Agenda and minutes

The Chairman reported that Debbie Heath, co-optee, had now left Voluntary Action Rotherham and would no longer be a member of this Scrutiny Panel.

From the expressions of interest submitted previously, Joanna Jones from Giving Real Opportunities to Women, was still interested in joining this Scrutiny Panel.

Resolved:-  That Joanna Jones be co-opted to the Democratic Renewal Scrutiny Panel.

There were no Declarations of Interest to report.

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

Consideration was given to a report present by Matt Gladstone, Assistant Chief Executive, which provided information in respect of the 2007/08 outturn position plus the latest monitoring against the 2008/09 revenue budget as part of the first stage of the budget setting process for 2009/10.

Discussion ensued on the current overspends relating to:-

·              Telephones.

·              Transport.

·              Credit Union.

·              Legal Services – Use of Locums.

·              Increasing workload of the Legal Department.

Reference was made to the budget underspend during 2007/08, the increased budget for 2008/09 with a predicted underspend and the confidence in the Chief Executive’s Directorate to continue to deliver savings, especially through the work with partners to bring in external income.

Further information was to be provided on the Year Ahead Commitments for the Chief Executive’s Directorate and the Service Plan.

The Scrutiny Panel noted the contribution by the Council to the Council newspaper and were informed that a partnership arrangement was now in existence.  The £25,000 per edition would eventually be offset against the savings through advertising and recruitment, allowing the Newspaper to effectively run at no cost to the Council.

Further information was also provided on the transport fleet and the challenges being faced with the overtime costs for drivers.

The Scrutiny Panel would continue to receive reports on how the Chief Executive’s Directorate was delivering priorities against the resources as part of the budget setting process.

Resolved:-  (1)  That the outturn position as at 31st March, 2008 and the Revenue Budget Monitoring Report for the period 1st April, 2008 to 31st August, 2008 be noted.

(2)  That a further report be submitted to this Scrutiny Panel on the performance of the Chief Executive’s Directorate in relation to its Year Ahead Commitments and Service Plan.

Consideration was given to the report presented by Andrea Peers and Dianne Hurst, Area Partnership Managers, which provided an update on the format and progress of the Area Plans for 2008/09 including:-

·              Documentation for the 08/09 Area Plans.

·              Area Plan Booklet – Summary of what people told us, what we have been doing and what our plans were – Rotherham South example.

·              Area Action Plan – Identifying community priorities and actions taken to address them – Rotherham South example.

·              Setting the Scene Document – Overview of the work of Area Assemblies.

·              Area Plan Progress Reports.

A review of the Area Plan documentation and process took place in early 2008 and looked in detail at the:-

·              The format and look of the Area Plans – needed to be easy to read and relevant to other strategies and plans such as the Community Strategy, Communities in Control etc.

·              Target audience – needed to meet different audience needs.

·              Purpose of the documents – needed to be informative and up-to-date.

Following the review, recommendations were made to the Area Chairs meeting in June, 2008 that the Area Plan would comprise a suite of three documents each with a separate and specific purpose and forming the overall Area Plan for each area and to be used either individually or as a set of documents.

Examples of an Area Plan and an Area Assembly Action Plan 2008/09 for Rotherham South along with progress reports from each of the seven Area Assembly Areas for   Quarter 1 (July, 2008) and Quarter 2 (October, 2008) listing progress against each of the actions in the 2008/09 Area Plans were submitted with the report.

A discussion and answer session ensued on the information attached to this report and the following issues were raised and clarified:-

-                 Simplified and published versions of the Area Plans and their availability to the general public.

-                 Area Action Plans and their expected outcomes.

-                 Baseline measurement of expected outcomes and incremental progress.

-                 Overview of Area Assemblies (Setting the Scene) – further information to be provided.

-                 Financial costs associated with producing the glossy leaflets and plans for each Area Assembly and the number of copies.

-                 Community priorities and engagement with local people.

-                 Delivery of the Area Plans and community priorities, project management and cycle of monitoring.

-                 Planning process and delivery.

-                 Updates to the Co-ordinating Group and Area Assembly.

-                 Effectiveness of Task and Finish Groups.

-                 Devolvement of budgets to Area Assemblies.

-                 Annual budget for the Area Assemblies and what this had been for the past few years.

-                 Neighbourhood Renewal Fund allocations.

-                 Opportunity for participatory budget discussions.

-                 Inclusion of the leaflet “Know your Councillor” to be included in the document pack for each Area Assembly.

-                 Consultation on the 2009/10 Area Plans.

Resolved:-  (1)  That the progress on the Area Plans be noted and their content be supported.

(2)  That further information be provided on the financial cost of producing glossy literature and documentation for  ...  view the full minutes text for item 125.

Tracy Holmes, Head of Corporate Communications and Marketing, gave a short presentation on the use of Plain English in the Council.

The presentation drew specific attention to:-

·              The Task that had been identified

·              The current position.

·              The Plain English Campaign and associated costs

·              Support already available for Members and Staff.

·              Work that could take place within existing resources to raise the profile of the issue

·              The need to change behaviour, and the work that may require additional resources

A discussion and a question and answer session ensued and the following issues were raised and clarified:-

-                 Report writing training and the need to return reports to officers if they are not easily understandable.

-                 Crystal Mark membership and the costs associated with cascade training – no real support expressed for this

-                 Performance management and compliance with plain English report writing.

-                 Competencies for managers and report writing training.

-                 The need to be more proactive with reports.

Resolved:-  (1)  That Tracy Holmes be thanked for her informative presentation.

(2)  That the use of plain English be reported to the Performance and Scrutiny Overview Committee for them to champion and to consider the costs of the cascade training.

Further to Minute No. B164 of the meeting of the Cabinet held on 10th January, 2007, consideration was given to a report which set out the context, scope, arrangements and timescales for the review of parish boundaries.

The report also informed Members on the proposals submitted at Phase One of the review and the public consultation necessary at the next stage, before final recommendations on boundary changes could be made to the Council and the Electoral Commission.

Reference was also made to the indicative timeline for the Phase Two consultation process and the conclusion of the review and implementation of recommendations as part of Phase Three.

The Scrutiny Panel expressed its concern on the lack of any movement on this review on either contentious or non-contentious suggestions and asked whether this was due to staffing issues and was informed that there must be a period of consultation following any suggestion and this must be tested out with persons who may be interested.  Consideration would then be given to any further representations made within the consultation period for commenting on the recommendations.

Discussions ensued on various aspects of the review and the following issues were raised and clarified:-

·              Indicative timescales for the review completion.

·              Treeton boundary to be in line with the River Rother.

·              Communication blockages.

·              Discussions with the Member Panel on 14^th November, 2008.

·              Formation of a new parish in Hellaby and demolition of the current parish hall.

·              Extraction of Hoober from the Brampton Bierlow Parish.

·              Lack of communication/discussions with Parish Councils.

·              Decision-making process.

·              Communication with the Parish Network led by Neighbourhoods.

·              Election process for new Parish Councils.

·              Public meetings with the public and partner agencies in proposed new parish areas.

Resolved:-  (1)  That the contents and the proposals arising from the consultation at Phase One of the Parish Boundary Review be noted.

(2)  That a further report be submitted on the outcomes of Phase Two consultation process and the final review recommendations in due course.

(3)  That details of the timescales, consultation process and process for implementation be submitted to this Scrutiny Panel.

(4)  That consideration be given to accelerating non-contentious issues.

Resolved:-  That the minutes of the meeting of the Democratic Renewal Scrutiny Panel held on 11^th September, 2008 be approved as a correct record for signature by the Chairman.

Consideration was given to the minutes of a meeting of the Cabinet Member for Communities and Involvement held on 8^th September, 2008.

Resolved:-  That the contents of the minutes be noted.

Consideration was given to the minutes of a meeting of the Performance and Scrutiny Overview Committee held on 11^th and 25^th July and 12^th September, 2008.

Resolved:-  That the contents of the minutes be noted.

Consideration was given to the minutes of a meeting of the Members’ Training and Development Panel held on 25^th September, 2008.

Resolved:-  That the contents of the minutes be noted.

Consideration was given to the minutes of a meeting of the New Arrivals Working Party held on 24^th September, 2008.

Resolved:-  That the contents of the minutes be noted.

Resolved:-  That the next meeting of this Scrutiny Panel take place on Thursday, 4^th December, 2008 at the later time of 4.00 p.m.