The Very Reverend Michael Tavinor, the Dean of Hereford, led the Council in prayer.

To receive apologies for absence

Apologies were received from Councillors Mrs. W.U. Attfield, M.R. Cunningham, and D.C. Short.

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

Councillor J.P. Thomas declared an interest in Agenda item 9, Cabinet Report item 13.1(ii) - Extra Care Housing.

To approve and sign the Minutes of the meeting held on 25th July, 2003.

RESOLVED:   That the minutes of the meeting held on 25th July, 2003 be approved as a correct record and signed by the Chairman.

To receive the Chairman's announcements and petitions from members of the public.

The Chairman welcomed a teacher and group of pupils from Haywood High School who had come to see how the Council conducted its business.

He announced that the Council had received a Certificate from nPower, marking the Council's commitment to the use of renewable energy.

He gave notice of two events to take place in early 2004.  The first was an invitation from the Chaplain to attend Evensong in the Cathedral on 29th January at which light refreshments and a tour of the Cathedral would be included.  The other was the Council's Civic Service which would take place on 14th March at St Mary's Ross on Wye by kind permission of the Rector and Church Wardens.  Invitations to both events would be sent out nearer the time. 

The Chairman also thanked the Chaplain for his assistance in staging the Anne Frank Exhibition which had been extremely well attended and proved to be a great success.

Petitions

The Chairman had received a petition containing 943 signatures from Councillor Manning relating to traffic control at Newtown Crossroads, which he passed it to the Cabinet Member (Highways and Transportation) for action.

To receive questions from members of the public.

Under the Constitution a member of the public can ask a Cabinet Member or Chairman of a Committee any question relevant to a matter in relation to which the Council has powers or duties, or which affects the County, as long as a copy of the question is deposited with the County Secretary and Solicitor more than six clear working days before the meeting.  No such questions had been received.

To receive any written questions.

Councillor R.I. Mathews asked:

A sale of Library books held at the Shirehall on Saturday, 4th October, 2003, raised the sum of £2,231 and the staff costs for preparing and managing the sale was £900.  Do you agree with me that this is not a very efficient way of disposing of these books and in particular could you look at ways of reducing staff costs which I think were excessive?

Councillor Stockton replied thatthe income on the day was £2,321.20.  The total staff time required to prepare, manage and clear away the sale was 85 hours, with an equivalent cost of approximately £900.  40 hours were normal weekday working; 33 hours as time in lieu and 12 hours additional payment.  The library service did not incur any additional costs for the use of the Shirehall.

He advised that the Library Operations Manager had been looking at the viability of book sales of this kind.  There had not been any previous analysis to compare income generated with costs but it was estimated that 35% of staff time would have been required to sell this volume of stock by other means.  This suggested a net profit of at least £1,700.

Councillor P.J. Dauncey asked the Cabinet Member (Community and Social Development):

Can you tell us how Council is monitoring the performance of outside contractors, particularly HALO?

Councillor Stockton replied that the question had implications across the authority and he could only reply specifically in relation to HALO.  He agreed to liaise with the other Cabinet Members and arrange for written responses to be given where appropriate.  He advised that there were a number of arrangements with HALO.  The Council was represented by two Members on the Board.  There was an annual funding agreement which was monitored regularly by senior officers within Policy and Community Directorate and the County Treasurer's Department.  This process was currently considering the position for 2004/2005.  Discussions were also taking place on the five year Business Strategy which would be presented to Cabinet later this year.  Day to day monitoring takes place between client officers within Parks and Countryside and HALO.  In addition, and to aid communication, there are monthly meetings between the Director of Policy and Community and Chief Executive of HALO.  HALO is also required to report annually to the Social and Economic Development Scrutiny Committee.  This was due at the next meeting on 27th November, 2003.

In response to a further question from Councillor Dauncey, Councillor Stockton gave his assurance that he would look into HALO's operations in Bromyard and in particular whether they were acting outside their terms of reference.

Councillor R.M. Manning asked, with reference to the Newtown Crossroads (Junction A4103 and A417), Yarkhill, Frome Ward:

In view of the increasing number of accidents at the Newtown Crossroads, will the Council now give due consideration to the priorities of road safety and install traffic lights at this notorious black spot?

Councillor R.M. Wilson, Cabinet Member (Highways and Transportation) responded by saying that Herefordshire  ...  view the full minutes text for item 37.

The following Notice of Motion has been submitted by: Councillors T.M. James, A.C.R. Chappell, Mrs. P.A. Andrews, W.J. Walling, W.L.S. Bowen, B. Ashton, and J.W. Newman:

"That this Council, bearing in mind that it represents one of the counties with the lowest household income in England, wishes it to be made clear to the Cabinet hat its proposal to increase car parking charges by a figure many times the rate of inflation and in some cases as much as 100% and do so without any meaningful consultation with the communities affected, is unacceptable.

It therefore instructs that the Cabinet and the relevant Cabinet Member withdraw this proposed scheme until full meaningful consultation has taken place with the relevant parish, town and city councils, trade organisations and general public.

It further wishes to make it clear that any increase above the current annual rate of inflation is totally unacceptable to this Council.  It further instructs that a working party be established representing all affected groups to discuss any changes to the current scheme and make recommendations."

The Chairman has ruled that the motion be not accepted and that, under Standing Order 4.26.9, the matter be dealt with during debate on the Cabinet Report at item 10.1(ii).

The following Notice of Motion had been submitted by: Councillors T.M. James, A.C.R. Chappell, Mrs. P.A. Andrews, W.J. Walling, W.L.S. Bowen, B. Ashton, and J.W. Newman:

That this Council, bearing in mind that it represents one of the counties with the lowest household income in England, wishes it to be made clear to the Cabinet that its proposal to increase car parking charges by a figure many times the rate of inflation and in some cases as much as 100% and do so without any meaningful consultation with the communities affected, is unacceptable.

It therefore instructs that the Cabinet and the relevant Cabinet Member withdraw this proposed scheme until full meaningful consultation has taken place with the relevant parish, town and city councils, trade organisations and general public.

It further wishes to make it clear that any increase above the current annual rate of inflation is totally unacceptable to this Council.  It further instructs that a working party be established representing all affected groups to discuss any changes to the current scheme and make recommendations.

The Chairman ruled that the motion be not accepted and that, under Standing Order 4.26.9, the matter be dealt with during debate on Agenda item 9 - Cabinet Report at item 10.1(ii).

To receive the report and to consider any recommendations to council arising from the meetings held on 21st August, 4th and 25th September and 9th and 23rd October, 2003.

The Leader of the Council, Councillor R.J. Phillips, presented the report of the meetings of Cabinet held on 21st August, 4th and 25th September and 9th and 23rd October, 2003.

In relation to  Item 2.1 - Notice of Motion by Councillors B. Hunt and P.J. Dauncey - In response to a request for an update Councillor Hunt was advised that the matter would be dealt with as part of the report on swimming pool provision in North Herefordshire which would be considered by Cabinet on 27th November, 2003.

In relation to Item 3.1 - Compulsory Purchase Order (CPO): A4103 Roman Road, Hereford, in response to a question on progress towards a start date of February 2004 Councillor Wilson, Cabinet Member (Highways and Transportation) advised that archaeological works were due to be completed in December 2003 and that the CPOs were currently with the Secretary of State.

In relation to Item 4.1(ii) - Council Tax Consultation, in response to a series of questions about  discounts for pensioners the Leader advised that this was a scheme that had been raised by other local authorities and a great deal of investigation and debate would be required before coming to any conclusion.  He warned that if discounts for pensioners were agreed a heavier tax-paying burden would fall on non-pension households, some of whom also have low incomes.  He advised that the Council would be considering reducing the discounts currently applied to second homes which would be more practical to implement and could raise up to £350,000 a year. 

In relation to Item 4.1(ix) - Local Area Forums, the Leader advised that review of the constitution would be submitted to Council in January but that he hoped the Local Area Forums would start again as soon as practicable.

In relation to Item 4.2(i) - Procurement of Contract Services - in response to a query on the adverse publicity Jarvis had received nationally, the Leader assured Council that the contract with Jarvis would be subject to scrutiny both by the Scrutiny Committees and by the Executive.  He advised Council that Jarvis was a many-faceted company and acknowledged that there had been considerable adverse publicity in relation to their rail operations.  However, Jarvis were addressing these issues.  He said he was confident that with proper monitoring the Jarvis contract would secure a good quality of service and represent value for money.

In relation to Item 4.2(vii) - LPSA Monitoring Report - in response to a query about potential difficulties in meeting agreed targets the Leader advised that some targets, e.g. in Education, were set extremely high.  The Government had relaxed its own targets in this area but had not yet passed those on to the LPSA targets.  He said milestones were now being included in the monitoring reports which were being considered both by Scrutiny Committees and the Executive.

In relation to Item 6.1(iii) - Public Library Position Statement - in answer to a question about lottery funding recently granted for Ledbury library, Councillor Stockton, Cabinet Member  ...  view the full minutes text for item 39.

To receive the report and to consider any recommendations to Council arising from the meetings held on 29th July and 14th October, 2003.

Councillor R.I. Matthews presented the report of the meetings of the Regulatory Committee held on 29th July and 14th October, 2003.  He advised that the recommendation to Council, at Item 9 of the report, was no longer required as the delegation to officers was already provided for under existing delegated powers.

In response to a query on licensing hours, he assured Council that all Members would be invited to appropriate training sessions/seminars.

RESOLVED:  That, subject to the deletion of the recommendation to Council at item 9, the report of the meetings of the Regulatory Committee held on 29th July and 14th October, 2003, be received.

To receive the report and to consider any recommendations to Council arising from the meeting held on 19th September, 2003.

Councillor D.B. Wilcox presented the report of the meeting of the Statutory Accounts Committee held on 19th September, 2003.  

RESOLVED:   That the report of the meeting of the Statutory Accounts Committee held on 19th September, 2003 be received.

To receive the report and to consider any recommendations to Council arising from the meeting held on 3rd October, 2003.

Councillor T.W. Hunt presented the report of the meeting of the Planning Committee held on 3rd October, 2003.

RESOLVED:   That the report of the meeting of the Planning Committee held on 3rd October, 2003 be received.

To receive the report and to consider any recommendations to Council arising from the meeting held on 10th October, 2003.

Mr. Robert Rogers presented the report of the meeting of the Standards Committee held on 10th October, 2003.  

RESOLVED:   That the report of the meeting of the Standards Committee held on 10th October, 2003 be received.

To receive the report and to consider any recommendations to Council arising from the meeting held on 13th October, 2003.

Councillor T.M. James presented the report of the meeting of the Strategic Monitoring Committee held on 13th October, 2003.

RESOLVED:   That the report of the meeting of the Strategic Monitoring Committee held on 13th October, 2003 be received.

To take the precaution of granting Councillor Short leave of absence until the next meeting of Council in case he is unable to attend a meeting prior to 16th December, 2003.

RESOLVED:   That leave of absence be granted to Councillor Rev. D.C. Short, MBE until the matter can next be reviewed at the Council meeting to be held on 16th January, 2004.

To note the outcome of the Electoral Pilot Scheme undertaken at the elections held on 1st May, 2003 and receive a report on two consultation papers by the Electoral Commission.

Council noted the outcome of the Electoral Pilot Scheme undertaken at the elections held on 1st May, 2003 and received a report from the Chief Executive on two consultation papers from the Electoral Commission.

The Chief Executive advised that consultation on electoral reform was a sensitive issue because if such consultation was undertaken solely through the Executive there might be a perception that the response could be partisan.  For this reason the consultation had been conducted through the political group leaders who were unanimous in their recommendations.

The Council thanked the Chief Executive, as Returning Officer, and all those who had organised and assisted during the election process.

The Chief Executive answered a number of questions.

• He was unable to give an assurance, at this stage, that marked up registers would be available at future elections, but agreed to look at the practicalities at the time.
• He was surprised that Parish Councils had not received bills for electoral expenses and would expedite the matter.
• He reported that if there was a move to all-out postal ballots a change would be required to the electoral registration system which could require all electors to sign the form as a means of confirming identity.  He advised that three regions would be involved in an all postal pilot for the next European elections.  He did not know at this stage if the West Midlands would be one of the pilots.
• He said that he had advised the Electoral Commission that, because of the success of the all-postal pilot, it would be difficult to return to the traditional ballot-box method.

RESOLVED:  

That    (a)        the Electoral Commission's evaluation report on the Electoral Pilot Scheme for the 1st May, 2003 elections be received and noted; and

            (b)       the proposed response of group leaders to the Electoral Commission's consultation papers entitled "Voting Age and Candidacy" and "The Cycle of Local Government Elections in England" supporting a minimum voting age and age for candidacy of 18 and re-expressing its support for the continuation of quadrennial elections be endorsed.

To receive the report of the meeting of the West Mercia Police Authority held on 23rd September, 2003  Councillor B. Hunt has been nominated for the purpose of answering questions on the discharge of the functions of the Police Authority.

Councillor B. Hunt presented the report of the meeting of the West Mercia Police Authority held on 23rd September, 2003.  He advised Council that the authority was carrying out extensive upgrades and extensions to its properties including an experimental booth at Peterchurch which would operate when the station was unmanned.  He also asked Councillors for their feedback on the newsletter he had circulated.

He stated that 34 additional police staff had been allocated to Herefordshire but advised that they could not all be on duty all the time.  He agreed to pass on a number of concerns including: inadequacy of police numbers on the ground; difficulties in making contact with the police; slow response times, inadequate communication between CCTV control rooms and police at the scene; and low level anti-social behaviour and the need for more community policing. 

RESOLVED:   That the report of the meeting of the West Mercia Police Authority held on 23rd September, 2003 be noted.

To receive the report of the meetings of the Hereford and Worcester Combined Fire Authority held on 16th June, and 2nd and 25th September, 2003.

Councillor G.W. Davis presented the report of the meetings of the Hereford and Worcester Combined Fire Authority held on 16th June, and 2nd and 24th September, 2003.  He confirmed that local fire fighters had indicated that they would not be joining the unofficial strike action proposed elsewhere in the country.

The Council gave Councillor Davis a vote of thanks for the work he had undertaken in keeping people informed during the strike earlier in the year.

RESOLVED:   That the report of the meetings of the Hereford and Worcester Combined Fire Authority held on 16th June, and 2nd and 24th September, 2003 be noted.