Decisions

Decisions

22/05/2020 - Award of a professional services contract to Mace to provide an NEC Project ref: 6900    Recommendations Approved

To award a professional services contract to Mace up to the value of
£90,000 (inclusive of a 20% contingency) to provide an NEC Project
Manager and NEC Supervisor to complete the onsite supervision and
contract management required for RIBA delivery stage 5 of the Expansion of Marlbrook Primary school up until May 2021 and during the defects period of May 2021-May 2022.

To authorise spend up to the value of £90,000 from the professional fees budget line for this capital project.

Decision Maker: Director of Children and Families

Decision published: 29/05/2020

Effective from: 22/05/2020

Lead officer: Chris Baird


28/05/2020 - Temporary arrangements for the River Wye and Lugg Natural Flood Management (NFM) Project during period of COVID-19 emergency measures ref: 6899    Recommendations Approved

There will be programme delays to the NFM project as a result of COVID 19 restrictions. Following consultation with the Environment Agency it is recommended that contract payments to key delivery partners (funded by the EA grant for this scheme) will continue as normal to ensure these suppliers can recommence the delivery of the NFM projects as restrictions allow.

Specifically, the national NFM Programme Board have confirmed that the council should:
• proceed in making a final claim to the EA of £97,000, claiming part of the payment this quarter and making a subsequent claim later in the year, pending upon delivery outcomes.
• continue to pay invoices relating to services for our NFM project, including invoices from Severn Rivers Trust for their work on this project.
• proceed in extending the Contract of Services with the Wye and Usk Foundation, the detail of which will form part of a separate Record of Officer decision

This will provide support to our key delivery partners and contractors during the current COVID-19 emergency and will help enable them to recommence normal operations following removal of COVID-19 restrictions. This will in turn facilitate the successful delivery of our NFM project


Decision Maker: Director of Economy and Place

Decision published: 28/05/2020

Effective from: 28/05/2020

Lead officer: Steve Hodges


28/05/2020 - Removal of Suspension for Street Market activity in Hereford city centre in relation to the covid19 outbreak ref: 6898    Recommendations Approved

Street Markets in Hereford city centre were suspended on 27.3.20 due to the covid-19 outbreak, see
http://councillors.herefordshire.gov.uk/ieDecisionDetails.aspx?ID=6735
• With certain ‘lockdown’ measures now starting to be lifted, it is timely to permit those market traders selling products (in line with government guidance) that wish to operate, to be able to do so, provided they and their customers can satisfactorily adhere to social distancing requirements.
Revised stall layouts will be in place to ensure social distancing can be maintained.
• Further measures will include, social distancing ‘A boards’ pavement markers and additional information signs on market gazebos.
Traders will be provided with operating requirements detailing their additional responsibilities
• If on inspection, social distancing measures aren’t in place or seen to be being observed, we reserve the right to suspend the trader/amend the stall layouts as required.

Decision Maker: Director of Economy and Place

Decision published: 28/05/2020

Effective from: 28/05/2020

Lead officer: John Gibbon


22/05/2020 - Extension to contract -Three Counties Hotel ref: 6897    Recommendations Approved

To extend the current 30 day contract a further 30 days to retain the extra bed capacity for short term social care support to mitigate hospital stays and reduce pressure on the social care system, on a sliding cost model for up to 46 people

Decision Maker: Assistant Director All Ages Commissioning

Decision published: 28/05/2020

Effective from: 22/05/2020

Lead officer: Paul Smith


28/05/2020 - Property Flood Resilience Recovery Support Scheme 2020 ref: 6896    Recommendations Approved

Storm Dennis hit Herefordshire during the weekend of 15 and 16 February 2020, resulting in significant damage and flooding, from both runoff and river overspill with many of the rivers reaching their highest levels in 200 years.
A major incident was declared on 16 February meaning there was a danger to life as water levels peaked at record levels during the storm and remained high for an extended period after the storm. In total, 741 premises, comprising 527 residential properties and 214 businesses, were affected.
Where properties were flooded internally or their residence was considered unliveable for any period of time due to flooding, residents were eligible to receive government grants to the value of £500 (from the Community Recovery Grant).
Furthermore, small / medium sized enterprises that were directly impacted or suffered losses of as a result of the flooding that could not be recovered from insurance were eligible to receive government grants to the value of up to £2,500 (from the Business Recovery Grant).
Authorities that reported a minimum of 25 properties being flooded internally are eligible for and invited to sign up for the PFRRSS. This scheme is managed by Defra and makes further grants of £5,000 available to property owners whose properties flooded internally in February 2020. The purpose of the grant is not to cover the cost of repairs but to implement measures which will improve resilience against further flooding.
Herefordshire Council will invite and determine grants on behalf of Defra in accordance with published guidance issued April 2020.
The scheme will run until end August 2021

Decision Maker: Director of Economy and Place

Decision published: 28/05/2020

Effective from: 28/05/2020

Lead officer: Steve Hodges


28/05/2020 - Procurement of Bus Timetable Software ref: 6895    Recommendations Approved

• To ensure that the council continues to comply with the adopted local transport plan which includes the provision:

“The Council’s website provides the primary portal for digital travel information within Herefordshire. The website provides an electronic copy of all printed timetables, guides and maps in addition to information relating to different modes of transport. It is also used to publicise the range of transport-related services provided by the Council.”

• To ensure that the council manages its public transport services effectively whilst maintaining the accuracy of published bus timetable data for passengers.

• To ensure sufficient time is available to ensure procurement is carried out in accordance with council contract procedure rules and the scheme of delegation, and that value for money is maintained.

The council has utilized the Omnibus software to help organize and output bus timetable information since 2005. The software was recommended by the Department for Transport so that local authorities could move quickly to digitized bus timetable information which could be readily exported to various media including print and internet.

It is recognized that the contract has been in place for some time and is therefore timely for a review to be undertaken and a procurement process commenced in the next 12 months to ensure the council continues to secure best value for this service from April 2021.

To allow time for a procurement process to be undertaken, the current contract with Omnibus will be renewed for one more year. The annual subscription of £17,000 is seen as value for money and there are no concerns over the suitability of the product.


Decision Maker: Director of Economy and Place

Decision published: 28/05/2020

Effective from: 28/05/2020

Lead officer: Mairead Lane


27/05/2020 - Contract extension to provide support and maintenance Corporate Address Gazetteer ref: 6894    Recommendations Approved

The Corporate Address Gazetteer is used to administer the Local Authorities address and streets (LLPG/LSG) database in accordance with BS7666 standard. The system underpins many Local Authority functions (eg Planning Process, Council Tax, Electoral Registration, Social Care, Education, Emergency Planning, works to Highways).
The current system is functioning well and needs to continue to remain operational.
It would not be prudent to initiate a project to replace the system at this moment in time, due to COVID-19 constraints. System specifications will be technically complex and a replacement project would carry significant risks to the Local Authority.
The decision is to remain with the current supplier for 12 months and undertake a more detailed market review during this time.

Decision Maker: Assistant director Corporate Support

Decision published: 27/05/2020

Effective from: 27/05/2020

Lead officer: Natalia Silver


27/05/2020 - Orleton CE Primary School: new permanent build accommodation

To authorise the replacement of a double mobile with permanent accommodation at Orleton CE Primary school.
Orleton CE Primary School is rated as good by Ofsted and has been consistently admitting children up to its planned admission number.
Funding has been identified within the council's capital programme to enable the replacement of mobile accommodation with permanent build. The scheme will provide replacement accommodation for two classrooms with associated support spaces.

Decision Maker: Cabinet member commissioning, procurement and assets

Decision due date: 31/07/2020

Wards affected: Bircher;

Lead officer: Karen Knight, Quentin Mee

Notice of decision: 27/05/2020

Anticipated restriction: Open


22/05/2020 - Decision to fund free school meal costs during the May half term school holidays at £15 per week for one week for c.2,770 eligible children ref: 6893    Recommendations Approved

Agreed to fund £15 per week for children eligible for free school meals. Numbers identified are c.2,770 but this may increase as more families identify themselves.

Decision Maker: Director of Children and Families

Decision published: 26/05/2020

Effective from: 22/05/2020

Lead officer: Chris Baird


21/05/2020 - Agreement of section 75 (s75) between the council and Herefordshire clinical commissioning group (CCG) ref: 6892    Recommendations Approved

A partnership arrangement under section 75 (s75) of the NHS Act 2006 enables partners to commission integrated health and social care services to better meet the needs of service users than if the partners were operating independently. Section 75 agreements provide a contractual framework for the use of pooled funds between the council and CCG, to enable services to be delivered and commissioned co-dependently.

The s75 agreement is a national requirement, set by NHS England under the NHS Act 2006.

All of the schemes within the Integration and BCF plan are included within the s75 agreement including better care fund spending on social care services (PASC), NHS Commissioned Out of Hospital Care and care home market management. All schemes funded through the improved better care fund are included, along with the integrated community equipment store.

Scheme level information has been finalised, following the publication of the national BCF policy framework and planning guidance. National approval of Herefordshire’s Integration and BCF plan was received during January 2020.

Decision Maker: Director of adults and communities

Decision published: 26/05/2020

Effective from: 21/05/2020

Lead officer: Emma Evans


26/05/2020 - John Kyrle High School and Sixth Form: new permanent accommodation

To approve a new permanent building at John Kyrle High School and Sixth Form Centre to accommodate additional pupils admitted from September 2021 in response to rising numbers in Ross on Wye and to meet parental preference, and to agree the procurement approach to deliver the required works.

Decision Maker: Cabinet member commissioning, procurement and assets

Decision due date: 31/07/2020

Wards affected: Ross North;

Lead officer: Karen Knight, Quentin Mee

Notice of decision: 26/05/2020

Anticipated restriction: Open


26/05/2020 - Progress report on 2019/20 internal audit plan

To update members on the progress of internal audit work and to bring to their attention any key internal control issues arising from work recently completed. To enable the committee to monitor performance of the internal audit team against the approved plan.

Decision Maker: Audit and governance committee

Decision due date: 16/06/2020

Wards affected: (All Wards);

Lead officer: Andrew Lovegrove

Notice of decision: 26/05/2020

Anticipated restriction: Open


19/05/2020 - Decision to spend from the property services planned, reactive and capital maintenance programme 2018/19 at various sites. ref: 6890    Recommendations Approved

The works will improve the current failings at these sites, address potential health and safety issues, future proof current installations, reduce future reactive and planned maintenance costs and ensure they remain open, usable, compliant and fit for purpose.

Undertaking the improvement works will meet the council’s statutory obligations and comply with the Health and Safety at Work Act 1974, the
Building Act 1984 and the Equality Act 2010 and other related legislation.

Decision Maker: Director of Economy and Place

Decision published: 22/05/2020

Effective from: 19/05/2020

Lead officer: Chris Jenner


19/05/2020 - Decision to spend from the property services estates capital programme 2019/20 on No 5 Blackfriars Street. ref: 6889    Recommendations Approved

The proposed works are mainly replacement roof coverings in order to avoid further deterioration of the building, currently vacant, and to maintain its condition for lease or disposal.

Decision Maker: Director of Economy and Place

Decision published: 22/05/2020

Effective from: 19/05/2020

Lead officer: Chris Jenner


22/05/2020 - Applications for care proceedings during Covid 19 pandemic ref: 6885    Recommendations Approved

That new care proceedings will only be issued where the threshold for interim removal is met and there is an immediate risk of harm to a child (ren) if they were to remain in the care of parent/carer.
This shall be reviewed on a regular basis and in line with Government guidance regarding the restrictions as a result of COVID 19.

Decision Maker: Director of Children and Families

Decision published: 22/05/2020

Effective from: 22/05/2020

Lead officer: Chris Baird


22/05/2020 - Operation of fostering panel during Covid 19 ref: 6884    Recommendations Approved

That the number of fostering panel members will be reduced to a minimum of one, and a maximum of two in addition to the Chair and Social Worker whilst we are operating “virtual” panel meetings during the COVID-19 pandemic.
This shall be reviewed on a regular basis and in line with Government guidance regarding the restrictions as a result of COVID 19.

Decision Maker: Director of Children and Families

Decision published: 22/05/2020

Effective from: 22/05/2020

Lead officer: Chris Baird


22/05/2020 - Pre Proceedings (the PLO process) is not to commence unless it involves an unborn child ref: 6883    Recommendations Approved

That we will NOT be initiating new Pre-Proceedings cases (APART FROM FOR UNBORN CHILDREN) unless the plan is to initiate immediate court action and seek removal of the child/ren.

This shall be reviewed on a regular basis and in line with Government guidance regarding the restrictions as a result of COVID 19.

Decision Maker: Director of Children and Families

Decision published: 22/05/2020

Effective from: 22/05/2020

Lead officer: Chris Baird


21/05/2020 - Procurement of technical advice from Haverstock Associates LLP (architects) during the early stage of design development for the Brookfield capital project. ref: 6882    Recommendations Approved

Request further services from Haverstock under the terms of the existing contract for the provision of a technical advisory service to the Brookfield School capital project for a period of up to seven days during RIBA stage 2 at a daily rate of £720. Total potential cost up to £5,040.

Decision Maker: Assistant Director Education, Development and Skills

Decision published: 22/05/2020

Effective from: 21/05/2020

Lead officer: Ceri Morgan


21/05/2020 - Application for a Modification Order in the Parish of Clifford M309 ref: 6881    Recommendations Approved

To determine an application for a Definitive Map Modification Order to add a Byway Open to All Traffic (BOAT) to the Definitive Map and Statement and to upgrade an existing footpath to BOAT status in consequence of the duty set out in section 53(2)(b) of the Wildlife and Countryside Act 1981 to keep the Definitive Map and Statement under continuous review.

Decision Maker: Acting Assistant Director for Highways and Transport

Decision published: 21/05/2020

Effective from: 21/05/2020

Lead officer: Mairead Lane


04/05/2020 - To make a formal decision to implement Easements to the Care Act 2014, introduced by the Coronavirus Act 2020 and associated Regulations. ref: 6877    Recommendations Approved

One of the Council’s strategic objectives for the management of immediate impact of the coronavirus COVID-19 epidemic is to ensure sustainability of adult social care during the coronavirus COVID-19 epidemic, and that planning and actions to sustain adult social care and support wherever possible with planning and actions in the NHS. This is against a backdrop of increasing demand and reducing capacity due to staff absences as a result of sickness and self-isolation.

Decision Maker: Director of adults and communities

Decision published: 19/05/2020

Effective from: 04/05/2020

Lead officer: Stephen Vickers


19/05/2020 - Confidential reporting code (Whistleblowing)

To review and agree changes to the council’s whistleblowing policy

Decision Maker: Audit and governance committee

Decision due date: 16/06/2020

Wards affected: (All Wards);

Lead officer: Claire Ward

Notice of decision: 19/05/2020

Anticipated restriction: Open


18/05/2020 - Approval to award a contract to provide the continuation of Fixed Line Telephony Services ref: 6876    Recommendations Approved

Herefordshire Councils Fixed Line telephony service is currently operating on a rolling month by month contract with Adept. In order to establish whether the current contract remained value for money, a compliant procurement exercise was undertaken through CCS Framework RM3808 Lot 3 where an evaluation of all appropriate catalogue items was conducted.
The table below shows the evaluation summary of this process. Please note the figures shown in the table were based on indicative figures used for the evaluation of this tender:
RankSupplier Price Quoted
1 Wavenet £31,340.28
2 Supplier B£32,157.84
3 Supplier C£34,754.16
Following the award criteria based on 100% price, Wavenet were identified as providing the most economically advantageous tender and are recommended for award.

Decision Maker: Assistant director Corporate Support

Decision published: 19/05/2020

Effective from: 18/05/2020

Lead officer: Natalia Silver


19/05/2020 - Department for Transport Access Fund – Destination Hereford phase 3 (DH3) - Extension ref: 6848    Recommendations Approved

 

To seek approval to accept £500k from the Department for Transport (DfT) to deliver a one year extension to the current programme of walking and cycling promotions across the county in 2020/21.

Decision Maker: Cabinet member Infrastructure and transport

Decision published: 19/05/2020

Effective from: 27/05/2020

Decision:

THAT:

(a)         The council accept grant funding of £500k from the Department for Transport;

(b)          Authority for all necessary operational decisions be delegated to the Head of Environment, Climate Emergency & Waste to implement the programme as set out in Appendix 1

 

 

Wards affected: (All Wards);

Lead officer: Richard Vaughan


18/05/2020 - Climate Emergency Review

To consider the Task and Finish Group’s report on aspects of the climate emergency

Decision Maker: General scrutiny committee

Decision due date: 28/09/2020

Wards affected: (All Wards);

Lead officer: Richard Vaughan

Notice of decision: 18/05/2020

Anticipated restriction: Open


15/05/2020 - Delay the mainstream and college transport retendering programme (Area 4) to allow time to understand longer term implications of Covid-19 ref: 6875    Recommendations Approved

To provide the council with further time to assess the longer term impacts of the COVID 19 emergency including ongoing statutory and discretionary school transport service needs, aspirations of the administration, and the council’s financial situation

Decision Maker: Director of Economy and Place

Decision published: 18/05/2020

Effective from: 15/05/2020

Lead officer: Richard Ball


18/05/2020 - Strategic Acquisition of a leasehold in Herefordshire and to award a facilities management contract post completion ref: 6849    Recommendations Approved

 

To approve the strategic purchase of a site in the central ward within a defined budget (set out in appendix1) and to authorise officers, following appropriate consultation and due diligence, to proceed with the acquisition.

 

The proposed purchase will be a strategic acquisition which would support the council's policies in respect of economic growth and enable the council to plan for any future demand or development opportunity that may arise in line with the cabinet's county plan objectives.

Decision Maker: Cabinet member commissioning, procurement and assets

Decision published: 18/05/2020

Effective from: 23/05/2020

Decision:

That:

(a)   the purchase of the freehold premises in the central ward, as detailed in appendix 1 is approved; subject to the chief finance officer being satisfied that appropriate heads of terms have been agreed, due diligence has been completed and the purchase provides value for money,

(b)   the director economy and place, in consultation with the cabinet member commissioning, procurement and assets, be authorised to complete the acquisition; and

 

(c)   the director economy and place be authorised to take all operational decisions necessary to appoint a fully managed management company.

 

Wards affected: Central;

Lead officer: Joni Hughes, Audrey Clements