Agenda and minutes

The Cabinet Member referred to the sad death of Councillor Paddy Burke, Deputy Mayor, who was one of his Advisers.

Those present stood for a minute’s silence as a mark of respect.

The Cabinet Member referred to the services of Councillor David Hall as one of his Advisers.

Councillor Hall was not standing for re-election to the Council.

Resolved:-  That Councillor Hall be thanked for his role as the Cabinet Member’s Adviser.

Consideration was given to the minutes of the meeting of the Rotherham Tourism Forum held on 24^th April, 2007.

Resolved:-  That the minutes be received.

Consideration was given to the minutes of a meeting of the Health, Welfare and Safety Panel held on 27^th April, 2007.

The Chair of the Panel, Councillor R. S. Russell, made reference to the unfortunate death in service of Gordon Duffield, who was the TGWU representative to the Panel.

The following report was submitted:-

Health, Welfare and Safety Panel

27th April, 2007

Consideration was given to the minutes of a meeting of the Tourism Panel held on 30^th April, 2007.

Consideration was also given to the composition of the Tourism Panel for the 2007/2008 Municipal Year.

Resolved:-  (1)  That the Director of Rotherham Investment and Development Officer consider appropriate outside representatives to be invited to be members of the Tourism Panel.

(2)                 The following report was submitted:-

Tourism Panel

30th April, 2007

- to note the joint decision.

Consideration was given to a joint meeting of the Cabinet Members for Economic Regeneration and Development and Lifelong Learning, Culture and Leisure Services held on 1^st May regarding the Yorkshire South Tourism (YST) Business Plan 2007/2008.

Resolved:-  That the minutes be noted.

To record the action of the Cabinet Member.-

Resolved:-  That the action of the Cabinet Member, on 30^th April, 2007, in opening offers for the following be recorded:-

-           Nos. 49 – 52 Doncaster Road, Dalton, Rotherham.

Customer Liaison Manager to report.

-           to report the complaints statistics for the period January to March, 2007.

Consideration was given to a report, presented by the Customer Liaison Officer, detailing the complaints received by the Directorate between 1^st January and 31^st March, 2007.

Reference was made to;-

-                      the improved performance of the Directorate in dealing with complaints at Stages 1 and 2

-                      number of complaints referred to the Ombudsman

Resolved:-  That the report be received.

Transportation Unit Manager to report.

-           to consider a proposal to construct a footway.

Consideration was given to a report, presented by the Transportation Unit Manager, detailing a proposal to construct a footway link on Baring Road, Blackburn, to improve facilities, in particular for children attending Blackburn Primary School.

Details of the proposals were illustrated on the accompanying Plan – Drawing No.  129/Baring Road.

It was explained that the scheme would involve the removal of a grassed verge to accommodate a new footway link.

Funding was available from the Local Transport Plan Integrated Transport Programme for 2007/2008.

Resolved:-  (1)  That the necessary consultations be undertaken regarding the proposal.

(2)        That detailed design be carried out and, subject to no objections being received, the scheme be implemented.

(3)        That the scheme be funded from the Local Transport Plan Integrated Transport Programme for 2007/08.

Transportation Unit Manager to report.

-           to report on a scheme to encourage more sustainable travel patterns.

Consideration was given to a report, presented by the Transportation Unit Manager, outlining a scheme to offer small infrastructure grants to companies operating a Travel Plan.

It was proposed that the grants will be offered for projects that will help to promote sustainable travel to work in support of clearly identified objectives in a company travel plan. The grants would be match funded by the company and subject to audit in subsequent reviews of the company travel plan.

It was reported that the grants would be limited to £2000, with equal match from the companies, and it was not anticipated that there would be more than 10 grants made per year.

The funding required was available from the TravelWise/Smarter Choices allocation of the LTP funds.

Resolved:-  That the principles of the scheme, and the terms of it operation, as outlined in the report now submitted, be approved.

Principal Traffic Officer to report.

-           to receive the consultants progress report.

Further to Minute No.  30 (Ramp Metering) of the meeting of the Cabinet Member for Economic Regeneration and Development Services held on 19th June, 2006, consideration was given to a report, presented by the Principal Traffic Officer, relating to work being undertaken in the vicinity of M1 Junction 33 as part of the Highways Agency’s Integrated Traffic Management Pilot Project.  This project sought to determine and quantify mutual benefits to both the local and strategic highway networks through various applications of Integrated Traffic Management.

It was pointed out that the Motorway Access Management was now operational.  In addition it was reported that the Highways Agency had commissioned WS Atkins, in partnership with the Council and Sheffield City Council to investigate a national pilot for an Integrated Traffic Management Scheme at Junction 33.

The project would investigate the effects of linking the ramp metering signals to the traffic signals on the motorway roundabout, providing a new signal controller which should improve the flows around the roundabout, the effect of Strategic Variable Message signs in Sheffield on the A630 Parkway advising of congestion on the motorway, and the potential implementation of MOVA traffic signal control at the roundabout.

Resolved:- That the appendix to the report, prepared by WS Atkins on behalf of the Highways Agency and associated partners, be noted and the pilot project be supported with the results reported to a future meeting.

Principal Traffic Officer to report.

-           to receive the consultants’ report and consider the recommendations.

Consideration was given to a report, presented by the Principal Traffic Officer, relating to the receipt of the Feasibility and System Requirements Report, undertaken by JMP Consulting, recommending the implementation of various measures in Rotherham as part of the South Yorkshire Intelligent Transport System project.

An explanation of the various components of the recommendations was given.

It was noted that the proposals and the future car parking requirements had been included in the Town Centre Transportation Study which was currently underway.

It was also reported that the Traffic Officers were working on a regional strategy as part of the Yorkshire Traffic Managers Group to develop closer links to the Highways Agency, motoring organisations etc.

Resolved:-  (1)  That the report, and its recommendations, be received and the following schemes be implemented, subject to detailed design considerations:-

-                      Signalisation of the College Road Roundabout

-                      Signalisation of the St Ann’s Roundabout

-                      Signalisation of the junction of Centenary Way/Greasbrough Road

-                      Strategic Variable Message Signing (4 locations)

-                      Additional CCTV sites (3 locations)

-                      Linkage to the Sheffield City Council UTC system

(2)           That approval be given to the design and consultation on the traffic management schemes required to enable enhanced bus priority on the approaches to St Anns Roundabout and College Road Roundabout be undertaken.

(3)           That a report on design development and progress be presented to a future meeting.

Transportation Unit Manager to report.

-           to consider approving ‘Clearway’ Orders outside schools

Consideration was given to a report, presented by the Transportation Unit Manager, seeking approval, as a trial project, to implement ‘Clearway’ traffic regulation orders on all school keep clear markings within the ward of Maltby and on some in the Hellaby Ward.

The roads affected by this proposed trial would include:-

Chestnut Grove

Braithwell Road

Redwood Drive

Lilly Hall Road

Cliff Hill

Davy Drive

Strauss Crescent

Muglet Lane

The “Clearway’ orders would be effective on Monday to Friday 07.30 to 17.00 during school term time.

Reference was made to:-

-                      Resource implications

-                      Legal orders

-                      Enforcement issues and Decriminalised Parking legislation

-                      Informing the public through adequate promotion

-                      Utilising the junior wardens in the schools

-                      Use of photographic evidence

Resolved:-  (1) That the scheme be run and monitored as a 6 months pilot project to assess its impact.

(2)        That the necessary consultations be undertaken.

(3)        That authority be given for the detailed design to be carried out and, subject to no objections being received, for the scheme to be implemented.

(4) That the scheme be funded from the Local Transport Plan Integrated Transport Programme for 2007/08.

(5)  That a further report be brought to this meeting outlining the impact of the scheme.

(6)                That the report now submitted be referred to the Regeneration Scrutiny Panel for information.

Director of Streetpride to report.

-           to report the year end figures and charges to targets.

Consideration was given to a report, presented by the Specialist Support Manager, Streetpride Service, detailing Streetpride’s performance (as at the 2006/2007 year end) in respect of its speed in dealing with requests for service.  It was reported that this had averaged 97.6% in 2006/2007.

It was pointed out that this was the same overall level of performance as delivered in 2005/2006, despite several of the targets being more stretching.  However, the statistics represented significant progress because timescales had shortened.

Consideration was given to several improvements which were proposed to the response time framework for 2007/8, which could be delivered within existing budgets. 

Reference was made to:-

-          Area Assembly ‘stretched’ targets

-          Vegetation obstructing highway visibility

-          Challenge of the targets

-          Year on year increase in the number of calls to the Contact Centre  

Resolved:-  (1)  That the performance achieved in 2006/2007 be noted.

(2)                  That the proposed improvements in the target response time framework for 2007/2008 be approved.

(3)  That the complementary comments from the Rotherham South Area Assembly be passed to Streetpride, and to the Graffiti Team in particular.

Transportation Unit Manager to report.

-           to consider traffic calming and 20mph zone.

Consideration was given to a report, presented by the Transportation Unit Manager, seeking approval to introduce a 20mph speed limit zone, with traffic calming measures, in the St Mary’s Road area, Rawmarsh, including the following roads:-

Bramheld Road

New Street

Chapel Street

Ingshead Avenue

Oates Avenue

St Mary’s Road

Peakstone Mews

Willow Avenue

Georgie Place

Hallam Place

Hardie Place

Manor Place

Elm Place

It was noted that the proposal was part of the Housing Market Renewal to harden a number of grass verges in the St Mary;s area, which in turn would remove parked vehicles from the road.  It was considered therefore that vehicle speeds may increase and in order to combat this potential rise in speeds it was proposed to designate the area as a 20mph speed limit zone.

Drawing No. 126/WS/1B appended to the report illustrated the area to be designated as a 20mph zone. 

Those present considered the merits of:-

-          Rumble strips

-          Size, height and location of road humps

-          Speed cushions

-          Noise

-          Size and type of vehicles passing over

-          Speed of vehicles between the road humps

Resolved:-   (1)  That the principles of the scheme be approved and the necessary consultations be undertaken regarding the proposed scheme.

(2)        That authority be given for the detailed design to be carried out and, subject to no objections being received, for the scheme to be implemented.

(3) That the scheme be funded from the Local Transport Plan Integrated Transport Programme for 2007/08 and Housing Market Renewal.

Senior Technician to report.

-           to report on the work of the Road Safety Section.

Consideration was given to a report, presented by the Road Safety Officer, informing members of the work undertaken by the Road Safety ETP staff between September 2006 and April 2007.

The following aspects of the work were highlighted:-

-                      Staffing

-                      Crucial Crew – 15^th & 22^nd October;  5^th, 12^th & 19^th November at Magna

-                      Heroes Road Show involving Brinsworth, Aston, Dinnington and Thrybergh schools

-                      use of Junior Safety Officers to tackle parking outside Anston Greenlands and St. Mary’s schools

-                      Partnership working

-                      1^st Time Drivers initiative

-                      Production and publication of ‘1st Car’ magazine

-                      July Holiday route campaign

-                      Involvement in the Meadowhall Motor Show 21^st – 22^nd July

-                      Ape Theatre Co. production of Legal Weapon to Year 11/12 at comprehensive schools

An outline was given of a further new initiative, being developed in conjunction with the Police and local driving instructors, aimed at young drivers before taking their driving test.

Resolved:-  (1)  That the contents of the report be noted.

(2)  That staff of the Road Safety Team be thanked for their excellent work.

Senior Planner to report.

-           to present the results of the review, and to seek use as a material planning consideration.

Consideration was given to a report, presented by the Senior Planner, relating to an employment land review which had been undertaken to support and inform preparation of the local employment framework, and to inform planning decisions.

It was reported that following a consultation exercise a final document had been produced.

The report outlined the comments received and recommended changes to the employment land review documents, and sought authorisation for the review to be taken into account when determining relevant planning applications.

It was pointed out that the review would also form part of the evidence base for the Local Development Framework.   Also the information would inform further work on the site allocations development plan document.

Reference was made to:-

-          Flood risk zones

-          Rotherham’s economic strategy and economic recovery since 2001

-          Links with the SheffieldCity region work

-          Anticipated requirement of 33 ha of employment land to meet the needs of the LDP period to 2021

-          189.65 ha recommend for allocation as employment development sites

-          113.82 ha of employment land recommended for alternative uses/allocations

-          identifiable shortfall in provision of 140 ha approx.

Resolved:-  (1)  That the report and the contents of the final employment review be noted.

(2)                    That approval be given to the use of the employment land review as a material consideration when determining planning applications.

(3)  That the report be referred to the LDF Steering Group for information.

Streetpride Streetworks Engineer to report.

-           to report the development of a Yorkshire Charter for Street Works Co-ordination.

Consideration was given to a report, presented by the Street Works Engineer, relating to the work currently being undertaken by Streetpride as part of the Yorkshire Highways and Utilities Committee, and in particular the work connected with the consistency of approach to be achieved through a Yorkshire wide Charter

The Appendix to the report outlined the proposed content of the Charter.

Resolved:-  That the Director of Rotherham Streetpride (or his deputy) be authorised to attend the signing ceremony, for a Yorkshire Charter, on behalf of the Highway Authority and Traffic Manager.

Best Value Support Officer to report.

-           to report on the performance indicators for Environment and Development Services, including exception report.

Consideration was given to a report, presented by the Best Value Officer, relating to the quarterly system of reporting performance indicators to ensure continuous improvement of services of the Council. 

It was pointed out that the performance indicators had been set with agreed targets and priorities of the Community, Members and Senior Managers. 

The report outlined the performance results for the fourth quarter of the year 2006/2007, and focused on indicators affected by the following issues:-

·        Performance measures in the EDS suite of performance indicators.

·        Performance indicators that have not reached their target setting.

·        All England quartile comparisons.

·        BVPI Survey results.

·        New performance measures.

The position of the following PI’s, detailed in the exceptions report, were noted:-

BV 156 – Buildings accessible to people who have a disability

LPI 31 – informing the HSE of reportable injuries and dangerous occurrences within 10 working days

LP1 24 – revenue running costs of floor space per m²

BV 187 – Condition of surface footway

BV 199a – local street and environmental cleanliness – litter and detritus

BV 215b – rectification of street lighting faults measured in days – Distribution Network Organisation;  it was explained that this referred to major repairs.  Reference was made to the SLA with Yorkshire Electricity

BV 223 – condition of principal roads measured by SCANNER

BV 224b – condition of unclassified roads

LPI 88 – number of missed collections per 100,000 collections of household waste

BV 84a – household waste collection (kg per hear of population) – noting the increase in tonnage 2006/2007

BV 84b – household waste collection (% change)

BV 204 – planning appeals

BV 205 – score against the quality of planning services checklist

BV 219b – preserving the special character of conservation areas - character appraisals

BV 219 -  preserving the special character of conservation areas – management proposals

BV 220 – performance against the Public Library Service Standards

LPI 38 – vacancy rate for industrial and commercial property

The Directors of each Service gave updates in respect of the various PI’s.

Resolved:-  (1)  That the Environment and Development Services’ performance results be noted.

(2)  That the performance indicator fourth quarter results for 2006/2007 be noted.

(3)           That the Council’s position in comparison with the Audit Commission 2005/2006 All England results be noted.

(4)  That the report, together with the most up to date position, be referred to the Regeneration Scrutiny Panel on 1^st June, 2007.

To consider attendance at:-

TRA – Workshop for Planning Committee Chairs and Planning Portfolio Holders – 19^th to 20^th July, 2007 – Cambridge  (information attached)

Consideration was given to attendance at the following:-

TRA – A Workshop for Planning Committee Chairs and Planning Portfolio Holders – 19^th & 20^th July, 2007 – Cambridge

Resolved:-  That consideration be deferred pending receipt of further information about  the I & DeA Leadership Academy = “Planning as a Strategic Tool” – 19th and 20th July, 2007 – Leeds.

(The Chairman authorised consideration of the following item in order to determine the composition of the Tourism Panel)

Consideration was given to the composition of the Tourism Panel for the 2007/2008 Municipal Year.

This had become necessary due to changes in the Council’s Cabinet structure and responsibilities.

It was also reported that the Panel had been invited to hold its first meeting in the new Municipal Year at Magna Science Adventure Centre on 4th June, 2007.

Resolved:-  (1)  That the Tourism Panel comprise:-

The Cabinet Member, Regeneration and Development Services

The Senior Adviser, Regeneration and Development Services

Adviser, Regeneration and Development Services

Councillor Boyes, Yorkshire South

Matthew Beck, Chief Executive, MAGNA

(2)  That the Director of Rotherham Investment and Development Office seek nominations to the Tourism Panel from the attractions and hospitality sectors.

The following items are likely to be considered in the absence of the press and public as being exempt under those Paragraphs, indicated 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 items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (information relating to the financial or business affairs of any particular individual, including the Council)).

Project Manager to report.

-           to seek approval to place order in advance of agreements of target costs.

(Exempt under Paragraph 3 of the act – information relating to the business or financial affairs of any particular person (including the Council))

Consideration was given to a report, presented by the Project Manager, relating to the contract for the construction of a Business Incubation Centre compromising 48 Business Units, 30 offices and 18 Workshops in a landscaped setting, on land adjacent to the Magna Science and Adventure Centre. The Project Sponsor is Richard Poundford, Director, RiDO.

It was reported that the development site for the construction work formed part of the former Templeborough steel works. Extensive remediation works and service diversions had been undertaken to enable construction to commence. These works were almost complete and had been carried out under a Letter of Intent by the Rotherham Construction Partner, Birse Build Ltd.

It was reported that site surveys had identified problems with underground concrete structures and services which could interfere with the foundations of the proposed building. 

It was therefore proposed that in order to maintain continuity it was necessary to place an order for the structural steel framework for the building, as this order would have a 12 weeks lead-in period.  It was also preferable, and more cost effective, to keep Birse Build Ltd. on site.

Resolved:-  (1)  That approval be given to the placing of a further order for the execution of piled foundations and procurement of the structural steelwork frame in advance of conclusion of the Stage 2 tendering process for the construction of Magna Business Incubation Centre.

(2)  That an overall progress and budget report be submitted to a future meeting.

Principal Officer to report.

-           to consider various tenancy issues.

(Exempt under Paragraph 3 of the act – information relating to the business or financial affairs of any particular individual (including the Council))

Consideration was given to a report, presented by the Principal Valuer, relating to the proposals for the redevelopment of the town centre which was creating uncertainty regarding the future of the Centenary Market and Guardian Centre.  This uncertainty was causing concern to market tenants and affecting the letting viability of empty units.  The situation was consequently having an impact on the markets’ budget. 

Consideration was therefore given to a proposal to offer short term tenancies for vacant units and for lease renewals to contain appropriate clauses to ensure that possession could be obtained at short notice.

Resolved:-  (1)  That short term tenancies be offered to new tenants.

(2)  That when renewing existing agreements an appropriate break clause be included to enable early possession of the buildings to be obtained when any redevelopment plans have been confirmed.

(3)  That any tenants affected by the uncertainty be advised to seek legal advice as appropriate.

-           to consider the decision of the Panel.

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

Consideration was given to a report, and decisions, of a Stage 3 Complaint Panel held on 20^th April, 2007.

Attention was given to the recommendations of the Panel.

The Director of Planning and Transportation Service outlined the background to this issue and made reference to many other schemes across the Borough.  It was explained that in this instance the Service had aimed to achieve a balance of road safety/traffic considerations with the views of the local community.  However there had not been bespoke consultation with each of the businesses.

Reference was made to the following:-

-                      Flaws in the Complaints Procedure

-                      The need for consistent training for all Councillors re;  Complaints Panels

-                      Pre-panel Briefing for Members

-                      The issue of a Local Ward Member representing a complainant

-                      The need for more stringent action in the earlier stages of the complaint process to ensure that “new” issues were not introduced

-                      the implications of this Panel’s decisions

-                      the need to ensure that this case had not set a precedent

It was noted that the Assistant Chief Executive, Legal and Democratic Services, was now considering the way forward for this case.

Resolved:  (1)  That the report of the Panel and the Panel’s decisions be noted.

(2)                That the final outcome of this particular case be awaited.

(3)  That the above issues raised be referred to the Council’s Complaints Officer for consideration.