Agenda and draft minutes

To consider the minutes of the previous meeting of the Overview and Scrutiny Management Board held on 1 July 2026 and to approve them as a true and correct record of the proceedings and to be signed by the Chair.

Resolved: That the Minutes of the meeting of the Overview and Scrutiny Management Board held on 1 July 2026 be approved as a true record.

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

No 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.

No questions were received.

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

There were no reasons to exclude the press or public.

Report from the Executive Director of Corporate Services.

Recommendations

That Cabinet:

1.    Note the current General Fund Revenue Budget forecast overspend of £5.9m.

2.    Note the updated position of the Capital Programme.

3.    Approve the capital budget variations as detailed in Section 2.17 of the report.

At the Chair’s invitation, Councillor Alam OBE, the Cabinet Member for Finance and Community Safety reported that, as of July 2026, the forecast outturn position was an overspend of £5.9m, comprising Directorate overspends of £10.9m offset by a projected £5.0m underspend in Central Services.

The main pressures were within Social Care, driven by increasing demand, complexity of need and market costs, and within Regeneration and Environment, where the overspend had increased by £2.9m, due to Waste and Home-to-School Transport pressures. It was noted that wider economic conditions remained uncertain, with energy and fuel costs affected by conflict in the Middle East and inflation remaining at 24.6%. The Council was expected to implement mitigating actions and was anticipated to reduce the projected overspend during the financial year.

The Service Director, Financial Services, Rob Mahon advised that the key change in the financial monitoring position was an increase in the overspend within Regeneration and Environment Services, while the position within the Social Care Directorates had remained unchanged. The £2.9m increase in Regeneration and Environment was attributed to pressures in Home-to-School Transport and Waste Services. It was noted that a significant proportion of these pressures had been mitigated through Central Services, including additional benefits from the Treasury Management Strategy and lower-than-budgeted inflationary pressures on major contracts.

The Chair invited members of the Overview and Scrutiny Management Board (OSMB) to raise questions and queries. The Vice-Chair, Councillor Bacon raised concerns regarding the scale of forecast overspends across Children and Young People's Services, Adult Care, Housing and Public Health, and Regeneration and Environment, including whether the Council remained in control of its financial position. Clarification was sought on the recovery actions being implemented, accountability for delivering those actions, and the timescales for achieving a balanced budget position.

In response, the Service Director, Financial Services acknowledged that the forecast overspend remained a significant challenge. Social Care pressures were attributed to placement demand and market conditions. Actions to address the position included the in-house residential homes programme, the Children's Services step-down programme and Adult Social Care savings initiatives. It was also noted that Central Services savings, inflation contingencies, and treasury management benefits were helping to mitigate pressures while further recovery actions were being developed.

The Executive Director of Children and Young People's Services reported that Children’s Services continued to face significant placement pressures, particularly in residential provision. Progress was being made through the residential homes programme, recruitment activity, and placement reviews to ensure children were supported in the most appropriate settings. The forthcoming Families First programme was also expected to strengthen preventative support for families. It was noted that these measures were beginning to reduce the overspend, although improvement would take time to be fully realised.

The Vice-Chair raised concerns regarding the effectiveness of the waste collection strategy, including the reasons for the reliance on hire vehicles and whether delays in introducing greener replacement vehicles had contributed to the Regeneration and Environment overspend.

In response, the Chair noted that a further report would be presented on this  ...  view the full minutes text for item 35.

Report from the Director of Policy, Strategy and Engagement.

Recommendations:

That Cabinet:

1.    Receive the annual report, noting the social value commitments along with outcomes delivered. 

2.    Approve that the key priorities for 2026/27 are:

a.    Continuing to ensure social value commitments made within the procurement process are delivered through contracts.

b.    Championing democratic business models through employee ownership and 21st century social clubs.

c.     Continuing to build on opportunities to support residents into employment and strengthen access to good-quality jobs across the borough.

d.    Enabling more socially productive use of land and property.

e.    Following the changes proposed nationally, exploring how to maximise local benefits from investment. 

3.    Agree to delegate authority to the Director Policy, Strategy and Engagement, in consultation with the Leader of the Council, to extend the Social Value Policy approved by Cabinet in March 2024 to March 2029.

At the Chair’s invitation, Councillor Read, Leader of the Council, presented the annual Social Value Report. It was noted that the report had been aligned with the wider Community Wealth Building agenda. Social value commitments had increased by 30% and delivery by 50% since the previous report, generating £23 million of social value through local jobs, apprenticeships and increased spending within the local economy.

Support provided through procurement brokerage; the Go for Growth programme and partnership working was highlighted as helping local businesses and residents access economic opportunities. An update was also provided on employee ownership and co-operative development, including engagement with more than 30 businesses and support for eight social clubs.

RDASH's achievement of Real Living Wage accreditation was welcomed, alongside the continued contribution of partner organisations through the Rotherham Together Partnership. Priorities for further strengthening social value delivery were outlined, and reference was made to emerging national procurement reforms intended to improve accountability for suppliers' social value commitments.

The Director of Policy, Strategy and Engagement, Jane Maxwell welcomed the progress made through the Social Value programme and advised that work was underway to strengthen the Council’s approach to community wealth building. It was noted that internal arrangements would be reviewed to ensure the right services were engaged and that close working with procurement and contract management colleagues would continue to maximise social value opportunities. Emphasis was placed on both contractual measures and strong supplier relationships to support the delivery of positive outcomes for residents.

The Chair invited members of the Overview and Scrutiny Management Board (OSMB) to raise questions and queries, Councillor Blackham referred to recent Government changes that had reduced the tax advantages associated with employee ownership and asked whether these changes were affecting demand for the support provided, what impact was anticipated, and how the Council intended to respond.

The Leader advised that recent changes to tax incentives had led some businesses to question whether employee ownership remained as attractive as previously but stated that it was too early to assess the long-term impact on demand for support. It was noted that work had expanded into the 21st Century Social Clubs programme and that much of the employee ownership support focused on business owners approaching retirement, promoting employee ownership as a means of protecting the long-term values and continuity of businesses. It was confirmed that the tax changes had not altered the Council’s overall approach and that the wider effects would continue to be monitored.

Councillor Blackham asked when the current uncertainty surrounding employee ownership demand was expected to become clearer. Concern was raised that, if fewer businesses pursued employee ownership because of changes to tax incentives, the dedicated officer resource could become underutilised, and clarification was sought on whether alternative uses for that resource were being considered.

The Leader advised that there were no plans to redeploy the dedicated officer, as there remained ongoing work to support existing employee-owned businesses and those considering employee ownership. It was noted that the officer continued to play a  ...  view the full minutes text for item 36.

This report is presented for consideration and sets out the findings and recommendations of the OSMB/IPSC Scrutiny Review into attachments to lighting columns which was commissioned following a Notice of Motion approved by Full Council in April 2026.

Councillor Steele, as Chair of the review, introduced the report and thanked Members and officers for their contributions, with particular thanks to Sam Barstow, Service Director, Community Safety and Street Scene for supporting the review and providing the information needed to develop the recommendations.

The review had included engagement with Parish Councils through a questionnaire, which received a good response, and parish representation had been involved throughout the process to ensure local views were reflected.

In presenting the recommendations, the Chair highlighted the importance of maintaining a collaborative approach with Parish Councils while ensuring compliance with the Council's policy and health and safety requirements. It was noted that where installations had been made without agreement, the Council would require them to be removed.

In conclusion, the Chair emphasised that the Council's policy should be applied consistently and made it clear that lighting columns served as an important health and safety function for the people of Rotherham.

Councillor Tarmey welcomed the review and its recommendations as a positive starting point. Concerns were raised about whether future lighting column testing frequencies could be informed by inspection findings if defect rates remained lower than anticipated.

Reference was made to the proposed guidance for Parish Councils, with a suggestion that greater clarity be provided on permitted attachments and when additional testing or approvals would be required. Consideration was also suggested for blanket approvals for simple, low-risk installations.

Councillor Tarmey further suggested that lessons could be learned from how Council policies were communicated to Parish Councils and the public. While acknowledging that the policy was based on legal requirements and best practice, it was noted that future policies could benefit from greater consideration of public perception and clearer communication.

The Chair emphasised the importance of maintaining clear communication with parish councils and keeping them informed of matters affecting them wherever possible, recognising the value of a strong two-way working relationship.

It was noted that lighting columns were subject to a three-year testing regime and that their condition deteriorated over time. The Chair stressed that the primary purpose of lighting columns was to provide illumination and maintain public safety.

Alternative options for displaying banners and other items were highlighted as part of the review. Councillor Steele thanked Members for their involvement, noting that although there had been differing views and extensive discussion, consensus had ultimately been reached on the recommendations.

The Vice-Chair, Councillor Bacon welcomed the review and raised concerns about communication failures, questioning whether the relevant Cabinet Member had been aware of the issue and why it had not been addressed sooner.

The Chair responded that the review had focused on communication issues rather than individual accountability. It was explained that the matter arose from legislative changes affecting lighting column testing requirements. The review had considered policies from neighbouring authorities, and the Chair acknowledged that communication with parish councils could have been improved, highlighting the importance of ongoing liaison arrangements.

The Chair outlined the next steps in the process, explaining that the review report would  ...  view the full minutes text for item 37.

This report is presented for consideration and sets out the recommendations that the Rotherham Women’s Health Network be appointed as a Non-voting Co-optee to the Health Select Commission.

At the Chair’s invitation, Councillor Keenan, Chair of the Health Select Commission (HSC) introduced the report, which was seeking approval to appoint a representative from the Rotherham Women’s Health Network as a non-voting co-optee to the Commission.

It was noted that the proposal arose from the Rotherham Women’s Health Network’s contribution to the Commission’s scrutiny work on access to contraception, menopause services and wider women's health issues. The Network had provided valuable evidence on health inequalities, access to services and the experiences of women within the health system in Rotherham

It was noted that the aims of the Rotherham Women’s Health Network aligned closely with the remit of the Commission and the Council’s priorities. The proposed non-voting co-optee role would provide ongoing access to specialist knowledge, lived experience and independent challenge on matters affecting women’s health.

Alternative engagement arrangements had been considered, but a non-voting co-optee role was identified as the most effective and transparent approach. It was noted that the appointment would enable the Rotherham Women’s Health Network to contribute to discussions on relevant issues as required and would strengthen scrutiny of women’s health services and outcomes across the borough.

The proposal had been unanimously supported by the at the HSC meeting on 23 July 2026, and approval of the recommendations set out in the report was recommended to the Board.

Resolved That: The Overview and Scrutiny Management Board:

1.    Approved the appointment of a non-voting Co-optee from the Rotherham Women’s Health Network (RWHN) to the Health Select Commission’s membership.

2.    Approved that the RWHN non-voting Co-optee seat on the Health Select Commission shall remain in place until such time as it is deemed no longer necessary or appropriate by the Commission.

To consider the Board’s Work Programme and any updates provided including:

·       OSMB Scrutiny Review - The Council's Consultation Process initial briefing paper

·       OSMB Scrutiny Review - Protecting Children, Supporting Honest Businesses and Cracking Down on Illicit Vapes, Tobacco and Underage Sales initial briefing paper

The Chair invited the Governance Manager to introduce the Board’s work programme, which included a proposed review of the Council’s consultation processes. It was noted that Members had agreed at a prioritisation meeting that this topic should be included in the scrutiny work programme. The proposed scope of the review was outlined, including consideration of how consultations were planned, managed and governed, the use of consultation tools and guidance, and quality assurance arrangements.

It was noted that the review would examine how consultations were made accessible and inclusive, particularly for underrepresented groups, and how feedback was analysed, communicated and used to inform future decision-making. Councillor Steele was proposed as Chair of the review group, and all Scrutiny Commission Members would be invited to participate. The proposed scope was agreed.

The Governance Manager introduced a proposed joint scrutiny review titled “Protecting Children, Supporting Honest Businesses and Cracking Down on Illicit Vapes, Tobacco and Underage Sales”. It was noted that the review had arisen from a Notice of Motion approved by Council on 15 July 2026 concerning the sale of illicit tobacco, counterfeit cigarettes, illegal vaping products and underage sales. Concerns had been raised regarding the increasing availability of such products within local communities and the impact on residents, legitimate businesses and public safety.

The proposed scope of the review, which reflected the terms of the approved motion, was outlined. It was noted that the review would be undertaken jointly by Members of OSMB, the Health Select Commission and the Improving Lives Select Commission. Given the joint nature of the review, Councillor Bacon was proposed as Chair, and a minimum of two Members from each of the three commissions would be invited to participate. The proposed scope was agreed.

The Governance Manager provided an update on the Notice of Motion titled “Stop Polluting Our Rivers and Hiking Our Bills”, which had been approved by Council on 15 July 2026. It was noted that the motion requested OSMB to invite representatives from Yorkshire Water and Severn Trent to attend a special meeting to answer questions from councillors and members of the public regarding infrastructure improvements and the reduction of sewerage discharges in Rotherham. Members were advised that invitations had been issued to both organisations, outlining the motion and requesting their availability for a future meeting.

The Chair advised that the format of the meeting had also been discussed. It was proposed that all elected Members would be invited to submit questions in advance to help shape the discussion and support the development of clear recommendations. The meeting would be open to all Members, including Cabinet Members, although responsibility for any recommendations arising from the meeting would remain with OSMB. The proposed approach was supported by members of OSMB.

An update was provided on the Children’s Takeover Challenge, noting that while the event had been scheduled for 7 October 2026, preparatory work with the Youth Cabinet on lines of enquiry and potential recommendations was still ongoing. To ensure participants were able to gain maximum  ...  view the full minutes text for item 39.

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

• Health Select Commission
• Improving Lives Select Commission
• Improving Places Select Commission

Update from Health Select Commission:

Councillor Keenan provided an update from the Health Select Commission and advised that scoping had been completed on 26 September and highlighted that two significant topics would be progressing through the Health Select Committee. Councillor Keenan thanked the Members involved in the scoping work and Kerry Grinsill-Clinton, Governance Advisor for their tireless efforts and support.

Update from Improving Lives Select Commission:

Councillor Monk noted that there was little to add to the report. The most recent session had focused on the devolution reform proposals, which had been submitted and were awaiting a decision. As the matter was not yet in the public domain, part of the discussion had been held in private session. This provided Members with an opportunity to ask a wide range of questions and receive assurances.

Update from Improving Places Select Commission:

Councillor McKiernan noted that the timing of meetings had created some overlap, as IPSC had met the previous week but too late for updates to be included in the current report. As a result, two meetings had taken place since the report was prepared. IPSC had considered the Local Growth Plan at one meeting, with the remaining elements due to be considered at a future meeting following a delay to the timetable. Councillor McKiernan also advised that the School Road Safety Review had been approved by IPSC and would be submitted to OSMB at a future meeting.

The Chair reminded Members that the Overview and Scrutiny Annual Report would be presented to Full Council the following day. Chairs were encouraged to contribute to the debate and provide any additional context or updates relating to their respective commissions.

To review and identify items for pre-decision scrutiny from the Forward Plan of Key Decisions.

Link to: Browse plans - Forward Plan of Key Decisions, 2025 - Rotherham Council

The Governance Manager highlighted items on the Cabinet Forward Plan for October that may require scrutiny’s consideration, including the draft Street Trading Policy and Community Governance Review recommendations for consultation.

It was noted that the Children and Young People Strategy had already been considered by the Improving Lives Select Commission, which had provided feedback to inform the final version before submission to Cabinet. The engagement session had been well received by both Members and young people, with positive feedback received on the constructive and supportive approach taken.

Members were also advised that an update on the replacement of refuse vehicles and on-street litter bin collections was scheduled for the October meeting.

The following Cabinet items expected to Cabinet in October were noted:

• Adult Care, Housing and Public Health: Extra Care Housing Model; Future Delivery of Tenant Engagement; Homelessness Prevention Grant Commissioned Services; and Place Expansion Grant Delivery Arrangements.
• Children and Young People's Services: Children and Young People Strategy.
• Corporate Services: Community Governance Review Recommendations for Consultation and Property Transactions.
• Regeneration and Environment: Draft Street Trading Policy and Local Plan.
• Non-Key Decisions: Business Rates Relief Applications.

It was further noted that the OSMB’s review of street lighting columns was expected to be considered by Cabinet.

Councillor Jamie Baggaley sought clarification on the Community Governance Review item scheduled for Cabinet in October and asked how it differed from the review already considered by OSMB. Philip Horsfield, Service Director - Legal Services and Monitoring Officer, explained that the report would present refined proposals arising from the initial consultation and seek Cabinet approval to undertake a further consultation on those specific proposals. In response to a question about the number of consultation stages involved, the Monitoring Officer advised that this was intended to be the final consultation exercise before the responses were considered and final recommendations were submitted to Cabinet and Full Council for approval.

The Chair suggested that the consultation process be allowed to conclude before any further scrutiny consideration was undertaken, if required.

Councillor Cameron McKiernan sought clarification on the Local Plan item listed on the Forward Plan. Andrew Bramidge, Executive Director of Regeneration and Environment explained that, in line with the timetable previously approved, a report would be submitted to Cabinet seeking approval to notify the Ministry of Housing, Communities and Local Government of the Council's intention to formally commence preparation of a new Local Plan.

The Chair asked whether Councillor McKiernan wished the matter to be considered by scrutiny before its submission to Cabinet. Councillor McKiernan indicated that this was not necessary.

Resolved: That the Overview and Scrutiny Management Board agreed that the following items would be added to the October agenda as part of OSMB’s pre-decision scrutiny work:

·       Draft Street Trading Policy – Pre-decision scrutiny

·       Replacement of refuse vehicles

·       Public on street bin collections

As part of their role the Chair and Vice Chair of OSMB are appointed to the South Yorkshire Mayoral Combined Authority (MCA) Overview and Scrutiny Committee. The Chair of OSMB is the Vice Chair on this committee.  

This committee holds the MCA to account and ensure that all aspects of the decision-making process are transparent, inclusive and fair.   The Committee are responsible for checking that the MCA is delivering its objectives and that the decisions made in policies, strategies and plans have been made in the best interests of the residents and workers of South Yorkshire.

The published agenda packs and minutes can be accessed via: South Yorkshire MCA.

Members who have comments and queries regarding any item on any agenda should refer this to the Chair of OSMB and the Governance Manager at the earliest opportunity to ensure they’re reflected in debate during the relevant public meeting.

The Chair advised that there were no updates and the South Yorkshire Mayoral Combined Authority Overview and Scrutiny Committee was meeting on 8 September 2027.

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.

The Chair reported an item of urgent business concerning changes to the membership of the Planning Board arising from the Town and Country Planning (Size and Composition of Planning Committees) (England) Regulations 2026, which were due to come into force on 31 October 2026. Members were advised that the Council was required to amend its constitutional arrangements and recalculate committee memberships to reflect the new requirements.

It was noted that, because of the revised political balance calculations, the Labour Group's representation on the Planning Board would reduce from 13 to 12 seats, the Conservative Group's representation would reduce from three to two seats, and the number of non-aligned members would increase from one to two seats. Membership allocations on other committees would remain unchanged.

In response to a question regarding the reason for the changes affecting the Planning Board, it was explained that these arose from the application of political balance requirements and the committee structure prescribed by the new regulations. It was further noted that a report on the changes was due to be considered by Full Council.

The Chair noted that there was no further urgent business and thanked Members for their attendance before closing the meeting.