Agenda, decisions and minutes

The Chair welcomed all in attendance to the October meeting of the East (Outer) Area Committee.

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:

Agenda item 8– Appendix 3 of Community Centres Report – Access to Information Procedure Rule 10.4 (3) – information relating to the financial or business affairs of any particular person (including the authority holding that information).

RESOLVED – That the public be excluded from the meeting during consideration of the following parts of the agenda designated exempt 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 public were present there would be disclosure to them of exempt information so designated as follows:

Appendix 3 referred to in Minute No. 44 under the terms of Access to Information Procedure Rule 10.4 (3) – information relating to the financial or business affairs of any particular person (including the authority holding that information) and on the grounds that the public interest in maintaining the exemption outweighs the public interest in disclosing the information as the market valuation of office space within its community centres is confidential between Leeds City Council and the client user.

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 100B(4)(b) of the Local Government Act 1972, the Chair admitted to the agenda a late item in relation to the proposed delegation of elements of the Streetscene Service, to be considered under agenda item 15.  The item was late as the information had been considered at a meeting of the Area Chair’s, which had taken place after the time of agenda despatch (Minute No. 43 refers).

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 Armitage declared a personal interest in agenda item 8, Community Centres Report, in her capacity as Chair of Swarcliffe Good Neighbours Scheme.  (Minute No. 44 refers)

A further declaration of interest was made at a later point in the meeting (Minute No. 37 refers.)

To receive any apologies for absence.

Apologies for absence were submitted by Councillors Gruen and A McKenna.

To confirm as a correct record the minutes of the meeting held on 7^th September 2010.

RESOLVED – That the minutes of the meeting held on 7^th September 2010 be confirmed as a correct record.

Minute No. 21 – Matters Arising from the Minutes – Thorpe Park Progress Report

The Chair reported that a meeting had taken place involving the Head of Planning Services.  It had been suggested that a small sub-group could be established to progress areas of concern.  Members were informed that a further progress report would be provided at the December Area Committee.

Minute No. 26 – Actions, Achievements and Update Report

The Deputy Area Manger reported that he had met with Paul Spandler, Acting Service Manager, Environmental Services, to discuss Members’ concerns around the roles and responsibilities of Community Environment Support Officers.  Members were advised that an update was included in the Actions and Achievements report.

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 receive and consider a report from the South East Area Manager updating the Area Committee on project work funded through the Well Being Budget for 2010/11.

RESOLVED –

(a)  That the report and information appended to the report be noted; and

(b)  That the following decisions be made in relation to applications for well being funding

• Christmas lights in Cross Gates (area within Temple Newsam ward) –  £806.28 – Approved
• Garforth Arts Festival – £6,000 (community engagement pot) – Deferred to December Area Committee
• Garforth Primary Proms (Primary Prom in the Park) – £2,000 (community engagement pot) – Deferred to December Area Committee.

The South East Area Manager submitted a report which updated the Area Committee on project work funded through the well being budget for 2010/11.

Appended to the report for Members’ information was a copy of the small grant position as at 29 September 2010.

Martin Hackett, Area Management Officer, presented the report and responded to Members’ questions and comments.

The Area Committee was informed that Garforth Primary Proms had withdrawn their application for well-being funding.  It had been suggested (in consultation with Ward Members) that Garforth Primary Proms and Garforth Arts Festival well-being applications be deferred to the December Area Committee.

RESOLVED –

(a)  That the report and information appended to the report be noted; and

(b)  That the following decisions be made in relation to applications for well being funding

• Christmas lights in Cross Gates (area within Temple Newsam ward) – £806.28 – Approved
• Garforth Arts Festival – £6,000 (community engagement pot) – Deferred to December Area Committee
• Garforth Primary Proms (Primary Prom in the Park) – £2,000 (community engagement pot) – Deferred to December Area Committee.

(Councillor Murray declared a personal interest in this item in his capacity as trustee of Garforth School Partnership Trust.)

To receive and consider a report from the South East Area Manager updating Members on actions and achievements around the Area Delivery Plan since the Area Committee meeting in September 2010.

RESOLVED – That the report and information appended to the report be noted.

The South East Area Manager submitted a report which updated Members on the actions and achievements of the Area Management Team since the last meeting.

The following information was appended to the report:

-  Minutes of South East Leeds Health and Well Being Partnership held on 22^nd July 2010

-  Minutes of East North East Divisional Community Safety Partnership held on 9^th September 2010

-  Minutes of Garforth and Swillington Forum held on 6^th September 2010

-  Minutes of Kippax and Methley Forum held on 27^th September 2010

-  Minutes of Cross Gates Consultative Forum held on 27^th July 2010

-  Minutes of Halton Moor and East Osmondthorpe Forum held on 3^rd August 2010

-  Minutes of Halton Forum held on 5^th August 2010.

Keith Lander, Deputy Area Manager, presented the report and responded to Members’ questions and comments.

In brief summary, the main highlighted points were:

• Members thanked Lynne White and Ken Hill for their hard work and positive contribution as part of Older Persons’ Week.  There was also an acknowledgement of the major role played by the Neighbourhood Networks Scheme.
• In response to a query regarding the changing role of ALMO’s, John Clark, Chief Officer at Aire Valley Homes, advised that no major changes were planned at the present time.  Reference was also made to the current economic climate and the need for ALMO’s to establish greater integrated working with Area Committees and Neighbourhood Management.

RESOLVED – That the report and information appended to the report be noted.

To receive a report from Leeds Initiative providing the Area Committee with development progress and the next steps in relation to the Vision for Leeds 2011-2030.

The Area Committee received a report from Leeds Initiative which provided an update on work undertaken to date to develop a new Vision for Leeds 2011 to 2030.

Appended to the report for Members’ information was a copy of the consultation document ‘What if Leeds …’, consultation and communication plans for the Vision for Leeds 2011 to 2030, together with a consultation timetable.

The Chair welcomed to the meeting, Martin Dean, Head of Leeds Initiative, and Jenny Hill, Project Officer, to present the report.

In brief summary, the main highlighted points were:

• As part of the public consultation process, one Member suggested consulting with Halton Moor & Osmondthorpe Project for Elders (HOPE).
• Members emphasised the importance of locality and partnership working, especially work with local residents’ groups to enhance ownership.
• It was suggested that Area Management be contacted to provide details of any further groups that had not formed part of the public consultation process.

RESOLVED – That the report and information appended to the report be noted.

To receive and consider a report from the Director of Environment and Neighbourhoods providing the Area Committee with information on the demand for services provided by the Health & Environmental Action Service (HEAS) with particular focus on the enforcement activities undertaken by the Environmental Action Team (EAT) and Highways & Environmental Enforcement (HEE) team.

The Director of Environment and Neighbourhoods submitted a report which provided the Area Committee with information on the demand for services provided by the Health and Environmental Action Service (HEAS) with a particular focus on the enforcement activities undertaken by the Environmental Action Team (EAT) and Highways and Environmental Enforcement (HEE) team.

Appended to the report was a copy of the HEAS Activity Report (April – September 2010) for Members’ information.

The Chair welcomed to the meeting, the following officers to present the report and respond to Members’ questions and comments:

-  Mark Dolman, Service Support Manager, Health and Environmental Action Service

-  Paul Spandler, Acting Service Manager, South Environmental Action Team.

In brief summary, the key areas of discussion were:

• Issues around enforcement (with specific reference to gardens in need of tidying), particularly in relation to the number of cases referred to court and support from other agencies, ALMO’s, other departments, etc.
• Concern about how resources were allocated – further work needed to identify local priorities, e.g. dog fouling, fly tipping, etc.
• Clarification that training was being provided by Dog Wardens to Community Environment Support Officers and Police Community Support Officers to tackle dog fouling.
• Acknowledgement of the positive work undertaken by Community Environment Support Officers.
• Members requested further information and data in relation to commercial waste, odour from landfill sites, etc.

RESOLVED – That the report and information appended to the report be noted.

To receive and consider a report from the Chief Environment Services Officer on progress to date with the procurement of a new grounds maintenance contract commencing 1^st January 2012.

The Chief Environment Services Officer submitted a report which updated the Area Committee on progress to date with the procurement of a new grounds maintenance contract commencing 1^st January 2010.

The Chair welcomed to the meeting, Simon Costigan, Head of Housing Management, Aire Valley Homes Leeds, to present the report and respond to Members’ questions and comments.

In brief summary, the main points of discussion were:

• Mapping of sites and ensuring a consistent approach to grass cutting.

• Clarification that there was flexibility to vary land in and out of the contract specification, e.g. meadow land for environmental reasons.
• The need for robust contract monitoring and the role of Parish Councils. 

RESOLVED – That the report and information appended to the report be noted.

To note the following future meeting dates for the 2010/11 municipal year:

• 7^th December, 2010 at 3.00 pm
• 8^th February, 2011 at 2.00 pm
• 22^nd March, 2011 at 2.00 pm

(All meetings to take place on a Tuesday at Leeds Civic Hall.)

To note the following future meeting dates and times for the 2010/11 municipal year:

• 7^th December, 2010 at 3.00 pm
• 8^th February, 2011 at 2.00 pm
• 22^nd March, 2011 at 2.00 pm.

(All meetings to take place on a Tuesday at Leeds Civic Hall.)

To receive and consider a report from the Director of Environment and Neighbourhoods outlining the range of streetscene services that could potentially be delegated to the Area Committees.

The Director of Environment and Neighbourhoods submitted a report which outlined the range of streetscene services that could potentially be delegated to Area Committees.

Keith Lander, Deputy Area Manager presented the report.

The main points of discussion were:

• Concern about the current frequency of street sweeping and the potential benefits of local control.
• Concern about whether the budget was sufficient to support the delegation of streetscene services
• Confirmation at meeting of the Area Chairs that one officer per wedge had been allocated to support the delegation.

RESOLVED – That the contents of the report be noted.

To receive and consider a report from the Director of Environment and Neighbourhoods providing information in relation to the management of Community Centres in the outer east area.

RESOLVED – That the report and information appended to the report be noted.

The Director of Environment and Neighbourhoods submitted a report which provided information in relation to the management of community centres in the outer east area.

The following information was appended to the report:

-  2009/10 budget position for outer east area

-  Breakdown of controllable budget delegated to each of the centres in the outer east area

-  Exempt information containing market rental assessment

-  Breakdown of expenditure for work undertaken in community centres in 2009/10 and first quarter of 2010/11.

Appendix 3 to the report was designated as exempt under Access to Information Procedure Rule 10.4 (3).

The Chair welcomed to the meeting, Malcolm Fisher, Directorate Property Manager, to present the report and respond to Members’ questions and comments.

In brief summary, the key areas of discussion were:

• Clarification of financial breakdown provided in the report, particularly in relation to non-controllable expenditure.  Further detailed information provided by finance staff was available upon request from Martin Hackett, Area Management.
• Concern about responsibility for maintenance of community centres – it was reported that a list had been devised by Corporate Property Maintenance (CPM) detailing items covered under the maintenance agreement, although the list had not yet been made available to Members and officers.  It was agreed to arrange a meeting involving Malcolm Fisher and Councillors Armitage and Parker with a view to discussing some of the issues on site.

RESOLVED – That the report and information appended to the report be noted.

(The meeting concluded at 3.35 pm.)