Agenda and minutes

There were no Declarations of Interest made at the meeting.

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

The Chair reminded the Panel that from September meetings would be held on a 6 weekly basis.

Consideration was given to the nominations to various bodies as set out in the report submitted.

Resolved:-  (1)  That the Cabinet Member for Housing and Neighbourhoods be advised of the following nominations to outside bodies:-

Councillors McNeely              Decent Homes Partnering Board

P. A. Russell

Councillor F. Wright                Rotherham Rent Bond Guarantee Scheme

Councillor F. Wright                RUSH House Management Committee

Councillor Atkin and                Environmental Protection UK

Mr. J. Carr                              Yorkshire and Humberside Division

Councillor Havenhand             Women’s Refuge

Tom Bell, Neighbourhood Investment Manager, submitted an update on the financial position of the Housing Market Renewal Pathfinder as at the end of March, 2009 together with a powerpoint presentation setting out:-

-        Site acquisitions/demolitions

-        Transport investment

-        Non-housing improvements

-        Private sector support

-        Achievements and challenges

-        2008/11 Funding allocation

-        2009/11 Programme HRM and RH combined

-        2009/11 Key investments

-        2009/11 Programme

-        Impact of funding cuts on 2009/11 Programme

-        Response to economic downturn and credit crunch

The Programme had commenced in 2004 and to date had drawn down and delivered £41.5M of HMRP funding to support housing market renewal investment activity.  In the 2008-09 period, the Pathfinder Programme had delivered £11.5M of investment and exceeded by £0.8M the spend target for the year.

Transform South Yorkshire (TSY) had announced that the 2009-11 funding allocation for Rotherham would be provisionally reduced by 10%, a funding reduction of £1.4M across a 2 year period.  This had been confirmed at the TSY Board on 15^th June.

A question and answer session ensued with the following points raised/clarified:-

o       It was the intention of the newly formed Homes and Communities Agency to bring all the funding pots together into 1 place.  Discussions were to take place with each local authority within each sub-region about their regional activity.  It was hoped to sign up to a further 3 year funding agreement with them

o       There were risks that there would be insufficient funding to complete projects but attempts were being made to mitigate that through programme management with new activity not being started that could not be finished.  However, there were a number of major activities in the Programme that there were resources for

o       All projects worked very closely with the community concerned.  Funding had also been put into a Community Empowerment Fund to deliver small scale projects that would not otherwise be delivered

o       There was now a framework for grants available to new retailers moving into vacant premises, not only within Westgate, but also to other properties in and around the Town Centre.  The grant was for shop fitting (internal and external) as well as a 50% rent discount for the first year of occupancy

o       The Compulsory Purchase Order process had been commenced for the Bellows Road site

o       All the sites where HMR resources had been invested had been rigorously appraised in relation to flood risk.  Continual work took place in terms of new property design to improve sustainable development factors to reduce surface water run off etc.

o       There had been challenges with low cost home ownership properties and on some of the first schemes the tenure had been changed and were now offered on a “try before you buy” basis.  Discussions were taking place with private sector developers regarding their vacant properties and bidding for further funding so as to bring those back onto the market for social rent

Resolved:-  That the progress and the revised programme for the 2009-11  ...  view the full minutes text for item 19.

- Tom Bell, Neighbourhood Investment Manager, to report

Tom Bell, Neighbourhood Investment Manager, reported that tenant empowerment was high on the Government’s agenda and the White Paper “Communities in Control – Real People, Real Power” aimed to deliver a fundamental shift in power towards tenants and residents.  Although the Council and 2010 Rotherham Ltd. offered tenants and residents a wide range of ways to get involved in services and decision making, the Council had no formal document relating to the development of tenant management organisations (TMOs) and other tenant empowerment opportunities. 

A specialist Tenant Empowerment Officer role had been created to develop the Council’s Policy and take forward this important agenda.  The main functions of the role were:-

-        Provide effective liaison between the Council, 2010 Rotherham Ltd., RotherFed and tenants and leaseholders

-        Provide Members and staff with information about tenant empowerment

-        Safeguard the Council’s assets and ensure that management responsibility for services/facilities was only handed to groups that could clearly demonstrate an ability to manage effectively and deliver improved services to tenants and leaseholders

-        To benchmark with other local authorities and ALMOs and create an arena for sharing good practice across 2010 Rotherham Ltd., RotherFed and the Council

-        To ensure appropriate links made to other tenures including private sector and tenants of housing associations

By developing and adopting a Tenant Empowerment Policy, the Council could consider both opportunities provided to tenants and how tenants could collectively set the agenda for the service.  It needed to capture Rotherham’s ambitions and empowerment objectives and build a coherent case based on democratic involvement, business efficiency and service delivery. 

It was important to develop a clear communication strategy at an early stage demonstrating how the Council would raise awareness of the Council and 2010 Rotherham Ltd. staff, other partners, Elected Members and tenants and leaseholders as well a clear framework setting out the roles and responsibilities for tenant empowerment, community engagement and resident involvement across the Council, 2010 and RotherFed. 

A question and answer session ensued with the following issues raised/clarified;-

o       When and if an organisation took up a Tenant Management Organisation (TMO), the Council would negotiate with them what services they wanted to take on behalf of the tenants. Any organisation that wanted to put forward for managing housing would have to show financial sustainability, experience etc. 

o       Tenant Empowerment was not a TMO

o       TMO was an opportunity for residents to explore influencing the way Housing Services was delivered

o       If there was an expression of interest to take up a right to manage, a formal ballot was conducted within the locality.  The ballot would include tenants as well as owner occupiers

o       TMO’s were not being promoted but a process being set up for effective dialogue and communication. There was a robust framework for ensuring that organisations, if they did come forward, were fit for purpose

o       RotherFed would support an organisation expressing an interest in becoming a TMO.  They would be asked to adopt best practice

o       As  ...  view the full minutes text for item 20.

- Caroline Webb to report

The Chair presented the findings and recommendations of the recent Scrutiny review into Choice Based Lettings – improving the Service from a customer perspective.  The review group had included Councillors McNeely (Chair); Atkin, Falvey, Nightingale and Derek Corkell.

Housing queries were a major part of Members’ surgery casework with the lack of available and affordable housing options being a significant concern for many constituents.  Demand on local housing in Rotherham remained high together with an ongoing pressure to manage customer expectation against a finite resource of housing stock.

The purpose of the review was to find out the customer experience of the Choice Based Lettings Service, to identify any gaps in the Service and any areas of work for further development.

The recommendations from the review included:-

-        That a sub-regional CBL scheme was not supported unless it could be demonstrated that its introduction would have a positive impact on the availability of housing in the Borough

-        That further reports be presented to the Scrutiny Panel on options for social housing (including the future options for Council Housing)

-        That a system for the introduction of ‘real time’ feedback for customers be introduced as a matter of urgency

-        That robust measures be put in place to ensure that the Housing Register was as up-to-date, accurate and an effective database of customers

-        That a review of the effectiveness of the Quality Landlord Scheme be undertaken

-        That proposals be put forward to improve communications and working processes between Key Choices Team and 2010 Rotherham Ltd.

Resolved:-  (1)  That the findings and recommendations of the report be endorsed.

(2)  That the report be forward to the Performance and Scrutiny Overview Committee for approval and future submission to Cabinet.

(3)  That the response of Cabinet to the recommendations be fed back to the Panel.

- minutes of meetings held on 15^th and 29^th June, 2009

The Panel noted the decisions made under delegated powers by the Cabinet Member for Neighbourhoods held on 15^th April and 29th June, 2009.

- minutes of meeting held on 18^th June, 2009

The minutes of the meeting held on 18th June, 2009, were agreed.

- minutes of meetings held on 12^th and 26^th June, 2009

The minutes of the Performance and Scrutiny Overview Committee held on 12th and 26^th June, 2009, were noted.

Arising from Minute No. 4 (Floods and Water Management Bill (Draft for Consultation)), a number of questions were raised about flooding including why had the Council not, after the 2007 flood, applied for financial help from DEFRA and agreement that there was a need for a map of the Borough identifying high risk areas.

Resolved:-  That arrangements be made for an invitation to be extended to interested members of the Scrutiny Panel when the review was submitted to the Performance and Scrutiny Overview Committee.

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 I of Schedule 12A to the Local Government Act (information relating to the financial or business affairs of any person (including the Council))

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 I of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any particular person (including the Council)).

Mike Shaw, Finance Manager, reported that the Neighbourhoods General Fund Revenue Account had outturned at a net overspend of £261,000.

Detailed analysis of the overspend was set out in Appendix 1 of the report submitted but were the result of 2 key areas relating to the Dignity contract and an animal disposal case.

Discussion took place on the overspend and the Community Leadership Fund.

It was noted that discussions had taken place and agreement reached that the overspend would not be rolled over into 2009/10.

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

(2)  That the Finance Manager organise a session for Scrutiny Panel Members on Housing finance.

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

Mike Shaw, Finance Manager, submitted the final outturn position for the 2008/09 Housing Investment Programme (HIP).

By 31^st March, 2009, £81,272M had been spent against the approved Programme of £79,019M, an overall overspend of £2.254M.  This included an overspend of £0.127M on schemes managed by 2010 Rotherham Ltd. and a re-profiling of the Housing Market Renewal Programme on Council managed schemes of £2.127M.

Appendix 1 of the report submitted provided a scheme by scheme analysis of spend against the approved Programme with explanations for any significant variances.

Resolved:-  That the report be noted.

(Exempt under Paragraph 3 of the Act - information relating to financial/business affairs of any particular person (including the Council)).

Mike Shaw, Finance Manager, submitted a report showing that the HRA’s financial outturn position for 2008/09 was a deficit of £0.287M.  The report summarised the key income and expenditure variances from the budget. 

Appendix 1 of the report submitted was the HRA’s section of the Council’s 2008/09 Statement of Accounts showing the income and expenditure account, movement on HRA balances and more detailed notes. 

Discussion ensued on the report with issues raised and clarified regarding:-

-        Removal of ringfencing on garage rents

-        Review of HRA

-        Balances

Resolved:-  That the report be noted.

(Exempt under Paragraph 3 of the Act - information relating to financial/business affairs of any particular person (including the Council)).