Agenda, decisions and draft minutes

4.1

Apologies for absence were received from Councillors Glynis Chapman, Denise Fox, Karen McGowan, Mich Rooney and Paul Wood.

5.1

No items were identified where resolutions may be moved to exclude the public and press.

6.1

There were no declarations of interest.

7.1

The minutes of the meeting of the committee held on 29 February 2024, and 15 May 2024 were approved as a correct record.

8.1

The Committee received a presentation from Rowan Longhurst which outlined environmental projects in the area. Some of the key updates and projects were as follows: -

• Local Nature Recovery Strategy – Rowan Longhurst encouraged those in attendance to get involved and share their views.
• Shirebrook Valley Species Survival Project.
• ‘Mow Better’ in the South East -  meadow improvements along the Ochre Dike Corridor – Volunteer with Sheffield Countryside Conservation Trust: Adrian Burke - adrianfburke@yahoo.co.uk
• Community Forestry - Tree Planting at Flockton Park and Linley Bank – keep an eye out for events in the autumn. Register through Eventbrite.

8.2

The Committee received a presentation from Dan Whittiker which explained the Environmental Stewardship programme. Some of the key updates were as follows: -

• 12-week programme for 6 young people.
• Young people spend 2 days a week with an Amey Supervisor clearing sites across the Southeast of Sheffield.
• Accessed Amey training for Health and Safety, mowing and strimming etc.
• The young people spend a further day with the Lifelong learning and skills team working on English and Maths.
• Funded for one year through the LAC 100K, CIL and Fly tipping and Graffiti funding.

8.3

The Committee received a presentation from Courtenay Crichton-Turley. She explained that the South East LAC team had £17,000 to spend on environmental projects across the four wards. Therefore, those in attendance were asked to write down how they would like to see this money spent. These ideas would be collated by the LAC team at the end of the meeting.

8.4

A Member of the public mentioned that he had noticed an area in his ward that had been cleared and that he was appreciative of the work. He thanked those involved.

8.5

A Member of the public asked who she should contact regarding clearing waste.

Dan Whittiker explained that the SouthEastLAC@sheffield.gov.uk would be the best avenue to contact.

8.6

A Member of the public asked why there was only £17,000 allocated to address these issues.

The Community Services Manager, Jayne Foulds explained there was 7 LACs across the city, each with a budget of £100,000. Each of the 7 LACs individually determined how their budget would be split within themes that came out of the consultation. It was agreed that the South East LAC would use their funds on the following: -

• Crime and Community Safety - £50,000
• Environment - £17,000
• Health and Wellbeing  - £15,000
• Children and Families - £15,000
• Administrative costs - £3,000

9.1

Carl Mullooly, Head of Local Area Committees, provided a background on the Local Area Committees (LACs), and explained that the meetings had been formally constituted in 2021. They were held four times per year, and their purpose was to engage, empower and enable local communities, and to bring local decision-making into communities. LACs had evolved based on feedback from participants, and agendas had become more flexible and themed, based on local needs and issues. Meetings had become more interactive, including holding workshops to discuss themes, and inviting Council services to attend to share information.

9.2

Carl Mullooly outlined some of the positives that the Council had experienced since the LACs were formed. These were:

·       Flexible agendas

·       Themed meeting relevant to local area

·       Opportunity to engage with councillors

·       Interactive Workshops

·       Services represented to deal with issues

Carl Mullooly outlined some of the challenges that the Council had experienced since the LACs were formed. These were:

·   Governance element of LACs was very formal

·   Location and Venue challenges

·   The attendance varied

·   Timing of meetings

·   Webcasting statistics showed that meetings were rarely viewed

·   Very few decisions were made

9.3

Those in attendance were asked to consider the following:

1.   What has worked well?

2.   What can be improved?

3.   Is this the right approach to engage, empower and enable?

9.4

The Council had an ongoing project called ‘Future Sheffield’ and the discussions from the meeting would feed into that piece of work.

9.5

A member of the public mentioned that food and refreshments would interest more people. They mentioned that the Central LAC was well promoted and that South East was harder to find.

9.6

A Member of the public stated that LACs were a better way to engage with the Council rather than contacting the Council contact centre.

9.7

A Member of the Committee, and member of the public raised the importance in going out to places where people were already meeting to consult with them, rather than people trying to find where the LACs were meeting.

9.8

A Member of the public felt that LACs can be intimidating for some people. She mentioned that the round table discussions are good, but the being talked too for a long time can be off-putting.

9.9

A Member of the Committee explained that it was good to see members of the public in attendance, and wondered whether those in attendance would attend another Council meeting in the Town Hall. Although the LAC wanted higher attendance figures, it was still good to have some people come out and engage through the LACs. 

10.1

Members of the Committee broke out into breakout groups with Officers and members of the public. They were asked to consider the following questions: -

1.          What do you like about your environment?

2.          What would you like to see more of?

3.          Would you like to get involved in, or start up and environmental group?

4.          Have you any thoughts or ideas about small environmental projects for the South East Area?

10.2

Following the breakout groups, one person from each table summarised their feedback. The feedback was recorded and shared with the LAC team.

11.1

The Committee received the following questions from members of the public, prior to the meeting. 

11.2

Sandra Fretwell-Smith

My name is Sandra Fretwell-Smith and I am representing Woodhouse Prize Band, we are one of the oldest brass bands in the country, established in 1853, and have rehearsed and played  in the village of Woodhouse for 171 years.  We have been in continuous existence throughout this time despite 2 world wars and a pandemic, and are very proud of our heritage.  Through circumstances beyond our control we find ourselves in the position of having to relocate to a new rehearsal room.  This is no small task for a brass band, as we have instruments, stands, chairs, percussion, music, uniforms that all take up space, and we need a reasonable amount of space to set up for our rehearsals.  

We really don't want to move our rehearsals outside of Woodhouse if at all possible as the village residents have always been very supportive and loyal to us, for which we are ever grateful. We have been in our last rehearsal room now for 30 years and are looking for a long term rental option for the future.  The band is 100% self funded, income coming from players annual subs and the many concerts we put on in Woodhouse and beyond throughout the year, though we have very kindly received grants from the ward pot and the Woodhouse Community Forum over the last few years for various projects.  

I'm sure the Woodhouse Councillors would not want to lose such a longstanding community group with its history so immersed within the village of Woodhouse.  Over the 171 yrs of our existence we have taught hundreds of people young and old, to play brass instruments, and enabled them to experience the joy of making music together in what we consider a friendly family atmosphere, culminating in the many concerts we undertake to entertain the Sheffield communities with our varied range of music.  We provide instruments, and can provide tuition to our learner players should they need it,  and have recently set up a learner band to ensure the band continues long into the future.

I would like to ask the Councillors of the SE LAC if they know of any suitable venues in Woodhouse that the Band could rent long term, and at a cost that the band can reasonably manage within our financial means.  The question is largely aimed at the Woodhouse Councillors but as reluctant as we are to do this we may have to look elsewhere in SE Sheffield, and no venue within the SE wards can be discounted at this point in time.  

The Chair explained that she had knowledge of the band and that it was invaluable. She asked that Ms. Fretwell-Smith spoke to ward councillors at the conclusion of the meeting.

11.3

Jesicca Knight

A couple of years ago, and last year, there were a couple of pieces of equipment bought: speed gun and drone both for police  ...  view the full minutes text for item 11.

9.1

The Committee considered a report of Jayne Foulds, Community Services Manager, on the proposed allocation of funds to address local priorities for the South East Local Area Committee for 2024-25.

9.2

Funding delegated by the Council to LACs in 2024/25 amounts to £100,000 per LAC (£25 000 per ward). Following consultation with South East LAC Members it is proposed that this budget should be treated a whole South East LAC budget of £100,000 to address issues identified in the South East Community Plan. The following areas of expenditure are proposed from the £100,000 budget.

• Crime and Community Safety - £50,000
• Environment - £17,000
• Health and Wellbeing  - £15,000
• Children and Families - £15,000
• Administrative costs - £3,000

9.3

In order to enable financial decisions to be made more quickly, given the delays caused by the two pre-election periods (local election and general election) it is recommended that the level of expenditure that can be approved by the Community Services Manager in consultation with the LAC Chair under the delegated authority, is increased to sums up to £10,000.

9.4

RESOLVED: That the South East Local Area Committee:

1. agrees the recommendations set out for use of the 2024/25 budget to address local priorities in the South East LAC as detailed in the report;
2. authorises the Community Services Manager, in consultation with the Local Area Committee Chair, to finalise the eligibility criteria and make decisions, following engagement with the relevant Ward Members, on the award of the grant funds proposed of up to £5,000.
3. authorises the Community Services Manager to make decisions on expenditure from any budgets allocated to the Local Area Committee provided that:

• The decision is taken in consultation with the Local Area Committee Chair
• Spending is in line with any specific purposes of the allocated budget
• The decision may not approve expenditure of more than £10,000
• A report detailing the delegated spending decisions taken by the Community Services Manager is presented to the next Local Area Committee meeting.

9.5

Reasons for Decision

9.5.1

The South East LAC is asked to agree the further expenditure and proposed use of funding under delegated authority outlined in the report to address the identified local priorities within the South East LAC Community Plan.

9.6

Alternatives Considered and Rejected 

9.6.1

The LAC could choose not to allocate budgets at this stage, but this would delay local projects and facilities for local communities. Decisions on grant awards could be reserved to the LAC but this would inevitably delay delivery of priority actions to address specific issues identified in the Community Plan. All decisions on expenditure to support Community Plan priorities could be delegated to officers. However, this would restrict and undermine the LAC’s ability to monitor

12.1

The Committee considered a report of Jayne Foulds Community Services Manager, on the proposed allocation of funds to address local priorities for the South East Local Area Committee for 2024-25.

12.2

Funding delegated by the Council to LACs in 2024/25 amounts to £100,000 per LAC (£25 000 per ward). Following consultation with South East LAC Members it is proposed that this budget should be treated a whole South East LAC budget of £100,000 to address issues identified in the South East Community Plan. The following areas of expenditure are proposed from the £100,000 budget.

• Crime and Community Safety - £50,000
• Environment - £17,000
• Health and Wellbeing  - £15,000
• Children and Families - £15,000
• Administrative costs - £3,000

12.3

In order to enable financial decisions to be made more quickly, given the delays caused by the two pre-election periods (local election and general election) it is recommended that the level of expenditure that can be approved by the Community Services Manager in consultation with the LAC Chair under the delegated authority, is increased to sums up to £10,000.

12.4

RESOLVED: That the South East Local Area Committee:

1.     agrees the recommendations set out for use of the 2024/25 budget to address local priorities in the South East LAC as detailed in the report;

2.     authorises the Community Services Manager, in consultation with the Local Area Committee Chair, to finalise the eligibility criteria and make decisions, following engagement with the relevant Ward Members, on the award of the grant funds proposed of up to £5,000.

3.     authorises the Community Services Manager to make decisions on expenditure from any budgets allocated to the Local Area Committee provided that:

·       The decision is taken in consultation with the Local Area Committee Chair

·       Spending is in line with any specific purposes of the allocated budget

·       The decision may not approve expenditure of more than £10,000

·       A report detailing the delegated spending decisions taken by the Community Services Manager is presented to the next Local Area Committee meeting.

12.5

Reasons for Decision

12.5.1

The South East LAC is asked to agree the further expenditure and proposed use of funding under delegated authority outlined in the report to address the identified local priorities within the South East LAC Community Plan.

12.6

Alternatives Considered and Rejected 

12.6.1

The LAC could choose not to allocate budgets at this stage, but this would delay local projects and facilities for local communities. Decisions on grant awards could be reserved to the LAC but this would inevitably delay delivery of priority actions to address specific issues identified in the Community Plan. All decisions on expenditure to support Community Plan priorities could be delegated to officers. However, this would restrict and undermine the LAC’s ability to monitor