Agenda and minutes

(The Chair authorised consideration of the following 3 items to enable Members to be informed of the current situation)

The Executive Director of Neighbourhoods gave a brief verbal report of the indicative report received from the Inspectors.

Resolved:-  That the report be noted.

The Executive Director of Neighbourhoods submitted a report setting out the local and national context in which the Council’s proposals for neighbourhood development was set.

It put forward proposals for the development of neighbourhood management and provided a summary of the steps that would need to be taken to establish effective arrangements.  It also recognised the importance of creating the right conditions for neighbourhood management to develop and to develop confidence in the Council’s commitment to lead.

It was noted that the report had been considered by the Corporate Management Team, the Cabinet, Area Assembly Chairs and the Cabinet Member for Social Inclusion and Community Planning.

Resolved:-  (1)  That the report be noted.

(2)  That a report be submitted setting out options for the future of Area Assemblies.

Resolved:-  That the Cabinet Member (or substitute) be authorised to attend the following conferences:-

Health and Safety Executive, “Working Together for a Healthy Partnership”, to be held in Wakefield on 24^th November, 2004

Local Government Association, (Public Health Policy in the New Millennium), to be held in London on 14^th December, 2004.

- to note the report and the proposals for sustainable actions on tackling anti-social behaviour in Rotherham

The Anti-Social Behaviour Manager submitted a report on the changes within the Anti-Social Behaviour Unit, the current staffing structure, current cases and achievements.

The proposals for sustainable action on tackling anti-social behaviour was deferred at the present time until the final report of the ALMO Inspectors was received.

Resolved:-  That the report be noted.

- to note the report and receive reports on a quarterly basis

The Head of Streetpride submitted the Streetpride performance response times for the third quarter of 2004.

The Streetpride Service had a set of targets covering ‘response times’ for 26 key services.  The actual performance achieved in respect of each of the targets was recorded and monitored on a monthly basis.

84% of the key services were now consistently being delivered within the target response time.  Those that did not meet the specified 100% target in September, 2004, were as follows:-

Streetlight out                                                 79%

Removal of fly tipping                                      91%

Removal of dog mess                                     94%

Estimate for vehicle access crossing            97%

Resolved:-  (1)  That the report be noted.

(2)  That Streetpride continue to monitor performance response times and report to the Cabinet Member on a quarterly basis.          

- to receive the report and note the action taken to date

The Head of Housing Services reported receipt of a petition from the residents of Meadow Close, Dalton, concerning the alleged anti-social behaviour arising from a neighbouring household.  The petition alleged incidences of theft, vandalism and disturbance requiring police involvement.

The Housing Officer had visited the petitioners and agreed an action plan to resolve the problem.  Nuisance monitoring sheets had been provided and the alleged perpetrators visited by the Housing Officer and the Police Officer attached to the Anti-Social Behaviour Unit.  Advice had been given of action that would be taken  should they fail to comply with their tenancy agreement and cease any further nuisance to their neighbours.

The situation was being monitored.

Resolved:-  (1)  That the petition be received and the action taken to date noted.

(2)  That an update be submitted after 6 months.

- to receive the petition and note the action taken to date

The Head of Housing Services reported receipt of a petition from residents of Swinburne Place, Herringthorpe, requesting that work be carried out to the in-curtilage footpaths.

Streetpride was currently improving the public footpaths but the residents would like to see the individual paths leading to their homes similarly improved. 

A work schedule had been produced detailing all necessary works required, the costs of which (£28,380) exceeded the monthly area programmed work budgets (£13,000).  It was, therefore, proposed that the paths be improved on a month-to-month basis on a ‘worst first’ basis.  Work orders had already been placed on a number of properties to start the programme.  Residents had been advised of the course of action to be taken.

Resolved:-  That the petition be received and the action taken to date be noted.

- to note the progress made with the management and maintenance/improvement of garage sites across the Borough

The Head of Housing Services submitted a progress report on the review of garage site management.

The poor condition of many of the garage sites as a result of a lack of investment had been identified as a major issue in the review carried out in 2003.  It had been agreed that an annual budget would be established for planned maintenance, improvements and demolitions based on garage income.

In June, 2004, a technical officer had been allocated to work exclusively on garage site management issues to carry out a stock condition survey of all garage sites (Appendix 1), draw up a 7 year planned maintenance scheme (Appendix 2) and implement a planned maintenance, improvement and demolition programme for 2004/05 (Appendix 3).

Work on the 11 targets identified in the improvement plan was as follows:-

-           A new Council garage waiting list form had been introduced

-           A new Council garage tenancy agreement had been introduced

-           A new garage allocation policy had been introduced that gives priority to Council tenants

-           The area teams now had the option of introducing local lettings policies

-           A monthly inspection regime for garage sites had been introduced

-           Garage site plots would only be let on sites that were in a good condition, in high demand, deemed sustainable and not required for another use

-           The area based garage site management strategies were being continually developed and implemented.  However, many objectives were achieved through the improvement programme

-           The introduction of a computerised garage waiting list had been put on hold pending the introduction of the OHMS estate management module.  It was a function identified as suitable for transfer to RBT

-           A 7 year garage site planned maintenance programme had been identified

-           A list of sites suitable for disposal had been identified

-           A budget to cover the cost of demolishing garages had been identified.

Resolved:-  (1)  That the progress made with the management and maintenance/improvement of garage sites across the Borough be noted.

(2)  That the schedule of garage sites appropriate for disposal, demolition of alternative use (Appendix 1) be noted with any sites being submitted on an individual basis for approval.

- note the action taken and current progress

The Head of Housing Services submitted an update on void property re-let performance and associated issues for the period 30^th August to 29^th October, 2004.

The number of voids as at 29^th October, 2004, had increased by 7 from the start of the period to 260.  The majority of voids, 193, were voids currently excluded from HES68 and included properties such as those awaiting renovation and disposal.  The number of voids that met the criteria to be included within HES68 had increased during the said period to 67.

Overall performance against the Indicator had improved by 1.90 days to 17.70 days.  6 Neighbourhood Housing Offices were operating within the target of 20 days with others on track to meet the target.

The performance on allocating open access properties had continued with 11 open access properties being let in the period.  The overall performance if all open access properties were removed from the Indicator would be 18.04 days.  This indicated that open access properties were no longer having a significant impact on the Indicator.

Performance on HES14 (average time taken to let a void from when 1 tenancy terminated until the next 1 started), which excluded all those properties that were excluded from HES68, was 14.06 days.

There had been 303 terminations in the period of which 277 met the criteria to be included in HES68 and 288 lettings.  The cumulative figures for the year were 1,065 terminations and 1,089 lettings.  In addition there had been 56 new tenancies created by mutual exchanges since April, 2004.  The number of available to let properties at the start of the period was 22.

The amount of rent income lost on voids up to 1^st October, 2004, had improved from 1.21% to 1.12%.  This performance continued to place the Authority in the upper quartile for Metropolitan Authorities.  This Indicator had now been discontinued as a National Indicator and, therefore, was difficult to collect more up-to-date data to give a meaningful comparison.  If performance comparisons were made with the 171 local authorities and RSLs submitting data to Housemark in 2002, it would show top quartile as being anything under 1%, the median as 1.5%.  Performance locally at the end of the first quarter of 2004/05 was Doncaster MBC 3.09%, Sheffield City Council 2.82% and Berneslai Homes 3.64%.

The sustainability of tenancies (HES5) measured the percentage of terminating tenancies in the year that had lasted longer than 12 months.  Performance during the 12 months up to 29^th October, 2004, was 96.14%.  This figure did not include tenancies terminating within 12 months due to transfer, mutual exchanges and death.  If they were included the figure would be 93.04%.

Resolved:-  That the report be received and current progress noted.

- to approve the draft Statement of Licensing Policy

Councillor Senior, Chairman of the Licensing Board, presented a report which set out the progress on the Statement of Licensing Policy also highlighting a potential shortfall in licence fees in consideration of the Government’s recently published consultation document on proposed fee levels.

A 13 week period of public consultation had ended on 29^th October, 2004.  All the comments made, together with points raised by individuals at various meetings had been incorporated into the draft Policy.  The amendments were considered and approved by Members of the Licensing Board on 8^th November, 2004.

Advice had been taken on the amended Policy from a leading licensing Counsel.  His response had been positive with only minor changes and felt that it would stand up to Judicial Review.  The document had been amended accordingly.

There was an outstanding issue regarding No. 14 (the Protection of Children from Harm).  The licensing authority had to name a “responsible authority” to whom notice of applications would be sent and who could submit objections.  It had to be set out in the Policy the name and address of each of those responsible authorities so applicants knew who they had to give notice to.  There were workload implications for the named body but it was not a matter of choice; there had to be a name.

Discussion ensued on the proposed license fees.  The maximum fees under the new Act would fall below the current fees charged for a public entertainment licence.  The Government argued that the fees generated from a whole range of activities not currently licensed by local authorities would make up the shortfall but there were still concerns that the proposed fees would not cover the cost of maintaining the service, such as administrative, inspection and legal costs.  The Government had stated that the Audit Commission (or similar) would conduct a review of the fees after the first year to assess whether the new scheme was self-financing.

Resolved:-  (1)  That the draft amended Statement of Licensing Policy be approved.

(2)  That the draft Statement of Licensing Policy be referred to the Scrutiny Panel for comment.

(3)  That the Cabinet Member of Social Services be asked to identify someone with regard to Section 14.

(4)  That the draft Statement of Licensing Policy be referred to the Cabinet requesting adoption by the Council.

(5)  That a briefing paper, in particular emphasising the aspect of fees, be sent to the 3 local Members of Parliament.

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in those paragraphs indicated below of Schedule 12A to the Local Government Act 1972:-

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in those paragraphs indicated below of Part I of Schedule 12A to the Local Government Act 1972.

(Exempt under Paragraphs 7 and 9 of the Act – financial affairs of another body/negotiation of terms)

The Head of Housing Services submitted proposals for a revised heating management contract in order to obtain value for money and rationalise the current contract as a consequence of the change from solid fuel to gas fired boilers.

Resolved:- That the matter be deferred for a further report.

(Exempt under Paragraphs 7 and 9 of the Act – financial affairs of another body/negotiation of terms)

(Exempt under Paragraphs 4 and 7 of the Act – information as to services provided by the Authority/affairs of an outside person)

It was noted that a meeting of a Complaints Panel had been held on 20^th October, 2004, comprising of Councillors Rushforth (in the Chair), Hall and Swift.  The Panel heard a complaint from Mrs. L. relating to an allegation of discrimination in respect of a second Notice Seeking Possession, served on 4^th June, 2004, for rent arrears and her belief that it was served because of her ongoing campaign to opt out of charges for Rothercare and communal facilities.

Mrs. L. had compared her case to that of Tenant X whose written permission had been received to discuss the details of her case at the meeting.

The Panel had not upheld the complaint but had made the following recommendations:-

1.         That no further action be taken by Housing Services in respect of the Notice Seeking Possession served on Mrs. L. for a period of 3 months.

2.         That no action be taken in respect of Tenant X at this time but should arrears still be outstanding in 3 months consideration be given to serving a Notice Seeking Possess on Tenant X.

Resolved:-  That the Complaint Panel’s recommendations be noted.

(Exempt under Paragraphs 4 and 7 of the Act – information as to services provided by the Authority/affairs of an outside person)

Report not available electronically

(Exempt under Paragraph 3 of the Act - accommodation provided by the Council)

The Democratic Services Manager reported receipt of a petition, containing, 35 signatures, objecting to the plans to demolish homes on Newland Avenue, Maltby.

Resolved:-  That the petition be received and a further report submitted in 1 month.

(Exempt under Paragraph 3 of the Act – accommodation provided by the Council)

(Exempt under Paragraph 9 of the Act – negotiation of terms for the provision of services)

In accordance with Minute No. 92(2) of 25^th October, 2004, the Executive Director of Economic and Development Services attended the meeting to set out the background to the procurement process undertaken for the Grounds Maintenance Service by his Programme Area.

Full details of the procurement exercise for the Grounds Maintenance Services had been considered at a joint meeting of the Cabinet Members for Economic and Development Services and Education, Culture and Leisure on 1^st September, 2004.  The Cemeteries and Crematorium Service was not included in the original exercise.

During the post tender evaluation, Neighbourhood Services requested that the grounds maintenance service be undertaken by the successful contractor with effect from 1^st November, 2004.  The contractor had subsequently produced a pricing schedule based upon the service level required based upon the new contract.  The figures were consistent with the tender rates of the main contract.

The Manager and Registrar of the Crematorium reported on negotiations that had taken place since the 25^th October that would have no impact in terms of service.  The Cemeteries and Crematorium Service element of the contract had a variation clause that it could be withdrawn with notice.

Disappointment was expressed that Neighbourhood Services had not been involved in the joint meetings although it was acknowledged that at that time the Service had not formed part of the contract.

Resolved:-  (1)  That investigations be conducted into the rationalisation of the various grounds maintenance budgets and that a further report be submitted in due course.

(2)  That a further report be submitted on the negotiations with the contractor to the 29^th November, 2004, meeting.

(Exempt under Paragraph 9 of the Act – negotiation of terms for the provision of service)

(Exempt under Paragraph 8 of the Act – expenditure incurred for the provision of service)

The Head of Housing Services submitted a report outlining the research that had taken place into the possibility of providing a repairs freephone number for customers.

The provision of a freephone service to Rotherham Connect was one of the service improvements identified by the Home Truths initiative.  Tenants could report repairs free of charge from the district offices to Rotherham Connect using phones placed in cubicles in the reception areas.  This facility was now commonly used.

The Repairs and Maintenance Policy Panel had considered this issue.  They felt that it should not be pursued as they would prefer to see the money spent on properties and did not think it unreasonable for people to pay for the cost of reporting a repair.

Resolved:-  That the Policy of a free of charge phone service from the District Offices be reaffirmed.

(Exempt under Paragraph 8 of the Act – expenditure incurred for the provision of service)

(Exempt under Paragraphs 4, 5 and 8 of the Act – contains name and address of applicant requesting financial assistance from the Authority)

The Head of Housing Services submitted a report outlining a request received from a grant recipient who now wished to sell their property and had asked that consideration be given to a pro rata repayment of the grant received.

The grant recipient wished to sell the property due to a change in family circumstances.  In total £15,459.72 had been granted with the applicant contributing £2,236.68.

The Cabinet Member had the power to agree to a pro rata payment in accordance with the Housing Grants, Construction and Regeneration act 1996 (Section 45(2).

Resolved:-  That a pro rata payment of the grant be required, assessed as £4,122.59, based on the criteria outlined as to the remaining number of years in the 5 year grant condition period.

(Exempt under Paragraphs 4, 5 and 8 of the Act – contains name and address of applicant who had received financial assistance from the Authority)

(Exempt under Paragraphs 4, 5 and 8 of the Act – contains names and addresses of applications requesting financial assistance from the Authority)

The Head of Housing Services submitted 2 Disabled Facilities Grants (private sector) and 1 Disabled Facilities adaptation (public sector) for consideration.

Resolved:-  (1)  That application No. 17347 (Disabled Facilities Grant) be approved in the sum of £25,000.00 provided the works are carried out:-

(a)  substantially in accordance with plans and specifications submitted by the Head of Housing Services;

(b)  within a period of 12 months of the application being approved.

(2)  That application Nos. 17892 (Disabled Facilities Grant) and 18673 (Disabled Facilities Adaptation) be approved in principle subject to funding being made available.

(Exempt under Paragraphs 4, 5 and 8 of the Act – contains names and addresses of applicants requesting financial assistance from the Authority)