Agenda item

Cabinet Portfolio:-              The Leader

Strategic Directorate:-        Chief Executive

Consideration was given to a report that was submitted for pre-decision scrutiny ahead of the Cabinet meeting scheduled for 21 September 2020 in respect of the Council’s Year Ahead Plan.

The Leader, the Chief Executive and the Head of Policy, Performance and Improvement attended the meeting to present the report.

The Leader noted that the Council’s Year Ahead Plan had been designed to set out how the council planned to support residents and businesses, helping them to build resilience and adapt during the uncertain times created by the pandemic. It was noted that the document would be the Council’s Plan for operating within, and recovering from the Covid-19 pandemic, capturing the key actions through to May 2021, and also providing a basis for the development of a longer-term plan for the borough. The Leader advised that while the plan acted as an interim document that was focussed on enabling recovery from the pandemic in advance of a longer term, plan being developed, it also included details of normal non-pandemic related activities.

The Leader advised that the Year Ahead plan was based around five key themes of

·       Thriving neighbourhoods

·       Better health and wellbeing

·       Economic recovery

·       New ways of working

·       Confidence and hope in Rotherham.

It was noted that the Year Ahead Plan document outlined the outcomes that each theme would be focussed on delivering as the key activities that would need to take place between September 2020 and May 2021 in order for these outcomes to delivered. The Leader advised that in addition to the five key themes that the plan also included two cross-cutting strands: climate impact and equalities and social justice.  The Leader also noted importance of using the new powers provided by the South Yorkshire Devolution Deal to advance the priorities as detailed in the plan.

The Leader noted the key theme of new ways of working and how that would impact on not only how and where staff worked, but also how customer’s interacted with the council. The Leader advised that with new ways of working it was essential that all residents were still able to access the services that they needed in a way that was suitable for them.

Members noted that with new ways of working, and very limited face to face access to services for residents that many residents were being left behind and asked how in light of these changes, that had been accelerated by the pandemic how effective communication with all residents could be enabled. The Leader noted that it was essential that all residents should always receive excellent service regardless of the method that they used to contact the council and advised that since the pandemic had started waiting times for phone enquiries had decreased with many staff who had formally dealt with customers face to face dealing with customers over the phone. The Leader advised that with the Borough’s libraries reopening different options for using them to enable face to face access to council services for residents in their local community were currently being looked at.

Members asked how it would be ensured that residents would always be able to get in touch with the council in order to access services. The Leader advised noted the extra staff resource that was now available to deal with phone enquires and noted that while staff resource was an important factor, that if a service was delivered efficiently first time then residents did not need to make repeat contacts regarding the same enquiry. The Head of Policy, Performance and Improvement noted that lessons learned from the operation of the Community Hub helpline during pandemic would be used to develop future plans around customer contact and how customer contact could be managed most effectively. The Chief Executive advised that an analysis of repeat contacts for the same enquiry was taking place and would be fed into subsequent service planning activity.

Members welcomed the focus on community spirit and working together that was contained in the Year Ahead plan.

Members asked for further information on the proposed timescales for the review of how council buildings were used that was taking place. The Chief Executive advised that staff had been surveyed in order to gather information on their experiences of new ways of working over the previous months and noted that these responses would feed into the review, noting that the results of the review would start to come through in early October. The Chair asked how staff were being engaged with and consulted in order to ensure that they had a safe and productive working environment to work in, whether they were working at home or in a council building. The Chief Executive noted that the capacity for council buildings had been reduced in line with government guidance and advised that priority for a return to working in council buildings was being given to teams and individual staff members who needed, for varying reasons to have some time in an office base. The Chief Executive noted that due to the ever-changing situation and guidance around the pandemic, flexibility regarding working practices was needed, but assured members that staff who were working at home would continue to be supported to enable them to work productively.  The Chief Executive noted that the staff survey on working practices had not highlighted any major areas of concern from staff.

Members welcomed the proposed review of the councils approach to equalities and noted their approval for how equalities and social justice considerations ran through the entire document. The Head of Policy, Performance and Improvement outlined the proposed approach and objectives to the review of the council’s approach to equalities. Members agreed that it would be beneficial for a sub-group of the Overview and Scrutiny Management Board be established to feed into the Council’s review of its approach to Equalities.

The Chair thanked the Leader, the Chief Executive and the Head of Policy, Performance and Improvement for attending the meeting and answering members’ questions.

Resolved: -

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

2)    That the sub-group of the Improving Places Select Commission be established to in order to feed into the planned review relating to the return to, and use of Council buildings, and that the Chair of the Overview and Scrutiny Management Board be invited to be a member of the sub-group. 

3)    That the sub-group of the Overview and Scrutiny Management Board on Communications be re-established in order to review how customers access council services.

4)    That a sub-group of the Overview and Scrutiny Management Board be established to feed into the Council’s review of its approach to Equalities.