Agenda, decisions and minutes

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 late items of business.

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.

No declarations of interest were made at this point in the point, however during discussions on the Demographic Update report, Councillor B Hyde declared a personal interest as a Governor of Colton Primary School (minute 53 refers)

To receive any apologies for absence.

Apologies for absence were received from Councillors Dobson, McKenna and Wakefield

To approve the minutes of the East Outer Area Committee meeting held on 18^th October 2011

(minutes attached)

RESOLVED – That the minutes of the previous meeting held on 18^th October 2011 be agreed as a correct record

Minute 34 - Colton Primary school

Councillor Hyde reported on discussions held at the School Governors meeting on 12 December 2011. He reported that proposals to expand the school were still under review and that Governors had expressed concern over the proposed temporary arrangements to facilitate an increased admission limit for 2012/2013. It was noted a more detailed report on east Leeds schools appeared later on the agenda (minute 53 refers)

Minute 38 - Crossgates Christmas Lights

Councillor P Grahame reported the success of the Crossgates Christmas Lights Switch On event

Thorpe Park Green Plan – Councillor Parker reported he attended a meeting on 12 December 2011 where he had been invited to review the Green Plan associated with Thorpe Park. He stated he advised the developers to consult with local ward members prior to presenting the Green Plan for public consultation. The Area Committee noted comments made regarding the Manston Link Road and requested a meeting be arranged with the developers to discuss the Green Plan in January/February 2012

RESOLVED – To note the discussions

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.

No matters were raised under the Open Forum

Further to minute 24 of the East Outer Area Committee meeting held on 13^th September 2011 where Members approved the Service Level Agreement for the delivery of delegated environmental services for the Outer East Area, to consider a report providing an update on performance against that agreement for the period September – November 2011

(report attached)

Executive function

RESOLVED – That the contents of the report and the comments of the Committee be noted

The Locality Manager for the South and Outer East Leeds submitted a report providing the first update on performance against the Service Level Agreement between the Outer East Area Committee and the SSE Environmental Locality Team. The report outlined the progress made towards implementing the new service principles and the delivery of the key priorities of the SLA.

Specific examples of achievements so far and key issues were highlighted as:

• benefit of “capacity days” which can be utilised to undertake additional works such as locality “clear-up days” or seasonal tasks such as autumn leaf clearance
• enforcement activity would be prioritised in 2012 to ensure the officers were more visible in the locality
• strong partnership working had been established between the Enforcement staff, mechanical cleansing staff and the fly tipping staff. The whole team was working well with external agencies, including the PCSO’s and the ALMO’s to deliver a more effective service response
• ginnel mapping had been undertaken including a review of their current condition and proposals to draw up a planned maintenance programme for the future. 
• further discussions were required to identify whether there were any more localities which could be identified as priority neighbourhoods

Members raised the following matters:

• The need to ensure that issues raised by neighbourhood housing wardens are addressed
• Identified a link between schools and problem areas for litter and considered how to encourage schools to become involved in education around the issues of litter and fly-tipping
• The success of the Osmondthorpe project undertaken with ENE Homes

Members commended the team on the work undertaken so far. The Chair reported that nominees were sought to act as Chair of the Environmental Services Sub Committee whilst Councillor Mitchell was on maternity leave. Councillor Murray accepted the nomination from the Committee

RESOLVED – That the contents of the report and the comments of the Committee be noted

To consider a report of the Director of Environment and Neighbourhoods providing Members with an overview of progress to develop greater partnership working arrangements between locality based City Council services and Neighbourhood Police Teams/PCSOs

(report attached)

Council function

The Director of Environment & Neighbourhoods submitted a report providing an update on the development of closer working arrangements between the locality based LCC services and the Neighbourhood Policing Teams/PCSO’s.

Bev Yearwood, Area Community Safety Manager, attended the meeting and highlighted the role local ward councillors had in influencing local tasking arrangements. It was noted that a training programme had been devised and implemented for the PCSO’s in the ENE Area to ensure they were familiar with their remit and what assistance they could give under their existing powers to the area enforcement teams.

Members supported the work done so to establish closer working links with the Neighbourhood Policing Teams

RESOLVED –

a)  to note the progress being made to develop more joined up working within localities between LCC services and Neighbourhood Police Teams/PCSO’s

b)  To note the contents of the discussions on proposed areas of closer working on environmental priorities

(Councillor Armitage withdrew from the meeting for a short while at this point)

To consider a report of the Assistant Chief Executive Customer Access and Performance providing a summary of the main elements of the Localism Act that will be of direct relevance to area committees and to provide an opportunity to debate and influence the way the Council implements the legislation

(report attached)

Council function

The Area Committee considered the report of the Assistant Chief Executive, Customer Access and Performance, which summarised those main elements of the Localism Act of direct relevance to Area Committees, in order to support future debate on how the Council will implement the legislation.

Martin Hackett, Area Improvement Management, presented the report and highlighted the key issues, particularly relating to neighbourhood planning and the choice of Kippax as one of the 4 pilot areas chosen in Leeds. Members commented on the voluntary code of conduct and whether there were measures in the Localism Act to address instances when a community group or individual caused detriment to the council or an individual councillor. It was noted that the Corporate Governance & Audit Committee had discussed a similar issue relating to whether there were powers to deal with councillor complaints against officers

Members were concerned that sufficient time should be allowed to ensure meaningful consultation and discussions were held with Members on those measures due to be implemented in April 2012, particularly

• Whether the Committee needed to take a stance on neighbourhood planning
• The need to review commissioning
• The need to look at the procurement process and guidance in view of the fact that local groups and public can bid to operate council services

Officers reported that Guidance on the implementation of the Act was anticipated in early 2012. It was noted that the briefing note on the 4 pilot areas would be despatched to all Area Committee Members

RESOLVED –

a)  To note the contents of the report as the basis for future debate on the opportunities, challenges and risks the Area Committee associates with the legislation taking into account the role Members identify for the Committee in the future in engaging with communities on this issue

b)  That the comments of the Committee be fed back to officers in order to inform a further report to a future Executive Board meeting on the implications of the Act and more detailed reports/sessions on Planning, Assets of Community Value and Right to Challenge agreed by area chairs

To consider a report of the Assistant Chief Executive Customer Access and Performance outlining a report considered and approved by Executive Board on the Capital Receipt Incentive Scheme

(report attached)

Council function

The Area Committee considered the report of the Assistant Chief Executive, Customer Access and Performance, on the Capital Receipts Incentive Scheme which received approval at the Executive Board meeting held on 12^th October 2011. A copy of the Executive Board report was included  which proposed that assets should be identified in order to release capital funds.

Members noted the scheme would be administered under the existing Ward Based Initiative scheme with the intention to retain 15% of receipts locally, with 5% being pooled for the city. The Committee clarified that any unspent monies would be rolled into the following financial year but queried whether the £100k cap on receipts was reasonable, given that some areas could generate extensive redevelopment.

The Committee noted the WBI guidance and requested further clarification on:

• the administration of funding generated by release of land/assets for developments which had an impact on several wards and residents living on the boundaries of the wards
• the implications for Academy and Trust schools with assets to release

RESOLVED –

a)  That the contents of the report to Executive Board (12 October 2011) on the Capital Receipts Incentive Scheme be noted

b)  That the comments of the Area Committee be reported back to Executive Board and further clarification be provided on the issues noted above during the consultation period

To consider a report of the Assistant Chief Executive, Customer Access and Performance outlining the progress made to create and manage a new and enlarged Leeds Citizens’ Panel; the opportunities and efficiencies of localised consultation and the input the new Panel could have at Area Committee level

(report attached)

Council function

Mr M Lund, Corporate Consultation Manager, attended the meeting to present the report of the Assistant Chief Executive, Customer Access and Performance, which set out the timetable for the development, management and co-ordination of the Leeds Citizen Panel (LCP).

(Councillor Armitage withdrew from the meeting at this point)

Members discussed the following matters:

• The LCP had an advisory role. The 6000 members would have no decision making powers
• The need to ensure the LCP members were representative of every ward 
• The need to use the LCP effectively, noting that LCC already had an established consultation panel of 2-3000 local residents which Members commented had not been managed or utilised effectively in recent years.
• Methods of communication with LCP members and concern that the ICT systems necessary to support on-line consultation were inadequate
• The cost of establishing the LCP, noting the response that the LCP should reduce costs as Departments/Services would draw on consultation responses from the LCP rather than undertake individual consultations which could result in duplication

(Councillor Murray withdrew from the meeting for a short time at this point and Councillor Armitage rejoined the meeting)

• The Committee requested that information on the cost of the LCP be circulated to members after the meeting
• The intention to involve “attitude groups” as well as reach groups identified by age, location, interests etc

Members remained concerned over the establishment and management costs of the LCP and whether the creation of such a Panel presented any real benefits over and above the consultation already undertaken by the Council. It was noted that the LCP was intended to monitor the delivery of the Council’s priorities city wide, whereas the Area Committees would still consult and focus on a local level.

RESOLVED – That the Outer East Area Committee

a)  Note the development of the new Citizens Panel in Leeds as described in the submitted report

b)  Support the use of the new Leeds Citizens Panel

c)  Commit to take up the use of the Citizens Panel as part of the Committees community engagement activities in support of the Wellbeing Fund priority setting and in the development of the Area Business Plans

Further to minute 23 of the East Outer Area Committee held on 13^th September 2011 where Panel requested further information including demographic details of all the schools in the Outer East area, to consider a report of the Director of Children’s Services

(report attached)

Council function

The Director of Children’s Services submitted a report providing an update on the demographics and current situation for school places within the Outer East (OE) area. Lesley Savage, Senior Planning & Bids Manager, attended the meeting and discussed the following matters with the Committee:

• The report set out demographic data providing a snapshot of the pupils on roll in OE schools in September 2011 and those expected up to 2015. However the Department was now aware of several planning applications for residential developments with the OE area which would impact on the projections.
• Ward member meetings were proposed to discuss the impact of future housing developments and review school place provision
• Discussions had taken place with Colton Primary School over proposals for future expansion; and further discussions would be required having regard to the projected pupil figures for 2014/15 and possible impact Colton expansion would have on other primary schools within the local family of schools

(Councillor Armitage left the meeting at this point)

• The likely impact of the government’s targets for house building on east Leeds and the comment that sustainability issues which now included provision of education formed part of the consideration of applications for new residential developments.
• The problems experienced by local residents since the expansion of Whitkirk Primary schools with regards to highways and car parking

The Committee noted that Member briefing sessions would be arranged as part of the continued discussions on possible expansion of Colton primary school

RESOLVED – That the contents of the report and the comments of the Area Committee be noted

To consider a report of the Director of Adult Social Care providing information on the Leeds Telecare Service

(report attached)

Council function

The Director of Adult Social Care submitted a report in order to promote awareness of the Telecare Service. Donna Lancaster attended the meeting to give a short presentation highlighting the benefits of the equipment and outlining what telecare equipment was available to Fair Access to Care (FACS) eligible service users in Leeds. Members noted the service had recently relocated to a new city centre site and was currently trying to promote the service to reach as many eligible service users as possible.

Members noted the Telecare Service was provided free under Adult Social Services and requested that information on the number of service users be provided to them on a ward by ward basis.

RESOLVED – To note the contents of the report and presentation and to support the Telecare Service Team to promote the service city wide so all Fair Access to Care customers can benefit from the service

(Councillor Gruen left the meeting at this point)

To consider a report providing details of the revenue spend approved for 2011/12 for East Outer Area Committee; details of new projects to be agreed and an update on the current position of the Small Grants Budget

(report attached)

Executive function

RESOLVED -

a)  To note the position of the Wellbeing Budget

b)  To note the Small Grants approved to date

c)  To grant approval for funding for the following projects:

1. Cross Gates Christmas Lights Switch-on  £1,250
2. Kippax & Methley grit bins refill  £3,000
3. Garforth Library Christmas event   £180

The Area Leader, South East Leeds, submitted a report providing an overview of spending to date from the Outer East Area Committee Wellbeing Budget and an update on the current position of the Small Grants Budget. Details of three new proposals seeking funding from the revenue budget were provided. RESOLVED -

a)  To note the position of the Wellbeing Budget

b)  To note the Small Grants approved to date

c)  To grant approval for funding for the following projects:

1. Cross Gates Christmas Lights Switch-on  £1,250
2. Kippax & Methley grit bins refill  £3,000
3. Garforth Library Christmas event   £180

To consider a report of the Assistant Chief Executive Customer Access and Performance providing information on recent priority work undertaken; providing minutes relating to community engagement activities and meetings of Area Committee Chairs together with an update on the Government’s Welfare Reform proposals

(report and appendices attached)

Executive Function

RESOLVED – To note the contents of the report

The South East Area Leader presented a report which detailed priority work carried out within the area in recent weeks, including the minutes of partnership meetings and Area Chairs meeting and recent community engagement activities. The report also provided an update on the government’s welfare reform proposals. Copies of the minutes of the Cross Gates Forum meeting held 19^th October 2011 were also tabled at the meeting

RESOLVED – To note the contents of the report

Tuesday 14^th February 2012 at 3.00pm in the Civic Hall, Leeds

RESOLVED – To note the date and time of the next meeting as Tuesday 14^th February 2012 at 3:00 pm in the Civic Hall, Leeds