Agenda and minutes

The Chair welcomed everyone to the December meeting of the 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 13 of the Members Code of Conduct.

Councillor W Hyde declared a personal interest in Agenda Item 11 (Minute No. 57 refers) – Building Schools for the Future Phase 1 – Temple Moor High School, as a Member of the Board of Governors of Temple Moor High School.

Also in relation to Agenda Item 11, Councillors Parker, Gruen and Lyons stated that they were Members of Plans Panel East which would be considering the plans for Temple Moor High School at a later date and that they would therefore be making a statement at the relevant point later in the meeting to avoid any perception of pre-determination when this matter came before the Plans Panel (Minute No. 57 refers).

Apologies for absence were submitted on behalf of Councillor Armitage.

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 24^th October 2006.

RESOLVED – That the minutes of the East Outer Area Committee Meeting held on 24^th October be confirmed as a correct record.

Minute No. 41 – Recent Flooding in East Leeds

Regarding the Laurel Hills area in Temple Newsam Ward, Members advised that some residents were still expressing concerns regarding possible future flooding issues, whilst others were delighted with the prompt action taken to remedy the problem, although the new drains had yet to be tested.

To receive a report from the Making Leeds Better Programme updating Members on progress to date.

(Council Function)

The Committee received a report of the Making Leeds Better Programme which gave a progress report on Making Leeds Better – the strategic programme for improving health and social care in the city. 

Members were advised by Area Management that no representative from the Making Leeds Better Programme was attending the meeting to present the report, however representatives would attend the February meeting of the Committee to explain the delivery of the Programme at a local level in East Leeds.  In the meanwhile, Members were requested to forward any questions or enquiries they might have on this programme to the Area Management Office.

Members requested that officers ask the Director of the Programme whether she would be willing to attend local forum meetings.

RESOLVED –

(a)  That progress on the Making Leeds Better Programme be noted.

(b)  That it be noted that a representative of the Making Leeds Better Programme would attend the February meeting of the Committee.

To receive a report from the Development Department updating Members on the East and South East Leeds Area Action Plan.

(Executive Function)

The Development Department submitted a report updating Members on the East and South East Leeds (EASEL) Area Action Plan (AAP) which set out a summary of the public consultation undertaken last summer on the ‘Alternative Options – Looking to the Future’ and next steps.

The Chair welcomed to the meeting Kathryn Skinner, Senior Planner in the Development Department, who presented the report and responded to Members’ queries and comments.  Members were advised that there had been some slippage in the timetable and it was anticipated that the next consultation period on the “Preferred Options” would be April/May 2007.

There was brief discussion on the progress of this regeneration scheme and in particular on the progress of negotiations with Bellways, the preferred bidder.  Officers were requested to bring back a further progress update report to the next Area Committee meeting which would include in particular the socio-economic regeneration aspect of EASEL and how the private sector partner proposals would address the aspirations of local residents.

RESOLVED –

(a)  That progress on the EASEL AAP be noted.

(b)  That Members be briefed as soon as possible on progress with the negotiations and likely timescale for the signing of the contract with the preferred EASEL private sector partner, Bellways.

(c)    That officers bring back a report to the next Area Committee outlining how the socio-economic regeneration aspect of EASEL would be delivered. 

To receive a report from the Director of Children’s Services outlining the main elements of the Children’s trust and setting out how the arrangements will work to improve the lives of children, young people and their parents and carers.

(Council Function)

The Director of Children’s Services submitted a report outlining the main elements of the children’s trust arrangements for Leeds and setting out how the arrangements would work to improve the lives of children, young people and their parents and carers.  The report also outlined further work to be done to make some of the elements work in practice, including the ‘locality’ aspects of the children’s trust arrangements.

The Chair welcomed to the meeting Jane Bell, Change Manager from Children’s Services, who presented the report and responded to Members’ queries and comments.  Also in attendance was Robert Stott from Education Leeds.  A PowerPoint handout on the Children’s Trust Arrangements was distributed to Members for information.

In brief summary, the following issues were discussed by Members:

·  The structure of the children’s trust arrangements and the view that the providers should be at the centre, not at the bottom of the structure.

·  More Members’ involvement in the appointment of the Locality Enabler.

·  Better engagement with Members at Ward level.

·  Feedback from the forums.

·  The cost of the new structure.

Officers agreed to take the Committee’s comments back to the Department.

RESOLVED –

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

(b)  That Members’ comments on the Children’s Trust Arrangements for Leeds be taken back to the Department.

To receive a report from the Acting Chief Planning and Development Services Officer providing the latest update for Members on the Building Schools for the Future Programme and how this specifically relates to Temple Moor High School.

(Council Function)

The Acting Chief Planning and Development Services Officer submitted a report updating Members on the Building Schools for the Future (BSF) Programme and how this related to the extension and refurbishment of Temple Moor High School in particular.

Peter Barnett, Planning Projects Manager in the Development Department, attended the meeting to present the report and respond to Members’ queries and comments.  In attendance was Vicky Distasi and Robert Stott, both from Education Leeds.  Also at the meeting to give a PowerPoint presentation on the proposed designs for the upgrading and refurbishment of Temple Moor High School were Michael Silvey and Simon Evans from Environments for Learning (E4L) – the Council’s Preferred Bidder.

During the discussions on this item, Councillors Parker, Gruen and Lyons indicated that they were also Members of Plans Panel East, which would be considering this matter at a later date.  They stated that in view of this and in order to avoid any perception of predetermination when the matter came before the Plans Panel, that although they would remain in the meeting and take part in the discussions, they would not be bound by the discussions or decisions taken at today’s meeting when this matter came before the Plans Panel for determination, but would consider all representations and view points presented at the planning meeting before reaching a conclusion based on the merits of the case.

In brief summary, the following issues were discussed:

·  How the proposed plans would support community use of the school.

·  The need for adequate car parking arrangements.

·  The size of the new school and whether it would be large enough to meet the demand.

·  The tight timescale to approve the plans and commence the work.

Members requested more information on the sustainability of the building and the health and safety aspect whilst the building work was being carried out.  Members also requested that a site visit be arranged for January 2007.

RESOLVED –

(a)  That the contents of the report and comments made as above be noted.

(b)  That a site visit for Members to Temple Moor High School be arranged for January 2007.

To receive a report from the Head of Scrutiny and Member Development outlining the Scrutiny Action Learning Project around Community Development in Health and Wellbeing.

(Council Function)

The Head of Scrutiny and Member Development submitted a report on the Scrutiny Action Learning Project around Community Development in Health and Wellbeing.

The Area Management Officer advised that there was no-one available to present the report but he had been requested to direct Members to para. 3.4 which welcomed the views of the Area Committee on a number of issues.  If Members had any views, this information could be fed back to the report author via the Area Management Office. 

Members however raised their concern that an Officer was not in attendance to present the report.

RESOLVED – That an officer be requested to present the report at a future meeting.

To receive a report from the Director of Corporate Services outlining the potential options that could be considered to enable Area Committees to support capital projects which have revenue implications for services.

(Council Functions)

The Director of Corporate Services submitted a report at the request of Members, outlining the potential options that could be considered to enable Area Committees to support capital projects which had revenue implications for services.

Doug Meeson, Chief Officer (Financial Management), Department of Corporate Services, was in attendance to present the report and respond to Members’ queries and comments.

The three potential options to deal with this issue, as outlined in the report, were discussed by Members.  The second option - ‘Creation of a Central Provision’ as outlined in para. 3.3, was particularly favoured by some Members.

In order to progress this matter, it was agreed that the Chair would raise this issue at the next meeting of Area Committee Chairs and also alert Cllr L Carter to the East (Outer) Area Committee’s concerns.

RESOLVED –

(a)  That the report be noted and the Committee’s views be taken back by the Chief Officer (Financial Management) to the Department.

(b)  That the concerns of the Area Committee regarding revenue support of capital projects be raised by the Chair at the Area Committee Chairs meeting, so that options to resolve the matter can be investigated further.

To receive a report from the East Leeds Acting Area Manager proposing revision to eligibility rules and guidance notes for the Area Committee’s Small Grants Scheme operated from its Wellbeing (revenue) Budget.

(Executive Function)

The East Leeds Acting Area Manager submitted a report outlining proposed revisions to eligibility rules and guidance notes for the Area Committee’s Small Grants Scheme operated from its Wellbeing (Revenue) Budget.

The East Leeds Acting Area Manager presented the report and responded to Members’ queries and comments.  Members were advised that the report had been brought to the Committee at the request of Members and that the recommendation as outlined in para 4.2 of the report, detailed the delegated process.  Officers would find out whether question 7(c) on the application form was a monitoring requirement and if not, remove it from the form.

RESOLVED –

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

(b)  That the revised Eligibility and Guidance Notes for the Small Grants Scheme as set out in Appendix A be approved.

(c)  That delegation for the approval of Small Grants to the Area Manager be confirmed where following consultation with Members there were no outstanding queries or objections; and that where there remained objections the application be referred to the next Area Committee meeting for consideration.  That any applications received that do not meet the eligibility criteria be automatically rejected (with the Area Manager’s authority) and local Ward members informed for information.

To receive a report from the East Leeds Area Manager detailing existing and agreed commitments against funding streams for 2006/07 and recommending Area Committee support for a number of new projects.

(Executive Function)

The Acting East Leeds Area Manager submitted a report which detailed existing agreed commitments for 2006/07 against funding streams, outlined a number of new projects for the Committee to consider and included alternative proposals to those suggested at the previous meeting to the re-arrangement of Neighbourhood Wardens.

The Area Management Officer presented the report and advised Members that funding was being sought for an additional 0.5 of a Neighbourhood Warden, for Garforth Arts Festival and for the Sports Project for Outer East Schools.  The Inside-Outside Childcare Project in Swarcliffe had secured funding from alternative sources and therefore no longer required funding from this Committee’s Wellbeing Budget for this year. Members were also advised that some monies had been clawed back and that the Wellbeing Budget was now very close to being fully committed.

Regarding Neighbourhood Wardens, Members expressed a number of concerns which included the provision of cover when Wardens were off sick, that Members should be provided with information when Police Community Support Officers (PCSOs) swapped duties and that Members should have been provided with performance management reports of PCSOs and Wardens.

Regarding the Garforth Arts Festival, Members requested more information about the group organising the Festival and requested that there should be more publicity that the Arts Festival received funding from the Outer East Area Committee.

RESOLVED –

(a)    Neighbourhood Warden.

(i)  That the proposals outlined in section 3.1 of the report be approved and a provisional sum of £5,000 to appoint 0.50 of a Neighbourhood Warden be agreed.  With the .50 vacancy, 1 full post of a Warden would be formed to work across the Wards of Garforth & Swillington and Temple Newsam Wards as directed by the line manager for this post, the East Leeds’ Community Safety Co-ordinator.

(ii)   That funding for this .50 of a post be approved for a minimum period of 2 years, subject to annual availability of funds.

(iii)   That the boundary changes to the post of the current Kippax/Methley and Villages Warden be approved.

(b)   Garforth Arts Festival. That approval be given to a maximum£6,000 contribution towards this project; that the figure be restricted to an upper limit of £6,000 for 3 years; and that the grant be awarded on condition that Leeds City Council’s logo, with reference to Outer East Area Committee, be included in the promotional material for the event.

(c)   Sports Project for Outer East Schools. That Members support for this project be noted and that a contribution of £15,000 be awarded for this event in 2007 with the following conditions:

(i)    That Community Sports make this an annual event

(ii)   That Community Sports reduce the Area Committee contribution by 30% year on year by seeking funding from alternative sources such as the Schools and the core budget for community sports work.

(d)  Inside-Outside Project. That it be noted that funding would no longer be required from the Outer East Area Committee Wellbeing Budget to support this project for this year as  ...  view the full minutes text for item 61.

To receive a report from the East Leeds Area Manager requesting support from the budget for one project in Methley.

(Executive Function)

The Acting East Leeds Area Manager submitted a report outlining the request for funding for a play area for children within the grounds of Methley Community Centre.

The Acting East Leeds Area Manager presented the report and drew Members’ attention to the balance of the budget that remained for each Ward and as outlined in Appendix 1 to the report.  Members were advised that any outstanding balances needed to be committed by the end of the year.

RESOLVED –

(a)  That £3,000 be awarded from the Outer East Capital Budget to the Methley Community Centre for a play area for children at the centre.

(b)  That the breakdown of capital spend by Ward, as detailed in Appendix 1 to the report, be noted.

(c)  That proposals for committing the remaining small balance for each Ward be brought back to the next Area Committee for approval.

To receive a report from the Director of Neighbourhoods and Housing summarising the successes of the 2006/07 Outer East Area Delivery Plan and proposing priorities to form the basis of the draft 2007/08 ADP and spending plan.

(Executive Function)

The Director of Neighbourhoods and Housing submitted a report which summarised the successes of the 2006/07 Outer East Area Delivery Plan (ADP) and work of the Area Committee.  The proposed priorities that would form the basis of the draft 2007/08 ADP and spending plan were also outlined for Members to consider and agree and which would be brought back to the next Area committee meeting for approval.

The Acting Area Manager presented the report and responded to Members’ queries and comments.  Members were advised that it was proposed to include a more robust performance monitoring framework for the Area Delivery Plan for next year.

RESOLVED –

(a)  That the contents of the report, and in particular the successes of 2006/07, be noted.

(b)  That the proposals for the drafting of the Area Delivery Plan for 2007/08, as outlined in the report and using the themes agreed in 2006/07, be approved and brought back to the next Area Committee meeting for final approval.

(c)  That the Area Delivery Plan for 2007/08 be supported by a more robust Performance Monitoring framework based on relevant Local Area Agreement outcomes and that the use of Wellbeing funds be more closely linked to those outcomes. 

To receive a report from the East Leeds Area Manager updating Members on the current status of the bids for town and district centre regeneration funding submitted from the Outer East Area.

(Executive Function)

The East Area Manager submitted a report which updated Members on the current status of the five East Leeds bids for monies to regenerate town and district centres.

The Area Management Officer presented the report  and advised that the schemes to regenerate Kippax High Street and Halton Village had been approved and a third scheme at Fieldhead Carr in Whinmoor had been placed on the reserve list.  The decision on the bids for Garforth Main Street and Cross Gates would be made by the Asset Management Group on 15^th December.

Members were also advised that if the Whinmoor scheme was not ultimately successful in all of its bid, then alternative funding would be sought for the rejected parts of the scheme.

RESOLVED – That the report be noted.

To receive a report from the Director of Neighbourhoods and Housing on the background of Community Forums and to note the minutes of the following Forum meetings held between 9^th October 2006 and 17^th November 2006:

·  North Whinmoor – 9^th October 2006

·  Kippax & Methley – 10^th October 2006

·  Garforth & Swillington – 12^th October 2006

·  Garforth & Swillington (additional Meeting) – 13^th November 2006

(Executive Function)

The East Leeds Area Manager submitted a report, together with the minutes of the Area Committee Community Forum meetings held between 9^th October 2006 and 17^th November 2006.

RESOLVED – That the minutes of the following Community Forums be received and noted:

·  North Whinmoor – 9^th October 2006

·  Kippax & Methley – 10^th October 2006

·  Garforth & Swillington – 12^th October 2006

·  Garforth & Swillington (additional meeting) – 13^th November 2006

To note the dates and times of future meetings as 20^th February 2007 and 17^th April 2007.  Both at 4.00pm in the Civic Hall, Leeds.

20^th February 2007 and 17^th April 2007.  Both at 4.00pm in the Civic Hall, Leeds.

The meeting concluded at 6.05pm.  The Chair thanked Members and Officers for attending and wished everyone a Merry Christmas.