Prior to the meeting the Chairman had agreed that the persons listed below be specifically invited to attend the meeting. Those unable to attend were invited to submit written comment.

In attendance:

Mr Jonathan Hines; Dr Stewart Bryant; Mrs Bobbie Heavens; Mr B Clay; Mr M George.

Apologies:

Mr Andrew Boucher; Mr William Wilson; Mr Nigel Swift; a representative from Kilmartin House Museum, Argyllshire.

The following additional papers were placed on the Members and invited persons desks prior to the meeting. Copies were also issued to the public and press.

1. Extract from the leaflet “Visit Herefordshire – Tourism Matters” dated Summer 2007.
2. Response from the Chamber of Commerce Herefordshire and Worcestershire.
3. E-mail from Mr Bill Klemperer, English Heritage dated 21st September 2007.
4. Letter dated 21st September 2007 from Mr W. Wilson to the Chairman of the Committee.
5. Letter from Mr Bob Clay, Save the Rotherwas Ribbon Campaign, dated 24.09.07 to Councillor Bob Matthews and Councillor Phil Edwards.

The following papers were issued to all present during the meeting:

6. E-mail from Andy Boucher to Hubbard, Mark (Cllr) dated 21/09/07
7. “An alternative vision for the Rotherwas Ribbon” issued by Mr J Hines

The Chairman allowed time for Members, invited persons and the public to read the additional papers referred to at 1-5 above.

To receive apologies for absence.

Apologies were received from Councillor AT Oliver.

To receive details any details of Members nominated to attend the meeting in place of a Member of the Committee.

Councillor CM Bartrum substituted for Councillor AT Oliver.

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

To approve and sign the Minutes of the meeting held on 19th June 2007.

RESOLVED: That the minutes of the meeting held on 19th June, 2007 be approved and signed by the Chairman.

To consider suggestions from members of the public on issues the Committee could scrutinise in the future.

No suggestions were made by members of the public.

To consider the Cabinet decision on the preservation of the Rotherwas Ribbon and completion of the Rotherwas Access Road.

The Committee considered Cabinet’s decision on the preservation of the Rotherwas Ribbon and completion of the Rotherwas Access Road which had been called in by three Members of the Committee: Councillors MD Lloyd-Hayes, AT Oliver and MAF Hubbard.

The stated reasons for the call-in were set out in the agenda report.  The draft decision notice (Ref No:2007.CAB.070KEY), together with the report to Cabinet on 6th September were included in the agenda.

The Chairman opened the discussion by emphasising that the focus of the meeting would be to review the decision by Cabinet as set out in the agenda papers.

A Member called into question the intention to deal with the issue at this meeting rather than programme it into the Committee work programme for a later meeting thereby allowing time for the Committee to gather evidence.  Reference was then made to guidance given by the Head of Legal and Democratic Services at Strategic Monitoring Committee on 17th September 2007 on this point.  The Legal Practice Manager clarified that, in relation to call-in, the expectation and good practice was that the Committee would meet and consider the issues before it within the10 day period set out in the Council’s Constitution. Only in exceptional circumstances would the period be longer.

On seeking clarification concerning the calling of ‘witnesses’ to the meeting the Chairman confirmed that an approach had been made by one of the Councillors initiating the call-in requesting that a number of persons be invited to the meeting so that further sources of information be on hand during deliberations. The Legal Practice Manager clarified the term witnesses in terms of the Council’s Constitution as being more an invited contributor to the meeting rather than a witness in the courtroom context.  The Democratic Services Officer reported upon actions he had taken to invite specific people to attend the meeting.

Mr B. Clay, Save the Ribbon Campaign Organiser, questioned why the Council’s Scrutiny function had no dedicated budget. He also referred to an earlier conversation Councillor Lloyd-Hayes had had with the Chairman when she had suggested Mr Clay be co-opted onto the Committee.  The Chairman reported that he had previously clarified this issue with Councillor Lloyd-Hayes in that his intention had been that Mr Clay be invited to the meeting, along with others on the invitation list, and that he intended to ensure that those invited had ample opportunity to put their comments.  The Legal Practice Manager advised that in view of Mr Clay’s close involvement with the Ribbon campaign his co-option to the Committee would probably have required him to declare a prejudicial interest.   In relation to formal co-option this was the prerogative of the whole Committee.  The Committee decided not to make any co-options.

At this point the Legal Practice Manager raised the question of declaring interests with Councillor MD Lloyd-Hayes in view of the contents of her website   (www.marcelllloydhayes.com) of which he had a screen print.   Councillor Lloyd-Hayes referred to a letter from the Head of Legal and  ...  view the full minutes text for item 21.