Agenda and minutes

- to note the report

The Head of Streetpride submitted the Streetpride performance response times for the second 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.  

80% of the key services were now consistently being delivered within the target response time.  Those that did not meet the specified target of 100% were as follows:-

Streetlight out                         82%

Removal of flytipping               87%

Removal of burnt out car        75%

Request for a Warden visit    98%

Report of a stray dog              79%

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 agree a full review and implementation of estate management procedures by December, 2004

The Head of Housing Services submitted proposals to carry out a full review of estate management procedures to take account of changes in Government Policy, Housing Legislation and Community and Corporate strategies.

The review was intended to produce a working set of procedures with delegated powers for Managers to decide on a comprehensive range of estate management issues (Appendix 1 of the report submitted).  The proposed changes would incorporate the new staff procedures for dealing with anti-social behaviour.

The changes would have a positive contribution towards a good initial assessment under the indicative ALMO in September, 2004, and a full inspection due in November, 2005.  It would ultimately help to improve the Comprehensive Performance Assessment score for the Council.

Resolved:-   (1)  That a full review and implementation of estate management procedures be carried out by December, 2004.

(2)  That the report be referred to the Environment Scrutiny Panel for information.

(3)  That the matter be referred to the ALMO Project Board for consideration.

- to consider the offer of a presentation from the State Veterinary Service of DEFRA

The Head of Environmental Health submitted a report on an agreement between Local Authorities, DEFRA and the Welsh Assembly Government covering a framework to deliver risk based approach to Animal Health enforcement.

The local authorities involved in animal health and welfare formed a wide-ranging and diverse group, differing in size, structure and availability of expert resources.  Although a national consistency of approach to enforcement of legislation was desirable, the capacity to respond to the risks and requirements inevitably differed among the 200 or more authorities responsible.

In the period following the Foot and Mouth outbreak in 2001, the initiative had been to develop the relationship between local authorities and The Departments.  This was being done in partnership by developing and piloting a Framework Agreement to address the above and associated issues.  This would help to provide greater consistency and would take account of the increased range of activities required of local authorities.  It would also provide much better data and management information for all parties.

The Framework gave The Departments a new opportunity to ensure that local authorities were better informed of their requirements and that key information on veterinary risk and priorities was properly communicated and included.  It was an agreement on the principals of how service was delivered.  It had benchmarks for service standards and laid down criteria to be met.  It was intended to be robust enough to produce comprehensive plans and data, sufficient to link with outcomes and to provide assurance on compliance with legislation at senior levels in Government.  It would support bids for finance or other resources whether they were made locally or centrally.

Resolved:-  (1)  That the report be received and the new working partnership welcomed.

(2)  That the offer of a presentation from the State Veterinary Service of DEFRA to the Environment Scrutiny Panel be accepted.

- to note the progress made

The Head of Housing Services submitted the first ethnic monitoring annual report which would be the basis for future reporting on a quarterly basis. 

The report identified areas for improvement in monitoring to ensure consistent reporting and to produce information that could be used as a tool to improve the service provided to customers.  The amount of multi-agency working had increased, particularly with regard to racial harassment and community safety.  There was also more understanding of BME housing aspirations following networking with Rotherham Racial Equality Council and research undertaken with Sadeh Loc Housing Association.

The key areas of weakness and concern were:-

·                    Data collection and cleansing required so that the ethnic monitoring information held was accurate and up-to-date.

·                    More staff training with regard to equality and diversity issues required.

·                    Using ethnic monitoring information from customer satisfaction surveys where the response rate was low meant that information collated may not be representative.

Discussion ensued on the report with the following points highlighted:-

·                    Information from the 2001 census was being used which did not include any statistics relating to asylum seekers.

·                    The need to engage with the youth of the BME population.

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

- to note the progress of the Scheme

In accordance with Minute No. 213(2) of 16^th February, 2004, the Head of Housing Services submitted a progress report on the above.

Problems experienced with recruiting tutors had led to a late start for the project with Housing Services having used outside contractors to keep abreast of the demand for the service.  Some of the gardens had proved very difficult to clear and progress, therefore, slowed.  However, the scheme was now established with a full complement of equipment, transport and volunteer workers.

Resolved:-  (1)  That the progress of the scheme be noted.

(2)  That a further report be submitted including an evaluation of customer satisfaction, the number of gardens that could be dealt with and the possibility of expansion of the service.

- to approve and implement the reviewed Local Lettings Policies

Further to Minute No. 94 of 15^th September, 2003, the Head of Housing Services submitted proposals for the reviewed Local Lettings Policies after consultation with tenants, local Ward Members and partner agencies.

The Policies would be reviewed on an annual basis in conjunction with key stakeholders and considered to be particularly timely since the introduction of the Council’s Equalities standard.  The Local Lettings Policies had been subject to an Equalities Impact Assessment and conducted some consultation targeted specifically at the BME communities.

Each Policy followed the same standard form so they could be measured against each other.  They were made accessible to those seeking rehousing and would be posted on the Programme Area’s web page.

Discussion ensued on the need to address the demand from single persons who had access to their children, following the breakdown of their marriage/relationship.  There was a similar issue with regard to older people wanting larger accommodation than they had previously.  It was felt that the word “quota” should be changed.

The Executive Director commented that the policies did not capture people’s aspirations particularly in relation to the BME population in terms of their needs for home for life given their specific cultural or religious needs.  There was a need for it to link to the  Housing Aspirations Study.

Resolved:-  (1)  That the reviewed Local Lettings Policies be approved and implemented.

(2)  That point 3.2 be amended in all the Local Lettings Policies to include the following words “.....under the age of 60 years (but will exclude those currently subject to the sheltered housing review).  ……”

(3)  That the word “quota” be changed in all the Local Lettings Policies.

(4)  That strategic consideration be given to the schemes being suggested for de-designation as to the options for future uses including other supported housing.

- to approve the proposed amendments to the HRA budget

The Finance and Accountancy Manager reported on the Housing Revenue Account budget for the first 4 months of the 2004/05 financial year, April to July.

In 2003/04, 1,507 properties were sold under the Right to Buy Scheme with a further 137 being closed pending demolition.  Combined with the level of sales and closures in both 2002/03 and the current financial year, this had resulted in the Authority crossing the threshold of a 10% change in stock numbers requiring the recalculation of Housing subsidy for both the current financial year and retrospectively for 2003/04.

The results of the subsidy recalculations had been significant adjustments to subsidy for both years.  In 2003/04 there had been an estimated net increase in subsidy of approximately £0.9M which would be confirmed when the final claim was submitted to the ODPM at the end of September.  The gain was composed of a reduction of £0.8M in the Major Repairs Allowance and an increase of £1.7M in revenue resources as a result of the reduction in negative subsidy. 

Following recalculation based on estimated sales so far this year (488 sales and 51 closures by the end of July) the level of negative subsidy payable to the ODPM fell from £7.3M to £5.8M.  Against this windfall, however, rent income was £1.2M less than originally estimated.  Also approximately £0.5M additional miscellaneous income had been identified including increased de minimus capital receipts.

The net effect of the windfall and reduction in rent income had been to provide resources of £2M which could be reinvested in the Housing Service in line with key priorities.  It should be noted that it had resulted in a reduction on the MRA for both 2003/04 and 2004/05 of £0.8M and £1.2M respectively.  The change had had no effect on the funding of the HIP in 2003/04, however, it had resulted in reduction in balances of unspent MRA carried forward into 2004/05 and on the level of MRA available for 2004/05.

Resolved:-  (1)  That the report be received and the amendments to the Housing Revenue Account budget, as set out in Appendix 1 to the report submitted, be approved.

(2)  That the Cabinet Member for Community Planning and Social Inclusion be informed of the projected budget shortfall on the Area Assembly budget.

- to receive the report

The Finance and Accountancy Manager reported on the General Fund Revenue budget position for the first 4 months of the 2004/05 financial year, April to July.

It was currently estimated that income and expenditure would be in line with the net budget of £11.8M.

Resolved:-  That the report be received.

- to adopt the Strategy

The Housing Operations Officer submitted the draft Black and Minority Ethnic (BME) Housing Strategy which had been developed in partnership with customers and stakeholders with the aim of ensuring that people from BME communities had access to suitable and appropriate housing.

By law, the Council must carry out its functions in a way that eliminated unlawful discrimination and which promoted equality of opportunity and good race relations.  The compilation of the Strategy had provided a foundation for consultation with stakeholders, interested parties and community groups from BME communities in Rotherham. 

The aim of the Strategy was to explain and set out what the Authority and partner organisations were seeking to achieve in terms of race equality in housing.  It also included an action plan which set out targets against performance for the Local Authority and some of the key partners.  It had been informed by a number of Strategies as well as research undertaken in the area such as the Housing Needs Survey and the Housing Market Renewal Research into the Housing Needs and Aspirations of BME Communities in Holmes carried out by Sadeh Lok Housing Group with RBA Research.

The Acting Head of Neighbourhood Services reported that he had been looking at the Programme Area’s current approach to engagement and how perhaps it could move away from expecting people to come along and participate in the Council’s structures.  More outreach work was required where people were currently participating in parts of the Council structure and give them the skills to participate in the decision making processes.

Resolved:-  (1)  That the Black and Minority Ethnic Housing Strategy be adopted.

(2)  That the completion dates stated on the Action Plan be revisited.

(3)  That copies of the Strategy be circulated to all Members of the Council, members of the Strategic Housing Partnership, all Programme Areas, all managers within Housing and Environmental Services and other stakeholders and interested parties.

(4)  That the Strategy be published on the Council’s intranet and internet site.

(5)  That links be established with the Rotherham Primary Care Trust and District GeneralHospital.

- to take note of the policy document

The Head of Housing Services submitted a report regarding the Anti-Social Behaviour Act 2003 (Section 12 introduced a new provision in the Housing Act 1996 (Section 218A)).  This new provision required public landlords (local housing authorities, housing action trusts, registered social landlords) to prepare a policy in relation to anti-social behaviour and a summary for dealing with occurrences of anti-social behaviour by 30^th December, 2004.

It set out the policies and procedures that Rotherham used and drew together the various actions that had been taken over a period of years.

Resolved:-  (1)  That the policy document and summary procedures for tackling anti-social behaviour, in line with the Anti-Social Behaviour Act 2003, be adopted subject to (2) below.

(2)  That the report be referred to the ALMO Project Board for consideration.

(3)  That the Cabinet agree a corporate response to anti-social behaviour with a presentation being given to full Council.

- to note the action taken and progress made

The Head of Housing Services submitted an update on void property re-let performance and associated issues for the period 5^th July to 27^th August, 2004.

The number of voids as at 27^th August, 2004, had decreased by 30 from the start of the period to 251.  The majority of voids, 195, 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 decreased during the period to 56.

Overall performance against the Indicator had improved from 20.85 days to 19.60 days during the said period.

The performance on allocating open access properties had continued with 18 open access properties being let in the period.  The overall performance if all open access properties were removed from the Indicator would be 20.01 days.

There had been 319 terminations in the period of which 288 met the criteria to be included in HES68 and 293 lettings.  The cumulative figures for the year were 762 terminations and 801 lettings.  In addition there had been 33 new tenancies created by mutual exchange since April, 2004.  The number of available to let properties at the start of the period was 35.

The amount of rent income lost on voids up to 27^th August, 2004, had improved from 1.33% at the last report to 1.21%.  This performance continued to place the Authority in the upper quartile for Metropolitan Authorities.

Resolved:-  That the report be received.

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 Paragraph 8 of the Act – amount of expenditure to be incurred by the Authority)

The Project Manager, Economic and Development Services, submitted a report seeking authority to accept a negotiated tender submission for Phase 6 of the Wath Housing Regeneration Project.

It was intended to start on site on 4^th October, 2004.

Resolved:-  That the negotiated tender figure of £813,400.37, submitted by Bramall Construction on 6^th August, 2004, for Phase 6 of the Wath Housing Regeneration, be approved.

(Exempt under Paragraph 8 of the Act – expenditure proposed to be incurred by the Authority)

(Exempt under Paragraph 8 of the Act – expenditure to be incurred by the Authority)

The Finance and Accountancy Manager submitted a report on the budget position in respect of the Waste Collection DSO and the Housing Services DSO trading accounts for the first 4 months of the 2004/05 financial year.

Resolved:-  That the report be received and the position noted.

(Exempt under Paragraph 8 of the Act – expenditure proposed to be incurred by the Authority)

(Exempt under Paragraphs 4, 5 and 7 of the Act – services provided by the Council/application for financial assistance and financial affairs of a third person)

It was noted that a meeting of a Complaints Panel had been held on 9^th August, 2004, comprising of Councillors Pickering (in the Chair), Hall and Swift.  The Panel heard a complaint received from Mr. H. regarding his request for financial assistance to remove a timber conservatory at the rear of his property, which was in a state of disrepair, and replaced with a ground floor extension, incorporating a bathroom.

The Panel had not upheld the complaint.

(Exempt under Paragraphs 4, 5 and 7 of the Act – services provided by the Council/application for financial assistance and financial affairs of a third person)

(Exempt under Paragraphs 1 and 8 of the Act – employees of the Council/provision of work or supply of goods/services)

The Head of Housing Services submitted a report on the obligation of the Council and ALMO to demonstrate that its service delivered value for money to service users.  The report addressed the procurement issues facing the Repairs and Maintenance Service and set out the arguments for and against the various options available.

Resolved:-  That a market analysis and consultation action plan be developed for gauged the strength of the market and identify issues that could help scope the subsequent competitive process.

(Exempt under Paragraphs 1 and 8 of the Act – employees of the Council/provision of work or supply of goods/services)

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

The Democratic Services Manager reported receipt of a petition, containing 70 signatures, from residents of Catcliffe requesting action be taken to prevent anti-social behaviour, use of off-road bikes and damage to their property.  They requested that their estate be classed as a hotspot area and that resources were deployed to improve their quality of life.

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

(2)  That investigations take place into the issues raised with a further report being submitted in 1 month’s time.

(Exempt under Paragraphs 3 of the Act – accommodation provided by the Authority)