Agenda and minutes

There were no declarations of interest made at the meeting.

There were no questions from members of the public or the press.

Mr. A. Bedford, Acting Executive Director, Education, Culture and Leisure Services, outlined the context and background to “Better Learning, Better Life” – the DfES 5 year Strategy for Children and Learners. 

The presentation included a summary of the DfES document published this year and included information on the following aspects:-

·        Raising achievement

·        Inclusive learning communities

·        Enjoyment and personal development

·        Innovation and integration

·        Excellence through partnership having regard to the diversity of learners and providers

·        Relationships with schools

·        Development of the Children & Young Peoples’ Services

·        Strengthening joint LEA/LSC working

·        Designing and building the future together with emphasis on skills for life

·        “All of us matter in Rotherham”

The main aim of the initiative was to raise achievements through inclusive learning communities in order for people to attain enjoyment and achieve personal development.

The Learning & Skills Council is working closely with Rotherham Council and is of the opinion that partnership and collaboration across post-16 providers represents the best way forward for Rotherham rather than further structural change.

The presentation included the following examples of recent achievements:-

-                       Clifton Dance Studio/Music Work Stations

-                       CENT@Magna CAD/CAM 

-                       Ferham Centre – Surestart and Helen Billington Sports and Arts Hall

-                       Bramley Grange Foundation Unit

The meeting raised the following issues:-

-                       need to publicise achievements in schools to the general public

-                       need for schools to continue to serve Rotherham as a whole despite the process of autonomy

-                       access to a broader curriculum

-                       role of Enterprise activity in helping children to exploit opportunities and in creating a better skilled workforce

Resolved:-  (1)  That the information contained in the presentation be received and noted.

(2)  That the Scrutiny Adviser and Councillor Dodson liaise regarding arrangements for a visit to Clifton Comprehensive School by Scrutiny Panel members.

Consideration was given to a budget monitoring report, as at October, 2004, submitted by Pete Hudson, Strategic Finance Officer.

This is the fifth Budget Monitoring Report for the Programme Area in 2004/05, with a current forecast to overspend against budget for the financial year by £397k (0.25%), a position which has not changed significantly from the previous month.

This relates to budget pressures in both Culture and Leisure Services (£330k) and Education Services (£67k).

The report gave details of budget pressures which primarily relate to continued pressure on sport and recreational facility budgets in Culture and Leisure Services and the under-recovery of income on the schools’ HR contract with RBT in the Education Services.

The situation was symptomatic of the underlying budget pressures and difficulties in managing the current budget limit with the present facilities.

All necessary steps were being taken in order to attain an outturn balance this year.

The Chairman commented on the need for this Scrutiny Panel to be fully aware of the budgetary position at the beginning of the new financial year.

One member referred to two issues regarding virement and the secondment of a member of staff appointed to deal with off road motor cycling.

The Acting Executive Director gave an assurance that the rules on virement had been fully adhered to.

In terms of the Greasborough Pupil Referral Unit, delays had not been due to budget considerations but to difficulties in recruitment and drainage problems.  The earliest time the facility could have opened was the start of next term.

Resolved:-  That the report be received and noted.

Consideration was given to the Monitoring Report and Consolidated Action Plan which set out performance at the end of the 2^nd quarter against 2004/05 targets, comparing performance against 2003/04 actuals and 2002/03 All England top quartile authorities.

Appendix A outlined the performance at the end of the 2^nd quarter and gave an accumulative position where possible.  Appendix B gave an updated summary of information regarding action being taken to address performance in areas where there is a significant shortfall against targets.

Risk categories were shown as low, medium and high.

Particular discussion took place on the following issue:-

·                    Permanent Exclusions

The Acting Head Inclusion Support Service reported that there had been eighteen exclusions this term to date.  In comparison to last year it is slightly below figures.  A great deal of work continued to be carried out to help Schools minimise exclusion.

One member expressed concern regarding variances in exclusion policy from school to school and therefore of a need for standard rules across the Authority.  For example, a situation could arise whereby a child is excluded and sent to another school who adopt a more lenient exclusion policy.  In addition, early intervention was very important and the problem should be seen in a wider picture.

The meeting recognised the impact on society and was of the view that these children must be educated and offered help.

The Acting Head of Inclusion Support Services reported that following the review day with Lifelong Learning Scrutiny Group in November 2004, training sessions will be run for governors on the strategies available to schools to support inclusion and the role of the governors in the discipline committee meetings.  A working group is also being drawn together to look at creating greater consistency between schools in their use of exclusion.

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

Consideration was given to a report of the Allotments Officer, Green Spaces on progress to date since 23^rd February, 2004 on issues covered by recommendations of the Allotments Review Sub-Group in 2002.  This followed a period of increased contact with allotment associations and individual plot holders, and many of the actions described have been in response to matters arising.

Early indications are that recent efforts to improve the management and promotion of allotments are slowing down or reversing decline in usage.  However, careful monitoring is required to establish whether such trends are sustained.

Accurate information was now available with regard to the extent of sites throughout the Borough.

The report set out the following issues:-

-                      allotment site repair and maintenance

-                      site security improvements

-                      development and partnership working

-                      audit and strategy

-                      marketing and promotion

-                      organisation and resources

-                      lettings

A debate took place and the following issues/questions were raised:-

1.                  How will partnerships affect the statutory rights of allotment holders in terms of change of use?

                  The Council was looking to protecting allotment holders by introducing            another site into the fold.   Various organisations have interpreted it      as        allotments under standard tenancy agreement and not as a change in the use.

                  Grazing had been introduced on several sites over a period of thirteen years.  In a situation where there is massive under-use of a         site, the Council was looking to achieve maintenance of that land and                   generate separate funding streams. 

2.                  Material left by PCT after working on Clifton site and the need for security fencing.  It was essential that the land be re-let as it was a re-designated allotment site.

                  There was a fundamental issue and this was being addressed.

                  It was agreed that Councillor Dodson and the reporting officer liaise                            on this matter.

David Hargreaves thanked officers for the dedication and hard work they have undertaken both on the Green Spaces Review and allotments review and for the substantial improvement over the last few months.  David looked forward with confidence to the future development of allotments in Rotherham.  

David Hargreaves felt it was a good time for the Scrutiny Panel to focus on the allotment strategy on a wider basis in view of the present demand to maintain space.

David Hargreaves raised an issue regarding land at Dalton Lane and whether this Scrutiny Panel had been involved in the disposal of the allotments and scrutiny of this matter.  A comparison was made with the disposal of the Broom allotments several years ago and a legal procedure to be complied with in terms of where the money from the sale of such land should go.  Minutes of a meeting of the Property Board held on 12^th May, 2004 had not discussed this issue.

The Green Spaces Manager pointed out that the Broom allotments had been classed as a statutory allotment which he believed was not the case at Dalton. If this is correct, and in accordance with the 1908 Allotment Act  ...  view the full minutes text for item 82.

The meeting considered an update report of the Strategic Leader Resources and Information on the current situation with regard to the PFI Project.

The contract is progressing extremely well and includes the rebuilding/refurbishment of 15 schools and their facilities management for a period of 30 years from 1^st April 2004.

By December 2006, there will be new schools for Coleridge, Ferham, Kimberworth, Maltby Crags Infant, Maltby Crags Junior, Meadowhall and Thornhill Primaries;  and Winterhill, Wingfield and Wath Secondaries.

Additionally, through the amalgamation of other funding, new key Young Person’s Centres will be provided at Thornhill Primary and Wath Secondary;  and significantly refurbished centres at Wingfield, Clifton, Thrybergh and WinterhillSecondary Schools.

The Council had been awarded £71.4m of PFI credits from the DfES as a contribution towards the cost of the scheme.  In real terms, the figures reflect an overall benefit of 20% to the pupils of Rotherham schools.

Work was presently twenty months into the programme and the capital expenditure at the end of last month was £54 million.  All work is on programme or ahead of schedule.

A question and answer session ensued regarding the nature of work on individual sites and its completion.

Particular discussion took place regarding the lack of library facilities at Thorpe Hesley and Wickersley.

It was confirmed that a library would not be built at Wickersley from the PFI scheme.  However, the use of other buildings in Wickersley was being considered and would form the basis for future consideration, as and when funding is available within the capital fund.  Funding would then have to be identified for additional revenue costs.

Members of the Scrutiny Panel raised the following questions in particular with regard to a library in Wickersley:-

-                       Was it possible to include a public library as part of the PFI scheme at Wickersley school?

            Security was an issue on school sites.  An ideal solution would be a purpose-       built library at Wickersley and Thorpe Hesley.

            One member praised the present system of shared community funding for a library at Aston which was working well and was a good model for the future.

-                       Was it possible to obtain Government funding?

            Despite the tremendous progress with PFI funding in schools, new libraries          would not be achieved through such funding as the projects are too small. 

            In terms of the National picture on PFI allocation, the initiative continues to           roll out but is now linked to the DfES’ Building Schools for the Future.  An       announcement regarding the second and third waves of this initiative had    recently been made.  Rotherham Council was hoping to be in one of these            waves, but is not and therefore it is likely that Rotherham will join the             scheme in 2009/2010, the intention being to rebuild or significantly             refurbish every Secondary School in the country within the next fifteen years.

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

(2)  That the Libraries, Museums and  ...  view the full minutes text for item 83.

The meeting considered a report compiled by Rod Norton, Young People’s Services Manager, on the current situation with regard to Longdendale Outdoor Education Centre.

The report set out the time scale for rebuilding of the Centre since the fire in 2002, which would require a start in April 2005 for a completion date of August, 2005.

The report explained that residential provision has been accommodated at Crowden Youth Hostel since the fire.  Crowden Youth Hostel has not been popular with some of the traditional users and as a result they have not booked the Longdendale centre.

The report outlined the position with regard to user groups, the cost to RMBC and projected costs for 2005 onwards.

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

(2) That a further report be submitted in six months time.

The meeting considered a report compiled by Rod Norton, Young People’s Services Manager on the current situation with regard to Habershon House.

The report set out information regarding the following:-

History

Facilities Provided

Usage

Cost to RMBC

A discussion took place on the following issues:-

·                    schools’ preference for private hotels rather than Habershon House/threat this poses for the facility

It was hoped that the update to the building would put Habershon in a stronger competitive position.  Prices were fairly competitive with other provision in the region.  Wider age groups use the facility and external groups book the House over holiday periods.

·                    need to look at incentives to encourage schools to use facilities more and assess the facility in terms of its viability

·                    to market the safe environment provided by the facility

·                    timing of the refurbishing work during a busy period

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

(2)  That a further update report be submitted in six months time outlining the long term usage and viability of Habershon House, and how much the facility is being used each season, once the House is operating normally after recent extensive building works.

Consideration was given to a report of the Libraries, Museums and Arts Manager on the use of freeware and shareware on the People’s Network of computers in libraries.

Such software can be downloaded onto portable disks through the Network, but not onto the hard-drives of the computers.  This is to ensure that the network is not compromised through the downloading of inappropriate material or viruses.

With regard to the software installed on the People’s Network computers, the Library Service has followed the corporate guidance that requires the use of Microsoft products.  In terms of licensing, a Microsoft Enterprise Agreement had been entered into and RBT staff are trained to provide support to Microsoft products and there are additional charges to any Service wanting support for ‘non-standard’ products.  The agreement with Microsoft ensures a 70% discount on software to users within the ECALS Programme Area due to its educational activity.

Resolved:-  That the report be received.

Consideration was given to an update report on the progress made by Cultural Services following the Regular Performance Assessment (RPA) carried out by the Audit Commission in January 2004.

The RPA inspection of Cultural Services identified a broad range of achievements and successes, it also highlighted a number of areas the service should focus on in order to sustain the goal of continuous improvement.  A table contained within the report identifies the areas for improvement and the progress made to date.

An improvement plan was established in January 2004 and is currently in its 11^th month of implementation.  In line with changes in corporate priorities, work was devolving and significant progress is being made on all of the areas identified by the inspection.

Regular meetings would continue to take place with representatives of the Audit Commission to ensure that future inspections are deemed to be robust.

Resolved:-   That the report be received.

Resolved:-  That the minutes of a meeting of the Performance and Scrutiny Overview Committee held on 26^th November, 2003 be received.

(The Chairman authorised consideration of the following item in order to allow the appropriate action to be taken on the matter without delay)

An issue was raised regarding a degree of negative press coverage following the Rotherham Show in September relating to the cost of subscriptions to exhibitions.

One member believed the problem had arisen due to some exhibitors not knowing what they were going to exhibit until the actual day of the Show, this had then meant an expectation to pay double under the terms of this year’s policy.

Resolved:-  That the Festivities and Activities Officer, Culture, Leisure and Lifelong Learning be asked to submit a report to a future meeting on this matter.

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 Paragraph 8 of Part 1 of Schedule 12A to the Local Government Act 1972 (contains details on the amount of expenditure proposed to be incurred).

In accordance with Minute No. 151 of a meeting of this Scrutiny Panel held on 22^nd March 2004, consideration was given to an update report of the Libraries, Museums and Arts Manager on the work of the Schools Music Service.

The report explained that usage has stabilised at approximately 2150 children (a drop from a peak of 2593 in December 2002).  There are 93 schools using the Service.  The details of the schools and the proportion of fees covered by schools/parents is contained in Appendix 1.

One member praised the music facilities at Thurcroft and the standard of performance by the children present at a recent visit, and raised a point regarding whether under-privileged children were precluded from using the music service due to the costs.  If this was the case, it was hoped that costs could be further considered at the point of budget monitoring in future.

The Libraries, Museums and Arts Manager referred to an Awards for All initiative which enabled bids to be submitted towards the cost of instruments for local brass bands.

For one group of musicians this had enabled older instruments to be used by a training band.

One member made reference to a recent television programme which had highlighted a resurgence of music in schools,  a great deal of the instruments being funded by the National Lottery.

Resolved:-  That the report be received.

(Exempt under Paragraph 8 of the Act – amount of expenditure proposed to be incurred under any particular contract for the supply of goods or services).