Agenda and minutes

There were no members of the public present at the meeting.

No declarations of interest were made.

- presentation by Bronwen Moss, Scrutiny Adviser

The Scrutiny Adviser gave a presentation on the role of the Scrutiny Panel and its terms of reference.

The work of the Sustainable Communities Scrutiny Panel included:-

-        The Borough-wide Housing Strategy

-        Accountability of the ALMO and other housing providers

-        Environmental issues and Waste Management (including waste reduction/recycling, pollution control, control of litter and fly tipping, dog fouling

-        Trading Standards and Food Standards

-        Neighbourhood Development and the management of Neighbourhood Services

-        Development of Sustainable Communities

-        Anti-Social Behaviour and Community Safety

-        Strategic Partnerships linked to the above agendas e.g. SRP, LSP etc.

Resolved:-  That the terms of reference for the Sustainable Communities Scrutiny Panel be noted.

- report by Bronwen Moss, Scrutiny Adviser

Consideration was given to a report by the Scrutiny Adviser regarding representation of external organisations on the Scrutiny Panel for the 2005/06 Municipal Year.

It was noted that the Tenant Involvement Unit was to organise a ballot for the tenant representatives.  Dennis Alderson had completed his 2 year term and his re-election or replacement was awaited.  Similarly, Danny Willoughby had completed his 1 year term.

Resolved:-  (1)  That representatives be sought from the National Society for Clean Air, South Yorkshire Police, Rotherham Health Priority Trust, Rotherham Chamber and 2 tenant representatives.

(2)  That the organisations set out in (1) above be asked to forward their nominations for the 2005/06 Municipal Year.

(3)  That all new co-optees be provided with an information pack and be invited to attend Panel meetings from 14^th July, 2005.

- to determine representation

Resolved:-  That the Cabinet Member for Neighbourhoods be advised of the following nominations to attend bodies/panels:-

Health, Welfare and Safety Panel                  Councillor Hall

                                                                        Substitute Councillor Nightingale

Members Consultation Advisory Group         Councillor Atkin

Member Training Panel                                  Councillor Hodgkiss

Recycling Group                                              Councillor Atkin

Social Concerns Committee Churches         Councillor Jackson

Together in Rotherham

South Yorkshire Trading Standards               Councillors Burke and

Sub-Group                                                       Hodgkiss

Yorkshire and Humberside National              Councillors Atkin and

Society for Clean Air                                       Hodgkiss

Yorkshire and Humberside Pollution             Councillors Hall and

And Advisory Council                                      McNeely

Women’s Refuge                                            Councillor P. A. Russell

Decent Homes Partnership                           Councillors Hall and Nightingale

- report by Bronwen Moss, Scrutiny Adviser

The Scrutiny Advisor reported that each of the Council’s Scrutiny Panels was required to develop a forward programme of work for the new Municipal Year.  The programme should be realistic in terms of the scope and number of issues to be considered and relevant in terms of adding value to the work of the Council or in responding to the community.

Discussion took place on possible issues for review which included:-

-        Community Policing

-        Waste Minimisation

-        Development of Area Assemblies – jointly with Democratic Renewal Scrutiny Panel

-        Disabled Adaptations – jointly with Adult Services and Health Scrutiny Panel.

Themed meetings could include:-

-        Fly Tipping and Environmental Crime

-        Trading Standards

-        Asylum Seekers

-        ALMO and Decent Homes.

The Executive Director of Neighbourhoods commented that a report was to be considered by the Corporate Management Team on 20^th June regarding a piece of work with South Yorkshire Police and community policing.  It was also noted that Neighbourhoods had commissioned consultants to review the Adaptations process. 

He further referred to 5 papers produced by the Government under the heading of Sustainable Communities.  Summary documents had been submitted to the Council but it was now thought timely to submit them to the Scrutiny Panel to inform the work programme. 

Resolved:-  (1)  That The Scrutiny Advisor compile a list of possible scrutiny reviews for 2005/06 and subject them to the scrutiny checklist for suitability.

(2)  That the 5 summary documents referred to above be submitted to the July meeting of this Scrutiny Panel.

- report by Simon Bell, Housing Income Manager

The Head of Housing Services and Housing Income Manager, Rotherham 2010 Ltd., presented a joint report on the Income Policy which set out the Council’s strategic objectives and approach to income collection, arrears prevention, management and eviction action.  The Policy was designed to ensure that income was maximised whilst at the same time keeping arrears to a minimum. 

The report had been prepared prior to 2010 Rotherham Ltd. being set up.  The Policy gave a detailed summary of the aims and objectives of 2010 on behalf of the Council for the delivery of its income service.  The main principles were income maximisation for the Housing Revenue Account and provision of a customer focused service to meet the needs of individuals or groups.  It strongly emphasised service provision, particularly for those tenants that were deemed vulnerable.  It recognised that this client group would be most at risk of falling into debt and would adopt a sensitive approach that would involve support agencies wherever possible.  The Policy would ensure that all debtors were given clear and detailed information about their account so that any arrears could be kept to a minimum.

2010 recognised that early contact with the tenant was essential to establish a relationship which would start at the commencement of the tenancy when staff would note any special circumstances, carry out income checks, explain how the rent charge was formed, what was eligible for Housing Benefit and clarify the payment options.  The way 2010 would communicate with tenants and debtors was crucial to arrears prevention particularly when addressing diversity issues and how to correspond with hard to reach groups.  All letters and correspondence would be written in simple language and customers would be encouraged to access the Income Service through a designated Income Champion in their neighbourhoods who would offer advice to customers on a wide variety of income related issues.

The Housing Income Champion would play a crucial role in service delivery and as such 2010 was committed to training and developing the staff to ensure they delivered not only the operational and policy objectives of 2010 and the Council, but high quality services for customers. 

Discussion ensued on the Policy.  The following points were raised/highlighted:-

§                     2010’s performance for the first quarter were on target

§                     The training staff were received was comprehensive and of high quality

§                     2010 would review current opening hours of District Offices, in consultation with local Members and customers, to ensure they were open when required. 

§                     Income Champions were specialist officers in each Area Office.

Resolved:-  That the Housing Income Policy be supported for adoption by the Council.

- report by Bronwen Moss, Scrutiny Adviser

The Scrutiny Adviser reported that a visit to the Asylum Seekers Team had taken place on 9^th May, 2005, attended by Councillors Hall, McNeely and Nightingale and Dennis Alderson.

The visitors had met the Asylum Seekers Team and discussed with the Team Leader the myths surrounding asylum seekers and information on the dispersal process.  A property at Rawmarsh used to accommodate asylum seekers had also been visited.

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

(2)  That a themed meeting on asylum seekers be arranged jointly with the Democratic Renewal Scrutiny Panel.

- report by Executive Director of Neighbourhoods and DVD Presentation

The Head of Neighbourhood Development Services submitted the Service Plan, together with the accompanying DVD, which detailed the actions that would take place over the next 3 years to help the Programme get closer to achieving its mission of ‘building sustainable neighbourhoods’.

The Plan contained 16 strategic objectives that would translate the vision into reality.  By 2008 the Programme Area would have improved the quality of life for every resident and would have reduced the inequalities that continued to exist in some parts and some communities in Rotherham.

It was an integral part of the performance management arrangements.  It provided a stronger link between national and regional policy drivers and the priorities of the Council and the community.

Discussion on the document ensued.  The following points were raised/highlighted:-

-        It was believed that performance could be maintained during the transition period to 2010

-        Liaison arrangements and reporting mechanisms for performance had been put into place with 2010

-        The Plan set out the planning for the next 2/3 years.  A lot of the issues that faced the communities in Rotherham would not be alleviated by short term visions but by long term planning

-        Improvements were to be made to the way operatives worked with customers to identify how satisfied they were with the work that had been carried out

-        It was acknowledged that the waiting period for adaptations was too long.  As part of the review being undertaken consideration would have to be given to the budget and priority of adaptations

-        Anti-Social Behaviour Orders were part of a ‘tool box’ of measures available to the Council to deal with anti-social behaviour. 

Resolved:-  (1)  That the Neighbourhoods Service Plan 2005-08 and accompanying DVD be noted.

(2)  That a copy of the DVD and Service Plan be supplied to all Members of the Council

Minutes of meetings held on 25^th April, 9^th and 23^rd May, 2005

The Panel noted the decisions made under delegated powers by the Cabinet Member for Neighbourhoods held on 25^th April and 9^th May, 2005.

- minutes of meeting held on 19^th May, 2005

The minutes of the meeting held on 19^th May, 2005, were noted.

- Minutes of meetings held on 15^th, 22^nd and 29^th April, 2005

The minutes of the Performance and Scrutiny Overview Committee held on 15^th April, 2005, were noted.

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 Paragraphs 8 and 9 of the Act of Schedule 12A of the Local Government act 1972 (supply of goods/services and negotiation of terms).

The Finance and Accountancy Manager submitted a report which set out details of the development of the Housing Revenue Account budget and the agreement of the Rotherham 2010 Ltd. interim management fee for the 2005/06 financial year since February, 2005, when Council rent levels for 2005/06 were agreed.

Following 2010 becoming operational on 19^th May, the report also outlined the process by which it was proposed to agree the final management fee which would be produced by 31^st July, 2005.

It was noted that the interim management fee reflected the stock numbers.  The fee had the same disciplines as the Council had to go through and he Council would be looking for 2010 to delivery efficiency savings (Gershon).

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

(2)  That in future no extra reports will be considered unless they had been supplied with the agenda.