Agenda and minutes

There were no Declarations of Interest to report.

There were no questions from members of the public or the press.

The Chair was pleased to welcome Mel Staples from the Police and Crime Commissioner’s Communications Team as an observer today.

Resolved:- That the minutes of the previous meeting of the Improving Places Select Commission, held on 3rd January, 2018, be approved as a correct record.

The Chair was pleased to welcome Mark Nearney, Head of Service for Contracts, Investment and Compliance, Adult Care, Housing and Public Health, to the meeting who conducted a short presentation on the Governance and Performance for the Repairs and Investment Contract.

The presentation, with the aid of powerpoint, highlighted:-

·             Background to the contracts.

·             Governance framework.

·             Challenge and change via Scrutiny.

·             Performance and partnership working.

·             Key Performance Indicators.

·             House Mark Report 2017 – Value for money

·             Corporate Social Responsibility.

·             Photographs – Shiloh.

·             Photographs – Brayshaw Bungalows.

·             Residents.

·             Apprenticeships.

·             Mears Apprenticeship Awards.

·             Partners’ Workforce.

·             Safeguarding.

·             Outsourcing Model.

·             Rotherham Federation – Strengthening Communities.

·             Rotherfed Feedback.

·             National Recognition.

·             Mears financial viability.

·             Fortem financial viability.

A discussion and a question and answer session ensued and the following issues were raised and clarified:-

-              Length of the contract and when this was due for re-tender.

-              Detail of the target times for action and delivery of the service.

-              Selection process for the Star Survey of residents and sample testing.

-              Number of complaints and complaint categorisation.

-              Identification around vulnerable residents by call centre staff, and the benefits to sharing information to avoid second visits.

-              Method of calculation for gap savings headlines.

-              Age range of apprentices.

-              Promotion of the national initiative to increase women into construction.

-              Sub-contracting procedures and use of local businesses and tradespersons by Fortem and Mears.

-              Key Performance Indicator monitoring of sub-contracting activities and whether this could be shared with the Select Commission.

-              Administration relocation by Fortem and the creation of other employment opportunities through the Northern Support Hub.

-              Call centre staff training and sharing of information for operatives.

-              Safeguarding referrals and electronic updates for operatives.

-              Performance, financial monitoring and service resilience following organisational change.

-              Organisational outsourcing and procurement processes.

-              Reporting of vulnerability concerns of residents.

-              Rotherfed review and feedback and future monitoring by Scrutiny.

-              National recognition and nomination processes.

-              Organisational financial viability statements.

-              Risk and uncertainties following the changes from Morrison and Wilmot Dixon and the concerns around corporate separations and branding.

-              Invitations to senior management of Fortem and Mears to attend future scrutiny meetings.

-              Investments into community projects, development opportunities and how this funding was allocated.

-              Contract re-tendering and commissioning activity and involvement of other partners in this process.

Resolved:-  (1)  That Mark Nearney be thanked for his informative presentation, with support from Councillor Beck, Cabinet Member for Housing.

(2)  That Key Performance Indicator activity be shared with the Improving Places Select Commission.

(3)  That consideration be given to a member of the Improving Places Select Commission being involved in the retendering/commissioning process of contracts.

Consideration was given to the report presented by Ian Ashmore, Transportation Highways and Design Manager, and Gavin Bland, Principal Project Manager from the South Yorkshire Passenger Transport Executive, which detailed a proposal to allow the full closure of the Interchange to facilitate the refurbishment works.  This had been determined as the most appropriate interim location for displaced bus services and to use a temporary Interchange constructed on the Forge Island site, with a small number of services moved to on-street locations on Corporation Street during the period of time that the Interchange and multi-storey car park was refurbished. This is subject to obtaining planning permission.

A planning application had been submitted for the temporary bus station and tenders have been issued for the construction of the works, estimated to cost £300,000.  The programme to enable the Forge Island site to become operational, aligned to the Interchange and wider town centre regeneration initiatives meant a decision on the preferred contractor would be required by early February, 2018. 

Details of the scheme proposals were referred to in the report and outlined and access to the site for pedestrians and wheelchair users would be retained from Bridge Street and the existing footbridge to Corporation Street to allow pedestrians and wheelchair users to access the town centre.

It was noted the temporary bus station would be staffed with two people and along with CCTV and secured access to the site would enable the bus station to be secured out of operational hours.

The Bus Operators have been consulted on the location of the stands and revised on-street facilities and also with the Health and Safety aspects of the arrangements. The operators have confirmed they were content with the arrangements.

A Communications Plan and full timetable had also been drafted to keep all stakeholders informed about these changes as work progressed.

Members of the Select Commission welcomed the report, but asked a number of questions and sought clarification on a number of points.  These included:-

·             Whether a copy of the Communications Plan could be provided for the Select Commission.

·             The timeline for the Temporary Bus Station Works as listed in the report, which showed start and finish times on the same day with a request that these were accurate.

·             Information sharing for travellers who did not use the interchange on a regular basis.

·             Involvement of the Council’s Health and Safety Team in the arrangements.

·             The need for clear and appropriate signage.

·             Continuation of the car parking on Forge Island.

·             Whether equality impact assessments had been completed for those users who were vulnerable, elderly or infirm.

·             Access to toileting facilities on Forge Island and whether temporary portaloos would serve as an alternative.

·             Access to disabled parking in the locality.

·             Whether the lease of Forge Island for the temporary interchange included a penalty clause should the infrastructure works be delayed and the impact this may have on the Town Centre Masterplan.

·             Cost of the lease and whether this would impact on income for car parking.

·             Feasibility and  ...  view the full minutes text for item 110.

Resolved:-  That the next meeting of the Improving Places Select Commission take place on  Wednesday, 14^th March, 2018 at 1.30 p.m.