Officer Decisions

Date of Decision:

9^th November 2023

Title:

Revenues & Benefits System – Proposed Hosted Solution

Decision Maker:

(Including Job Title)

Judith Badger, Strategic Director, Finance and Customer Services

Details of Specific Cabinet Delegation

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

Council Constitution Appendix 9 Executive functions – Section 4C5, 3(d) Procurement and purchasing. To make decisions in relation to commissioning and procurement activity. Such activity should be carried out in accordance with the Finance and Procurement Rules.

Decision:

A decision has been made to award a new contract to the incumbent supplier of the Revenues & Benefits system, moving from an in-house managed system to a fully hosted service.

This will be a direct award via the Crown Commercials Services Vertical Application Solutions RM6259.

The contract value for the initial 5-year period is £1.18 million. There is an option to extend the contract by 2 further years.

Reasons for the Decision:

Whilst the existing contract still had 10 months to run, with an option to further extend for 2 more years, it was identified that aging servers would need to be replaced at significant costs to the service before the expiry of the contract. It was also an appropriate time to challenge the existing in-house managed processes and it was decided that a move to the supplier hosted managed service would provide a more robust, risk averse and efficient service into the future.

Details of alternative options considered and rejected:

Finance and IT colleagues considered various models for retaining the service provision in-house. However, the cost of essential hardware replacement and the lack of internal resource and expertise in certain areas meant that the hosted option was both better value, provided a more robust future-proofed alternative and was more risk averse.

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

None.

Dispensations Granted:

(If any)

Not Applicable.

Reports or parts of reports considered

Report to Finance and Customer Services DLT 27/09/23.

Date of Decision:

14 November 2023

Title:

Emergency Accommodation for households affected by the recent floods

Decision Maker:

(Including Job Title)

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

Details of Specific Committee Delegation

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

Appendix 9 of the Constitution (Responsibility for Functions)

SECTION 4C3: STRATEGIC DIRECTOR OF ADULT CARE, HOUSING AND PUBLIC HEALTH – DELEGATED EXECUTIVE FUNCTIONS

The Strategic Director of Adult Care, Housing and Public Health is authorised1 to discharge executive functions through the commissioning and provision of social services for adults and public health services for the whole population and delivery of housing for the Borough, including:-

2. Housing

(d) Housing Options

(e) Housing Strategy and Investment

Decision:

1.             Agrees to increase the portfolio of temporary accommodation by 10 properties using the Council’s housing stock on a temporary basis to accommodate households affected by the floods. 

Reasons for the Decision:

It is imperative that there is sufficient emergency accommodation available to homeless households.  The Council has a duty to provide emergency housing for people who may be eligible, homeless and in priority need of housing if they do not have anywhere to stay. Flood victims requiring accommodation are in a priority need group.

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

N/A

Date of Decision:

7 November 2023

Title:

Allocation Policy Review

Decision Maker:

(Including Job Title)

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

Details of Specific Committee Delegation

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

Appendix 9 of the Constitution (Responsibility for Functions)

SECTION 4C3: STRATEGIC DIRECTOR OF ADULT CARE, HOUSING AND PUBLIC HEALTH – DELEGATED EXECUTIVE FUNCTIONS

The Strategic Director of Adult Care, Housing and Public Health is authorised1 to discharge executive functions through the commissioning and provision of social services for adults and public health services for the whole population and delivery of housing for the Borough, including:-

2. Housing

(d) Housing Options

(e) Housing Strategy and Investment

Decision:

1.     Agrees to adopt the amended wording in the Housing Allocation Policy included at Appendix 1.

Reasons for the Decision:

To approve minor changes to the policy and delegations to bring into line with best practice.

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

Section 2.1 to 2.3 which includes the proposed amended policy so that it removes reference to the five-year rule to comply with  legislation.

James Clark, Assistant Director of Housing – Allocation Policy review

Date of Decision:

13 November 2023

Title:

Strategic acquisition of 22 new homes from the Poppyfields (Moor Lane South) development in Ravenfield

Decision Maker:

(Including Job Title)

James Clark, Assistant Director of Housing

Details of Specific Cabinet Delegation

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

Enaction of recommendation 2 from the Annual Housing Development Report – 2022/23, approved by Cabinet 11 July 2022:

“2. That Cabinet approves the purchase of homes from any of the schemes identified in Exempt Appendix 3”.

Reaffirmed in recommendation 3 of the subsequent Housing Development Programme Report – 2023/24, approved by Cabinet 23 January 2023:

“3. That Cabinet approves the purchase of homes from any of the schemes identified in Exempt Appendix 5”.

Decision:

Approval to enter into contract with Redrow Homes to purchase 22 new homes from the Poppyfields development in Ravenfield – identified in both Appendix 3 to the July 2022 Cabinet report and Appendix 5 to the January 2023 report.

The Council will purchase:

·       Six, two-bedroom houses

·       Fourteen, three-bedroom houses

·       Two, four-bedroom houses

The homes will be brought into the Council’s existing housing stock and made available to applicants from the Housing Register.

Reasons for the Decision:

The decision has been taken in-line with the Cabinet approval, to ensure that the Council can continue to deliver new council homes to meet residents’ needs.

The financial detail of the acquisitions is set out within the capital business case. It is not included within the decision record on the basis that it is commercially sensitive. This is in-line with the over-arching Cabinet report exemption.

Details of alternative options considered and rejected:

The July 2022 Cabinet report considered the alternative option not to pursue new acquisition opportunities and this was not recommended because: “the Council needs to ensure a continuous pipeline to deliver the council homes needed”.

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

Report of the Strategic Director of Adult Care, Housing and Public Health – Annual Housing Development Report – 2022/23.

Report of the Strategic Director of Adult Care, Housing and Public Health – Housing Development Programme Report – 2023/24.

Strategic Outline Case (SOC) – Poppyfields Strategic Acquisitions 

Date of Decision:

8 November 2023

Title:

Decision to fly the Trans flag at Rotherham Town Hall to raise awareness and to support Transgender Day of Remembrance on 20 November 2023.

Decision Maker:

(Including Job Title)

Sharon Kemp - Chief Executive, in consultation with the Leader of the Council.

Details of Specific Cabinet Delegation

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

Delegation to the Chief Executive, in consultation with the Leader of the Council, as determined by the RMBC Constitution - Flag Protocol and Lighting Up of Buildings Policy.

Decision:

To fly the Trans Flag from Rotherham Town Hall on Monday 20^th November 2023 to raise awareness of and in support of Transgender Day of Remembrance

Reasons for the Decision:

To raise awareness and show the Council’s support to the Transgender community.

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

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

The RMBC Constitution - Flag Protocol and Lighting Up of Buildings Policy.

The report of Sharon Kemp, Chief Executive

To fly the Trans Flag from Rotherham Town Hall on Monday 20^th November 2023 to raise awareness of and in support of Transgender Day of Remembrance

Date of Decision:

27^th October 2023

Title:

Acceptance of Transforming Cities Fund Grant: Forge Island Bridge

Decision Maker:

(Including Job Title)

 Simon Moss, Assistant Director; Planning, Regeneration & Transport

Specific Delegation:

(If any)

The implementation of any functions associated with any grant regime, including National Grants, City Region Grants & Programmes and European Funding

Brief Description of Decision:

Exercising of the delegated authority given to the Assistant Director; Planning, Regeneration & Transport, in consultation with the Cabinet Member for Jobs and the Local Economy and the S.151 Officer, to sign the Funding Agreement from South Yorkshire Mayoral Combined Authority in relation to the Transforming Cities Fund Grant: Forge Island Bridge.

Reasons for the Decision:

The Forge Island bridge connects the town centre to the Forge Island development and was lifted into place in June 2023, having been front funded by Council capital. Funding for the bridge comes from the South Yorkshire Mayoral Combined Authority administered Transforming Cities Fund to replace Council Capital. This decision is in relation to the signing of the funding agreement to release the grant.

Details of alternative options considered and rejected:

Option 2 - That the Grant Agreement is not signed; this option would mean that Rotherham would lose the grant and the bridge would be funded through Council funds.

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

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Acceptance of Transforming Cities Fund Grant: Forge Island Bridge Officer Decision report

Forge Island Final Delivery Arrangements Cabinet Report

Date of Decision:

13th November 2023

Decision Maker:

(Including Job Title)

Jo Brown, Assistant Chief Executive

Specific Delegation:

(If any)

Cabinet Minute No. 140(2) (2023/24)

Brief Description of Decision:

To approve the variation from approved allocations resolved by Cabinet at its meeting on 20^th March 2023as follows:

1.     £10k increase to support local VCS organisations to support vulnerable households to over Christmas / New year to £55k to be funded within the final allocations of HSF.

Reasons for the Decision:

At its meeting on 20^th March 2023, Cabinet resolved to make provisional allocations of Household Support Fund (HSF) April 2023 to March 2024.

The provisional allocations are as follows:

a)    £2.5m for food vouchers to children eligible for free school meals for school holidays up to and including Easter 2024.

b)    £1.2m to cover the estimated costs of the Council’s Local Council Tax Support Top Up Scheme.

c)     £0.4m additional funding to top up the Council’s Discretionary Housing Payments fund.

d)    £0.563m to support applications from households for assistance with cost-of-living increases, through the Council’s Energy Crisis Support Scheme.

e)    £180k to provide additional tinned food to supplement the supplies available for crisis food parcels provided by local food banks and Community Food Members. This sum would also assist with supplies to social supermarkets, which is a supplement to the Crisis Support service level agreement.

f)  £90k allocation to support care leavers, being young people leaving foster or local authority care and living independently in their own accommodation who are responsible for paying their own utility bills, providing additional financial support through the cost-of-living increases.

g)    £45k to support local VCS organisations to support vulnerable households over Christmas / New year through a supplement to the Crisis Support service level agreement.

h)     

Cabinet also resolved to “delegate authority to the Assistant Chief Executive in consultation with the Cabinet Member for Social Inclusion, to determine revised and final allocations for the Household Support Grant to include provision for other eligible actions within the use of Household Support Fund should it not be possible to achieve full spend of the grant through the approved provisional allocations”.

The use of provisional allocations with ability to vary by delegated decision enables the fund to be managed to maximum benefit of achieving full spend, targeting resources at agreed outcomes and variations between estimates based on best knowledge and previous experience at the time of Cabinet approval and actual demand when implemented.

The allocation of £45k to fund local VCS organisations to provide hampers to vulnerable families over the Christmas / New Year / Winter in 2023/24 was based on the £44k that was used for this purpose in 2022/23.

Following the invitation for bids to deliver this provision in 2023/24, thirteen compliant bids have been received. These request a total £50,100 in grant support and in total would deliver 506 hampers to households.

Taking into account administration costs and £600 from an external funding source, the request for funding from HSF is now £55k.

Details of alternative options considered and rejected:

The arrangements and scope for review of allocations are set out in Cabinet Minute No. 140(2) (2023/24)

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

None.

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Household Support Fund – report to Cabinet 20^th March 2023.