Agenda, decisions and minutes

The Chair welcomed all in attendance to the February meeting of the South (Outer) Area Committee.  In particular the Chair welcomed Jamie Ware, who had recently been appointed to the role of Area Assistant within South Leeds Area Management.

To receive and consider a report from the Head of Risk and Emergency Planning on recent work undertaken to improve the management of flood risk both nationally and locally and the implications for the Outer South area of Leeds.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Head of Risk and Emergency Planning submitted a report in support of a presentation by the Council’s Water Asset Management Working Group (WAMWG) on recent work undertaken to improve the management of flood risk both nationally and locally and the implications of this for the Outer South Leeds area.

Appended to the report was the following information:-

-  Highlights from the independent Pitt Review; and

-  An overview of proposed new approach to flood risk management.

Richard Davies, Head of Risk and Emergency Planning and David Sellers, Principal Engineer, Highways, gave a lengthy presentation and responded to Members’ questions and comments.

In particular, the presentation pointed out the ‘Role of Area Committees’ in Flood Risk Management and it was emphasised that the Area Committee needed to:

·  Be aware of overall flood risk agenda and what the Flood Risk Management Team were seeking to achieve.

·  Consider and raise flood risk issues in relation to new developments in their area.

·  Act as ‘eyes and ears’ through links to community and inform the Flood Risk Management Team about any problems with flooding before they became an issue.

In brief summary, the main areas of discussion were:-

• Concern about the limited budget to improve the management of flood risk in the outer south area.
• Progress made with inter-agency working, particularly the establishment of a technical forum, involving Councils, Environment Agency, Yorkshire Water, etc.

RESOLVED – That the contents of the report and presentation be noted.

(Councillor Renshaw arrived at 4.08 pm and Councillor Golton at 4.14 pm during the consideration of this item).

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 13 – ‘Morley Literature Festival 2008 – Evaluation Report’  (Minute No. 61 refers)

Councillor Elliott declared an interest in this item, due to being a Member of Morley Literature Festival.  On the basis that the interest was personal and prejudicial, she withdrew from the meeting prior to consideration of the decision to approve £15,000 towards delivery of the 2009 festival, and did not vote.

Councillor Gettings declared an interest in this item, due to being Chairman (designate) of Morley Literature Festival.  On the basis that the interest was personal and prejudicial, he withdrew from the meeting prior to consideration of the decision to approve £15,000 towards delivery of the 2009 festival, and did not vote.

Councillor Finnigan declared a personal interest in this item, due to being a Member of Morley Literature Festival.

Agenda Item 14 – ‘Garden Maintenance Service Report’  (Minute No. 62 refers)

Councillor Elliott declared an interest in this item, due to being a Member of Morley Elderly Action.  On the basis that the interest was personal and prejudicial, she withdrew from the meeting prior to consideration of the item, and did not vote.

Councillor Leadley declared an interest in this item, due to being a Committee Member and Trustee of Morley Elderly Action.  On the basis that the interest was personal and prejudicial, he withdrew from the meeting prior to consideration of the item, and did not vote.

Agenda Item 15 – ‘Area Manager’s Report’  (Minute No. 63 refers)

Councillor Leadley declared a personal interest in this item (9.0 of the report), due to being Chairman of Morley Town Council Planning Committee.

Agenda Item 17 – ‘Town Centre Management Report’ (Minute No. 65 refers)

Councillor Beverley declared a personal interest in this item, due to his wife being a Member of Morley Town Council.

Councillors Leadley, Finnigan and Grayshon declared a personal interest in this item, due to being Member’s of Morley Town Council.

Councillors Elliott and Golton declared a personal interest in this item, due to being Member’s of Morley and Rothwell Town Centre Management Board.

A further declaration of interest of interest was made at a later point in the meeting (Minute No. 61 refers).

To receive any apologies for absence.

It was reported that Councillor Wilson might arrive late to the meeting, due to his attendance at a Planning Appeals meeting.

To confirm as a correct record the minutes of the meeting held on 8^th December 2008.

Subject to an amendment under Minute No. 48 to read ‘Area Management – Participatory Budgeting – £40,000 (2008/09 Revenue Budget) – Approved’, it was

RESOLVED – That the minutes of the meeting held on 8^th December 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 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 joint report of the Assistant Chief Executive (Corporate Governance) and the Director of Resources, which seeks Members’ approval of the appointment of a new group of trustees to the Archbishop Margetson Trust Fund.

(Council Function)

(5 mins presentation / 5 mins discussion)

The Assistant Chief Executive (Corporate Governance) and the Director of Resources submitted a report, which sought Members’ approval for the appointment of a new group of trustees.

Dave Richmond, Area Manager, presented the report and advised Members that the recommendations had been amended as they did not fully reflect the terms of the Trust scheme.  A copy of the revised recommendations were circulated to Members.

RESOLVED –

(a)  That the Area Committee approve the appointment of five new trustees to the Archbishop Margetson Trust Fund.  These trustees are to comprise four representatives nominated by the Leeds City Councillors elected for the Drighlington area and one representative of Leeds City Council;

(b)  Approve the Leeds City Council Ward Councillor nominations as Arthur Thornton, Janet Scholes and Mike Rhodes and a representative of Drighlington Primary School, initially to be the Head Teacher, Sue Jackson.  The appointments are for a period of three years; and

(c)  Appoint Councillor Gettings as the Leeds City Council representative to the trust.  The appointment to be for a term ending on the date of the appointment of the successor or any time after the ordinary day of retirement as Councillor.

To receive and consider a report from the Director of Environment and Neighbourhoods, which outlines how Health and Environmental Action Services operates, with a particular focus on the work of Environmental Action Teams.

(Council Function)

(5 mins presentation / 10 mins discussion)

The Director of Environment and Neighbourhoods submitted a report on the operation of Health and Environmental Action Services, with a particular focus on the work of Environmental Action Teams and options relating to how Area Committees could help influence the work undertaken by the Environmental Action Teams in their areas.

Andy Beattie, Head of Service – Housing and Pollution Control, attended the meeting and responded to Members’ queries and comments.

The main areas of discussion were:-

• The need to establish links with the Area Committee’s Environmental Sub-Committee.
• Issues with the use of A-boards in Morley Town Centre and local arrangements on zero tolerance.
• The need to provide food hygiene ratings (‘scores on the doors’) on a ward basis.  It was reported that full details were available on the Council’s website.

RESOLVED –

(a)  That the report be noted;

(b)  That the report and the issues it highlights be referred for more detailed

discussion to the Committee’s Environmental Sub-Committee and Thematic

Champion for Environment;

(c)  That service and performance issues be reported to the Area Committee

on an annual basis.

To receive and consider a report from the Director of Environment and Neighbourhoods, which outlines the Streetscene Services function schedule and proposes arrangements that will improve the working relationship between Area Committees, Area Management and Streetscene Services.

(Council Function)

(5 mins presentation / 10 mins discussion)

The Director of Environment and Neighbourhoods submitted a report which outlined the Streetscene Services function schedule and proposed arrangements to improve the working relationship between Area Committees, Area Management and Streetscene Services.

The following officers attended the meeting and responded to Members’ questions and comments:-

-  Stephen Smith, Head of Environmental Services; and

-  Roger Foyle, Environmental Services, Area Development Manager.

In brief summary, the key areas of discussion were:-

• Engaging with the local community and identifying hotspot areas.
• The benefits of establishing local arrangements, especially in relation to services such as street sweeping and litter picking.
• The need for greater ward member involvement.
• Concern about parked cars making it difficult to undertake streetscene services.
• The increased use of District Local Environment Quality Surveys (DLEQs).

RESOLVED –

(a)  That the report be noted; and

(b)  That the report and the issues it highlights be referred for more detailed

discussion to the Committee’s Cleaner Neighbourhoods Sub-Committee and

Thematic Champion for Environment.

(c)  That service and performance issues be reported to the Area Committee

on an annual basis.

(Councillor Wilson arrived at 5.05 pm during the consideration of this item).

To receive and consider a report from the Fuelsavers Team – Health and Environmental Action Service, which seeks support for actions and targets to be established at a local level to eradicate fuel poverty in the city.

(Council Function)

(5 mins presentation / 5 mins discussion)

A report of the Fuelsavers Team – Health and Environmental Action Service, was submitted for the Board’s consideration, which sought Members’ support for actions and targets to be established at a local level to eradicate fuel poverty in the city in line with the Leeds Affordable Warmth Strategy 2007 to 2016.

The Chair welcomed to the meeting, Alan Jones, Fuelsavers Manager, to present the report and respond to Members questions and comments.

In brief summary, the key areas of discussion were:-

·  Aerial and ground based thermal imaging and information about the pilot initiative proposed in Adel and Wharfedale.

·  The process of identifying suitable households in need of support.

·  The range of energy efficiency grants available.

RESOLVED –

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

(b)  That the Area Committee agrees in principle to allocate £3,000 towards the delivery of aerial or ground based thermal imaging.

To receive and consider a report from the Director of Environment and Neighbourhoods, which provides an evaluation of the 2008 Morley Literature Festival and provides a framework to consider for the future organisation of the event.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

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

(b)  That the Area Committee approves £15,000 towards delivery of the 2009 festival; and

(c)  That Councillors Finnigan and Gettings be nominated to serve as Area Committee representatives on the Morley Literature Festival.

The Director of Environment and Neighbourhoods submitted a report, which provided Members with an evaluation of the 2008 Morley Literature Festival, and outlined a framework to consider for the future organisation of the event.

Tom O’Donovan, Area Management Officer, presented the report. 

The main highlighted points were:-

• It was acknowledged that the Morley Literature Festival 2008 had been a great success.  The Chair of the 2008 Festival, Councillor Elliott, wished to place on record her thanks to Sarah Henderson, Tom O’Donovan and Dave Richmond in South Leeds Area Management and Jill Morris, Festival Director, for their contribution to the Festival’s success.
• It was reported that the events had been well attended and some of the main events attracted audiences of between 400-500 people. 

RESOLVED –

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

(b)  That the Area Committee approves £15,000 towards delivery of the 2009 festival; and

(c)  That Councillors Finnigan and Gettings be nominated to serve as Area Committee representatives on the Morley Literature Festival.

(Councillor Grayshon declared a personal interest in this item in his capacity as Mayor of Morley Town Council).

To receive and consider a report from the Director of Environment and Neighbourhoods, which provides options for the future delivery of garden maintenance services in the Outer South area of Leeds.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the report be noted; and

(b)  That options 1 and 2 (as outlined in 3.3 and 6.3 of the report) be identified as the Outer South Area Committee’s preferred options for the delivery of a Garden Maintenance Scheme.

The Director of Environment and Neighbourhoods submitted a report which provided the Area Committee with options for the future delivery of garden maintenance in the outer south area of Leeds.

Tom O’Donovan, Area Management Officer, presented the report and responded to Members’ questions and comments.

The main areas of discussion were:-

• Concern that representatives from Care and Repair and Morley Elderly Action were not available at the meeting to provide further information about the schemes.
• Concern that Care and Repair had not been invited to submit proposals to deliver the garden maintenance scheme.
• Concern about the way the report was written.

RESOLVED –

(a)  That the report be noted; and

(b)  That options 1 and 2 (as outlined in 3.3 and 6.3 of the report) be identified as the Outer South Area Committee’s preferred options for the delivery of a Garden Maintenance Scheme.

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 / 5 mins discussion)

RESOLVED –

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

(b)  That the Area Committee receives a full report on the Residual Waste Treatment Strategy at a future meeting;

(c)  That the Area Committee agrees to the creation of a single conservation area in Morley and approves £3,000 revenue funding from the Well-being budget to complete the conservation audit;

(d)  That the Area Committee agrees to commission a conservation audit of the Oulton area and approves £6,000 revenue funding from the Well-being budget to complete the conservation audit;

(e)  That the Area Committee agrees to ring fence a proportion of capital well-being funding for developments at Smithy Lane Recreation Ground; and

(f)  That the Area Committee approves £154.00 of revenue well-being funding to support Rothwell 600.

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

The following information was appended to the report:-

• Minutes of the Cleaner Neighbourhoods Sub-Group held on 20^th January 2009; and
• Outer South Cleaner Neighbourhood Sub-Group Action Plan.

Dave Richmond, Area Manager, presented the report and responded to Members’ questions and comments.

In brief summary, the main highlighted points were:-

• It was reported that Kate Newell, Community Conservation Officer, was providing a briefing on the Conservation Audit to Morley Town Council, later in the month.
• In relation to Smithy Lane Recreational Ground, it was reported that initial costings had not yet been agreed by the Steering Group. 

RESOLVED –

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

(b)  That the Area Committee receives a full report on the Residual Waste Treatment Strategy at a future meeting;

(c)  That the Area Committee agrees to the creation of a single conservation area in Morley and approves £3,000 revenue funding from the Well-being budget to complete the conservation audit;

(d)  That the Area Committee agrees to commission a conservation audit of the Oulton area and approves £6,000 revenue funding from the Well-being budget to complete the conservation audit;

(e)  That the Area Committee agrees to ring fence a proportion of capital well-being funding for developments at Smithy Lane Recreation Ground; and

(f)  That the Area Committee approves £154.00 of revenue well-being funding to support Rothwell 600.

To receive and consider a report from the Director of Environment and Neighbourhoods, which updates Members on both the capital and revenue elements of the Committee’s Well-being budget, advises Members of the Small Grants approved since the last meeting and invites Members to determine the capital and revenue proposals detailed within the report.

(Executive Function)

(5 mins presentation / 5 mins discussion)

RESOLVED –

(a)  That the report and information appended to the report, which includes the available balance of the Area Committee’s revenue and capital Well-being budgets, be noted;

(b)  That the following decisions be made in relation to the Well-being funding proposals, which had been submitted for determination at the meeting:-

• Groundwork – Manor Road Shops – £35,000 (2008/09 Capital Budget) – Approved;
• Oulton and Woodlesford Design Statement – £5,600 (2008/09 Revenue Budget) – Approved;
• Area Management – Furniture for St Gabriel’s Centre – £1,273.88 (2008/09 revenue from Outer South Community Centres budget) – Approved;
• Rothwell in Bloom – Floral Displays in Rothwell Town Centre – £2,004 (2008/09 Revenue Budget) – Approved.

The Director of Environment and Neighbourhoods submitted a report, which updated Members on both the capital and revenue elements of the Committee’s Well-being budget and invited Members to determine the capital and revenue proposals, as detailed within the report.

RESOLVED –

(a)  That the report and information appended to the report, which includes the available balance of the Area Committee’s revenue and capital Well-being budgets, be noted;

(b)  That the following decisions be made in relation to the Well-being funding proposals, which had been submitted for determination at the meeting:-

• Groundwork – Manor Road Shops – £35,000 (2008/09 Capital Budget) – Approved;
• Oulton and Woodlesford Design Statement – £5,600 (2008/09 Revenue Budget) – Approved;
• Area Management – Furniture for St Gabriel’s Centre – £1,273.88 (2008/09 revenue from Outer South Community Centres budget) – Approved; and
• Rothwell in Bloom – Floral Displays in Rothwell Town Centre – £2,004 (2008/09 Revenue Budget) – Approved.

To receive and consider a report from the Director of Environment and Neighbourhoods, which provides Members with an opportunity to review the Town Centre Management Project and consider options for the future.

(Executive Function)

(5 mins presentation / 10 mins discussion)

RESOLVED –

(a)  That the report be noted;

(b)  That the Area Committee agrees the future strategy of the Town Centre Management Project: August 2009 onwards, as outlined under 6.0 of the report.

(c)  That option 1, to continue with current arrangements and extend project for 3 years, be identified as the Area Committee’s preferred option for the delivery of the Town Centre Management Project; and

(d)  That the Area Committee agrees to commission the Town Centre Management Project, subject to availability of Well-being funding, following annual approval of the 2009/10 Well-being budget from the Executive Board.

The Director of Environment and Neighbourhoods submitted a report which provided Members with an opportunity to review the Town Centre Management Project and consider options for the future.

Dave Richmond, Area Manager, presented the report and responded to Members’ queries and comments.

The main highlighted points were:-

·  It was stated that the report had provided Members with a useful opportunity to consider the future strategy of the town centre management project.

·  One Member discussed re-focussing the project in a more practical way and developing other areas of work.

·  Members commented that the project had been a success, particularly in terms of work undertaken and support for local shopkeepers and the chamber of trade.

(In accordance with the Council’s Access to Information Procedure Rules, the Area Committee resolved to exclude the public during the consideration of part of this item, due to the sensitivity of the issues to be discussed).

RESOLVED –

(a)  That the report be noted;

(b)  That the Area Committee agrees the future strategy of the Town Centre Management Project: August 2009 onwards, as outlined under 6.0 of the report.

(c)  That option 1, to continue with current arrangements and extend project for 3 years, be identified as the Area Committee’s preferred option for the delivery of the Town Centre Management Project; and

(d)  That the Area Committee agrees to commission Option 1, subject to Executive Board approval of future funding.

(Councillors Mulherin and Renshaw left the meeting at 6.33 pm during the consideration of this item).

Monday 30^th March 2009 at 4.00 pm

(Venue – East Ardsley Community Centre, Main Street, East Ardsley, WF3 2AP)

Monday 30^th March 2009 at 4.00 pm

(Venue – East Ardsley Community Centre, Main Street, East Ardsley, WF3 2AP)

(The meeting concluded at 6.50 pm).