Agenda, decisions and minutes

To consider a report of the Chief Officer (Democratic and Central Services) providing formal notification of Councillor K Parker’s election to the position of Committee Chair for the 2011/2012 municipal year, whilst also notifying of the revisions made to the Area Committee Procedure Rules

(report attached)

(Council Function)

  The Chief Officer, Central and Democratic Services, submitted a report formally notifying the Area Committee of the appointment of Councillor Keith Parker as Chair of the Area Committee for the 2011/12 Municipal Year.  The report also highlighted revisions made to the Area Committee Procedure Rules affecting arrangements for the annual election of Chairs and the items of business to be included on future agendas

  RESOLVED -  To note the following:

i)  That Councillor Keith Parker was elected as Chair of the East

Outer Area Committee for the duration of the 2011/2012 Municipal Year by Council at its Annual Meeting on 26^th May 2011

ii)  The revised arrangements for the annual election of Area

Committee Chairs, as approved by Council on the 26^th May 2011 and reflected within the amended Area Committee Procedure Rules

iii)  The revision to Area Committee Procedure Rule 6.7, as

approved by Council on the 26^th May 2011, requiring the minutes from the Area Chairs’ meetings to be formally considered by Area Committees

  The Chair welcomed Councillor Mitchell to her first East Outer Area Committee

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 Members declared 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

  Well-Being Budget (Revenue) – Councillor Armitage declared a personal interest in relation to the continuing funding proposed for the gardening service for the elderly and disabled through being the Chair of Swarcliffe Good Neighbours (minute 11 refers)

  Building Schools for the Future Phase 5 – E-ACT Leeds East Academy Project – Councillor Dobson declared a personal interest as a family member taught at Parklands Girls’ School, which would become Leeds East Academy from September 2011 (minute 14 refers)

  Building Schools for the Future Phase 5 – E-ACT Leeds East Academy Project – Councillors Gruen, Lyons and Parker declared personal interests through being members of Plans Panel East which had received two pre-application presentations on the proposals and would determine the formal application.  It was stressed that any comments they might make on the report would not relate to planning matters and would be confined to educational issues (minute 14 refers)

A further declaration of interest was made later in the meeting (minute 14 refers)

To receive any apologies for absence.

  Apologies for absence were received from Councillor Murray

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 by members of the public

To approve the minutes of the East Outer Area Committee held on 22^nd March 2011

(minutes attached)

  RESOLVED -  That the minutes of the East Outer Area Committee meeting held on 22^nd March 2011 be approved

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

(report attached)

(Council Function)

  The Chief Officer, Central and Democratic Services, presented a report outlining the procedures for Council appointments to Outside Bodies and requesting the Committee consider appointments for the 2011/2012 Municipal Year

  RESOLVED -  That the following appointments be made

Outside Body  Name (s)  Review Date

To consider a report providing an overview of the performance of the North East Divisional Community Safety Partnership and ward based Neighbourhood Policy Teams providing information on initiatives delivered in local communities to reduce crime and disorder

(report attached)

(Executive Function)

  RESOLVED -  

i)  To note the contents of the report of the North East Divisional Community Safety Partnership

ii)  That Members continue to support the Divisional Community Safety Partnership in relation to prioritising and tacking Burglary Dwelling during 2011/2012 through partnership work at neighbourhood level

  Ms B Yearwood, Area Community Safey Co-ordinator and Chief Inspector M Jones of West Yorkshire Police attended the meeting to present the North East Divisional Community Safety Partnership Annual Report

  The report provided an overview of the performance of the Partnership and ward based Neighbourhood Policing Teams and included details of the key initiatives delivered in the local communities to reduce crime and disorder during the previous year

  Members were informed that overall there had been a reduction in the level of crime although there was an increase in the Cross Gates and Whinmoor Ward

  Funding from the proceeds of crime to support local groups with community projects/activities had been spent and would continue to be provided up to 2012

  The focus of the Police would remain on public confidence and satisfaction levels, particularly around communication as well as Anti-Social behaviour and burglary (dwelling)

  The Committee discussed the report and raised the following matters:

·  the timescale for incidents included in the report with concerns that some of these related to incidents which occurred in previous years, whereas some incidents had not been included

·  that an incident which had been exaggerated had been included in the report which as a public document misrepresented the situation and created a negative view of the ward concerned

·  the proposed changes by Government on ASBOs and how this was being dealt with

·  the impact of reduced funding for the Police

·  that the re-introduction of police motor cycle patrols was welcomed and had already made a positive impact

The following responses were provided:

·  that the incidents raised in the report were representative and was not an exhaustive list.  The information for the report came from issues raised in tasking meetings in the previous year

·  regarding ASBOs, these were continuing as changes had not yet been made although staff had been fully trained on Community Behaviour Orders

·  that whilst funding was a concern, there would be no changes to the resource levels set out in the report and that the priority was to maintain front-line staff

RESOLVED -  

i)  To note the contents of the report of the North East Divisional Community Safety Partnership

ii)  That Members continue to support the Divisional Community Safety Partnership in relation to prioritising and tacking burglary (dwelling) during 2011/2012 through partnership work at neighbourhood level

To consider a report of the Director of Environment and Neighbourhoods highlighting the services provided by LCC Community Safety CCTV in reducing the fear of crime and facilitating the apprehending and detection of offenders

(report attached)

(Executive Function)

RESOLVED –

i)  To note the report, the comments now made and that further information be provided on the effectiveness of CCTV cameras in prosecutions in the Outer East area

ii)  To request that appropriate reporting mechanisms are in place to highlight areas of concern within the community to local NPTs and for the NPTs to ensure there is a reciprocal line of communication back to the Area Committees and other Council Departments such as ASBU and enforcement services to ensure that CCTV, both fixed and mobile, are effectively used

  The Director of Environment and Neighbourhoods submitted a report highlighting the services provided by LCC Community Safety CCTV Service (Leedswatch).   The report demonstrated the effectiveness of the Service in reducing the fear of crime and facilitating the apprehension and detection of offenders in areas covered by both mobile and fixed CCTV cameras

  Details of the costs of the provision and the Service Level Agreement were included within the report.   Ms Yearwood presented the report and responded to questions from Members

  The Committee raised the following issues:

·  the effectiveness of CCTV footage in detecting crime and that Members would welcome some data demonstrating where it had been used to secure prosecutions

·  the importance of monitoring CCTV

·  the need to ensure CCTV footage was clear enough to be used and concerns that some cameras due to their locations could be obscured by trees.  Specific details were provided which Ms Yearwood agreed to investigate

·  the cost of CCTV and that consideration should be given to commissioning a report on this due to the large sums of money invested by the Council

Ms Yearwood suggested that examples could be provided to Ward

Members of where CCTV had been used to good effect 

RESOLVED –

i)  To note the report, the comments now made and that further information be provided on the effectiveness of CCTV cameras in prosecutions in the Outer East area

ii)  To request that appropriate reporting mechanisms are in place to highlight areas of concern within the community to local NPTs and for the NPTs to ensure there is a reciprocal line of communication back to the Area Committees and other Council Departments such as ASBU and enforcement services to ensure that CCTV, both fixed and mobile, are effectively used

To consider a report of the Assistant Chief Executive (Planning, Policy and Improvement) providing the Area Committee with a summary of its Area Functions and Priority Advisory Functions for 2011/2012

(report attached)

(Executive Function)

  RESOLVED -  To note the summary of the approved area functions and designated priority functions for 2011/2012 appended to the submitted report and to note that Councillor Mitchell be appointed as the East Outer Area Committee representative on the Council’s Corporate Carer Group for the 2011-2012 Municipal Year

  The Area Committee considered a report of the Assistant Chief Executive (Planning, Policy and Improvement) summarising the Area Functions and Priority Advisory Functions for 2011-2012.  It was noted that amendments had been made to the environmental delegations, dealt with under a separate report, but that all other functions remained the same

  A review of the effectiveness of the functions, locality operating arrangements and delegated powers would be undertaken during the 2011-2012 Municipal Year

  In respect of the Area Committee’s Role for Local Children and Young People’s Plans, Members were informed of the need for the Area Committee to nominate a Corporate Carer to sit on the Council’s Corporate Carer Group

  RESOLVED -  To note the summary of the approved area functions and designated priority functions for 2011-2012 appended to the submitted report and to note that Councillor Mitchell be appointed as the East Outer Area Committee representative on the Council’s Corporate Carer Group for the 2011-2012 Municipal Year

To consider a report of the Assistant Chief Executive (Planning, Policy and Improvement) updating Members on the Well Being budget for 2011/12 with details of commitments and seeking confirmation of approval for new project work and information on work already funded

(report attached)

(Executive Function)

  RESOLVED -  

  i)  That the current position of the Area Committee’s Wellbeing budget as set out in the submitted report be noted

ii)  That Wellbeing funding be approved for the following projects:

·  £10,000 – East Leeds Leisure Centre

·  £3,000 – hire of ‘off-road’ motorcycles for West Yorks Police

·  £5,000 – cricket coaching for young people

·  £7,000 –summer programme for young people in Temple Newsam

·  £7,000 – summer programme for young people in Cross Gates and Whinmoor

·  £5,000 – summer programme for young people in Kippax and Methley

·  £3,500 – to provide a celebratory week for older people

iii)  That the Outer East small grant position as set out in Appendix 1 of the submitted report be noted

  The South East Area Leader presented a report including an overview of spending to date.  The report also included monitoring information on projects previously funded, information on small grants awarded and an outline of new proposals seeking funding, these being:

• East Leeds Leisure Centre  £10,000
• Hire of ‘off road’ motorcycles for West Yorks Police  £3,000
• Cricket coaching for young people   £5,000
• Summer programme for young people in

Temple Newsam  £7,000

• Summer programme for young people in

Cross Gates and Whinmoor  £7,000

• Summer programme for young people in

Kippax and Methley  £5,000

• To provide a celebratory week for older people  £3,500

The Committee considered and commented on the report

Off Road Motorcycles – Members were informed that £3,000 of funding was being sought and that other Area Committees were expected to provide similar funding, apart from Outer North East Area Committee which had declined to do so

Cricket Coaching – that a small charge was being levied this year for this activity and the hope that numbers attending would be at the usual level.  The Chair informed Members that some sponsorship had been obtained and that the five best players from the event would be selected to attend five hours of free professional coaching for three days at Headingley at the end of August in the hope that new, local talent would be unearthed

East Leeds Leisure Centre and One Stop Centre (Halton Moor Community Centre – that £10,000 had been provided from the Well Being Budget to keep the community centre section of the building open until October 2011 with concerns being raised about the position after this time.  The Area Management Officer stated that the Council’s Asset Management Section was looking at future proposals for the whole building and that if the community centre element was to remain open after October 2011, the Area Committee would not be asked for future funding.  A discussion took place on funding proposals for the Council as a whole; expenditure and previous proposals for East Leeds Leisure Centre.  Concerns about Traveller activity in the area and funding associated with this was raised.  Concerns were also expressed about utility and cleaning bills for the use of the community centre by the Youth Service, with the Chair agreeing to take this matter up with Officers

Gardening scheme for the elderly and disabled – the spread of this service across the four wards was raised.  The Area Management Officer explained that there was a need for the service to be efficient so jobs tended to be planned in close proximity.  Members were assured that the funding provided to retain the Halton Moor Community Centre had not impacted on the funding for this scheme.  The Chair informed the Committee that it was his intention to inspect some of the gardening work which had been undertaken and would take photographs to display at a future meeting

  RESOLVED -  

  i)  That the current position of the Area Committee’s Wellbeing budget as set out in the submitted report  ...  view the full minutes text for item 11.

To consider a report of the Assistant Chief Executive (Planning, Policy and Improvement) on the proposal to replace the Area Committee’s Area Delivery Plan with a new annual Business Plan outlining local priorities and actions for the Outer East

(report attached)

(Executive Function)

  RESOLVED –

i)  That the contents of the report be noted

ii)  To agree an annual Business Plan replacing the Area Delivery Plan and incorporating the Community Engagement Plan

iii)  To agree to the structure and content outlined in Appendix 1 of the submitted report

iv)  To agree to the Area Management Team continuing to develop a Business Plan for the Outer East Area Committee and to provide an update to the next meeting

  The South East Area Leader submitted a report informing the Committee of a proposal to replace the Area Committee’s Area Delivery Plan (ADP) with a new annual Business Plan which would outline local priorities and actions for the Outer East.   A draft structure for the new plan was appended to the report

  RESOLVED –

i)  That the contents of the report be noted

ii)  To agree an annual Business Plan replacing the Area Delivery Plan and incorporating the Community Engagement Plan

iii)  To agree to the structure and content outlined in Appendix 1 of the submitted report

iv)  To agree to the Area Management Team continuing to develop a Business Plan for the Outer East Area Committee and to provide an update to the next meeting

To consider a report of the Director of Environment and Neighbourhoods providing an update on the progress towards the delegation of certain environmental services to Area Committees, in addition to detailing information relating to the current review of street cleansing services

(report attached)

(Executive Function)

  RESOLVED -  That the contents of the submitted report be noted and the intention to submit, for approval, a full Service Level Agreement to the September meeting

  The Director of Environment and Neighbourhoods submitted a progress report on the establishment of a new locality based Environmental Service and its delegation to Area Committees.  The report also highlighted the consultation on the Service Level Agreement (SLA) yet to be agreed between the new service and the East Outer Area Committee and the feedback on issues previously raised at Area Committee workshops.  Andy Beattie, the Locality Manager for South and South East Leeds, attended the meeting and presented the report

  The main functions to be delegated were outlined with Members being informed that if this proved to be successful other services might be delegated

  In terms of staffing, appointments had been made to the management group with the structure being established

  The service was currently working 7 days a week on a shift system and it was hoped that by working with Members at workshops, it would be possible to identify where improvements to the service could be made.  A workshop for the Outer East Area Committee would be held on 18^th July where it was hoped that Members’ input would inform the final SLA

  Members were informed that the proposals offered the opportunity for fundamental reform of the service which would lead to long-term improvements.  Amongst the aims of the delegation there would be:

·  consideration of an effective mechanical sweeping service

·  full integration with Environmental Enforcement

·  how to address issues and resolve problems without detriment to other parts of the service

·  working collaboratively with other agencies, particularly around enforcement issues with the help of PCSOs, Park Rangers and ALMOs

Andy Beattie stressed that whilst many of these issues could not be

resolved quickly it was the intention to be more responsive when the new arrangements went live later in the year

  Members commented on the following matters:

·  that litter clearance schedules should be made available to Members

·  street sweeping and that down time needed to be properly managed

·  that greater consultation with Ward Members was needed

·  that extensive consultation had been carried out on this service and that by delegating responsibility for environmental services to the Area Committees it would allow Ward Members to shape the service in their areas

·  that the way in which litter and cleansing was dealt with was outdated and that it was hoped by agreeing a SLA which was deliverable that real improvements would be made

The Chair asked that information about litter clearance schedules in the

Temple Newsam Ward be made available to the Ward Members

RESOLVED -  That the contents of the submitted report be noted and the intention to submit, for approval, a full Service Level Agreement to the September meeting

To consider a report of the Director of Children’s Services seeking comments on the proposals to build the new E-ACT Leeds East Academy on the site of Parklands Girls High School

(report attached)

(Executive Function)

  RESOLVED –  To note the comments now made and support for the proposals to build the new E-ACT Leeds East Academy on the site of Parklands Girls’ High School

  The Director Children’s Services submitted a report on proposals to build the new E-ACT Leeds East Academy on the site of Parklands Girls’ High School and seeking the Committee’s comments on the plans   

  Craig Taylor from the Public Private Partnership Unit and Amanda Jahdi from Children’s Services attended the meeting and presented the report

  Members were informed that the original intention had been to refurbish the existing buildings but due to the poor condition of many of these a new building to be sited to the rear of the current school was proposed, with the location of the building being the best value for money which could be achieved.   The intention was to submit the formal planning application in the next week

  Councillor Hyde declared a personal interest at this point through being a Governor of West Leeds Academy which had been involved with E-ACT, the sponsors of the proposed Leeds East Academy

  Members raised the following matters:

·  the governance arrangements for the Academy and whether this would be similar to the Board put together for West Leeds Academy which had proved to be very successful and effective

·  the capacity of the Leeds East Academy and whether this would be large enough to provide what was needed in terms of Secondary provision in East Leeds

·  that less funding was being proposed for the scheme and which areas this would affect

A discussion took place in terms of funding and the previous proposals

 for the school, with concerns being raised that the financial information being provided to the Area Committee differed from that given to Plans Panel East.  Officers were also asked to provide demographic information and reassurances that the school was large enough to cater for the children in the area.  Amanda Jahdi agreed to circulate this information to Members

  RESOLVED –  To note the comments now made and support for the proposals to build the new E-ACT Leeds East Academy on the site of Parklands Girls’ High School

  (During consideration of this matter Councillor James Lewis left the meeting)

To consider a report of the Assistant Chief Executive (Planning, Policy and Improvement) providing a summary of key work over recent months, including community engagement activities, partnership work and project work

(report and appendices attached)

(Executive Function)

  RESOLVED -  To note the report and the comments now made

  The South East Area Leader submitted a report which provided a summary of key work undertaken in the Outer East Area over recent months, including community engagement activities, partnership work and project work, for Members’ information.  Appended to the report were details of numbers visiting the Job Shop in Kirkgate Market, together with minutes from forum meetings

  It was noted that Councillor Grahame’s name had been put forward to represent Cross Gates & Whinmoor ward at the Outer East Environmental sub-group but this had not been included in the report

RESOLVED -  To note the report and the comments now made

Tuesday 13^th September 2011 at 3.00pm in the Civic Hall, Leeds

  Tuesday 13^th September 2011 at 3.00pm in the Civic Hall, Leeds