Agenda and minutes

- to approve the issuing of quarterly Direct Debit statements for customers and the setting up of a 3^rd Direct Debit cycle at the first of every month

The Head of Housing Services submitted a report on the results of a tenant satisfaction survey conducted on the subject of Direct Debit.

The Customer Finance Unit had carried out the above survey of existing Direct Debit customers to establish whether their current Direct Debit cycle was convenient and whether they wanted a statement of account.  This underpinned what was thought to be areas of weakness that would be highlighted in the forthcoming Audit Commission ALMO indicative inspection report.  Best practice determined that customers should have easy access to statements of account and that they should have more choice to determine what payments dates were most convenient to them.

A total of 2,668 surveys were sent out with a return rate of 39%.  Out of the 1,045 returns, 36% of customers said they would like a quarterly statement whilst 38% would like a further payment cycle at the beginning of each month.

The cost in setting up a further Direct Debit cycled on the first of the month would be negligible  The cost of issuing quarterly statements to existing customers would be in the region of £1.20 per statement.  Total costs per annum would be in the region of £12,000.

Resolved:-  (1)  That Direct Debit statements be issued for customers on a six monthly basis with investigations taking place as to how many would wish to receive them on a quarterly basis and the work/costs involved in such a facility.

(2)  That a third Direct Debit cycle be set up for the first of every month.

- That the successful initiatives tested in “Going Local” continue to be rolled out as part of the Service’s restructuring to support the Almo and Neighbourhood Management

The Head of Housing Services submitted a report identifying and evaluating each initiative undertaken by the Going Local pilot project within the original set up period from May to October, 2003.

An interim evaluation was undertaken of the pilot, along with a subsequent update in June, 2004.  It was concluded that the broader initiatives that would influence Service delivery strategies be rolled out within the Programme Area restructure and that a more detailed evaluation be undertaken of the individual initiatives.

Appendix 1 itemised each initiative, categorised into issues that had impacted upon Repairs and Maintenance, community engagement, management and administration, neighbourhood management and partnerships and estate management.

Each initiative had been evaluated against the direct beneficiaries i.e. had the initiative benefited the customer (front of house) or the process (back of house)?  It was accepted that benefits to process e.g. reducing inefficiency, had an indirect benefit to the customer through redeployment of resources.  Appendix 1 identified the direct beneficiary in the first instance.

The report also identified whether each initiative had been successful or not, whether it should be rolled out or not or if it required further development to become successful.

Resolved:-  (1)  That the successful initiatives tested in “Going Local” continue to be rolled-out as part of Service restructuring to support the ALMO and Neighbourhood Management.

(2)  That there be continued development and testing of initiatives at the Going Local Pilot Area.

(3)  That the “Going Local” branding of coats be held in abeyance for the present time until a decision was made to the exact wording.

(4)  That a further report on the initiatives that had not been delivered as yet be submitted in 4 months time.

The Head of Housing Services submitted a progress report on the recently introduced salary scheme for DSO Repairs and Maintenance operatives.  On the introduction of the scheme, it was agreed that a quarterly monitoring review would take place jointly between management and the trade unions to ensure its smooth operation.

The new scheme included a number of key changes relating to the new payment system including:-

§                     Multi-skilling to achieve more ‘right first time’ completions

§                     Four day working weeks with earlier start times/later finishing times

§                     Introduction of monthly pay with incentives linked to becoming multi-skilled

§                     Agreement to the use of palm held IT at a future date

§                     Bank Holiday Tuesdays to become a normal working day

§                     Performance monitoring.

There had generally been very few problems with the 360 operatives that had benefited from the new scheme.  In the majority of cases, operatives had been aligned to a salary point commensurate with their skills and ability while operatives have had to demonstrate both willingness and ability in order to progress to a multi-skilled rate of pay.  Operatives were encouraged to develop their skills with the help of any training, mentoring or shadowing which the Service could provide.  The number of operatives currently classed as multi-skilled stood at 309 which represented 86% of the workforce, in line with Service Improvement Plan targets.

Trade Unions and management agreed that the scheme would have a significant impact on customer satisfaction which was born out by the latest customer satisfaction reports currently running at 92%.  It would also make a considerable contribution to workforce stability and industrial relations harmony at a time when the construction market was exceptionally buoyant.

The new salary payment system for craft employees resulted in considerable benefits to the workforce in terms of some additional remuneration and job enrichment.  For the Service, the flexible working patterns which had been introduced since July, kept in line with the 37 hour working time agreement but extended the working day, enabling more appointments to be made and more jobs to be completed in the same day rather than carried over.

There were a number of issues that continued to be addressed:-

§                     Productivity

§                     Cost parameters

§                     Analysis of service delivery statistics including accurate recording of information by operatives

§                     Prompt supply of materials

The remaining outstanding action points were the Emergency Team pay agreement and palm held technology. 

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

(2)  That the next quarterly report include an update on the issue of productivity.

The Head of Housing Services submitted a report outlining the action that had taken place since the submission of a petition by residents in January, 2003 (Minute No. 300 of 27^th January, 2003 refers).

Youths congregated in the area around the Chapel on the corner of Chapel Avenue and Dearne Road because of its position.  It was a well lit area opposite a shop and easily accessible to other youths from neighbouring villages.  This had hindered previous enforcement action because many of the perpetrators were unknown to local residents.

Upon receipt of the petition, staff from the Wath Neighbourhood Office visited all of the 35 petitioners to explain the powers available to the Council.  Residents were also encouraged to report problems to the Police.  Nuisance diary sheets were issued to record evidence but unfortunately no nuisance monitoring sheets were returned.

The Anti-Social Behaviour Unit had been working with the Police and carried out some surveillance work.  However, this had not resulted in the identification of any problems.  Further surveillance would commence in the near future.

The Brampton Tenants and Residents Association had raised the issue of anti-social behaviour in the area with the Police which the latter acknowledged as a problem but they were dealing with more serious youth nuisance hot spots in other parts of the DearneValley.

An action plan had been devised in order to improve communications and gain the trust and confidence of the Brampton community including a joint article with the Police in the next “Villager” Newsletter.

Resolved:-  (1)  That the progress made in tackling anti-social behaviour in the Dearne Road/Chapel Avenue area of Brampton Bierlow be noted.

(2)  That Ward Members be informed of the investigations that had taken place.

Resolved:-  That this item be deferred until the 13^th December, 2004, meeting.

The Head of Neighbourhood Services reported receipt of a petition, containing, 172 signatures, regarding Maltby Cemetery.

Resolved:-  (1)  That the petition be received.

(2)  That the issues raised be investigated and a report submitted thereon in 1 month.

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and 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 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 stated below of Schedule 12A to the Local Government Act 1972.

(Exempt under Paragraph 7 of the Act – financial/business affairs of a company other than the Authority)

The Community Services Manager reported on a request received for clarification of Council Policy on leasing arrangements of properties to homeless client groups.

South Yorkshire Housing Association had a number of short life properties, used as interim accommodation for homeless families, where the leases were due for renewal.  At present the Association paid a nominal rent plus, in the case of flats, a service charge for the maintenance of the common parts and surrounding areas.

Resolved:-  (1)  That leases for properties arranged with South Yorkshire Housing Association be renewed on the basis of average market rent minus average maintenance costs in light of the fact that the Association already meet those costs.

(2)  That provision be made for the amount to be adjusted annually to take account of any Council rent revisions and inflation.

(Exempt under Paragraph 7 of the Act – financial/business affairs of a company other than the Authority)

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

Pursuant to Minute No. 108 of 15^th November, 2004, the Manager and Registrar, reported on further negotiations that had taken place with regard to the Cemeteries Grounds Maintenance and Grave Digging Contract. 

Resolved:-  (1)  That the additional costs of procurement of the Grounds Maintenance and Grave Digging Services be noted.

(2)  That, should the additional sums not be made available through the Medium Term Financial Plan, it be noted it may be necessary to fund the budget deficit by recovering costs by increasing Cemetery and Crematorium fees from April, 2005.

(Exempt under Paragraph 9 of the Act – contractual negotiations)