Agenda and minutes

-        Minutes of meeting held on 10^th March, 2014

Area Assembly Chairs

Monday, 10th March, 2014

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

Apologies for absence:- Apologies were received from Councillors Currie and Sims.

29.        Minutes of the Previous Meeting and matters arising

            The minutes of the previous meeting held on 20^th January, 2014, were noted.

Resolved:-  That a report on Streetpride Champions be submitted to the next meeting.

30.        Partners & Communities Together (PACT) Update

            Steve Parry, Neighbourhood Crime and Anti-Social Behaviour Manager, gave the following powerpoint presentation:-

The Policing Pledge 2008

-                In June 2008, the Louise Casey Review, Engaging Communities in Fighting Crime, suggested a more structured approach to community empowerment and involvement in identifying and accountability around local priorities

-                The Policing Pledge was born out of the new approach and in December 2008 the Chief Constable of South Yorkshire Police formally agreed to implement the principles of the Pledge

-                The key components of the Pledge were separated into 3 main areas:-

·       Citizen Focussed service provision (dealing with people fairly, with dignity and respect and being accessible and keeping victims updated)

·       Incident handling protocols (999 calls, non-emergency calls and calls in relation to locally defined priorities)

·       Engaging and consulting the public on local priorities, crime data and sentencing (Partners and Communities Together (PACT) meetings and process)

-                PACT meetings were established in Rotherham, amalgamated within the Area Assembly meeting on the months that meetings take place and as ‘standalone’ meetings on those months when there was no Area Assembly meeting

-                On 29^th June, 2010, the Home Secretary of the newly elected coalition Government “scrapped” the Policing Pledge with immediate effect

-                PACT meetings continue to be held in Rotherham aligned to the Area Assembly meetings

-                The Police and Crime Commissioner and Chief Constable met in January to discuss the PACT meeting process in South Yorkshire and there was a joint agreement to publicise the following ‘PACT (Minimum Standards) Neighbourhood Engagement Policing Pledge’

-                The current position in Rotherham in respect of the 7 ‘Pledge Standards’ was as follows:-

Pledge 1

·       We will hold bi-monthly PACT meetings where you can meet your Safer Neighbourhood Team (SNT), local Councillors, partner agencies and other members of your community to agree priorities for your local area

·       Current position – A robust structure already in place that exceeds the minimum requirement

Pledge 2

·       We will hold at least 1 engagement event each month (in addition to PACT meetings) where you can meet members from your local SNT and talk to them directly about issues in your community.  These will be held at various locations and times of day to give as many people as possible the opportunity to engage with their local police team

·       Current position – This can be accommodated within the existing structure

Pledge 3  ...  view the full minutes text for item 75.

The Director of Legal and Democratic Services reported receipt of a petition, containing 45 signatures, regarding the anti-social problems they were experiencing from Parkhurst, a derelict property situated next door to Beechwood Lodge.

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

(2)  That the issues raised be investigated and a report submitted thereon in 1 month.

Further to Minute No. 77 of the Cabinet Member meeting held on 22^nd April, 2013, the Director of Housing and Neighbourhoods submitted a report detailing the outcome of the consultation exercise undertaken regarding Neighbourhood Centres.

The consultation with Ward Members, tenants and community groups had enabled recommendations for communal facilities in 62% of the Centres to be finalised.  The report set out the forms of consultation that had taken place.

Of the work completed to date, it was proposed that 37 of the 60 Centres be retained as they were considered to be sustainable.  The process had highlighted that the identified Centres were well used and provided facilities which offered many benefits to aged persons and local communities.  Links had been established with Age UK Rotherham and Rotherfed to support increased activity provision in the Centres which would improve their sustainability.

Work was also taking place with the Audit and Asset Management Service to offer potential use of Neighbourhood Centres to host community and voluntary sector activity which may be displaced following the review of community buildings.

Further consideration was being given to the remaining 23 Centres which may be  unsustainable, but further work was being undertaken to stimulate usage or consider options for future use prior to finalising proposals.

Discussion ensued on the report with the following issues raised/clarified:-

-          Future investment and furniture requirements of the retained Centres

-          Continued monitoring of the usage of the retained Centres required

-          Clarification to Elected Members on the future of the Centres

Resolved:-  (1)  That the retention of 37 of the 60 Centres be approved.

(2)  That Ward Members be notified of the Centres within their Ward which were to be retained.

(3)  That tenants residing in Centres identified for retention be written to with details of the decision.

(4)  That a further review be undertaken of the remaining 23 communal facilities and further work be undertaken in relation to laundry and guest bedroom facilities across all Centres to enable proposals to be finalised.

 (5)  That options be identified to address the issues highlighted with the communal facility charging arrangements.

(6)  That a further report be submitted in the Summer, 2014 on the remaining Centres and other communal facilities.

(6)  That a report be submitted in 12 months with regard to the usage of the retained Centres.

The Finance Manager, Neighbourhoods and Adult Services, submitted details of 1 year pilot project designed to significantly increase the numbers of local people receiving Attendance Allowance.

Supporting people to claim the benefits they were entitled to was a key strand of the Health and Wellbeing Strategy.  However, available information indicated that the numbers of people claiming Attendance Allowance had fallen at the same time as it would be reasonable to expect rates to increase due to an ageing demographic disability profile for the Borough.

Attendance Allowance was a non-means tested state benefit designed to help with the extra costs of living attributed to long-term illness or disability.  It was paid to applicants who had either physical or mental illness on a scale of between £55 to £80 per week.  Payments were for life, or until the applicant had a change in circumstances, and could make a significant difference to the financial wellbeing of some of the Borough’s older or disabled residents.  It did not reduce other benefits but may increase the amount recipients received as it could be used as a passport to other benefits.

Age UK Rotherham estimated that there were approximately 14,000 people in Rotherham who were not FAC eligible but could potentially significantly benefit from Attendance Allowance because of their poor family/support networks.

It was proposed that Age UK Rotherham be commissioned to deliver a 1 year pilot project to determine if it was possible to significantly increase the financial wellbeing of older frail or disabled Council tenants.  The project would work exclusively with Council house tenants and represented a key strand in Rotherham Housing Services’ Financial Inclusion Strategy.  The pilot would determine the appropriateness of continuing with the scheme and further development to address the needs of all potential applicants in the Borough.

It was clarified that the 300 tenants in the pilot scheme would be selected via possible eligible tenants coming forward through publicising of the scheme and Housing Officers’ nominations.

Resolved:-  (1)  That a 1 year pilot project be designed to increase the numbers of tenants who had reached Pension Credit age who successfully apply for Attendance Allowance.

(2)  That, in the light of the organisation’s existing experience, Age UK Rotherham (AUKR) be commissioned to undertake the above pilot project at a cost of £30,000.

Consideration was given to a report presented by the Finance Manager, Neighbourhoods and Adult Services, 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 February, 2014.

The latest forecast showed an overall underspend of £321,000 against an approved net revenue budget of £2.461M as follows:-

Strategic Housing and Investment Service (+£11k)

-          Lower than expected staff turnover against budget

Housing Options (-£101k)

-          Projected underspend on the Dispersed Units Trading Account and within the Private Sector Adaptations Service as a result of continued vacancy and an increase in fees and charges

-          Projected overspend on the Key Choices Property Management Service as a result of lower than anticipated income from managed properties

Housing and Communities (-£70k)

-          Projected underspends within Area Assemblies and Supplies and Services as a result of the Council-wide moratorium on non-essential spend

-          Partially reduced by a small overspend on Anti-Social Behaviour due to lower than expected staff turnover

-          Small underspend within Community Safety Unit as a result of a recent vacancy

-          Underspend also within Community Leadership Fund

Central (-£8k)

-          Small underspend due to savings on Supplies and Services

Business Regulation (-£48k)

-          Business Regulation was projecting an underspend

-          Pressures on staffing costs within Health and Safety, Food and Drugs and Animal Health budgets were being offset by savings within Trading Standards due to continued vacant posts

-          Projected overspend within Licensing due to projected income for new licences not being as high as originally anticipated

-          Bereavement Services projecting an underspend as a result of lower than forecast costs relating to repairs and maintenance

Safer Neighbourhoods (-105k)

-          Savings within Community Protection through vacancy management, further savings achieved as a result of the moratorium on non-essential spend  and additional grant funding

-          Partly reduced by a small remaining pressure on income due to reduced Environmental Protection Act applications

-          Statutory health and safety work on landfill sites resulting in a forecast overspend

Consultancy spend to date was £46,808 in respect of data analysis relating to Green Deal Energy Efficient projects which was grant funded. There had been no spend on Agency 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, relating to the Housing Revenue Account based upon actual income and expenditure to the end of February, 2014.  The overall forecast was that the Housing Revenue Account (HRA) would make a contribution to working balances (reserves) of £0.369M, a variation of £-2.968M against approved budget. 

Appendix A of the report provided the Budget Operating Statement for 2013/14 which showed 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 £-8.781M, together with Revenue contribution to Capital costs and interest received, would result in an overall surplus of £0.369M to be transferred to Working Balances.

Expenditure

Based upon expenditure and commitments to date, total expenditure was forecast to outturn at £71.232M compared to a budget provision of £73.091M, a reduction in spend of £1.859M.  The main variations were:-

Contributions to Housing Repairs

-          Repairs and Maintenance – Currently forecast to underspend £756,000 against budget at £17.966M.  The Empty Homes budget was difficult to forecast given it being a responsive service.  At the end of January there had been 256 more void completions than budgeted, the main reason being the impact of the Welfare Reform as more tenants requested a transfer to smaller properties.  Within the Housing Repairs budgets there was an overall forecast overspend on Empty Homes due to increase in minor voids offset by a forecast underspend on overheads within revenue schemes plus shared savings now agreed with both contractors

Supervision and Management

-          Forecast to outturn at £19.072M, overall underspend of £993k.  The main reason for the variation was lower than expected staff turnover including delays in implementing the review of structures across a number of teams.  This was reduced by an additional contribution to the Furnished Homes reserve due to additional income as more clients used the Scheme

-          Forecast cost of Capital Charge was £200k less than budgeted due to lower than anticipated interest rates

-          Forecast overspend of £40k due to the increase in number of void properties for Rents, Rates and Taxes

-          Forecast increase to the provision for bad debts to reflect the increase in number of current and former tenant arrears and outstanding income from rechargeable repairs

Income

-          Total forecast income collectable was £80.013M, an increase of £1.109M above the approved budget of £78.904M

-          Dwelling rental income was projected to over-recover by £274k.  However,  non-dwelling rents was forecast to under-recover against budget by £51k due to a review and reclassification of a small number of properties to General Fund resulting in less income due to the HRA

-          Income from charges for services and facilities were forecasting an outturn of £4.342M, an over-recovery of £740k mainly as a result of additional income on Furnished Homes due to increase in the number of clients, additional fee income from Right to Buy sales plus one off income from prior year charges for District  ...  view the full minutes text for item 80.

The Business and Commercial Programme Manager presented the proposed Housing Investment Programme for 2014/15 to 2016/17 detailing how the Programme had been compiled and identified how various individual schemes of work included within the Programme had been drawn up.

The budget process that led to the original Capital Programme for 2013/14 to 2016/17 ensured that the Council’s capital investment plans were aligned with its strategic priorities and vision for Rotherham.  Anticipated spend for 2014/15 was:-

Resolved:-  That the Housing Investment Programme for 2015-15 to 2016-17 be noted.

Consideration was given to a report presented by the Business and Commercial Programme Manager, which represented the indicative outturn position for the 2013/14 Capital Programme.

As at the end of Period 11 (February, 2014), total spend on the HIP was £17,940,076M compared to a budget provision of £19,532,452M, an underspend of £1,592,376 (-11% variance).

The report submitted provided details of savings and slippage on the individual schemes of work with the overall programme and highlighted the fact that the resources not drawn down in 2013/14 would be carried forward into next year.

Further information was provided on:-

·                Total Capital Works to Properties.

·                Fair Access to All.

·                Regeneration/Neighbourhood Renewal – Private and Public Sector.

·                Other Public Sector.

Savings and slippages identified were primarily across schemes funded through the Major Repairs Allowance and would be carried forward into future years. 

Resolved:-  (1)  That the spend and forecast position to the end of Period 11 (February, 2014) be noted.

(2)  That the virement of £200,000 slipped funding for the Boundary Walls Scheme to the 2014-15 Refurbishment budget be approved.  This would result in a revised Refurbishment budget of £12,195,000 and a revised Boundary Walls budget of £625,000 in 2014-15.

The Director of Housing and Neighbourhoods presented a proposal to reclassify the Furnished Homes Scheme as a General Fund Service in order to maximise its flexibility and capacity to respond to the changing circumstances brought about by Welfare Reform and the Housing Revenue Account self-financing rules.

The Scheme was originally launched in 2004 and remodelled in 2009 to provide a more flexible personalised service.  The changes had proved very popular and led to a rapid expansion of the Scheme with the overall number of furnished tenancies having increased to 2,750.

At present it was only offered to Council house tenants and, up to and including 2013/14, accounted for as a Housing Revenue Account (HRA)  traded service but outside the scope of the annual and 30 year financial and business plan of the Housing Revenue statutory ring-fenced Account.

A business development plan was being developed in order to determine the extent to which the Service could release further business opportunities and future revenues.  However, continuing to trade as a HRA Traded Service was restrictive given the HRA’s current financial borrowing limit which was already fully committed on strategic schemes supporting the HRA Business Plan. 

The reclassification of the Service had no implications for the tenants.

Legal Services had confirmed that, given the specific welfare aims of the Service, there were no legislative barriers which would prevent the Service from being operated as a General Fund provided the level of charges to the HRA were not being regarded as excessive and it met the accounting code definition of a traded service.  The views of the Council’s external auditors had also been sought and indicated no reason to challenge the proposal subject to the level of charges to the HRA for the service being reasonable.

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

-          Consideration be given to the ability for tenants to be able to purchase single white good items

-          Publicising of the Scheme to existing tenants

-          Possible study opportunity for an University student

Resolved:-  That the Furnished Homes Scheme be operated as a General Fund Service with effect from 1^st April, 2014.

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 Paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972 (information relating to the financial or business affairs of any particular person (including the Council)).

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 Paragraph 3 of Part I of Schedule 12A to the Local Government Act 1972 (information relating to the financial/business affairs of any person (including the Council)).

The Director of Housing and Neighbourhoods submitted a report seeking a waiver of Standing Orders to enable Sheffield University to carry out a Strategic Housing Market assessment for Rotherham.

The Council had committed to carry out a Joint Strategic Housing Market Assessment in order for the Planning Inspector to continue with his examination of the Council’s Core Strategy.  Sheffield University had carried out an Assessment for Sheffield City Council in November, 2013.  There would be significant savings and efficiencies if the 2 studies could be linked together to form an assessment for the whole market area which would greatly benefit the Sheffield City Region.

The Council’s financial contribution was estimated to be a maximum of £50,000.

Resolved:-  That the waiving of the Standing Order (requirement to tender) be approved to enable the award of the Strategic Housing Market Assessment to Sheffield University because of the efficiencies gained.

Further to Minute No. C79 of the Cabinet held on 17^th October, 2012, approving the transfer of land on Rother View Road, Canklow, to South Yorkshire Housing Association for the purpose of new residential development, the Director Housing and Neighbourhood Services submitted a proposal for a land swap.

Following a geotechnical survey carried out by SYHA, the site at Rother View Road was not financially viable for development of social affordable housing.  It was proposed that the land be swapped for land at Castle Avenue and Warden Street for the development of 16 affordable homes.

The risks and uncertainties and financial implications were set out in the report submitted.

Resolved:-  That the proposed land swap at Rother View Road to Castle Avenue/Warden Street, Canklow (as shown at Appendix 1 of the report submitted) be approved for the purpose of enabling 16 units of affordable housing.

(Councillor McNeely declared a non-pecuniary interest being the Ward Councillor for the area.)