Agenda and minutes

Apologies for absence were submitted by Councillors Burke and License and Mrs. S. Underwood.

There were no Declarations of Interest.

There were no members of the press and public present.

The Chairman welcomed newly Elected Members to their first meeting of the Panel.

The Acting Executive Director reported verbally on an incident during the early hours of the morning of a fire on the Old Hall site.

The fire had destroyed eight mobile classrooms but new Building Work was continuing. 

Representatives of the Health and Safety Executive were on site.  Staff had been informed and South Yorkshire Police had been involved.

There was no further information to report at this stage.

Delia Watts, Scrutiny Adviser, Scrutiny Services gave a presentation on the role of this Scrutiny Panel, which was felt to be of particular importance to newly Elected Members.

The presentation covered the following aspects of the work:-

Remit

-                      monitors and evaluates service delivery

-                      scrutinises policy outcomes and advises on policy development

-                      holds the executive to account through the overview and monitoring function

-                      undertakes more detailed scrutiny reviews

To look at

-                      mainstream services in schools

-                      educational standards generally

-                      improving pre-school education and play provision

-                      lifelong learning and less formal educational provision for post-school citizens

-                      improving access to information and communication technology skills

-                      provision of culture and leisure facilities and encouraging their use by the community

What happens at meetings?

-                      the Panel considers reports or presentations and can make recommendations

-                      Panel Members can ask officers questions about the reports or the presentations

-                      The Panel can determine topics and issues on which to undertake a more detailed Scrutiny review

-                      Members can request information on any relevant topic

Who supports the Panel?

-                      Delia Watts. Scrutiny Adviser, Scrutiny Services, Eric Manns Building, Moorgate Street, or email delia.watts@rotherham.gov.uk.

            Telephone Number:-  01709 822778

It was clarified that review topics can change throughout the year in order to reflect Members’ priorities and that Members can request any topic to be brought to a meeting if it is felt to be relevant to other Panel Members of this Scrutiny Panel. 

Resolved:-  That the presentation be received and the information noted.

Consideration was given to a report of the Scrutiny Adviser which gave a summary of the current position with regard to co-optees onto the Panel.

The report explained that the rationale for having non-voting co-optees (reviewed each Municipal Year) is to inform scrutiny debate across the panel’s full remit, whilst avoiding duplication.  This report gives the Panel the opportunity to consider co-optee for the 2004/05 municipal year.

It was noted that the Chairman supports the principle of co-option onto the Panel.

At the end of the 2003/04 municipal year, Performance and Overview Scrutiny Committee undertook a review of co-option onto scrutiny panels.  It concluded that the present system of having both individual co-optees and those representing organisations/sectors should continue.   It also recommended that co-option arrangements for each panel be ratified by the whole panel at its first meeting of the municipal year.

The report set out the organisations represented by non-voting and statutory co-optees during the 2003/04 municipal year, together with the names of two individuals with areas of experience that are considered to be relevant to the panel’s work.

The report drew attention to the attendance of four co-optees in particular who did not attend any meetings during the year.

Resolved:-  (1)  That the following organisations be asked to co-opt a representative onto the Lifelong Learning Opportunities Scrutiny Panel for the 2004/05 municipal year:-

Non-Voting Co-optees

Association of Rotherham School Governing Bodies

Early Years Development and Childcare Partnership

Free Church Federal Council

Learning and Skills Council

Rotherham Chamber of Commerce

Rotherham Cultural Consortium

Rotherham Primary Care Trust

Teacher Representative (Wickersley School & Sports College) - Association of Teachers and Lecturers

Teacher Representative (Wales Comprehensive) – Secondary Heads Association

Teacher Representative (Newman School) – NUT

Teacher Representative (NASUWT)

(2)     That the organisations as detailed in Resolution (1) be asked to forward their nominations for the 2004/05 municipal year, ensuring that the nominees are able to attend monthly Panel meetings on a Monday morning.

(3)     That Ms. Julie Carroll (ICT/Community Learning) and Mr. Tom Brown (University of the Third Age) be asked to co-opt onto the panel for the 2004/05 municipal year.

(4)     That all new co-optees be provided with the information pack, as recommended in the co-option review and be invited to attend Panel meetings from August, 2004.

(5)  That further suggestions for co-option of individuals or representatives of organisations be forwarded to Delia Watts, Scrutiny Adviser.

Consideration was given to a report of the Community Learning Manager detailing the outcome of the recent re-inspection of the Council’s Adult Community Learning Provision in May, 2004.

For the benefit of newly Elected Members a background to the service was given, together with details of the contracts with 42 learning providers ranging from large colleges to small voluntary organisations.

The only “in-house” delivery was in terms of Family Learning which had achieved an excellent grade.

The report included a table reflecting the grades awarded at the inspection in May 2003 and at the re-inspection for May 2004, as follows:-

*           This curriculum area has been assimilated into other areas of learning.

1 = Outstanding, 2 = Good, 3 = Satisfactory, 4 =Unsatisfactory, 5 = Very Weak

The report set out the strengths and weaknesses of the service as identified during the re-inspection.

A post-inspection plan had been submitted to the South Yorkshire Learning and Skills Council by 20^th August, 2004.

The following questions were responded to:-

-                      how Rotherham compared with other Local Authorities

-                      size of the Organisations used for contracting purposes in terms of their ability to deliver

-                      level of support given to smaller sub-contractors in terms of demands on them

-                      funding available in terms of sustainability

During the course of the forthcoming year the Service was aiming to be more responsive to community needs and a Learning Inspector was to be commissioned to identify gaps in the service.

One of the strengths of the Service compared to four years ago was a greater recognition of need.

Resolved:-  That the report be noted and the good progress being made across all aspects of the Council’s adult community learning provision be welcomed.

Consideration was given to the 2003/04 Education Culture and Leisure Performance Indicator Outturn Report and Consolidated Action Plans 2004/05.

Changes to the format of presentation had been made as follows:-

Appendix A details the 2003/04 Performance Indicator outturn figures against 2003/04 targets with commentary on performance and three year targets.  The table also provides a comparison with 2002/03 outturn and ‘All England’ top quartile performance.

The table is structured around the Council’s political priorities and performance indicators are shown in the relevant priority section, reflecting the Best Value Performance Plan.

The “Target Met” and “Direction” columns indicate performance indicator movement in 2003/04 compared with 2003/04 target and 2002/03 outturn.

Appendix B provides a summary of action being undertaken to address performance in specific areas where there has been a significant shortfall against targets.

The report identified areas of work where performance has been exceeded in the 2003/04 target, and where performance is below target and there is either an associated Action Plan, or action is outlined in the Education Development Plan.

Three indicators are placed in their respective All England Top Quartile 2002/03 as follows:-

-                      alternative tuition for permanently excluded pupils

-                      % of playground conforming to national standards

-                      number of playgrounds provided by the council per 1,000 under 12’s

Scrutiny Panel members asked questions on the following aspects of the work:-

-                      presentation of the information

-                      comparison of data with other Local Authorities

-                      current process of Special Educational Needs Statementing

Resolved:-  That the Performance Reports and Action Plans be received.

The Scrutiny Panel considered the contents of a report of the Acting Strategic Leader, Resources and Information on progress of the Schools PFI Project.

The Schools PFI Project involves a partnership between the Council and Transform Schools (Rotherham) Ltd.  The contract includes the rebuilding/refurbishment of 15 schools and their facilities management for a period of 30 years from 1^st April, 2004.

The contract with Transform Schools (Rotherham) Ltd is to deliver 10 new and 5 significantly refurbished and remodelled schools and to provide facilities management at the schools for 30 years, as follows:-

New schools for Coleridge, Ferham, Kimberworth, Maltby Crags Infant, Maltby Crags Junior, Meadowhall and Thornhill Primaries; and Old Hall, Wingfield and Wath Secondaries.

Significantly refurbished and remodelled schools for East Dene and Wath Central Primaries;  and Thrybergh, Clifton and Wickersley Secondaries.

Additionally new Key Young Persons’ Centres are being built at Thornhill Primary and Wath Secondary;  and significantly refurbished centres are being provided at Wingfield, Clifton, Thrybergh and Old Hall Secondary Schools.

The attached appendix summarises progress both on the construction and facilities management aspects of the project, both of which are progressing well.

The meeting discussed new proposals by the Government in terms of parental freedom of choice and whether this could impact on newly built schools.

It was further reported that a second bid under the PFI project had been unsuccessful but that some of the capital investment will be through Building Schools for the Future.  The DFeS scheme was a 10-15 year programme to rebuild or significantly refurbish all secondary schools in the country.

An announcement was expected over the next two/three months about Wave II and III and it was hoped this Authority would be given an indication of where they were in the timetable by early October, 2004, areas being judged on (1) relative deprivation and (2) performance of schools.

Further questions were raised and responded to about security issues on redundant sites, problems with vandalism and the use of architectural features for new schools.

The Cabinet Member explained the situation with regard to the demolition of Thornhill, potential for further use of the site of Kimberworth Comprehensive and arrangements for new build at Maltby, pointing out that there was no change to the original proposals agreed by Members.

It was noted that such matters could be dealt with at the August meeting of the Scrutiny Panel when Building Schools for the Future was on the agenda.

Resolved:-  That the report on progress on the Schools PFI Project is noted.

The Scrutiny Panel considered a report of the Acting Executive Director on the 2003/04 Revenue Outturn position for the Education, Culture and Leisure Services Programme Area and the requests for budget carry-forward into financial year 2004/2005.

The net revenue Outturn for the Programme Area (excluding Schools) is £37,145,265 against an approved budget of £37,945,498;  a net underspend of £800,233.

The Programme Area will however request the carry-forward of unspent match funding for Standards Fund (£808,233) as this has a spending deadline set by the DfES of 31/08/04, and also the carry-forward of a net operating surplus on services traded with schools (£1,031);  this being consistent with practice in previous years.

The post earmarked carry-forward variation for the Programme Area would therefore become £8,855 overspend against its annual budget (+0.0002%).  This is the closest to budget ever achieved.

Additionally, a request is included to carry-forward the unspent Education budget (£34,387) to contribute towards the Contingency for Schools facing Financial Difficulty as this contingency is oversubscribed by £66,500 in 2004/05 as a result of implementing the DfES Minimum Funding Guarantee directive.

It was noted that the carry forward requests contained within the report had been approved by Cabinet.

One Member supported the need for carry forward on the Standards Fund and congratulated the Programme Area on the budgetary position. However, it was felt Schools should be asked to state their intentions for spending reserves.  It was also felt that the carry forward on the underspend of £34,000 should not be carried through to the following years.

The Cabinet Member clarified that these balances were not earmarked balances.

In terms of the outturn position of schools’ budgets, the situation was good.  In general terms, Secondary Schools have seen their balances increase.  Primary school balances had fallen by approximately £1,000,000.

Special Schools’ balances have increased again and a further report would be submitted on this matter during the Autumn term.

One Member remarked on the underspend on Pupil Referral Units and an increase in home tuition.

The Acting Executive Director referred to the importance of Pupil Referral Units in order to deliver, and explained that the Education Service was striving to meet the top quarter performance of making full-time provision available for pupils who have been excluded.  The importance of funding in order to tackle this issue as early as possible was recognised and with recent changes in devolving budgets to schools, they were able to start to make use of that at an early opportunity.

A review on managing pupils with bad behaviour in schools was to take place in November, 2004.

Resolved:-  That the situation be noted.

The Scrutiny Panel considered an Outline Work Programme 2004/05 (as at 15^th July, 2004).

The work schedule set out proposals for areas of work and reviews for the Scrutiny Panel from the 26^th July, 2004 to 25^th April, 2005.

Members of the Scrutiny Panel were asked to feed back any comments to Delia Watts, Scrutiny Adviser.

It was suggested that the joint review with Democratic and Resources Scrutiny Panel on the Citizenship Curriculum take place during Local Democracy Week on 19^th and 20^th October, 2004.

Expressions of Interest will be requested at a future meeting.

A presentation on the Rotherham Learning Grid, including the progress to date, will be given at the meeting of the Scrutiny Panel on 20^th September, 2004.

It was the intention to submit the Work Programme to every monitoring meeting and add another three months planning on each occasion.

Resolved:-  That the Outline Work Programme 2004/05 be noted.

Consideration was given to a report of the Information and Performance Review Manager on the progress made between April and June 2004 on ICT developments and plans within the Programme Area.

This is the 1^st Quarter progress report for 2004/05, and shows that work has commenced in 31 of the 42 action areas.

Significant issues were raised through the Ofsted inspections and IdEA reports in relation to the use and utilisation of ICT within the Programme Area in the years 2000-2002.  The Action Plan process was introduced with these comments in mind to demonstrate a more structured approach to planning the deployment of ICT resources in line with the Services’ identified priorities through its Service and Business Plans.

Areas of significant progress in the first quarter of 2004 are as follows:-

-                      work to ensure that the Programme Area has an active role in developing and supporting a Rotherham-wide ICT strategic planning           partnership

-                      work to connect all of Rotherham’s schools to a broadband connection is now well underway

-                      development of a new 3-year ICT Strategy this year (for 2005-8)

Particular reference was made to the current situation with regard to:-

-                      Rotherham Learning Grid

-                      Rotherham ICT Learning Partnership

In response to questions raised it was pointed out that, despite slippage on some aspects of the work, it was expected to meet the targets of the three year plan.

Some issues on technical support would be discussed with RBT through the Service Level Agreement procedures that are already in existence.

Resolved:-  That this report be noted.

Resolved:-  That the minutes of this Scrutiny Panel held on 24^th May, 2004 be received and agreed.

In accordance with Minute No.184 of a meeting of the Lifelong Learning Opportunities Scrutiny Panel held on 24^th May, 2004, consideration was given to a report of the Head of Corporate Finance with regard to the costs of accommodation occupied by RBT (Connect) Ltd.

The issue had arisen as a result of the use of the Meeting Room at the Arts Centre by RBT and questions raised by the Scrutiny Panel regarding the cost  of this to the Programme Area.

The report referred to a discussion by Corporate Management Team on 24^th September 2002 which had agreed that, with regard to the Central Library, the loss of income of £12,838 for 2002/2003 be met from Rotherham Connect funds and be contained within the ECALS budget from 1^st April 2003 (Minute No. 502/02 (f) refers).

The costs referred to (£12,838) relate to a part-year only.  Full costs have been calculated by the Executive Director to be around £40,000.

The report explained that no decision has been taken by the Council as to how any profits redistributed from the RBT contract should be applied. 

The Head of Corporate Finance expected that they would be treated as a “corporate resource”, taken into consideration as part of the budget setting process for the relevant year(s), such an approach being in accordance with that currently being adopted in respect of the Council’s share of any procurement savings generated, and would be the one which the Head of Corporate Finance would be recommending to Corporate Management Team and the Cabinet.

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

(2)                 That further consideration be given to a formula being decided upon for the redistribution of any profits from RBT to Programme Areas, and for any rebate from RBT to be shared equally, or added to the Corporate budget.

(3)  That further consideration be given to any loss of income that Education, Culture and Leisure Services have been faced with, due to the use of the Arts Centre Meeting Room by RBT, being repaid from the Corporate budget to the Programme Area.

Consideration was given to the minutes of meetings of the above Committee held on 7^th May, 21^st May and 4^th June, 2004.

Resolved:-  That the minutes of the meetings of the Performance and Scrutiny Overview Committee held on 7^th May, 21^st May and 4^th June, 2004 be received.

The Panel received the minutes of the meeting of the above Board held on 6^th May and 1^st July, 2004.

Resolved:-  That the decisions made under delegated powers by the Cabinet Member for Education, Culture and Leisure Services held on 18^th May, 25^th May, 1^st June, 8^th June, 22^nd June and 29^th June, 2004 be noted.

Resolved:-  That nominations to the following outside bodies be made:-

NORTHERN COLLEGE

Quality Committee:-  Councillor Barron

Advisory Committee:-  Councillor Jack

Local Authorities Liaison Group:-  Councillor Barron and Councillor Doyle (Councillor Doyle no longer wishes to be re-appointed – yet to be confirmed).

Therefore could be one vacancy on LALG for ECALS (and a further one to be nominated corporately).

ORGREAVE LIAISON MEETING

Councillor Littleboy (Ward 3 rep – Brinsworth and Catcliffe) and Councillor J. Swift (Ward 11 rep – Rother Vale)

G. Smith (Cabinet Member, Economic & Development Services)

Councillor S. Walker (Chair of Planning Board)

and F. Wright (Housing and Environmental)

ROTHERHAM ARTS CHARITY

Trustees:-  Councillors Boyes, Littleboy and Swift

Guy Kilminster, Manager, Libraries, Museum and Arts and Lizzie Alageswaran, Principal Officer, Community Arts

(6 places are available).

ROTHER VALLEYCOLLEGE

No longer exists.  Review pending – links to RCAT.

SOUTH YORKSHIRE ARCHAEOLOGY COMMITTEE

Councillors Boyes and Cutts

SOUTH YORKSHIRE JOINT ADVISORY COMMITTEE ON ARCHIVES

Councillors Boyes and Cutts

SOUTH YORKSHIRE SPORTS PARTNERSHIP – Partnership Executive

(Education, Culture & Leisure – Councillor Boyes (Cabinet Member or an Advisor)

Substitute-  Councillor Kaye

YORKSHIRE TOURISM BOARD

Executive Committee – Councillor S. Walker

Marketing Operations Sub-Committee – Councillors S. Walker and Hodgkiss

Resolved:-  That nominations to the following Sub-Groups, Working Parties and Panels be made:-

CHILDREN AND YOUNG PEOPLE’S BOARD WORKING PARTY

Councillor McNeely

HEALTH, WELFARE AND SAFETY PANEL

Lifelong Learning Opportunities Scrutiny Panel – Councillor B. Burke

Subs:-  None appointed

SACRE – Standing Advisory Council on Religious Education

Councillors R. Littleboy, T. Sharman, J. Austen and P. Burke

TRANSPORT APPEALS PANEL

Councillors Dodson, Gosling, Hodgkiss, Rushforth and Senior

CORPORATE CONSULTATION GROUP

Councillor St. John

This item was deferred until the next meeting.