Agenda and minutes

A member of the public asked why the same level of support was not being provided to youth clubs at risk of closure, to seek further funding or having the opportunity for peppercorn rents, similar to the German car industry?

The Leader confirmed the intention of the review was to provide Rotherham with a flexible youth operation that covered the whole of the Rotherham borough.

Councillor Hussain confirmed that a review was initiated due to the location of some services, the condition of the buildings and the amount of hours staff were working.  In looking at the service holistically it was apparent that the range of services provided needed to be shared across Rotherham.

It was now intended that the youth service would be more flexible and mobile and work in conjunction with Elected Members, Safer Neighbourhood Teams and Area Assemblies to target areas of provision where there were particular problems and need to engage with young people.  The youth service was not just about buildings, but about a number of services that collaborated together.

-        Chief Executive to report.

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Chief Executive, which set out details of the Council’s refreshed website which was launched on 6th January, 2010 following a successful implementation project, led by the Transformation and Strategic Partnerships Team, who were now part of the new Strategic Commissioning Unit.

This report summarised the annual performance of the website and provided details of some of the key activities which would be undertaken during the 2011/2012 financial year.

It was noted that over 3,500 pieces of content have been reviewed and migrated to an improved Content Management System, which was the software that powered the website and allowed authorised users to update and amend content.  Additionally, the Council launched a number of interactive features which allowed citizens to engage with the Council in new and innovative ways.

The report set out in detail information relating to:-

·              Benefits of the new Content Management System.

·              Customer Usage of the Website..

·              Independent External Reviews.

·              SOCITM Better Connected.

·              RNIB accessibility test.

·              Sitemorse.

·              Customer Registration.

·              Customer Satisfaction Results.

·              Website developments.

·              Future resource requirements for the website.

·              Key activities for the 2011 – 2012 financial year.

The Jadu Content Management System had been funded by the ICT Capital programme with initial set up costs amounting to around £63,495.

Revenue charges relating to the previous version of the Council Website in 2008/09 were £83,395. This sum was made up of a combination of RBT support and maintenance charges and subscriptions to third party services, all of which were rendered unnecessary by the adoption of the new Jadu Content Management System.

These charges have been significantly reduced following the Transformation and Strategic Partnership Team’s refresh of the website. Ongoing revenue charges amount to around £16,200.

Delivery of an effective website as part of the Council’s Customer Access Strategy was a critical element in ensuring the Council transforms its services for the benefit of citizens, Members, businesses and staff in order to improve the customer experience, generate efficiencies and deliver customer service excellence. This would also form a key supporting access channel for consolidation of customer services as previously agreed by Cabinet.

Resolved:-  (1)  That the performance of the website be noted.

(2)  That the key activities for the 2011/2012 financial year, which would strengthen the website Customer Access channel and support reduced costs for service delivery be supported.

(3)  That the requirement for Service Managers to review and develop their web content, supported by the Commissioning, Policy and Performance teams be supported.

-        Strategic Director of Finance to report.

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Strategic Director of Finance, which set out the details of the current corporate risk register summary. The summary showed the risks associated with the Council’s most significant priorities and projects and the actions being taken to mitigate these risks.

Included in the significant changes this period was a new risk relating to the integration of 2010 Rotherham Ltd services back into Council management.  New risks have also been added relating to highways road conditions, schools collaboration (relating to procurement of services) and the establishment of Free Schools.

There were two red residual risks, relating to Use of Resources for Children’s Services and Social Care Commissioning. This had reduced from four residual red risks in the previous quarter’s report, as the achievement of the Cultural Quarter risk was not immediately at risk and the delivery of the Children and Young People’s Plan was no longer a statutory requirement.  Both have, therefore, been moved from the Corporate Risk Register to the EDS and CYPS Directorate Risk Registers respectively.

The risks contained in the register required ongoing management action. In some cases additional resources may be necessary to implement the relevant actions or mitigate risks. Any additional costs associated with the risks should be reported to the Strategic Leadership Team and Members for consideration on a case by case basis. 

It was important to review the effectiveness of the approach to capturing, managing and reporting corporate risks on an ongoing basis, to ensure risks relating to the Council’s key projects and priorities were effectively monitored and managed by the Strategic Leadership Team and Members.

Resolved:-  (1)  That the updated corporate risk register summary attached at Appendix A be noted.

(2)  That any further risks that Cabinet feels should be added to the risk register be indicated.

-        Strategic Director of Environment and Development Services to report.

Councillor Smith, Cabinet Member for Regeneration and Environment, introduced a report by the Strategic Director of Environment and Development Services, which sought approval for the implementation of refurbishment of Bailey House as an Ancillary Services Building (ASB).

On the basis of the current Town Centre Capital Strategy cost estimates Bailey House as an Ancillary Services Building project expenditure could be accommodated within the overall funding envelope for the Town Centre Accommodation Strategy Project (New Civic Quarter).

In order to meet the timescales for the decant into Riverside House, works to the Bailey Suite, to accommodate the RBT Print Room, needed to be carried out in advance, to enable this the Bailey Suite needed to be closed and stripped out starting on 27th June, 2011.

This would have a financial implication on Environment and Development Services revenue accounts which had a target of £16,000 per annum income from bookings of the Bailey Suite.

The risks and uncertainties associated with this project included the need for:-

·              Development Control Approval for a Change of Use at Bailey House.

·              A detailed Flood Risk Assessment for Bailey House which had been carried out.

·              Known presence of Asbestos Containing Materials (ACMs) in Bailey House.

·              The complicated move of artefacts and records from the Library building.

·              Service cultural delivery in terms of access/signage/location due to relocation or during the moves.

·              Timescales and any potential withdrawal of services during the move.

Cabinet Members acknowledged the work that had taken place in locating a suitable building to house the delicate records and artefacts and considered Bailey House to be a satisfactory option.

It was noted that whilst it was not possible to provide a new Cultural Centre at this stage, it would be necessary to refurbish parts of the Civic Theatre, which would be the subject of a separate business case.

Resolved:-  (1)  That Bailey House be retained as the Ancillary Services Building.

(2)  That funding for Bailey House, contained within the Town Centre Accommodation Strategy funding envelope, be approved.

-        Strategic Director of Neighbourhoods and Adult Services to report.

Councillor Akhtar, Cabinet Member for Safe and Attractive Neighbourhoods, introduced a report by the Strategic Director of Neighbourhoods and Adult Services, which detailed how the Government was holding a consultation on creating the conditions for a simpler regulatory system which would allow services to maximise local outcomes by reducing the regulatory burdens on business and ensuring the protection of the public.  The key thrust of this was to introduce for the first time a set of regulatory priority outcomes.

The document was published by the Local Better Regulation Office on Monday, 7th February, 2011 and the consultation period would end on 6th May, 2011.

This consultation identified proposals to replace the existing national enforcement priorities for England with broader priority regulatory outcomes.  The report sought to reflect issues of concern to local citizens and businesses, including the quality and safety of the local environment, quality of life issues such as housing, noise and anti-social behaviour and the hygiene and safety of local retail outlets.  To this end the report proposed five Enforcement Priorities with identified outcomes, which were summarised as follows:-

·              Priority 1: Protect the environment for future generations by tackling the threats and impacts of climate change.

What is Important: Climate Change, Impact on Health and Wellbeing managing the risks and impacts of Flooding and Water Quality, measures to influence energy efficiency, co-ordinating emergency responses.

·              Priority 2: Improve quality of life and wellbeing by ensuring clean and safe public spaces

What is Important: Fly-Tipping, litter and illegal waste, Contaminated Land, Air Quality, Nuisance and anti-social behaviour, including disorder associated with underage consumption of alcohol and other age restricted products, Private Rented Housing Conditions.

·              Priority 3: Help people to live healthier lives by preventing ill health and harm and promoting public health

What is Important: Alcohol and Tobacco, Health and safety and wellbeing at work, Fire Safety, Pest Control, Allergy Awareness.

·              Priority 4: Ensure a safe, healthy and sustainable food chain for the benefits of consumers and the rural economy

What is Important: Diet and nutrition, Food Borne Disease, Food Safety,  Animal health and welfare and disease control.

·              Priority 5: Support enterprise and economic growth by ensuring a fair, responsible and competitive trading environment

What is Important: Supporting enterprise, particularly small businesses, proportionate enforcement, Fair Trading, Intellectual Property crime, Debt and Credit issues, Counterfeiting and Piracy, Product Safety.

In line with new corporate reporting protocols on Government consultations this consultation was assessed as being “strategic” and, therefore, required scrutiny and Cabinet consideration.  Due to the time restraints of the consultation period the report was required, instead of Performance and Scrutiny Overview Committee, was considered at the Sustainable Communities Scrutiny Panel meeting on the 21st April, 2011.  The Cabinet Member for Safe and Attractive Neighbourhoods had been briefed on the consultation and would, therefore, make direct contribution within the reporting process.

The emphasis of the priorities was clearly linked to the issues that affect the public, with delivery mechanisms firmly emphasising partnership working between enforcement agencies and other partners together  ...  view the full minutes text for item 217.

The following items are likely to be considered in the absence of the press and public as being exempt under those paragraphs listed below of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006):-

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 listed below of Part 1 of Schedule 12A to the Local Government Act (as amended March, 2006).

-        Strategic Director of Children and Young People’s Services to report.

         (Exempt under Paragraph 2 of the Act – information relates to the identity of an individual)

This item was deferred pending receipt of an updated report.

(Exempt under Paragraph 2 of the Act – information relates to the identity of an individual)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act - information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Strategic Director of Finance, which provided an update on progress towards the development of Shared Services, and informed Members of key issues that needed to be addressed to enable successful implementation of such initiatives.

The current financial climate provided a key stimulus for the development of shared services in order to maintain and ideally improve upon service quality at a time when cost reductions were also necessary.  As part of finalising the Council’s 2011/12 Revenue Budget, a savings target of £500,000 was included, based on anticipated savings from the implementation of shared services.  Work was in hand to ensure that this target was achieved and if possible exceeded.

There was growing appetite across the public sector for the sharing of services as a way of making savings.  Shared services, and the efficiencies that could be secured from their implementation, would be vital in protecting front line services over coming months and years as Council finances were subject to increasing pressure.  It was, therefore, essential that sufficient effort was directed at their implementation and that potential barriers to such developments were addressed.

The financial information and risks and uncertainties associated with taking these initiatives forward were set out in detail as part of the report.

Resolved:-  (1)  That the progression of Shared Services initiatives, subject to Member approval of developments as appropriate be supported.

(2)  That further reports be submitted on a timely basis to ensure Members be kept fully informed of progress.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

(Councillor Hussain declared a personal interest on the ground that he was employed by Doncaster M.B.C.)

-        Strategic Director of Environment and Development Services to report.

         (Exempt under Paragraph 2 of the Act – information likely to reveal the identity of an individual)

The Leader introduced a report by the Strategic Director of Children and Young People’s Services, which set out details of a project based at Rotherham International Centre.  This location was deemed to be unsuitable for the service as it was located away from the areas of concern, which was a barrier for young people wanting to access the service.  The accommodation was also cramped and not fit for purpose.

Alternative accommodation had been located, which was currently owned by the Council, in an ideal location for the service and could be refurbished to suit service requirements. 

The costs of refurbishing the accommodation and the risks and uncertainties associated with this proposal were set out in detail as part of the report.

Cabinet Members were in support of this proposal and its relocation.

Recommended:-  That funds be released from the Capital Programme to fund the refurbishment of the accommodation.

(Exempt under Paragraph 2 of the Act – information likely to reveal the identity of an individual)

-        Strategic Director of Environment and Development Services to report.

         (Exempt under Paragraph 3 of the Act - information relates to finance and business affairs)

Councillor Smith, Cabinet Member for Regeneration and Environment, introduced a report by the Strategic Director of Environment and Development Services, which sought approval for the disposal of the above-mentioned property asset which was surplus to the requirements of the Department of Asset Management

The financial information and risks and uncertainties associated with this asset were set out in detail as part of the report.

Cabinet Members queried the estimated costs of review and disposal and received clarification.

Resolved:-  (1)  That the disposal of the asset on the basis recommended in Option 3 in the report be approved.

(2)  That the Director of Asset Management negotiates the disposal of the asset as described in the report.

(3)  That the Assistant Chief Executive (Legal and Democratic Services) completes the necessary documentation.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Team Leader (RBT) which set out details of thirty-six organisations which were currently in receipt of Section 47 Discretionary Rate Relief.

The financial information and risks and uncertainties associated with the granting of this relief were set out in detail as part of the report.

Resolved:-  That the granting of rate relief of £494,112.15 for 2011/2012 as shown on the listing for the period 1st April 2011 to 31st March, 2012 for one year only be approved.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

(Councillors R. S. Russell and Smith declared personal and prejudicial interests due to their involvement with Thurcroft Welfare Band and left the room during the discussion)

(Councillor St. John declared a personal and prejudicial interest due to his involvement with D.C. Leisure and Community Partnership Ltd., for the pools at Aston, Rotherham, Wath and Maltby and left the room whilst this was discussed)

(Councillors Stone and Whelbourn declared personal and prejudicial interests due to their involvement with Parkgate Recreational Services and Phoenix Sports and Social Club)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Team Leader (RBT) which set out details of an application from an organisation for Section 47 Discretionary Rate Relief.

The financial information and risks and uncertainties associated with the granting of this relief was set out in detail as part of the report.

Resolved:-  That the granting of rate relief of 100% for the period 1st April 2011 to 31st March, 2012 for one year only be approved.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Team Leader (RBT) which set out details of seventy organisations currently in receipt of Section 43 Mandatory Relief which have been previously granted 20% Discretionary Relief top up.

The financial information and risks and uncertainties associated with the granting of this relief were set out in detail as part of the report.

Resolved:-  That the granting of rate relief of £124,659.38 discretionary relief top up for the period 1st April, 2011 to 31st March, 2012 for one year only be approved.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

(Councillor Akhtar declared a personal and prejudicial interest due to his involvement with the United Multicultural Centre and left the room whilst this was discussed)

(Councillor Lakin declared a personal and prejudicial interest due to his involvement with Brecks Community Association and Sunnyside Community Association as a Parish Councillor and left the room whilst this was discussed)

(Councillor R. S. Russell declared a personal and prejudicial interest due to his involvement with Rotherham Community Transport Ltd., and left the room whilst this was discussed)

(Councillor Sharman declared a personal and prejudicial interest due to his involvement with the United Multicultural Centre and Kimberworth Park Community and left the room whilst this was discussed)

(Councillor Smith declared a personal and prejudicial interest due to his involvement with Aston Parish Hall Management Committee and Rotherham Community Transport Ltd., and left the room whilst this was discussed)

(Councillor St. John declared a personal and prejudicial interest due to his involvement with Woodsetts Village Hall, Safe @ Last and Treeton C. of E. Primary School and left the room whilst this was discussed)

(Councillor Stone declared a personal and prejudicial interest due to his involvement with the Magna Trust and Kilnhurst Action Group and Community Resource Centre and left the room whilst this was discussed)

(Councillor Wyatt declared a personal and prejudicial interest due to his involvement with the Speak-Up Advocacy Project and left the room whilst this was discussed)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Team Leader (RBT) which set out details of organisations currently in receipt of Section 43 Mandatory Relief which have applied for 20% Discretionary Relief top up.

The financial information and risks and uncertainties associated with the granting of this relief were set out in detail as part of the report.

Resolved:-  (1)  That 20% top up to the applicants DRRTU/11/75, DRRTU/11/78, DRRTU/11/79, DRRTU/11/80, DRRTU/11/81 and DRRTU/11/82 for one year only be approved.

(2)  That relief to the remaining applicants be refused.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

(Councillor Akhtar declared a personal and prejudicial interest due to his involvement with Open Minds Theatre Company and left the room whilst this was discussed)

Councillors R. S. Russell and Smith declared personal and prejudicial interests due to their involvement with Rotherham Community Transport Ltd., and left the room whilst this was discussed)

(Councillor St. John declared a personal and prejudicial interest due to his involvement with Safe @ Last, Anston Parish Council Recreation Ground Trust and left the room whilst this was discussed)

(Councillor Whelbourn declared a personal and prejudicial interest due to his involvement as an annual donator to Scope and left the room whilst this was discussed)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Team Leader (RBT) which set out details of how from 1st April, 2004 the Government introduced mandatory rate relief of 80% for Community Amateur Sports Club (CASC) who registered with the Inland Revenue.

The financial information and risks and uncertainties associated with the granting of this relief were set out in detail as part of the report.

Resolved:-  That the granting of rate relief of  20% to all Community Amateur Sports Clubs which obtained registration with the Inland Revenue be approved.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

(Councillor St. John declared a personal and prejudicial interest due to his involvement with Dinnington Old Boys Rugby Club and Anston Cricket Club and left the room whilst this was discussed)

-        Strategic Director of Finance to report.

         (Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)

Councillor Wyatt, Cabinet Member for Resources and Commissioning, introduced a report by the Team Leader (RBT) which set out details of the review of the existing levels of discretionary village rate relief.

The financial information and risks and uncertainties associated with the granting of this relief were set out in detail as part of the report.

Resolved:-  That the granting of the existing levels of discretionary village rate relief for the period 1st April, 2011 to 31st March, 2012 for one year only be approved.

(Exempt under Paragraph 3 of the Act – information relates to finance and business affairs)