Authorisation was given to implement the recommendation in respect of the key decision dated 31st January 2020 http://councillors.herefordshire.gov.uk/ieDecisionDetails.aspx?ID=6593
and spend within the approved budget to carry out clearance and remedial works to Courts 1 and 2 through BBLP, Property Services Estates
Capital Works Programme CAP921, of not more than £200k (inclusive of professional fees, contingencies, etc)

The hire period for the scaffolding has finished and a further period through until January 2023 is required until the capital works are ready to commence requiring addition funds from the 2021 approved budget

• On 3 March 2021 the Department for Transport (DfT) confirmed an indicative allocation of £144,636 for active travel activity 2021/22.

• The Sustainability and Climate Change Team successfully submitted details of the proposed activity to be delivered during 2021/22 on 19 April 2021.

• The Travel Plan Consultancy work is included in the bid to the DfT and original decision report.

• An open, single stage procurement process has been followed. Five compliant tenders were received. Mosodi Limited submitted the best tender for the contract.

A previous Deed of Easement for the installation of the subject underground service media has been entered into. This further Deed and Agreement do not grant any additional rights or impose additional liabilities on the Council.

To receive and scrutinise the annual independent reviewing officers report

To update the committee on the progress concerning the Children's Services improvement journey

To consider the external auditors audit finding report on the councils statement of accounts for the year ended 31 March 2021.

To approve the 2020/21 statement of accounts and associated letter of representation to Grant Thornton, the external auditors.

There is an urgent unforeseen need arising from a request from
councillors to obtain costed condition surveys of the buildings not
surveyed in 2019. It was planned to undertake this work in 2022/23 but
this information is now needed to support the Medium Term Financial
Strategy (MTFS) that will be reported to the Council in November 2021.
It is not possible to undertake the surveys in house due to the lack of
capacity within Property Services and the need for the surveys to be
completed in a short timeframe, Therefore an exemption was requested
as the rules of the CPR cannot be fully complied with.
The Condition Survey provider has been selected from a shortlist of three consultancies who have been approached in respect of the building
condition surveys: One has responded on the basis that they don’t have
capacity, another has failed to respond and the selected provider has
submitted a proposal confirming their ability to deliver 50% of the desired
works by the November deadline (original dates now amended further
due to procurement process). They are a consultancy whom the council
has experience of working with so they are familiar with the estate
and the council’s working practices. Best value can also demonstrated by being able to support the urgent need to inform the MTFS through earlier conclusion of the condition surveys.
Three quotations from the three providers have been sought as above
two responded and one declined to submit. The approach to three
consultancies for the condition surveys will not meet all the criteria for
CPR rules however this will seek to provide evidence of value for money
and confirm capacity to deliver within the tight timeframe. The
specification for the surveys has defined outcomes including quality of
delivery and standards which the provider will be assessed against.

Planning permission 170188 was approved for demolition and clearance of existing operational buildings and erection of new headquarters /administrative office building (UCO ClassB1), including ancillary staff canteen/mess facilities, dedicated staff and visitor car parking and modifications to form two separate vehicular accesses (to the new offices and to the operational farmstead/packhouse). The permission was subject to a section 106 agreement dated 11 May 2018 that required a section 106 transport contribution.
The section 106 agreement required the monies to be used towards a TRO (traffic regulation order) made pursuant to the Road Traffic Regulation Act 1984 (as amended) to regulate the speed of vehicles on the C1120 highway adjacent to the Land.
A sum of £15,000 was received by Herefordshire Council from S
163158 – Land at Brook Farm Marden Herefordshire HR1 3ET- £10,155.65 from account B03302 FIN1864 GT06
The scheme has met the ambition in the Herefordshire County Plan 2020-2024 to strengthen communities to ensure everyone lives well and safely together.

To approve the spend of section 106 public realm monies received
in respect of planning application P160606/F - Land at Galebreaker
House, Leadon Way, Ledbury, Herefordshire, HR8 2SS https://www.herefordshire.gov.uk/info/200142/planning_services/planning_application_search/details?id=160606&search-term=P160606

The planning permission is only valid for three years and is due to expire on the 21st November 2021. By virtue of delivering these works prior to the 21st November 2021 the development will be deemed to have made a lawful start on site. The planning conditions relating to the planning permission have been discharged.
Section 106 funding was secured for the landscaping of the area directly around the Master’s House in Ledbury. The total value of this funding is £120,000; this funding is held in a specific council budget and is managed by the delegated grants team.

Planning permission was approved for 140285 Hybrid application - part Outline for 76 dwellings (35% affordable) and a business centre for B1 uses, with all matters except access to be reserved. Part Full, for the development of a single B1 business unit and the means of access thereto. The permission was subject to a section 106 agreement dated 5 August 2014 that required a section 106 sports (outdoor) contribution.

The section 106 agreement required the monies to be used towards the
existing outdoor sports provision in the parish of Bromyard and Winslow and adjacent parishes in lieu of such facilities within the development.

Bromyard Cricket Club have requested the payment of £25,000.00 of section 106 Sports (outdoor) monies as a contribution towards purchase of
practice cricket nets.

It is agreed to pay Bromyard Cricket Club the following section 106 monies;

140285 - Porthouse Farm, Tenbury Road, Bromyard - £25,000.00 from account B03302 FIN1718 GT04.

Both Bromyard Cricket Club and the local schools will benefit greatly from the new practice nets.

The scheme meets the ambition in the Herefordshire County Plan 2020-2024 to strengthen communities to ensure everyone lives well and safely together and to improve residents access to green space.

Planning permission 162166 - Outline planning application for residential development and associated works. The permission was subject to a section 106 agreement dated 16 March 2017 that required a section 106 transport contribution.

The section 106 agreement required the monies to be for use as soon as practicable by or on behalf of the Council to fund an assessment of the need for a TRO that may be necessary as a consequence of the impact of the Development on the adjacent highway and such sum shall fund the cost of all reasonable advertising, consultation exercises, and any other statutory or non-statutory requirements and administrative and legal costs involved in the assessment and if necessary the making of a TRO. TRO means a traffic regulation order to regulate the speed on vehicles on the A4110 highway in the vicinity of the land.

A sum of £10,000 was received by Herefordshire Council from H Vaughan Vaughan & Company on 28 March 2017. The Traffic regulation order has been implemented and there remains a balance of £5,870.74 which is to be paid back to the payer of the TRO contribution.

Under the terms of the deed, third schedule:
To pay the TRO contribution to the Council on the date of this deed provided that following the fifth anniversary of the date of payment of the
TRO contribution the payer shall be entitled to apply to the Council for the refund of the unexpended balance of the TRO contribution (if any) provided that the money shall be deemed to have been expended if the Council had properly entered into a contract for the expenditure of the money for the purpose which it is paid.

The traffic regulation order has been implemented therefore it is agreed to
pay the remaining monies to H Vaughan Vaughan & Company the following section 106 transport monies;

162166 - Land to the south of Martindale, Kingsland - £5,870.74 from account B03302 FIN1554/GT06

The scheme has met the ambition in the Herefordshire County Plan 2020-2024 to strengthen communities to ensure everyone lives well and safely together.

To conclude the feasibility stage of the work completed to date and agree the next steps and funding for design stage

The council is keen to progress the investigation of delivering affordable housing as quickly as possible. Expert advice is required to inform decisions regarding potential sites ahead of any decision to purchase any third party owned sites for housing schemes across Herefordshire.

Avison Young have the expertise in this area and are able to complete a Red Book Valuation and initial assessment of the site.

The council has opted to use an ITT via the Homes England Framework to assess the value for money of this contract. The procurement process complied with the council’s contract procedure rules for a contract of this value.

The Contract for Relationship and Sex Education (RSE) Continued Professional Development be awarded to Earl Mortimer College, at a total cost of £20,000, from 1st November 2021 to 31st July 2022

To award a contract to Griffin Care Ltd, at a value of £42,000, to deliver a Core Skills Development Programme for frontline children’s service workers and managers by 31 March 2022

1) To enable the senior project manager to authorise expenditure to purchase the Air Quality Monitoring Stations.

2) To significantly reduce the risk of project delay due to the council’s internal procedures relating to having the ability to spend the identified budget lines relating to the project.

3) To reduce the number off Record of Officer decisions required to enable spend which is having a negative impact on time and resources within the council

Hereford Wildlife Trust has obtained National Lottery Heritage Funding to plant a number of trees along the Yazor Brook corridor.

It is for the purposes of conserving or enhancing the natural beauty and biological diversity of thelLand and in particular to enable HWT and its volunteers to gain access to the Land to carry out the Works.

All work will be carried out by HWT volunteers

The ownership and future maintenance of the trees will vest with the council as landowner and managed under the public realm contract.

To approve an extension to the successful European Regional Development Funded (ERDF) Business Energy Efficiency Programme (BEEP) led by Worcestershire County Council to June 2023.

This extension will offer continued grant funding to local small and medium sized business in Herefordshire to support investment in energy efficiency, waste and water reduction projects.

Led by Worcestershire County Council this project will support businesses across Worcestershire, Herefordshire, Shropshire and Telford & Wrekin.

To enable the committee to be assured that high standards of conduct continue to be promoted
and maintained. To provide an overview of how the arrangements for dealing with complaints are
working together with views from the latest standards panel sampling review.

At the Full Council meeting on 14 Feb 2020 a new dedicated climate reserve was established to resource and accelerate action to address the climate emergency.

As engagement, education and behaviour change is essential to the success of the new Partnership the proposed recommendations include the provision of dedicated communication support. This will greatly extend the reach and impact of the partnership enabling them to communicate effectively with the residents, organisations and businesses of the County which will be a key part of achieving the net zero carbon and nature rich ambitions for 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 the potential of the Model Farm site as a Council owned asset.

Arup & Partners LLP have the knowledge and expertise in this area and are able to complete a revision of the initial report produced in March 2018

Within the programme of capital investment works in the 2021/22 annual plan there are a number of projects that require licence agreements and easements to deliver the construction works.

The link to the decision is: Issue details - Public Realm annual plan programmes of work - Herefordshire Council

The heads of terms have been agreed by the councils appointed agents Bruton Knowles.

A number of these projects include works within rivers where there is a limited window where the Environment Agency will permit the works to taken place. It is therefore essential that works are delivered in line with programme.

The costs for the agreements are funded by the Local Transport Plan capital budget and are included in the current budgets for the schemes.

In line with the Council’s Contract Procedure rules for low value contracts (below £25,000), a quotation process was undertaken where 6 schools identified as early adopters of the new RSE curriculum were invited to quote for the delivery of the service.

Earl Mortimer college provided a comprehensive project proposal which demonstrated both the expertise and the resources to meet the deliverables of the contract within the given timeframe.

The council has worked across all directorates to support businesses, residents and communities throughout the pandemic to remain as safe as possible and to prevent and reduce spread of infection and protect those most vulnerable in our society.

Our focus now moves towards recovery. Over the coming months the true impact of the pandemic will become better known for the economy, community wellbeing and organisation.

To support the recovery cabinet approved a £6.1m COVID Recovery Plan which includes the economy, community wellbeing and organisation.

There has been a significant reduction in employment opportunities because of COVID-19. Many businesses couldn’t operate in the usual way and had to cut costs by furloughing their employees or letting them go. As a result many people have lost their job or part of their income. It is likely there will be more losses in the months to come.

For individuals who have lost their job or are at risk of losing their job, the consequences are enormous. People are worried about how they will pay their bills, feed their families and keep debt collectors at bay. Linked to this, the number of people suffering from stress and anxiety, as well as more complicated mental health issues, has risen during the pandemic.

Much of the government Covid-19 support available during the pandemic is coming to an end over the coming months (furlough, eviction ban etc.) This is likely to drive a significant increase in residents requiring support.

The planning stages of a prospective wetland site involve a range of technical assessments to establish the suitability of the land being considered, as well as the optimum position and area needed. This work includes preliminary assessments of the site, interpretation of the results from the surveys and site investigations commissioned separately by the council and some preliminary design work and recommendations based on the findings. It is essential that this work is completed before any commitment is made to purchase land to ensure that it is suitable and adequate for development into a functioning wetland.

The council has previously entered into a contract with the Wye and Usk Foundation to provide this technical support, based upon an agreed schedule of rates. The original contract value was based on an estimate of the number of hours of support required. As the evaluation of sites has progressed and the ongoing survey results have emerged, the nature of the sites and the technical constraints associated with them has become clearer. It has therefore been necessary to revisit the estimate to better reflect the level of support needed in order to achieve the level of certainty at which purchase of land can be considered.

This decision is necessary to allow progress towards acquisition of land for wetland development to continue.
The refined work will give us a more accurate assessment of the land we need to buy which will help project certainty and avoid under or over committing on size of land take.

When seeking tenders for the future wetland design services, the preliminary design work carried out can be provided to prospective bidders as part of the tender documentation. A reduction in the cost of those tenders would be anticipated to reflect the removal from scope of the preliminary design work now being carried out under this contract.

To enable Tupsley Community group to hold a bonfire and fireworks display at Tupsley Quarry on the 5th November 2021.
The group’s event management plan and associated documents have been circulated and approved by the Safety Advisory group.

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

1) To enable the delivery of the Leominster Heritage Action Zone Programme.

2) To significantly reduce the risk of project delay due to the council’s internal procedures relating to having the ability to spend the identified budget lines relating to the project.

3) To enable the senior project manager to issue instructions in a timely manner to ensure the successful delivery of the project

4) To reduce the number off Record of Officer decisions required to enable spend which is having a negative impact on time and resources within the council

• The council own Stretton Sugwas former waste site which has an area of car parking close to the entrance which is not heavily used by staff and is separate to the landfill area

• Stretton Sugwas Parish Council have requested that they be permitted to use this car parking land for one week commencing 15 November 2021 whilst the village hall car park is being resurfaced
• The village hall is well used and granting the licence will minimise inconvenience to the local community and road users in the vicinity.
• The licence will require the Parish Council to reinstate any damage caused and to indemnify the council against any damages, claims or actions arising from the rights granted under the licence.

There is an urgent unforeseen need arising from a request from
Councillors to obtain costed surveys of the buildings. The work was
planned to be undertaken in 2022/23 but this information is now needed
to support the Medium Term Financial Strategy.

The surveys of Listed buildings are undertaken by Consultancies who
specialise in such buildings and therefore this work cannot be undertaken by Property Services.

The Listed Building survey provider has been selected on the basis of
earlier work in respect of a detailed survey and cost report of the Shirehall that was assessed as being of sound quality and providing value for money based upon benchmarking that was undertaken in March 2021.

Under the limited time available there is a clear need to be able to provide more accurate costings on work to buildings so that limited finances available to the council can be accurately targeted and prioritised.

Therefore enabling better planning for the production of a more accurate
budgeting & MTFS, through the evaluation of detailed surveys of the
council’s Listed buildings.

The service provider was benchmarked against other consultancies when commissioned to provide a separate report with similar requirements. Considering time constraints and limited internal resource and the limited field of expertise in the market it is necessary to make a direct approach to a known service provider, thereby mitigating the risk of delay in returning responses but with the assurance of previous engagement. This is a direct award that will not meet all the criteria of the CPR rules however they have been able to demonstrate value for money when previously providing a reliable and professional service. A specification has been developed taking account of key outcomes and standards to be met which the supplier will be assessed against. In the timescale available we have looked at the CCS framework but there are no providers covering this specialist service.

Negotiations are ongoing with the existing tenant for new leases of these units to begin on 1st January 2022. The existing Tenancies at Will under which the tenant occupies the units have been terminated. The grant of further Tenancies at Will enables the tenant to continue occupation legally while the terms of the new leases are concluded whilst maintaining revenue to the Council

To prosecute for offences under Section 9 of the Animal Welfare Act 2006, and the Animal By-Products (Enforcement)(England) regulations 2013

To grant an explosives licence to Morrisons Hereford - in accordance with the Explosives Regulations 2014 for 2 years - Expiry 31st August 2023.

To grant an explosives licence to Morrisons Leominster in accordance with the Explosives Regulations 2014 for 2 years - Expiry 31st August 2023.

To grant an explosives licence to Morrisons, Ross-On-Wye, Herefordshire in accordance with the Explosives Regulations 2014 for 2 years - Expiry 31st August 2023.

To grant an explosives licence to Tesco (02815)Ledbury, Herefordshire in accordance with the Explosives Regulations 2014 for 1 year. Expiry 31st August 2022.

To grant an explosives licence to Tesco Belmont, Hereford - in accordance with the Explosives Regulations 2014 for 1 year. Expiry 31st August 2022.

To grant an explosives licence to Gwalia Stores, Ross On Wye - in accordance with the Explosives Regulations 2014 for 1 year - Expiry 31st August 2022.

The proposed works will include mitigation of potential health and safety risks and will benefit all children with special educational needs or disabilities who attend the school in the future including looked after children and care leavers. The scheme fits in with the schools capital investment strategy which sets out the council’s approach to delivering the legal duty to ensure there are enough school places for the children in its area.

The works entail the remodel of an existing store room/shower room to form a hygiene room.

S C Joseph Ltd have been identified as the bidder representing best value for money following a competitive tender and assessment process in accordance with Council procurement procedures. Tenders were invited via the Southwest Portal and three valid tenders were received for consideration and were evaluated on a cost and quality basis.

The work to be awarded to S C Joseph Ltd at a cost of £65,739.58 and monitored by the Capital Project Manager.

The overall budget available of £150k is to also fund a changing room at Shobdon Primary School, Shobdon.

To prosecute 4 defendants for illegally depositing waste and failing in duty of care under Sections 33(1)(a) and 33(6) and 34 (1) & 34(6) of the Environmental Protection Act 1990.

To grant an explosives licence to Pools Farm, Ludlow in accordance with the Explosives Regulations 2014 for 5 years. Expiry 31st August 2026.