Agenda and minutes

To consider the minutes of a previous meeting of the Overview and Scrutiny Management Board held on 11 September 2019 and approve them as a true and correct record of the proceedings.

Resolved:-

That the minutes of the previous meeting of the Overview and Scrutiny Management Board held on 11 September 2019 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 by Members at the meeting.

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

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

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

There were no items of business on the agenda that would require the exclusion of the press or public.

Cabinet Portfolio:                 Leader of the Council

Strategic Directorate:           Chief Executive

Consideration was given to a report submitted by the Chief Executive which introduced the proposed Social Value Policy that was to be determined by the Cabinet at its meeting on 21 October 2019.

It was reported that the policy set out the ways in which the Council aimed to maximise the local impact of its spend through its commissioning and procurement processes and work with partners and suppliers. The key elements of the policy were to:

·         Raise the living standards of Rotherham residents and commit to working towards the Joseph Rowntree Living Wage

·         Increase the proportion of the council’s expenditure which goes to local businesses and providers rather than those elsewhere in the country.

·         Build social value into all council contracts (in excess of £100,000) and maximise the impact gained from every pound spent and introduce a rigorous system for assessing and measuring social value.

·         Commit to the principle of co-designing services wherever possible.

It was further reported that the Council planned to take steps to increase the amount of additional Social Value from its contracts and commissioned services by securing Social Value in every contract above a £100,000 threshold. It  would ensure that when the Council invited written quotations – where possible - at least one of the quotes would be from a Rotherham organisation and, where that was not possible, from Sheffield City Region. The Council also aimed to increase over time the proportion of its spend with local businesses and organisations and to open up opportunities for more co-designed services through its commissioning and procurement processes. The Social Value Framework set out the methodology for measuring Social Value through the procurement process. It was framed around six high level outcomes. These were:-

·         Raising living standards for residents

·         A strong local economy with employment and skills opportunities and a growing business base

·         Young people have the opportunity to develop skills and find worthwhile employment

·         Equality of opportunity for disadvantaged people and communities including disabled people

·         Strengthened and sustainable community and voluntary organisations

·         Greater environmental sustainability including accessible green public spaces.

Members noted that Social Value returns would be monitored and reported on an annual basis. The first year of the policy would be a baseline year with targets set subsequently to increase the amount of Social Value secured.

In reviewing the proposed policy, Members sought assurances as to how the Council would ensure that the policy would be adhered to where sub-contractors were involved. In response, it was explained that the CLES would analyse and review the supply chain and identify through the framework how much money would go through the local supply chain  

The Board welcomed the opportunity for young to develop skills and employment through the policy and framework. Following on, the Chief Executive confirmed that suppliers would need to demonstrate commitments to young people and the Council would need to see evidence against social value outcomes. To this end, suppliers would need to think creatively and provide assurance as to how they would bring forward  ...  view the full minutes text for item 76.

Cabinet Portfolio:                 Cleaner Greener Communities

Strategic Directorate:           Assistant Chief Executive

Consideration was given to a report submitted by the Assistant Chief Executive in respect of contracts for crisis support services which was due to be determined by the Cabinet at its meeting on 21 October 2019. The proposed recommendations for commissioning future crisis support services over the medium term three years from 2020/21 to 2022/23 with voluntary sector providers through the terms of the Rotherham Compact. The process would include an invitation to bid to be the lead organisation in the voluntary sector to engage partner organisations in a co-design with the Council, leading to award of grant(s) and service level agreements.

Members queried the where the funds expected for the £100,000 needed in the third year of the contract would be provided from given that budgets had not been agreed for that period. In response, it was explained that if there was a contractual commitment to provide this funding then it would be built into the budget setting process for the third year of the contract.

Resolved:-

1.    That Cabinet be advised that the recommendations be supported.

2.    That consideration be given to further pre-decision scrutiny of the future delivery arrangements by the Overview and Scrutiny Management Board prior to a future decision by Cabinet.

Cabinet Portfolio:                 Waste, Roads and Community Safety

Strategic Directorate:           Regeneration and Environment

Consideration was given to a report which was submitted by the Strategic Director of Regeneration and Environment and was due to be determined by the Cabinet at its meeting on 21 October 2019. The report detailed the findings of a public consultation carried out to seek views on key elements of a proposed House to House Collections Policy. Members noted that the Council had been keen to understand what levels of returns to charities the public expected when making donations, and in addition, the times at which collections might be considered to be reasonable. The proposed House to House Collections Policy reflected the findings of the consultation and was recommended for adoption.

Members welcomed the policy but expressed concerns about the cut off time being 1900 hours, which they felt was too late. Members also felt it was important to encourage licence holders to use recyclable plastic bags under the policy. In response, it was explained that the concern around the cut off time of 1900 was a valid point. It was further explained that the law did not allow the authority to enforce provisions regarding the use of recyclable plastic bags, but the policy could potentially be amended to expect collections to be done in a reasonable way.  

Resolved:-

1.    That Cabinet be advised that the recommendations be supported.

2.    That consideration be given to amending the policy to restrict collection times during Greenwich Mean Time to 1600 hours, whilst retaining the limit of 1900 hours during British Summer Time.

3.    That consideration be given to encouraging the use of recyclable collections bags, where practicable, through the House to House Collections Policy.

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

The Chair reported that there were no urgent items of business requiring the consideration of the Board at the meeting.

The next meeting of the Overview and Scrutiny Management Board will be held on Wednesday 13 November 2019 at 11.00 a.m. at Rotherham Town Hall.

Resolved:-

That the next meeting of the Overview and Scrutiny Management Board be held on Wednesday 13 November 2019 at 11.00 a.m. at Rotherham Town Hall.