Agenda and minutes

To invite Councillors and Commissioners to declare any disclosable pecuniary interests or personal interests they may have in any matter which is to be considered at this meeting, to confirm the nature of those interests and whether they intend to leave the meeting for the consideration of the item.

Councillors Lelliott and Yasseen declared personal interests in Minute No. 119 (Business Rates Discretionary Relief Renewals in 2018/19) on the grounds of being trustees of one of the registered charities.

To receive questions from members of the public who wish to ask a general question in respect of matters within the Council’s area of responsibility or influence.

Subject to the Chair’s discretion, members of the public may ask one question and one supplementary question, which should relate to the original question and answered received.

Councillors are also entitled to ask any questions under this agenda item.

There were no questions from members of the public.

To receive the record of proceedings of the Cabinet and Commissioners’ Decision Making Meeting held on 15 January 2018.

Resolved:-  That the minutes of the Cabinet and Commissioners’ Decision Making Meeting held on 15^th January, 2018, be agreed as a true and correct record of the proceedings.

Agenda Item 18 has an exempt appendix. Therefore, if necessary when considering that item, the Chair will move the following resolution:-

That under Section 100(A) 4 of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12(A) of such Act indicated, as now amended by the Local Government (Access to Information) (Variation) Order 2006.

Resolved:-  That under Section 100(A) 4 of the Local Government Act 1972, the public be excluded from the meeting for the agenda item 18 on the grounds that the appendix involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12(A) of such Act indicated, as now amended by the Local Government (Access to Information) (Variation) Order 2006. 

Report of the Assistant Chief Executive

Cabinet Member:     Councillor Watson (in advisory role)

Commissioner:         Bradwell

Recommendations:

1.    That two councillors be required to sit on hearings of the Adoption Panel and Fostering Panel.

2.    That Councillors Allen and Elliot be appointed to the Adoption Panel.

3.    That Councillors Cusworth and M. Elliott be appointed to the Fostering Panel.

Consideration was given to the report which detailed how that, until 31^st March, 2011, it had been a legal requirement for local authority Adoption and Fostering Panels to include at least one Elected Member.  Amendments made to the Adoption Agencies Regulations 2005 and the introduction of the new regulations, namely the Fostering Services (England) Regulations 2011 that governed Adoption and Fostering Panels, meant that this legal requirement was no longer imposed upon relevant local authorities.

Following continued improvement of the Authority’s governance arrangements and services for children, young people and families, it was considered appropriate to review the level of Councillor involvement with both the Adoption Panel and Fostering Panel.

It was considered that corporate parenting would be enhanced by the appointment of two Councillors each to both Panels.

Commissioner Kenny agreed:-  (1)  That two Councillors be required to sit on hearings of the Adoption Panel and Fostering Panel.

(2)  That Councillors M. Elliott and J. Elliot be appointed to the Adoption Panel.

(3)  That Councillors Cusworth and Senior be appointed to the Fostering Panel.

Report of the Strategic Director of Children and Young People’s Services

Cabinet Member:     Councillor Watson (in advisory role)

Commissioner:         Bradwell

Recommendation:

That the 2017-18 Childcare Sufficiency Report be approved for publication.

Consideration was given to the 2017-18 Childcare Sufficiency annual report which detailed the current position of the childcare/early education market in Rotherham as required by the Childcare Acts (2006 and 2016).

The report was based on data captured from childcare providers in June/July, 2017 together with data on the take-up of early education in schools and additional information held by the Families Information Services.

The purpose of the report was to identify the current childcare sufficiency position in Rotherham and, as well as being circulated to Elected Members, was of interest to existing and potential childcare providers to support decisions on the creation of additional childcare in the Borough to meet demand.

The report set out the key findings as well as the key issues which included:-

·             Regular communication with all sectors of the market and information sharing on an ongoing basis to enable providers to adapt to changes such as changes in policy to meet needs.

·             The take-up of 30 Hour Childcare places from the introduction of the entitlement in September 2017 had been positive with 1,090 children taking up a place in the first term. A shortfall of places in some areas of the borough at the busiest times (summer term) was anticipated and action was currently being taken to address this through submission of a funding bid to the Department for Education to increase capacity and enabling existing/potential providers to apply for existing capital funding to increase capacity in identified areas of need.

·             Ongoing review of the childcare market with a termly review of take-up of early education for two, three and four year olds and a full annual childcare analysis to ensure there continued to be adequate provision to meet needs.

This report had been considered by the Overview and Scrutiny Management Board as part of the pre-scrutiny process who were in support of the recommendations.

Cabinet Members noted the recorded child poverty figures which had deteriorated since 2016 and the actions being taken to mitigate the wider economic challenges.

Commissioner Kenny agreed:-  That the 2017-18 Childcare Sufficiency report be approved for publication.

Report of the Strategic Director of Children and Young People’s Services

Cabinet Member:     Councillor Watson

Commissioner:         Bradwell (in advisory role)

Recommendations:-

1.    That Cabinet agree the response to the scrutiny review of Alternative Management Arrangements for Children and Young People’s Services in Rotherham set out at Appendix A to this report.  

2.    That the response be referred to the next meeting of the Council on 28 February 2018 and to the next meeting of the Improving Lives Select Commission on 13 March 2018.

Further to Minute No. 83 of Council held on 18^th October, 2017 consideration was given to the report which shared the findings and latest analysis and current thinking of the Improving Lives Select Commission’s cross-party review group on the range of Alternative Management Arrangements (AMAs) for Children’s Services. It evaluated the relative strengths and challenges of the primary options available to the Council and suggested initial recommendations for future management arrangements.

Appendix A of the report submitted set out the five broad recommendations arising from the Scrutiny Review of Alternative Management Arrangements for Children and Young People’s Services together with detail in respect of whether the recommendations were agreed, not agreed or deferred and, where agreed, what action would be taken, by when and who would be responsible.

The main recommendation was for Children’s Services to continue with its adoption of the Practice Partner model as this would secure the most rapid and sustainable improvements in the short term (two years) and present the lowest risk to the Improvement journey.  It was agreed that this form of model had made a significant contribution to the first stage of the improvement journey, however, a self-improving culture would be required to get from Good to Outstanding.

On this basis it was suggested that the response from Cabinet to the recommendations from the Improving Lives Select Commission be forwarded onto the Lead Commissioner and the Commissioner responsible for Children’s Social Care outlining the support.

The Chair of the Overview and Scrutiny Management Board also wished to place on record his thanks and appreciation to the Chair and other members of the Improving Lives Select Commission for their hard work in this review.

Resolved:-  (1)  That the Cabinet’s response to the Scrutiny Review of Alternative Management Arrangements for Children and Young People’s Services in Rotherham be approved.

(2)  That the response be referred to the next meeting of the Council on 28^th February, 2018 and the next meeting of the Improving Lives Select Commission on 13^th March, 2018.

(3)  That the report of the Improving Lives Select Commission and the Cabinet response to the recommendations be submitted to the Lead Commissioner and the Commissioner responsible for Children’s Social Care.

Report of the Strategic Director of Children and Young People’s Services

Cabinet Member:     Councillor Watson

Commissioner:         Bradwell (in advisory role)

Recommendations:

1.    That approval be given to the increase in educational provision for Special Education Needs and Disability (SEND) across the Borough following consultation.

2.    That approval be given to the projects that are to be linked to the Capital Programme within the Formal Budget & Council Tax 2018-19 report.

Consideration was given to the report outlining the outcome of the consultation undertaken in relation to proposals to increase Special Educational Needs and Disability (SEND) capacity of provision across the Borough by 138 places by 2021. 

The report outlined the growth in the general pupil population in recent years and the subsequent increased need for school places for pupils with a range of SEND needs.  It also outlined, following completion of the SEND Sufficiency report, an additional 138 SEND places would be needed across the Borough to meet current and expected future demand up to 2021.  These places would reduce out-of-authority placements by half and add additional capacity and provision within the Borough to support future increase in demand from population increase.

The Dedicated Schools Grant (High Needs Budget) was significantly overspent in this area with indications that there would continue to be significant increases in out-of-authority placements should ‘in authority’ capacity not be increased.  The report set out the proposed projects required to create the additional places and reduce the financial burden on the High Needs funding allocation in future year.  It also outlined proposals for moving forward to create additional places post-2021 for anticipated future cohort number increases and the project costs.

This report had been considered by the Overview and Scrutiny Management Board as part of the pre-scrutiny process who were in support of the recommendations.

Resolved:-  (1)  That the increase in educational provision for Special Educational Needs and Disability (SEND) across the Borough following consultation be approved.

(2)  That the projects linked to the Capital Programme within the Formal Budget and Council 2018-19 report be approved.

Report of the Strategic Director of Finance and Customer Services

Cabinet Member:     Councillor Alam

Commissioner:         Ney (in advisory role)

Recommendations:

That Cabinet recommend to Council:

·         Approval of the Budget and Financial Strategy for 2018/19 as set out in the report and appendices, including the need to deliver £15.1m of budget savings and a basic Council Tax increase of 2.99%.

·         Approval that the £965k additional Council Tax income generated from 1% of this increase is earmarked for kerbside collection of plastic waste and that the final decision on the operational model for waste services be determined by Cabinet following analysis of the public responses to the consultation and related options. 

·         Approval of the Government’s proposals for the maximum Adult Social Care precept of 3% on Council Tax for 2018/19 to fund additional costs in relation to Adult Social Care Services.

·         Approval that the precept figures from South Yorkshire Police Authority, South Yorkshire Fire and Rescue Authority and the various Parish Councils within the Borough be incorporated, when known, into the recommendation to the Council on 28th February 2018.

·         That an updated Medium Term Financial Strategy (MTFS) is brought back to Cabinet in 2018/19 after the accounts for 2017/18 have been closed. 

·         Approval of the proposed use of reserves as set out in Section 3.5, noting that there may be a variation subject to the Final Local Government Finance Settlement and that the final determination will be approved as part of reporting the outturn for 2017/18.

·         Approval that any changes resulting from the Final Local Government Finance Settlement be reflected in the Budget report to Council on 28^th February with the balance of any change being reflected in a change in the required use of reserves.

·         That it notes and accepts the comments and advice of the Strategic Director of Finance and Customer Services (Section 151 Officer), provided in compliance with Section 25 of the Local Government Act 2003, as to the robustness of the estimates included in the Budget and the adequacy of reserves for which the Budget provides (Section 3.9).

·         That it notes the consultation feedback from the public, partners and trade unions following publication of Directorate budget savings proposals on the Council’s website for public comment from 6^th December 2017 to 4^th January 2018 (Section 5).

·         Approval that all Council Fees and Charges are increased for 2018/19 by the September CPI increase of 3% other than Fees and Charges which are determined by national statute and that lists of all proposed fees and charges for 2018/19 are submitted to Cabinet in March for approval.

·         Approval to the proposed increases in Adult Social Care Provider contracts as set out in Section 3 of the report.

·         Approval to use £200k of the Local Welfare Provision balance of grant funding to continue arrangements for Crisis Loan Support as set out in Section 3 of the report.

·         Approval to the carry forward into 2018/19 of any unspent balances of funding for the Community Leadership Fund and Delegated Ward  ...  view the full agenda text for item 111.

Consideration was given to the report which proposed the Council’s Budget and Council Tax for 2018/19 based on the outcome of the Council’s Provisional Local Government Financial Settlement, budget consultation and the consideration of Directorate budget proposals through the Council’s formal Budget and Scrutiny process (Overview and Scrutiny Management Board) alongside a review of the financial planning assumptions within the Medium Term Financial Strategy.

In setting the proposed 2018/19 Budget, Council was being recommended to an increase of 2.99% in the Council’s basic Council Tax and a further 3% increase for the Adult Social Care precept; a combined increase of 5.99% for 2018/19.

This Budget focussed on continuing to protect and support Rotherham’s most vulnerable children and adults whilst trying to ensure that a wide range of services continued to be provided to all residents.  There were no new savings from Adult Social Care and a continuation of investment in Children’s Safeguarding, as approved by Council in 2017, with no savings required from Children’s Safeguarding Services. 

The Budget recognised the ongoing demand pressures on both Children’s and Adult Social Care Services, but also that to continue to spend at current levels was unaffordable in the long term.  Therefore, there was no additional base budget funding for the two services and the current demand pressures were to be managed within the Council’s overall resources until such time as the costs could be reduced to levels more representative of other authorities.

The Budget provided sufficient funding to maintain payment of the Joseph Rowntree Foundation Living Wage rate for the Council’s own staff and would continue to provide funding to help to partially mitigate the impact of Welfare Reform on the most vulnerable – through the provision of a budget for food parcels and crisis loans.

The Budget included the maximum Adult Social Care Precept in order to maximise resources to directly support Adult Social Care and the maximum Council Tax increase allowable in order to minimise adverse impact on services and also to ensure that there were resources set aside to enable genuine consideration of the feedback from the public on the recent Waste Review.

The Budget also maximised the allowable flexibilities in the use of capital receipts to support the Revenue Budget.  The Capital Programme had funding allocated to allow for the continuation of annualised and essential investment and also included the addition of a small number of highways schemes plus funding for items that would make a difference to residents in terms of public realm such as improvements in pavements, CCTV cameras to deal with fly tipping and other environmental crime and the provision or larger or different public litter bins.

Feedback from both public and partners in relation to the budget proposals were also provided that were published on the Council’s website for consultation until 4th January, 2018.

The Strategic Director of Finance and Customer Services as Section 151 Officer gave her assurance that the budget estimates for 2018/19 were robust overall when considered in conjunction with the budget  ...  view the full minutes text for item 111.

Report of the Strategic Director of Finance and Customer Services

Cabinet Member:     Councillor Alam

Commissioner:         Ney (in advisory role)

Recommendations:

1.    That Cabinet note the current General Fund Revenue Budget forecast overspend for 2017/18 of £992k.

2.    That Cabinet note that management actions continue to be developed to address areas of overspend and to identify alternative and additional savings to mitigate shortfalls in achieving planned savings in 2017/18.

3.    That Cabinet note the current forecast outturn position on the approved Capital Programme for 2017/18.

4.    That Cabinet agree the changes to the Business Rates Revaluation Support Scheme as set out in paragraphs 3.67 to 3.69 of the report.

Consideration was given to the report which set out the financial position for the Revenue and Capital Budgets at the end of December, 2017 based on actual costs and income and forecasts for the remainder of the financial year. This was the third of a series of monitoring reports for the 2017/18 financial year which would continue to be brought forward to Cabinet and Commissioners on a regular basis. 

Delivery of the Council’s Revenue and Capital Budget and Medium Term Financial Strategy within the parameters agreed at the start of the current financial year was essential if the Council’s objectives were to be achieved.  Financial performance was a key element within the assessment of the Council’s overall performance framework.

As at December 2017 the Council had a net forecast overspend on the General Fund of £992,000.  This comprised a forecast overspend of £9.992m on Directorate/Service budgets mitigated by £9m savings from Central Services budgets and funding.

The forecast overspend on Directorate/Service budgets had increased by £398,000 from the position report to Cabinet in December, 2017.  However, within the net increase was a significant increase of £1.5m in the forecast overspend for Children and Young People which was now forecasting at £5.5m for the year.  The increasing overspend was attributable to the continuing increase in the number of children in care which had increased by 43 (8%) since last reported and had risen by 18.3% since April 2017.

The increase in the number of Looked After Children had also placed significant and unavoidable pressure on Legal Services within the Finance and Customer Services Directorate with a current forecasted overspend for Legal Services of £1.254m, an increase of £113K since the December report.

Management actions to address areas of overspend were also ongoing in an attempt to eradicate the forecast overspend and ensure the delivery of a financial outturn within budget for 2017/18.  If expenditure could not be contained within budgets by management actions or by identifying additional savings, the Council would need to call on its reserves in order to balance the revenue budget for 2017/18.  

In light of this, all Services would, therefore, continue to develop mitigating actions and alternative savings to compensate for financial pressures and delays in delivering the full amount of savings. The financial effects of the mitigating actions that have been identified and implemented to date were reflected in the current forecast outturn.  Regular updates on the progress made in maintaining a balanced budget position would be reported regularly through these Financial Monitoring reports. 

A significant in-year pressure on the Dedicated Schools Grant (DSG) High Needs Block remained – the projected overspend having increased by £855k since the December monitoring report to the current projection of £8.075m.  Whilst this pressure did not directly affect the Council’s financial position at this time it was imperative that the recovery strategy was implemented, which was outlined further by the Strategic Director, clearly setting out how this position would be resolved and to avoid any risk  ...  view the full minutes text for item 112.

Report of the Strategic Director of Regeneration and Environment

Cabinet Member:     Councillor Alam

Commissioner:         Ney (in advisory role)

Recommendations:

1.    That the response to the recommendations of the Improving Places Select Commission scrutiny review of Emergency Planning (as set out in Appendix A) be approved.

2.    That the response be referred to the next meeting of the Council on 28 February 2018 and the next meeting of the Improving Places Select Commission on 14 March 2018.

Further to Minute No. 84 of the Council Meeting held on 18^th October, 2017, consideration was given to the report which shared the recommendations from the Improving Places Select Commission’s cross-party review group on Emergency Planning process for Rotherham Metropolitan Borough Council.  The existing Emergency Plan was considered to be out of date and called into question its resilience and was a determining factor for undertaking the review. 

Details of the methodology to the review and the visits undertaken were outlined, further assisted by the experience of a live incident during the review period.

Appendix A of the report submitted set out the fifteen recommendations arising from the Scrutiny Review of Emergency Planning together with detail in respect of whether the recommendations should be agreed, not agreed or deferred and the action being taken.

The Chair of the Overview and Scrutiny Management Board also wished to place on record his thanks and appreciation to the Chair and other members of the Improving Places Select Commission for their hard work in this review.

Resolved:-  (1)  That the Cabinet’s response to the recommendations of the Improving Places Select Commission Scrutiny Review of Emergency Planning be approved.

(2)  That the response be referred to the next meeting of the Council on 28^th February, 2018 and the next meeting of the Improving Lives Select Commission on 14^th March, 2018.

Report of the Strategic Director of Regeneration and Environment

Cabinet Member:     Councillor Beck

Commissioner:         Kenny (in advisory role)

Recommendations:

1.    That the tools, powers and policy for the Use of Civil Penalty and Rent Repayment Orders under the Housing Act 2004 as amended and Houses in Multiple Occupation Guidance and Amenity Standards (Appendix A) be adopted.

2.    That the Council’s General Enforcement Policy be amended to include the Policy for use of Civil Penalty and Rent Repayment Orders under the Housing Act 2004 as amended, referred to at 4.5 in this report.

Consideration was given to the report which set out the range of new tools and powers available to the Council under the Housing and Planning Act 2016 which strengthened the Council’s enforcement capabilities to tackle poor housing conditions whilst introducing civil financial penalties on landlords who sought to avoid their responsibilities.

The value of the civil penalties, set by the Council and based on a transparent risk based process, could range from £25 to £30,000 per offence dependent upon harm and culpability.  Once an individual was subject to a civil penalty, the Council must consider a Rent Repayment Order to recover monies paid through Housing Benefit or through the housing element of Universal Credit.

Whilst the Housing and Planning Act 2016 amended the Housing Act 2004 in relation to civil penalties, the Council needed to adopt the provision of Chapter 4 of the Housing and Planning Act 2016 to utilise the Rent Repayment Orders.

Rent Repayment Orders were capped to a maximum of 12 months’ rent.  The Council would assist tenants to recover any rent paid by them to the landlord during the relevant period.  A Rent Repayment Order, when sanctioned by the First-tier Tribunal, would require a landlord to repay a specified amount of rent.  The Council was also required to adopt a policy that directed the implementation of those powers before the Council was able to utilise the tools.

The procedures to impose civil penalties, appeals against such penalties and recovery procedures, were prescribed in Legislation and Statutory Guidance by the Sentencing Council which the Council must adhere to.

The policy by which the Council would determine the use of Rent Repayment Orders and civil penalties was set out in Appendix A.  The policy made provision for up to a maximum 20% discount at the discretion of the Assistant Director of Community Safety and Street Scene subject to compliance and payment of the penalty.

It should be noted that the tools and powers were equally available to privately rented properties which were let as Houses in Multiple Occupation.  Appendix B set out the Council’s expectations of the standards demanded from those operating Houses in Multiple Occupation and provided consistency and advice on how acceptable standards might be achieved.

Cabinet Members welcomed these new tools and powers which would contribute to the wider issues and environmental concerns.

Resolved:-  (1)  That the tools, powers and policy for the Use of Civil Penalty and Rent Repayment Orders under the Housing Act 2004 as amended and Houses in Multiple Occupation Guidance and Amenity Standards (Appendix A) be adopted.

(2)  That the Council’s General Enforcement Policy be amended to include the Policy for use of Civil Penalty and Rent Repayment Orders under the Housing Act 2004 as amended, referred to at 4.2 in the report submitted.

Report of the Strategic Director of Regeneration and Environment

Cabinet Member:     Councillor Hoddinott

Commissioner:         Commissioner Ney (in advisory role)

Recommendation:

That the Domestic Abuse Strategy 2017-2020 be endorsed.

Consideration was given to the report setting out the Safer Rotherham Partnership’s (SRP) Domestic Abuse Strategy for 2017-2020 which sought to enhance the co-ordinated response to domestic abuse.

The report and accompanying Strategy set out how the SRP wanted everyone who worked with families experiencing domestic abuse to identify domestic abuse and work together to tackle it.  It provided clear expectations and a course of action which would make a difference to addressing the issues and help support people to change their lives.

Vacancies in a number of critical posts for some time had meant the Partnership drive had not existed in a structured and co-ordinated manner.  However, there was now a Domestic Abuse Co-ordinator in post, the reformation of a Partnership strategic group, new strategic lead and a clear strategic approach.  Alongside the strategic elements of delivery, partners had also delivered practically with a South Yorkshire-wide Perpetrator Programme due to start in February, revisions to a number of policies and procedures and development of a multi-agency protocol (detailing the whole domestic abuse support system) and Charter.

The SRP had also identified a ‘critical friend’ (the city of Bradford Metropolitan District Council) and had undertaken a peer review into Domestic Abuse Services.  The review had explored all areas of domestic abuse delivery with early feedback suggesting that the SRP had some strengths one of which was being the political and managerial leadership. 

Domestic Abuse continued to be a priority for the SRP and, although progress had been made, more needed to be done to improve provision which the Strategy sought to achieve.  The need to do more was reflected by the current reservation of a power of direction in this area by Commissioners.

Partners were acutely aware of the need to engage with victims, survivors and Service users to inform the strategic approach and delivery.  This had been highlighted by the Improving Lives Select Commission and was a key piece of work.

The Chair of the Domestic Abuse Priority Action Group also confirmed the performance of the activity and delivery of the action plan would be reported back into the Safer Rotherham Partnership alongside oversight by the Senior Leadership Team.

Cabinet Members welcomed this Strategy as it provided clear expectations and a course of action which would make a difference to addressing this issue and help support people to change theirlives.

Resolved:-  That the Domestic Abuse Strategy 2017-2020 be endorsed.

Report of the Strategic Director of Regeneration and Environment

Cabinet Member:     Councillor Hoddinott

Commissioner:         Kenny (in advisory role)

Recommendations:

1.    That allotment rents for the 2019-20 financial year be set at levels shown in Appendix 1.

2.    That the requirement for existing allotment tenants to be notified of the new rents at least 12 months in advance of their introduction on 1^st April 2019 be noted.

Consideration was given to the report which sought Cabinet approval to increase allotment rents for the 2019-20 financial year.  Rents were set a year in advance to allow tenants to be given twelve months’ notice of any increase in accordance with the statutory requirement.

The Council had consulted with Rotherham and District Allotments Association on both directly-managed and society sites during September and October 2017.

Plot-holders were asked which of the options within the report they would choose.  Of 270 people who responded, 51.5% supported a rise in line with the current CPI, 26.3% preferred a fall in real terms, 9.3% wanted rents to rise in real terms, and 13% said they did not know. 

Resolved:-  (1)  That allotment rents for the 2019-20 financial year be approved and set at levels shown in Appendix 1.

(2)  That officers in Leisure and Green Spaces write to existing allotment tenants to advise them of the new rents, at least twelve months in advance of their introduction on 1^st April, 2019.

Report of the Strategic Director of Regeneration and Environment

Cabinet Member:     Councillor Lelliott

Commissioner:         Kenny (in advisory role)

Recommendations:

1.    That approval be given to the surrender of the existing Asset Transfer Lease and the grant of a new 25 year Asset Transfer Lease with Rotherham Rugby Club Ltd without any break clauses.

2.    That the Assistant Director of Planning, Regeneration and Transport be authorised to negotiate the terms of the lease; and the Assistant Director Legal Services be authorised to complete the necessary documentation.

3.    That the Assistant Director of Culture Sport and Tourism be authorised to negotiate a new Service Level Agreement to monitor activities relating to sports development, community engagement and equalities.

Consideration was given to the report seeking renewal of the agreement with Rotherham Rugby Club (the Club) for the lease of three rugby pitches on Herringthorpe Playing Fields.

The Club aimed to improve the drainage and surface of the pitches with the help of funding from Sport England (the funder).  The pitches were currently leased by the Club from the Council through an Asset Transfer lease for a yearly rent of £1 (if demanded) which ran until 2038.  The lease was for land only; there were no other Council assets on the site.

In order to protect their proposed investment, the funder required a minimum twenty-five year lease with no break clause during that period.  This would make necessary the Club’s surrender of their current lease agreement and the creation of a new twenty-five year Asset Transfer lease which would end in 2042.  The Club had requested the Council’s assistance to overcome the funding obstacle.

In consultation with the Cabinet Member for Culture and Neighbourhood Working and local Ward Members in February, 2017, a number of issues relating to the Club’s management and use of the site were raised. 

Cabinet Members welcomed the report and the commitment to continued active management of the site, to continued engagement with residents within the local community and to diversifying the ethnic profile of their users. 

This report had been considered by the Overview and Scrutiny Management Board as part of the pre-scrutiny process who were in support of the recommendations.

Resolved:-  (1)  That the surrender of the existing Asset Transfer Lease and the granting of a new twenty-five year Asset Transfer Lease with Rotherham Rugby Club Ltd. without any break clauses be approved.

(2)  That the Assistant Director of Planning, Regeneration and Transport be authorised to negotiate the terms of the lease and the Assistant Director of Legal Services authorised to complete the necessary documentation.

(3)  That the Assistant Director of Culture, Sport and Tourism be authorised to negotiate a new Service Level Agreement to monitor activities relating to sports development, community engagement and equalities.

Report of the Strategic Director of Regeneration and Environment

Cabinet Member:     Councillor Lelliott

Commissioner:         Kenny (in advisory role)

Recommendations:

1.    That approval be given to the Neighbourhood Area application from Dalton Parish Council as the relevant neighbourhood planning body.

2.    That approval be given to designate Dalton Parish as a Neighbourhood Area.

Consideration was given to the report stating Dalton Parish Council’s intention to produce a neighbourhood plan covering the Dalton Parish.  It was proposed that the Council approve the application from Dalton Parish Council as the relevant neighbourhood planning body and the designation of Dalton Parish as a Neighbourhood Area.

Resolved:-  (1)  That the Neighbourhood Area application from Dalton Parish Council as the relevant neighbourhood planning body be approved.

(2)  That the designation of Dalton Parish as a Neighbourhood Area be approved.

Report of the Strategic Director of Finance and Customer Services

Cabinet Member:     Councillor Alam

Commissioner:         Ney (in advisory role)

Recommendations:

1.    That approval be given to the applications for Discretionary Business Rate Relief for the organisations listed in Appendix 1 of this report and in accordance with the details set out in Section 7 to this report for 2018/19.

2.    That approval be given to extend Discretionary Relief in the 2018/19 financial year for qualifying rural ratepayers and qualifying public houses.

Consideration was given to a report which set out seventy-four renewal applications for the award of discretionary business rate relief for the organisations and premises listed in the attached appendix to this report.

This was in accordance with the Council’s Discretionary Business Rates Relief Policy (approved 12th December, 2016).

It was noted that the Rural Rate Relief scheme was introduced to help protect the last retail outlets and similar services in designated rural areas with a population of less than 3,000. Under the scheme qualifying businesses were entitled to 50% mandatory relief.

Local Authorities were asked to use their local discretionary powers to grant 100% relief from 1st April, 2017 with the Government giving full compensation for the cost of the additional relief. A report recommending this was approved by Cabinet on 10th April, 2017. 

Cabinet similarly approved the implementation of the Support for Pubs Discretionary scheme on 16th October, 2017 and to date a number of awards have been made with further applications continuing to be received.       

Resolved:-  (1)  That the applications for discretionary business rate relief for the organisations listed in Appendix 1 of this report, in accordance with the details set out in Section 7 to this report, be approved for 2018/19.

(2)  That the extension of Discretionary Relief in the 2018/19 financial year for qualifying rural ratepayers and qualifying public houses be approved. 

(Councillors Lelliott and Yasseen declared personal interests on the grounds of being trustees of some of the registered charities listed)

To receive a report detailing the recommendations of the Overview and Scrutiny Management Board in respect of the following items that were subject to pre-decision scrutiny on 14 February 2018:

·         Annual Childcare Sufficiency Report

·         Special Educational Needs and Disability (SEND) Sufficiency and Increase in Educational Provision

·         Budget & Council Tax 2018-19

·         Renewal of agreement with Rotherham Rugby Club Ltd, known as Rotherham Phoenix Rugby Club

Consideration was given to the circulated report, the contents of which were included as part of the relevant items and the details included accordingly.