Active Families was developed as one of the Get Active COVID recovery scheme projects delivered by Stride Active. Stride piloted a new approach engaging with children and families impacted by the pandemic. Supporting families, some not engaging in other services to become more active in Herefordshire by providing 1:1 tailored family support and working in partnership with schools.
This award will support Stride Active to continue to use local data, to identify and engage with schools and continue with the delivery of the bespoke Active Families programme. To date, Stride have targeted the support to schools in more deprived areas and those with higher prevalence of overweight and obesity.

To approve the appointment of the team to deliver the Major Contract Improvement Programme for the Public Realm contract. The Major Contract Improvement Board has decided that the Council needs to focus on the delivery of the improvements identified as a part of the PWC Audit. The appointments will be made based on an initial 6 month period, with regular reviews, although the overall timeframe for delivery of this work is expected to be 3 years.’

The contract term in this decision was built in at the tender stage and in the contract with the supplier which was a 3plus 1 plus 1 year so there is already the option to extend. This extension is being applied for retrospectively as the 3 year term expired April 2022.

The reason for the decision is to provide some stability and security to the service and ensure continuation of the service. The proposed extension would also allow time for a sexual health needs assessment to be undertaken to help inform the recommissioning and service redesign phase.

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.

To assure the committee that action is being taken on risk related issues identified by internal audit. This is monitored by acceptance by management of audit recommendations and progress updates in implementing the agreed action plans. In addition, audit recommendations not accepted by management are reviewed and progress to an appropriate recommendation to cabinet if it is considered that the course of action proposed by management presents a risk in terms of the effectiveness of or compliance with the council’s control environment.

To seek the view of the Committee as to whether the Annual Governance Statement (AGS) for 2021/22 properly reflects the internal control environment the council is operating in and the appropriateness of actions identified to improve.

To approve the 2021/22 Statement of Accounts and associated letter of representation to Grant Thornton, the external auditors.

Changes to the statement of accounts following the external audit are listed in the audit findings report. The letter of representation attached at appendix B confirms that the group and parent council financial statements are free of material misstatements, including omissions.

To consider the external auditors audit finding report for the year ended 31 March 2022.

This is one of a number of reports which the committee receives in order that it may provide independent assurance on the adequacy of the risk management framework together with the internal control of the financial reporting and annual governance processes

• The Homes for Ukraine Sponsorship Scheme was launched on the 14th March 2022.
• The scheme enables people living in the UK to offer accommodation in their own homes or property they own to individuals and families displaced from the Ukraine due to the war with Russia.
• To date 491 people have already arrived through the scheme. Initial indications are that approximately 37% (182) of guests are children and young people aged under 18 years old.
• At least another 187 people are expected through the scheme. further
• The Council’s school admissions team has placed 135 Ukrainian children in schools across Herefordshire.
• Children and young people are also arriving through the Family Scheme. The Council does not have any way of tracking these arrivals, so numbers are uncertain.
• The vast majority of Ukrainian guests arriving through the Homes for Ukraine Sponsorship Scheme do not have access to their own transport. Due to the nature of the sponsorship scheme, families from the Ukraine are living in urban and rural areas spread across the whole county. The aim of offering free bus travel is to enable people from the Ukraine to access appointments, training, work and social opportunities without being fully reliant on their sponsors.
• Investment in community transport will reduce reliance on hosts to get guests to formal appointment during working hours and is particularly important for those living in rural areas with little public transport.
• The travel initiatives detailed above will mean that Ukrainian guests can access essential services, work and social activities all of which are significant elements of the resettlement process.

To grant an explosives licence to Wynnstay, Leominster in accordance with the Explosives Regulations 2014 for 2 years. Expiry 31st August 2024

To grant an explosives licence to Wynnstay, Pontrilas in accordance with the Explosives Regulations 2014 for 2 years. Expiry 31st August 2024

To grant an explosives licence to Wynnstay, Ross-on-Wye, County of Herefordshire in accordance with the Explosives Regulations 2014 for 2 years. Expiry 31st August 2024

Application by Europla Eastern Imports, Burley Gate, Herefordshire for a licence to store for supply, adult fireworks from a premises in Herefordshire in accordance with The Explosives Regulations 2014 along with any relevant guidance issued by the Health and Safety Executive (HSE) for 5 years – Expiry 31st August 2027.

To grant an explosives licence to Ledbury Sales & Innovations, Hollow Lane, Staplow, Ledbury, Herefordshire in accordance with the Explosives Regulations 2014 for 1 year - Expiry 31st August 2023.

To grant an explosives licence to J&P Turner, Arrow Mills, Kington, Herefordshire - in accordance with the Explosives Regulations 2014 for 5 years - Expiry 31st August 2027

The funding was agreed within the Property Services estate capital programme

The closure of both Elgar House and Nelson House has resulted in more council staff being based and working from the corporate head office at Plough Lane.

As a result the Plough Lane offices were identified as requiring changes to provide flexible office accommodation to meet the changing work practices and the use of office space post-Covid and to support the delivery of services using a hybrid approach.

The reallocation of the existing capital funds will allow the external and internal changes of Plough Lane to be undertaken. The scope of the work to be completed includes, but not limited to work, on developing options for providing space to accommodate meetings with customers and public committee meetings and the associated infrastructure requirements to deliver the work.

To grant an explosives licence to Baileys DIY Ltd, Netherton Road, Overross Industrial Estate, Ross-On-Wye, Herefordshire, in accordance with the Explosives Regulations 2014 for 5 years - Expiry 31st August 2027.

To grant an explosives licence to Gwalia Stores, Broad Street, Ross On Wye, Herefordshire - in accordance with the Explosives Regulations 2014 for 1 year - Expiry 31st August 2023.

To prosecute one defendant for failing to secure the attendance of a compulsory school age registered child from the dates of 6th January to 5th April 2022, contrary to Section 444(1) of the Education Act 1996 using the Single Justice Procedure.

The free school meal system is an important component of the support that is provided to low-income families. Providing vouchers in the school holidays for children entitled to free school meals is an extension to this support and will benefit over 4,600 children. Through this proposal, primary and secondary aged school pupils who are eligible for benefits related free school meals will receive a food voucher of £15 for the week of the October half-term.

Consumer prices, as measured by the Consumer Prices Index (CPI), were 8.6% higher in August 2022 than a year before. The CPI is also forecast to remain above 8.6% for the remainder of 2022 into 2023, peaking at 14% in Quarter 4 2022. Low-income households spend a larger proportion than average on energy and food so will be more affected by price increases.

Herefordshire Council has received an allocation of £1,329,601.78 from the Department of Works and Pensions under the next phase of the Household Support Fund which was confirmed on 1st October 2022.The expectation is that the funding should be used primarily to support households in the most need, particularly those including children and pensioners who would otherwise struggle with energy, food and water bills as well as other essential costs. This is part of wider offer that is being developed as part of the allocation of the Household Support Fund.

By utilising the funding from government, this will have a positive impact on low income families and child poverty by minimising the debt burden on those that struggle to pay essential bills.

The Master’s House is surrounded by St Katherine’s car park. Clearly, this surface level car park does not form part of the original characteristic or setting of the prestigious Master’s House.

The aim of this project is to take the austere car park and turn it into The Masters House garden with ample parking. The objective is to utilise scope within St Katherine’s to enhance the civic architecture and townscape. To provide a much more attractive public environment and better use of civic buildings. To ensure a better performing physical estate in Ledbury and more effective use of public assets.

This project will deliver a destination public space for the local community and visitors, complementing recent investment by HC in the renovation of 16th Century Master’s House building.

There is a need to engage an external provider in order to progress the design and statutory approvals, and to provide professional support through the construction phase.

ONE having carried out the original outline design means that they have a design which only requires minor modification. With this pre-existing knowledge and experience of the site they are best placed to revise the design to HC’s new requirements and to provide detailed construction drawing more cost effectively that another organisation starting from scratch.

For this reason ONE are best value and available to start as soon as instructed.

The Section 106 Contribution arises from one Section 106 legal agreement:

Planning Reference GT / FIN Code Original Contribution Expiry Date
P164024/CD4 GT04 FIN1863 18,071.71 11/02/2030
TOTAL: £18,071.71

The following previous payments have been made:

Payment Requested Reason Payment Made Balance
9035.85 Herefordshire Football Association (HFA) towards the reconfiguration of changing rooms at the HFA HQ, Widemarsh Common, Hereford. 9035.85 9035.86

The decision to fund £9035.86 will fully utilise the Section 106 Contributions.

The expiry date for the contributions, is 11/02/2030.

A tender exercise has been completed, however only two formal quotations have been received.

The quotations received have been fully evaluation and cross referenced with BCIS rates. The tender returns have been deemed within expected parameters providing value for money.

The decision to fund £9035.86 is a contribution to the overall project cost of £22,500. The remaining balance will be funded directed by Hereford Rugby Club.

Responsibility for monitoring the project and managing expenditure within the total spend budget is to be with the Senior Project Manager.

The Section 106 Contribution arises from one Section 106 legal agreements:

Planning Reference GT / FIN Code Original Contribution £ Expiry Date
P141917/F GT05 FIN1831 £52,782 14/10/2025
TOTAL £52,782

The decision to fund £52,782 will fully utilise the Section 106 Contribution.

From this contribution there has been no expenditure to date. The expiry date is the contribution is 14/10/2025.

A full tender exercise has been completed and evaluated and complies with Herefordshire Councils’s Contract Procedure Rules (CPR’s). All tender returns and breakdowns have been contained within the supporting information.

The full cost of the project is:

Toilet Expansion £42,185
Playground Equipment £9479.27
Outdoor Gym Equipment £5621.12
IT Wi-fi Expansion £12,056.86
TOTAL £69,342.25

The S106 contribution is £52,782. Canon Pyon Academy have agreed to provide £16,560.25 to make up the difference.

Responsibility for monitoring the project and managing expenditure within the total spend budget is to be with the Senior Project Manager.

The Section 106 Contributions arise from the following Section 106 legal agreement:
Planning Reference GT / FIN Code Original Contribution Expiry Date
P140757/O GTO3 FIN1717 £76,537.00 29/03/2028

Previous Payments
Payment Requested Reason Payment Made Balance
Dec 2019 – Sept 2020 Construction of Village Play Area and fencing. £76,537.00 £729.83

Payments requested included in this RoOD
Funding Requested (Date) Reason Payment Requested
25/08/2022 Contribution towards disabled friendly picnic table and suitable base. £729.83
Total Payments £729.83
Balance Remaining £0.00

The proposed payment of £729.83 will utilise the full Section 106 Contribution.

Evidence of compliance with Contract Procurement Rules (CPRs) has been provided, within the supplementary information.

Responsibility for monitoring the project and managing expenditure within the total spend budget is to be with the Senior Project Manager.

The Section 106 Contributions arise from the following Section 106 legal agreement:
Planning Reference GT / FIN Code Original Contribution Expiry Date
NC091268/F GTO3 FIN753 £1,410.00 08/08/2022

No Previous payments have been made.

Although the contribution expired on 8th August 2022. The Town Council carried out consultation in 2019. Proposals were put on hold during 2020/21. Discussions with Senior Project Manager have been ongoing since April 2022. Support for this extension to the footpath works was received from the local Herefordshire Council member in July 2022.

Payments requested included in this RoOD
Funding Requested (Date) Reason Payment Requested
25/08/2022 Contribution towards footpath works within The Grange £1,410.00
Total Payments £1,410.00
Balance Remaining £0.00

The proposed payment of £1,410.00 will utilise the full Section 106 Contribution.

Evidence of compliance with Contract Procurement Rules (CPRs) has been provided, within the supplementary information.

Responsibility for monitoring the project and managing expenditure within the total spend budget is to be with the Senior Project Manager.

The Section 106 Contribution arises from one Section 106 legal agreements:

Planning Reference GT / FIN Code Original Contribution £ Expiry Date
DCC061134/F GT05 FIN1360 738.14 None
TOTAL £738.14

The decision to fund £738.14 will fully utilise the Section 106 Contribution.

From this contribution there has been no expenditure to date. There is no assigned expiry date for the contribution.

A full tender exercise has been completed, with 5 quotations received for the purchase of new IT & Audio equipment.

The full cost of the project is £995.96. Lord Scudamore have agreed to provide £257.82 to make up the difference.

Responsibility for monitoring the project and managing expenditure within the total spend budget is to be with the Senior Project Manager.

The Section 106 Contributions arise from two separate Section 106 legal agreements:

Planning Reference GT / FIN Code Original Contribution Expiry Date
P153404/F GT04 FIN1774 13,467.00 10/08/2028
P172847/F GT04 FIN1963 8511.00 06/07/2030
TOTAL: £21,978

The decision to fund £21,978 will fully utilise the Section 106 Contributions.

From these contributions there has been no expenditure to date. The expiry date for the contributions, is 10/08/2028 & 06/07/2030.

A tender exercise has been completed, however only two formal quotations have been received. A request was made by S106 PMO to obtain a further quotation. A further tendering exercise was completed; however no quotations were returned.

The quotations received have been fully evaluation and cross referenced with BCIS rates. The tender returns have been deemed within expected parameters providing value for money.

The decision to fund £21,978 is a contribution to the overall project cost of £44,652.00.

The contractor appointed is G.P Thomas Construction, who have been selected based on tender return price and availability to complete the works.

The project is due to complete late September / early October 2022.

Responsibility for monitoring the project and managing expenditure within the total spend budget is to be with the Senior Project Manager.

The Health and Wellbeing Strategy (HWBS) has been a statutory requirement since 2012, when they were introduced by the Health and Social Care Act. The current HWBS was published in 2017 and its planned refresh was delayed by the coronavirus outbreak. The aim is to produce a Joint Forward Plan for April 2023. The HWBS is to set out to meet the needs of the whole local community.

The proposed £3.5m redevelopment of Maylord Orchards to create a new library and learning resource centre is a key project in the Hereford Town Investment Plan. The project will establish a modern library service and Learning Resource Centre at the heart of the city, re-purposing a key area of Hereford in creating new reasons for people to visit and spend time and money across the centre as a whole. The Learning Resource Centre will provide facilities to enable local people to access the support they need to develop their skills, and access new employment opportunities such as the council’s Adults and Community Learning Service.

Following the decline in retail, accelerated through Covid 19, all towns and cities need to consider how the will regenerate and re-purpose creating new opportunities for trade, employment, living and studying. In creating a revitalised and vibrant city centre, a key focus of the Hereford Town Investment Plan is developing a refocused mixed use offer focused on learning and culture. The new library and Learning Resource Centre is a key part of this strategy. Two other complimentary proposed projects that may also be located in Maylord Orchards will further enhance the cultural and educational offer, creating a local hub (being led by Powerhouse and Rural Media separately).

In order to meet the required Stronger Towns Funding deadlines and to keep the project progressing a range of technical support is required. To date the council has commissioned Mace Ltd to lead a design team through RIBA Stages 2, and 3 Further technical works are required to finalise the design, seek planning approval, to procure contractors and implement the project.

Subject to this decision, the council intends to procure in accordance with the Contract Procedure Rules a specialist Project Management and design team to lead the phased development of the project including the completion of RIBA stage 2, planning application stage (RIBA stage 3), procurement of a contractor (RIBA stage 4) and the implementation and handover of the building (RIBA Stages 5/6) on a call off basis.

To ensure that the council manages its transport services effectively whilst also meeting its statutory duties by ensuring children are transported to school in line with eligibility.

Under the Flood & Water Management Act 2010, Herefordshire Council as the Lead Local Flood Authority is required to have a Local Flood Risk Management Strategy. The Environment and Sustainability Scrutiny Committee is allocated statutory flood risk management scrutiny powers. This report presents the action plan which identifies a programme of work for reducing local flood risk within Herefordshire.