Agenda item

Report of the Assistant Chief Executive and Strategic Director for Regeneration and Environment.

Recommendation

1.    That the Cabinet response to the recommendations of the Scrutiny Review of Building Use be approved.

At its meeting on 16th Septembers 2020, the Overview and Scrutiny Management Board resolved to establish a sub-group of the Improving Places Select Commission in order to feed into the planned review relating to the return to and use of Council buildings. The review took place during the national lockdowns and local tiering arrangements introduced as a result of the COVID-19 pandemic.

The findings from the sub-group were considered by Council at its meeting on 3rd March, 2021, and the responses to each recommendation from Cabinet are below:

a)    That the principle be agreed that the future usage of buildings be determined in accordance with the needs of services located therein.

Future building use will be determined with the best possible service for residents in mind. Services will assess how best to meet that need which will then determine how and when buildings are used in future.

b)    That, prior to buildings being brough back into use by staff or the public, consultation take place with Trade Unions and staff following the completion of risk assessments in respect of the building or location concerned.

Risk assessments have been undertaken throughout the pandemic by Assessment Management and Facilities Services in order to comply with Government COVID-19 guidance. The assessments have continued to be updated and amended where appropriate and have been reviewed with staff and Trade Unions prior to any return.

c)    That any decision to return employees to Council buildings beyond the minimal number that have been required to be present throughout the pandemic be made having regard to advice from the Corporate Health and Safety Team and Human Resources, as well as being subject to Government guidance around the safe use of Council buildings.

Relevant government guidance has been applied to those attending Council buildings throughout the pandemic. Appropriate signage, hand sanitizer and the encouragement of face masks have been in place since buildings have begun to reopen. Decisions on requests to return to the officer have been made by Recovery Gold against the business case submitted.

d)    That Members be notified when main operational buildings are to be brought back into use, specifically the Town Hall as the civic hub of the Borough.

Members will continue to be notified when main operational buildings, including the Town Hall, are brought back into use.

e)    That, having regard to the positive implications associated with virtual meetings in respect of the Council’s carbon footprint, the Leader of the Council lobby the Secretary of State for Housing, Communities and Local Government to legislate for the ongoing provision of virtual meetings beyond 7th May, 2021.

The Leader wrote to the Secretary of State for Housing, Communities and Local Government in February 2021 to request an extension to the regulations that allowed virtual meetings. The Government subsequently announced that an extension would not be provided.

f)     That Asset Management and Digital Services work together to identify the necessary changes or solutions required in Riverside House and Rotherham Town Hall, as well as any changes required to equipment or software for Members and officers, to enable continued use of remote working whilst permitting physical presence in a Council building.

A number of IT solutions for supporting hybrid working in meeting rooms across the estate were being tested. Following testing during August 2021, a decision on further rollout of the meeting room IT equipment was to be made in September, with any further installation likely to be completed by the end of 2021.

g)    That the Head of Democratic Services prepare guidance and training on the procedures and operation of hybrid meetings.

Guidance and training would be shared with Members and Officers prior to the introduction of hybrid working and will be produced jointly between IT, Asset Management, HR and Democratic Services. Public-I would provide guidance for the use of the Council Chamber which would be circulated to Members and Officers prior to implementation.

Resolved:

That the responses provided by Cabinet to the recommendation of the Scrutiny Review on Building Use be approved.