Agenda and minutes

To consider the minutes of the previous meeting of the Overview and Scrutiny Management Board held on 6 July 2022 and 14 September 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 6 July 2022 and 14 September 2022 be approved as a true record.

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

The following declarations of interest were made:

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 press or public.

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 two items containing exempt information.

In relation to Minute 90, Forge Island Delivery Arrangements, the Chair advised that as Members had indicated that they wished to ask questions relating to the exempt item, it was her intention to take questions relating to open information first and then go into private session for the remainder of the discussion.  

In relation to Minute 91, Fostering Fees and Allowances 2022, the Chair advised that unless Members indicated otherwise and intended to speak to the exempt information, that the meeting should remain open to the public and press.

To consider a report which proposes a new service model regarding ‘day opportunities for people with high support needs’.

Portfolio Holder – Cabinet Member for Adult Social Care and Health

Strategic Directorate:  Adult Care, Housing and Public Health

The Chair welcomed the Cabinet Member for Adult Social Care and Health, the Strategic Director for Adult Social Care, Housing and Public Health and the Head of Service – Provider Services to the meeting.

The Cabinet Member for Adult Social Care and Health introduced the report, which set out a proposal to introduce a new service model for day opportunities for people with high support needs. The council had committed £2.1 million in capital funding to ensure the best facilities were provided. The proposed provision followed the principles laid out in the learning disability transformation programme which was agreed in 2018.

The report highlighted that those facilities in current use were either reaching the end of lease or were not suitable or fully accessible. It was therefore necessary to look at alternatives sites that would future proof service delivery, offered flexible provision and personalised person-centred support.

The Head of Service – Provider Services gave an overview of the 90-day consultation process and supporting communications. The consultation included an online questionnaire, a series of formal public meetings with carers, relatives and people with learning disabilities, drop-in sessions and home visits.  Individual letters were sent to those attending current day services and their carers and relatives. Meetings were also held with staff to ensure that they had a clear understanding of the proposed changes in order that conversations could be had with service users or carers. In addition, contact was made with over 50 social enterprises, network organisation or forums across the Borough to outline the proposals and seek feedback.

Of the options outlined in the consultation, Option 1 proposed that the service should operate from one large centrally located purpose-built facility, complimented by community outreach support across the Borough to support access to local communities. Option 2 proposed that the service should operate from two new build bases geographically split across the Borough. A further third option, proposing that there should be community-based service operating on an outreach basis without a building-based presence was discounted as this would not be suitable for service users with complex needs.

The consultation feedback was equally supportive of both Option 1 and 2, with no clear consensus emerging about a preferred service model. However, in assessing the suitability of site options to deliver either model, consideration was given to various factors including location and alignment with cohort mapping; community connections; size of the site, flexibility and availability of outdoor space; accessibility and transport links. On this basis, a recommendation was made to support Option 1 with Warden Street, Canklow identified as the preferred site option.

The current service facilities would be decommissioned once the new service was ready to open. Each service user would have an assessment at the point of transition to ensure that their needs were being appropriately met.

The Chair opened the discussion to Board Members. Clarification was sought on how the service would change for users under the new model. It was noted that service users would still be able to  ...  view the full minutes text for item 89.

To consider a report which sets out a recommended delivery approach to allow the Forge Island scheme to progress to the construction phase.

Portfolio Holder: Cabinet Member for Jobs and the Local Economy

Strategic Directorate: Regeneration and the Environment.

The Chair welcomed the Cabinet Member for Jobs and the Local Economy, the Strategic Director for Regeneration and Environment, the Strategic Director for Finance and Customer Services and the Assistant Director of Legal Services.

The Cabinet Member introduced the report and asked that consideration be given to a recommended delivery approach to allow the Forge Island scheme to progress to the construction phase. The approach involved the Council acting as funder for the scheme and contracting with Muse Development Ltd to facilitate delivery. It was noted that the Forge Island development was a key part of the Town Centre Masterplan to act as a catalyst for future public and private investment into the town centre

The matter had been considered by Council on 5 October 2022 and Council had agreed to give Cabinet the option to act as funder of the whole development and approve the necessary increase in the Council’s Capital programme to allow for this.

Full details of the analysis and financial modelling of all options had been presented to the Board in Exempt Appendix 1.

The Chair invited Board Members to ask questions on the items in the open part of the agenda.

Clarification was sought on the parking strategy and the financial viability of proposals. It was noted that any response to this question related to financial modelling as outlined in Exempt Appendix 1 and therefore would not be given at that point.

It was noted that it was anticipated that the main work on the development would commence in November 2022. Details were asked if this was on schedule. Assurance was given that this was on track, with an expected completion date of spring 2024.

As Board Members indicated that they wished to question the details outlined in Exempt Appendix 1, the Chair announced that members of the press and public should be excluded from the meetings and proceedings should take place in closed session.

The following issues were raised during the discussion taken in closed session:

·       Assurance that a robust treasury management system was in place;

·       That the Town Centre Masterplan remained unchanged;

·       Volatility of current financial markets and risk mitigation;

·       Income generation and parking;

·       Impact of delay on the scheme’s viability;

·       Value for money.

The Chair reconvened the meeting in open session. A request was made that the refreshed parking strategy be presented to scrutiny for consideration.

Resolved:

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

To consider a report seeking approval to revise and increase the ‘offer’ for Foster Carers regarding the fees and allowances that they receive.

Portfolio Holder: Cabinet Member for Children and Young People

Strategic Directorate: Children and Young People’s Services

The Chair welcomed the Cabinet Member for Children and Young People and the Assistant Director of Children’s Social Care to the meeting.

The Cabinet Member for Children and Young people introduced the report and outlined proposals to improve the care experience for children in Rotherham by ensuring that, wherever possible, they were looked after in a foster family environment. In order to retain and recruit foster carers, Children and Young People’s Services sought approval to revise and increase its offers for foster carers regarding the fees and allowances that they received. The Cabinet Member outlined that foster carers fees and allowances had not been reviewed for some time.

It was noted that at the end of May 2022, Rotherham had 542 children in care. Of these 79% were placed in family-based setting, however more children were placed with foster families via an independent fostering agency (IFA) than with in-house foster carers. It was reported that Rotherham had a shortage of all foster placements but particularly placements for children requiring enhanced care, adolescents and larger sibling groups. This resulted in too many children and young people placed out of the Borough or in residential placements because local capacity was insufficient.

A review was undertaken in May 2022 which included a regional benchmarking exercise and consultation with other local authorities within the Yorkshire region. The benchmarking activity highlighted when compared to an IFA or other local authorities, the RMBC offer was less competitive in relation to payments linked to mileage, third and subsequent placements and enhanced fees when supporting children with more complex needs.

The Assistant Director of Children’s Social Care outlined that it was anticipated that by implementing the proposals, it would support the retention and increase the placement capacity of current foster carers. In particular this would support RMBC to grow carers who were willing to care for the Borough's most complex young people. In addition, the improved renumeration and fostering offer would attract and incentivise new foster carers to join the Council’s fostering service to provide care for a broader spectrum of children with more complex needs.

A full rationale for the changes to the fees and allowances requested was included in the report, along with details of the financial implications. It was noted that the annual unit cost of an in-house placement was £19.2k compared with £45.6k for an IFA placement. It was therefore imperative that RMBC increased the number of children with in-house foster carers and reduced the numbers in independent fostering arrangements While the report identified increases in payments and allowances, the overall expectation was an invest-to-save model, with savings achieved as reliance on IFA placements fell.

The Chair opened the discussion to Board Members. The proposals and the additional investment were welcomed. Assurance was sought if the training and support package currently on offer to in-house carers would still be in place. It was confirmed that this was the case. It was noted that some independent foster carers were returning to in-house provision because of  ...  view the full minutes text for item 91.

To consider the findings and recommendations from Improving Places Select Commission and Improving Lives Select Commission’s scrutiny of the Cultural Strategy.

The Chair of Improving Lives Select Commission introduced the report which detailed the outcomes of a joint spotlight review of aspects of the Cultural Strategy undertaken by Improving Places and Improving Lives Select Commissions. The work was undertaken out of concern about the impact of isolation resulting from the pandemic and pressures on family income.  The purpose of the review was to obtain assurances that the service was responsive to changing needs of communities and to ensure inclusive access to cultural activities in the Borough and children had safe and fun things to do. Evidence was gathered from the Cabinet Member for Social Inclusion, officers and community members.

Thanks was extended to all who had contributed to the review.

Resolved:

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

a)    That the range of available activities tailored for young residents of the Borough be prioritised for expansion.

b)    That consideration be given to how best to expand access, especially for young people, to recreational swimming in the Borough, whilst protecting against hazards.

c)    That the service liaise with CYPS to develop a system to help young carers more easily access opportunities for leisure and culture-related respite.

d)    With a view to expanding access, that consideration be given to hosting cultural events at alternating and varied locations and venues throughout the Borough where appropriate.

To consider the findings and recommendations from Improving Places Select Commission’s scrutiny of Markets Engagement and Recovery.

In the absence of the Chair and Vice-Chair of Improving Places Select Commission, the Governance Advisor introduced the findings and recommendations of the spotlight review of Markets engagement and recovery.

Evidence was gathered using a site visit in which Members, officers and market industry experts toured the Town Centre Markets areas, followed by an in-person presentation and question and answer session with officers and with expert advisors from National Association of British Market Authorities (NABMA) and National Market Traders Federation (NMTF).

The previous overview of markets in Rotherham took place when the building opened in 1971, when the current regulations became active. These guidelines have served well over the decades, but it was agreed that a review of the regualtions take place so that they could be updated for current circumstances.

It was noted that the Cabinet Member for Jobs and the Local Economy and officers were fully briefed on the recommendations and progress was being made on their implementation. The report was to be submitted to Cabinet in order that a formal response was received.

On behalf of the Chair of IPSC, the Governance Advisor extended thanks to all those who participated in the review.

Clarification was sought if local expertise was sought (for example stall holders on the Thursday Bazaar which had revived market use on a day which had previously had low usage).  It was outlined that the review recognised the importance of capturing the learning from new initiatives and feedback from existing and prospective stall holders and this was reflected its recommendations.

A question was posed if there was clarity about the aims of the market strategy and if this would address decline. It was noted that a neighbouring borough had invested in a new market development which was not running at full capacity.  A concern was expressed that the town centre market development should be consolidated to ensure that it was viable. In response, the Cabinet Member for Jobs and the Local Economy stressed the importance of the markets to the local economy and noted that footfall was increasing following the pandemic. She welcomed the review and its findings and any future scrutiny of market developments.

Resolved:

1.    That a review of the Council’s Rules and Regulations in respect of Markets be added to the IPSC work programme.

2.    That face-to-face consultations and clear communication be prioritised in all interactions with vendors and traders.

3.    That the service avail the case studies and resources available in the libraries of NABMA and NMTF to inform the strategic refresh of Rotherham markets.

4.    That the service re-evaluate the support offer for new vendors, in consultation with the NABMA and NMTF.

5.    With a view to retaining traders during redevelopment of the markets building, that consideration be given to mitigating any safety risk to traders as well as risk of traders discontinuing trading. 

6.    That any re-design of markets spaces give consideration to usability and aesthetics, availing market research to optimise spaces for  ...  view the full minutes text for item 93.

To consider the Board’s Work Programme.

This item was deferred to the next meeting.

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

This item was deferred to the next meeting.

Information was shared that Improving Lives Select Commission was working with the Local Government Association to pilot “Effective Scrutiny of Children’s Service”. The next session was to take place on 25 October 2022.

To review and identify items for pre-decision scrutiny from the Forward Plan of Key Decisions covering the period from 1 October 2022 to 31 December 2022

This item was deferred.

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 Wednesday16 November 2022 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 16 November 2022 at Rotherham Town Hall.