Officer Decisions

Date of Decision:

15^th April 2025

Title:

Tickhill Road, Maltby - Speed Limit Amendment

Decision Maker:

(Including Job Title)

Simon Moss

Assistant Director, Planning, Regeneration and Transport 

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

To promote, consider objections to and implement Traffic Regulation Orders under the Traffic Regulation Act 1984.

Decision:

The key recommendation of the report is to continue with the making of the orders for the proposal.

Reasons for the Decision:

There is a risk that without implementing the proposed speed limit extension to better reflect the road environment, drivers may not reduce their speed to an appropriate level, as they travel along this section of Tickhill Road, with the potential for a collision to increase.

Details of alternative options considered and rejected:

Do nothing and keep the existing length of 40/50mph speed limit as it currently is. 

This option is not being promoted as this would not have the desired effect of improving the road safety environment on this section of Tickhill Road, where there is a proposed new residential development that is currently under construction.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

None

Date of Decision:

14 April 2025

Title:

Approval of consultation on a revised Elective Home Education Policy

Decision Maker:

(Including Job Title)

Nicola Curley, Strategic Director CYPS

Details of Specific Committee Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

Appendix 9 - Responsibility for Functions.pdf

Section 4C4 The Strategic Director of Children and Young People’s Services is authorised to discharge executive functions for:- (3c) Inclusion

Decision:

Consultation on a proposed EHE Policy can commence

Reasons for the Decision:

This is required as part of Policy revision

Where the decision is made under specific delegation from a decision making body, the names of any member of the relevant body who has declared a conflict of interest in relation to the decision and name of the body granting the specific delegation and the date when it did so:

None

Reports or parts of reports considered

The report of the Strategic Director of Children and Young People's Services- Approval of consultation on a revised Elective Home Education Policy

Appendix 1- Proposed Policy

Appendix 2- Initial Equality Impact Assessment

Date of Decision:

7^th April, 2025

Title:

Award of PCSA Contract for the new Wath Library redevelopment

Decision Maker:

(Including Job Title)

Kevin Fisher, Assistant Director for Property and Facilities Services

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

In accordance with Appendix 5 on the Constitution – Financial and Procurement Procedure Rules, Section 42 onwards for specific powers delegated to the Property Officer.

Noting Cabinet’s authorisation on two separate occasions, namely:-

10 July 2023 –

“That Cabinet delegate the Commissioning of the design of the project ….. to the Strategic Director for Regeneration and the Environment in Consultation with the Cabinet Member for Jobs and the Economy and the Section 151 Officer”.

And 29 July 2024 –

“The delivery of the Wath Principal Areas of Growth project within the budget and scope as detailed in Appendix 2 (restricted)”

Decision:

An outcome is to recommend award of the Stage 1 Pre-construction contract to Tilbury Douglas following a competitive tendering exercise.

Reasons for the Decision:

This scheme consists of a two-stage design and build contract, this is the award of the stage 1 Pre-contract Service Agreement awarded to Tilbury Douglas to undertake the Stage 4 design onwards prior to seeking approval to undertaking the Stage 2 construction contract.

Details of alternative options considered and rejected:

None

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

None declared.

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

Cabinet in August 2023

Cabinet in July 2024

Date of Decision:

28^th March, 2025

Title:

Procurement of Postal Service provider (Whistl UK Limited) – Purchased from Framework (Collection and Delivery of Letters, Large Letters and Parcels)

Decision Maker:

(Including Job Title)

Luke Sayers

Assistant Director, Customer Information & Digital services

Finance & Customer Services 

Details of Specific Delegation

or

Delegation contained in the relevant Sub-Scheme of Delegation.

The Sub-Scheme of Delegation - Strategic Director of Finance and Customer Services, authorises Assistant Directors to act in relation to matters within their remit, specifically and in relation to this decision:

1.     In respect of all financial matters:

·        Authorisation to spend within approved budgets subject to the policies, Financial and Procurement Procedure Rules of the Council.

·        Authorisation for the virement of revenue budgets in according with the Financial and Procurement Procedure Rules of the Council.

3.     In respect of procurement, contract administration and best value:

·        In accordance with Financial and Procurement Procedure Rules, matters

relating to the specification for works, goods and services, the seeking of estimates, quotations and tenders, the evaluation of the same and acceptance of tenders relating to contracts for works, goods and services in accordance with approved budgets or supplementary estimates.

•        Where a contract for support and maintenance is renewed within five years of the original contract, authority to award such a contract.

Decision:

To make a contract award to the preferred identified through a collaborative Further Competition under the CCS Postal Services and Solutions Commercial Agreement (RM6280), Lot 2 in relation to 2nd class mail collection and delivery of letters, large letters and parcels. 

Reasons for the Decision:

The Council requires a mail collection and delivery service.

A contractor has been identified to provide the Council with an efficient and reliable delivery/collection service for business mail.  This is a key decision given the expenditure over the contract term will exceed £400k.

Details of alternative options considered and rejected:

The following alternative options were considered:

1.     Above Threshold – Open Tender Process:

This was discounted as there was a need to act quickly to enable delivery as soon as possible.  The potential value of the contract was expected to be above the threshold set out in the Procurement Contract Regulations (£177,898 (net of VAT), and the timescales associated with undertaking this type of procedure would have significantly extended timelines.

2.     Individual Further competition – CCS Postal Services and Solutions Commercial Agreement (RM6280), Lot 2

This was discounted as it was considered that using the same framework (RM6280, lot 2) as a Collaborative Further Competition would achieve increased savings.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

There are no conflicts of interest.

Dispensations Granted:

(If any)

n/a

Conflicts of interest declared by the Decision Maker if they sit as a Cabinet appointed representative to an outside body which relates to the decision:

n/a

Dispensations Granted:

(If any)

n/a

Reports or parts of reports considered

The report of the ‘24-094 Second Class Mail’ Procurement business case’ (approved by Luke Sayers, Assistant Director CIDS) sets out the decision to make an award following a collaborative further competition procedure under the CCS Postal Services and Solutions Commercial Agreement (RM6280), Lot 2 in relation to 2nd class mail collection and delivery of letters, large letters and parcels.

A procurement options appraisal was conducted to determine the most appropriate route to market. In determining the decision to award this contract, spend data was analysed over the past 4 financial years and tendered bids assessed in terms of quality (60%) and price (40%).

Date of Decision:

01/04/2025

Title:

Formal Consultation – Rotherham Mental Health Strategy 2026-2029

Decision Maker:

(Including Job Title)

Ian Spicer

Strategic Director of Adults, Housing & Public Health

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

The decision is in-line with the specific delegation from Cabinet set out within the Report Title

Adult Social Care Mental Health Review approved by Cabinet – 18 December 2023.

Recommendation from Cabinet was to produce a co-designed Mental Health Strategy which will involve a formal consultation:

Option 2: Adopt the proposed Adult Social Care Mental Health Model and co-design a Mental Health Strategy This option seeks to implement a revised mental health pathway for Adult Social Care in collaboration with partners and develop the current community support service into a hybrid model of mental health enablement and day opportunities, linked to the Voluntary and Community Sector and Social Enterprises.

Option two would also seek to co-design a Mental health Strategy for Rotherham with people with lived experience, their families, and carers, as well as partners and other key stakeholders. The strategy would be designed in 2024, post implementation of the new model, and launched in 2025, subject to Cabinet approval. This approach ensures prioritisation of the immediate issue to address the risks linked to operational delivery and compliance with statutory duties.

Decision:

Approval to conduct a 12-week formal consultation process as part of the development of the Rotherham Mental Health Strategy 2026 - 2029.

The consultation will enable all relevant stakeholders including partners, people with mental health needs, their families and carers to influence and inform the development of the strategy.

Reasons for the Decision:

The decision has been taken to develop a co-designed Mental Health Strategy via a formal consultation with people with lived experience, their families, carers as well as partners and stakeholders.

Details of alternative options considered and rejected:

No alternative options are considered as part of the December 2023 Cabinet decision (Cabinet Report Mental Health Review) , it was confirmed that the Strategy would need to be co-designed with people with lived experience, their families, and carers, as well as partners

and other key stakeholders. Therefor a formal consultation is required.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

N/A

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

Title: Adult Social Care Mental Health Review.

Approver: Ian Spicer, Strategic Director of Adult Care, Housing and Public Health

Cabinet Report Mental Health Review

Date of Decision:

4 April 2025

Title:

Procurement of Children’s Social Care and Early Help Case Management System

Decision Makers:

(Including Job Title)

Nicola Curley Strategic Director Children and Young People’s Service

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

Agreement as per sub delegation scheme and to ensure robust auditing processes have been followed in accordance with Commissioned Services for a Accumulated Contract with a Value up to £100k, Accumulated Contract with a Value up to £500K and Accumulated Contract with a Value over £500K for the Head of Service, Assistant Director and Director of Children’s Services respectively.

The value of the Children and Young People’s Social Care and Early Help system is £3,327,394 which forms part of a total Contract value of £7,146,561 (Procurement of the Social Care and Early Help system and theadditional EYES, Groupwork, EHCP, YJS and E-Gov modules (Education system).

This Contract is for a period of five years with an option to extend for a further five. 

The decision is taken in line with paragraph 8.4 of the Council’s Financial and Procurement Procedure Rules:

“Strategic Director and Budget Managers are authorised to incur expenditure in accordance with the estimates that make up the budget and the Capital Programme within their delegated areas of control.”

Decision:

The decision was made by Nicola Curley Strategic Director Children and Young People’s Service and Ian Spicer, Strategic Director for Adult Care, Housing & Public Health Services under their delegated powers to make a direct award to Liquidlogic Ltd (T/A System C Healthcare Ltd) through the Crown Commercial Services (CCS) Framework for the purchase of Children’s and Adults Social Care software.  The Council’s CYPS and ACHPH directorates currently use this software for its Children and Adults Social Care Finance and Case Management requirements.

Reasons for the Decision:

The decision enables continuity of current system and services as well as a route to purchase additional functionality, with the award being made in a compliant manner.

Details of alternative options considered and rejected:

Tendering / further competition for a new children and adults social care case management system. This option was discounted due to the following disadvantages:-

·            The Council not being able to retain the incumbent system, which is familiar to the service.

·            The cost of implementing and migrating data to a new system being significantly higher.

·            The need to allocate substantial resources for the rollout of a new system (a new project team would need to be established).

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

N/A

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

Date of Decision:

4 April 2025

Title:

Procurement of Children’s Education System

Decision Makers:

(Including Job Title)

Nicola Curley Strategic Director Children and Young People’s Service

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

Agreement as per sub delegation scheme and to ensure robust auditing processes have been followed in accordance with Commissioned Services for a Accumulated Contract with a Value up to £100k, Accumulated Contract with a Value up to £500K and Accumulated Contract with a Value over £500K for the Head of Service, Assistant Director and Director of Children’s Services respectively.

The value of the new Education system is £3,819,167 which forms part of a total Contract value of £7,146,561 (Procurement of the Social Care and Early Help and Education systems).

The Contract is for a period of five years with an option to extend for a further five. 

The decision is taken in line with paragraph 8.4 of the Council’s Financial and Procurement Procedure Rules:

“Strategic Director and Budget Managers are authorised to incur expenditure in accordance with the estimates that make up the budget and the Capital Programme within their delegated areas of control.”

Decision:

The decision was made by Nicola Curley Strategic Director Children and Young People’s Service and Ian Spicer, Strategic Director for Adult Care, Housing & Public Health Services under their delegated powers to make a direct award to Liquidlogic Ltd (T/A System C Healthcare Ltd) through the Crown Commercial Services (CCS) Framework for the purchase of Children’s and Adults Social Care software.  The Council’s CYPS and ACHPH directorates currently use this software for its Children and Adults Social Care Finance and Case Management requirements.

In addition to the existing software, the new award is to include EYES, Groupwork, EHCP, YJS and E-Gov modules (Education system).

Reasons for the Decision:

The decision enables continuity of current system and services as well as a route to purchase additional functionality, with the award being made in a compliant manner.

Details of alternative options considered and rejected:

1.           Retaining the current Capita Education System

This option was discounted due to the following disadvantages:-

·              Restrictions within the performance of the current system

·              Restrictions of using two separate systems within children’s services

2.           Tendering / further open competition for a new children’s Education system.

This option was discounted due to the following disadvantages:-

·              Restrictions of using two separate systems within children’s services

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

N/A

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

Date of Decision:

31 March 2025

Title:

Affordable Rent values for letting to new Council tenants in 2025/26

Decision Maker:

(Including Job Title)

Ian Spicer

Strategic Director of Adults, Housing & Public Health

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

The Strategic Director of Adult Care, Housing and Public Health is authorised to make this decision as detailed in the Officer Delegation Scheme 4C3 c) Housing and Estates.

Decision:

That the affordable rent values to be used for re-let to new tenants in 2025/26 are the individual Affordable Rents for 2025/26 for existing tenants.

Reasons for the Decision:

To give direction on the method of calculation of Affordable Rent properties on re-let

Details of alternative options considered and rejected:

The Government policy statement on affordable rents indicates that providers should have regard to the local market context, including the relevant Local Housing Allowance for the area in which the properties is located when setting affordable rents. 

The desktop exercise has concluded that using the affordable rents charged to existing tenants in 2025/26 are within 80% of local market rents for Rotherham. 

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

N/A

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

Affordable Rent values for letting to new Council tenants in 2025/26

Date: 25/03/2024

Report author: Kathleen Andrews, Finance Manager (Housing)

Date of Decision:

20/03/2025

Title:

22-086 Financial Information Management System Replacement

Decision Maker:

(Including Job Title)

Rob Mahon

Assistant Director Financial Services (Deputy S151)

Details of Specific Committee Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

The contract is being entered into under the approvals that the Assistant Director Financial Services (Rob Mahon) has delegated within the Council’s constitution. Thes are set out in the following section.

 Sub-Scheme of Delegation - Strategic Director of Finance and Customer Services

Delegation contained within the Sub-Scheme of Delegation 15, Executive Functions, General Delegations, section (C).

Decision:

Following tender moderation for the Council’s Financial Information Management System contract, a decision has been made to award to OneAdvanced for the provision and implementation of their proposed financial information system for 10 years following the conclusion of a procurement process.

Reasons for the Decision:

The Council’s current financial information management system contract expires on 28^th February 2027.  After a procurement process, two bids were received using the Crown Commercial Services (CCS) framework, Back Office Software, Lot 1, Back Office Software, RM6194.

OneAdvanced (the current system incumbent), met all mandatory criteria from the tender plus achieved the maximum average score across the evaluation criteria of Social Value, Price and Quality.

Where the decision is made under specific delegation from a decision making body, the names of any member of the relevant body who has declared a conflict of interest in relation to the decision and name of the body granting the specific delegation and the date when it did so:

N/A

Reports or parts of reports considered

22-086 Tender Evaluation Report; Briefing Note; Procurement Complex Scorecard