To elect the Chairman of the Council.

The retiring Chairman called for nominations to the office of Chairman of the Council.

Councillor RJ Phillips proposed Councillor LO Barnett as Chairman of Herefordshire Council, stating that Councillor Barnett was one of the most senior Members of Council, with over 30 years of experience.

Councillor TM James seconded Councillor LO Barnett as Chairman for the Council.

Councillor Barnett was unanimously elected as Chairman of the Council.

RESOLVED:   That Councillor LO Barnett, be elected Chairman of the Council until the annual meeting of Council in May 2012.

The Reverend Prebendary Paul Towner led the Council in prayer.

The Chairman extended a warm welcome to Her Majesty’s Lord Lieutenant, the Countess of Darnley and the Earl of Darnley, the High Sheriff of Herefordshire, Mr Simon Arbuthnott and Mrs Arbuthnott who were in attendance.

Councillor Barnett thanked Councillor Stone for his Chairmanship of the Council, and said that he had set a high standard throughout his term of office and that she felt a certain amount of trepidation following in his footsteps.  She thanked the proposer and seconder of the motion, and said that her priority whilst she held the honorary position was to work to raise the profile of healthcare in the County.  She recognised the pivotal role of the County Hospital, and said that the health and wellbeing of the population of Herefordshire was the foundation of a good society.

Councillor Stone said that he had enjoyed his time as Chairman of the Council, and that it had been an honour to represent the Council.  He thanked the Members and political groups for their support during his tenure.  He thanked Mr Beris Williams for all his support as Vice-Chairman during the previous administration.  He went on to thank Ms Vicky Harris, in her role as Personal Assistant to the Leader and the Chairman and said that she would be an asset to the new Chairman.

Councillor Stone explained that during his tenure he had undertaken several sponsored events on behalf of the Noah’s Ark Trust, Herefordshire Headway, the Charles Renton Unit and Megan Baker House; many of these events had taken place with the Help of Councillor S Robertson and he thanked her for her support.

He went on to say that he had known Councillor Barnett for many years, and wished her every success in her new role.

To receive apologies for absence.

Apologies for absence were received from the Councillors CNH Attwood and GA Powell.

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

There were no declarations of interest.

To elect the Vice-Chairman of the Council.

The Chairman called for nominations to the office of Vice Chairman of the Council. 

Councillor JA Hyde proposed Councillor ACR Chappell.  Councillor RI Matthews seconded the proposal.

RESOLVED:   That Councillor ACR Chappell be appointed Vice-Chairman of the Council until the annual meeting in May 2012.

To approve and sign the Minutes of the meeting held on 4 March 2011.

The Minutes of the meeting held on 4 March 2011 were approved as a correct record.

To receive the Chairman's and/or Chief Executive’s announcements and petitions from members of the public.

The Chairman in her announcements:

• Informed Council of the royal visit that took place on 23 March by their royal highnesses the Duke and Duchess of Gloucester to the Hereford College of Arts, Peterchurch Community Church, MandM Direct in Leominster, Robert Clarke Windsor Chairs in Brockmanton and to the Megan Baker House, which was attended by Councillor J Stone as Chairman.

• Reminded Council that following the meeting, the annual photograph of Council would take place on the stage in the Shire Hall, and Council would then move to the Town Hall.

To appoint the Leader for the term of the Council.

The Chairman called for nominations to the office of Leader of the Council.

Councillor PD Price proposed Councillor JG Jarvis.  Councillor PM Morgan seconded the proposal.

RESOLVED:   That Councillor JG Jarvis be appointed Leader of the Council for the term of the Council.

To receive the announcement by the Leader of the allocation of portfolios and the appointment of a Deputy Leader of the Council.  (To be received without debate.)

The Leader of the Council announced the allocation of portfolios and the Deputy Leader of the Council.

The Leader reported that Councillor PD Price would serve as Deputy Leader, and would hold the portfolio of Corporate Services and Education.  The following Councillors would also hold Cabinet positions:

·    Councillor RJ Phillips           (Cabinet Member, Enterprise and Culture)

·    Councillor PM Morgan          (Cabinet Member, Health and Wellbeing)

·    Councillor AJM Blackshaw (Cabinet Member, Highways and Transportation)

·    Councillor DB WIlcox           (Cabinet Member, Environment, Housing and        Planning)

To constitute committees and allocate membership of these and other bodies in accordance with political proportionality rules.:

Please note that the Council may be asked under this item to approve alternative arrangements to strict political proportionality for appointments to Committees and other bodies in accordance with Regulation 20 of the Local Government (Committees and Political Groups) Regulations 1990.

Council received a report on the constitution of committees and the allocation of their membership, together with other bodies, in accordance with political proportionality rules.

In presenting the report, the Monitoring Officer reminded Members that Parliament had set out strict rules concerning proportionality.  The proportionality rules resulted in the seats being available to each Group as outlined on page 39 of the report. One ungrouped member would not have a seat on any Committees.

Should Council wish to allocate seats on a different basis from that of political proportion, this could only be done where approved by Council without any Member voting against (a nem com vote by Council).  It was proposed that the application of proportionality should be suspended for the River Lugg Internal Drainage Board and the Wye Valley AONB Joint Advisory Committee, and that these appointments should be determined by Group Leaders.

A revised Appendix 2 to the report, containing proposed appointments to the posts listed, was circulated at the meeting.  It was noted that on the Overview and Scrutinny Committee, Councillor GR Swinford would be replaced by Councillor SJ Robertson.

In discussion, the following points were made:

• Training for Committee Membership would take place during the day, but Members would be canvassed to see whether there would be sufficient interest for an evening session to be held.

• It was stated that care was needed when setting up the scrutiny system, as the system outlined to Council implied that the ruling political group would be scrutinising itself.  He did not believe that this model was the best way forward for the Council.

• It was felt that the proposals were a backward step for democracy in the County.

• It was suggested that the ‘Review of the Overview and Scrutiny Function In Herefordshire Council’ carried out in December 2008 for the Overview and Scrutiny Committee should have been circulated to new Members.  It was believed that the new arrangements recommended in the report were to be phased in, and that this had not happened. 

• It was added that in Herefordshire, Call-in of executive decisions required the signatures of three Members from two different political Groups.  In researching other Authorities that operated a scrutiny commissioning model, the practice was that five members from any Group could sign the Call-in form.   It was questioned how public participation would take place in Task and Finish Groups.

• IT was noted that as the Overview and Scrutiny Committee was an advisory body, it was required by law to be proportionate.  Task and Finish Groups were not required to be proportionate, as proportionality  had already been implemented in the setting up of the Overview and Scrutiny Committee.

• The Leader said that it was not the intention that the Task and Finish Groups should be proportional.  He added that it was the intention that the Groups should go out to the public, and that they should encourage public participation in their deliberations.

• There was concerned about the proposals, as it was felt that the degree of  ...  view the full minutes text for item 10.

To vary Procedure Rule 4.1.5.2 to receive the report of the Independent Remuneration Panel on proposed changes to the Councillors’ allowances scheme.

The Assistant Director Law, Governance and Resilience presented a report on the recommendations of the Council’s Independent Remuneration Panel on the Councillors Allowance Scheme.

Before opening the debate, the Leader spoke to Council and thanked the Panel for their report and ask Council to receive and adopt the report save that recommendation b2 be amended to take account of future developments in ICT technology and the piloting of the use tablet computers.  I would like to amend the recommendation to state:

b2)       a one off allowance of up to £1,000 be made available to all Councillors on the condition that this is to allow them to equip themselves sufficiently with ICT to carry out their Council duties, payment to be made on the basis of actual expenditure evidenced by receipts.  The allowance to be claimable anytime in the first three years of the life of this Council’s administration.

In the ensuing discussion on ICT, the following points were made:

• There was some disappointment at the proposal, which could be seen as retrogressive.  The Council had moved toward remote working to allow staff to work in the field.  Members were working for a corporate body, with associated aims and it was proposed that the recommendation regarding ICT provision be put on hold until the Council had a chance to reconsider it.

• It was asked whether this scheme was cheaper and more cost effective than the previous one.  It was added that the loss of ICT support could impede Members from doing their jobs effectively.

The Cabinet Member (Corporate Services and Education) who had oversight of ICT in the previous administration, stated that many options in the ways of working had been discussed.  Members would have different requirements, and this option was considered the most appropriate way to ensure that there was sufficient ICT provision operating effectively within a corporate facility.  This approach would also address the necessity to upgrade technology in the future. He added that software would be provided to Members by the Council at a reduced rate.

In the ensuing discussion, the following points were made:

• It was pointed out that the current system was expensive because of the degree of back up that was provided to Members.  The report before Council would be less costly, as Members would have to take responsibility for their own ICT provision. 

• It was suggested that bulk purchase of ICT equipment by the Council should be considered, as this would serve to reduce costs.

• A Member said that whilst they supported the recommendations, It was felt that it could have been explained more clearly, as there were no figures that showed the savings that were being made.  There was discussion on the Special Responsibility Allowances (SRAs).

• Councillor EPJ Harvey put forward an amendment to the recommendation that ‘The Special Responsibility Allowances be waived for all qualifying Councillors for the current financial year, and the funds be used to offset the Government’s withdrawal of the School Standards Fund at the end  ...  view the full minutes text for item 11.

Dates for Council meetings in the year 2011/12 are as follows:

Friday 15 July 2011

Friday 18 November 2011

Friday 03 February 2012

Friday 02 March 2012

Friday 25 May 2012 (Annual Council)

All meetings will commence at 10.30 am and will be held in the Assembly Hall at the Shirehall, Hereford unless otherwise advised.

The dates of future Council meetings for 2011/12 were agreed as:

15 July 2011

18 November 2011

3 February 2012

2 March 2012

25 May 2012 (Annual Council)

All meetings would be held at 10.30 at the Shirehall, Hereford unless advised otherwise.

To vary Procedure Rule 4.1.5.2 to dispense with the annual reports of committees and the Leader on the grounds that these reports were given at the final meeting of the preceding municipal year.

The Chairman called for a vote to vary Procedure Rule 4.1.5.2 in order to dispense with the annual reports of committees and the Leader’s report, on the grounds that these reports were given at the final meeting of the preceding municipal year. 

The vote was approved unanimously.

Resolved: that Procedure Rule 4.1.5.2 should be varied.