the item relating to St Mary’s Church, Whitkirk left the room and took no part in the discussion or voting thereon on this application for capital funding)

(Councillor P Gruen having previously declared a personal and prejudicial interest in the item relating to Aire Valley Homes, left the room and took no part in the discussion or voting thereon on this application for capital funding)

To consider the attached report of the Director of Children’s Services providing an outline of the proposed children’s services performance management arrangements for Area Committees.

(Council Function)

The Director of Children’s Services submitted a report which provided an outline of the proposed children’s services performance management arrangements for Area Committees.  The report also sought Member involvement in ensuring that the local performance information was relevant to local priorities to enable the Area Committee to carry out its performance monitoring role.

The Chair welcomed Ken Morton, Locality Enabler Children’s Services, to present the report and respond to Members’ queries and comments. 

Also in attendance was Pat Toner, Director of Organisational Improvement, Education Leeds.

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

·  to note recent changes to the Ofsted inspection framework with clarification sought  on the Area Committee’s involvement in supporting children’s services improvement and better working

·  the urgent need to address the issue of Children’s Services which was in a critical state and to progress this corporately with consideration of increased locality working

·  clarification of the financial tightening issue and the Area Committee’s critical role in developing a strategic challenge in this area

(The Locality Enabler Children’s Services responded and agreed to discuss the above issues further with Elected Members on the Area Committee)

RESOLVED –

(a)  That the proposed format for local children’s service performance reporting be agreed and welcomed.

(b)  That a full performance report be received by the East (Outer) Area Committee at its February 2010 meeting.

(c)  That future performance reporting to the Committee be in January and July each year.

To consider the attached report of the Director of Children’s Services introducing a presentation about key priorities of the Leeds Children and Young People Plan, providing an opportunity for Members to comment on multi-agency service development and to advise on how this should be taken forward with the Area Committee and the Children’s Champion.

(Council Function)

The Director of Children’s Services submitted a report introducing a presentation about key priorities of the Leeds Children and Young People Plan to advance integrated working and the strengthening of safeguarding arrangements.

Ken Morton, Locality Enabler Children’s Services, delivered the presentation and responded to Members’ queries and comments.

Also in attendance was Pat Toner, Director of Organisational Improvement, Education Leeds.

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

·  reference to criticisms about the work in social care and the need to focus on families whose child had been blocked and to make significant progress at case level with such detail being included in future performance reports

·  clarification if a code exists in trying to ascertain whether a child was being abused

(The Locality Enabler Children’s Services responded and confirmed that there was no code available, as officers relied fully on the common sense approach in such cases)

·  clarification of the work undertaken to date around assessment

(The Director of Organisational Improvement, Education Leeds responded and outlined the remit of the Leeds Safeguarding Children’s Services Board who were identifying those children art risk and keeping them safe)

·  the need for Elected Members to recognise that this was an important role, especially for the communities they serve in helping to engage safeguarding arrangements

RESOLVED –

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

(b)  That the Locality Enabler Children’s Services be requested to take on board the above priorities and emerging actions as raised by Members.

(c)  That  the recommendations made in the final presentation slide around

  those areas to be explored with the Area Committee be endorsed in 

  accordance with the report now submitted.

(Councillor W Hyde left the meeting at 5.40pm at the conclusion of the above issue)

To consider the attached report of the Director of Children’s Services 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.

(Council Function)

The Director of Children’s Services submitted a report presenting 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.

The Chair welcomed to the meeting Neil Bowden, Senior Youth Officer and  Ken Morton, Locality Enabler, both from Children’s Services, to present the report and respond to Members’ queries and comments.

Also in attendance was Pat Toner, Director of Organisational Improvement, Education Leeds.

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

• clarification of the reach figures outlined in the Outer East Youth Service  Performance targets v actuals April – Sept 09 (table 1 refers) and the need for the Area Committee to be supplied with a breakdown of the 522 within the Garforth and Swillington ward

  (The Senior Youth Officer responded and agreed  

to supply this detail to Members of the Area Committee)

• clarification of the commissioning plans involving the Youth Service and the School Partnership Trust in Garforth

·  clarification of the latest position in relation to the National Pool Lifeguard Qualification previously run at Kippax Leisure Centre prior to it’s closure

(The Senior Youth Officer responded and agreed to follow up this issue)

·  clarification of the number of occasions that the Youth Service had consulted  the Area Committee Chair and Elected Members on future plans

(The Senior Youth Officer responded and informed the meeting that the next round of ward Member briefings with the Youth Service had been arranged for January and February which were organised on a six/eight months basis)

·  the concerns expressed that, in the past, the Youth Service had failed to keep appointments with Elected Members in view of their responsibilities around youth work

(The Senior Youth Officer responded that he had submitted his apologies to the last Committee meeting)

·  the concerns expressed that the reach targets were out of date

·  clarification of where the resources will come from in relation to the major challenges facing teenage pregnancy

(The Locality Enabler Children’s Services responded and outlined the criteria around case work with specific reference to the need for officers to look at a risk analysis at school level)

·  clarification if the work currently undertaken between the Youth Service and John Smeaton school targeting young people who were under achieving or who have low attendance had begun or was an aspiration with the school

(The Senior Youth Officer responded and agreed to contact the school for an update with a report back on progress)

·  the need for an extra table to be inserted within the documents which would provide a summary of all the Youth Work programmes currently being delivered in the Outer East wards on the outcome/performance level

RESOLVED –

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

(b)  That the Senior Youth Officer and the Locality 

  Enabler be requested to take on board the above comments made by

  Members in relation to developing future plans for the Youth Service’s

  delivery in the Outer East wards.

(Councillor D Schofield  ...  view the full minutes text for item 55.

To consider the attached report of the Director of Environment & Neighbourhoods which provides an overview of the production of a Health & Environmental Action Services report to Area Committees.

(Council Function)

The Director of Environment and Neighbourhoods submitted a report providing information about the scope and activities of the Health and Environmental Action Service in particular areas of the city and seeking feedback on the value, level of detail and format of information presented in the report.

The Chair welcomed to the meeting Mark Dolman, Service Support Manager, Environment & Neighbourhoods to present the report and respond to Members’ queries and comments.

In presenting the report he apologised to Members for the non-availability of  the colour appendix which would have made it easier for the Committee to read and digest

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

·  the need for local precise information to be included within the document similar that reported to Police task groups

·  the need for the detail to be broken down into wards

·  the need for an additional column to be inserted showing service requests and what was pending

·  the need to focus on operational issues relating to noise complaints

·  the need to include map data

The Service Support Manager responded and agreed to work towards integrating these requests into future reports. However, the report was being presented to all Area Committees and the intention was to wait until all feedback had been received before deciding how best to satisfy these requests and further develop the report.

RESOLVED –

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

(b)  That the format and detail be accepted as presented/amended as per the discussions above.

(c)  That the Area Committee receive six monthly reports.

To consider a report of the South East Area Manager providing an update of the implementation of the Pricing and Lettings Policy and proposed amendments to the policy.

(Executive Function)

RESOLVED –

(a)  That the changes to the Pricing and Lettings Policy be agreed.

(b)  That the Fieldhead Community Centre be delegated as the ‘weekend use’ facility for the East Outer area.

(c)  That a report on sports centres be prepared for consideration at the next meeting in February.

The South East Area Manager submitted a report providing an update of the implementation of the Pricing and Lettings Policy and proposed amendments to the policy.

The Area Management Officer, Martin Hackett, presented the report and responded to Member’s queries and comments.

Clarification was sought on the proposed changes to the Pricing and Lettings Policy around Category 3 (Meetings of Community Benefit) and on the need for a report to be submitted to the next meeting on sports centres, in particular regarding the future of East Leeds Sports Centre.

RESOLVED –

(a)  That the changes to the Pricing and Lettings Policy be agreed.

(b)  That the Fieldhead Community Centre be delegated as the ‘weekend use’ facility for the East Outer area.

(c)  That a report on sports centres be prepared for consideration at the next meeting in February.

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 report and appendices be noted.

(b)  That a second event under the Year of the Volunteer, as detailed in section 23 to the report,  be supported by the East (Outer) Area Committee.

(c)  That the East (Outer) Area Committee support the following projects to be funded from Swarcliffe PFI Credits:

·  Award £2,000 each to Swarcliffe ‘in bloom’ and Whinmoor B ‘in bloom’

·  Award £2,400 for additional litter bins

·  Award £30,000 for a young persons climbing wall and associated works

·  Award £4,000 for a graffiti wall

·  Award £3,750 for an additional ‘Welcome Stone’ in the Dennils

·  Award £170 for a keypad at St Gregory’s Youth & Adult Centre

·  Agree to officers investigating having a Neighbourhood Warden ‘type’ post appointed to Swarcliffe for a minimum 3 year period – this was costed at £82,914

The Acting South East Area Manager submitted a report 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 were working on.

The Acting South East Area Manager, Keith Lander presented the report and highlighted various key issues contained within the report for the information/comment of the meeting.

Discussion ensued with specific reference to the Neighbourhood Wardens Structure and the need for clarification around the management arrangements.

The Acting South East Area Manager responded a briefly outlined the proposed arrangements and in response to Members’ queries, he agreed to report back further at the next meeting in February 2010 on the specific reporting management arrangements and in relation to the responsibilities of the post assigned to East Osmonthorpe.

RESOLVED –

(a)  That the report and appendices be noted.

(b)  That a second event under the Year of the Volunteer, as detailed in section 23 to the report, be supported by the East (Outer) Area Committee.

(c)  That the East (Outer) Area Committee support the following projects to be funded from Swarcliffe PFI Credits:-

·  Award £2,000 each to Swarcliffe ‘in bloom’ and Whinmoor B ‘in bloom’

·  Award £2,400 for additional litter bins

·  Award £30,000 for a young persons climbing wall and associated works

·  Award £4,000 for a graffiti wall

·  Award £3,750 for an additional ‘Welcome Stone’ in the Dennils

·  Award £170 for a keypad at St Gregory’s Youth & Adult Centre

·  Agree to officers investigating having a Neighbourhood Warden ‘type’ post  appointed to Swarcliffe for a minimum 3 year period – this was costed at £82,914

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

To note the date and time of future meetings:-

9^th February 2010 at 4.00pm

23^rd March 2010 at 4.00pm

Both meetings to take place in the Civic Hall, Leeds.

(The meeting concluded at  6.35pm)