Agenda, decisions and minutes

The Chair welcomed all in attendance to the April meeting of the South (Outer) Area Committee and invited Elected Members present to introduce themselves.

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.

Agenda item 9 – ‘St Gabriel’s Community Centre’ (Minute No. 89 refers)

Councillor Renshaw declared a personal interest in this item due to being a Member of St Michael’s Parish Church, East Ardsley.

Agenda item 10 – ‘Churwell Park Improvements’ (Minute No. 90 refers)

Councillors Elliot, Finnigan, Grayshon and Leadley declared a personal interest in this item as former Members of Churwell Action Group.

Agenda item 12 – ‘Area Manager’s Report’ (Minute No. 92 refers)

Councillors Elliot, Finnigan, Grayshon and Leadley declared a personal interest in this item as former Members of Churwell Action Group.

Councillors Elliot and Gettings declared a personal interest in this item due to being Members of Morley Literature Festival Organising Committee.

Councillors Finnigan and Grayshon declared a personal interest in this item due to their involvement with the Morley Literature Festival.

Councillor Smith declared a personal interest in this item due to being a Member of Leeds Groundwork Trust.

Agenda item 13 – ‘Outer South Area Committee Well-being Budget Report’ (Minute No. 93 refers)

Councillors Elliot, Finnigan, Grayshon and Leadley declared a personal interest in relation to 4.4.1 and 4.4.5 of the report as former Members of Churwell Action Group.

Councillors Grayshon and Leadley declared an interest in relation to 4.4.6 of the report due to being Members of Lewisham Park Management Committee.  On the basis that their interest was prejudicial, both Members withdrew from the meeting and did not vote.

Councillor Leadley declared a personal interest in relation to 5.3 of the report due to being Chairman of Morley Town Council Planning Committee.

Further declarations of interest were made at later points in the meeting (Minute Nos. 91, 92 and 93 refer.)

An apology for absence was submitted by Councillor Golton.

To confirm as a correct record the minutes of the meeting held on 25^th February, 2008.

RESOLVED – That the minutes of the meeting held on 25^th February, 2008 be confirmed as a correct record.

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.

(10 mins discussion)

In accordance with paragraphs 6.24 and 6.25 of the Area Committee Procedure Rules, the Chairman allowed a period of up to ten minutes for members of the public to make representations or to ask questions within the terms of reference of the Area Committee.

A representative of Drighlington Parish Council raised concern that the Parish Council had not yet been consulted on the Area Delivery Plan.  Reference was also made to Participatory Budgeting and it was noted that Drighlington Parish Council had arranged a meeting to update its Members on Wednesday 23^rd April.  In relation to Safer Neighbourhood issues, it was reported that the Parish Council was considering installing further CCTV.

The Chairman of the Area Committee reported that he had written to Drighlington Parish Council to establish whether there were any particular issues that the Parish Council would like to discuss.  It was noted that no response had been received to date.  It was advised that if the Parish Council had any concerns then they should contact their local Ward Members.

A local resident raised concern in relation to the lack of recreational facilities in the Tingley and Ardsley area.  It was reported that at a previous Area Committee meeting it was agreed that a report should be submitted to address some of the concerns.  It was noted that this had not been provided.  The Area Manager agreed to address this issue.

To receive and consider a report from the Director of Environment and Neighbourhoods, which provides the Committee with an overview and update on how the South Leeds (Outer) Area Delivery Plan 2008-11 is being delivered.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED – That the report and progress made in developing the Area Delivery Plan 2008 -2011 be noted.

The Director of Environment and Neighbourhood Services submitted a report, which provided the Committee with an overview and update on how the South Leeds (Outer) Area Delivery Plan (ADP) was being delivered and the timeline for further work to completion.

The Area Management Officer reported on some of the key changes to the existing ADP structure, which included: the plans covering a three year period rather than one, the development of local performance indicators, and the ADP covering a broader remit to reflect the eight themes of the Leeds Strategic Plan (LSP).

The Committee was informed that partners and Council departments had been consulted on stage one of the development of the ADP, and Ward Councillors and the community would be consulted as part of stage two of the process.  It was reported that 3000 big ideas, big issues postcards had been distributed across the Outer South Area to raise awareness of the ADP.

The Area Management Officer advised that following further consultation with partners, the final ADP would be presented to the first Committee meeting of the new municipal year.  The Committee emphasised the importance of ensuring that local Parish Councils were kept informed and provided with an opportunity to become involved in the process.

RESOLVED – That the report and progress made in developing the Area Delivery Plan 2008 -2011 be noted.

To receive and consider a report from the Director of Environment and Neighbourhoods, which updates the Committee on St Gabriel’s Community Centre and the community consultation exercise that has been undertaken.

(Executive Function)

(5 mins presentation / 10 mins discussion)

RESOLVED –

(a)  That the report be noted; and

(b)  The Committee agrees to extend the review on this facility for a further 12 months.

The Director of Environment and Neighbourhoods submitted a report, which provided the Committee with an update on the community consultation exercise that had been undertaken in relation to St Gabriel’s Community Centre.

It was reported that the Council’s Regeneration Policy and Planning Team had highlighted St Gabriel’s Community Centre as requiring further action, largely due to the high running costs and low building usage, which was currently down to 8 hours per week for youth activities.

The Area Management Officer reported that following discussions with local Ward Members, it was decided that a community consultation exercise should be undertaken to enable the local community to report back their views about the facility.  A summary of the results of the consultation exercise together with financial information was considered by the Committee.  It was reported that feedback was still being sought from the Youth Service.

In brief summary, the following points were discussed:

• A representative of St Gabriel’s Community Centre attended the meeting and spoke in favour of retaining the facility.  A DVD was also shown to the Committee, which highlighted some of the activities that had taken place.
• Members referred to the high running costs.  The Area Management Officer agreed to report back with the hourly running costs of comparative facilities.
• The Committee felt that it was important to identify the level of resources that were required to undertake any ongoing repairs.
• One Member felt that the consultation exercise had raised awareness of the facility in the local community. 
• The Committee expressed its disappointment that the Youth Service had not responded to the consultation exercise.
• Members discussed extending the review on the facility for a further 12 months.  Some Members felt that 18 months would be more appropriate, as it would provide the facility with more time to establish management arrangements.  The majority of Members present at the meeting supported the proposal to extend the review for a further 12 months. 
• A request was made at the meeting by a local representative of the Community Centre for guidance and support to be provided to assist with the progression of the Community Centre.  It was agreed that the Area Manager would liaise with representatives to establish a way forward.

RESOLVED –

(a)  That the report be noted; and

(b)  The Committee extends the review on this facility for a further 12 months.

To receive and consider a report from the Principal Area Manager (South) in relation to a request for funding by the Churwell Action Group to fund a number of improvements to Churwell Park.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the report be noted; and

(b)  The Committee agrees to allocate £5,000 to fund a number of improvements to Churwell Park.

The Principal Area Manager Parks and Countryside submitted a report, which provided the Committee with information in relation to a request for funding by Churwell Action Group to fund a number of improvements to Churwell Park.

RESOLVED –

(a)  That the report be noted; and

(b)  The Committee allocates £5,000 to fund a number of improvements to Churwell Park.

To receive and consider a report from the Principal Area Manager, South Parks and Countryside in relation to a request for financial support to facilitate work on progressing the community’s desire to improve Smithy Lane recreation ground.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the report be noted; and

(b)  the Committee agrees to allocate £6,500 to facilitate design and consultation work to improve Smithy Lane Recreation Ground.

The Principal Area Manager Parks and Countryside submitted a report, which requested financial support to improve Smithy Lane Recreation Ground.

In relation to a query concerning stage one checks, a representative of Parks and Countryside advised that the checks involved establishing the previous land use and the type of services that had been provided.

(Councillor Mulherin declared a personal interest in this item due to being Chair of the Neighbourhood Improvement Plan.)

RESOLVED –

(a)  That the report be noted; and

(b)  the Committee allocates £6,500 to facilitate design and consultation work to improve Smithy Lane Recreation Ground.

To receive and consider a report from the Director of Environment and Neighbourhoods, which provides Members with an overview of the range of activities currently taking place within the Outer South Area of Leeds.

(Executive Function)

(5 mins presentation / 10 mins discussion)

RESOLVED –

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

(b)  the Committee agrees in principle the order in which each of the thematic sub-partnerships would host pre-Area Committee meeting public engagement events and agrees to nominate Members to thematic sub-partnerships (to be confirmed) as detailed under appendix 2 of the report; and

(c) the Committee agrees the schedule for community engagement, as outlined in appendix 3 to the report.

The Committee considered a report from the Director of Environment and Neighbourhoods, which detailed a number of activities that were currently taking place throughout the Outer South area of Leeds.

The main highlighted points were:

• In relation to Participatory Budgeting, it was reported that a ‘Decision Day’ would be held, which would enable local residents and community groups to vote on project ideas that they would like to be delivered.
• It was noted that a major part of the Marsh Street works in relation to resurfacing and layout of the car park had been completed.  It was reported that the Programme Board had agreed to provide funding for signposting and landscaping works.
• The Committee considered Thematic Sub-Partnership / Area Committee responsibilities and Elected Member links in relation to the ADP.

RESOLVED –

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

(b)  the Committee agrees in principle the order in which each of the thematic sub-partnerships would host pre-Area Committee meeting public engagement events and agrees to nominate Members to thematic sub-partnerships (to be confirmed) as detailed under appendix 2 of the report; and

(c) the Committee agrees the schedule for community engagement, as outlined in appendix 3 to the report.

(Councillor Grayshon declared a personal interest in this item due to being a Member of the Narrowing the Gap group.)

To receive a report from the Director of Environment and Neighbourhoods, which updates Members on both the revenue and capital elements of the Committee’s Wellbeing budget, provides a progress report on the revenue and capital projects agreed to date, advises Members of the Small Grants approved since the last meeting and invites the Committee to determine the capital and revenue proposals, as detailed within the report.

(Executive Function)

(5 mins presentation / 10 mins discussion)

RESOLVED –

(a)  That the Committee notes the position of the Wellbeing budget as set out in section 3.2 of the report, including the additional allocation of £50,000 revenue funding;

(b)  approves ring-fencing of £10,000 to support a programme of summer activities, as outlined in section 3.3.4 of the report;

(c)  that the following decisions be made in relation to the Wellbeing funding proposals, which have been submitted for determination to this meeting:-

• Parks and Countryside –Churwell CCTV - £5,378 (2007/2008 Capital Budget) – Approved
• Parks and Countryside – Improved drainage to public footpath number 20 Ardsley and Robin Hood at Oakley underpass - £1717.19 (2007/2008 Capital Budget) – Approved
• Parks and Countryside – Smithy Lane Recreation Ground - £6,500 (2007/2008 Revenue Budget) – Approved
• Dance Action Zone Leeds (DAZL) – Outer South Youth Dance Programme - £15,368 (2007/2008 Revenue Budget) – Approved
• Parks and Countryside – Churwell Park Improvements - £5,000 (2007/2008 Capital Budget) – Approved
• South Leeds Area Management – Lewisham Park Furniture - £1,000 (2007/2008 Revenue Budget) – Approved; and

(d)  the Wellbeing revenue projects agreed as listed in appendix 1, the Wellbeing capital projects agreed as listed in appendix 2 and the small grants approved since the last meeting, as listed in section 6.1 of the report be noted.

The Director of Environment and Neighbourhoods submitted a report, which updated Members on both the capital and revenue elements of the Committee’s Wellbeing budget, provided a progress report on the capital and revenue projects that had been commissioned to date, provided an update of the Small Grants which had been approved since the last meeting, and invited Members to determine the proposals for Wellbeing funding that were detailed within the report.

In the absence of Councillor Grayshon, who had declared a personal and prejudicial interest and left the room, Councillor Finnigan assumed the Chair for the Lewisham Park Furniture, Wellbeing Budget proposal.

The key points of discussion were:

• In relation to Churwell CCTV, one Member reported that the Crime Prevention Officer, a local Police Inspector, the Youth Service and the Parks and Countryside Department had all confirmed that the proposed CCTV was effective.
• One Member referred to the minutes of the last meeting, which stated that the Committee would be provided with a presentation from Leeds Watch and West Yorkshire Police on the benefits of CCTV and the use of footage in prosecutions.  Whilst it was noted that West Yorkshire Police had been invited to attend the meeting, Members expressed concern that the Minute had not been actioned.  The Area Manager agreed to address this concern.
• Members noted an amendment to 4.4.2 of the report in relation to Improved Drainage to Public Footpath Number 20, Ardsley and Robin Hood (not Rothwell) at Oakley underpass. 

(Councillor Grayshon declared a personal interest in connection with his employment at Royal Bank of Scotland.)

RESOLVED –

(a)  That the Committee notes the position of the Wellbeing budget as set out in section 3.2 of the report, including the additional allocation of £50,000 revenue funding;

(b)  approves ring-fencing of £10,000 to support a programme of summer activities, as outlined in section 3.3.4 of the report;

(c)  that the following decisions be made in relation to the Wellbeing funding proposals, which have been submitted for determination to this meeting:-

• Parks and Countryside –Churwell CCTV - £5,378 (2007/2008 Capital Budget) – Approved
• Parks and Countryside – Improved drainage to public footpath number 20, Ardsley and Robin Hood at Oakley underpass - £1717.19 (2007/2008 Capital Budget) – Approved
• Parks and Countryside – Smithy Lane Recreation Ground - £6,500 (2007/2008 Revenue Budget) – Approved
• Dance Action Zone Leeds (DAZL) – Outer South Youth Dance Programme - £15,368 (2007/2008 Revenue Budget) – Approved
• Parks and Countryside – Churwell Park Improvements - £5,000 (2007/2008 Capital Budget) – Approved
• South Leeds Area Management – Lewisham Park Furniture - £1,000 (2007/2008 Revenue Budget) – Approved; and

(d)  the Wellbeing revenue projects agreed as listed in appendix 1, the Wellbeing capital projects agreed as listed in appendix 2 and the small grants approved since the last meeting, as listed in section 6.1 of the report be noted.

To receive and consider a report from the Chief Democratic Services Officer.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Chief Democratic Services Officer submitted a report, which requested Members to give consideration to agreeing the dates, times and venues of their meetings for the 2008/09 municipal year.

RESOLVED – That the meeting dates and times for the South (Outer) Area Committee for the 2008/09 municipal year are as follows:

• 7^th July, 2008, 4.00 pm, venue t.b.c.
• 1^st September, 2008, 4.00 pm, venue t.b.c.
• 20^th October, 2008, 4.00 pm, venue t.b.c.
• 8^th December, 2008, 4.00 pm, venue t.b.c.
• 9^th February, 2009, 4.00 pm, venue t.b.c.
• 30^th March 2009, 4.00 pm, venue t.b.c

(The meeting concluded at 5.50 pm.)