A Question-and-Answer session with the Leader of the Council regarding matters within the scope of their portfolio.
Minutes:
The Chair invited members to ask questions of the Leader relating to matters within his portfolio. The Vice-Chair began and raised concerns about the financial impact on smaller parish councils of requirements relating to surveys of lighting columns, noting that some councils may struggle to meet their share of the costs despite the support being offered by the Council. Clarification was sought on whether further assistance could be provided to those councils with limited precepts. Questions were also raised regarding the consultation process, with concern expressed that a number of parish councils had been unaware of the issue. The member asked what lessons had been learned and what improvements could be made to future engagement to ensure parish councils felt informed, consulted and listened to.
The Leader acknowledged that communication about the requirement for lighting column surveys had been inadequate, affecting parish councils and other users. It was explained that the surveys were required to meet legal and insurance obligations and could not be avoided.
The Council had apologised for its communication approach and committed to improving engagement with parish councils. Support available included funding 75% of initial survey costs, joint procurement arrangements, reimbursement for independently arranged surveys, and flexibility to spread costs across budget years. A 50:50 cost-sharing arrangement was proposed for future survey cycles.
The need for formal agreements governing the use of lighting columns was also highlighted to address liability and insurance issues and ensure a consistent approach across all areas. The Council stated that it would continue working with parish councils to address challenges, particularly for smaller councils.
The Vice-Chair sought clarification on why the issue had not been identified and addressed earlier through Member oversight and briefing arrangements, noting concerns about the impact on parish councils and any associated reputational implications. Clarification was also sought on the factors that had contributed to the situation and the lessons learned.
The Leader advised that former Cabinet Members had received verbal briefings when the regulations were introduced. However, no current Cabinet Member had been aware of the requirement prior to the issue arising, and there had been no formal decision notice or published documentation highlighting the changes. It was explained that the situation had resulted from weaknesses in communication processes within the service and that Members had relied on the information provided to them.
Councillor Blackham noted that some lighting columns might fail structural testing and therefore be unable to support hanging baskets or similar displays, raising concerns about the potential impact on the appearance of local areas. It was suggested that discussions be held with parish councils on future replacement programmes, including consideration of prioritising columns in locations where such displays were an important feature, alongside ongoing inspection and testing arrangements.
The Chair noted that a scrutiny review group was already examining the issue and would develop recommendations, informed by officer advice.
The Leader advised that all options remained under consideration and that decisions would be better informed once the initial surveys had been completed and the results assessed. It was noted that both older and newer columns could be affected due to differing design characteristics. While the case for prioritising replacements in key display locations was acknowledged, no commitment could be made at that stage to replace all columns that might not meet future requirements.
The Chair also noted officer advice that the primary purpose of lighting columns was to provide street lighting and that they had not originally been designed to support hanging baskets or other attachments.
Councillor Tinsley BEM sought an update on the Street Safe team, noting recent operational changes, including revised working hours until 10.00pm. Clarification was requested on progress regarding the introduction of parking enforcement powers. The Leader advised that an update was not immediately available and indicated that a written response would be provided following consultation with the relevant service.
The Executive Director of Regeneration and Environment, Andrew Bramidge, advised that the anticipated parking enforcement powers were expected to be introduced later in the year, although confirmation of the implementation date had not yet been received from Government. The Chair noted that a scrutiny review relating to parking was also being undertaken.
Councillor Tinsley BEM raised concerns about the delivery of litter and parking enforcement services in outer borough areas, including Maltby, and sought assurance that staffing levels, service coverage and contractor performance were being monitored. The Leader advised that the current enforcement contract remained in place for a further two years and would be reviewed before renewal to ensure value for money. While an update on the contractor’s recruitment position was not available, the importance of effective litter and parking enforcement across the borough was acknowledged. It was noted that extending enforcement powers to Street Safe officers, subject to appropriate training and authorisation, could help strengthen service delivery, particularly in relation to parking offences.
Councillor Yasseen made observations regarding the agenda structure and suggested that future reports should clearly identify the portfolio holders responsibilities. Concern was raised that the Council remained at the “Developing” stage of the Local Government Association’s equality framework despite previous aspirations to progress further. It was argued that impact assessments accompanying major policy proposals often lacked sufficient understanding of the communities affected, creating a disconnect between policy development and local needs. Assurance was sought that achieving the next level within the equality framework would remain a priority during the current Council term through to 2028.
he Leader advised that progressing through the Local Government Association’s Equality Framework remained an aspiration. However, as the LGA no longer carried out external assessments, councils were now required to self-assess, meaning independent validation was no longer available. The Leader acknowledged the importance of improving the Council’s understanding of local communities, businesses and demographic trends, and noted ongoing work to strengthen the data and evidence used to inform decision-making. It was further recognised that, while some regulatory requirements would still need to be implemented, the Council remained committed to making decisions based on the best available information.
Councillor Tarmey acknowledged the legal and insurance requirements relating to lighting columns and hanging baskets and noted that, while some authorities had adopted similar measures, others had not. Clarification was sought on why the changes had been introduced at that time and why communication with affected parties had not been more effective. Concern was also expressed about public perception and the need for clear communication. The Leader advised that the requirement had been anticipated within the service for some time and had been introduced following legal advice. It was noted that similar approaches were increasingly being adopted elsewhere. The Leader acknowledged concerns regarding the way the changes had been communicated and the limited advance notice provided, emphasising the need to balance legal responsibilities with a proportionate approach to public safety. It was further recognised that earlier planning and engagement could have allowed parish councils more time to prepare and improved the overall implementation of the changes.
Councillor Yasseen congratulated the Leader on the recent appointment as South Yorkshire Deputy Mayor and sought clarification on whether the role could create any conflict of interest with duties as Leader of the Council. The Leader advised that the Deputy Mayor role involved deputising for the Mayor when required and did not change existing responsibilities as a member of the Mayoral Combined Authority Board. It was noted that the position did not attract additional remuneration and that no conflict of interest was considered to arise from holding both roles.
The Chair thanked the Leader for attending and responding to questions. Members were advised that a scrutiny review of the lighting column issue was currently underway, with parish councils having been surveyed as part of the process. It was noted that the review was focused on the health and safety and insurance implications relating to lighting columns and was expected to conclude by the end of July, after which its findings and recommendations would be reported through the Council’s scrutiny and decision-making processes.
Resolved that: the Overview and Scrutiny Management Board noted the responses provided during the Q&A session.