Meeting documents
The Executive
Tuesday, 11 December 2001
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To Members of the ExecutiveNotice of a Meeting of the ExecutiveTuesday 11 December 2001 at 10.00 amCounty Hall, Oxford
Chris Impey
Contact officer: Deborah Mitchell (Tel: 01865 815463; E-mail) Membership
The
agenda follows. Decisions taken at the meeting will become effective on AGENDAgo to Addenda
To receive the minutes of the meeting held on 27 November 2001 (EX3) and to receive for information any matters arising therefrom. Forward Plan Ref 50/2001
Report by Chief Education Officer and Director of Business Support & County Treasurer (EX5).
This report outlines the results of preliminary consultation with schools on proposals arising from the Review of Schools’ Budget Formula for 2002/03. The review was necessary in the light of locally determined needs. The results showed strong support for the proposals, which included provisions for recognising the costs of operating a split primary site – allocating costs as a fixed sum plus an amount per pupil; standardising funding for Under 5s; and using socio-economic deprivation data to allocate funds to pay for pupils from deprived backgrounds to go on field and residential trips etc.
The Executive is RECOMMENDED to consult schools formally on the issues identified in the report. Forward Plan Ref 48/2001
Report by Chief Education Officer and County Treasurer (EX6). The then Education Committee on 10 October 2001 considered a report on the delegation requirements for 2002/03 and future years. Regulations issued by the Secretary of State require that for the financial year 2002/03 87% of the funds defined as being spent for schools shall be delegated/ devolved to schools. The LEA is limited in the ways in which it can achieve the target. Members agreed to consult schools on proposals to delegate the school meals budget and the special educational needs statementing budget. The report outlines the responses to this consultation.
94% of schools supported the proposed formula for school meals but the majority agreed with the proposal that County Facilities Management should provide a simple buy back option, whereby schools would pass back their formula allocations. 97% of schools were in support of the proposals for SEN allocations. Schools would receive their SEN statementing allocation as part of their budget allocation, rather than as adjustments to expenditure at three points during the financial year.
The Executive is RECOMMENDED to consult schools formally as the proposal that with effect from 1 April 2002 the budgets for Schools Meals and SEN Statementing will be delegated as set out in the report. Forward Plan Ref 147/2001 Report by Chief Education Officer and Director of Business Support & County Treasurer (EX7).
This report examines the sum available for growth to the delegated schools budget in the light of the overall Education budget. Although at this stage it appears that there will be no real terms growth for schools other than in respect of those with sixth forms, it is nevertheless necessary to plan for such an eventuality. As more work is undertaken on putting together the Education budget before Council agrees the overall budget in February, growth may become available. Additionally, it is necessary to put forward proposals for dealing with changes in the teachers’ pay award and demographic growth. It will then be necessary to consult with schools as to how any such growth is allocated. Additionally, consideration will need to be given to changes in teachers’ pay and demographic growth. The Executive is RECOMMENDED to authorise the Chief Education Officer to consult schools on the proposals set out in the report Forward Plan Ref 10/2001
Report by Chief Education Officer (EX8).
Each year headteachers of all Special Schools are asked to list current pupils by funding band (reflecting different assessed levels of need) and to provide estimates of likely numbers joining or leaving the school by September in the following year. This information is then checked, as far as is practicable, and collated. Discussions take place between officers and heads to try to agree likely numbers and agree banding. There follows a written consultation with heads and governors before formal confirmation of Planned Places for the following year. This largely determines Special School funding.
All heads have been consulted informally on proposed Planned Places for 2002/03 and pupil banding for the financial year 2002/03. This has resulted in informal agreement in almost all cases, and governors have now been consulted on formal proposals.
The Executive is RECOMMENDED to agree the proposals set out in Annex 1 (download as rtf.file) subject to any oral report reflecting responses to consultation with governors.
Forward Plan Ref 149/2001 The Chief Education Officer reports as follows:-
Longfields Nursery School opened in November 1990. It was created as an "attached" nursery school sharing the same site and headteacher as Longfields Primary School, but with its own separate budget and governing body. In December 1991, consultations took place on a proposal to change the status of Longfields Nursery from nursery school to nursery class. The consultation meeting, attended by parents, staff and governors, showed no support for the proposal and it was not pursued any further at that stage. In Spring 1997, the Headteacher and the governors of the Nursery and the Primary Schools asked the Chief Education Officer to allow them to form a single governing body to oversee the affairs of both schools. The request was formally approved by the Early Years Sub-Committee in July 1997. Since then, there has been a single governing body for the two schools.
In October 2001, the governing body unanimously agreed a proposal that the two schools should be amalgamated into a single 3-11 Primary School with a Nursery/Foundation class. The governors have asked the County Council to carry out local consultations on the proposal. To put the proposal into effect, it would be necessary to publish statutory notices announcing the Council’s intention to cease to maintain the Nursery School and to extend the age range of Longfields Primary School from 5-11 to 3-11 years.
Since the proposal involves the "technical" closure of the nursery school, public consultation with parents, staff and governors is required. If the Executive agrees to the proposal, the necessary consultation will take place in January 2002 and the outcomes will be reported back to the Executive on 6 February. At that stage the Executive will be advised on whether there is sufficient public support for the proposals in order for statutory notices to be published under the School Standards and Framework Act 1998.
Over the past few years similar amalgamation proposals have been approved at schools in Banbury, Carterton, Henley, Wantage and Witney.
The Executive is RECOMMENDED to authorise informal public consultations on possible proposals under Section 29(1) and 28(1) of the School Standards and Framework Act 1998 to:
with effect from September 2002. Forward Plan Ref 34/2001
Report by Director of Business Support & County Treasurer, Assistant Chief Executive & Solicitor to the Council, Director of Social Services and Director of Environmental Services (EX10).
This report summarises the main features of the arrangements that are being proposed for the transfer of the Council’s Homes for Older People to the Oxfordshire care Partnership (OCP). OCP is a charitable not for profit organisation that has been established as a joint venture vehicle by the Orders of St John Care Trust (OSJCT) and Bedfordshire Pilgrims Housing Association (BPHA). OCP has a Board of Trustees, one of whom is a Council nomination; this is likely to be a member of the Council’s Executive Committee.
The decision to transfer the Council’s homes for Older People was taken in principle in June 1998 by the County Council’s Social Services Committee. The Council’s objectives for the transfer can be summarised as follows:
Forward Plan Ref 68/2001 Report by Director of Environmental Services (EX11).
The County Council is currently contributing to the City Council’s costs of management of the Thornhill Park & Ride car park, by virtue of a short-term agreement. Subject to approval of a Project Appraisal, the new North Oxford site is expected to open in late summer 2002, and decisions need to be made about how this will be managed. At the same time, it is sensible to review the management and operation of all the existing car parks, including Thornhill.
This report sets out how it is intended to determine the most appropriate management system for the future, and seeks authority to invite competitive tenders for this function. The Executive is RECOMMENDED to authorise the Director of Environmental Services to invite tenders for a range of different options for the management of Oxford’s Park & Ride car parks, subject to consulting the Executive Member for Transport on the detailed options to be included in the tender package. (Previous Minute 27/01) The Assistant Chief Executive & Solicitor to the Council reports as follows: On 27 November 2001 the Executive decided to approve an outline project appraisal for Witney West End Link Road Stage 1 (Scheme No. 1909). The decision has been called in for consideration by the Environment Scrutiny Committee in accordance with the Council’s Scrutiny Procedure Rules set out in the Constitution. The reason given is "that the staged approach fails adequately to address traffic congestion problems in the centre of Witney. Therefore, calling in the decision would give the Environment Scrutiny Committee the opportunity to discuss and review the project as a whole." The Environment Scrutiny Committee meets on the 5 December 2001 to consider the call in and the outcome will be reported at this meeting of the Executive. The Executive is RECOMMENDED to consider any concerns that they be expressed by the Scrutiny Committee. Forward Plan Ref 153/2001 Report by Director of Environmental Services (EX13). A Best Value Review of Highway Management was completed and considered by the Best Value and Audit Sub-Committee in February this year. Seventeen preferred Options for Improvement and related Action Plans were agreed and subsequently adopted by the Environmental Committee.
A Best Value Inspection of the Highway Management Service was also carried out in February. The report on the Inspection was published in September and considered by the Sub-Committee on 5 October. The Sub-Committee resolved to ask for amended Review Action Plans to be drawn up take account of the recommendations in the Inspection Report. This work has now been completed. The Executive is RECOMMENDED to adopt the Revised Improvement Options and Amended Action Plans set out in Annex 1 to the report. Forward Plan Ref 19/2001 Report by Director of Environmental Services (EX14). When prospective buyers of property make local searches to check for any legal restrictions improved by local authorities on the property, they normally also ask a range of standard questions about other matters which might affect the property. A nationally agreed form, the "Con 29", is used for this purpose. This form includes standard questions on highway matters, eg whether adjoining roads are adopted public highways and whether there are any planned major highway schemes near the property, plus optional questions concerning traffic schemes.
The present arrangement in Oxfordshire is that the District Councils answer Con 29 highway questions using information supplied by and regularly updated by Environmental Services Lands and Records Team. The cost of the Service is offset by fees payable on each enquiry, these being prescribed nationally.
A revision to Con 29 is proposed which greatly expands the range of highway schemes to be revealed on a Con 29. The proposals would include a range of traffic orders, pedestrianisation, traffic calming, from pedestrian crossings, minor alterations, and cycleways as standard questions. The Executive is RECOMMENDED to authorise the Director of Environmental Services to recruit such additional staff as may be necessary to:
subject to further report if it appears that the costs will be materially greater than income from fees and charges. Proposed Revenue Budget 2002Forward Plan Ref 41/2001 Report by the Director of Environmental Services (EX15). This annual report:
The Executive is RECOMMENDED to:
Forward Plan Ref 69/2001 Report by the Director of Environmental Services (EX16).
West Oxfordshire District Council have requested that they be given agency powers to introduce an environmental improvement scheme in Eynsham Market Square. These measures would create a safer and more attractive area in the centre of the village.
The proposals include the creation of additional pedestrian space. Car parking areas would be more clearly defined and traffic would be calmed by the introduction of raised tables at each entry into the Square.
The scheme would also improve the appearance of the Square by the use of better quality finishes. It would also create a public space capable of staging a range of activities from community events to markets. The Executive is RECOMMENDED to agree the exercise by West Oxfordshire District Council of the County Council’s powers as local highway and traffic authority, so far as necessary to enable them to promote and implement the environmental improvement scheme described in the report, including any necessary traffic and/or parking orders subject to:
Forward Plan Ref 73/2001 Report by Director of Environmental Services (EX17). The original traffic calming scheme for B4017 Wootton Road, Abingdon was included in the 2000/01 Local Safety Schemes Supplementary Programme. On 23 August 2001 the Highways & Road Safety Sub-Committee approved the scheme, subject to consideration of any objections arising from consultation. Also the Sub-Committee asked for a 20mph Zone to be considered for Wootton Road.
Following informal consultation and investigation a zebra crossing just north of the John Mason School was added to the scheme, and advisory cycle lanes were added where the carriageway width is sufficient. Formal consultation was carried out between 25 October and 15 November 2001.
This report describes the scheme, and lists the main points raised by objectors together with the Director`s comments. The Executive is RECOMMENDED to authorise the Director of Environmental Services to:
Forward Plan Ref 59/2001 Report by Director of Environmental Services (EX18).
On 27 June 2001 the Environmental Committee approved the draft Joint Household Waste Management Strategy as a basis for a public consultation. This consultation was held between 3 September and 14 October. This report sets out the results from the consultation. The results indicate that the policies as set out in the draft strategy are supported by the consultees and members of the public who responded. It is RECOMMENDED that, in the light of the responses received from local councils, members of the public and stakeholders, the consultation draft of the Joint Household Waste Management Strategy be approved as the Oxfordshire Joint Household Waste Management Strategy. Forward Plan Ref 78/2001
Report by Chief Fire Officer (EX19).
There is a national requirement to transfer from the present emergency radio frequencies by 2005 due to the commercial sell-off of the existing frequencies and changes in technology globally. This has resulted in a regional procurement approach being recommended by the Home Office for the purchase of new systems. This is being dealt with on a regional basis - Oxfordshire is a member of the South East Region with eight other brigades.
The report describes progress towards identifying cost sharing arrangements between the regional authorities. A cost apportionment model has been developed, to cover capital and operating costs of new equipment, maintenance rental and on-going service charges etc, together with the project running costs. To date the best estimate of the capital purchase cost to this Council is approximately £1.8m.
The Executive is RECOMMENDED to authorise the Chief Fire Officer to negotiate and (subject to consultation with the Executive Member for Community Safety) agree Oxfordshire’s share of the costs of the radio replacement scheme project, within the parameters of the four options in the apportionment of costs model summarised in the Annex to the report.
Forward Plan Ref 47/2001 Report by Director of Cultural Services (EX20).
Revenue funding was allocated in the Council’s 2001/02 Medium Term Financial Plan to undertake the replacement of the outdated book issuing computer system over a five-year programme from 2001/02, extending it to all libraries. During the course of this year, partly as a result of the Best Value Review (BVR) investigations currently underway, it has become increasingly evident that it would be desirable to accelerate the above five year programme to three years, to enable the library service to keep up with the e-government agenda and to provide the service with a comprehensive network countywide. The report explains the reasons in more detail.
The Executive is RECOMMENDED to approve the acceleration of the implementation programme for replacement of the book issuing computer system as described in the report, subject to:
(a) Council agreeing implementation of the Oxfordshire Community Network;
(b) the Best Value Review of the Library Service confirming acceleration of the replacement of the system as a priority;
(c) funding being identified to meet any estimated shortfall that may arise from acceleration of the replacement programme.
The Executive Procedure Rules provide that the business of each meeting of the Executive is to include "updating of the Forward Plan and proposals for business to be conducted at the following meeting".
The Forward Plan must formally be updated on a monthly basis, in accordance with a schedule of published dates; the next publication date, for the period January – April 2002, is 19 December 2001. It will therefore be necessary to determine the content for the roll-forward month, and any amendments for the preceding 3 months, at this meeting. Recommendations for additions and amendments are attached as EX21 (Schedules 1 and 2).
As to business for the next meeting, the Forward Plan gives either a specific or general indication of possible items; January items from the Plan (as now proposed to be updated) appear in Schedule 3 of EX21. The list for the 22 January meeting is very long indeed, and moreover contains a number of very important items in addition to the Annual Audit letter, on which the District Auditor will make a brief presentation, and the Budget and Capital Programme. Members are asked to consider how they wish to deal with this business, and in particular to indicate their own priorities for the items to be brought forward to the 22 January meeting.
The Executive is RECOMMENDED to:
(a) agree the additions and amendments set out in Schedules 1 and 2 for the purpose of the next Forward Plan, for the period January – April 2002;
(b) confirm the items identified for 8 January 2002 in Schedule 3 as the basis of the Agenda for that meeting; (c) determine how to deal with the business identified for 8/22 and 22 January 2002 in Schedule 3, including what priorities to attach to those items for the purposes of the Agenda for the scheduled 22 January meeting. 21A Financial Monitoring Update Report by Director of Business Support & County Treasurer. To consider items that will require recommendation to the Council in January as to virement between Budget Heads further to the Monitoring Update reported as EX5 to the 27 November meeting of the Executive. A report with recommendations will follow.
Exempt Item
The Executive will be invited to resolve to exclude the public for the consideration of the following exempt item (marked E) by passing a resolution in relation to the item in the following terms:
"that the public be excluded during the consideration of the following item in the Agenda since it is likely that if they were present during that item there would be a disclosure of "exempt" information as described in Part I of Schedule 12A to the Local Government Act, 1972 and specified below the item in the Agenda".
NOTE: The report itself does not contain exempt information and are thus available to the public. The exempt information is contained in confidential annexes and has been circulated only to members and officers entitled to receive it, or will be reported orally at the meeting.
MEMBERS AND OFFICERS ARE REMINDED IN PARTICULAR THAT FINANCIAL INFORMATION RELATING TO SUBSIDY AGREEMENTS REPORTED AT THE MEETING IN THE EXEMPT PART OF THE AGENDA (WHETHER IN WRITING OR ORALLY) MUST NOT BE DIVULGED TO ANY THIRD PARTY.
Forward Plan Ref 63/2001
Report by Director of Environmental Services (EX22E).
The report deals with a number of bus subsidy-related items which require decisions by the Executive and are almost certain to lead to pressure for increased spending. The main budget for bus subsidies is likely to be slightly underspent this year, but because expenditure has risen during the year, spending is now occurring at a rate which, if continued for a full year, would exceed the base budget. Decisions before the Executive, and other expected service withdrawals, could increase this rate of spend
The Government’s Rural Bus Subsidy Grant (RSBG), originally ring-fenced for new services, is likely to be significantly underspent this year. Underspends on this budget cannot be carried forward, but up to 20% of the budget can now be used for pre-existing services. Using the RBSG underspend this year to maintain some pre-existing services will increase the underspend on the main budget, which can be carried forward to 2002/03 to help meet pressures for increased subsidy expenditure next year.
Chinnor Parish Council have protested at withdrawal in October 2001 of the evening service between Thame, Chinnor and High Wycombe. The decision not to continue funding for this service was taken by Public Transport Sub-Committee in August, mainly because the subsidy bill was £15 per passenger journey.
Tenders have been invited for new services from Berinsfield-Didcot and from Aston Tirrold-Didcot (to be funded from Rural Bus Subsidy Grant) and for a taxibus feeder to Bicester North station (to be funded by Rural Bus Challenge and Chiltern Railways, although the subsidy cost may well exceed the funds available from these sources and a decision may be needed on how to meet a funding gap). Several existing bus subsidy contracts have been prematurely surrendered – including that for the Charlbury rail feeder taxibus. Tenders have also been invited for replacement contracts for these services. Finally, there are some short-term subsidy contracts, initiated under officers’ delegated authority to replace withdrawn commercial services, which end on 9 February 2002 and for which replacements now need to be considered. Tenders have also been invited for these. All tender prices will be reported in a separate schedule at the meeting.
Information Exempt in that it relates to the financial or business affairs of any particular person (other than the authority).
The Executive is RECOMMENDED to: -
ADDENDAITEM4. Petitions and Public Address
The Leader of the Council has agreed the following requests to address the meeting:
10. Transfer of the Council’s Homes for Older People
A supplementary report by the Assistant Chief Executive & Solicitor to the Council is circulated.
12. Call in - West End Link Road Stage IThe Environment Scrutiny Committee on 5 December 2001 decided to refer this issue back to the Executive "with a view to seeking a firm commitment towards implementing Stage 2 of the Witney West End Link Road." An oral report will be made at the meeting on the current position with regard to Stage 2. Members are asked to refer to their copy of the report and project appraisal submitted to the 27 November meeting of the Executive (EX9).
21. Forward Plan and Future Business
Please note the following amendments to the schedules at EX21:
December
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