Officer Decisions

Date of Decision:

24 May 2022

Decision Maker:

(Including Job Title)

Ian Spicer

Strategic Director, Adult Care, Housing and Public Health

Specific Delegation:

(If any)

Strategic Director of Adult Care, Housing and Public Health Sub-Scheme of Delegation:

In respect of all financial matters:

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

Brief Description of Decision:

That Crossroads Care Rotherham be awarded a one-off grant of £75,000 to enable them to continue to employ staff to provide the Carers Information and Support Service for 12 months from June 2022. 

Reasons for the Decision:

Crossroads Care Rotherham support services offered to carers at the start of their caring journey. This is a critical point in enabling carers to build the resilience, skills and knowledge that they need to cope with the responsibility of 24/7 care.  This is more vital than ever given the impact of Covid-19.  Crossroad Care Rotherham’s offer is well established and includes virtual and face to face services that provide respite and support carers to care.

The Grant will secure the staff for a further 12 months from June 2022, delivering to 650 carers and cared for people. This is an inclusive, all age offer supporting all ethnicities, disabilities and health conditions. In addition, 45 regular volunteers support the service delivery actively contributing to the work of the organisation.

Crossroads Care Rotherham have delivered a range of services to support carers through external grant funding from a variety of funding sources during financial year 2021/22. This funding is due to come to an end on 30th May 2022. Crossroads Care Rotherham are facing a deficit of between £97,000-£102,000 for the majority of 2022/3. They have indicated that they cannot afford to continue to provide these services beyond 30th May 2022 and will have to make three staff redundant along with ceasing their therapeutic offer.

The have applied to various other funding sources and have been unsuccessful.

The Council is to award a one off Grant of £75,000 to allow Crossroads Care Rotherham to continue to employ three members of staff from June 2022 to May 2023 to provide the well-established Carers Information and Support Service.

Crossroads Care Rotherham will continue to source funding to employ the staff and continue the service post May 2023.

Details of alternative options considered and rejected:

The option of not doing anything was rejected as non-provision of the service could lead to an increased demand on partner organisations for both advice and support and for more expensive formal care services should an unpaid career be no longer able to fulfil their caring role.

Failure to provide this one-off grant could lead to the loss of the main provider of support to unpaid carers in the Borough. 

The Council’s Carers Strategy states our intention to maintain and improve our offer to unpaid carers.  The decision supports the objectives set out in the strategy.

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

No conflicts of interest declared.

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

None considered.

Date of Decision:

23 May 2022

Decision Maker:

(Including Job Title)

Judith Badger

Strategic Director of Finance and Customer Services

Specific Delegation:

(If any)

Cabinet Minute No. 110 (2) (2021/22)

That the authority to make any final further payments to ensure that the Fund is fully utilised be delegated to the Strategic Director, Finance and Customer Services, in consultation with the Cabinet Member for Corporate Services, Community Safety & Finance and the Leader of the Council.

Brief Description of Decision:

Following the closure of the schemes application window, the Council has received 126 approved claims, however, this will not fully utilise the grant. As such a decision has been taken to top up approved claimants’ relief to be an award of up to 100% of their 2021/22 business rates bill, with a maximum award of £30,000.

In addition, businesses that were eligible but did not apply will be awarded up to £2,900.

Reasons for the Decision:

The Council’s allocation of Covid Additional Relief Fund is £4,851,486, to be used to provide business rates relief for the financial year 2021/22. The Councils scheme approved at Cabinet in February 2022 was as follows.

Businesses applying for the Councils scheme must have been in occupation on the 31 December 2021. The Council scheme will be open to all businesses who do not fall within the following sectors:

·       Public sector organisations

·       Banks

·       Utilities

·       Advertising Units

·       Petrol Stations

·       Sports Facilities / Grounds

In addition, applicants must meet Governments base criteria:

·       not award relief to ratepayers who for the same period of the relief either are or would have been eligible for the Extended Retail Discount (covering Retail, Hospitality and Leisure), the Nursery Discount or the Airport and Ground Operations Support Scheme (AGOSS),

·       not award relief to a hereditament for a period when it is unoccupied (other than hereditaments which have become closed temporarily due to the government’s advice on COVID-19, which should be treated as occupied for the purposes of this relief), and

·       Applicants must have been adversely affected by the pandemic and have been unable to adequately adapt to that impact.

As part of the February 2022 Cabinet report delegated authority was provided to Strategic Director – Finance and Customer Services, in consultation with the Cabinet Member for Corporate Services, Community Safety & Finance and the Leader of the Council to provide further payments to businesses to fully utilise the grant funding available.

Following the closure of the schemes application window, the Council has received 126 approved claims, however, this will not fully utilise the grant. As such a decision has been taken to top up approved claimants’ relief to be an award of up to 100% of their 2021/22 business rates bill, with a maximum award of £30,000.

In addition, businesses that were eligible but did not apply will be awarded up to £2,900.

Where an award of business rates relief is made, businesses will receive a revised bill.

The approaches above are compatible with the purpose of the Councils Additional Relief Fund (CAFR) and specifically provide support to businesses that have been impacted by the pandemic. Providing a more significant award to those businesses that came forward and applied for the Council’s support.

Details of alternative options considered and rejected:

Different values of Top ups were considered for claimants and wider businesses; however, it was felt these values presented the most sensible reward for those businesses who had applied whilst allowing some level of support to those businesses who hadn’t come forward.

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

No conflicts of interest

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Briefing Paper – Progress update on:

Covid Additional Relief Fund (CARF)

Date of Decision:

26 May 2022

Decision Maker:

(Including Job Title)

Simon Moss Assistant Director, Planning, Regeneration & Transport

Specific Delegation:

(If any)

Strategic Director of Regeneration Sub-Scheme of Delegation

Bidding for external funding and grant aid, special financial packages for economic development/regeneration for both revenue and capital schemes, and their subsequent implementation.

Brief Description of Decision: 

That Assistant Director, Planning, Regeneration & Transport signs the Funding Agreements to enable the delivery of the partner-led Levelling Up - Leisure Economy projects.

Reasons for the Decision:

Rotherham Council has secured £20m to support the leisure economy across the Borough from the first round of the Levelling Up Fund. This funding will deliver 6 individual capital projects, 4 of which will be delivered by partners (Maltby Academy, Gulliver’s Resorts, Magna Trust, Wentworth Woodhouse).

The Council will oversee the projects from a monitoring perspective, but the projects will be wholly delivered by the partners.

To facilitate the delivery of partner projects, funding agreements will be put in place allowing funding to be drawdown against a set of specific deliverables.

Details of alternative options considered and rejected:

The option to replicate the Department for Levelling Up, Housing & Communities and Rotherham Council funding agreement has been discounted as in the case of partner projects this is not considered to offer comprehensive protection of public funds.

The council could have assumed direct delivery of the projects however it is deemed more appropriate that partners project manage at their individual sites.

The recommended option to sign the attached Funding Agreements will enable the drawdown of invoiced sums in line with agreed spend, delivery plans and specified project outputs.

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

The report of the Assistant Director, Planning, Regeneration & Transport - Levelling Up Fund – Leisure Economy. Partner Funding Agreements

Date of Decision:

20 May 2022

Decision Maker:

(Including Job Title)

Simon Moss

Assistant Director, Planning, Regeneration and Transport 

Specific Delegation:

(If any)

Strategic Director of Regeneration Sub-Scheme of Delegation - To promote, consider objections to and implement Traffic Regulation Orders under the Traffic Regulation Act 1984.

Brief Description of Decision:

That the Head of Legal services makes the order for the

implementation of the amendment to the consolidation order

to enable the introduction of a 20mph speed limit (zone) on

Wentworth Way, Turnberry Way, Moortown Avenue and Belfry

Way and the roads that form part of the approved planning

application of the adjacent new housing development currently

under construction.

Reasons for the Decision:

To improve the road safety environment for all vulnerable road users within the estate.

Details of alternative options considered and rejected:

Do nothing. This option is not being promoted as this does not introduce any additional road safety improvements that have been conditioned as part of the approved planning application for an adjacent housing development.

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

Dispensations Granted:

(If any)

Reports or parts of reports considered

The report of the Assistant Strategic Director of Regeneration and Environment - Wentworth Way, Dinnington, Proposed 20mph zone

Date of Decision:

19 May 2022

Decision Maker:

(Including Job Title)

Jo Brown Assistant Chief Executive

Specific Delegation:

(If any)

Assistant Chief Executive – Sub Scheme of Delegation

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.

Brief Description of Decision: 

That the contract for the delivery of the Level 3 Team Leader or Supervisor and Level 5 Operations and Department Manager Apprenticeships be awarded to IODA Ltd for an initial term of 18 months.

Reasons for the Decision:

The contract for the delivery of the Level 3 Team Leader or Supervisor and Level 5 Operations and Department Manager Apprenticeship Programmes is to be awarded following on from a further competition exercise via the YPO Framework.

The contract will ensure a continuation of leadership and management development for staff. In line with the Constitution the Assistant Chief Executive has the delegated authority to enter into procurement contracts (in excess of £250,000) for support and maintenance which are renewed within five years of the original contract without the need to seek further Cabinet approval.

The outcome of the further competition exercise has identified the successful bidder as IODA Ltd.

The initial contract term will be 18 months. The estimated value of the contract is £517,000 which will be managed within existing operational budgets.

Details of alternative options considered and rejected:

The agreed route to market for all apprenticeship programmes offered within the Council is via the YPO Framework. Alternative routes to market outside of established procurement frameworks would have incurred unnecessary additional time and costs without achieving any additional benefits.

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

The Final Tender Evaluation Report:

22-025 - Level 3 Team Leader or Supervisor and Level 5 Operations and Department Manager

The purpose of the tender evaluation report is to provide the Assistant Chief Executive with a summary of the procurement process undertaken, the outcomes achieved, along with any potential issues and risks in order to seek approval to undertake an award to IODA Ltd.

Date of Decision:

29 April 2022

Decision Maker:

(Including Job Title)

Jo Brown

Assistant Chief Executive

Specific Delegation:

(If any)

Assistant Chief Executive Sub-Scheme of Delegation - To incur expenditure and to generate and collect income in

line with Finance and Procurement Procedure Rules and

within approved revenue and capital estimates.

Brief Description of Decision:

That subject to final eligible numbers, £177,675 be allocated from the Household Support Fund grant to provide vouchers valued at £15 per child to children eligible for free school meals during the June 2022 school half term holiday.

Reasons for the Decision:

The Government has announced a new Household Support Fund (HSF) grant that is being made available to County Councils and Unitary Authorities in England with the expectation is that it should primarily be used to support households in the most need, particularly those including children and pensioners who would otherwise struggle with energy bills, food and water bills. This grant period runs from 1 April to 30 September 2022 and totals £500m. Final grant conditions and guidance were issued on 20 April. The Council has been allocated £2,489,029.87.

This grant funding from the Department of Work and Pensions (DWP) follows on from Household Support Fund awarded to cover the period 6 October 2021 to 31 March 2022.

There are significant variances to the previous grant conditions, most notably less required emphasis on families with children and the introduction of a required minimum one third spend on household with a person over state retirement age.

The revised grant conditions set out that:

·       At least 33.33% of the grant is allocated to support households that include:

·       a person who will be under the age of 19 as at 30 September 2022, or

·       a person aged 19 or over in respect of whom a child-related benefit is paid or free school meals are provided during the Grant Period.

·       At least 33.33% of the grant is allocated to support households that include a person who has reached state pension age by 30th September 2022.

·       Up to 33.33% of the grant is used to assist other households.

·       Authorities are to ensure that the grant is primarily allocated to support with the costs of food, energy (for heating, lighting and cooking), water (for household purposes, including sewerage) and other essential living needs in accordance with the Scheme guidance.

·       In exceptional circumstances of genuine emergency, the Authority may allocate grant funds to support with housing costs as set out in the Scheme guidance.

It is proposed to seek Cabinet approval for the use of Household Support Fund at the Cabinet meeting on 16 May.

Whilst the Cabinet report with recommendations including providing vouchers to cover school holidays has been prepared, a decision is required before the 16^th May meeting date in order to provide the vouchers to schools to cover the school half term holiday in June.

The estimated number of eligible children based on the summer school holiday figures is 11,845. With vouchers valued at £15 each, this equates to £177,675, subject to final eligible numbers.

The likely costs of food voucher support for the full term of the grant, including October 2022 half term would be circa £1,421,400, leaving circa £1 million available for other support.

Details of alternative options considered and rejected:

No other alternative options were considered as the Council had to make an urgent decision about how to utilise the Household Support Grant fund following Governments announcement that the fund would be re-provided for the period April 2022 to September 2022. Following the release of the scheme details, the Council did not have sufficient time to get an appropriately detailed report to Cabinet to fully agree the approach to delivery. As such an urgent officer decision is required.

The wider options for use of the Household Support Grant will be considered as part of the Council’s Cabinet report. However, with regards to this specific decision, the option was either to fund the Free School Meals for the June 2022 half term from the grant or not.

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 Cabinet report, 16^th May 2022.