To seek approval to commission, by means of a competitive tender process, an accommodation based housing related support service and housing related floating support service.  Two separate but related contracts are commissioned currently through Home Group and are due to cease on 31 August 2019.

The services are commissioned as part of the council’s approach to preventing and relieving homelessness. Accommodation based support is offered currently from two premises in Hereford, at Pomona Place and Bridge House, with a total of 31 units or places. Floating or outreach support is provided to around 75 people to help them sustain their existing living arrangements or move on. Both services are transitional and support people, who are in housing crisis, to be more independent and manage their own tenancy in the future, through promoting self care, financial and domestic skills and access to training or employment.

A soft market exercise has been conducted to assess capacity for continuation and development of services and it has demonstrated considerable market interest, including among providers holding local housing stock. Delivery of accommodation based support requires access to more than 30 units of accommodation, suitably configured and located and this will be a critical factor in the viability of tender bids.

The services are for people who are homeless or threatened with homelessness and have a priority housing need. Accommodation based support is available only to single adults and in practice, the majority of those supported are ex-offenders or have mental health and/or substance misuse needs.  A small minority are sometimes identified to have a military background.   In the light of continuing high demand for accommodation based support, it is proposed to seek up to 35 units as part of the new contract, representing an increase of up to 16.5%, without any additional cost to the council.

The mobilisation of accommodation based support services can be particularly complex and time consuming and the procurement process is therefore planned to conclude early in 2019.   

That:

(a)        the commissioning of an accommodation based support service through an open procurement process be approved, for a period of up to five years from 31^st August 2019, with  a maximum total cost of £1.39m; and

(b)        the commissioning of a floating support service through an open procurement process be approved, for a period of up to five years from 31^st August 2019, with a maximum total cost of £553k; and

(c)        authority be delegated to the acting director for adults and communities to award contracts for accommodation based and floating support services, following the completion of procurement processes.

To review the progress of the corporate parenting strategy.

The Children and Social Work Act 2017, introduced a new duty on councils to have regard to the following corporate parenting principles when exercising their functions in relation to looked after children and young people;

·        to act in the best interests, and promote the physical and mental health and well-being, of those children and young people

·        to encourage those children and young people to express their views, wishes and feelings

·        to take into account the views, wishes and feelings of those children and young people

·        to help those children and young people gain access to, and make the best use of services provided by the local authority and its relevant partners

·        to promote high aspirations, and seek to secure the best outcomes, for those children and young people

·        for those children and young people to be safe, and for stability in their home lives, relationships and education or work; and

·        to prepare those children and young people for adulthood and independent living.

That:

(a)       the progress of the corporate parenting strategy as outlined at appendix 1 to this report be considered and cabinet set out any further actions to improve the delivery of the strategy; and

(b)       the executive’s response to the recommendation of the children and young peoples’ scrutiny committee at appendix 2 be approved.

To approve a new council tax discount to care leavers from the age of 18 until their 25th birthday.

The new council tax discretionary relief award is aimed at reducing housing costs that may be experienced by care leavers by granting up to 100% discretionary relief from council tax.

That:

(a)  the council tax discretionary relief award attached at appendix 1 be approved for implementation from 1 November 2018.

To review Adoption and Fostering Services performance and approve related documents.

The National Minimum Standards are issued by the Secretary of State under the Care Standards Act 2000 and detail the conduct and standards required for Adoption and Fostering Services and as such are taken into account during inspections by Ofsted.

Standard state that the executive side of the local authority:

·         receive written reports on the management, outcomes and financial state of the agency

·         monitor the management and outcomes of the service in order to satisfy themselves that the agency is effective and is achieving good outcomes for children and/or service users;

·         satisfies itself that the agency is complying with the conditions of registration; and

·         the executive formally approves the statement of purpose and reviews them at least annually.

That:

(a)  the performance of the adoption service as outlined at appendix 1 to this report be reviewed, any risks to achievement of objectives noted and relevant mitigating actions approved;

(b)  the statement of purpose for the adoption service (appendix 2) be approved;

(c)  the performance of the fostering service as outlined at appendix 3 to this report be reviewed, any risks to achievement of objectives noted and relevant mitigating actions approved;

(d)  the statement of purpose for the fostering service (appendix 4) be approved; and

(e)  approve the executive’s response to the recommendations of the children and young peoples’ scrutiny committee as per appendix 5.

To approve payments to Hoople for services as specified in the Hoople service level agreement for 2018/19. The cost to the council of services provided by Hoople for 2018/19 is expected to be £5.184m which represents a cost reduction of 6.5% on the previous year (£5.545m).

That:

(a)  the assistant director environment and place be authorised to finalise and sign the Hoople Service Level Agreement (SLA) for 2018/19 attached at Appendix 1; and,

(b)  the assistant director environment and place be authorised to approve payments to Hoople in line with the SLA for 2018/19 within the approved annual budget of £5.184m.

To seek approval for the revised finances and business case for the  "Shell Store" project: an extensive refurbishment and conversion of the redundant Shell Store building within the Hereford enterprise zone, to create a business incubation and research facility that will support business growth and job creation. Additional approval to let a contract for the construction of the centre is also sought.

The key revisions to the project include:

"           To increase the project budget by £818,000 to a total of £7.316m;

"           The increased budget reflects the high construction inflation experienced since the previous approval and an increase in the contingency to a more appropriate sum;

"           The project has been delayed due to the time required to secure the external funding package, specifically securing ERDF and LEP funding.

That:

(a)   the revised finances and business case for the “Shell Store” business incubation centre is approved with the budget increased by £818,000 to a total of £7.316m; and

(b)   the director for economy, communities and corporate is delegated authority to award the construction contract(s) for the centre, up to the approved budget via an appropriate procurement process or the council’s development partner.

To change the street trading designation of High Town, Hereford from a Consent Street to a Licence Street. A consent street is designed for more itinerant types of trading which takes place from a vehicle, cart or barrow. A licence street is better suited to trading from fixed positions and allows for a wider variety of trading units.

That:

(a)       a notice of intention to designate High Town, Hereford as a licence street, for street trading purposes, is published in line with the requirements of the Local Government (Miscellaneous Provisions) Act 1982;

(b)       the Assistant Director, Environment and Place be authorised to determine the designation, having regard to any representations received in response to the notice and  if designation is determined, to rescind High Town as a consent street, taking all necessary steps to implement the change 

To approve the arrangements for the implementation approach to the first phase of employment land at Ross Enterprise Park (formerly known as Model Farm).

It is proposed that Ross Enterprise Park is added to the development and regeneration programme. This will enable the council’s development partner, Engie, to undertake the remaining feasibility and detailed design work on the project, at a total cost of no more than £375,000. This is an additional £200,000 budget to the previously approved budget of £175,000 for feasibility work. This budget and work will progress the project to a stage where the council can make a decision on the business case for the scheme and develop a project specific agreement for the works, likely to be a design and build. This total budget will take the design/preliminaries to the pre-construction stage and an inclusive fee proposal within this budget has been provided by the council’s development partner.

That:

(a)         the first phase employment land at Ross Enterprise Park, as defined in the plan at appendix 1, be added into the development & regeneration programme. 

(b)        Engie Regeneration is requested, under a new project request, to provide a development and regeneration programme stage 2 submission including the costings to support the development of the full business case and to develop a project specific agreement for the works, likely to be a design and build contract at a cost to the council of no more than £375,000 (inclusive of the previous decision).

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 seek approval for a four month extension to the Sensory Impairment service in Herefordshire.

The service is currently operating under an extended contract period. It was hoped that this service would be aligned to the sensory pathway being reviewed by the Clinical Commissioning Group (CCG), however timescales for this do not currently align and adequate time is required to enable commissioners to hold a full competitive open tender for the service.  

That:

(a)   the existing contract with Hereford Vision Links for the sensory impairment service be extended for a further 4 months from 30 September to 31 January 2019 at a cost of £30k and;

(b)   the service is recommissioned through an open tender competition process to commence as detailed in paragraph 23 with the new service to commence from 1 February 2019 to 2 February 2022 to an expected maximum contract value of £430k (please note that the equipment element cannot be capped and it may exceed this value).

To agree consultation arrangements to inform the process for setting the 2019/20 budget and developing the medium term financial strategy (MTFS).

Under the budget and policy framework rules, Cabinet is required to publish its timetable for making proposals to Council for the adoption of the MTFS, its capital budget and setting a budget, and its arrangements for consultation after publication of those initial proposals.

The report proposes the timetable and recommends that Council be requested to move the date of the budget meeting in February by two weeks to provide for consideration of the government settlement usually published at the end of December.

It also requests that the scrutiny committees make appropriate provision in their work programmes to inform the budget setting process.

That:

(a)        the timetable for making proposals to Council for the adoption of the MTFS 2019-23 and the 2019/20 budget be approved as follows:

·       consultation – 5 July to 21 September 2018

·       Cabinet – 31 January 2019

·       Council (approve budget and MTFS) – 15 February 2019

·       Council (set council tax and precept – 8 March 2019

(b)        it be recommended to Council that the budget meeting date be moved from 1 February 2019 to 15 February 2019;

(c)        the approach for consulting on budget proposals for 2019/20 as set out at paragraph 11 be approved; and

(d)        the scrutiny committee chairpersons be requested to make suitable provision in their respective committee work programmes to enable scrutiny members to inform and support the process for making cabinet proposals to Council.

This report seeks to approve the application of the development guidance principles contained in the Polytunnels Planning Guide 2018, which brings up to date the previous Polytunnels Supplementary Planning Document (SPD) 2008. This will provide planning guidance to prospective planning applicants, officers and members of the council and other interested parties on the erection of polytunnel structures.

That:

The Polytunnels Planning Guide 2018 at appendix 1 is approved for development management and public use to supplement national and local planning policies; and will constitute a material consideration in the determination of planning applications.

To recommend to Council proposed in year adjustments to the capital programme including proposed investment additions for 2018/19, 2019/20 and 2020/21. These items are in addition to the £92.418m for 2018/19, £48.078m 2019/20 and £8,484m 2020/21 capital funding approved by Council in January 2018

The report proposes some adjustments to reflect increased or unanticipated grant allocations and s106 funding secured and proposes some changes to reflect the way in which some individual projects are now anticipated to be funded. Additional provision is sought to enable development of the Shell Store; the additional provision arises as a result of construction costs inflation and an error in the programme approved by Council. In addition, two new schemes are proposed to be added:

·        the Cyber Security Centre to support the development of  specialist facilities including business space for small and medium enterprises (SME’s), research and product testing lab space, and educational and training space at Rotherwas; and

·       the redevelopment of the Hillside Rehabilitation Centre to provide additional residential nursing care provision in the county.

If approved the proposals will have an increase in the capital programme of £3.5m and £1.5m respectively and funded by £1.5m use of capital receipts, £2m borrowing for Cyber Security Centre and £1.5m borrowing for Hillside.

A delegation is sought to enable the Chief Finance Officer (as s151 officer) to approve in year amendments to the capital budget where the amendment arises as a result of securing external funding.

That the following be recommended to Council

(a)        the addition of £6.711m grant funding and s106 contributions to existing project budgets within the existing capital programme as detailed in the table below be approved

(b)        the special provision capital fund be increased by £167k in each of 2019/20 and 2020/21 capital budgets for the new grant allocation;

(c)        additional provision of £1.116m be made to support development of the Hereford Enterprise Zone Shell Store making the total provision for this project £7.316m;

(d)        provision of £1.5m be made to support conversion of the Hillside Rehabilitation Centre to provide a nursing home facility;

(e)         provision of £3.5m be made to support delivery of a Cyber Security Centre at Rotherwas;

(f)         approve the changes set out at paragraphs 35 and 36 to funding streams for Ross Enterprise Park and Childrens Wellbeing projects and adjustments across directorate projects with an overall reduction of £476,000;

(g)        the revised 2018/19 capital budget of £145.315m detailed in appendix 1 be adopted, which consists of £40.816m 2017/18 brought forward balances and previous approved budgets of £92.148m, along with the below items recommended for approval; and

the chief finance officer be authorised, following consultation with the Cabinet Member Finance and Corporate Services to make in year amendments to the capital programme to reflect additional external funding secured in year.

To consider the findings of the recent Local Government Association (LGA) corporate peer challenge and agree how those findings will be used to inform improvement plans.

Herefordshire Council recently took up the offer of an LGA corporate peer challenge, recognising the opportunity this provided to have an independent and objective assessment of the council’s achievements and plans to continue the journey of improvement.

The report of the peer team’s findings identifies areas of success and good practice, and suggests actions that could be taken to enable us to achieve more. The recommendations propose ways in which those suggestions can be taken forward.

That:

(a)        the approach (at appendix 1) to responding to the recommendations from the corporate peer challenge be approved.

To review revenue and capital outturn for 2017/18, including the treasury management outturn report, debts written off and invite cabinet members to consider performance for the year.

To provide assurance that progress is being made towards achievement of the agreed revenue budget 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.

That:

(a)   performance and financial outturn, including debt write off for 2017/18 as set out in appendices A, B, D and H are reviewed and the cabinet identifies any additional actions to be considered to achieve improvement;

(b)   the priorities identified in the local account (appendix E),  the annual report of the director for public health (appendix F) and the joint strategic needs assessment (appendix G) and be used to inform decision-making and the development of the medium term financial strategy and 2019/20 budget; and

(c)   the treasury management outturn report at appendix C be recommended to Council for approval.

To agree future delivery options for museum, library and archive services taking into consideration the results of a soft market test for the management of the services, capital works required for Hereford Library, next phase of delivery for the services and the review of the museum services conducted as part of the Resilient funding from Heritage Lottery.

A number of reviews, cabinet and cabinet member decisions over the last five years have set the direction of delivery based on retaining services important to the public, meeting changing customer needs, self-funding where possible and creating efficiencies.

This report therefore, makes recommendations based on sustaining services whilst considering their future operation and longer term delivery.

In summary the recommendations if agreed would:

§  Provide further investment in Hereford Library making the most of the site for community benefit;

§  Provide commitment to keeping facilities open and services operating;

§  Explore the commissioning of services as a way of maintaining current standards and aiming for improvement;

§  Support services to be more self-sustaining through income generation.

That:

(a)        Subject to soft market testing showing demand for the use of this space, up to £230k is invested in the development of the mezzanine floor at the Hereford Library and Museum creating a flexible community use space and multi-agency office, with external funding sought to highlight the historic features;

(b)        A marketing plan for the Black and White House museum is instigated to increase visitor numbers at a cost of £20k and complete a review of opening hours of the Black and White House by December 2019 with any changes agreed by the cabinet member for contracts and assets;

(c)        A policy is instigated that archives held at HARC be open to the public or alternative arrangements in place e.g. return, charging, lower cost storage, with delegated authority to the assistant director communities to implement;

(d)        A procurement process is commenced for the future commissioning of museums, libraries and archives based on current standard of services with a further decision to be made by the cabinet member for contracts and assets on options for implementation;

(e)        A car parking charging scheme is instigated at HARC in consultation with users;

(f)         The principle of increased charging for digital archives is approved with delegated authority to the assistant director communities to agree fees;

(g)        A review is conducted as to the delivery of the school library service including consultation with schools; and

(h)        The response at paragraph 62 to the recommendations of general scrutiny committee is agreed.

To approve the proposed expenditure of capital grants for school building and maintenance works.

The Department for Education provides capital funding to local authorities responsible for schools. This funding includes the Schools Condition Allocation which is intended for the maintenance of community and voluntary controlled schools, and the basic need allocation which is intended for the addition of school places to meet the needs of growing populations.

Herefordshire council has been allocated £1,232,573 Schools Condition Allocation and £1,048,294 basic need allocation.

In addition £651,632 has been allocated to voluntary aided schools in Herefordshire. The council co-ordinates this funding with the diocesan boards of education and school endowment trusts. However the funding is then passed directly from the ESFA to the schools.

The distribution of this funding is determined in accordance with the principles set out in the schools capital investment strategy and is based on regular condition surveys in respect of maintenance, and regular assessments of current and forecast demand for places in respect of basic need.

Appendix 1 provides an overview of the proposed expenditure of maintenance, Basic Need and LCVAP (local authority co-ordinated voluntary aided programme) funding. Appendix 2 provides the details of the schemes being proposed as part of this programme of works.

That:

(a)        The school maintenance schemes as set out in appendices 1 and 2 be approved spending £1m on basic need to provide sufficient high quality places, £1,457k to address maintenance issues and £651k allocated to schemes funded through the Local Authority Co-ordinated Voluntary Aided Programme; and

(b)        Authority is delegated to the interim education and capital manager to take all operational decisions necessary to implement the above recommendations within the approved budgets.

To approve proposed changes to earmarked reserves following the annual review.

Earmarked reserves are established to hold revenue balances to fund future year commitments over and above the annual budget requirement. They generally arise where funding exceedsexpenditure, usually due to the timing of receipts being ahead of incurring expenditure. As amatter of good practice a review is undertaken each year to establish the continued need forreserves held for earmarked purposes to ensure resources can be used to best effect whilstmaintaining a prudent level of reserves to meet future anticipated commitments.

The annual review has highlighted the proposed movement of £7.5m of reserve funding from two reserves held into alternative reserves, summarised below-

 Reduction of the sparsity reserve (£6.4m)

 Part utilisation of the minimum revenue provision reserve (£1.1m)

 Severe weather fund, proposed reserve addition of £1.4m

 Children’s wellbeing structural change, new reserve of £1.6m

 Adults and wellbeing provision of care cost, new reserve of £0.5m

 Road remedial works, £2.8m

 Living Wage, new reserve of £0.5m

 Health and wellbeing new reserve of £0.5m

 Legal services demand, new reserve £0.2m

That:

(a) the following movements re earmarked reserves be approved:

 the sparsity reserve be reduced by £6.4m

 the minimum revenue provision reserve be reduced by £1.1m

 the severe weather reserve be increased by £1.4m

 a new reserve of £1.6m established to support structural change in children’s wellbeing

 a new reserve of £0.5m established to support providing care costs in Adults and Wellbeing

 a new reserve of £2.8m established to support remedial road works

 a new reserve of £0.5m established to meet any future liabilities re living wage claims

 a new reserve of £0.5m established to support the community health and

wellbeing requirements

 legal services demand, £0.2m

To approve the marketing and sale of land for development proposals within the Hereford Enterprise Zone (EZ). The area comprises 0.96ha (2.36 acres) including 6 romney huts and surfaced bases let to third parties on various terms producing approx. £23,500p.a.  Selling the site creates the opportunity for a comprehensive redevelopment with enhanced build quality and job opportunities which meet the objectives of the EZ and the EZ land disposals policy.

That:

(a)  the council approves in principle the disposal of its freehold interest in Romney Huts 22, 24, 26, 46, 48 & 50 and Bases 23, 25, 47 & 49 on land extending to approximately 2.36  acres at Chapel Road, Rotherwas to the preferred bidder of an informal tender competition inviting redevelopment proposals for the site.

The application was refused contrary to the case officer’s recommendation.

The application was approved in accordance with the case officer’s recommendation.

The Committee deferred consideration of this application pending receipt of further information.

The application was approved in accordance with the case officer’s recommendation.

To approve the Transport Policy for Adults and Wellbeing.

The policy is compliant with the Care Act 2014 and its associated regulations and statutory guidance. The policy is for staff and for those individuals eligible and in receipt of social care support and provides clear guidance on how the council will assess and if required provide transport support to meet the individual’s needs, taking into account a strength based approach which focusses on what they can do for themselves.