To receive any written questions.

Councillors may ask questions of Cabinet Members and Chairmen of Committees so long as a copy of the question is deposited with the Head of Legal and Democratic Services at least 24 hours prior to the meeting.  A list of questions, set out in the order in which they had been received, was circulated at the beginning of the meeting.  Councillors may also, at the discretion of the Chairman, ask one additional  question on the same topic.

Question asked by Councillor D.C. Taylor - for the Cabinet Member (Highways and Transportation)

"I understand that the Madley Parish Council have been consulted about the removal of two 100 metre lengths of hedge and provision of post and rail fencing.  Also two 30 metre lengths of tarmac on the Madley to Bridge Sollars Road.  Could he advise me when this work is to start as traffic when two large vehicles meet is horrendous?"

Councillor D.B. Wilcox, Cabinet Member (Highways and Transportation) confirmed that discussions had taken place with Madley Parish Council regarding the need to improve the C1098 Madley to Bridge Sollars road by the introduction of two additional passing places.  The proposed scheme would provide two passing places, one each side of the carriageway, at different locations in the vicinity of Bage Farm.   He advised that, in order to facilitate this work and improve visibility, it would be necessary to remove a total of approximately 200 metres of hedgerow (100 metres on either side of the road) and either, erect post and rail fencing or re-plant the hedge, set back from the road.

Subject to all the necessary permissions being granted and agreement being reached with the landowner, it was hoped to be able to commence the works during the current financial year with a start date anticipated in March 2007.

Question asked by Councillor Mrs. E.A. Taylor 

"When checking on-line it's clear from the May agenda, that the November meeting takes place on the 10th November and there is nothing on the Agenda of 28th July to indicate a change of date.  As there is so much criticism of the council of late, it is even more important to engage with the public and not exclude them.  I note from the Agenda there is only one question from members of the public and that is from an ex-cabinet member. 

My question to council is, "How have the Council informed the 170,000 people who live in Herefordshire of the change of date of the next Council meeting?""

Councillor R.J. Phillips, the Leader of the Council said that the change of date had been approved by Council at its meeting on 28th July and the date had been changed on the Council's website within a week of the decision.  He advised that the normal method of giving members of the public advance notice of meetings of the council is through a notice of public meetings which is issued fortnightly.  The revised date had been included in these notices (which are issued to all Info Shops, Area Offices, Libraries and media) since the beginning of September, this being the first notice to cover November meetings.  He also advised that Council was required by statute to give at least five clear working days' notice of any meetings open to the public.

Question asked by Councillor Mrs. S. Robertson

"I note that the Grafton Works and the Burcott Depot have been vacant for a considerable time with a loss of income to the Council as these sites could have been let. 

            (a) Why has this occurred and

            (b) What is being done to rectify the position."

Councillor M. Wilson, Cabinet Member (Resources) replied that neither depot was actually vacant. 

The Grafton Depot was being used by FOCSA, the Council's waste collection contractor who has offices at the rear of the garage and mess facilities in the original Depot as well as using the depot for overnight parking of its fleet.  He advised that negotiations have been underway for some time about proposals to relocate FOCSA to Rotherwas in the New Year and dispose of the Grafton Depot site.

The Burcott Depot is at present being used by Wrekin Construction, as their equipment and bulk material storage site, whilst they carry out the works in High Town.  The site is being disposed of and Solicitors are nearing completion of the conveyance.  In addition the prospective purchaser has submitted a planning application for a new office block.  Exchange of contracts should take place early in December with completion by the end of the year.

He advised that the sale of both sites would produce capital income for the Council and end ongoing liabilities.

Questions asked by Councillor Mrs. M.D. Lloyd-Hayes

"What consultation was carried out with the public prior to the decision being made on the Rotherwas Relief Road?"

Councillor D.B. Wilcox, Cabinet Member (Highways and Transportation) replied that the public, including employees and businesses on the Rotherwas Industrial Estate, had been consulted on the proposed Rotherwas Access Road at several stages during the development of the scheme prior to the recent decision to proceed with implementation.  This had included consultation carried out during the preparation of the Council’s first Local Transport Plan 2001/2 to 2005/6 (published in July 2000) and the second Local Transport Plan 2006/7 to 2010/11 (published in March 2006), both of which had identified the scheme as the Council’s top priority major highway scheme. 

He said that a variety of methods had been used to provide opportunities for as many people as possible to respond.  During the development of both Local Transport Plans, all households had received an informative leaflet explaining the process, key aspects and including a questionnaire allowing residents to make comments on their priorities. Presentations had also been given to all Local Area Forums (known now as Community Forums) and feedback had also been encouraged through the Council’s website. Consultation and involvement had also been carried out with stakeholders through the Herefordshire Partnership and other stakeholder groups.  Direct consultation had been carried out with employers and employees on the Rotherwas Industrial Estate, through questionnaire surveys and meetings on the estate, which had consistently shown support for the provision of an access road.

Formal consultation, by means of public notices, had been undertaken as part of the planning process, prior to Planning Permission being granted in February 2003 and also in relation to the Side Roads Order and Compulsory Purchase Orders for the scheme that had been published in March 2005 and the subject of a public inquiry in January 2006.

In response to a further question about consultation with the residents in the area, Councillor Wilcox said that leaflets had been sent to all households, with visits to over 4,000 homes.  Petitions had been raised in High Town and other areas of the city.  Consultation had taken place over a period of six years with very little response from the residents.  There had been a full Public Inquiry and consultation through Herefordshire Matters.  He failed to see how the Council had fallen short in terms of consultation.

Question from Councillor Mrs. Lloyd-Hayes

"How does the Council intend to improve its engagement with the public?"

Councillor Mrs. J.P. French Cabinet Member (Corporate and Customer Services and Human Resources) said that the Council had done much to improve the way it engaged with residents, to understand their views and needs, so that they may influence policy and services.  The Council’s community involvement strategy sets out, for now and the future, stringent quality standards for engaging a range of groups.  She cited the Disability Equality Forum and the Youth Council as examples.

She advised that regular customer satisfaction surveys informed changes to service delivery in areas such as waste management, local bus provision and libraries and Info Shops.

There was also extensive consultation on the Local Transport Plan and the views of those working in communities are gathered through the Voluntary Sector Assembly.  Consultation on the new Herefordshire Community Strategy included talking to people face to face. The Herefordshire Conversation involved several group sessions, and the Council has a citizens’ panel of 1,254 residents, which it intend to consult more often face to face.  Planning applications are consulted upon using statutory processes and the recently published Statement of Community Involvement includes an increasing emphasis on face-to-face consultations.  New Community Forums, together with West Mercia Police, will engage people on issues of local concern.

She advised that the Council is working across statutory and voluntary sector partners, to share information, to jointly consult and share best practice in consultation and there is full co-operation between social care and the Primary Care Trust to improve our consultations and the use of information about vulnerable residents.

She said that there is a vast range of information on how the council engages and consults the public on the council’s website and stated that staff have recently received training on the use of plain English; summary leaflets such as the latest one on Council finances have been appreciated; and the Council is currently working on improving information for Members to help them brief residents in their Wards. 

She also said that e-mail was an important tool in the age of 24/7 media.

Councillor Mrs. Lloyd-Hayes said she was pleased that young people were part of the consultation process and asked if the money raised through the closure of youth centres in the north of the city could be used to fund a skatepark.

Councillor French said she noted the points made but it was not for her to comment on matters outside her area of responsibility.

Question asked by Councillor W.L.S. Bowen

"Is the Cabinet Member for Housing aware of South Shropshire District Council’s affordable Housing Policies?

Is it possible that some of these policies can be used to advantage in Herefordshire?  If so, how soon could these policies for the improvement and greater provision of affordable housing in Herefordshire be instituted?"

Councillor Mrs. L.O. Barnett, Cabinet Member (Social Care Adults and Housing) said that she was aware of the provisions of the interim planning guidance on affordable housing for South Shropshire.  She said that the guidance was non-statutory at this stage and did not form part of adopted statutory planning policy. 

She also said that the Council would continue to closely monitor new approaches by other local authorities to affordable housing, and when these new approaches demonstrated their worth and were aligned with national and regional policy, their suitability for this County would be assessed and policies brought forward as part of the Council’s Local Development Framework.