Agenda and minutes

Councillor G Carr declared a non-pecuniary interest in minute number 35 as trustee of DIAL Barnsley and Homestart South Yorkshire.

The meeting received the minutes from the previous meeting of Central Area Council held on 11^th January, 2016.

It was noted that the Health Workshop had been organised to take place on Monday 21^st March, 2016 at Worsbrough ICT Centre.

With regards to issues with the Check and Challenge exercise relating to Neighbourhood Services, it was noted that the Chair was working with Councillor Miller towards a resolution.  It was suggested that officers from Neighbourhood Services be invited to the next meeting of the Area Council to discuss this in more detail.

It was noted that Councillor Cheetham, alongside the Service Director Education, Early Start and Prevention, were progressing the Check and Challenge exercise with Horizon Community College.

The Chair made Members aware of the outstanding action for them to discuss Member involvement in Tender Evaluation Panels.

RESOLVED that:-

(i)     the minutes of the Central Area Council held on 11^th January, 2016 be approved as a true and correct record;

(ii)    that staff from Neighbourhood Services be invited to the next meeting of the Area Council to be held on 9^th May, 2016.

The Area Council Manager introduced the item, noting that the reports were now only produced on a quarterly basis.  Members heard how there were no fundamental issues with the performance of any of the commissions.

The attention of Members was drawn to the Overview of Performance, and the impact the commissions had made.  The meeting considered the monitoring of individuals with protected characteristics, and it was suggested that the Area Council Manager discusses with contract holders how this could be reported in future.

The meeting then went on to consider the performance of the contract with Royal Voluntary Service.  The service had engaged with a further 115 older people since the previous monitoring report, and had held a number of events.  Members asked to be kept informed of events where they occurred in their Ward.

Members went on to consider performance of the contract with the YMCA, noting that 98 new children aged 8-12 had participated with the service this quarter.  Since the programme had commenced there had been 1993 attendances and 45 children had achieved accreditation.  Members discussed how the attendance at sessions impacted on the support available for accreditation.  It was noted that there was a balance to be struck between support for a higher number of children, and more intense support for each child towards accreditation.

The meeting went on to consider the contract with Kingdom Security for Environmental Enforcement.  For the period October – December, 2015 358 Fixed Penalty Notices for littering, 13 for dog fouling and a further 13 Parking Charge Notices had been issued.  Totals numbers for the contract to December, 2015 were 1030 Fixed Penalty Notices for littering and 78 for dog fouling, with the income from these to be returned to the Area Council.

It was noted that 198 Parking Charge Notices had been issued between the start of the contract and December, 2015 and negotiations regarding the use of this finance were still ongoing.

Members gave feedback from some of their residents, which included suggestions that the attitude of some of the staff at Kingdom could be less abrupt.  It was agreed to discuss this in the next contract management meeting.

The meeting discussed the contract with Twiggs Grounds Maintenance, noting that satisfaction remained high with the commission.   During the period October to December, 2015 over 350 bags of rubbish had been collected.  Members noted that the contact came to an end on 20^th April, 2016.

With regards to the Private Sector Housing and Enforcement SLA, during the quarter 195 different properties had been enagaged with, bringing the total number of properties visited to 472, with 240 of these having 3 or more contacts with officers.  Members praised the feedback given following a referral to the project.  It was suggested that a check and challenge exercise could be undertaken to more fully understand how Berneslai Homes deals with similar issues.

The meeting went on to consider the projects funded as part of the Working Together Fund, and it was noted  ...  view the full minutes text for item 33.

The Central Area Council Manager made Members aware of the work undertaken by the officers in the Communities Directorate with Rocket Science Regeneration with regards to the Social Return on Investment methodology.

The methodology used proxies to assign a financial value to the economic, social and environmental outcomes of a project.  With the support from the consultants engaged, each Area Council had applied the methodology to one of the activities they had commissioned.   For Central Area Council the contract with RVS had been considered. The evidence showed a £17.60 return for every £1 invested.  It was suggested that the findings be shared with colleagues at the Clinical Commissioning Group, and it was noted that this figure could be higher if the project had received more referrals from GPs.

Members discussed using the methodology to show the impact of current and future commissions, with the potential to incorporate this as a requirement into future contracts.

It was suggested that a working group be convened to apply the methodology to other Central Area Council commissions.  It was suggested that at least one Member per ward attend the working group if possible.

RESOLVED:-

(i)        that the report on Social Return on Investment be noted;

(ii)       that the Area Council Manager explores the possibility of making it a requirement to undertake a Social Return On Investment exercise for future contracts;

(iii)      that a working group be convened in order to apply the Social Return On Investment methodology to other Central Area Council contracts.

The Area Council Manager updated Members on progress made since the last meeting relating to procurement.

It was noted that Kingdom Security had secured the contract to provide Environmental Enforcement, which would commence 1^st April, 2016.

With regards to the commission to deliver a service to create a cleaner and greener environment with local people, 3 submissions had been received with 2 organisations being invited to interview.  A preferred contractor had been identified, but the procurement process was at the standstill period and therefore the organisation could not be identified.

Members noted that the contracts with RVS, YMCA had now been extended until 31^st March, 2017 by way of a waiver to contract procedure rules. 

Similarly the contract with Homestart had been extended to 31^st March, 2016. The meeting heard how a process had commenced in order to procure a ‘Private rented home visiting and support service for families with young children’ to run from 1^st April, 2016 to 31^st March, 2017.

Members noted how the 3 organisations providing the youth programme for 13-19 year old had now met to ensure a coordinated approach. It was suggested that a Member of Central Area Council attends these in future if possible.  It was agreed that this be Councillor Williams.  It was noted that once a delivery schedule was available it would be circulated to all Members.

The Area Council Manager provided an overview of finance, drawing attention to the £188, 973 unallocated for 2015/16 and £126,372 unallocated for 2016/17. It was noted that the figure for 2016/17 grew to £171,372 when taking into account income expected from Fixed Penalty Notices.

RESOLVED:-

(i)           that Members note the outcome of the two procurement exercises undertaken, delegating responsibility to the Executive Director Communities for issuing contracts to the successful providers;

(ii)          that the updates relating to contracts with RVS/YMCA/Homestart and in relation to the Youth Programme 13-19 be noted;

(iii)         that Councillor Williams attends Youth Programme 13-19 coordination meetings; 

(iv)      that the current and projected financial position for 2015/16 and 2016/17 be noted.

The item was introduced by the Area Council Manager, who referred to the amounts of Ward Alliance Funds to be carried forward into the 2016/17 financial year.  It was noted that an additional £10,000 per ward would be made available to each of the Ward Alliance Funds from 1^st April, 2016,  to be allocated as outlined in appendix 1 of the report.

The attention of Members was drawn to the current amounts of Ward Alliance Fund remaining, and it was noted that should there be less than £10,000 per Ward outstanding then an additional discretionary payment could be made from the Area Council budget to Ward Alliance Funds.  This payment could be up to £20,000 per ward.

Members noted a proposal for a discretionary payment to be made to each of the Ward Alliance Funds so that each carried forward £10,000 to the 2016/17 financial year.  The amount of finance devolved to each Ward Alliance would depend on that remaining in each Ward Alliance Funds as at 31^st March, 2016.

Members discussed the proposal in some detail, with the general consensus that if a discretionary payment was to be made then the amount should be the same for each of the Ward Alliances.

Therefore it was proposed that a discretionary payment of £10,000 be made to each of the Ward Alliances, and this was supported by the majority of Members.

RESOLVED that a discretionary payment of £10,000 be made from the Area Council to each of the Ward Alliance Funds in the Central Area.

Central – held on 27 January, 2016

Dodworth – held on 12 January, 2016

Kingstone – held on 13 January, 2016

Stairfoot – held on 11 January, 2016

Worsbrough – held on 7 January, 2016

The meeting received the notes of the meetings of the Ward Alliances within the Central Area held in January, 2016.

Members heard how Worsbrough Ward Alliance had recently held a social event, which had been very well received.

RESOLVED that the notes from the Ward Alliances be received.

The meeting received a report detailing expenditure from the Devolved Ward Budget and Ward Alliance Funds for the financial year to 29^th February, 2016.

An issue was raised regarding the funding of a feasibility study for a bridge at Worsbrough Country Park, it was agreed that the Area Council Manager look in to the status of this.

RESOLVED:-

(i)           that the report be noted;

(ii)          that the Area Council Manager look in to the status of the feasibility study for a bridge at Worsbrough Country Park.