To approve the spend of section 106 monies received in respect of planning application DCC061134/F - Development At Pomona Place Hereford HR4 0LW for the purposes set out in this report, together with an explanation of the considerations that have been taken into account in reaching this recommendation.  

That: Approval be given for the spend of section 106 monies at Pomona Place, Hereford, HR2 0LW for the provision of public art (£30,450) and physical improvements to the pathway (£55,415) between Ryelands Street and Pomona Place which will be delivered through Balfour Beatty Living Places (BBLP).

To approve the proposed redesign of the allocations arrangements for Herefordshire.

The council has a range of statutory obligations in relation to allocations, although as it holds no

housing stock, the direct control of lettings to tenants rests with social housing landlords.

Current arrangements for allocations are managed through Home Point, which is a single

integrated form of choice based lettings system (CBL) where applicants on the housing register

bid for social housing. Providers have indicated their wish to move away from an integrated

system and to manage more of the process themselves.

Following discussions with providers, an agreed approach has been identified for the redesign of

allocations. It involves each provider making their own arrangements for advertising properties

and managing lettings. The council will operate the register, monitor how housing need is met by

lettings and transfer data to providers so that customers can either be nominated directly for

properties or bid for them on provider websites.

The anticipated benefits include:

 choice for customers who will be able to apply both to the council and directly to the

providers;

 more information about the different tenures available within the housing stock of

providers including private market rental and low cost home ownership;

 better access to information through more modern and interactive technology;

 more effective monitoring of the nomination arrangements and the council’s statutory

duties;

 flexibility for providers to try to ensure that all their housing stock is fully let.

The council’s role will be focused more specifically on fulfilling its statutory duties around

allocations. The separation of component parts of the process requires new and more complex solutions for data transfer and the council is commissioning a new IT system to support this which has been the subject of a separate decision. The council will also have to operate two different nomination/transfer arrangements to reflect the different approaches of two groups of providers. There will be nomination agreements between the council and each provider to help regulate arrangements,following dissolution of the Home Point partnership

There is a detailed project plan and process to support the changes and it is intended that they will be implemented between October and December 2018. The allocations redesign, if

approved, would also require the further revision of the allocations policy adopted in March 2016 and an item on this issue appears elsewhere on the cabinet agenda today.

That:

(a) the following new arrangements for allocating social housing be approved for implementation at the earliest opportunity within the existing budget:

·         the closure of the Home Point system and brand

·         the separation of the housing register from the advertising of properties and the management of bidding and the discharge of the council’s duty to nominate people and monitor allocations through multiple arrangements, including automatic data transfer.

To approve the revised Allocations Policy for Herefordshire.

The allocations policy for Herefordshire has been revised, in the light of the redesign of

arrangements for allocation of social housing and the implementation of the Homelessness

Reduction Act 2017 (HRA). The allocations process which appears elsewhere on the cabinet

agenda today, determines which people in housing need should receive the social housing

available locally. It is a key function within the council’s role as strategic housing authority,

bringing with it various statutory duties.

Under part 6 of the Housing Act 1996 (as amended) the council is obliged to operate an

allocations policy, although it does not hold any stock, and to revise it from time to time. The

policy has two main functions; to indicate how national and local policy priorities will be met and to describe the practicalities of how housing allocations are organised locally.

The impact of the policy adopted in 2014 on housing register numbers and housing providers’ ability to let their properties, led to a revised policy in 2016. This was intended to re-balance numbers and needs and ensure full statutory compliance. The 2016 policy has not been implemented because providers announced their intention to change the housing allocations arrangements. Those new arrangements have now been negotiated and agreed between the council and providers, for implementation by October 2018.

The allocations policy has been revised accordingly with a focus on the practical process,

although some policy positions are also refined from 2016, along with requirements under the HRA. The new policy will be integral to implementing redesigned arrangements, along with new nominations agreements with providers and a recommissioned IT system, which are the subject of separate governance decisions.

That:

(a) the Allocations Policy for Herefordshire at appendix 1 be approved for implementation at the earliest opportunity.

The amalgamation of the council building maintenance and cleansing services contract, to be procured through an open market tender exercise. The contract period is for one year from 1 September 2018 to 31 August 2019.

The short term contract will provide a timeline for a strategic service redesign of these services to align with the council’s needs and corporate objectives. This project will be undertaken in conjunction with the short term contract.

That:

(a) an amalgamated property maintenance and cleansing service be procured for a one year period from 1 September 2018 – 31 August 2019; and

(b) the chief finance officer be authorised, following consultation with the cabinet member contracts and assets, to award a contract to the successful provider following tender evaluation, with a contract value of up to £12m.

The report sets out the expected financial position for Herefordshire’s high needs budgets for three years from 2018/19. If current trends were to continue high needs expenditure, particularly high needs top-ups paid to schools, is forecast to overspend by £1m in 2018/19, £1.5m in 2019/20 and £2m in 2020/21. This report recommends  actions for 2018/19 and 2019/20 to ensure expenditure remains within budget for the next two financial years whilst a fundamental review of high needs services and costs is undertaken. During this period the high needs expenditure will be reviewed regularly to ensure the savings are delivered and further action will be taken if necessary

The annual plan has been developed by Balfour Beatty Living Places (BBLP) in cooperation with council officers to ensure that it meets the council’s objectives for the public realm (highways and related services) within the assigned budgets. The service manager’s acceptance of the annual plan has ensured that the annual plan complies with the terms of the public realm services contract. Cabinet member approval of the plan provides final confirmation of this acceptance and in doing so ensures that the plan provides a sound basis for performance and contract management during the forthcoming financial year. The council has confirmed that the necessary contractual requirements have been complied with in regard to the annual plan.

To exercise a one year extension of the existing ‘Keep Herefordshire Warm’ contract with Marches Energy Agency. The service offers access to advice and assistance around affordable warmth and home energy efficiency. A part of this is to facilitate resident’s access to Energy Company Obligation grants.

The Keep Herefordshire Warm service has been successfully delivering affordable warmth measures, outcomes and advice for Herefordshire residents as well as helping to contribute to the carbon reduction targets as set out in the Re-Energising Herefordshire Charter since May 2015.

The contracted term for the current service, run by Marches Energy Agency is due to end on 5th May 2018.

That:

A)    The contract with Marches Energy Agency is extended for a one year period until May 2019 to provide the Keep Herefordshire Warm Service at a cost of £20,000

The council is reviewing current spend against services in line with efficiency savings and has identified a need to review the sexual health service provided by Herefordshire Integrated Sexual Health for the financial year 2018/19 and beyond.

The council is in discussion regarding reasonable adjustments to the budget with the current service provider to achieve savings of approximately £300,000, reducing the annual budget from the current spend of £1,389,675 to £1,089,675.  This reduction in budget incorporates the cost of primary care prescribing of contraception by GPs, which has over the last two financial years been paid by the council in addition to the block contract payments, but which now is required to be administered and paid directly by the provider.

The council has recognised that the service is in the final year of the initial three-year contract period, which was awarded following an open procurement exercise, and that the contract end date is currently 30 November 2018.  Approval is therefore being sought for the two-year extension option within the current contract to be applied, moving the final end date to 30 November 2020.  This allows for a phased implementation of the proposed savings of £120,000 in the first financial year and £180,000 in the second financial year.  This will also assist with service continuity and provide planning time to consider the future following the ending of the public health grant in 2020.

Should it not prove possible to agree this savings target with the current provider, then a re-procurement exercise will be required with immediate effect.

That:

(a)         the extension of the contract to 30 November 2020 is approved to maintain service continuity and allow for the £300,000 efficiency savings to be delivered over a phased period;

(b)        authority is delegated to the director for adults and wellbeing to initiate a competitive procurement exercise if an agreement cannot be reached with the current service provider in regard to either the efficiency savings target identified or the proposed extension period;

(c)   subject to the completion of a tendering process, authority to award a contract for an integrated sexual health service,  is   delegated to the director of adult services, in consultation with the s151 officer and Cabinet Member for Health and Wellbeing.

To agree the release of the Ryefield Centre in Ross on Wye for alternative use with investment in Ross Library and the Old Chapel to accommodate remaining service based at the centre.  There will also be a new lease arrangement with the Ross Town Council for the use of the Old Chapel.  This decision relates to recommendations agreed by cabinet on 14th September 2017 entitled “Future use of the children centre buildings” with the chief finance officer authorised to take all operational decisions necessary.

Following the decision of Cabinet in 14^th September 2017 regarding the future management of children’s centre service buildings a detailed business case has been developed in relation to Ross on Wye relocation of services.  It is proposed to lease the Old Chapel from the Ross-on-Wye Town Council for a period of five years, with investment in both Ross Library and the Old Chapel in order to accommodate children centre service delivery and a multi-agency office.  As a consequence of these moves the Ryefield Centre can be declared surplus to operational requirements for development potential.

That:

(a)   to implement changes in delivery of children centre services at Ross-on-Wye based on the following:

·       Spend of no more than £272k is allocated to Ross Library and the Old Chapel in Ross to enable accommodation of children centre services and multi-agency office.

·       Agreement with Ross Town Council of a 5 year full repairing lease at zero rent, with an option to extend to 10 years.

·       The overage on the Old Chapel is withdrawn at the expiry of the lease with the town council.

(b)   for the Ryefield Centre declared surplus to operational requirements and released for development potential.

(c)   In line with contract procedure rules the Owen Pell Ltd contract for Phase 1 works is varied by no more that 50% of the original contract value to conduct an element of phase 2 works at Ross library to accommodate children centre services; and

(d)   the Assistant Director Communities be authorised to take all operational decisions necessary to implement the above recommendations.

To agree a medium-term approach to ensure the ongoing delivery of the professional assessments of equipment and adaptions needs for disabled children.

Assessments for equipment and adaptions for disabled children have, historically, been provided by Wye Valley NHS Trust (WVT) as part of services commissioned by Herefordshire Clinical Commissioning Group (CCG), However, it has been clarified that provision and funding of such work forms part of the council’s duties regarding support for disabled children.

That:

(a)       Wye Valley NHS Trust is commissioned to provide equipment and adaptions assessments for disabled children for three years to 31 March 2019 at a cost of no more than £53,000 per year.

The council is reviewing current spend against services in line with efficiency savings and has identified a need to review the Substance Misuse services for the financial year 2018/2019 and beyond.

The council has discussed reasonable adjustments to the budget with the current service provider to achieve savings of approximately £300,000, reducing the annual budget from £1,767,757 to £1,467,757.

The council has recognised that that service is in the final year of the approved contract period and that the contract end date is currently 30^th November.  The council is therefore, proposing to exercise the full two year extension option for this contract moving the end date to 30 November 2020 allowing for a phased implementation of the proposed savings of £250,000 in the first financial year and £50,000 in the second financial year.  This will also assist with service continuity and provide planning time to consider the future following the expected ending of the public health grant in 2020.

That:

(a)        the option to extend the substance misuse contract held by Addaction for a period of two years to 30 November 2020 be approved; and

the reduction of £300,000 to the overall contract value for the service provided by Addaction is approved to be made over a phased period between April 2018 and November 2020 reducing the overall contract value from £1,767,757 to £1,457,757 in order to make savings in line with the medium term financial strategy and to improve the sustainability of the service in advance of the expected cessation of the ring fenced public health grant;

To agree licences for support and maintenance of the Application Public Protection system (APP) for a further 3 years under the existing contract with Civica. These 3 years will provide adequate time to enable further market testing, produce and agree a strategy going forward, enter and complete any procurement process and implement any required new IT applications.

That:

the council continue to maintain licences and support for the APP application with Civica under the terms of the existing contract, which is rolling with annual renewals, for a further 3 years at a cost of no more than £54k pa, with the ability to terminate at any time by giving 3 month’s notice.

To approve draft Staff Deployment Guidance.  This is to ensure Herefordshire Council has the capacity to meet the requirements of the Civil Contingencies Act 2004.  This is new guidance as we have previously relied on ‘good will’.

That:

the staff deployment guidance attached at appendix 1 is approved. 

THAT:

(a)   the ‘Confidential Reporting Procedure’ at appendix 1 and ‘Whistleblowing Policy’ at appendix 2 be adopted with immediate effect;

(b)  the national template for ‘Registers of Interest’ at appendix 3 be adopted for implementation with immediate effect;

(c)   the existing Marches LEP Code of Conduct be amended to reflect its application to LEP staff; and

(d)  authority be delegated to the LEP director in consultation with the LEP Board to implement, if required, the publication of LEP Board agendas, meeting papers and decisions.

To agree the works necessary, which include consultation and surveys, to enable the design of a traffic management scheme on the site of the former Pomona works, Attwood Lane, in the parish of Holmer and Shelwick.

The scheme will inform the final design and build which will mitigate the impact of additional traffic and provide a safer walking / cycling environment in the parish. The scheme is funded through the S106 contribution secured through planning application ref P130426/F.

That:

(a)         The consultation in relation to the traffic calming and footpath improvements in Holmer and Shelwick are commissioned and undertaken; and;

(b)        The 2017/18 public realm annual plan be amended to include the consultation and associated traffic/speed and site surveys at a value of £22,555.57

To agree a direct award for licences for the Abacus e-solutions software system for a period of three years from 1 February 2018.

That:

Servelec HSC be directly awarded a contract for the provision of the existing Abacus e-solutions software licences for a period of three years from 1 February 2018 at a maximum cost of £45K.

That:

(a)  NMiTE be advised that they may use the £300k loan facility for the purposes of:

• Adaptations and fitting out of 6a St Peter Square and 1 b Offa Street;
• Investigations into potential development of Gaol Street car park;
• Teaching and living space review;
• Establishment of creative vision and masterplan; and

(b)  otherwise the conditions relating to the drawdown remain unchanged and repayment of the £300k is required in accordance with the loan agreement

To adopt the Sustainable Modes to School Strategy (SMOTS).

That:

(a)  the Sustainable Modes of Travel to School Strategy at appendix 1 be adopted;

(b)  the response to the recommendations of general scrutiny committee at appendix 3 be approved; and

(c)  the director for economy, communities and corporate, following consultation with the director for children’s wellbeing, the cabinet member for young people and children’s wellbeing and the cabinet member for transport and regulatory services, be authorised to amend the Action Plan at section 6 of the strategy to include specific reference to 20mph zones outside schools.

The application was approved in accordance with the Case Officer’s recommendation, with additional conditions as set out in the update.

The application was approved in accordance with the Case Officer’s recommendation.

The application was refused contrary to the Case Officer’s recommendation.

To seek approval for the procurement of an IT system to support the management of the housing register and the new arrangements for the allocation of social housing in Herefordshire.

Since 2002/03, Herefordshire Council has been the lead partner in a choice based lettings partnership, Home Point, which has managed the housing register and the allocation of social housing in the county. Nine of the registered providers in the county are members of the scheme, including all the major housing stockholders. 

The existing Abritas IT system, which supports Home Point, was implemented over 15 years ago. Although there have been a series of upgrades there has not been a comprehensive re-procurement in that time. The system lacks features and functionality found in more modern software solutions.

A new allocation policy was approved by Cabinet in March 2016, but it has not been possible to implement this policy due to the registered providers’ decision to stop participating in the Home Point partnership.

In August 2016 the registered providers approached the council expressing a determination to move away from the integrated choice based lettings scheme and to allocate their housing stock using alternative arrangements and software providers.  

The current IT system will not adequately support the processes by which properties will be let in future.

Consequently, it is necessary to procure software which will support the housing allocation policy, currently under revision, and the new, more dispersed and diverse, process for letting property. The procurement will require the IT solution to provide a personalised advice component, a housing register configured to a revised housing allocation policy, robust data transfer interfaces and an effective nomination system to support the revised allocations process. 

The procured service would potentially offer some modest savings but the set up requires an initial capital outlay.

That:

(a)  A specialist IT system to support new housing allocations arrangements is procured by way of an open tender process, subject to award of a contract for up to 5 years from April 2018  up to a maximum value of £200k

(b)  Decision regarding the award of contract and implementation of the new IT are delegated to the Director for adults and wellbeing.

That:

(a)  having regard to the feedback to the HTP Phase 1 consultation report and the Hereford Bypass corridor assessment framework report the shortlist of route corridors shown in paragraph 25 below be approved;

(b)  Phase 2 consultation on the approved shortlist of bypass route options and possible active travel measures be undertaken to gather feedback to inform the selection of a preferred route for the bypass and to enable the preferred package of measures to be further developed and

(c)  the assistant director environment and place be authorised to take all operational decisions necessary to inform a decision to determine a preferred route for the bypass and a package of active travel measures within a maximum budget of £1m.

That:

(a)  the single overarching enforcement and prosecution policy (attached at appendix 1) and the following policies forming appendices to that policy (attached at appendices A to F) be approved and implemented with immediate effect:

i.              Parking Supplementary Enforcement & Appeals Policy,

ii.            Building Control Supplementary Enforcement Policy,

iii.           Planning Supplementary Enforcement Policy,

iv.           Environmental Health (Housing) Supplementary Enforcement Policy,

v.            Code of Conduct for Issuing Penalty Notices for Child Absenteeism, and

vi.           Environmental Enforcement – Fixed Penalty Notice Operational Policy.

That:

(a)  the director for children’s wellbeing be authorised to agree heads of terms between the council and the Education and Skills Agency (ESFA) (on behalf of the Secretary of State) for the construction of a building to accommodate the new 16-19 Local Authority Commissioned SEN School

(b)  subject to the approval of the Secretary of State for Education to the appointment of a provider to:

a.   agree that part of the land identified at appendix 1 be approved for use by the appointed provider for a period of up to 125 years,

b.  the director for children’s wellbeing, following consultation with the solicitor to the council and chief finance officer, be authorised to take all operational decisions necessary to make the site available, including the agreement of a lease of up to 125 years for part of the former Broadlands site (as shown on the plan at appendix 1) of an area sufficient for a special school of 50 pupils to the successful promoter, the area being no less than 1 hectare as recommended in DfE Building Bulletin 104 – “Area Guidelines for SEND and Alternative Provision”, the remaining land to remain in the ownership of the council

(c)  the ESFA be requested to deliver the building project at its own risk with funding provided by the Secretary of State.

That:

a)    a financial pre-paid card service available to adults’ and children’s social care clients, and certain Clinical Commissioning Group clients if required, is awarded through an open procurement and a contract to be issued for a period of up to five years effective from 1 July 2018;

b)    the Director for Adults and Wellbeing is authorised, following consultation with the Director for Children’s Wellbeing, to take all operational decisions necessary to implement the above recommendation, including award of contract at a total cost of not more than £132k.

That:

(a)  funding of up to £300k be approved from the capital budget allocated to Marlbrook school to fund the works necessary to create an additional classroom for use by the school in September 2018;

(b)  Greencroft ceases to be used as a Multi-Agency Office (MAO) area from 1 March 2018, and

(c)  the director for children’s wellbeing be authorised to take all operational decisions necessary to implement the above works, including the appointment of a contractor.

The application was approved in accordance with the Case Officer’s recommendation.

The application was approved in accordance with the Case Officer’s recommendation with additional conditions.

The application was approved in accordance with the Case Officer’s recommendation.

That:

(a)   it be recommended to Council that the existing council tax reduction scheme, attached at appendix 2, be retained for 2018/19.

That:

(a)   the proposed capital programme for 2018/19 attached at appendix 3 be recommended to Council for approval; and

(b)   authority be delegated to the chief finance officer, in consultation with the cabinet member finance and the leader to make technical amendments (grammatical, formatting, and consistency) as necessary to finalise the appendix 3 for publication for council.

To seek the views of the general overview and scrutiny committee on the draft medium term financial strategy (MTFS) 2018-20 and the budget proposals for 2018-19.

That:

the following be recommended to Full Council:

i.              the council tax base of 68,177.57 Band D equivalents;

ii.            an increase in core council tax in 2018/19 of 2.9%;

iii.           an additional precept in respect of adult social care costs of 2% applied to council tax in 2018/19 resulting in a total council tax increase of 4.9%; increasing the band D charge from £1,376.50 to £1,443.95 for Herefordshire Council in 2018/19;

iv.           the balanced 2018/19 revenue budget proposal of £144.1m subject to any amendments approved at the meeting specifically.

a.    The net spending limits for each directorate as at Appendix 3

b.    The gross revenue budget of £241.2m

c.    Delegates to the section 151 officer the power to make necessary changes to the budget arising from any variations in central government funding allocations via general reserves;

v.            the treasury management strategy at appendix 5 be approved;

vi.           the medium term financial strategy (MTFS) at appendix 1 be approved;

vii.               authority be delegated to the chief finance officer, in consultation with the cabinet member finance and the leader to make technical amendments (grammatical, formatting, and consistency) as necessary to finalise the appendix 1 and 3 for publication for council.