To serve the tree preservation order on an oak tree at Chapel House Clehonger.

To improve the access road that at present does not form part of the
Public Realm Highways responsibility to bring them up to an acceptable
Standard for future adoption.

To serve TPO 621 Lilac Cottage Clehonger

To serve TPO 623 Morrisons Car Park Hereford

Erecting a robust new 8/6/8 twin wire fence on the racecourse side of the
existing fence between the Grandstand road dog walk area and the
racecourse, leaving the existing concrete post and weld mesh fence in situ, will improve security, prevent continued public access to the course and avoid further damage.
It is the council’s responsibility under the lease to repair the current weld
mesh fence so as to prevent trespass by the public which is an ongoing
revenue cost.

The council has successfully applied to the Department for Work and Pensions to be a gateway organisation for the delivery of the Kickstart scheme across Herefordshire. As part of the Covid 19 recovery programme, the Kickstart scheme funds 6 monthly work experience placements for 16 to 24 year olds receiving universal credit. An urgent decision is required to accept and implement this scheme as part of the Covid 19 response.

Agreement to:
1. Award the contract to Balfour Beatty LP to spend up to £25,035 from the contingency allocation for the fire alarm works at Kington School. Responsibility for managing and monitoring the project to be carried out by the Capital Project Manager, within the spend budget.

2. To authorise the expenditure of up to the value of £2,400 for professional fees from the contingency as set out in the Cabinet Decision. Responsibility for managing and monitoring the project to be carried out by the Capital Project Manager, within the spend budget.

3. To add this emergency works scheme to the 2020/21 maintenance programme.

To fund up to £244,400 for an extension to create dedicated Nursery provision at St Joseph’s RC Primary School, Ross-on-Wye.

Funding to be provided from early years Section 106 receipts from various housing developments, 2 year Old capital funding, with the remaining funding covered by the school (including diocesan and charity contributions).

Herefordshire libraries have been operating a limited, click and collect service, since the first Covid-19 related lockdown in March 2020. The installation of screens allows for a move towards allowing public access to buildings again when national and local circumstances allow

To fund £13,622, for the provision of a performing / creative arts space at John Masefield High School.

Funding to be provided from Section 106 receipts from various housing developments and School devolved capital.

To consider a proposed creation agreement under Section 25 of the Highways Act 1980 to add a Public Footpath to the definitive map and statement in the parish of Colwall.

To consider an application under the Town and Country Planning Act 1990, section 257, to make a public path diversion order to divert part of footpath WC96 in the parish of Whitchurch.

To approve the draft MWLP for pre-submission publication, in accordance with regulation 19 of the Town & Country Planning (Local Planning) (England) Regulations 2012

To enable BT Openreach to carry out overhead cabling works within the highway, for which purpose the Council, as highway authority, consider the closure of the road is required due to the likelihood of danger to highway users while the said works are being carried out.

Central government announced the test and trace support payments scheme on 20 September 2020 and an extension to the scheme was announced on 11 January 2021.

Central government is providing further funding for Test and Trace Support Payments of a £500 lump sum payment for employed people on low incomes who are unable to work while they are self-isolating because they cannot work from home.

To be eligible for the Test and Trace Support Payment, an individual must:

? have been asked to self-isolate by NHS Test and Trace either because they’ve tested positive for coronavirus or have recently been in close contact with someone who has tested positive;
? be employed or self-employed;
? be unable to work from home and will lose income as a result; and
? be currently receiving Universal Credit, Working Tax Credit, income-based Employment and Support Allowance, income-based Jobseeker’s Allowance, Income Support, Housing Benefit and/or Pension Credit.

To be eligible for a discretionary Test and Trace Support Payment, an individual must:
? have been asked to self-isolate by NHS Test and Trace either because they’ve tested positive for coronavirus or have recently been in close contact with someone who has tested positive;
? be employed or self-employed and earn up to £400 a week;
? be unable to work from home and will lose at least 50% of earned income as a result; and
? have less than £3,000 in savings.

Herefordshire Council will verify eligibility, process applications and make payments.

To approve the accessibility improvement works at Weobley Primary School, to be undertaken via Balfour Beatty Living Places, at an initial cost of £12,540 plus associated contingency, professional and statutory fees. A total cost up to the value of £13,800

Fund the works from the existing individual pupil needs budget

The decision to procure a Learning Management System and associated website for a period of 5 years at a total cost of £60,000.

Discretionary Grant Scheme
Following the Cabinet Member decision on 24 November 2020, a Discretionary Grant Scheme was launched to help those businesses or charities affected by the November 2020 lockdown period. The scheme provided support to those businesses mandated to close but without a rateable value who would not receive a grant via the Local Restrictions Support Grant and those that were open but lost more than 50% of trade.

The council will now re-launch the Discretionary Support Scheme to assist those businesses or charities closed due to the lockdown period which commenced on the 5th January where ineligible for the Local Restrictions Support Grant.

The changes to the Discretionary Grant Scheme are as follows;
• Support of between £1,334 and £3,000 will be provided to businesses mandated to close in the lockdown period which commenced on the 5th January but are not eligible for the Local Restrictions Support Grant (LRSG). To ensure alignment with the LRSG for those businesses that successfully apply, a rolling monthly grant award will be made to these businesses for the period of lockdown (pro-rated where the lockdown is less than one full month).

• Businesses that were closed in November 2020 and successfully applied for the Discretionary Grant Scheme will also now receive a monthly equivalent payment for the latest lockdown period (subject to confirmation they remain closed but have not gone out of business).

• The revised Discretionary Grant Scheme will no longer provide support to businesses that are open and lost more than 50% of trade. These businesses will be supported by the Exceptional Circumstances Fund below.

• In accordance with the move to a regular payment, the Head of Economic Development or the Economic Development Manager will be authorised to approve a grant award of up to £3,000 per business per month for the period of the national lockdown.

• Registered charities must have an income of more than £5k per annum


Exceptional Circumstances Fund
On the 5th January 2021 the government announced a ‘top up’ grant scheme to support Retail Hospitality and Leisure businesses with a rateable value of between £4,000 and £9,000 (in addition to the LRSG funding).

Recognising that a number of Retail, Leisure and Hospitality businesses do not have a rateable value, and that a number of other businesses sectors have been severely impacted by the lockdown, the council will utilise the Additional Restrictions Grant allocation to establish an Exceptional Circumstances Fund (ECF) to support those that have lost more than 50% of trade. Aligned to the Retail Hospitality and Leisure grant award levels, the ECF will make grant awards on a sliding scale subject to the level of losses incurred and the size of the respective business (in terms of FTEs employed).

The ECF will be available to Herefordshire based self-employed, micro, small businesses as well as registered charities who were trading on or after 5th January 2021 who wish to make a case for why a grant is critically required based on the following circumstances;

• They are not eligible for the Retail Hospitality and Leisure ‘top up’ grant and can demonstrate a significant (50%+) loss of income. Businesses and charities that have received either the Discretionary Grant Scheme, Local Restrictions Support Grant, or the Self-Employed Income Support Scheme (SEISS) that have not received the Retail Hospitality and Leisure top up grant and can demonstrate significant on-going financial hardship will be able to apply for the ECF.

• They employed at least half of one full time equivalent employee on 5th January 2021 within Herefordshire. That is someone who works at least 15 hours per week for the business. This can include the business owner(s) or the director(s) of a limited company if they work for the business or charity. Registered charities can include evidenced volunteer time for this eligibility (up to 4 FTE volunteers)

The minimum grant level that will be paid (please see levels below) will be £2,000 or less if the level of declared lost income is lower than this amount (net any other grant award). This would prevent businesses or charities from possibly inadvertently profiting from the scheme, by ensuring they receive a grant within levels of losses actually incurred.

Those who would like to be considered for the ECF will complete an online application form to set out their case (declaring their application to be a true and accurate account), and provide any available supporting evidence to their application such as a statement from their accountant of the impact on their business, letter from bank manager, evidence of cancelled orders/ events, identifying numbers of employees on payroll who are now at risk of redundancy.

A decision making panel (senior Economic Development and Finance managers) will review applications on their own merits making a recommendation to the Head of Economic Development or the Economic Development Manager to award a grant award of £0, £2K £4K, £6K or £9K (or within these bandings in line with the level of loss incurred). This level of grant award is aligned with the Retail Hospitality Leisure top up scheme, but including a lower threshold of £2,000 (or below in line with level of lost income) for sole traders or micro businesses/ smaller charities.

The ECF will provide one top up payment to eligible businesses for the current lockdown period. Should the period of lockdown be extended, and second proportionate (subject to the length of the extension) payment may be made.

In an exceptional circumstance, where a business or charity operates from multiple sites and can demonstrate that their future viability is at significant risk, the panel may make a recommendation to the Head or Economic Development or the Economic Development Manager to consider awarding multiple grants.

As a guide the following scoring criteria would utilised by the panel.

Loss of Income Score Number of Employees (FTE) Score
Min 50% Loss Income 10 0.5 to 5 10
75% Loss of Income 15 5 to 10 15
100% Loss of Income 20 10 to 20 20
20+ 25

Level of Grant
Total Score Award
Up to 20 £2,000 or less (in line with the level of actual lost income stated in the application).
21 to 29 £4,000 (in line with the level of actual lost income stated in the application).
30 to 40 £6,000 (in line with the level of actual lost income stated in the application).
41+ £9,000 (in line with the level of actual lost income stated in the application).

As the panel would be considering each application on its own merits, in exceptional circumstances they may make a recommendation to the Head of Economic Development or Economic Development Manager (with clearly defined and recorded rationale) to award a higher level of grant than that the scoring category, but not each individual grant would not exceed £9,000.

Where the number of applications received exceeds the available budget, the council reserves the right to proportionately reduce the grant award to within the available funding.

To enable Welsh Water to carry out air valve renewal works within the highway, for which purpose the Council, as highway authority, consider the closure of the road is required due to the likelihood of danger to highway users while the said works are being carried out

To enable Western Power to carry out new electricity supply works within the highway, for which purpose the Council, as highway authority, consider the closure of the road is required due to the likelihood of danger to highway users while the said works are being carried out.

The decision has been taken due to the unprecedented threat to Public Health posed by the outbreak of COVID-19.

Government has directed all secondary schools to conduct lateral flow testing for pupils and teachers upon their return to school in January 2021.

Waste from these tests has been classified as ‘healthcare’ waste which must be collected and disposed of as prescribed by the Department of Health and Social Care Clinical Standard Operating Procedure (SOP) for Mass Testing with Lateral Flow Antigen Testing Devices in Schools and Colleges version 2.2. This prescribes that the waste has to be collected separately from normal general rubbish.

Schools are advised to contact their existing waste collection provider for a collection service. Herefordshire Council provide a general waste collection service to the majority of schools.

A clinical waste collection service is currently only provided to households across the county but our collection contractor have the specialist vehicle required to transport ‘healthcare’ waste safely between schools and a disposal point.

Our Energy from Waste facility has received approval from the Environment Agency to accept specified non-hazardous healthcare waste associated with LFT under Regulatory Position Statement C23.

The collection cost for the service is outlined in the existing bill of quantities under the Waste Collection Contract.

The disposal cost of the healthcare waste will be charged through the existing cost of contract waste under the Waste Management Service Contract.

The councils charging principle seeks to achieve full cost recovery for delivering services where it is appropriate to do so, unless there are conflicting policies, legal or contractual reasons not to do so. The cost charged to schools for this service therefore incorporates both the collection and disposal costs which the council will incur from its contractors.

The cost charged by the council to schools for this service will be £6.78 per sack collected with an additional one off cost of £20.28 for delivering the first sacks directly to the school.

Significant remediation work has already taken place on the North Magazine, including extensive ground investigations and earth movement/sifting in preparing the site for further development. Detailed design work for the required infrastructure has now also been completed following the masterplanning exercise carried out in Summer 2020.

The council is now ready to commence the construction phase at the North Magazine following a successful tender exercise which will include the installation of the estate roads, utility trenches, SUDS, foul drainage, walkways / cycleways and landscaping features. The work will see the North Magazine sub-divided into a number of smaller plots in line with identified investor interest.

Owen Pell Limited have been appointed following an open tender exercise which was carried out via the pro contract system, and evaluated against both cost and quality. The council’s contract procedure rules have been followed with support from the commercial team.

1. Both cemetery chapels are leased to Oak Tree Funeral Services whose sole proprietor wishes to sell his business and retire.
2. It is proposed to grant a Licence to assign both leases to A W Hughes & Son, undertakers for the unexpired terms.
3. These buildings will continue in use and to be cared for.

• Option Agreement was completed 15/03/2018 and will expire 30/06/2020.

• Progression of the affordable housing scheme on land owned by the Duchy of Cornwall (which is dependent upon a footpath provision linking the new houses to the school and village) has been delayed.

• It is sought to extend the Option Agreement for a further 24 months to expire 30/06/2022

• Lease has ended and tenancy at Will is required to regularize the continued occupation by DWP before terms for a new lease are agreed
• Required to protect the Council’s interest by not allowing a protected tenancy to be created
• Required to enable the Council to continue to charge rent and recover a contribution to building costs and overheads

• The Wilton Road Sports Centre was inundated during the February 2020 floods
• Tenant has been offered grunt funding for flood resilience measures comprising 4 no. flood doors, 2 no. water pumps and 3 no. non-return valves for drainage system.
• Lease requires Landlord’s written consent for all alterations
• Works to be carried out alongside the insurance reinstatement works

Health and safety of the building occupiers at Nelson House by providing a safe assembly point in the event of an evacuation of the building

• Licensee currently holds a Licence to Occupy the two upper floors (student accommodation) as temporary accommodation for new intake students following Covid-19 delays at Station Approach development.
• Current licence expires 31.12.2020.
• Fire at Station Approach site has delayed completion of the new accommodation.
• Extension of existing licence of Gardner Hall on the same terms is required for three further months to 31.03.2021.

1. The land comprises a small area being the building footprint.

2. The sale is to the Trustees of the Ledbury Rifle and Pistol Club for the sum of £7,500. They already own the building and have had a ground lease of the land which has 6 years unexpired at a rent of £300 per annum.

3. The surrounding site was transferred by way of freehold community asset transfer to Ledbury Rugby Club in 2015 but the Rugby Club did not want to take on the Rifle Club tenancy as landlord.

4. The Ledbury Rifle and Pistol Club did not meet the criteria for a Community Asset Transfer but purchasing the land would enable them to secure a long-term future at this location and access funding for development.

Tenant's request

To agree the property services planned and reactive maintenance programme 2021/22 to ensure the continuing upkeep, improvements and maintenance of the council’s property assets and also to allow the council to fulfil its obligations to carry out statutory compliance inspections and related remedial works.

To explicitly follow Department for Education (DfE) guidance and award additional funding to early years providers which are open at the level they would have expected to see in the 2020 autumn term had there been no coronavirus (COVID-19) funded from Dedicated Schools Grant (£120k) and the Council’s emergency grant funding (£259k)

•Previous occupier vacated on 31st August 2020, so building will continue to be used for educational purposes.
•Licensee already has a lease of 80% of the buildings on this campus and use of The Hive will enable them to improve their offer to students.
•Any damage to the property to be made good at the expense of the Licensee.
•Outgoings to be paid by Licensee.
•Legal costs – each party to pay their own.

•Licensee currently occupies whole building but is giving up occupation of the upper floors (student accommodation) to Hereford College of Arts for temporary accommodation of new intake students following Covid-19 delays at Station Approach development.
•Replacement short term licence of just the offices and basement is required whilst lease is under discussion

• RNC already occupies this building but previous licence expired on 31st August 2020 and a new one is required to formalise their occupation.

• Any damage to the property to be made good at the expense of the Licensee.

• Outgoings to be paid by Licensee.
• Legal costs – each party to pay their own.

•Overage clause in original conveyance from the Council on 30 May 2018 relates to a Development Uplift for 25 years from date of transfer.
•There may be no disposition of the Property without a certificate signed by Herefordshire Council
•The Property is being resold

•Overage clause in conveyance from the Council on 25th September 2020 relates to a Development Uplift for 20 years from date of transfer.
•There may be no disposition of the Property without a certificate signed by Herefordshire Council
•The Property is being resold

1. Licensee occupies one administrative office, parking spaces for driving test candidates and seated waiting space in Plough Lane Reception area.
2. Licence ended 18 September and Licensee has been unable to secure alternative premises to date.
3. The Council has agreed to extend the Licence to 31st January 2021 to allow the continuation of driving tests from the Plough Lane location whilst alternative premises are finalised.

1) To bring an additional plot into a lettable condition so that it can be legitimately occupied, increasing tenant capacity and letting income potential.
2) To significantly reduce the risk of further rubbish accumulation associated with vacant/uninhabitable plots (plot 5 has recently been cleared).
3) Due to further unexpected vandalism the extent of work needed at the Pembridge site has increased since the original survey which informed the scope of Project 1. All 6 plots are now known to be in need of modernisation, rather than the 2 plots previously intended. There is insufficient funding within the Project 1 budget to address all 6 plots, and a high risk that vandalism and rubbish accumulation will continue if only 2 plots are modernised leaving 4 nearby plots vacant and uninhabitable. A future project with sufficient funding to refurbish and let all 6 plots would be expected to represent greater value for money and a more robust use of funds.
4) Unauthorised encampments at Pembridge are currently preventing progression of the work at this site, and it is not at this stage clear when this work would be able to proceed.
5) Pembridge is expected to see investment during 2021/22 in 4 brand new traveller sites on a separate area as set out in (d) of the cabinet report (Project 2).

1. Required due to change in the organizational name.
2.To be granted until mid-May only.

• The council faces challenges in finding accommodation for vulnerable people with complex needs as social housing providers prioritise commercial considerations and are often unwilling to take the risk of letting homes to this user group. Consequently the council needs to find alternative accommodation solutions which are economic and sustainable.

• One of the buildings to be let was purchased by the Council last year to provide supported accommodation for vulnerable people with complex needs. The other property is residential stock that was already owned by the Council. Decision to purchase was a partially exempt decision as the property will house vulnerable people. Consequently property details are included in Appendix 1.

• The Properties (both in Hereford City Centre) will accommodate in total eight very vulnerable care leavers to improve outcomes and help prevent specialist high cost placements.

• The tenant was selected by competitive tender to provide support services. They will manage the buildings and placements. See Appendix 1

1.Current agreement expires mid-May but Covid-19 situation requires this to be extended for service delivery.
2.May be terminated when required at any time by either party.

•Additional new timber classroom which will use s. 106 monies
•Plus historic single storey extension to provide additional permanent classroom. A pre-existing mobile classroom was removed (2018)

1.Kington Cemetery chapel is leased to Oak Tree Funeral Services whose sole proprietor wishes to sell his business and retire.
2.It is proposed to grant a Licence to assign the lease to A W Hughes

To consider the recommendation to introduce a 7.5t Weight Restriction (except for access) on various roads at Callow and Haywood, Herefordshire.

The extents of the proposed restriction are set out in detail in Recommendations below and shown on drawing 3409 83 in Appendix A.

Agreed to reimburse schools who fund £15 per week for children eligible for free school meals. Numbers identified are c.3,200 but this is likely to increase as more families identify themselves.

To assess and determine the application made.