Agenda and draft minutes

There were no Declarations of Interest made at the meeting.

-        Minutes of meeting held on 16^th September, 2013

The following report was submitted:-

Area Assembly Chairs

Monday, 16th September, 2013

Present:- Councillor McNeely (in the Chair); Councillors Atkin, Beaumont, Currie, Dodson, J. Hamilton, N. Hamilton, Johnston, Read, Sims, Swift and Wallis.

Apologies for absence:- Apologies were received from Councillors Falvey, Havenhand and Whelbourn.

5          MINUTES OF THE PREVIOUS MEETING

            The minutes of the meeting held on 17^th June, 2013, were noted.

6.         AREA ASSEMBLY CHAIRS/AREA PARTNERSHIP MANAGERS’ UPDATES

Shaun Mirfield, Area Partnership Manager, together with the respective Area Assembly Chairs, gave the following reports:-

Rotherham North/Rotherham South

-      Walkabout in Ferham at 5.00 p.m. that evening

-      Thornhill Recreation Ground – work with Masbrough Youth Forum and Green Spaces in relation to possible siting of mugga on the old site

-      St. John’s Green – a lot of work had been carried out to try and address problems in relation to crime and anti-social behaviour.  Discussions had now started in relation to physical work in an attempt to design out some of the problems

-      Deprived Neighbourhoods event to be held on 23^rd October at the New York Stadium to particularly discuss issues relating to Ferham, Eastwood, East Dene, Canklow and the Town Centre

-      Monthly NAG meetings were held with the key issues being:-

·       Safeguarding training for Members and partners had been arranged due to the child sexual exploitation issues and concerns with regard to reporting channels in the area

·       Eastwood Village – there were concerns about a range of issues to which prioritisation had been given.  The strategic leads for Eastwood were currently arranging a meeting with the Police District Management Team to discuss some of those concerns and would be reporting back shortly.  A Neighbourhood Pride Agreement had been agreed which principally covered noise, waste management and anti-social behaviour and produced in both English and Slovakian.   Work was taking place with a number of organisations and trying to get people to sign up to it and put a sticker in their window. 

·       Discussions were taking place regarding the ongoing issues around Gerard Road

-      Well attended Fun Feast Days held at Eastwood and Mowbray Gardens

Wentworth North

-      Albany Road play area now open

-      Area Plan had been implemented

-      Dog fouling bags had been purchased and distributed in the area

-      Graffiti art project in conjunction with the Police

-      Work with RiDO in writing to all local businesses requesting sponsorship for Christmas lights in Wath

Wentworth South

-      Successful funding application for Community Organisers – 5 would be recruited in the East Herringthorpe area

-      Successful event at Mowbray Gardens targeted at East Herringthorpe and Eastwood

Rother Valley South

-      Work taking place on the Gallery Town project

Wentworth Valley

-      Holding a number of events, clean ups etc. on Birks Holt, China Town, Model Village and Flanderwell

-      Walkabout had continued as well as the concentration  ...  view the full minutes text for item 34.

Consideration was given to a report presented by the Finance Manager in relation to the budget monitoring and financial forecast for the Neighbourhoods General Fund within the Neighbourhoods and Adult Services Directorate to 31st March, 2014, based on actual income and expenditure for the period ending 31st August, 2013.

The latest forecast showed an overall underspend of £30,000 against an approved net revenue budget of £2.463M as follows:-

Safer Neighbourhoods (+£13k)

-          Staffing cost pressures due to lower than expected staff turnover within Community Protection

-          Savings through vacancy management but pressure on income due to reduced EPA applications

-          Essential health and safety work on landfill sites

Business Regulation (-£30k)

-          Pressures on staffing costs within Health and Safety, Food and Drugs and Animal Health budgets

-          Offset by additional income from Dignity contract and savings within Trading Standards due to vacant posts

Housing and Communities (-£7k)

-          Forecast underspend on Supplies and Services as a result of the moratorium on non-essential spend

Strategic Housing and Investment Service (+£2k)

-          Small shortfall on staffing budget

Central (-£8k)

-          Small underspend due to savings on Supplies and Services

To date there had been no spend on Agency or Consultancy within Neighbourhoods’ General Fund budgets.

Resolved:- That the report be received and the latest financial projection against budget for 2013/14 noted.

Consideration was given to a report presented by the Finance Manager, Neighbourhood and Adult Services, on the Housing Revenue Account which was forecasting an outturn on budget with a transfer to working balances (HRA reserves) of £2.110M, a reduction of £489,000 against the approved budget.

Appendix A of the report provided the Budget Operating Statement for 2013/14 showing the various income and expenditure budget lines which made up the net cost of delivering the Service.  The latest forecast net cost of Service was £6.302M, together with Revenue contribution to Capital costs and interest received, would result in an overall deficit of £2.110k to be transferred from Working Balances.

Expenditure

Based upon expenditure and commitments to date, total expenditure was forecast to outturn at £73.026M compared to a budget provision of £73.090M, a decrease in spend of £63K.  The main variations were:-

Contributions to Housing Repairs

-          Repairs and Maintenance – Forecasting an overall slight underspend.  The Empty Homes budget was difficult to forecast given it being a responsive service together with a forecast overspend on cyclical works.  This was offset by forecast underspends within Responsive repairs, Planned works budgets and fluctuations in overhead costs

Supervision and Management

-          Forecast to outturn at £20.058M, overall overspend of £7k due to lower than expected staff turnover and slippage on implementing the review of structures across a number of teams.  There had also been a transfer to the Furnished Homes reserve due to additional income as more clients used the Scheme

Income

-          Total forecast income collectable was £79.329M, an increase of £426k above budget

-          Dwelling rental income was projected to over-recover by £85k as well as non-dwelling rents by £6k due to additional income from garage sites

-          Income from charges for services and facilities were forecasting an outturn of £3.877M, an over-recovery of £276k mainly due to additional income on Furnished Homes due to increase in the number of clients.  However, there was a forecast under-recovery of income from clients using Sheltered Neighbourhood Centres services as tenants opted out of the laundry charge and more than the anticipated level of voids on District Heating Schemes resulting in a slight under-recovery of income

-          Other fees and charges were forecasting an over-recovery of income of £59k related to additional unbudgeted income in respect of the sale of tenants contents insurance and from utility companies for the use of solar panels

Discussion ensued with the following issues raised/clarified;-

·           Increased take up of Tenant’s Contents Insurance

·           Possible separation of minor and major voids and the recharging thereof – the new Housing Allocations Policy addressed the rehousing of those with previous debt

Resolved:-  That the latest financial projection against budget for 2013/14 be noted.

The Director of Housing and Neighbourhoods reported on an opportunity that had arisen through the development of a small grants scheme to work with and engage the voluntary and community sector to support Streetpride Services and undertake environmental improvements.

Discussions between Streetpride and Rotherfed had taken place to explore opportunities for joint working.  Through the development of a small grants scheme, the Council would provide the means of working with the voluntary and community sector to support Streetpride’s Environmental Services.  For example:-

-          The Environment Exchange Grant Scheme

Rotherham community groups and TARAs could apply for a small annual grant (up to £250) to assist with running costs in exchange for their commitment to undertake specific, mutually agreed activities on the communal areas of estates such as litter picking, emptying litter bins, grubbing out weeds etc.

-          Improving your Community Grant Scheme

Rotherham community groups and TARAs could apply for a small annual grant (up to £250) which must be spent on improving their community/environment through schemes such as adopting a street or flowerbed, litter picking, basic gardening equipment

Rotherfed had agreed in principle to manage the grant and would look to hold an event for Members and other community groups with the purpose of launching the grant, scoping potential projects and promoting the Streetpride Volunteers Scheme to ascertain what linkages could be made between volunteers and community groups.

The Community First Fund was a Government funded initiative that would run for 4 years until March, 2015.  The Programme would help communities come together to identify their strengths and local priorities in order to plan for their future and become more resilient.  11 of Rotherham’s 21 Wards were identified as being eligible for Community First funding and offered a total grant of £712,110 to 31^st March, 2015.

Groups who applied to the 2 environmental grant schemes could potentially use the funding as match for Community First funding which enable community groups to undertake larger scale projects or sustain projects for a longer period of time.

Discussion ensued on the proposal with the following issues raised:-

-          Ensure the publicity clearly stated it was a Council initiative

-          Ensure that community groups outside deprived areas were included

The report was to be considered by the Cabinet for Communities and Cohesion at his meeting on 21^st October, 2013.

Resolved:-  That the proposal be supported.

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/business affairs of any person (including the Council)).

The Director of Housing and Neighbourhoods reported on the tender process undertaken for the renewal of windows and doors, inclusive of some flat doors, and the renewal of fascias, soffits, bargeboards and rainwater goods at properties across the Borough.

The report set out the risks and uncertainties and financial implications.

It was noted that the windows and doors works would start in November, 2013 and be completed no later than 31^st March, 2014.  The renewal of fascias, soffits, bargeboards and rainwater goods works would start mid-November, 2013, and be ongoing for 34 weeks.

Discussion ensued of the possibility of elderly and/or vulnerable tenants who may be affected by the works.

Resolved:-  (1)  That Keepmoat Construction be appointed as the contractor responsible for the delivery of both work programmes.

(2)  That an European Union procurement exercise be undertaken to engage contractors for the delivery of future works on a Rotherham specific Framework Contract with a view to enhancing competition currently perceived as lacking in the regional frameworks currently being used.

(3)  That consideration be given to the possibility of providing a “safe house” or community centre facility for the use of elderly and/or vulnerable tenants whilst the work was taking place.

(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 Neighbourhoods reported on the tender process undertaken for external works to 137 properties in North Anston. 

The tender had been offered to the market via an established EU compliant construction framework agreement YORBuild.  Price submissions had been evaluated and checked.

The works were expected to take 20 weeks.

Resolved:-  That the tender submitted by TH Michaels (Construction) Ltd. be approved for the delivery of the re-pointing programme at North Anston.

(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))

Lizzy Grayson, Procurement, reported on the tender process that had been undertaken for stairlift and hoist installation.

17 pre-tender questionnaires had been received and, following evaluation, 7 invited to tender.  5 tenders had been received and evaluated.

The financial details and risk and uncertainties were set out in the report submitted.

Resolved:-  That the tender submitted by ThyssenKrupp Encasa for the installation of stairlifts and Prism Medical for the installation of hoists be approved.

(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 likely to reveal the identity of an individual)).

It was noted that a meeting of a Complaint Panel held been held on 3rd September, 2013, comprising Councillors Atkin (in the Chair), Buckley and Sims.  The Panel heard a complaint received from Mr.  K. relating to his belief that he had been inappropriately advised and dealt with in an unprofessional manner when seeking help to remedy damp problems he was experiencing at his property.

The Panel had not upheld the complaints as it had been satisfied that support and guidance had been offered together with evidence of sufficient and appropriate communication between the complainant and the Service.

Resolved:-  That the Panel’s findings be noted.

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

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

It was noted that an Introductory Tenancy Review Panel had been held on 2nd October, 2013, comprising Councillors Beck (in the Chair), Ellis and Whysall to review a decision to terminate an Introductory Tenancy.

The decision made by the Anti-Social Behaviour Officer to serve a Notice of Proceedings of Possession on 29th August, 2013 had been confirmed by the Panel. 

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

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