Agenda and minutes

To consider the minutes of the previous meeting of the Overview and Scrutiny Management Board held on 16 November 2022 and 1 December 2022 and to approve them as a true and correct record of the proceedings.

Resolved: - That the Minutes of the meeting of the Overview and Scrutiny Management Board held on 16 November 2022 and 1 December 2022 be approved as a true record.

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.

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 exempt items on the agenda.

To consider a report recommending an in-sourced delivery of customer facing sites and facilities, with these being supported by contracted haulage and disposal when the current Household Waste Recycling Centre contract expires in October 2023.

Cabinet Portfolio: Transport and Environment

Strategic Directorate: Regeneration and Environment

The Vice-Chair welcomed the Cabinet Member for Transport and Environment, The Strategic Director for Regeneration and Environment, Assistant Director, Community Safety and Sreetscene and the Head of Environmental Services to the meeting.

The report recommended an in-sourced delivery of customer facing sites and facilities, with these being supported by contracted haulage and disposal when the current Household Waste Recycling Centre (contract expires in October 2023.

Options considered include the contracting out of the services, alongside a range of internal delivery models. There were significant complexities attached to developing an in-house service in a highly regulated industry. However, there were also a range of potential benefits in terms of new services and more flexibility in delivering existing services, to meet the needs of residents and the Council. The report recommended an in-sourced delivery of customer facing sites and facilities, with these being supported by contracted haulage and disposal. The procurement of a delivery partner to provide the HWRC service for up to three years, whilst also supporting the Council to develop and implement its in-house delivery model was also recommended. The haulage and disposal aspects of the contract would continue to be provided by the market beyond the in-sourcing of the front-end of this service.

The Cabinet Member for Transport and Environment introduced the report. He outlined that current arrangements were to end in October 2023 and therefore, alternative arrangements were needed. It was proposed that the service followed a different operating model. It was stressed that it was a good performing area.

It was noted that Rotherham retained good relationships with Barnsley and Doncaster Councils. However, it was difficult to deliver Rotherham Council commitments such as the Real Living Wage, Social Value priorities and enhance re-use/ recycling targets in the current contractual arrangements.

Should the preferred option be approved, there would be a transition period of three years, with staff becoming directly employed by the Council at that stage. A contractor would retain onward movement of waste.

There had been some public engagement on service delivery and soft market testing had been undertaken to establish if the option was viable.

The Vice-Chair invited questions from the Board and a discussion on the following issues ensued:

Clarification was sought of the level of risk attached to bringing the service in-house and what mitigations were being put in place to manage these. It was outlined that there was a range of technical competences required but this was being addressed. It was also recognised that work was needed to support staff to acquire technical skills. It was noted that there was a level of operational and financial risk in the waste disposal market that needed to be understood.

The commitments to the to the real living wage and re-use processes were welcomed.  Clarification was sought if there was flexibility within contractual arrangements to stipulate that these could be delivered without taking on TUPE liabilities, training requirement and future pay awards. A view was expressed that the preferred option would cost more to the  ...  view the full minutes text for item 140.

To consider a report outlining the findings of the review of the Rothercard scheme and changes identified to deliver an improved Rothercard scheme.

Cabinet Portfolio: Social Inclusion

Strategic Directorate: Finance and Customer Services

The Vice-Chair welcomed the Cabinet Member for Social Inclusion, the Strategic Director for Finance and Customer Services and the Assistant Director for Customer, Information and Digital Services to the meeting.

The Rothercard scheme was launched as an anti-poverty initiative in 1993 to prioritise support for Rotherham people living on a low-income by offering a discount on a range of Council services, as well as discounts on goods and leisure activities from a small number of other organisations. The current scheme had not been developed or promoted for some time which was likely to mean that some of the people who could most benefit from the scheme, were missing out. A review of the Rothercard scheme by a cross party Rothercard Working group had been completed. The findings from the review were set out in Appendix 1. The purpose of this report was to set out the changes identified from the outcome of the review, which, once implemented, would deliver an improved Rothercard scheme.

The Cabinet Member introduced the report and outlined that the work undertaken to maximise the benefits for those residents eligible. He thanked members of the working group for their contribution to the review.

The Assistant Director noted that the scheme was originally introduced in 1993 and had not been reviewed in some time in line with technological developments or relevance of the range of offers. Applications for Rothercard were logged in 2017 to gain an understanding of what it was being used for. The report set out proposals to be implemented from April 1, 2023. It was intended that the working group would be reconvened on an annual basis to ensure that the scheme evolved and remained relevant for those who needed it.

The Vice-Chair invited questions from the Board and a discussion on the following issues ensued:

Clarification was sought about how the scheme would be publicised. A suggestion was made to add it to ward newsletters and publicise via school networks, social media pages, housing information etc. It was outlined that it would be targeted at residents in receipt of Council Tax support, including people receiving state pension. It was noted that further promotion was planned with under 21s.

It was noted that disabled people were often less physically active than non-disabled people and if scheme eligibility was extended, whether this may incentivise disabled people’s access to leisure facilities. Further consideration would be given to how the scheme could be expanded and what discounts were available. A piece of work was being undertaken with Children and Young People’s Service to look at gaps in provisions and how these could be addressed. It was suggested that consideration could be given to extending eligibility automatically to those in receipt of Education, Care and Health Plans (EHCPs) or other Council services.

Plans to engage local with businesses to offer discounts were welcomed. Details were sought of whether there were plans to undertake discussions with neighbouring authorities to expand provision. It was noted that this may take  ...  view the full minutes text for item 141.

To considered a presentation from the Strategic Director of Customer Services and Finance.

The Vice-Chair introduced the Strategic Director for Finance and Customer Services and Head of Finance to the meeting. The Chair had requested them to give a technical update in advance of the Committee’s consideration of the 2023/24 Council Tax and Budget proposals. A copy of the presentation had been circulated to Board Members.

The Strategic Director outlined that she had previously reported to Cabinet in November on planning assumptions and the impact that inflationary pressures, rising energy costs, the pay award and market volatility had had on the Council’s medium term financial planning. An £18m overspend was forecast at that point. Prior to this, it was assumed that the previously approved budget savings remained deliverable within the agreed profile. It was noted that through temporary savings and other measures, the forecast overspend had been reduced to £9.5m. Any overspend at year end would be funded from reserves. It was noted that most Councils were facing similar pressures.

In respect of the Government’s Autumn Statement, it was noted that the adult social care grant had increased. Funding earmarked for adult social care reform would be retained and made available for wider social care inflation and demand pressures. The council was also allowed to retain the estimated £3m Fair Cost of Care grant. The statement gave capacity to uplift Council Tax to 2.99% and the Adult Social Care Precept to 2%, creating a maximum increase of 5% for 2023/24 and 2024/25. The Household Support Fund would continue for a further year which would result in £4.9m for the Council.

Following the Provisional Financial Settlement, revisions had been made to the MTFS. The key headlines from the settlement were the New Homes Bonus had been extended for a further year, the Adult Care Grant was higher than anticipated and there had been an inflation increase in the Revenue Support Grant. Additional funding was also provided to adult services to support pressures within domiciliary care.

In order to balance remaining gap, the Council needed to consider savings, fees and charges, council tax and reserves. It was noted that there was a shortfall over the next three years between the Council’s expenditure and income. This equated to £6m shortfall each year

The Vice-Chair invited questions from the Board and a discussion on the following issues ensued.

Clarification was sought on the increased fees and charges if these were in line with the rate of inflation. It was outlined that this would be in the region of 10%. It was noted that the pay award had been determined nationally.

In preparing the MTFS, all assumptions were checked to ensure that they were reasonable. Adjustments would be made depending on circumstances. The current pressures could not be anticipated.

Clarification was sought about the nature of temporary savings and if any of these could be longer term. In response it was outlined that all options were being considered. An example was given that temporary savings may be made through delays to recruitment and on review a decision may  ...  view the full minutes text for item 142.

To consider the Board’s Work Programme.

The Board considered its Work Programme.

Resolved: - That the Work Programme be approved.

To receive updates from the Chairs of the Select Commission on work undertaken and planned for the future.

This item was deferred.

To review and identify items for pre-decision scrutiny from the Forward Plan of Key Decisions covering the period from 1 January 2023 to 31 March 2023.

The Board considered the Forward Plan of Key Decisions 1 January 2023 to 31 March 2023.

Resolved: - That the Forward Plan be noted.

To consider any issues referred for call-in from recent Cabinet meetings.

There were no call-in issues.

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

There were no urgent items.

The next meeting of the Overview and Scrutiny Management Board will be held on Wednesday 8 February 2023 at 10.00am at Rotherham Town Hall.

Resolved: - That the next meeting of the Overview and Scrutiny Management Board will be held at 10am on Wednesday 8 February 2023 at Rotherham Town Hall.