Agenda and minutes

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 9^th June, 2008.

Resolved:-  That the minutes of the meeting held on 9^th June, 2008, be approved as a correct record.

Sarah McCall, Performance Officer, presented the submitted report which summarised RBT’s performance against contractual measures and key service delivery issues for May, 2008, across the areas of Customer Access, Human Resources and Payroll, ICT, Procurement and Revenues and Benefits.

Key points for this period included:-

·              All Customer Access measures achieved their contractual targets

·              Impact of the recent launch of the ROCC Housing Repairs system

·              Recruitment for the Maltby Joint Service Centre

·              The Customer Service Centre had received “Highly Commended” status in the National Customer Service Centre Awards for the outstanding work they undertook during 2007/8

·              Tell Us Once leaflets had been amended to reflect the enhanced child benefit application service.

·              The affect of job evaluation on payroll accuracy had been anticipated and formed the basis of a request for a suspension of operational measure HRO2

·              Draft Dignity at Work Policy and revised draft Grievance Procedure circulated to Trade Unions for comment.

·              All ICT measures achieved according to their current contractual targets

·              A number of contractual measures failed in the Procurement Service

A discussion ensued and the following issues were raised and clarified:-

o             Under normal circumstances RBT would not have agreed to a new process with took longer on the telephone but 2010 had been keen to launch the ROCC system due to the impending inspection.  It was taking a telephone call an average 45 seconds longer 

o              RBT had had a relaxation of targets in April and May in respect of Customer Access measures and was in the process of resubmitting 1 for June.  When available this would be considered by the Client Team

o             From the end of June Rotherham would be part of a pre-pathfinder which would develop Tell Us Once further to include bereavement services

o             All contractual targets had been achieved in payroll although performance during May had been affected by the implementation of job evaluation phase 2

o             RBT website due to go live at the end of August, 2008

o             RBT was disputing the failing of procurement measures and were seeking a relaxation of targets; additional information was to be provided to the Client Team for consideration

Resolved:-  (1)  That RBT’s performance against contractual measures and key service delivery issues for May, 2008, be noted.

(2)  That the Cabinet Member be kept informed of the progress of the relaxation CR submitted by RBT to the Strategic Partnerships Manager.

The Customer Services Client Manager presented a progress report of the Rothercard Scheme provided by the Revenues and Benefits Service of RBT and the implications if the scheme was extended to include higher education students.

Since its original launch in 1993, the criteria had been extended in 1999 to include a range of disability benefits which only qualified the disabled individual for a card and 16-19 year olds in full-time education.  There was a further extension in November, 2002, to include the over 60s, Looked After Children and Refugees/Asylum Seekers.

There could be a wider impact to the Authority if applications from higher education students were accepted than just an increase in the cost of administering the issuing of cards.  It was difficult to quantify the effect it would have on the scheme as usage statistics were not collected for this particular age group.  There was also the cross-boundary agreement with Sheffield, Doncaster and Barnsley giving access to each others leisure facilities resulting in the potential for large numbers to use the facilities in any of the cross-boundary towns. 

Any change might represent a variation to the Leisure PFI contract as it was not part of the original agreement.

Discussion ensued on the matter.  It was not known if the 3 neighbouring authorities offered similar discounts

Resolved:-  That the report be deferred for a further report based on the practice of other authorities and discussion with DC Leisure as to whether there were such schemes in other centres which they operated on behalf of other authorities.

(Councillor Wyatt declared a personal interest in this item)

- minutes of meeting held on 9^th June, 2008

Consideration was given to the minutes of the Procurement Panel meeting held on 9^th June, 2008.

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

To consider any questions received from Elected Members

There were no Member issues to report.

The following items are likely to be considered in the absence of the press and public as being exempt under those paragraphs listed below of Part 1 of Schedule 12A to the Local Government Act 1972.

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 those paragraphs indicated below of Part I of Schedule 12A to the Local Government Act 1972.

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

In accordance with Minute No. 27 of 10^th September, 2007, a progress report was submitted on progress against implementation of the Council Tax Collection Action Plan.

Details of the 22 individual actions included in the Action Plan and the progress made in respect of each of them were submitted at Appendix 1.  20 of the 22 were now either complete or ongoing with 2 still in the course of development. 

In 2007/08 Rotherham had collected 97.1% of the Council Tax due, a 0.1% increase compared to 2006/07.  The national average ‘in year’ collection rate for Metropolitan District Councils during 2007/08 was 95.6%.

Resolved:-  (1)  That the performance information provided, the progress made in implementing the Council Tax Action Plan be noted.

(2)  That the arrangements for the bailiffs’ work during December, 2008, shall be the same as in 2007.

(3)  That the report be referred to the Deputy Leader’s Delegated Powers meeting for information.

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

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

The Revenues and Benefits Client Manager reported that during 2007/08 Rotherham had collected 98.6% of the total Business rates due, a 0.3% fall in performance compared to 2006/07. 

Whilst the June 2007 flooding of many local businesses had not assisted the situation, the drop in collection rates allied to the likely negative impact of recent legislative changes in respect of empty business premises had necessitated a review of collection and recovery processes.  The action was set out in Appendix 1 submitted.

With effect from 1^st April, 2008, property that had been empty for more than 3 months, or 6 months in the case of industrial premises, would no longer receive relief from paying rates and would be liable for the basic occupied business rate.  There were currently approximately 900 empty business properties in Rotherham which would result in an increase in the total amount that required collection as well as an increase in the number of properties on which rates were now payable.

In order to improve performance and to establish a clear strategy, an action plan had been developed identifying measures that would hopefully improve the effectiveness of collection and recovery processes as well as offer some support to businesses that were struggling in the current economic climate.

Resolved:-  (1)  That the NNDR (Business Rates) Collection action plan be adopted with immediate effect.

(2)  That an update be submitted in 6 months time.

(3)  That this issue be raised at the next joint Cabinet and Chamber of Commerce meeting.

(4)  That the report be referred to the Deputy Leader’s Delegated Powers meeting for information.

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