Agenda item

The Director of Corporate Resources provided an overview reminding Members that the Authority had responded to the Borough’s flooding emergency over the winter months whilst continuing to meet objectives, resulting in a favourable outturn position with a £1.3m financial underspend and strong performance.

 

With regard to reducing the Local Authority’s reliance on residential care, this continued by supporting more people to continue living in their own homes through the use of Direct Payments and providing appropriate support to people discharged from hospital.

 

It was highlighted that:

 

·      Environment issues - the Council was on target to meet planned maintenance;

·         Supporting vulnerable people - targets had improved in relation to Council Tax support, housing support and benefit claims;

·         Mayoral priority on local spend - 70% had been used locally;

·         Agency spend – the Local Authority’s reliance on this aspect had reduced;  and

·         Sickness absence – this had weakened slightly but would continue to be addressed.

 

The Committee noted that despite the challenges faced, in particular 3 periods of flooding during the winter months, Quarter 4 performance resulted in a positive position. 

 

Continuing from the introduction, Councillors explored the following areas in more detail.

 

CONNECTED COUNCIL

 

Sickness absence - Following a pulse survey, it was noted that staff had responded well to the current way of working, offering more flexibly and managing their work-life balance, with sickness reducing but, the position would continue to be monitored. 

 

The performance target set for 2020/21 took into account a more virtual way of working and the investment made in technology.  In response to concerns, it was explained that based on the sickness figures from the first three months of this financial year, it was hopeful that the 2020/21 target could be achieved.

 

Specifically in connection with the Covid-19 pandemic, Members were of the opinion that the virus was circulating in the UK in November, 2019 and stressed that people had been suffering with a continuous cough during December.  It was noted that sickness data would be assessed to ascertain whether there had been an unusually high number of people suffering with a continuous cough, however, it was explained that there was the expectation for respiratory viruses to be higher at that time of year.  It was also noted that in November/December 2019 following the Local Authority’s response to the flooding emergency and the hard work undertaken resulted in a number of staff being exhausted, having an impact on their well-being.

 

Housing Benefit Claims – It was explained that there was no intention to reduce resources in this Service area following the restructure last year.  The team was aiming to improve service with more people being able to access assistance online.

 

Health and Safety risk – Members were informed that as part of the response to the Covid-19 pandemic, it was a statutory requirement for each service to undertake a risk assessment prior to “stepping up” service delivery.  For example, safe distancing.

 

Finance Quarter 4 outturn – In response to a question relating to the final position, it was noted there had been a positive variance with underspends across all areas, but particularly within the Childrens Trust.  It was acknowledged the impact following the Covid-19 pandemic response could not be quantified at this stage, as all areas had been impacted upon, however details would be provided as part of the Quarter 1 finance and performance report.  It was noted that there had been a number of factors contributing to the final position including reduced recruitment, flooding emergency and required expenditure towards the end of the financial year. 

 

Therefore a combination of spending factors, additional to development of the Council’s savings plan, formed part of the Budget framework presented to Full Council.  It was stressed that a number of areas were non-recurrent financial activities in 2019/20 followed by the Covid-19 pandemic, but it was recognised that the Council must continue to maintain a sustainable base rather than one-off saving achievements.

 

Reserves – The Committee was reminded of the marginal underspend, transferred into general reserves, and in turn help to mitigate against the Covid-19 pandemic expenditure and manage general resources.  The Finance Team was currently addressing recurrent and non-recurrent expenditure and ensuring they were factored into the budget cost pressures and financial management process.

 

Committed expenditure – In response to an example provided by a Member, it was explained that earmarked reserves agreed during Quarter 3 would continue.

 

DONCASTER LEARNING

 

LEA Schools and Academies – In response to a question relating to Academies and the Local Education Authority’s relationship during the Covid-19 pandemic period, it was explained that all education providers were working together, with shared ownership and full co-operation to respond to the emergency.

 

It was noted that nearly all schools had remained open, but where closed pupils had been transferred to a different school within their Academy Trust.

 

The Committee acknowledged that 6000 pupils had now returned to school however the challenges faced included capacity and ensuring safe social distancing rules were met.  There was understandable anxiety from some parents about sending their children back to school..  Work was being undertaken with year 6 pupils for their transition to secondary school.

 

OFSTED – It was reported that the Ofsted Inspection Service would resume in late summer/autumn period with some assurance visits being undertaken in September, addressing how schools were coping with well-being issues and re-engagement of pupils.  These visits would not be a formal inspection and result in the school receiving a letter not a judgement.  The same procedure would apply for colleges. 

 

With regard to the Inspection of Local Authority Childrens Services, this had been suspended.  In connection with the Annual Conversation relating to children services the current proposals were for Local Authorities to choose whether they wished for this to go ahead.

 

Creating education bubbles – this would be dependent on Public Health advice, school and teaching capacity.  Schools would always accommodate pupils where it was safe to do so.

 

Challenges with persistent absence – it was noted that there was currently no obligation for parents to send their children to school however, they were actively encouraged to do so.  No absence penalties would be made during the pandemic period.  The key priorities at this time was ensuring pupils who were vulnerable, from key workers and nominated year groups were returning to school.  The Local Authority and Schools were actively working with vulnerable children and their families providing support as they return to school.

 

In connection with persistent absence as schools return to some kind of normality, the Education and Welfare officers would continue to actively work with pupils and families.

 

Moving forward, persistence absence was an area that required addressing further, in October, when evidence was available on the number of children that had re-engaged in the education system.

 

Mental Health in children – The Local Authority and partners responded immediately by establishing a partnership children’s cell, managing the immediate response to the crisis and recovery.  The partnership met 3 times per week addressing vulnerable children’s needs and providing wrap around support for children who had attended Accident and Emergency.  CAHMs had continued to contact children they were already working with using different new technology methods.

 

It was noted that there were approximately 2000 children in Doncaster with varying levels of vulnerability and those who had an appointed social worker continued to be seen, for example, at home through house windows and/or phone calls. 

 

School Uniforms – The question of flexibility by schools preparing for September was questioned when a Member outlined that parents could struggle to pay for new uniforms due to job losses, by the end of July.  An answer to this query would be provided following the meeting when the issue could be investigated.

 

DONCASTER CARING

 

Due to the Director of Health and Adult Social Care having to respond to the Pandemic emergency, two questions were posed and responses provided to the Committee, prior to the start of the meeting, relating to challenges with:

 

a)          continuing the mainstream change to service management;  and

b)          homecare and supported living.

 

Following a query raised relating to aids and adaptations, particularly the number of hoists being used in some properties, the Director of Corporate Resources explained that the issue would be investigated and responded to following the meeting.

 

DONCASTER WORKING

 

Business Rates – Following a question relating to the loss of business rates during the Covid-19 pandemic, the Director of Corporate Resources explained that this was being investigated and that the Government have, to date, required 3 estimates.  The estimates had been different at each point of reporting due to the constant emerging position.  It was noted that in the first couple of weeks of the pandemic a number of direct debits had been cancelled, however the position had settled slightly.  During the year the Local Authority would be working with businesses to address their rates’ payment plans.

 

In response to a Member explaining that a loss of business rate figure should be made available to plan and prepare, the Director of Corporate resources reiterated that the finance and performance Quarter 1 report in September, 2020 would provide clearer details with regard to loss of income figures.  She reminded the Committee that Council Tax was the largest but only one part of Local Authority funding streams.  The financial position was therefore addressed as a whole, understanding and quantifying for example the loss of income, delivering savings and impacts of cash flow.

 

With regard to the query relating to the number of direct debits cancelled, it was explained that the Government indicated that changes/an extension would be applied to business rate relief, therefore creating a knee jerk reaction.  Re-billing to the business community was therefore required to be undertaken by the Local Authority.  Throughout the year, once business rate relief has been applied, any business rate or Council Tax debt would be pursued and recovered as quickly as possible.  It was noted that different approaches, depending on the level of debt, would be applied.

 

Business Support - In response to the significant impact the pandemic has inflicted on business it was reported that through Business Doncaster, with the Local Authority, a recovery plan was being developed as a priority, to protect Doncaster’s businesses in the short term. 

 

At the end of week commencing 13th July, 4,638 grants had been provided to Doncaster’s business community with £56.2m being made available.

 

Along with other South Yorkshire Local Authorities and the Community Local Government and Housing Government Department, ERDF funding was being used to provide support primarily to small business enterprises on recovery and productivity, including one to one business support.

 

It was noted that the criteria for the incentive grants scheme would be changing to provide support not only for new job creation but to safeguard existing jobs.  Therefore it was planned to provide “survival sessions” for small businesses addressing issues such as cash flow and business continuity.  Additional to the work being undertaken by the Local Authority, Doncaster Chamber of Commerce was also examining support programmes for employees including health and safety, well-being, assistance with supply chains, international trade and networking.

 

Town and Parish Councils – A Member reminded the Committee of his concern in relation to the support for Town and Parish Council’s during the Covid-19 pandemic response, stressing that they were continuing to operate, with a reduced funding allocation.  In response it was accepted and understood that Parish and Town Councils were in the same financial position as Local Authorities.  It was noted that following the Overview and Scrutiny Management Committee briefing session in May, the Local Authority had approach Town and Parish Councils with assistance to seek out every opportunity for additional resources.

 

Regional borrowing opportunities – in response to a question, it was confirmed that Sheffield City Region (SCR) was not a lending organisation but currently a body that allocated money for specific projects.

 

Economy and Environment underspend – Following reference in the report at paragraph 39 and an underspend of £0.67m, it was explained that there had been less activity due to the flooding emergency response in November 2019.

 

Local Plan examination – The document had now progressed through a period of consultation with the examination in public scheduled later in the year.  The delay was due to the Covid-19 pandemic.

 

DONCASTER LIVING

 

Fly Tipping – in response to a question relating to fly tipping performance, it was stressed that improvements had been made following a number of service changes, for example, how requests were being progressed.  During the recent weeks in response to activity in the Covid-19 pandemic period additional resources had to be established to respond to the amount of litter being deposited across the borough.  It was noted that from 8^th June, additional staff would return to their normal jobs.  A Member commended the work undertaken by staff when responding to Members fly tipping reports during the Covid-19 pandemic.

 

Grass Cutting – with regard to how grass cutting could be re-programmed to respond to the change in weather patterns, it was outlined that the Covid-19 pandemic period had provided an opportunity to address how services could be adapted in future years.  Realigning capacity across different service areas and flexibly responding to differing climates was an area of importance, bearing in mind the Local Authority’s biodiversity objectives.  For example, identifying areas across the borough to re-wild and produce improved natural habitats, with grass cutting being undertaken as required rather than on a set timetable.

 

To conclude it was highlighted by a Member that the Climate Change report and recommendations was expected shortly.

 

RESOLVED that: -  the following, be noted:

 

1.     The virements per the Financial Procedure Rules, detailed in the Financial profile in Appendix A of the report;

2.    The carry forwards approved by the Chief Financial officer, detailed in Appendix A of the report;  and

3. The Strategic Risk Register detailed in appendix B