Agenda and minutes

- to receive minutes

Resolved:-  That the minutes of the meeting of the above Panel held on 24^th January, 2006 be received.

- to note forecast outturn for 2005/06 and forecast costs to the end of March, 2006

Consideration was given to a report of the Acting Head of Service, Resources and Access, Children and Young People’s Services which showed the budgetary position as at December, 2005.

This is the sixth Budget Monitoring report for Children and Young People’s Services in 2005/06 and the third separate report, reflecting the organisational change that resulted in the formal cessation of the Education, Culture and Leisure Services Programme Area and the creation of the Children and Young People’s Services Programme Area on 1^st October, 2005.

The current forecast is for the former Education element of the service to achieve a balanced budget by the end of the financial year.  This compares with a forecast overspend of £35k at the end of November.

There remains a potential pressure in respect of the Special Education Needs budget where there is a probability that three high cost placements will have to be met through Out of Authority provision as the needs of the children cannot be met within the Borough.   If these placements are made before the end of the financial year it is unlikely that these costs will be contained within budget.

Resolved:-  That the forecast outturn for 2005/06 based on actual costs to 31^st December, 2005 and forecast costs to the end of March, 2006 be noted.

- to note the report

Consideration was given to a report of the Head of Culture & Leisure with regard to the allocation of additional staff capacity which meant that the opening hours of the Archives and Local Studies Services could be extended.

Owing to the increase in full-time equivalent staff to 6.8 from 5.6 earlier this year, the Service is now in a position to open the searchroom over lunchtimes on Tuesdays, Wednesdays and Fridays. 

Lunchtime opening ceased in April 1997 owing to staff shortages and the difficulties in providing a consistent service.  Customer comments since then have regularly indicated the desirability of opening over the lunchtime period, and members of the Service staff are pleased to be in a position to offer this consistent, all-day service three days a week.

The opening hours of the Archives & Local Studies Service will be:-

Tuesday, Wednesday, Friday                                      10am-5pm

Thursday                                                                     1pm- 7pm

Saturday                                                                      9.30am-1pm  2pm- 4pm

Sunday, Monday                                                          Closed

The extended opening hours will be in place from the 31^st January, 2006.

Resolved:-  That the information be noted.

- to receive the Performance Report

Consideration was given to a report outlining performance from April – December, 2005.

The report set out the position in the 3^rd quarter of 2005/06 in respect of:

·        Progress against Culture and Leisure Service Plan performance indicators

·        Action Plans against high risk performance indicators

·        Summary data for customer complaints

At the close of the 3^rd quarter CSPI 03 BVPI 170c – The Number of Pupils Visiting Museums and Galleries in Organised School Trips – was the only Culture & Leisure PI categorised as High Risk of not being Achieved with a year end projection of 1,600 falling below the target of 2,750.  This was due to the delay in the re-opening of CliftonPark Museum affecting the re-launch of the curriculum programme for schools.  A detailed Action Plan for this Performance Indicator was included in the report.

The meeting recognised that whilst organised school trips had not been taking place, adults visiting the museum with children had occurred, in particular on the Family Fun Day which had recently taken place.

A total of 28 official complaints had been received by Culture & Leisure Services.  Twelve had been upheld.

Resolved:-  That the Performance Report be received.

- co consider approval of the Revised Acceptable Use Policy and its introduction for all users of the People’s Network

Consideration was given to a report of the Head of Culture and Leisure regarding a revision of the People’s Network Acceptable Use Policy following a recommendation of Internal Audit and the need to address the concerns of both staff and public, many of whom were particularly concerned about appropriate internet use in a public place.

The Library and Information Service has had an Acceptable Use Policy (AUP) in place since the implementation of the People’s Network facilities in 2002.  The main purpose of the AUP is to outline the terms and conditions of public ICT use, rules of online behaviour and access privileges. 

Whilst it cannot be viewed as a legally binding document, it provides written guidelines for customers using the service and a clear explanation of what is and is not acceptable use of the Library Service computers in a public place.  When customers sign in to use a computer they are agreeing to abide by the AUP’s terms and conditions before using the public ICT facilities.  There is also a brief resume of the AUP displayed as they log-in.

In addition, the AUP acts as a reference point for the staff supervising ICT use, rather than them drawing on their individual beliefs and values (i.e. what one person deems offensive may be acceptable to another).  In the same sense, the document acts as ‘back-up’ or verification of acceptable use when staff have to challenge a customer.

The report made reference to a set of procedures in place when the terms and conditions of the AUP are breached, depending on the severity of the breach.

Resolved:-  That the revised Acceptable Use Policy, and its introduction for all users of the People’s Network, be approved.

Consideration was given to a report of the Acting Head of Resources and Access which contained the results of a consultation on proposals to change local funding arrangements.

The report set out:-

-                       Summary of recommendations following the Schools Funding Consultation

-                       Formula for High Incidence SEN

-                       Summary of Consultation Feedback

The consultation period ran from 18^th November 2005 to 20^th January 2006.  Results have been analysed with an overwhelming majority of schools being in favour of the proposals.  There are some differences between the primary and secondary phases, as outlined in the report submitted.

Any changes will remain in place for at least 2 years until the beginning of a 3 year budget settlement in 2008/09.

The most significant changes related to the distribution of funding for Special Educational Needs (SEN).  Schools agreed with the proposed change from delegating resources according to the number and kind of statements (the matrix approach) to one which was formula driven based predominantly on a mixture of attainment and deprivation statistics.

The DfES new funding regime meant that if the proposals were to be implemented, they either had to start from April 2006 or wait until April 2008.  This is because the DfES wish to introduce more stability into the funding system.  Consequently the schools were requested to state their preference for the implementation date.  Whilst being the most contentious aspect of the proposal, overall 86% of schools preferred an implementation date from 1^st April 2006.

However secondary schools split evenly with 2 schools suggesting that they would agree to either date.

The Schools Forum had confirmed their agreement to the principles of the proposals on 27^th January 2006 but had recognised the differences in the voting pattern.

It is proposed that all changes are implemented from April 2006.

Resolved:-  (1)  That the feedback of the consultation be noted.

(2)         That the changes as described in Appendix 1, now submitted, be implemented from April 2006.

(3)  That the formula continue to be reviewed over the next 2 years with the Schools Finance Strategy Team and the Schools Forum.

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 5, 7, and 8 of Part 1 of Schedule 12A to the Local Government Act 1972.

-          to consider alternative options for an indoor bowling centre

(Exempt under Paragraphs 5, 7 and 8 of the Act – report contains information relating to financial or business affairs of any particular person (other than the authority) and the amount of expenditure proposed to be incurred by the authority for the supply of goods or services).

Further to Minute No. 239 of a meeting of the Cabinet Member for Education, Culture and Leisure Services held on 24^th February, 2004, consideration was given to a report of the Head of Culture & Leisure on a proposal to withdraw its offer of financial support for an indoor bowling centre, and the details of two potential options for providing alternative indoor bowling opportunities for local clubs.

The report explained that the closure of South GroveSchool in 2001 to enable the redevelopment of Moorgate Crofts, had removed the opportunity for indoor bowling clubs to participate in their sport in Rotherham.

Cabinet had agreed to invest up to £100,000 in a private sector indoor bowling facility in order to make provision available for local bowlers, subject to an appropriate legal agreement and to the approval of the detail by the appropriate Cabinet Member.

Despite discussions having been under way with the proprietor since the date of that decision, difficulties have been experienced and it is felt the Council’s offer of financial support should therefore be withdrawn.

Resolved:-  That the Council withdraws its offer of financial support for an indoor bowling centre, and that officers pursue alternative options in an effort to achieve suitable provision, taking into account the views of the Cabinet Member and Advisors, as discussed.

(Exempt under Paragraphs 5, 7 and 8 of the Act – report contains information relating to financial or business affairs of a particular person (other than the authority), and the amount of expenditure proposed to be incurred by the authority for the supply of goods or services).