Agenda and minutes

It was reported that Jill had left the employment of the Authority and taken up a position with another company.  The Chairman wished her well for the future.

To consider the minutes of the previous meeting and update any matters arising

Consideration was given to the minutes of the previous meeting held on 8^th October, 2007.

Arising from Minute No. 30 (reference from the Tourism Panel), it had been clarified that it was an annual survey with plans in place to ensure the same problems did not recur but it was not a function of RBT.

Arising from Minute No. 31(2) (sustainable procurement), it was reported that information had been provided to the Strategic Director of Environment and Development Services on the usage of paper, power and fuel.  A meeting had been set up with the Strategic Director at which the Head of BT Sustainability Practice would be present. 

Resolved:-  (1)  That the minutes of the meeting held on 8^th October, 2007, be approved as a correct record.

(2)  That EmmaBridge, Policy Officer, be invited to the meeting to discuss sustainable procurement.

To consider the attached report of the Chief Executive, RBT

The Chief Executive, RBT, submitted a report on the progress and performance of RBT for the period September, 2007, with a presentation by the Service Leader, Performance and Improvement, highlighting:-

-              Rotherham Registrars selected by Central Government as a pilot site for the ‘Tell us Once’ project

-              Interest received from other local authorities in the partnership’s PSE developments within HR & Payroll

-              ICT shortlisted for 2 national awards

-              ICT achieved 100% of SLA targets

In addition, reference was also made to:-

o             Customer Services/Public Access

o             HR and Payroll

o             ICT

o             Procurement

o             Revenues and Benefits

o             Progress against Corporate initiatives

            -           Equalities and Diversity

            -           Investors in People

            -           Consultation/Complaints

Resolved:-  That the report be noted.

- to consider the report of Customer Services Client Manager

The Customer Services Client Manager reported that, in response to the Varney Review, the Government had produced an implementation plan of which 1 deliverable was the ‘Tell Us Once’ programme led by the Department for Work and Pensions (DWP).

Rotherham Borough Council was 1 of just 3 local authorities nationally to have been approached by the DWP to develop and lead in partnership with them a prototype to help inform the potential for future national roll-out.

The objective was to look at introducing more efficient and effective processes surrounding the customer journey for birth and bereavement as well as the creation of a Change of Address service by 2010.  It was recognised by the Government that timescales may be affected by the need to revise/remove legislative or information sharing arrangements that currently existed.

At a scoping meeting with members of the DWP programme team and Council officers, a set of 5 prototypes based around the Registrations Service had been developed.  Each prototype will run for a period of between 6-8 weeks the findings of which would then help the DWP and the Council to define a fuller pilot based on the early research.  It was expected that the pilot stage would then run for up to 6 months commencing in early 2008.

Resolved:-  (1)  That the Council’s involvement in the ‘Tell Us Once’ programme be supported.

(2)  That regular progress reports be submitted to the Cabinet Member.

- to consider the report of Customer Services Client Manager

The Customer Services Client Manager submitted a report detailing the complaints received and handled during Quarter 1 2007/08 across the Council and 2010 Rotherham Ltd.

209 complainants had made 320 complaints including 8 Local Government Ombudsman referrals of which Children and Young Peoples’ Service and Adult Services accounted for the majority.

Due to a change in the frequency of reporting and the move to report against individual complaint points, it was not possible to make comparisons with the same period the previous year.  However, it was possible to compare the outcome and percentage closed in target in quarter 1 2006/07 and the annual outturn for 2006/07.

For the period 1^st April, 2006-31^st March, 2007, 16% of complaints were upheld compared with 32% for Quarter 1 2007/08.  9% were partially upheld for 1^st April, 2006-31^st March, 2007, compared with Quarter 1 2007/08 which resulted in7% of complaints being partially upheld.  Overall complaints performance for Quarter 1 2007/07 was 74% compared with the 81% annual outturn for 2006/07.

It was noted that a Scrutiny Review was currently taking place but had a much wider remit than Corporate complaints.  It included competency, job descriptions, staff currently in post, scope and opportunities for more detailed reporting of information.

Resolved:-  (1)   That the report and statistics for Quarter 1 2007/08 be noted.

(2)  That the outcome of the Scrutiny review be awaited.

- to consider the report of Customer Services Client Manager

The Customer Services Client Manager submitted a report on the forthcoming national change in employment status of registration officers.

A forthcoming Statistics and Registration Service Bill contained provisions to provide for registrars and superintendent registrars to become local authority employees.  These provisions were likely to come into place in early December, 2007.  This would give local authorities more power to manage and deliver the service to the public according to their corporate aims and objectives.

With the support of HR and involving the Service Manager and Superintendent Registrar, a consultation exercise would be commenced shortly to engage staff, Members, senior management and Unions and ensure staff were given full support throughout the change.

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

(2)  That a further report be submitted in January, 2008.

To consider any questions received from Elected Members

There were no issues to report.

- minutes of meeting held on 3^rd September, 2007

Consideration was given to the minutes of the meetings of the Communications and Marketing Group held on 3^rd September, 2007.

It was noted that a Council Web-Site Group, to be Chaired by Councillor Wyatt, had been established.

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

- Waste Recycling Environmental – 29^th November, 2007 – House of Commons, London

Resolved:-  That the Cabinet Member be authorised to attend a meeting of Waste Recycling Environmental to be held on 29^th November, 2007, at the House of Commons, London.