Agenda and minutes

To consider and approve the minutes of the previous meeting, held on 8 December 2020, as a true and correct record of the proceedings.

Resolved:-

That the minutes of the previous meeting held on 10 December 2020 be approved as a true and correct record of the proceedings.

To receive declarations of interest from Members in respect of items listed on the agenda.

There were no declarations of interest.

To receive questions relating to items of business on the agenda from members of the public or press who are present at the meeting.

The Chair confirmed that no questions had been submitted.

To consider whether the press and public should be excluded from the meeting during consideration of any part of the agenda.

The Chair advised that there were no items of business on the agenda that would require the exclusion of the press or public from the meeting.

To receive an update report on highways maintenance and the Council’s approach to inspecting and assessing highways.

Consideration was given to a report providing an update in terms of progress with the implementation and details of Highway Maintenance performance data, customer satisfaction survey data and relevant internal audit reports.

In discussion, Members requested details regarding puddling of LED street lighting. The response noted that very few complaints had been received, the light level was above the code of practice for street lighting. It had been done that the team met with residents at midnight to look at light levels where there had been concerns. The lights could not be turned up. They have to be swapped for a different bulb head.

More information was also requested regarding the provision of training, mentorships, and apprenticeships during the pandemic. Apprenticeships are encouraged, but the training had had challenged this year. Any new starter is always put with an experienced staff member to learn from them.

Clarification was requested as to the difference between adopted and unadopted highways, and how members of the public could be aware of the difference. The response from officers noted that some members of the public do inquire from time to time about particular roads. In the broadest sense, a road that is unadopted is maintained at the public expense. The team have detailed records of all the roads and footpaths that are the team’s to maintain. If the team becomes aware of a stretch of road that is unadopted, they reach out to street manager, that is, often the owner of the property fronting that road to encourage them to take responsibility for the maintenance to reduce the Council’s liability.

Further details were requested regarding graffiti on road signage or obscured road signage. The inspection policy looks at all things on the highway, if there is graffiti, that will be removed graffiti, and if signs are obscured by trees or brush, the property owner is requested to clear the obstruction or, if it’s Council hedges, etc, the grounds team are asked to carry out the necessary work.

Further details were requested regarding the renewal of street works qualification training for highway inspectors after the five years have elapsed. The response affirmed that the Council sponsors that training to be renewed so that all inspectors have up-to-date training and qualifications.

With regard to the site reference block headings on page 77 of the agenda pack, clarification was offered outside the meeting.

A public thanks was noted by Members for the teams preparedness and response to recent weather events.

Members requested clarification of what rate of response the team receives as far as the surveys that are returned following works, and how has COVID affected the collection of feedback. It was confirmed that the survey is conducted on paper. With a preliminary answer of about 20-30% which has been the return rate in the past, a definitive up-to-date answer was offered outside the meeting.

Members requested assurances that the street plans will be conducted on time in addition to the weather-related urgent repairs. The highway  ...  view the full minutes text for item 122.

To receive a report regarding exceptions from 2019-20 target performance measures.

Consideration was given to a report detailing performance measures from the end of the previous year, 2019/20, which related to the remit of Improving Places and which had missed the target. These were Priority 3 ‘A strong community in a clean, safe environment’ and Priority 4 ‘Extending opportunity, prosperity and planning for the future’. This report focussed on red measures, which were those which did not progress in accordance with the target set. In relation to Priority 3, there were five off-track measures at 2019/20 year-end, while Priority 4 had three off-track measures.

Priority 3 had the highest proportion of targets met across the Council Plan, with, 75% of measures having achieved or exceeded their target at the end of the fourth and final quarter of 2019/20. 15 performance measures were on track and five were off track. The off-track measures included:

3.A2 – The proportion of positive outcomes over the year for reported Hate Crime cases.  This measure was 1.05% short of the 20% target, with an average of 18.95% positive outcomes at 2019/20 yearend. 

3.A4(b) – The proportion of a) licensed vehicles b) drivers found to be compliant with licensing requirements during in the spot inspections. Compliance for both vehicles and drivers did not meet the target of 85%, with 70% of vehicles and 83% of drivers found compliant with licensing requirements during spot inspections. 

3.A5(b) – Overall, all things considered, how satisfied or dissatisfied are you with Rotherham Borough as a place to live? In the Wave 9, conducted in June 2019, 58% of residents were found to be ‘Very Satisfied’ or ‘Fairly Satisfied’ with Rotherham as a place to live against a target of greater than 69%.  

3.B3 – Total number of customer contacts by service area and overall total.  The target of a 10% reduction in the number of complaints over the year (around 190 cumulative complaints) was not met, with the complaints at year-end totalling 208. 

3.B4 – Number of missed bins per 100,000 collections.  At year-end 2019/20, the number of missed bins per 100,000 collections was 84.16 against a target of 50.

In relation to Priority 4, seven measures were on track and three off track at the end of the final quarter of 2019/20. The off-track measures included:

4.A1 – Number of new businesses started with help from the Council.  The average number for 2019/20 of new business started with help from the Council per quarter was 14.25, with the target being 15.

 4.A2 – Survival rate of new businesses (3 years).  This measure’s status was based on figures for 2018/19 in the Quarter 4 Council Plan report as this was the latest available data at that time, which saw a survival rate of 57.7% against a 60% target. 

4.A5 – Narrow the gap to the UK average on the rate of the working age population economically active in the borough.  The target for this measure was to achieve the national average of 79.1%. However, at year-end 2019/20, the economic activity rate  ...  view the full minutes text for item 123.

To receive a report regarding progress in respect of improving air quality in Rotherham.

Consideration was given to a report providing an update on the current status of the Clean Air Zone measures in Rotherham and an indication of the future programme of work. Rotherham Metropolitan Borough Council and Sheffield City Council had been legally mandated to work together, supported by DEFRA’s Joint Air Quality Unit (JAQU), to identify options to reduce levels of Nitrogen Dioxide below the legal limit of 40µg per cubic metre of air, on an annual average, in the ‘shortest possible time’. A summary of proposed schemes and measures to deliver air quality compliance were supplied. An Outline Business Case, describing the proposals to deliver compliance in Rotherham and Sheffield was submitted to Government in December 2018. It was agreed by Government in February 2020. It was noted that the final business case remained to be signed off by the government prior to bidding for and potentially receiving additional funding. Current work was being undertaken to remove the financial risk to the Council associated with delivering the schemes prior to the final Government signoff.

In discussion, Members expressed a desire for more information around the plans for Meadowbank Road and the funding for a crossing. The response from officers indicated that the proposals have been remodeled to reflect the latest projections about behaviour at that location. Regarding the funding for the crossing, officers agreed to supply more information outside the meeting.

Members emphasised the need for these measures for when people return to their usual behaviour and requested that any successful bids be publicised. Officers agreed and reaffirmed the priority of improving quality of life for residents in the Borough.

Regarding monitoring on the A57, it was agreed to follow up this query outside the meeting.

Clarification was requested regarding funding for the Parkway Widening Scheme. Officers clarified that this project was outside the Clean Air Zone and was funded separately.

Clarification was also requested regarding the potential zebra crossing at Meadowbank Road. The response noted that the crossing would be a safety measure associated with the potential diversion of traffic from Wortley Road to Meadowbank Road.

Resolved:-

1.    That the report be noted.

2.    That the next update be brought in 12 months’ time.

To receive a briefing regarding outcomes from the recent working group which examined the use of council buildings and assets.

The Governance Adviser reported on the findings and recommendations from the recent working group that reviewed the use of the Council’s buildings, with attention to operational buildings that are not exclusively designated for service delivery.

Resolved:-

1.    That the briefing be noted and the following recommendations be submitted to Cabinet for consideration:-

a.    That the principle be agreed that the future usage of buildings be determined in accordance with the needs of services located therein. 

b.    That, prior to buildings being brought back into use by staff or the public, consultation take place with Trade Unions and staff following completion of risk assessments in respect of the building or location concerned.

c.     That any decision to return employees to Council buildings beyond the minimal number that have been required to be present throughout the pandemic be made having regard to advice from the Corporate Health and Safety Team and Human Resources, as well as being subject to Government guidance around the safe use of Council buildings.

d.    That Members be notified when main operational buildings are to be brought back into use, specifically the Town Hall as the civic hub of the Borough.

e.    That, having regard to the positive implications associated with virtual meetings in respect of the Council’s carbon footprint, the Leader of the Council lobby the Secretary of State for Housing, Communities and Local Government to legislate for the ongoing provision of virtual meetings beyond 7 May 2021.

f.      That Asset Management and Digital Services work together to identify the necessary changes or solutions required in Riverside House and Rotherham Town Hall, as well as any changes required to equipment or software for Members and officers, to enable continued use of remote working whilst permitting physical presence in a Council building.

g.    That the Head of Democratic Services prepare guidance and training on the procedures and operation of hybrid meetings.

To receive a briefing in respect of outcomes from the recent working group which examined the proposed changes to the Homes Allocation Policy.

The Governance Adviser reported on the findings and recommendations from the recent working group that examined the proposed changes to the Homes Allocation Policy.

Recommendations:-

1.    That the briefing be noted and the following recommendations be submitted to Cabinet for consideration:-

a.    That sustained funding be safeguarded for the staff who work on the temporary accommodation team whose posts do not have sustained funding.

b.    That revisions to the Homes Allocation Policy be undertaken to ensure clarity and readability throughout the document, especially as regards application processes and shortlisting criteria.

c.     That notation about prolific offenders be included in the information provided to the Housing Assessment Panel.

d.    That quality standards regarding the proper completion of housing forms be reaffirmed to officers.

e.    That rent arrears be added to the scrutiny work programme for 2021-22.

f.      That single occupants of larger homes owned by the council be given the opportunity to downsize.

To consider and approve the updated work programme.

The Governance Adviser presented an updated Work Programme, giving special attention to the February working group on Housing Hubs and the agenda items for the upcoming final meeting of the 2020-21 municipal year.

Resolved:-

1.    That the Work Programme of the Improving Places Select Commission be endorsed.

2.    That the Governance Adviser be authorised to make changes to the work programme between meetings, subject to consultation with the Chair and any changes being reported back to the Commission’s next meeting

To consider any item which the Chair is of the opinion should be considered as a matter of urgency.

The Chair confirmed that there were no urgent items of business.

The next virtual meeting of the Improving Places Select Commission will take place on 16 March 2021, commencing at 1.30 pm.

The Chair announced that the next virtual meeting of the Improving Places Select Commission will take place on 16 March 2021, commencing at 1:30.