Agenda, decisions and minutes

Apologies were received from Councillor Mark Gray.

To approve the minutes of the meeting held on 19 December 2017 (CA3) and to receive information arising from them.

The Minutes of the meeting held on 19 December 2017 were approved and signed as a correct record.

Questions from County Councillors together with responses are set out in the attached annex.

The Leader of the Council had agreed the following requests to address the meeting: -

Cabinet Member: Finance

Forward Plan Ref: 2017/100

Contact: Katy Jurczyszyn, Strategic Finance Manager (Finance, Startegy & Monitoring) Tel: 07584 909518

Report by Director for Finance (CA6).

This report is the final report to Cabinet in the series on the service & resource planning process for 2018/19 to 2021/22, providing councillors with information on budget issues for 2018/19 and the medium term. The report sets out the draft council tax precept for 2018/19, the revenue budget for 2018/19, the Medium Term Financial Plan (MTFP) to 2021/22, the Capital Programme to 2027/28 as well as supporting strategies.  Information outstanding at the time of the Cabinet meeting will be reported to Council when it considers the budget on 13 February 2018.

Cabinet’s budget proposals take into consideration the latest information on the council’s financial position outlined in this report; comments from the Performance Scrutiny Committee meeting on 14 December 2017 as well as 4 January 2018; and comments from the public consultation on the budget.  As final notification of some funding streams is awaited, some further changes may be made to the budget proposals ahead of full Council on 13 February 2018.

The service & resource planning report to Council in February will be set out in four sections:

Section 1 – Leader of the Council’s overview

Section 2 – Corporate Plan

Section 3 – Chief Finance Officer’s statement on the budget

Section 4 – Budget Strategy and Capital Programme

This report forms the basis of Section 4 to that report and the annexes are numbered on that basis. In addition, the report also sets out for approval the review of charges which were included in the report to Cabinet in December 2017.

Cabinet is RECOMMENDED to approve:

(a)          The Review of Charges for 2018/19;

(b)          The Financial Strategy;

(c)          The Earmarked Reserves and General Balances Policy Statement 2018/19 including the creation of the Budget Prioritisation Reserve.

Cabinet is RECOMMENDED to RECOMMEND Council to approve:

(a)          in respect of revenue:

(1)          a budget for 2018/19 and a medium term plan to 2021/22, based on the proposals set out in Section 4.2;

(2)          a council tax requirement (precept) for 2018/19;

(3)          a council tax for band D equivalent properties;

(4)          virement arrangements to operate within the approved budget;

(b)          in respect of treasury management:

(1)          the Treasury Management Strategy Statement and Annual Investment Strategy for 2018/19;

(2)          to continue to delegate the authority to withdraw or advance additional funds to/from external fund managers to the Treasury Management Strategy Team;

(3)          that any further changes required to the 2018/19 strategy be delegated to the Director of Finance in consultation with the Leader of the Council and the Cabinet Member for Finance;

(4)          the Prudential Indicators as set out in Appendix A of Section 4.8;

(5)          Minimum Revenue Provision Methodology Statement as set out in Appendix B of Section 4.8;

(6)          The Specified Investment and Non Specified Investment instruments as set out in Appendix C and D of Section 4.8;

(7)          The Treasury Management Policy Statement  ...  view the full agenda text for item 5/18

Cabinet considered the final report in the series on the service & resource planning process for 2018/19 to 2021/22, providing councillors with information on budget issues for 2018/19 and the medium term. The report set out the draft council tax precept for 2018/19, the revenue budget for 2018/19, the Medium Term Financial Plan (MTFP) to 2021/22, the Capital Programme to 2027/28 as well as supporting strategies.  Cabinet noted that information outstanding at the time of the Cabinet meeting would be reported to Council when it considers the budget on 13 February 2018.

The service & resource planning report to Council in February will be set out in four sections:

Section 1 – Leader of the Council’s overview

Section 2 – Corporate Plan

Section 3 – Chief Finance Officer’s statement on the budget

Section 4 – Budget Strategy and Capital Programme

This report considered by Cabinet formed the basis of Section 4 to that Council report and the annexes were numbered on that basis. In addition, the report also set out for approval the review of charges which were included in the report to Cabinet in December 2017.

Councillor Liz Brighouse, Chairman of Performance Scrutiny Committee noted that the papers before Cabinet were different to those considered by the Committee. Whilst recognising that this was part of the government process and timescales it had resulted in partial information being available for scrutiny which was unfair to both the Performance Scrutiny Committee and Cabinet. Councillor Brighouse referred to the annex setting out the views of the Committee at its meetings on 12 December 2017 and 4 January 2018 highlighting a number of issues. She welcomed the additional funding for Children’s Services. Responding to the comments made by Councillor Brighouse, Councillor David Bartholomew, Cabinet Member for Finance stated that all shared her frustrations at the timing of governments announcements. He thanked her and the Committee for its comments.

Councillor Helen Evans, Shadow Cabinet Member for Finance, welcomed the extra funding for children in care but remained concerned that the savings target was unrealistic in the face of rising demand. Councillor Evans expressed disappointment at increased adult care contributions with the scrapping of the flat rate fee and expressed the view that funding should be coming from central government. Councillor Evans was pleased to see that the Council would be getting a higher return on investment. She queried the Cabinet Priority Reserve which allocated £1m for undefined priorities and noted that the papers had been prepared prior to the cessation of Carillion so did not account for any associated impacts.

Councillor Bartholomew responded to the points made, disagreeing to the point made in relation to the increased adult care contributions and noting that cabinet priorities would be announced before the budget was set and would be in the public domain.

Councillor Bartholomew introduced the contents of the report and moved the recommendations.

RESOLVED:             to approve:

(a)          The Review of Charges for 2018/19;

(b)          The Financial Strategy;

(c)          The Earmarked Reserves and General Balances Policy Statement  ...  view the full minutes text for item 5/18

Cabinet Member: Deputy Leader

Forward Plan Ref: 2017/146

Contact:  Ben Threadgold, Policy & Performance Service Manager; Tel: 07867 467838

Report by Chief Executive (CA7).

The Plan sets out the County Council’s overarching strategy for the period 2018-2021.  It states our updated vision for thriving communities in Oxfordshire and describes the council’s main priorities and the specific actions that will be taken in the period to March 2019.

A short, public-facing document (the 'prospectus') has been produced and published which summarises the council's vision and priorities; we anticipate this document to be widely distributed and read by residents. The attached document expands on the prospectus, drawing together as much as possible of what we do, how we do it and how we are changing. We anticipate will be of interest to Councillors, staff, partners, inspectors and residents with a specific interest.

Cabinet is RECOMMENDED to:

(a)      note the Draft Corporate Plan and make suggestions for improvements where necessary;

(b)      RECOMMEND that the Draft Corporate Plan (subject to amendments) be agreed by Council;

(c)      delegate authority for final additions and changes to be agreed by the Leader and the Chief Executive on behalf of Cabinet.

Cabinet considered a draft Corporate Plan setting out the County Council’s overarching strategy for the period 2018-2021. 

Councillor Judith Heathcoat, Deputy Leader of the Council, in moving the recommendations explained that the document was intentionally aspirational and built on the Prospectus published earlier. It was intended to be comprehensive and with an internal focus. It had been shaped by a cross party action group and informed by the comments of Performance Scrutiny Committee and the views of residents. Ben Threadgold, Policy & Performance Manager, stressed that the Plan before Cabinet was not the finished article as it would receive a final edit and proof read and measures would be added. The Corporate Plan would be a live document with changes made as needed.

Cabinet commented on the Plan, in particular welcoming the support for parish councils, and commending also the short public facing Prospectus published earlier. It was suggested that in addition to this Prospectus a mini version be prepared to go out with the council tax information. It was suggested that as the Corporate Plan was to be a live document it would be helpful to see version references.

RESOLVED:             to:

(a)       note the Draft Corporate Plan;

(b)       RECOMMEND that the Draft Corporate Plan (subject to amendments in line with (c) below) be agreed by Council; and

(c)       delegate authority for final additions and changes to be agreed by the Leader and the Chief Executive on behalf of Cabinet.

Cabinet Member: Local Communities

Forward Plan Ref: 2017/149

Contact: Sarah Jelley, Senior Policy & Performance Officer Tel: 07554 103437

Report by Assistant Chief Executive (CA8).

In February 2016, the Council agreed to set aside £1m for creating a 'one off' fund to provide pump priming to support the provision of open access children's services. 

In September 2017 Cabinet agreed the proposed use of the underspend of £232,674 for further rounds of grant funding and a cross party group of councillors bringing proposals back to Cabinet for decision.

The working group have considered the applications under the fifth round of bids against the criteria outlined in the guidance notes with recommendations to Cabinet.

The Cabinet is RECOMMENDED to:

(a)      approve for funding the following bids:

a.         Happy Hub Cholsey

b.         Sutton Courtney Stay and Play Group

c.         Thomas Gifford Trust

(b)    ask that further work is conducted to develop more robust business plans and reapply for funding under the next round of applications:

d.         Banbury & District Community Bus Project

(c)     decline for funding the following bid:

e.         Oxford Baby Café Group

In February 2016, the Council agreed to set aside £1m for creating a 'one off' fund to provide pump priming to support the provision of open access children's services. 

In September 2017 Cabinet agreed the proposed use of the underspend of £232,674 for further rounds of grant funding with a cross party group of councillors bringing proposals back to Cabinet for decision.

Following consideration by the working group of the applications under the fifth round of bids against the criteria outlined in the guidance notes Cabinet had before them a report setting out their recommendations.

Councillor Jamila Begum Azad, Shadow Cabinet Member for Children & Family Services referred to the history behind the transition fund and highlighted the importance of early intervention for children’s outcomes. Councillor Begum Azed commented on the difficulties faced by groups in setting up stay and play facilities, with some struggling for match funding. She asked that the approach be flexible and that assessment was carried out against previous provision. 

Councillor Hudspeth, Leader of the Council, moved the recommendations.

RESOLVED:             to:

(a)       approve for funding the following bids:

(i)        Happy Hub Cholsey

(ii)       Sutton Courtney Stay and Play Group

(iii)      Thomas Gifford Trust

(b)       ask that further work is conducted to develop more robust business plans and reapply for funding under the next round of applications:

(iv)      Banbury & District Community Bus Project

(c)       decline for funding the following bid:

(v)       Oxford Baby Café Group

Cabinet Member: Adult Social Care

Forward Plan Ref: 2017/111

Contact: Rebecca Lanchbury, Commissioning Officer (Older People) Tel: 07584 481255

Report by Deputy Director for Joint Commissioning (CA9).

There are grant funds available to support the continuation and development of community and voluntary sector daytime support opportunities in Oxfordshire.  Further information about these funds is available on the council website: https://www.oxfordshire.gov.uk/cms/public-site/daytime-support.

This paper relates to the Sustainability and Transition Grant Fund for 2018/19, to support community and voluntary sector daytime support services to continue and flourish.  There is £500,000 available in this fund.

As per the agreed cross-party panel decision making process, the cross-party panel reviewed the applications and assessed them against the grant criteria as set out in the guidance.  This process was supported by officer recommendations.

This paper sets out the cross-party panel's final recommendations for allocation of the Sustainability and Transition Fund in 2018-19, for decision by Cabinet.

Cabinet is RECOMMENDED to:

(a)     Congratulate the voluntary sector for its dedication and commitment to continuing to provide much valued services, and managing this transition process;

(b)    approve for funding the bids listed under 27 (a) above;

(c)      approve for funding the bids listed under 27 (b) above, subject to conditions as set out in the cross-party panel recommendations (Annex 2);

(d)      approve for funding the bids listed under 27 (c) above, recognising the split between the sustainability and transition elements, with the transition elements awarded for specified to increase sustainability and innovation;

(e)      approve the recommended funding amount for the bids listed under 27 (d) above;

(f)        approve the recommended funding amount for the bids listed under 27 (e) above, recognising the split between the sustainability and transition elements, with the transition elements awarded for specified initiatives to increase sustainability and innovation;

(g)      approve transferring the remaining amount, as set out under 26 (f) above, to the Innovation Fund 2018-19.

There are grant funds available to support the continuation and development of community and voluntary sector daytime support opportunities in Oxfordshire.  Cabinet had before it a report relating to the Sustainability and Transition Grant Fund for 2018/19, to support community and voluntary sector daytime support services.

Following consideration of the applications by the cross-party panel against the grant criteria as set out in the guidance Cabinet considered a report setting out their recommendations.

Councillor Glynis Phillips, Shadow Cabinet Member for Adult Social Care, referred to the recommended funding for Age UK services and queried this when they were closing centres. Councillor Stratford explained that the two were not connected and that Age UK was making closures because of the lack of take up of services and that they were concerned to meet need in the best way that they could. He had no qualms in supporting the recommendation of the working group.

Councillor Stratford in moving the recommendations highlighted the huge voluntary sector that worked well and fulfilled need. If people came up with sustainable and innovative ways of meeting need the Council wanted to be supportive. Benedict Leigh, Deputy Director, Joint Commissioning paid tribute to the voluntary sector that was so dedicated, innovative and dynamic in looking to provide for need

RESOLVED:             to:

(a)       Congratulate the voluntary sector for its dedication and commitment to continuing to provide much valued services, and managing this transition process;

(b)       approve for funding the bids listed under paragraph 27 (a) of the report;

(c)       approve for funding the bids listed under paragraph 27 (b) of the report, subject to conditions as set out in the cross-party panel recommendations (Annex 2);

(d)       approve for funding the bids listed under paragraph 27 (c) of the report, recognising the split between the sustainability and transition elements, with the transition elements awarded for specified to increase sustainability and innovation;

(e)       approve the recommended funding amount for the bids listed under paragraph 27 (d) of the report;

(f)        approve the recommended funding amount for the bids listed under paragraph 27 (e) of the report, recognising the split between the sustainability and transition elements, with the transition elements awarded for specified initiatives to increase sustainability and innovation; and

(g)       approve transferring the remaining amount, as set out under paragraph 26 (f) of the report, to the Innovation Fund 2018-19.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2017/101

Contact: Ian Dyson, Assistant Chief Finance Officer (Assurance) Tel: 07393 001250

Report by Assistant Chief Finance Officer (Assurance) (CA10).

This paper provides details of performance for quarter two 2017-18 for the Cabinet to consider. The report is required so that the Cabinet can monitor the performance of the Council in key service areas and be assured that progress is being made to improve areas where performance is below the expected level.

The Cabinet is RECOMMENDED to:

(a)         note the performance set out in this report;

(b)         note the ongoing work to improve business management and performance reporting.

Cabinet considered a report that gave details of performance for quarter two 2017-18. The report is required so that the Cabinet can monitor the performance of the Council in key service areas and be assured that progress is being made to improve areas where performance is below the expected level.

Councillor Liz Brighouse, Chairman of Performance Scrutiny Committee, drew attention to the following issues raised by members of the Committee when they had considered the information at their meeting on 4 January 2018:

·         The Committee would be looking into statistics around gulley cleaning.

·         The Committee had sought clarification around the information provided around opiate use. It was not clear from the report that the high figure was good news as it indicated those people who had been clean for six months.

·         The level of the school reserve was questioned given the reducing number of Council maintained schools.

·         The Committee would be undertaking a deep dive review of school recycling.

·         Councillor Carter would be following up on concerns the Committee had around unseen young carers.

Councillor Brighouse commented that she thought the work of the Committee was valuable as it allowed wider engagement with councillors.

Councillor Judith Heathcoat, Deputy Leader of the Council, introduced the contents of the report and drew attention to paragraph 8 of the report setting out activity to improve business management. She commented that all areas of concern highlighted by the report were being worked on and that generally dashboards showed movement in the right direction.

During discussion Cabinet:

·         highlighted the need for a greater clarity on what could be recycled, noted that there was currently a consultation on recycling and welcomed views.  A Cabinet Member added that he would like to see all districts operating the same scheme.

·         queried whether, given the large number of gulleys across the County, high risk areas were being targeted and whether work was being done with district council colleagues who cleared detritus from the roads.

RESOLVED:             to:

(a)                      note the performance set out in this report; and

(b)                      note the ongoing work to improve business management and performance reporting.

Cabinet Member: Leader

Forward Plan Ref: 2017/102

Contact: Sue Whitehead, Principal Committee Officer Tel: 07393 001213

Report by Director of Law & Governance (CA11).

Schedule below reporting on a quarterly basis executive decisions taken under the specific powers and functions delegated under the terms of Part 7.2 of the Council’s Constitution.

Not for call in.

Cabinet noted the following schedule reporting on a quarterly basis executive decisions taken under the specific powers and functions delegated under the terms of Part 7.2 of the Council’s Constitution.

Councillor John Sanders, Shadow Cabinet Member for Environment, expressed concern over the process that resulted in the decisions that were being noted in the schedule. He commented that the contract procedure rules ensured value for money and were waived in exceptional circumstances or where only one supplier was available. Whilst not querying the four decisions in the schedule he questioned whether the exception process and reporting was sufficient to ensure transparency. In particular he queried whether the report considered by the Chief Executive when taking such decisions had sufficient information for him to be assured that exceptional circumstances pertained or that there were in fact no other available suppliers. Councillor Sanders asked Cabinet to ask the Audit & Governance Committee to consider the current rules with a view to providing greater transparency.

Councillor Hudspeth, Leader of the Council, commented that it was for Audit & Governance Committee to decide whether they wished to look at the process. For his part he was clear that a process was needed to allow the Council to conduct its business and that the Monitoring Officer and Chief Executive involvement provided assurance so far as he was concerned. Nick Graham, Monitoring Officer, explained that the process included the schedule to Cabinet that set out the nature of the exemption and the reason for it. Peter Clark, Chief Executive added that the purpose of the schedule was to provide transparency. Any concerns could be raised with the Chairman of the Audit & Governance Committee. He added that there was currently a governance review underway and that it was possible to raise concerns there.

Not for call in.

Cabinet Member: All

Contact Officer: Sue Whitehead, Committee Services Manager Tel: 07393 001213

The Cabinet Procedure Rules provide that the business of each meeting at the Cabinet is to include “updating of the Forward Plan and proposals for business to be conducted at the following meeting”.   Items from the Forward Plan for the immediately forthcoming meetings of the Cabinet appear in the Schedule at CA12.  This includes any updated information relating to the business for those meetings that has already been identified for inclusion in the next Forward Plan update.

The Schedule is for noting, but Cabinet Members may also wish to take this opportunity to identify any further changes they would wish to be incorporated in the next Forward Plan update.

The Cabinet is RECOMMENDED to note the items currently identified for forthcoming meetings.

The Cabinet considered a list of items for the immediately forthcoming meetings of the Cabinet.

RESOLVED:                        to note the items currently identified for forthcoming meetings.

It is RECOMMENDED that the public be excluded for the duration of item 14 since it is likely that if they were present during that item there would be disclosure of exempt information as defined in Part I of Schedule 12A to the Local Government Act 1972 (as amended) and specified below in relation to that item and since it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

THE REPORTS RELATING TO EXEMPT ITEMS HAVE NOT BEEN MADE PUBLIC AND SHOULD BE REGARDED AS STRICTLY PRIVATE TO MEMBERS AND OFFICERS ENTITLED TO RECEIVE THEM.

RESOLVED:                        that the public be excluded for the duration of item 14 since it is likely that if they were present during that item there would be disclosure of exempt information as defined in Part I of Schedule 12A to the Local Government Act 1972 (as amended) and specified below in relation to that item and since it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

PROCEEDINGS FOLLOWING THE WITHDRAWAL OF THE PRESS AND PUBLIC

The Council Leader and the Council Chairman have agreed to the addition of this item on the agenda in order to facilitate an update to Cabinet on this issue.

The public should be excluded during this item because its discussion in public would be likely to lead to the disclosure to members of the public present of information in the following prescribed categories:

3.    Information relating to the financial or business affairs of any particular person (including the authority holding that information)

and since it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, in that such disclosure would infringe the rights of the individual to privacy contrary to the general law and the duty of the authority to respect human rights.

The Council Leader and the Council Chairman have agreed to the addition of this item on the agenda in order to facilitate an update to Cabinet on this issue.

It was noted that the Chairman had extended an invitation to all councillors to attend for this item.

The public should be excluded during this item because its discussion in public would be likely to lead to the disclosure to members of the public present of information in the following prescribed categories:

3.    Information relating to the financial or business affairs of any particular person (including the authority holding that information)

and since it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, in that such disclosure would infringe the rights of the individual to privacy contrary to the general law and the duty of the authority to respect human rights.

Alexandra Bailey, Director of Property and Investment provided an update following the announcement on 15 January that Carillion PLC had gone into liquidation, set in the context of County Council contract negotiations with Carillion LGC. Cabinet were advised of the actions taken to mitigate the impact on schools and council services and the project underway to address the ongoing implications to the Council. Alexandra Bailey and Bev Hindle, Strategic Director for Communities responded to individual questions from Cabinet and councillors present. Cabinet thanked Alexandra Bailey and her team for their immense work.