To approve the Self-Funder Policy for people who use social care services, providers of social care services and social care professionals, aligned to the Adult and Communities directorate. The policy is compliant with the Care Act 2014 and its associated regulations and statutory guidance and seeks to provide clear information and available options in regard to the self-funder journey, to inform decision making.

That:

(a)       The Adult Social Care Self-Funder Policy, at appendix 1, is approved.

To approve the Herefordshire Autism Strategy 2019 - 2022

The autism strategy will:

a.     Set out the actions required to achieve improved life outcomes for people with autism by better access to services. Through strategic improvement the council and the Clinical Commissioning group (CCG) will make and or influence reasonable adjustments and workforce awareness, this will in turn lead to wider participation in the community and more fulfilling lives.

b.     Set out the outcomes required, resources and ownership against each priority. This will be supported by an action plan (appendix 1) which sets out the annual activity and the identified outcomes for children and adults with autism with the appropriate and available resources for groups of all ages.

c.      Act as a medium term framework for future delivery and alignment of universal services to ensure the needs of people with autism are appropriately met.

d.     Ensure that all commissioned activity across the council’s directorates and the CCG is aligned to the health and wellbeing blueprint for adult social care and with the NHS long term commitment to ensure reasonable adjustments are made in both primary and acute health settings and services.

That:

(a)       the Herefordshire Autism Strategy 2019 – 2022 be approved; and

(b)       the executive’s response to the recommendations of the children and young people scrutiny committee at appendix 4 be approved.

To approve the approach to recommissioning of a domestic abuse support service and the outline of a new Domestic Abuse Strategy for Herefordshire.

The commissioned domestic abuse support service provided by West Mercia Women's Aid is due to conclude in March 2019. This report details the intention to commission a redesigned domestic abuse service from April 2019 and provides an outline of the revised domestic abuse strategy for Herefordshire.

A shared strategic vision and set of priorities across agencies is required to tackle the root causes and consequences of domestic abuse, which is a complex, pan-organisational challenge. Within this, specialist services for victims and their children who seek support is vital to minimise harm and maximise positive outcomes, focussed on safety, building resilience and empowerment. A commissioned service is required which prevents the needs of victims and their children from escalating. The service will provide a single point of contact and access to experienced professionals who understand the risks and challenges faced by victims, assisting them to locate the right services and information to meet their needs.

Prevention, early intervention and co-ordination of support is key to prevent the risk and level of need from escalating and ultimately costing more to organisations across the system.

That:

(a)   the proposed outline Joint Strategy for Domestic Abuse at appendix C be approved for the purposes of informing commissioning intentions;

(b)   a domestic abuse support service be commissioned for a period of up to five years from 1 April 2019 at a maximum value of £1.3m;  and 

(c)   the Director for Adults and Communities be authorised finalise the service specification and award contracts for domestic abuse support services within the agreed budget.

To approve the continued maintenance of the Capita revenues and benefit IT system.

The revenues and benefits IT system records, processes and documents all relevant information in relation to the councils tax base, council tax income, business rate charges and housing benefit claimants.

The current contract to maintain the system expires on 31 March 2019, this report recommends the current provider be awarded a further five year contract to maintain the system post 1 April 2019, with an option to break at year three. The current provider is recommended because they are the only available current system maintenance provider.

That:

Capita be awarded a contract for a further five year period, with an option to break at year 3, to 31 March 2024 under Regulation 32 of the Public Contract Regulations 2015 at an annual cost of £98k.

To undertake a preliminary business case assessment of two potential direct council commercial development projects at Hereford enterprise zone (Hez).

In this instance the direct development undertaken by the council will create new employment space for rent by businesses, this will serve to meet unmet demand for business space at Hez.  This will help to accelerate the achievement of business occupancy targets, and meet the objective of creating more and better quality jobs at Hez, thereby helping to implement an important priority project of the Herefordshire Economic Vision.

That:

(a)         a business case be developed regarding investment opportunities for the council to develop medium scale office and industrial space for rental at the Hereford Enterprise Zone; and

(b)        £35,000 be allocated from the Development and Regeneration Partnership budget to undertake the detailed work required to inform the business case preparation and for this detailed work to be undertaken by the council’s development partner.

To approve the spend of section 106 public realm monies received in respect of planning application P160606/F - Land at Galebreaker House, Leadon Way, Ledbury, Herefordshire, HR8 2SS for the purposes set out in this report, together with an explanation of the considerations that have been taken into account in reaching this recommendation.

That:

(a)        subject to securing planning consent, approval is given to undertake landscaping works in accordance with the landscape master plan at appendix 2, at a cost of not more than £120,000 including fees; and

(b)        the Chief Finance Officer be authorised to take all operational decisions necessary to implement the above recommendation.

(b)    That, subject to consideration of any unresolved objections by the Assistant Director, to approve the making of the Traffic Order and to install or amend the traffic signs (including road markings) as required.

To approve the direct award of a six month contract for the delivery of children’s centre services in the Bromyard area. The current contractual arrangement ends on 31 March 2018.

Initial commissioning intentions for the Bromyard area for beyond April 2018 were developed in 2017. A six-month extension of service will enable additional work to be undertaken so that a long-term decision can be taken for the delivery of services from October 2018.

To determine the council’s three year plan for allocation of the special provision capital fund.

In March 2017 the Government announced the allocation of a special provision fund for councils to support capital investment in provision for pupils with special educational needs and disabilities. The funding will be allocated on an annual basis over a three year period 2018-2021.

The fund will be allocated to projects to meet the council’s duty to ensure that disabled children and those with special educational needs (SEND) can access high quality provision that meets their needs, and ensure arrangements are in place for alternative provision for children outside mainstream education or missing education (e.g. excluded or ill) to receive full time education. Projects will be determined by consideration of suitability, condition and sufficiency of current provision, and prioritised based upon these criteria in accordance with the council’s Schools Capital Investment Strategy (SCIS).

That:

a.     consultation be undertaken on the following priorities aligned to the schools capital investment strategy in order to determine the spending of the £500k special provision capital grant funding to improve the quality and range of provision available to SEND children and young people with education health care plans (EHCPs):

1. Improvements to the provision for children and young people in the current ‘hospital school’;

2. Improvements to provision for pupils with social emotional mental health needs;

3. Improved provision at settings for 11-16 year olds with learning difficulties and disabilities; and

4. Improvements to resourced provision for pupils with autism.

b.     it be recommended to Council that the £500k special provision capital grant be added to the capital programme; and

c.     the director for children’s wellbeing be authorised to take all operational decisions regarding the allocation of the grant fund to an appropriate projectfollowing consultation with the cabinet members for contracts and assets and young people and children’s wellbeing and having regard to the outcome of the consultation and in accordance with the schools capital investment strategy and grant scheme criteria.

To renew the existing support and maintenance agreement with Servelec to provide the Synergy application for a period of up to two years from 1 April 2018, at an annual cost of no more than £70k.The application supports three the statutory services of admissions, family information service and special educational needs and disabilities.

That:

the existing support and maintenance agreement with Servelec, to provide the Synergy application for a period of up to two years, is agreed from 1 April 2018 at an annual cost of no more that £70k.

To award a contract for the provision of Ja.Net Internet services to Jisc for up to 7 years at a contract value of £91k plus inflation.

To approve draft Staff Deployment Guidance.  This is to ensure Herefordshire Council has the capacity to meet the requirements of the Civil Contingencies Act 2004.  This is new guidance as we have previously relied on ‘good will’.

That:

the staff deployment guidance attached at appendix 1 is approved. 

To respond to the motion passed by full Council on 13 October 2017 which resolved that the Executive is asked to write on behalf of Herefordshire Council to government making the following points:

1.           The cuts in local authority funding have impacted our ability to deliver non statutory services.  The rural sparsity of Herefordshire presents a particular challenge to our street cleaning programme and verge litter clearing, which are non-statutory services.

2.           The increasing volume of litter being dropped in the county on our streets and both major and minor roads is unsightly and dangerous.  We recognise the tremendous efforts made by local people who go on litter picks or who just pick up litter when they see it.  However, it is neither practical nor safe to rely on local volunteers to litter pick on busy highways.

3.           Therefore, we raise this issue with the suggestion that sufficient finances be made available to local authorities to attend to the problem.  Such money should be raised from a tax on fast food (take away) outlets, confectionary and crisp manufacturers, alcohol and soft drink companies and tobacco companies since these are the main contributors to the problem.  It will not be a pasty tax but a litter tax (although some benefit to health may accrue).

4.           Defra should also be encouraged to run a campaign to stop the careless disposal of but encourage the recycling of silage wrappers, fertiliser bags, seed bags, feed sacks, baling twine and mineral buckets.

5.           Furthermore, the Executive is asked to consider whether further steps can be taken to support parish councils, local community groups and individuals who wish to deal with this problem in their area.   The Executive is also asked to look into what can be done to encourage local business to engage with this challenge to reduce waste and litter in our lovely county.

This report details the Executive’s response to this motion.

That:

(a)   the continued efforts of the council teams, their service provider Balfour Beatty Living Places and the community, working together are recognised; and

(b)   the Cabinet Member for Transport and Regulatory Services writes to the Parliamentary under Secretary of State for the Environment, and the Department for Environment Food & Rural Affairs, as drafted in appendix 1 to this report.

(c)   As part of the development of the public realm services in the 2018/19 Annual Plan, the council teams and Balfour Beatty Living Places consider whether further steps can be taken through the lengthsman scheme and community commissioning model to support parish councils, local community groups and individuals who wish to deal with this problem in their area. 

(d)   teams continue to encourage local business to engage with this challenge to reduce litter and waste in our lovely county.

The application was approved in accordance with the Case Officer’s recommendation.

The application was approved contrary to the Case Officer’s recommendation, subject to a S106 agreement and conditions.

The application was approved in accordance with the Case Officer’s recommendation.

The application was approved in accordance with the Case Officer’s recommendation.

The application was refused contrary to the Case Officer’s recommendation.

THAT:

(a)   the ‘Confidential Reporting Procedure’ at appendix 1 and ‘Whistleblowing Policy’ at appendix 2 be adopted with immediate effect;

(b)  the national template for ‘Registers of Interest’ at appendix 3 be adopted for implementation with immediate effect;

(c)   the existing Marches LEP Code of Conduct be amended to reflect its application to LEP staff; and

(d)  authority be delegated to the LEP director in consultation with the LEP Board to implement, if required, the publication of LEP Board agendas, meeting papers and decisions.

To agree the implementation of the improvements to the active travel infrastructure in Whitbourne which will deliver a new bus shelter, white lining and crossing facilities.

The S106 contribution of £31,974.00 has been identified and secured as part of the planning application relating to the Acreage, Whitbourne. The monies have been deposited with the council to enable commissioning of the proposed works.

That:

(a)        The S106 active travel and public transport scheme be implemented in Whitbourne; and

(b)        The Public Realm Annual Plan be amended to include the design and delivery of the scheme to the value of the contribution, £31,974.00.

To consider and approve the continuation of  access to leisure activities for looked after children and care leavers via a discounted voucher system.

That:

(a)         the council appoints Halo Leisure to provide a framework of discounted leisure vouchers that can be purchased for looked after children and care leavers for a further period of five years from 1 April 2018 to 31 March 2023.

Herefordshire Council has successfully trialled the use of ‘audio streaming and recording’ - a service that allows live audio-casting of public meetings over the internet and creates recordings for later playback. Following that trial this report seeks to gain approval to formally adopt Audio Minutes as the successful contractor into the suite of democratic services offered by the council.

That:

(a)    Audio Minutes be appointed to supply Herefordshire Council’s public meeting audio casting and recording services at a cost of £3,900 per annum starting in February 2018 to March 2020;

(b)  a tablet and mobile microphone be purchased at a cost of not more than £500; and

(c)  the new standardised minute taking guide (issued in appendix a) for public meetings be adopted and phased in over a period of not more than 6 months to allow for full implementation of audio casting.

To agree the works necessary, which include consultation and surveys, to enable the design of a traffic management scheme on the site of the former Pomona works, Attwood Lane, in the parish of Holmer and Shelwick.

The scheme will inform the final design and build which will mitigate the impact of additional traffic and provide a safer walking / cycling environment in the parish. The scheme is funded through the S106 contribution secured through planning application ref P130426/F.

That:

(a)         The consultation in relation to the traffic calming and footpath improvements in Holmer and Shelwick are commissioned and undertaken; and;

(b)        The 2017/18 public realm annual plan be amended to include the consultation and associated traffic/speed and site surveys at a value of £22,555.57

To approve spend, procurement and delivery of the following suite of energy efficiency measures on an ‘invest to save’ basis:

·         Standard lighting will be replaced across Ross on Wye Library, Unit 3 depot at Thorn Business Park and Maylords Orchard Car Park sites with energy efficient (LED) lights in order to reduce energy and maintenance costs in addition to reducing carbon emissions.

·         Variable speed drives will be installed in the air handling unit at Plough Lane. These would be integrated into the existing Business Energy Management System ensuring the building operates at maximum levels of efficiency, saving energy, money and carbon.

·         Solar PV will be installed on the Kingsland Depot, the Hereford Archive & Record Centre and Blueschool House, on an invest to save basis to reduce energy costs and generate income from the Feed in Tariffs (FIT’s).

That:

a)    Air handling units at Plough Lane be upgraded at a cost of not more than £20,000;

b)    LED lighting be installed at Maylord Orchard Car Park, Unit 3, and ross on Wye Library at a cost of not more than £69,200;

c)    Solar PV systems be installed at Kingsland Depot, Hereford Archive and Records Centre (HARC) and Blueschool House at a cost of not more than £165,000; and

d)    The assistant director environment and place be authorised to take all operational decisions necessary to implement the above recommendations within the approved budget and in accordance with contract procedure rules

This report is designed to provide assurance that progress is being made towards achievement of the agreed revenue and service delivery targets, and that the reasons for major variances or potential under-performance are understood and are being addressed to the cabinet’s satisfaction. Cabinet is asked to review projected revenue and capital outturn for 2017/18, consider performance for the first nine months of the year and authorise the use of reserves.

The contract for provision of catering services to the Plough Lane offices was awarded in 2014 to Reyes Catering Co and the mechanism for payment was via a profit share for Herefordshire Council, this has proved cumbersome to manage and the income from this has proved negligible therefore a more simple process for securing income to Herefordshire Council is required.

This report therefore seeks permission to alter the existing contract from a profit sharing basis to a fixed monthly rental.This will ensure constant income to the council and simplify the costs of trying to obtain that income.

That:

the payment for rent currently based on a profit sharing basis is altered to one of a fixed monthly rental of £300.

From April 2017 the government opened up the non-domestic water supply market to enable businesses, charities and public sector bodies to be able to choose their supplier rather than rely on a supplier within their region

This report proposes to vary the Joint Agreement for West Mercia Energy (WME) held by the constituent authorities to enable WME to supply utilities, alongside the supply of energy.

This variation does not impact on the council’s Constitution.

That:

(a) the West Mercia Energy Joint Agreement be varied to include the provision to be able to broker and supply utilities; and

(b) the Director for Economy, Communities and Corporate be authorised, following consultation with the Solicitor to the Council, to finalise and execute the variation.

To consider the recommendations of the General Scrutiny Committee on engagement with the West Midlands Combined Authority (WMCA) and other partnership options to deliver growth and jobs in Herefordshire.

The then General Overview and Scrutiny Committee established a task and finish group on devolution to conduct a review on a) key issues relating to the government’s devolution agenda, b) the pros and cons of engagement with WMCA, and c) other options on partnership working to deliver growth and jobs in Herefordshire. This would encompass Herefordshire Council’s corporate plans, strategic economic strategy and economic master plan.

To ensure that the council is in the best possible position to continue to secure government funding to support the growth aspirations of the county whilst maintaining the flexibility needed to fully explore the implications of greater engagement in a combined authority engagement.

Cabinet is invited to approve the response to the committee’s recommendations.

That:

(a) the proposed responses to the recommendations set out at appendix 2 are approved.

To approve the direct award of a carers support service contract for up to 12 months from 1 April 2018, until a newly designed service can be successfully commissioned.   This will ensure the continuity of services for carers following the withdrawal of the procurement process for the newly designed carers service. The current contract with Herefordshire Carers Support (HCS) is for a fixed term of one year. The existing contract cannot be extended and therefore a direct award is proposed, which will require an exemption from contract procedure rules standing orders.   The service specification for the interim service will be developed as far as possible to align more closely to the priorities in the Joint Carers Strategy.

A recent procurement process has demonstrated that the market does not currently have the capacity and willingness to deliver the new type of carers service required.  Therefore a new carers service will not be available to mobilise from 1 April 2018.  Intensive work is underway to engage in depth with the market, NHS and other partners to establish the best way to deliver a service which enables carers and addresses the priorities within the Joint Carers Strategy.

That:

(a)         a direct award to Herefordshire Carers Support (HCS) of a contract for a carers support service for 12 months and a maximum cost of £160k is approved.