Agenda item

Report from the Strategic Director of Finance and Customer Services.

Recommendations:

That Cabinet:

1.    Approve the works set out in section 1.7 in relation to:

(a)  The Black Hut;

(b)  Oaklea Retreat;

(c)  Clifton Learning Centre;

(d)  The Meeting Place (Wingfield); and

(e)  Artworks, Brook Hill

2.    Delegate authority to the Assistant Director for Property and Facilities Services in consultation with the Cabinet Member for Finance and Community Safety to amend the works as required within budget.

At the Chair’s invitation Councillor Alam, Cabinet Member for Corporate Services, Finance and Community Safety introduced the item explaining the facilities mentioned within the report supported a range of community activities which included but was not limited to, youth clubs, healthy eating clubs, community meetings, sports recreation and various adult learning centres. The Council set out to invest in several community buildings, initially over the next two years, though the investment of £600,000, which had been approved by Council. That investment would target the buildings with the greatest need, with a focus on health, safety, compliance, structure and integrity.

Officers from property and facility services, in collaboration with neighbourhood teams and community groups would define the scope of the work and ensure investment was aligned with sustainable occupancy and good governance. Other funding opportunities both internal and external will be sought to complement the existing funding.

The Assistant Director, Property and Facilities Services explained that the Black Hawk was located in Keppel Ward, Oakley Retreat was in Hoober, Clifton Learning Partnership was in Rotherham East, Meeting Place was in Greensborough, and the Artwork was in Keppel. This work was carried out in collaboration with the neighbourhood teams and community groups, with the aim of investing in these buildings. The focus was primarily on health and safety, as well as meeting some net zero requirements in terms of energy sustainability, to ensure these facilities remained sustainable for the communities that used them.

The Chair invited members of the Overview and Scrutiny Management Board (OSMB) to raise questions and queries on the points raised.

Councillor Yasseen no objection in principle to investing in community buildings to improve usability. However, it was felt that the report lacked sufficient information, particularly regarding the locations of the buildings and the selection process. Councillor Yasseen welcomed the Chair’s clarification on locations.

Councillor Yasseen queried why those specific buildings had been chosen for investment and not others, asking what criteria had been used to select them and how was equity being ensured across the borough in the selection process?

The Strategic Director for Finance and Customer Services explained the buildings were listed in the March budget report and selected based on health and safety needs, starting with the Black Hut, which had to be closed due to safety concerns.

The Assistant Director, Property and Facilities Services added that legacy condition surveys and input from neighbourhood teams were used to prioritise buildings. A new round of condition surveys is being commissioned to inform a long-term investment plan. Information on the criteria used to select the properties could be shared outside of the meeting.

Councillor Lelliott asked if all the buildings on the list were well-used or was the investment intended to increase their usage? The Assistant Director, Property and Facilities Services indicated it was for both reasons. Some buildings were underused due to disrepair, and fixing issues such as roof leaks would increase usage. The focus was on buildings with high demand and a potential for greater community use.

Councillor Brent asked if external works would be included at Oakley Retreat, as the exterior was uninviting? The Assistant Director, Property and Facilities Services acknowledged the importance of external improvements and said these would be considered in the next phase of condition surveys, following the resolution of major internal issues.

The Vice Chair queried if the Black Hut had always been in council ownership? The Assistant Director, Property and Facilities Services confirmed the Black Hut was council-owned and admitted past leases lacked sufficient oversight. New leases would include stronger compliance and audit mechanisms.

In a follow-up question the Vice Chair asked what assurances could be given that buildings would be properly maintained going forward? It was requested that members be informed of condition surveys findings within their ward and that they be involved in the long-term investment planning in community facilities within their ward. The Assistant Director, Property and Facilities Services agreed to share condition surveys with members and involve them in discussions about their ward buildings. The Chair supported that recommendation and confirmed it would be added.

Councillor Tinsley asked if all of the buildings were council-owned and leased to groups, querying about other similar buildings with long leases? The Assistant Director, Property and Facilities Services confirmed the building were council-owned and leased and went on to acknowledge the importance of supporting groups with long leases who provided valuable services.

In response to a question by Councillor McKiernan, the Assistant Director, Property and Facilities Services said the £600,000 budget was realistic based on the current knowledge however additional external funding for aspects such as energy efficiency would be sought to complement it.

The Chair asked how long the condition surveys would take? The Assistant Director, Property and Facilities Services noted it was a vast estate, indicating the initial round would take twelve months, starting at the end of September/early October, followed by a five-year rolling programme covering twenty percent of the building annually.

The Vice Chair sought clarification that the additional recommendation seeking assurance that ward members were informed of the condition survey findings within their ward and were consulted regarding investment planning in community facilities within their ward would be included.

Resolved: That the Overview and Scrutiny Management Board supported the recommendations that Cabinet:

1. Approve the works set out in section 2.4 in relation to:

(a)  The Black Hut;

(b)  Oaklea Retreat;

(c)  Clifton Learning Centre;

(d)  The Meeting Place (Wingfield); and

(e)  Artworks, Brook Hill

2. Delegate authority to the Assistant Director for Property and Facilities Services in consultation with the Cabinet Member for Finance and Community Safety to amend the works as required within budget.

3. That the Assistant Director for Property and Facilities Services, in consultation with the Cabinet Member, would ensure that ward members were informed of the condition survey findings within their ward and were consulted regarding investment planning in community facilities within their ward.
   
   

Additional Actions were that:

• Information on the criteria used to select the properties could be shared outside of the meeting.
• An asset register of all Council buildings, including the wards they were located in be produced immediately and circulated to all Members.
• An update report be provided in 12 months to include the updated condition survey results, where available.