Agenda and minutes

Venue: Council Chamber, Civic Office

Contact: Christine Rothwell  Tel. 01302 735682

Link: Click here to view audio visual recording of the meeting

Items
No. Item

26.

Declarations of Interest, if any.

Minutes:

No declarations were reported at the meeting.

27.

Minutes from the Meeting of the Overview and Scrutiny Management Committee held on 9th September and 4th November 2021 pdf icon PDF 199 KB

Additional documents:

Minutes:

RESOLVED that the minutes of the meetings held on 9 September and 4 November approved as a correct record and signed by the Chair.

28.

Public Statements.

[A period not exceeding 20 minutes for statements from up

to 5 members of the public on matters within the

Committee’s remit, proposing action(s) which may be

considered or contribute towards the future development of

the Committee’s work programme].

 

Minutes:

There were no public statements made at the meeting.

29.

St Leger Homes of Doncaster Ltd (SLHD) Performance and Delivery Update 2021/2022 Quarter 2 (Q2) pdf icon PDF 967 KB

Minutes:

The Committee welcomed Dave Richmond, to the meeting and raised the following questions:-

 

  • Members asked what improvements were expected t in relation to reducing the number of voids and the re-letting of properties in a timely manner. They also asked which of the strategies undertaken were likely to have the most immediate impact. In response, it was reported that there was not one solution for improvements but a number of mechanisms for tackling existing problems in terms of voids to enable those improvements to be made. A number of examples were shared with members including improvements on the turnaround time for void properties. It was acknowledged that in terms of turnaround, an improvement in reducing the number of voids may have a detrimental impact on other associated indicators. However, further gradual improvements on performance in this area were expected in the future.

 

  • With regard to void rent loss, it had been stated that Doncaster compared well with similar authorities, it was asked what effective measures were being taken to achieve this.. In responding, it was reported that St Leger were not where they wanted to be in terms of voids. However, the service keep a close eye on the industry and benchmark regularly with neighbouring authorities. It was acknowledged that these issues are not just isolated to Doncaster, everyone was experiencing similar problems. There was significant pressure on staff in trying to hone down and address  the causation factors.. It was stated that Doncaster’s target was set at 20 days which is ambitious and the service would try its best to achieve that target.

 

  • In relation to processes for effectively reducing voids, Members were advised that the two key issues;  were turnaround and re-letting . In response to this, it was stated that the lettings team were now back in the office and working closer with the voids team. This closer working arrangement had improved liaison and co-ordination and it was expected to bring about a greater improvement. It was also noted that the Chief Executive had regular fortnightly meetings with managers to monitor the situation.

 

  • A question was raised with regard to the increasing trend of properties being handed back in a poor state of repair and whether re-chargeable repairs were adequately enforced.  The Committee heard that often the state of the property is not known until the time at which the tenant vacates and this may be the point at which significant repairs are required. The Committee was informed that verification visits were to be introduced on a scheduled basis, rather than in response to a request which would provide early information on the current state of repair and in some cases enable less costly repairs to be undertaken early. Furthermore, this pro-active approach would also provide an opportunity to check on the welfare of tenants and potentially identify early intervention or additional support enabling some to maintain their tenancy before they reached crisis point.

 

The Committee recognised that scheduling visits across 20,000 properties was challenging and would  ...  view the full minutes text for item 29.

30.

2021/2022 Quarter 2 Finance and Performance Improvement Report pdf icon PDF 2 MB

Minutes:

Connected Council and Overview

 

The Committee received the 2021/2022 Quarter 2 Finance and Performance Improvement report introduced by the Director of Corporate Resources. The report presented a new format which was structured around the Borough Strategy. It was reported that the overall position remained very challenging as the authority were still in response and recovery mode in light of the ongoing Covid pandemic. It was also important to recognise that the Council had been successful in receiving £64m in funding.

 

In terms of performance, service standards had been met and staff had gone the extra mile this was reflected in the significant improvements from quarter one. With regard to overspends, it was reported that it was helpful to recognise that this was being managed carefully. Overall, it was noted that the report presented a good position.

 

Following the brief introduction, members asked a number of questions as follows:-

 

  • In terms of savings targets, were officers confident these could be met and would a balanced budget be met particularly with rising social care costs. In response, it was stated that the report identified that in relation to savings the Council was £2.7m off track, but it was important to note that through funding for Covid, the Council had mitigated the overall overspend.. Members were advised that delivering savings was only one part of the management of the Council’s finances and overall this was being managed successfully under challenging circumstances.

 

  • With regard to staff sickness, it was asked how many staff were suffering from longer term issues resulting from Covid, and were they being supported adequately in the workplace. In response, Members were advised that there were not many people that were identifying as suffering with long covid. It was recognised that the sickness target was ambitious as the Council was delivering, business as usual whilst responding and recovering from the pandemic. This created a challenging environment for staff. It was noted that the Council was in a better position than last year and staff were being supported. Regular supervision was being provided by Occupational Health and there were regular bulletins posted on staff wellbeing.

 

·         Clarification was provided with regard to Homelessness placement claims and the reasons for them taking longer to process. It was reported that this issue had also been reviewed by the Council’s Internal Audit Team in order to optimise the system. It was advised that the Council only action the payment when the provision is in place and the invoice is received, which leads to a delay and the costs can vary depending on the nature of the  provision.

 

Doncaster Learning and Caring

 

Members asked a number of questions as follows:-

 

  • In terms of overspend, it was asked what strategy was in place to reduce these. In response, Members were advised that overspends were a particular focus for the service and this was being looked at on a weekly basis. Overspend with regard to children with disabilities was due to the children being placed in  ...  view the full minutes text for item 30.

31.

Performance Challenge of Doncaster Children's Services Trust Quarter 2 2021/2022 pdf icon PDF 1 MB

Minutes:

The Committee considered the performance challenge report of the Doncaster Children’s Services Trust for quarter 2 2021/22.

 

As the Committee had read the details within the report, the Chair stated that the Committee would continue onto questions, as follows:-

 

In relation to the impact of transition to MOSAIC as a reporting system, it was asked what the approximate timescales would be for resolution of the transition issues. In response, details of the impacts were highlighted to members. It was acknowledged that the impacts had been anticipated and collaborative work was underway to address the issues that need to be resolved in order to restore confidence with regard to the performance. In terms of timescales, at present there was no certainty about this. However, as part of the governance process a ‘Doncaster Integrated Peoples’ System (DIPS) programme had been developed and issues had been identified that were part system, part human. It was acknowledged that with any new reporting system, it will take time to develop and for system improvements to be made. It was also important to understand, that the system will require an upgrade as this was now an old version. It was stressed that in terms of reporting systems there will need to be ongoing development as the system and practice evolves. 

 

  • Members asked whether staff had received appropriate training. It was reported that staff had engaged with the system as well as other partners such as early help practitioners. Access to training had been on-line which had proved easier for staff. It was pointed out to Members that work began on a new system 4 years ago and the go live date had been rescheduled from last October.

 

  • In relation to incorrect/or unavailable information because of the migration to the new system, it was asked whether officers had any particular areas of concern. Whilst there was no specific issue or concern to bring to members attention, it was noted there were a number of measures in place to ensure improvements are being made. It was noted that pressure with regard to children subject Protection Plans had been reduced. However, there had been an increase of Children coming into to care, which had focussed the Trusts priorities.

 

  • A question was raised with regard to the Strategic Partnership Indicators, it was asked whether the positive trend with regard to staff turnover and youth offending would continue. It was reported that officers were taking a range of measures to  achieve a stable workforce. It was recognised that there were two elements to this, recruitment and retention.  It was noted that all staff had been given the opportunity to come into the office to enable them to support each other. Staff summits had also taken place. These measures were in response to feedback from staff about their support need.

 

In relation to staff recruitment, it was acknowledged that this had been more challenging and was a national issue. Investments were being made with regard to social worker pay and recruitment of  ...  view the full minutes text for item 31.

32.

Overview and Scrutiny Work Plan and Council's Forward Plan of key Decisions pdf icon PDF 618 KB

Additional documents:

Minutes:

The Chair welcomed comments from Members of the Committee who were Chairs or Vice-Chairs, and each provided an update of the work of their panels and summarised what they would be looking at over the coming months.

 

            RESOLVED that:-

 

(1)        the Overview and Scrutiny Work Plan be noted and approved;          and

 

(2)        the Council’s Forward Plan of key decisions, be noted