To fund up to £689, for improvements to the existing outdoor play provision at Spring Gate Nursery School, Ross-on-Wye.
Funding to be provided from early years Section 106 receipts from Caradoc, Ross-on-Wye, with the remaining funding covered by the Nursery School.

Under the terms of the Public Libraries and Museums Act 1964, Herefordshire Council has a statutory duty to provide a comprehensive and efficient library service, including the provision of ‘bibliographic and other information as may be required by persons using it’. The delivery of library services is managed via Herefordshire Libraries Library Management System (LMS).

Library Management Systems provide specialist IT services for library authorities including bespoke scripts and services specific to individual library authorities. It integrates with the council’s own IT systems, supplier and partners IT systems, as well as library service hardware.

The council has made a significant investment in the current LMS which has been crucial in delivering new online and digital library services and developing mutually beneficial relationships with local partners. The ongoing development of other library systems and services is dependent on the compatibility and reliability of the LMS.

The current maintenance contract for the LMS is on a one-year rolling arrangement ending 30 June 2020.

In March 2018 a Decision was taken to initiate a procurement process for a new LMS contract starting in 2020. This contract would be for a minimum of five years to support the current and future development of the LMS and give the potential for financial savings.

Following this Decision, a review of service requirements and procurement options was undertaken with the Herefordshire Council Commercial Services team. The review included an assessment of the current LMS and alternative products in the market place, as well as potential costs incurred should the service move to a new system (estimated up to £90k for additional library staffing, equipment, training, systems, project management, support, and resourcing).

The Framework Managed Services for Business Framework Agreement - Y16018 provides a compliant process for the procurement of a new LMS contract for the optimum term required which will enable the delivery of improved library services and reduce costs by an estimated £5k on the current annual service charge from year two of the contract (current value up to £395k over five years). It also offers the potential for further savings which will be reinvested to fund service improvements.

Based on the costs to move to a new system combined with maintenance costs of alternative systems, the best value solution was provided by Capita.

ASC recommend this decision as a result of the need to maintain continuity for the 16 people living at the accommodation and avoid further disruption during the Covid-19 pandemic. The service is a CQC registered residential home for 16 people with complex learning disabilities over two sites, Southbank Close in Hereford and Ridgemoor Road in Leominster. It also provides a respite service for up to an additional 5 placements.

ASC want to achieve continuity for residents and staff as they have continued to work as key front line workers during this pandemic and it is not the right time to put any additional pressure or concern onto the residents or staff during what is already a time of disruption.

The current contractual arrangement has an end date of the 31st July 2019 and the contract allows the Local Authority to extend this agreement beyond the Initial Term by a further period or periods (Extension Period) of up to two years
The option to extend for the second period is being utilized as per the terms of the contract.

To consult with employment panel on the proposal to offer some staff the opportunity to move to a home working contract on a long term or permanent basis.

To confirm the award Rural Service Delivery Grants to:
- Bromyard Community Transport
- Dore Community Transport
in accordance with the delegated authority and Grant Criteria set out in the cabinet member infrastructure and transport decision of 13/2/20:
http://hc-modgov:9070/ieDecisionDetails.aspx?ID=6608

Temporary road closures and highway decisions from 1 June 2020 to 30 June 2020.
B4234, Broad Street, Ross-On-Wye, Herefordshire
Road Closure - Highway Maintenance Works (TTRO20-002)
FOOTPATH MY3A (PART), MADLEY (TEMPORARY CLOSURE) ORDER 2020
Section 38 Agreement - Beattie Avenue
C1281 Aston Crews South to Gloucestershire Boundary, Lea (TTRO20-322)
U70200 Hope Mansell Lane, Hope Mansell (TTRO20-321)
C1274 from B4234 to Church Cottage, Walford (TTRO20-320)
TCO BX14
U71014 Lowcop Lane, Peterstow
U71608 Ladywell Lane, Wrigglebrook
C1248 Welsh Newton from A465, Welsh Newton (TTRO20-328)
Deed of Dedication - Land at A480 Credenhill
U65411 Little Hereford Street, Bromyard (TTRO20-327)
U67006 White House Farm Lane, Eastnor (TTRO20-331)
U72622 The Vern Marden
U66402 The Common, Wellington Heath (TTRO20-326)
U73410 Cobhall Common Road, Allensmore
C1206 from Crossway to Little Wood Track, Newton St Margarets (TTRO20-311)
C1072 from C1069 Hergest Road, Kington (TTRO20-325)
U72413 Shelwick Lane, Shelwick
U94004, Newton Lane, Newton
U71014 Lowcop Lane, Peterstow
Section 50 PU1827 for Authorisation

The remaining 25% of the infection control grant totally is used for the purchase of PPE for all social care providers across the county.

• The Council is keen to progress the investigation of delivering affordable housing as quickly as possible. Expert advice is required to inform decisions regarding how housing could be delivered and the most appropriate models for delivery.
•
• The council entered into a Development and Regeneration Partnership (DRP) with Engie in June 2018. Engie have the expertise in this area and are able to accelerate progression and meet the timescales required to feed into the planning for bringing forward developments on council owned land and the council’s budget processes in the autumn of 2020

1) To delegate authority to the senior project manager to authorise spend and manage the Two tier risk allocation up to the value of £68,000

2) To delegate authority to the senior project manager to authorise spend and manage the contingency allocation up to the value of £304,000

3) To delegate authority to the senior project manager to authorise spend and manage the FF&E allocation up to the value of £150,000


Budget information as set out in the decision:

http://hc-modgov:9070/ieDecisionDetails.aspx?ID=6457

In summary:

Item Budget
Contingency Allocation £ 304,000
Two Tier Risk Allocation £ 68,000
FF&E Allocation £ 150,000

- A fully compliant procurement exercise has taken place recommending the appointment of GSR Heating Ltd and Kensa Contracting Ltd on a cost and quality (40%/60%) scored basis as well as the direct award to E.On Installations Services through the Fusion 21 procurement framework (please see attached procurement reports for further information).

- Warm Homes Fund projects seek to alleviate fuel poverty for eligible residents in the county via the installation of more efficient and economic heating systems;

- Fuel Poverty affects around 10,000 households in the county (12.2%). This figure is higher than the national level of 10.9% and reflects the challenges that the county faces in relation to the energy efficiency of properties including a large proportion of older, hard to treat properties and restricted access to mains gas due to the rural nature of the county

- Decreasing fuel poverty can be linked to increasing housing standards as well as health and wellbeing. Inequalities in a range of health issues can be tracked to the quality of housing; examples include the link between respiratory disease and dampness and mould, and excess winter deaths and poor insulation and space heating. In relation to illness due to cold housing for example, BRE estimate an annual cost of at least £145 million to the NHS (The Health Costs of Cold Dwellings, BRE, 2001).

- Housing also accounts for around a quarter of the County’s carbon dioxide emissions and therefore by helping to improve the energy efficiency of heating systems in properties, the Warm Homes Fund projects will contribute to climate change reduction targets.

To approve expenditure and approach to delivering the Empty Property and Development Capital Budget.

In order to effectively manage the councils highway network in respect of parking, occasionally a Penalty Charge Notice needs to be issued to a vehicle. Where payment is not made in respect of these the relevant legislation provides for debt to be pursued.

In order for the council to continue to exercise its public duty, and recover all associated costs with the enforcement of parking contraventions, and to ensure that the principles of enforcement are not undermined, it is appropriate to take all legal and necessary steps to obtain payment.

Notwithstanding a review of any correspondence received against any of these matters, and the councils underpinning duty to protect those that are vulnerable, the following documents have been served in accordance with legislation in the last period.

June 2020
Charge Certificate – 2
Order for Recovery – 154

In the same period 246 were warrants were executed for the councils contracted Enforcement Agency (Bailiffs) to, in accordance with the relevant legislation, make enquires and enforce the outstanding debt.

Recent central government funding to local authorities has been brought forward to 2020/21 as an emergency active travel fund. A sum of £250m has been allocated for these measures to be divided between local authorities
Initial details of the funding were published on the 27 May 2020 with the funding being split into two tranches. The first tranche was then divided into two sections, the first of which is intended to be for an initial immediate response. The DfT indicated that Herefordshire could receive up to £40k for this first section of the first tranche subject to an application process and measures were identified and developed to this value. An application for this funding was submitted on the 5th June 2020. Confirmation was received from DfT on the 25 June that Herefordshire had been allocated £20k comprising £1,329 revenue funding and £18,671 capital funding. This funding was received on the 8th July 2020
The second section of the first tranche is anticipated to be released later in the summer, and the second tranche later in 2020. We have been advised that the second section of the first tranche could be a further £160k of funding for Herefordshire
Guidance published on 9 May requires councils to reallocate road space and make additional provisions for cyclists and pedestrians wherever possible. This is to facilitate the easing of the current lockdown restrictions by making provisions that support social distancing, including providing alternatives to public transport
The initial measures covered by the first section of the first tranche should be implemented as swiftly as possible, and in any event within 8 weeks of the funding being awarded. This is to provide for changed travel habits that occurred during lockdown and to enable these to continue as lockdown is relaxed
The development of the initial measures is being undertaken by a team of officers supported by professional services provided through the Balfour Beatty Public Realm contract. The measures have consider interventions in Hereford and the Market Towns
As part of the development process members, town and city councilors, local business, traders, transport providers and other organisations have been consulted on the proposals. A copy of the maps showing the proposals consulted on is included in Appendix A. This consultation and input has had to be proportionate to ensure that the measures can be developed and implemented as soon as possible after lockdown restrictions and in line with the timings specified in the guidance. On this basis a full public consultation has not been undertaken prior to determining the measures to be taken forward. A mechanism for the public to feedback on implemented measures as well as for possible further measures will be instigated using the Commonplace platform which is being offered to the council by commonplace at no charge for six months
The feedback from the consultation has been collated and presented to the Cabinet Member for Highways and Infrastructure for consideration. A summary of this feedback and the response from the project team is provided in Appendix B
The measures that the cabinet member has confirmed are to be taken forward following the consultation are listed in Appendix C. These measures include; on street cycle lanes, street closures to through traffic, amendments to timed closures, 20mph speed limits, and footway widening. Works will be implemented as temporary measures, but their performance will be assessed during the period they are in operation to consider if a permanent implementation would be appropriate
Within the development of the initial measures, further measures have been identified, by the project team and from consultation, for consideration in the subsequent sections / tranches
Supporting guidance has been published in relation to the approach to traffic regulation orders (TROs). Where a new or an amendment to a TRO is required these will be delivered in line with this new guidance
Expenditure on professional fees to date has covered the identification and appraisal of measures, followed by the development of the necessary information to enable them to be implemented. Expenditure on construction will be to implement the measures across the county
The guidance that accompanies the DfT funding requires that the work to implement the measures commences within four weeks of funding being received and implementation must be completed within eight weeks. The programme for implementation of the measures in Herefordshire is for the implementation to be completed by end of the first week of August
Given the timescale in which the measures are to be developed and implemented, orders for the work will be placed though the public realm contract under a cost reimbursable payment mechanism. Costs will be monitored and verified in conjunction with the Public Realm contract management team to ensure that they represent best value
The next sections and tranches will be the subject of a further decision report when details are provided by central government

The Armed Forces Covenant is a promise by the nation that those who serve or who have served in the armed forces, and their families, will be treated fairly. The Council, together with local partners signed the Herefordshire Armed Forces Community Covenant in May 2012.

In 2018, the Council received the Silver Award from the Armed Forces Covenant Employer Recognition Scheme. The Council is now actively working towards the Gold Award.

As part of its commitment to the Armed Forces Covenant, the Council already provides support to employees who are Armed Forces Reservists, for example through paid time off to attend training. The Council did not, however, have any HR guidance explaining how the mobilisation of employees who are Armed Forces Reservists should be handled. It was therefore necessary to create this guidance which is published on the Council’s staff intranet.

On 19 December 2019, the Chief Executive made the decision that:

a) A procurement exercise is undertaken to award a contract, for up to five years, to deliver Occupational Health Services on behalf of Herefordshire Council. The total contract value is estimated to be £125,000 over five years; and

b) The Assistant Director for People is authorised to take all operational decisions necessary to implement the above.

Following conclusion of the competitive procurement exercise which has been conducted in line with the Council’s Contract Procedure Rules, through an Invitation to Tender (ITT) via the council’s e-tendering portal, Pro-Contract, the Occupational Health Services contract has been awarded to Wye Valley NHS Trust due to them achieving the highest overall score for quality and cost of service. The contract will take effect from 1 April 2020 and will last for up to five years.

To review the Corporate Risk Register

To approve the Treasury Management outturn for 2019/20 as reported to Cabinet on 25th June

An Early Help Hub is set up and linked to the Multi Agency Safeguarding Hub in Children and Families Directorate to ensure children and families receive the right support, at the right time, in the right place and reduce the amount of families requiring statutory interventions from Children’s social care. This is a reorganisation of current service provision and integration of front line resource within the MASH.

The cost of the running hub will be up to £209, 650 per annum. Initial set up costs for IT and Smart phones is £6,000 plus DBS costs of £420. There is a budget transfer of £82,700 from the Safeguarding Family Support team making the additional budget needed for the annual running costs £126,950. This is within the overall revenue budget identified for the children and families directorate and specifically fulfils the getting to good and preventative services agendas set out in the budget setting process.

Ross Town Council (RTC) and Ross & District Community Association (R&DCA) propose to build a new external fire escape at the Larruperz Centre, Ross on Wye and have requested the transfer of a small area of land on the periphery of the Ryefield Centre to enable them to construct an emergency staircase and cross HC land in the event of a fire or other emergency in the building.
The Council are minded to assist the Community Association in providing for the construction of an emergency access stairway to provide safe access from their building. The small area of land is on the boundary between the 2 sites so that the impact on the council’s land is negligible The following terms are proposed:
1. The use of the land will be restricted to ensuring safe access from the new stairway in an emergency and/or landscaping only
2. RTC to be responsible for obtaining all necessary planning consents and other approvals required
3. RTC to pay the Council’s legal and estates fees in the matter

Closing of the Play Areas:

The decision to close the play areas was taken due to the unprecedented threat to Public Health posed by the outbreak of Covid-19

The decision to close was in response to the risk posed by Covid 19 and to support recommendations of national government for people to avoid places where people will, as a result of the natural use of Play Areas, particularly by Children and parents, congregate in a way that is contrary to the recommendations of national government in regard to social distancing.

The decision to close was taken on the 23 March 2020.

Decision to open the play areas:

Re-opening Play Areas are recognised by the government as valuable and important to the community providing children with a stimulating and tactile experience and providing the ability to learn through play. Opening will support the easing of restrictions and follow government guidance produced to allow opening as measures are introduced to allow minimizing the risk of infection.

Guidance from the government was released on the 26 June 2020, the government has identified that play areas can open from the 4 July 2020 if appropriate measures are in place. The council and Balfour Beatty Living places have inspected all the sites, risk assessed with a planned program of work including erection of signage, distance markings, cleansing of destination sites prior to opening and planned cleaning of other sites being implemented as control measure to mitigate the risks.


All sites are inspected monthly as well as routine visits for bin emptying and grass cutting, this will add to awareness of the sites and potential concerns, the teams we will respond and react as necessary. There will be comms messaging and if necessary, the sites will need to close if issues arise which merit closing. If there are any reports of Covid 19 where the sites have been visited, the sites will close and cleansed with a comms plan to alert and point to track and trace.

There are 67 play areas in Herefordshire of which 9 sites are classified as destination sites as they are an attraction where the public will travel to use. The sites are all in Hereford, Beaumont Gardens, Westfailing Street, 2 no sites on King George V, Luard Walk, Moor Park, Wellington place and Aylestone park. The larger parks in the Market Towns are owned or managed by the Town Councils.

Due to the preparation required to open, the 9 destination sites have been prioritised to open this weekend with a phased opening of all playgrounds over the following week.

The initial opening will commence with the opening of the 9 destination play areas early morning on Saturday 11 July 2020, with a phased approach to opening the other 61sites over the following week with all sites up by the Saturday 1 July, 2020.

Every effort has been made to mitigate the additional costs but the contingency
is required to resolve the following issues and ensure compliant completion of
the project:-
• design changes due to Western Power Distribution
• abortive works due to the need to re-route ductwork
• design changes to the betterment of the job

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 provide an update on the work of the Cabinet since the meeting of Council held on 6 March, 2020.

Herefordshire Council requires the construction of 104 foul drain civil works serving the Shell Store ahead of its completion in August 2020. The works will connect the Shell Store to an existing mains foul drain off site, approximately 150m away in the Thorn Park Industrial Estate.

A full open market tender exercise has been undertaken following the Council’s contract procedure rules with support from the Commercial team, with MF FREEMAN Ltd scoring highest in the evaluation exercise.

The tender is based on a 4 week delivery period (to commence no later than 13th July 2020), which fits with the scheduled timetable for completion of the Shell Store.

It is important that the foul drainage civil works are completed on time to avoid additional costs and/or delays to the opening of the Shell Store.

The Food Standards Agency has sent a communication to all authorities after obtaining approval from the Parliamentary Under Secretary of State for Health, Jo Churchill, to permit deviations from the direction given to local authorities in the Food Law Code of Practice (England). The permitted deviation in regard to the Feed Law Code of Practice (England) has been agreed with National Trading Standards.

The permitted deviations are time bound for a period from 18 July 2020 to 30 September 2020.

The permitted deviations to the Codes will help minimize regulatory footfall in business establishments and enable local authorities to divert potentially diminished resources to urgent reactive work and other wider public health actions required locally during the COVID-19 pandemic. They take account of central government advice on COVID-19 and aim to ensure food safety and the protection of public and animal health during the pandemic.

To consider whether a council response should be submitted in respect of the current national model code of conduct consultation.