To receive any apologies for absence.

Apologies were received from Councillor RJ Phillips (Leader) and a member in attendance, Councillor PA Andrews (Chairman of Adult Social Care and Strategic Housing Scrutiny Committee).

To receive any declarations of interest by Members in respect of items on the Agenda.

GUIDANCE ON DECLARING PERSONAL AND PREJUDICIAL INTERESTS AT MEETINGS

The Council’s Members’ Code of Conduct requires Councillors to declare against an Agenda item(s) the nature of an interest and whether the interest is personal or prejudicial.  Councillors have to decide first whether or not they have a personal interest in the matter under discussion.  They will then have to decide whether that personal interest is also prejudicial.

A personal interest is an interest that affects the Councillor more than most other people in the area.  People in the area include those who live, work or have property in the area of the Council.  Councillors will also have a personal interest if their partner, relative or a close friend, or an organisation that they or the member works for, is affected more than other people in the area.  If they do have a personal interest, they must declare it but can stay and take part and vote in the meeting. 

Whether an interest is prejudicial is a matter of judgement for each Councillor.  What Councillors have to do is ask themselves whether a member of the public – if he or she knew all the facts – would think that the Councillor’s interest was so important that their decision would be affected by it.  If a Councillor has a prejudicial interest then they must declare what that interest is and leave the meeting room.

Councillors JA Hyde and PJ Edwards declared personal interests in Agenda Item 6 - ‘Action Plan to meet the challenge of the Government’s Post Office Closure Programme – Update’ - and remained in the meeting for the duration of this item.

To approve and sign the minutes of the meetings held on 29 May and 12 June 2008.

RESOLVED that

The Minutes of the meetings held on 29 May and 12 June 2008 be approved as a correct record and signed by the Chairman.

To approve the closure of the St Martin’s Swimming Pool with immediate effect and the subsequent capital investment in the Hereford Leisure Pool prior to the new academic year.

The report outlined for Cabinet’s consideration, details in respect of school swimming provision and the future use of St Martin’s Swimming Pool and Hereford Leisure Pool.

The Chair moved for deferment so that appropriate time be given to digest the outcomes of the consultation from schools and the community and in order that further work be carried out on the business case and the financial tables.

RESOLVED that

The report be deferred and be rescheduled for consideration at Cabinet on 31 July 2008 in order to allow appropriate time to digest the outcomes of the consultation, and in order to carry out further work on the business case and the financial tables.

To approve a Strategy to shape capital investment in Primary Schools in Herefordshire over the next 14 years, and to determine priorities over the next 2 years.

The Cabinet Member for ICT, Education and Achievement, Councillor PD Price, introduced the report which sought Cabinet’s approval to a Strategy to shape capital investment in Primary Schools within the County over the next 14 years, and which would determine priorities over the next two years.  Consultation had taken place and the views of a number of individuals and organisations have been sought (attached as appendix 1 of the report).

The Head of Performance, Planning & Development (Children and Young People’s Directorate), Chris Baird and the Schools Planning and Access Manager, Rob Reid, advised that it was a government requirement for all local authorities to prepare a Primary Strategy for Change.

Members were informed that during the life of the Strategy it would be expected that 5% of schools within the Country would be rebuilt with a further 45% refurbished.  The criteria for determining priorities within the strategy were based on local interpretation of the national agenda.

The draft strategy had been circulated to consultees and a summary of the responses received was attached as an appendix to the report.  The Cabinet was additionally advised that both the Roman Catholic Schools Commission and the Hereford Diocesan Board of Education had met (on 7 and 9 July respectively) and had endorsed the strategy.

Officers advised that match funding arrangements were proposed within the draft strategy with the expectation that schools would match fund any amount from within their devolved formula capital budgets.  Feedback had been received that the match funding element should be increased and changed to provide increased opportunity for more schools to apply and therefore enhance the benefits of such investments.

In response to a question raised by a Member in Attendance regarding whether proper consideration was being given to the needs of the rural community, the Cabinet Member ICT, Education and Achievement stated that he would be eager to take this point up and to ensure that such communities were given a fair say.

A Member in attendance stated that in his opinion the strategy concentrated on one part of the county and called for a balanced perspective.  Additionally it was stated that as the authority was also involved with the ‘Building Schools for the Future’ programme consideration should be given to swimming provision within the ‘Primary Strategy for Change’ document.  The Chair stated that the comments would be noted and considered if applicable.

In responding to a statement by a Member in attendance regarding kitchen facilities having been removed from Primary Schools which were now being replaced, the Chairman stated that the point was well made; however it would be important to provide appropriate facilities to teach young people to cook.

The Chairman, in responding to a question from a Member in attendance, stated that the Primary Strategy for Change was a statutory legal requirement.  Additionally it was stated that it was especially important to consider the future arrangements of primary school provision in Leominster as currently structures provided for separate Infants and Junior Schools. The opportunity to  ...  view the full minutes text for item 22.

To update the Cabinet on the Government’s post office closure programme and the progress being made on an initiative to develop sustainable options for the delivery of post office services to rural communities in Herefordshire and to evaluate how Essex County Council’s intervention may be applicable to a rural county.

The Cabinet Member Economic Development and Community Services presented a report updating Cabinet on the Government’s Post Office Compensated Closure programme and added that proposed closures in Herefordshire were due to be announced publicly on 27 August 2008. He commented on the low morale amongst sub-postmasters and mistresses and quoting the Rural Shops Alliance, speculated that many post offices were hoping to be part of the compensated closure programme, before closing. Therefore, the final closure numbers could exceed 2500. The Cabinet Member also commented that the National Federation of sub-postmasters had warned that a further 3000 small post offices could close if the Post Office card account was awarded to another supplier, other than the post office.

The Cabinet Member went on to say that the 17% national anticipated closures would translate into 15 post office closures in Herefordshire. He touched on the work Herefordshire Council was doing in association with the Rural Shops Alliance and Business Link to investigate the provision of essential services such as Parcel Post, Bill Payment and Access to Cash, in the event that these services were not provided locally in a post office.

Before the subject was opened up for debate, the Cabinet Member mentioned the Essex Model, stating that originally the intention was to save 31 post offices. This has now been reduced to 2. The issue of  “State aid” has created complications with the Essex Model concept. In addition Post Office Ltd have confirmed that the Essex Model must be seen as a separate exercise outside the national closure programme.   

Several members commented on the prospect of integrating a post office with another community facility such as a school or library. In response to this, The Parish Liaison and Rural Services Officer drew attention to Colwall Post Office as an example. He said that co-location with the Library was originally considered, however costs for adapting the building were deemed to be too high.. He was pleased to report that, with the support of the Parish Council and the local community, Colwall’s post office had re-opened the previous Monday

In response to a question from a Member in Attendance about the closure of Bosbury Post Office, the officer stated that the village’s post office had been temporarily closed as part of closures in the Gloucestershire region. He stated that both the Member and the parish council had been advised that the closure was only temporary and there were options for re-opening the facility. However it was emphasised that any support initiative to reopen a post office would be dependant on the community wanting the assistance.

Regarding the principle of establishing a post office within a school site, Members stated that this would be worthy of future consideration, as it would provide ready access to most members of the community.

Members gave their support to the amended recommendation as it strengthened the view of the council. Several members did, however, express concern that communities should not be given false hope on the issue, as  ...  view the full minutes text for item 23.

For Cabinet to endorse the Homelessness Strategy, including the associated Action Plan, prior to full publication in accordance with the requirements of the Department of Communities and Local Government (CLG).

The Cabinet Member for Social Care Adults introduced the report to Cabinet advising Members that an executive summary would be produced to accompany the Herefordshire Homelessness Strategy 2008-13. 

The Head of Strategic Housing Services, Richard Gabb, advised Members of a formatting error on page 82 of the report, as roman numerals should be indicated following the reference to (c).

The Cabinet was informed that as prevention was considered a key outcome of the homelessness strategy, a refocused team had been established to provide appropriate support for this outcome.  Mr Gabb advised Members that whilst defined within the strategy as a key outcome, ending the use of bed and breakfast as temporary accommodation would be problematic.  Additional pressures included the impact of the credit crunch, with the Council experiencing for the first time professional working people seeking information on dealing with difficulties in meeting mortgage payments. Similar problems were also being experienced in other local authorities, with some Councils housing those in need of temporary accommodation in neighbouring authorities.  With the end of bed and breakfast, Members were advised of the need to ensure the availability of appropriate accommodation.

The Head of Strategic Housing Services advised the Cabinet that a strength of Herefordshire Council was working in partnership and this was evident within the Housing agenda. Further work was being undertaken to improve and strengthen joint working with both voluntary and statutory organisations.  Members were informed that joint protocols were being developed with the Registered Social Landlord (RSLs) in order that potential problems, once identified could be actioned, or to allow for appropriate intervention to take place.

Members were advised of the relatively high number of 16 and 17 year olds who were homeless due to parental eviction; and aligned to this pregnancy was also highlighted as an issue for this age range.

Cabinet Member for Environment and Strategic Housing stated that the issues outlined in the report and strategy reinforced the County’s need to deliver 850 affordable homes in next three years.  This would be challenging within the current financial climate as there would be a potential loss of up to 50% of planned new affordable homes due to the pressures on housing developers and cut backs within their organisations.  The Cabinet Member additionally raised concerns, following the publication of a national report, which highlighted the high number of ex-service men who were homeless

In response to the points raised, Mr Derek Allen, Change Manager Homelessness, stated that nationally it was recognised that some of those leaving the armed services did have specific issues when they reintegrated into society which may lead some individuals to homelessness.  Mr Allan stated that national guidance existed which sought to address these particular issues and that former service men were not barred from accessing Council facilities e.g. Home Point.  Members were advised that the Council did receive correspondence seeking advice from former service men on how they could access the system and it was recognised that on leaving the services some do sometimes struggle.  ...  view the full minutes text for item 24.

To seek approval for the allocation of the Strategic Housing Capital Programme, which incorporates the Affordable Housing Development Programme and the Private Sector Housing Programme for 2008/09, and to inform Cabinet of external funding contributions, including National Affordable Housing Programme and Specified Capital Grant contributions.

Cabinet Member for Environment and Strategic Housing introduced the report which sought approval for the allocation of the Strategic Housing Capital Programme which incorporated the Affordable Housing Development Programme and the Private Sector Housing Programme for 2008, and additionally informed Cabinet to external funding contributions, including National Affordable Housing Programme and Specified Capital Grant contributions.

The report outlined that the regional funding allocation for housing over three years would be £679m, of which £468m had been allocated to fund affordable housing development which would be administered through the Housing Corporation.  Members were reminded that Herefordshire was located within the West Housing Market Area, alongside Shropshire.  The allocation of funds had been provided by way of a ‘bidding’ process and whilst Herefordshire had been awarded the sum of £1,323,500 to provide 34 units in Hereford City, this sum was well below that which had been requested, which was due to the Housing Corporation seeking efficiency savings.  Whilst further opportunities to access funding had been sought, bids had been unsuccessful.  However as several schemes had been recognised as a priority for funding Cabinet had previously recommended that they should be funded from the Strategic Housing’s Housing Capital Reserve.  The proposed priorities for the funding were as outlined in Table 1 of the report (page 210) and were aligned towards affordable housing for 2008/09 in order to address the potential changes and challenges to the housing market, with an additional £2m proposed from the Housing Capital Reserves to deliver a further 38 units.

The Head of Strategic Housing Services advised Cabinet that other funding could be available from the region (e.g. a regional ‘pot’ £211m to support regeneration activities and renovations grants), however the current system of funding available was a drop from previous years.  Other activities such as providing funding to support home improvements, handy services etc provided individuals with more opportunities to remain independent in their own home.

With relation to Disabled Facilities Grants, the Head of Strategic Housing Services informed Members that Herefordshire Council had been awarded a grant of £315,000 to which the Council in addition provided a contribution of £210,000 to fund an overall budget of £525,000.  However as there had been an increased demand for grants it was proposed that an additional £200,000 be allocated from the Housing Capital Reserves towards the 2008/09 budget for Disabled Facilities Grant (this would be 100% supported by the Council as no additional subsidy would be available).  As a result of these proposals, Members were made aware that the current reserves held would be lower than in previous years.

A member in attendance referred specifically to the acute shortage of decent homes for three-generation families.  It was additionally stated that the Council was picking up the social cost, together with the PCT and Police.  The Member requested the exact date and details of the programmes by which these issues would be resolved i.e delivered on the ground.  Additionally, concerns were expressed that the Council was not receiving appropriate external funding, with  ...  view the full minutes text for item 25.

To seek approval for the updated Procurement Strategy.

Cabinet Member for Resources introduced the report which sought approval for the updated Procurement Strategy 2008.  It was stated that the existing strategy has helped deliver a good Annual Efficiency Statement outcome.  Members were advised that there would be an expectation for corporate policies to consider procurement arrangements before, during and after any process, with procurement activity being the responsibility of all Managers.  Training would be provided as appropriate which is reinforced by the Mini guides for both Council officers and businesses.  A register of contracts would be made available on the internet.  The Council was working hard to achieve 3% of annual cashable savings and whilst it was doing well at present, these savings would become more difficult in future years, it was therefore considered essential to have a robust Strategy

The Cabinet was advised that a revised recommendation had been submitted which included the comments of the Strategic Monitoring Committee which sought assurance that the Procurement Strategy reflected the Council’s commitment to fair-trade, it was further stated that the recommendation should also be extended to include support for local companies.

The Strategic and Procurement Efficiency Manager, Mr Dean Hogan, provided further details on the content of the Procurement Strategy and of the guidance documents and training sessions provided. 

Cabinet agreed for a progress report to be considered by Cabinet every six months with the next progress report due in February 2009.

The Head of Financial Services, Mr David Powell advised the Cabinet that the Procurement Strategy followed on directly from the current strategy agreed in 2007.

A Member in attendance welcomed the strategy and referred to the sustainable procurement section on the purchasing of ‘green electricity’ (paragraph 6.2.8, page 232) and requested that this be followed through.

In response to a question from a Member in attendance, the Strategic and Procurement Efficiency Manager confirmed that the thresholds for financial levels had been amended to reflect guidance issued in April 2008.

A Member in attendance stated that it was vital that consideration was given to how matters around procurement had improved (since the independent review) and that consideration should also be given to changes in attitude.

RESOLVED that

The updated Procurement Strategy be approved, subject to it being amended to reflect the Council’s policy commitment to supporting Fairtrade and local business.

To approve the selection of the preferred strategic partner for the Edgar Street Grid Urban Village and authorise detailed negotiations with that supplier prior to consideration of a full Development Agreement.

Cabinet Member for Economic Development and Community Services introduced the report which sought the approval of the preferred partner for the Edgar Street Grid Urban Village and additionally sought Cabinet’s authorisation to detailed negotiations with that specific supplier prior to consideration of a full Development Agreement.

The Chief Executive of ESG Herefordshire Ltd, Jonathan Bretherton was welcomed and he advised Cabinet that at a meeting of the ESG Board on 7 July agreement had been given to seek the approval of the Cabinet to the selection by the ESG Board of Sanctuary Housing as the preferred Strategic Partner for the new Urban Village which would be conditional upon negotiation and completion of satisfactory Heads of Terms and completion of a development agreement.  Mr Bretherton stated that the successful bid outlined was innovative and the development profits would be reinvested in Herefordshire.  It was stated that Sanctuary Housing, a national organisation based in Worcester, held a strong social ethos, were advocates of community led regeneration, and had a strong concept of stewardship.  During the launching of the revised ESG masterplan on 8 July, Nick Paul, Chairman of Advantage West Midlands stated that ESG was the best example of partnership working within the region.

He reminded Members that whilst a RSL partner had been sought as a preference, the process did not precluded private developers from submitting a bid.

Cabinet Member for Environment and Strategic Housing stated that as there would be a significant amount of land used it was important to ensure the provision of as many affordable homes as possible.  In response, Cabinet Member for Economic Development and Community Services emphasised that the Council’s current policy was the provision of 35% affordable units.

In response to a question raised by a Member in attendance, Mr Bretherton stated that at least 20 permanent jobs would be created by the development of the Urban Village, however a significant number of construction jobs would be created during the physical development stage of the project.

In responding to a statement that raised concerns regarding the UDP and the LDF, Mr Bretherton stated that he was satisfied that the development and the planning policy was well aligned.

In order to consider the details of the confidential ESG Board report, Cabinet moved into confidential session.

Councillors Dawe, James and Edwards left the meeting.

RESOLVED that

Under section 100 (A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in Schedule 12(A) of the Act.