Agenda and minutes

John Mansergh, Performance Management Officer, presented the submitted report which outlined the Key Performance Indicator results and efficiency projections for the second quarter of 2009/10.

At the end of the quarter, 15 (83%) Key Performance Indicators were currently on track to achieve their year end targets, this compared to 86% in the first quarter and 75% at the end of last year. There were 3 Indicators that were rated ‘off’ target, and were shown as a red triangle alert in Appendix A. Of the Indicators solely owned by the Directorate, 100% were on target.  For 2010 Rotherham Ltd., 6 (67%) Key Performance Indicators were on track to achieve their year end targets which compared to 78% in Quarter 1 and 50% at the end of last year.  The Indicators off target at the end of the 1^st quarter were:-

-        NI158 % Non-Decent Council Housing

-        BV211a Programmed/Responsive Repairs

-        LPI185 Repairs Appointments Made and Kept

Due to the level of void properties at the end of September, the cumulative rent loss was £584,000 with the current projection for the year of £1.087M.

The main risk was associated with the accuracy of the data which underpinned each Performance Indicator.  The Directorate’s Performance Team had prioritised audit work for the remainder of the year with a focus on high risk indicators.  These related to decent homes and void management which were service areas managed by 2010 Rotherham and temporary accommodation, business regulation and affordable housing services managed by the Neighbourhoods elements of the Directorate.

Resolved:-  (1)  That the report and the remedial action in place to improve performance be noted.

(2)  That the realignment of Decent Homes monthly control targets to achieve the year end (2009/10) target be noted.

(3)  That further work be undertaken in the 3^rd quarter to assess capacity to achieve Decent Homes December 2010 target.

(4)  That investigation be undertaken by 2010 Rotherham Ltd. to address under performance on repairs appointments.

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.

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 person (including the Council))

In accordance with Minute No. 195 of 20^th April, 2009, the Director of Housing and Neighbourhood Services presented a way forward in relation to the additional funding issues for the above organisations.

A Value for Money Review had been conducted on the services by the Supporting People Team.  Both Rush House and the Women’s Refuge had been informed in writing on 25^th January, 2009, that the grant funding would cease and given 1 month’s formal notice in writing on 24^th April, 2009.

Rush House had taken into account the future loss of grant funding, therefore, the Review had concluded that the impact of the loss of funding although would be very difficult to absorb, it had made budget provision within their staffing costs to continue to operate effectively.

With regard to the Women’s Refuge, the Supporting People Team had undertaken an impact assessment which had revealed that the “peer support” and “drop in provision” offered may cease to be provided.  The majority of Supporting People contracts ended in March, 2010, but, following the Value for Money Review, the Team aimed to prioritise the contract within the first year of re-procurement.

It should be noted that the Supporting People Team could not make any commitments until a separate report had been considered by Cabinet on Procurement which would detail the steps necessary to undertake the procurement of Supporting People services and a procurement schedule.

Resolved:-  (1)  That the outcome of the Supporting People Value for Money Review conducted by the Supporting People Team be noted.

(2)  That it be noted that the additional Supporting People Grant allocated to Rush House amounting to £22,000 ceased to be paid as of 31^st March, 2010.

(3)  That, subject to the ability of the Supporting People Programme to roll over “under spend” from 2009/10, consideration be given, as part of the Supporting People Programme, to maintain the additional grant funding of £20,000 for 1 more year (2010/11) or until the end of their Supporting People Contract Grant.

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

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

The Director of Housing and Neighbourhood Services reported that the recent Garage Site Review had identified the above site as unsustainable in its present use and recommended that it be decommissioned to support the delivery of new affordable housing.  The report submitted detailed a proposed housing scheme.

Funding from the Homes and Communities Agency’s Affordable Housing Programme had been allocated to support the development of 3 new affordable homes on the site.  The Neighbourhood Investment Services had been working with Arches Housing Association to bring forward suitable development sites.

The St. Withold site represented an opportunity to develop and accelerate the affordable housing programme in Rotherham as Sheffield City Council could not complete their allocated affordable housing programme for 2009/10.

Arches Housing was 1 of the Council’s preferred partner for delivering this provision as a member of the RSL Partnership.

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

(2)  That the freehold sale of the land to Arches Housing, as set out in the report, and on the basis that the Council receives all of the benefits highlighted, be supported.

(3)  That the report be referred to the Cabinet for consideration.

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

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

The Director of Housing and Neighbourhood Services submitted a proposal for an asset exchange to facilitate Phase One of the Canklow Regeneration Programme.

To facilitate negotiation with private sector landlords and owners, the Neighbourhood Investment Service and Valuation Service were working closely with individual households to understand their specific needs.  The timely relocation of residents and acquisition of properties was critical to the completion of this phase of the regeneration programme and would determine how any future redevelopment of the area would be phased and delivered.  

A private landlord had requested a property exchange instead of being paid for his current vacant property.  The proposed property was very similar to those being acquired in Canklow.  The Council would take possession of the Canklow property on completion of the exchange.

Resolved:-  That the asset exchange be supported.

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

(Exempt under Paragraph 2 of the Act – information which is likely to reveal the identity of individuals)

(a)  Mrs. J.

It was noted that a meeting of a Complaints Panel held been held on 18th November, 2009, comprising Councillors Atkin (in the Chair), Austen and McNeely.  The Panel heard a complaint received from Mrs. J. relating to the Council’s Allocation Policy.

The Panel had not upheld the complaint.

(b)  Mr. S.

It was noted that a meeting of a Complaints Panel held been held on 1st December, 2009, comprising Councillors Nightingale (in the Chair), Pickering and Swift.  The Panel heard a complaint received from Mr. S. relating to the Council’s Allocation Policy and his perceived lack of assistance in securing a Council property.

The Panel had not upheld the complaint.

Resolved:-  That the Panels’ findings be noted.

(Exempt under Paragraph 2 of the Act – information which is likely to reveal the identity of individuals)

(Exempt under Paragraph 2 of the Act – information which is likely to reveal the identity of an individual)

It was noted that an Appeals Panel had been held on 20th November, 2009, comprising Councillors Atkin (in the Chair), Falvey and Havenhand, to review a decision to terminate an Introductory Tenancy.

The Panel had not confirmed the decision made on 14th September, 2009.

Resolved:-  That the Panel's decision be noted.

(Exempt under Paragraph 2 of the Act - information likely to reveal the identity of an individual)

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

The Director of Housing and Neighbourhood Services reported details of a proposed affordable housing development at Cliffe Bank, Swinton, to be delivered in partnership with Johnnie Johnson Housing Association as part of the 2008-11 National Affordable Housing Programme.

The funding for the development site had been allocated from the Homes and Communities Agency National Affordable Housing Programme which could not be used to deliver new Council housing and was to support RSL lead development.

Scheme designs were in the final stages of completion and would hopefully be approved by the Planning Board in March, 2010.  A condition of the funding allocation was that a start on site must be achieved by March, 2010, and that completion of works must be achieved by May, 2011.

The proposed scheme was for 12 x 3 bed houses, 7 x 4 bed houses, 2 x 3 DPU bungalows and 4 x 2 bed bungalows.  17 of the homes would be for rent and 8 for shared ownership.

It was noted that the Cabinet was to consider the proposal at its meeting on 16^th December, 2009.

Resolved:-  That the disposal of the Cliffe Bank site at Swinton to Johnnie Johnson Housing on the basis detailed and that the Council receives all the benefits stated be supported.

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

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

The Director of Housing and Neighbourhood Services submitted the business case for the leasing of the above premises to the Richmond Park TARA.

The Richmond Park Community Centre was in very poor condition and in need of significant investment.  The building was integral to the adjacent garage site that was administered by Housing and Neighbourhood Services and was well used and secure.

The building was formerly leased to the Richmond Park Garden Society but the lease was terminated in September, 2006, by the Society due to the lack of demand and use.  The building was re-opened by Asset Management for community purposes on an hourly room hire basis but again closed due to the lack of interest.

The TARA would like the building to become a hub for the community by offering a range of activities including further education within the area and increase fitness levels.  All activities would be carried out by TARA members on a voluntary basis as a non-profit marketing organisation.

The management of the premises by the TARA would enable external funding sources to be exploited which were not available to the local authority.    Activities would be established at a cost which would enable the TARA to raise sufficient income but remain affordable for local residents to access.

It was proposed that the Community Centre be transferred to the TARA on the basis of a Licence initially with an Agreement to Lease.  This would be on the basis of an open market rent value.

Ward Members had been consulted and supported the lease of the building being granted on a subsidised rent basis.

Resolved:-  (1)  That the appropriation of the Richmond Park Community Centre from the Department of Asset Management to Housing and Neighbourhood Services, at a value of £30,000, be approved.

(2)  That the transfer of the premises to the Richmond Park TARA on terms to be agreed, as detailed in the report, be approved.

(3)  That the Director of Asset Management negotiate terms with the TARA.

(4)  That the Assistant Chief Executive (Legal and Democratic Services) complete the necessary documentation.

(5)  That the Director of Central Finance amend the Council’s financial records.

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

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

The Director of Service Finance submitted an update on the Housing Revenue Account Business Plan.

The Business Plan now required further updating to reflect the implications of the Draft Determination which were received at the end of 10^th December 2009. The Business Plan would also need additional work to be undertaken with 2010 Rotherham Ltd. and the Neighbourhoods department to identify the likely Capital programme investment requirements beyond 2010/11 and calculate and include levels of RCCO which would potentially be required. This information was not currently available. Implications of the bid for the second round of New Build would also need factoring into the Business Plan model once the outcomes were known.

 It was noted that the Business Plan position may look significantly different to that presented pending the outcome of potential actions by Central Government to dismantle the current system and replace it with a self-financing arrangement. Further information was expected in relation to this during the second week of February 2010.

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

(2)  That the Cabinet Member for Neighbourhoods and the Strategic Director of Neighbourhoods and Adult Services be provided with a briefing note on the implications of the Draft Determination.

(3)  That modelling of alternative rent increase options be undertaken and provided to the Cabinet Member.

(4)  That a further report be submitted after the final Determination was issued.

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

(Exempt under Paragraph 2 of the Act – information which is likely to reveal the identity of an individual)

It was noted that an Appeals Panel had been held on 9th December, 2009, comprising Councillors Atkin (in the Chair), Lakin and Walker, to review a decision to terminate an Introductory Tenancy.

The Panel had confirmed the decision made on 3rd November, 2009.

Resolved:-  That the Panel's decision be noted.

(Exempt under Paragraph 2 of the Act - information likely to reveal the identity of an individual)