Agenda and minutes

No Declarations of Interest were made. 

The minutes of the previous meeting of the Cabinet Member for Safe and Attractive Neighbourhoods held on 29^th September, 2014, were considered.

Resolved: -  That the minutes of the previous meeting be agreed as an accurate record. 

The minutes of the RMBC Transport Liaison Group meeting held on 24^th September, 2014, were considered.

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

Minutes of meeting held on 15^th September, 2014

Resolved:-  That the following minutes be noted:-

AREA ASSEMBLY CHAIRS

15^th September, 2014

Present:- Councillor Godfrey (in the Chair); Councillors Buckley, Currie, Dalton, Ellis, J. Hamilton, N. Hamilton, McNeely, Sansome, Sims, Swift, Wallis and Whelbourn.

Apologies for absence were received from Councillors Havenhand and Johnston.

8.         Minutes of the Previous Meeting

Consideration was given to the minutes of the previous meeting held on 16^th June, 2014.

Resolved:-  That the minutes be received and the contents noted.

Arising from Minute No. 3 (Local Plan Consultation) concern was expressed that the 3 public drop in sessions did not cover the whole of the Borough.  The Chair reported that it was her understanding that a 4^th had been added, My Place in the Town Centre.  Rawmarsh, Wickersley and Anston had been selected as they were the areas where there would be the most changes from the previous consultation.  It was also a question of staff resources.

The consultation would run from 13^th October-24^th November, 2014.

9.    Matters Referred from Scrutiny

There were no matters referred from Scrutiny for consideration.

10.    Area Assembly Chairs/Area Partnership Managers Updat

The Area Partnership Managers and the Area Assembly representatives gave the following updates:-

Rotherham North

Community First – 2 of the 3 Ward-based Panels were meeting as they had successfully secured further funding based on the work undertaken to date

Rotherham South

Excellent work taking place in the area involving the community in improving the appearance of their area e.g. monthly litter picks and in the process of setting up Streetpride Volunteers

Community First

Work was underway planning for the funding ceasing at the end of the current financial year.  Partnership Managers had had discussions with Rotherfed and Voluntary Action Rotherham.

The 3^rd strand of the funding programme, Endowment Match Challenge, would begin in March, 2015.  There had been an assumption that there would be a direct link between the Neighbourhoods Grant Programme and the Endowment Match Challenge.  However a recent meeting had revealed it was to be managed by the Cabinet Office in partnership with the national Community Foundation with each community foundation being set an annual target to generate income from contributions from the private sector by the end of March which the Government would then match  50%.  If a Community Foundations hit its annual target the national Community Foundation would award the 50% match from the pooled budget; if not the match would be retained and allocated to other areas.

There had been some difficulties in South Yorkshire in achieving those targets so the allocation hoped for would not be as great.  There was the ability to access South Yorkshire Community Small Grants Priorities and there was a grant giving panel in Rotherham.  Existing projects would be signposted.

Social Media

Twitter had been launched by Rotherham South on 15^th July.  To date 27 tweets had been sent out, generated 57 followers and re-tweeted by a range of people

Wentworth North

The traffic issues  ...  view the full minutes text for item 56.

A petition containing 70 signatures regarding parking issues, potential incorrect signage and calling for a crossing person or a pelican crossing outside of Broom Valley Community Primary School was received. 

Resolved: -  That the petition be received and forwarded on to relevant Officers in the Environment and Development Services Directorate to investigate the matters and report back to the Cabinet Member in due course. 

Representatives previously agreed on 14^th July, 2014 by the Cabinet Member for Safe and Attractive Neighbourhoods below: -

Resolved: -   (1)  That the following appointments of representatives on Outside Bodies for the 2014/2015 Municipal Year: -

·         Rotherham Licence Watch Steering Group – Councillor Dalton, Chair of the Licensing Board;

·         South Yorkshire Trading Standards Committee – Councillor McNeely, Cabinet Member for Safe and Attractive Neighbourhoods and Councillor Wyatt, Cabinet Member for Finance;

·         Environmental Protection UK Yorkshire and Humberside Division – Four representatives from the Improving Places Select Commission;

·         Warm Homes – Cabinet Member TBC;

·         Women’s Refuge – One representative from the Improving Places Select Commission;

·         Sheffield City Region Housing and Regeneration Board – Councillor McNeely, Cabinet Member for Safe and Attractive Neighbourhoods.

(2)  That no appointment be made to the Yorkshire and Humberside Pollution Advisory Council as the organisation was in the process of closing. 

Resolved: -  That the following appointments of representatives on Outside Bodies for the 2014/2015 Municipal Year be confirmed: -

·         Rotherham Licence Watch Steering Group – Councillor Dalton, Chair of the Licensing Board (no change);

·         South Yorkshire Trading Standards Committee – Councillor Godfrey, Cabinet Member for Safe and Attractive Neighbourhoods and Councillor Hoddinott, Deputy Leader;

·         Environmental Protection UK Yorkshire and Humberside Division – Four representatives from the Improving Places Select Commission (no change);

·         Warm Homes - Councillor Godfrey, Cabinet Member for Safe and Attractive Neighbourhoods;

·         Women’s Refuge – One representative from the Improving Places Select Commission (no change);

·         Sheffield City Region Housing and Regeneration Board - Councillor Godfrey, Cabinet Member for Safe and Attractive Neighbourhoods. 

Resolved: -  (1)  That a seat for a member of the Opposition be made available on the Local Plan Steering Group.

(2)  That the Overview and Scrutiny Management Board be given the option to co-opt an Elected Member to act as substitute to Chair of the Overview and Scrutiny Management Board on the Local Plan Steering Group. 

Consideration was given to the report presented by the Principal Finance Officer (Financial Services, Resources Directorate) that outlined the Environment and Development Services revenue budget monitoring report to 30^th September, 2014.  The Principal Finance Officer provided information relating to the Services that fell within the Safe and Attractive Neighbourhoods portfolio. 

The submitted report provided a forecast to the end of the 2014/2015 financial year based in income and expenditure to end of September, 2014. 

The overall Regeneration, Planning, Customer and Cultural Service was forecasting an overall under-spend of £240,000, against a net budget of £6,729,000.  Certain areas were reporting overspends due to staffing cost pressures and for the provision of a paypoint and post office collection service. 

Other service areas within the overall Service were reporting underspends due to Cabinet approving budget virements and as an impact from the moratorium on non-essential spend. 

Resolved: -  That the latest financial projection against the budget for the year based on actual income and expenditure to the end of September, 2014, be noted in respect to the areas relevant to the Safe and Attractive Neighbourhoods portfolio. 

Consideration was given to the report presented by the Business and Commercial Programme Manager that provided an update on the proposed merger of the Area Partnership Team and the Corporate Community Engagement Service.  It was proposed that the Service would be known as the Neighbourhood Partnerships and Engagement Service and would provide a corporate hub for community engagement and involvement activity, including the co-ordination of activity and remove the potential for duplication of effort. 

The proposal had been initially considered by the Cabinet Member for Safe and Attractive Neighbourhoods on 16^th June, 2014 (Minute No. J8 refers). 

The submitted report outlined the staff and trade union consultation process that had taken place.

The proposal included a re-alignment to ensure that each of the 11 deprived communities within the Borough had an allocated Neighbourhood Development Officer.  This would require staff relocation.  Under the proposal, two Community Engagement Officers would transfer to other services. 

The proposed final structure of the re-organisation had been set out in appendix 3 and would become operational on 1^st December, 2014.  The submitted report outlined how the service would be funded through the General Fund revenue budget and the Housing Revenue Account.   

Discussion ensued on the proposed merger and the following issues were raised: -

·           The ways in which the creation of the role of Neighbourhood Development Officer would mean that there was one point of contact for each deprived area and remove the potential for duplication;

·           The funding ratio between the General Fund and the Housing Revenue Account.

Resolved: - (1)  That the report be received and its content noted. 

(2)  That the next steps in relation to the implementation of the merger be noted. 

The Business and Commercial Programmes Manager outlined the report he had submitted that gave an overview of the Housing Investment Programme at Period 6, September, 2014. 

The Housing Investment Programme ensured that the Council’s Capital programme between 2014/2015 to 2016/2017 was aligned to the strategic priorities and vision for Rotherham. 

The submitted report gave a detailed budget breakdown and explanations of works taking place in 2014/2015 noting where there was variance against the set budget and the forecast outturn. 

The report also outlined how any changes had been reflected in the Housing Revenue Account’s 2014/2015 outturn revenue forecast.  There had been a change utilising Housing Revenue Account prudential borrowing to fund property acquisitions to predominately funded through Right to Buy receipts. 

Discussion ensued and the Cabinet Member and Advisers commented on the information provided: -

·           Had consideration been given to using temporary/removable pods when extensions were required as a disabled adaptation in the private sector?

This had been an option in the past but did not always represent best value for money.  Where a ground floor adaptation was required the first assessment was undertaken on existing spare rooms.

·           The disabled adaptations (public sector) budget was under-spent.  Was there a backlog of works awaiting start?

Not currently, Rotherham’s current waiting time had increased to 6-7 weeks (from 4 weeks).  Delays were mainly due to the caseload of Occupational Therapy.  Rotherham’s waiting time compared favourably to local neighbours.

·           It was disappointing that the budget for opportunity / strategic acquisition had been removed and ring-fenced for 2015/2016 as there was a current need for additional housing stock. 

Resolved: -  (1)  That the report be received and its content noted.

(2)  That the budget virements and carry-over as detailed in the report be approved: -

1.    £100k from HRA Enabling works (HRA Land) to fund Lady Oak            Flats;

2.    Opportunity/Strategic Acquisitions - £1,299,000 carried forward             into 2015-16;

3.    Doe Quarry Lane, Dinnington - £46,492 transfer to reserves for             future projects;

4.    Bellows Road - £192,343 carried forward to 2014/2015.

Consideration was given to the report presented by the Finance Manager for Neighbourhood and Adult Services (Financial Services, Resources Directorate) that provided a financial forecast for the Neighbourhoods General Fund to the end of March, 2015, based on actual income and expenditure to the end of September, 2014. 

The forecast for the financial year 2014/2015 was for an overall under-spend of £716,000 against the approved net revenue budget of £667,000.

The submitted report outlined the net budget, forecast outturn and variance for each service area.  The report also provided a commentary regarding the under and over-spends within each service area. 

The main under-spend related to the Housing Options service area, namely the Furnished Homes Service due to increased demand, cost effective procurement of furniture and higher than anticipated staff turnover. 

Discussion ensued on the operation of the Furnished Homes Service. 

Resolved: -  That the financial projection against budget for 2014/2015 based on actual income and expenditure to the end of September, 2014, be noted. 

Consideration was given to the report presented by the Finance Manager for Neighbourhood and Adult Services (Financial Services, Resources Directorate) that provided a financial forecast for the Housing Revenue Account to the end of March, 2015, based on actual income and expenditure to the end of September, 2014. 

The overall forecast was that the Housing Revenue Account would outturn on budget with a transfer from working balance reserves of £159,000, which was a reduction of £1.281 million against the approved budget.

The submitted report outlined the expenditure and income commitments within the Housing Revenue Account.  Expenditure was forecast to outturn at a decrease in spend of £1.134 million due to less completions of minor voids than budget, although the actual number was increasing due to tenants moving to smaller properties due to Welfare Reform.  Income was forecast to outturn at an over-recovery of income of £147,000. 

The report outlined the risks and uncertainties inherent to the Housing Revenue Account, including a rising inflation rate, not achieving the vacancy factor, a change in the numbers of repairs and maintenance voids, achievement of rental income and the potential impairment of fixed assets. 

Resolved: -  That the financial projection against budget for 2014/2015 based on actual income and expenditure to the end of September, 2014, be noted. 

Consideration was given to the report presented by the Transportation and Highways Projects Manager that outlined the outcome of statutory consultations about the proposed no waiting Monday to Friday 9.00 a.m. to 4.00 p.m. restrictions on the A6021 Broom Road.

Minute No. G14 of the Cabinet Member for Regeneration and Development, held on 14^th June, 2013 refers (Proposed Accessibility Improvements A6021 Broom Road, Rotherham).  

The submitted report outlined the content of the scheme approved in 2013 and, accordingly, Statutory Notices had been displayed on the street and in the local newspaper.  In response, a nine signature petition had been received relating to the potential for an increase in non-residential parking on Broom Crescent should the restrictions be introduced on the A621 near the Rotherham Hospice.  The petitions had attributed this to the additional community services ran at the Hospice and also alleged that the additional services and practices provided may be exceeding the terms of the existing planning consents.  Petitioners asked that the implementation of the restrictions be delayed until the Hospice staff parking could be addressed.

The report outlined how some on-street parking had been reduced in the vicinity of the Hospice to accommodate the termination of the sheltered parking area and the cycle lane together with the pedestrian refuge. The displaced vehicles were likely to have migrated to other places including Broom Crescent and the opposite carriageway.  In order to accommodate the uphill cycle lane and a sheltered parking area the width of the south western carriageway opposite the Hospice had been reduced.  Any vehicles that parked there were now interfering with the safe and free flow of traffic and to the egress to driveways on the south western side of Broom Road. 

It was acknowledged that that implementation of the further parking restrictions on the south west side of Broom Road may cause a further migration of parking that could have an impact on Broom Crescent.  It was recommended that, due to the need to maintain a safe and free-flow of traffic on this route, the restrictions be implemented at the earliest opportunity.

It was proposed that, once the restrictions had been implemented, their full impact on Broom Crescent be assessed and potential traffic management measures could be fully investigated.  A copy of the petition had been passed to the Planning Service regarding the issues raised relating to compliance with planning consents.  The Transportation Unit had offered to meet representatives of the Hospice to discuss and advise on the practicalities of providing additional staff parking within the Hospice site. 

Discussion ensued on the report containing the investigation and proposed response to the petitioners.  Matters discussed were: -

·           Consideration given to the viability of cycle lanes and where they were placed, including the traffic legislation relating the use of cycle lanes by motorists;

·           The utilisation of Travel Plans for regular visitors/users of Rotherham Hospice;

·           The availability of residential parking on Broom Crescent.   

Resolved: - (1) That the proposed no waiting Monday to Friday 9.00 a.m. to 4.00  ...  view the full minutes text for item 65.

The following item is to be considered in the absence of the press and public as being exempt under Paragraph 3 of Schedule 12A of the Local Government Act, 1972 (financial affairs relating to an individual, 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 item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (information relates to finance or business affairs).

Consideration was given to the report presented by the Business and Commercial Programme Manager that outlined the open tender process that had been undertaken in respect of the last phase of renewal to upgrade the communal entrance doors to multi-tenure blocks in Rotherham. 

Three compliant bids had been received and had been evaluated on a 70/30 cost/quality basis.  The works would be undertaken in the 2014/2015 financial year.

Resolved: -  That the tender submitted by Bamford Doors be approved. 

·         Monday 1^st December, 2014, to start at 10.00 a.m. in the Rotherham Town Hall. 

Resolved: -  That the next meeting of the Cabinet Member for Safe and Attractive Neighbourhoods take place on Monday 1^st December, 2014, to start at 10.00 a.m. in the Rotherham Town Hall.