Agenda and minutes

To consider the minutes of the previous meeting of the Overview and Scrutiny Management Board and 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 June 2021 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 items that required the exclusion of public or press.

Cabinet Portfolio: - Corporate Services, Community Safety and Finance

Strategic Director: - Finance and Customer Services

Consideration was given to a report that was submitted for pre-decision scrutiny ahead of the Cabinet meeting scheduled for 19 July 2021 that detailed the Council’s Financial Outturn for 2020/21. The Leader of the Council, the Assistant Director - Financial Services and the Head of Corporate Finance attended the meeting to present the report.

The report detailed the final revenue and capital outturn position for 2020/21 and also provided information on the Council’s reserve balances as at the end of the financial year.

The report stated that the Council had had a final underspend against its approved budget of £6.1m, following mitigating actions taken to manage the significant financial impacts of Covid-19. The report also noted the late receipt of £2m of Government support towards the ongoing costs associated with Operation Stovewood. It was noted that significant uncertainty remained around the financial consequences of the pandemic, potential restrictions, further in-year pressures on the Council’s budget and on future Government funding support. As such a prudent use of the underspend was being proposed in order to address these ongoing risks during the financial years 2021/22 and 2022/23.

A summary of the outturn position for each directorate was also included in the report along with an accompanying narrative on any budget varaiances. The report also provided information on the Housing Revenue Account (HRA) and the Council’s Capital Programme.

In introducing the report, the Leader noted the significant financial impact of the pandemic on the Council in many areas such as increased spending on PPE, increased costs related to waste disposal as people spent more time at home, the reduction in income to the Council and how activity focussed on the pandemic had delayed the delivery of previously agreed savings. The Leader also noted that while the pandemic had been financially challenging for the Council that due to strong budget management before and during the pandemic that the Council was in a relatively strong financial situation.

Members sought assurance regarding the underspend on the activity linked to the HRA. The Leader assured members that the work that had been delayed due to the pandemic that had created the underspend was being reprofiled and that all planned spending from the HRA would be delivered.

Members asked for further information on the apparently large figures in the outturn position of the Central Services budget. The Leader advised that Central Services was used as a budget area for the processing and recording of many things including corporate charges and Government grants, and as such the reported figures for this budget area would appear to be a large figure.

Members asked whether the Council’s response to the pandemic had highlighted any opportunities regarding how services were delivered that could enable future savings to be made. The Leader noted that the decision to redeploy staff during the pandemic had been an effective use of resources and advised that learning from the pandemic on how services could most effectively be delivered would be highlighted by individual services as part  ...  view the full minutes text for item 19.

Cabinet Portfolio: - Corporate Services, Community Safety and Finance

Strategic Director: - Finance and Customer Services

Consideration was given to a report that was submitted for pre-decision scrutiny ahead of the Cabinet meeting scheduled for 19 July 2021 that detailed the Council’s financial position as at the end of May 2021 based on actual cost and income figures for the first two months of 2021/22. It was noted that the report was the first of a series of financial monitoring reports for the current financial year. The Cabinet Member for Corporate Services, Community Safety and Finance, the Assistant Director - Financial Services and the Head of Corporate Finance attended the meeting to present the report.

The report stated that as of May 2021 the Council was expecting to deliver the overall outturn within budget for the financial year 2021/22. It was noted that while the Directorates had a current forecast year end overspend of £5.9m on General Fund expenditure that this should be mitigated by the Government’s provision of COVID-19 emergency support grants and Sales, Fees and Charges Income Compensation.

The report provided a detailed narrative for the budget position of each directorate. The report also provided information on the delivery of previously agreed savings, the position of the Housing Revenue Account, the Covid-19 Local Support Scheme, and the delivery of the Capital Programme.

Members sought further assurance regarding activity around the delivery of previously agreed savings. The Cabinet Member for Corporate Services, Community Safety and Finance assured members that activity was continuing to be conducted across directorates to monitor the activity around, and to ensure the delivery of the required savings.

Members asked for further information on the reduction in the amount spent on older people’s placements. The Cabinet Member advised that the reduction had been due to fewer older people going into care homes and more older people being supported to stay in their own homes for longer.

Members asked for further information on the projected £0.8million overspend that was currently being projected with relation to Central Services. The Assistant Director - Financial Services noted that this figure was currently being projected due to uncertainties around the delivery of some of the required savings identified being delivered in the current financial year. The Assistant Director advised however that this overspend would most likely be mitigated by increased savings linked to Treasury Management activity that had not yet been factored into the projections.

Members asked how confident officers were on the assumptions that had been used in the current financial projections. The Assistant Director advised that the assumptions that had been used were based on officer’s best professional judgment on the current available information, and that as the year went on the projections would be firmed up as more confirmed figures and financial information became available.

Members asked for further information surrounding the upgrade, reopening and use of neighbourhood centres. The Leader, who was in attendance at the meeting advised that neighbourhood centres would be reopening imminently and assured members that the financial forecasts had factored in their temporary closure and the corresponding adjustment of  ...  view the full minutes text for item 20.

Cabinet Portfolio: - Jobs and the Local Economy

Strategic Directorate: - Regeneration and Environment

Consideration was given to a report that was submitted for pre-decision scrutiny ahead of the Cabinet meeting scheduled for 19 July 2021 that sought approval for the adoption of the draft Heritage at Risk Strategy and Heritage at Risk Register. The Strategic Director - Regeneration and Environment and the Planning Policy Manager attended the meeting to present the report.

In introducing the report the Strategic Director - Regeneration and Environment noted that the Heritage at Risk Strategy set out the actions that the Council would take to reduce the number of heritage assets at risk and to achieve the repair and restoration of assets that would otherwise be lost. The report stated that wherever possible the Council would work with the owners of heritage assets; however, the strategy also identified actions which could be taken where this could not be achieved.

The Strategic Director noted that the Heritage at Risk Register, that identified assets that were at risk of further deterioration and loss, would be kept updated and formed the basis for identifying and prioritising where actions and resources for the protection of heritage assets should be targeted. The Strategic Director noted the consultation that had been carried out in the preparation of the documents and advised that following Cabinet approval there would be a further six-week consultation period with key partners and stakeholders.

The Planning Policy Manager noted that proposed strategy and risk register would play an important role in the protection of the Borough’s heritage assets, and as such their production, that had been an aspiration for some time was a good news story for the Borough. The Planning Policy Manager advised that there was national register of heritage assets that was managed by Historic England but noted that that register only listed Grade 1 and Grade 1* assets, whereas the proposed Heritage at Risk Register was far more comprehensive in its coverage.

Members asked for further information on the selection criteria that had been used and whether the register would be a “living” document that could have further assets added at a later date. The Planning Policy Manager provided details on the selection criteria that had been used, noting that the criteria had been set by Historic England. The Planning Policy Manager confirmed further sites could be added to the register in future if they met the selection criteria. It was also noted that the “risk” status of assets would be updated as the individual situation regarding each site changed over time.

Members welcomed as a positive development in the protection of the Borough’s heritage that the draft Heritage at Risk Strategy and Heritage at Risk Register would provide. Members noted the scope and limitations of what could be included on the Heritage at Risk Register and asked what if there were any further plans to recognise and protect a wider range of heritage assets, in particular those assets of importance to BAME communities and their heritage. The Planning Policy Manager advised that work was in progress  ...  view the full minutes text for item 21.

To consider the Board’s Work Programme.

The Board considered its Work Programme.

Resolved: - That the Work Programme be approved.

To review and identify items for pre-decision scrutiny from the Forward Plan of Key Decisions covering the period 1 July to 30 September 2021.

The Board considered the Forward Plan of Key Decisions 1 July – 31 September 2021.

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 of business.

The next meeting of the Overview and Scrutiny Management Board will be held on Wednesday 28 July at 11am at Rotherham Town Hall.

Resolved: - That the next meeting of the Overview and Scrutiny Management Board will be held at 11am on Wednesday 28 July 2021 at Rotherham Town Hall.