Agenda, decisions and draft minutes

Venue: Rooms 1&2 - County Hall, New Road, Oxford OX1 1ND. View directions

Contact: Sue Whitehead  Tel: 07393 001213; E-Mail:  sue.whitehead@oxfordshire.gov.uk

Items
No. Item

30/19

Apologies for Absence

Minutes:

An apology was received from Councillor Reeves.

31/19

Minutes pdf icon PDF 258 KB

To approve the minutes of the meeting held on 19 March 2019(CA3) and to receive information arising from them.

Minutes:

The Minutes of the meeting held on 19 March 2019 were approved and signed as a recorrect record subject to the following amendments:

 

Minute 27/19

 

Page 10 – first bullet point – add Councillor Bartholomew at the start of the sentence.

 

second bullet point – amend first sentence to read: Explored the extent of housing growth and concerns raised with them by the public, through parish meetings and specifically by the CPRE to Councillor Bartholomew that the scale of housing would undermine the rural nature od some areas and put a strain on services.

32/19

Questions from County Councillors pdf icon PDF 280 KB

Any county councillor may, by giving notice to the Proper Officer by 9 am two working days before the meeting, ask a question on any matter in respect of the Cabinet’s delegated powers.

 

The number of questions which may be asked by any councillor at any one meeting is limited to two (or one question with notice and a supplementary question at the meeting) and the time for questions will be limited to 30 minutes in total. As with questions at Council, any questions which remain unanswered at the end of this item will receive a written response.

 

Questions submitted prior to the agenda being despatched are shown below and will be the subject of a response from the appropriate Cabinet Member or such other councillor or officer as is determined by the Cabinet Member, and shall not be the subject of further debate at this meeting. Questions received after the despatch of the agenda, but before the deadline, will be shown on the Schedule of Addenda circulated at the meeting, together with any written response which is available at that time.

Minutes:

Councillor Howson had given notice of the following question to Councillor Reeves:

 

“How many maintained schools in Oxfordshire have either solar or photo-voltaic panels on their roofs or elsewhere on school grounds?”

 

In the absence of Councillor Reeves Councillor Lindsay-Gale replied:

 

‘The Council does not hold a database with this information, as schools would need to register for the FIT (Feed In Tariff) themselves, information on the installation and/or registration is not readily available.

 

On request at such short notice we have been able to ascertain that 30 of our maintained schools have either solar or photo-voltaic panels on their roofs or elsewhere on school grounds.’

 

Supplementary: Councillor Howson asked whether the Council could encourage maintained schools to introduce energy schemes and whether the Cabinet Member could engage with the Diocese of Oxford and the Arch Diocese of Birmingham to encourage them to consider such schemes for their schools. In the absence of Councillor Reeves, Councillor Lorraine Lindsay-Gale, Cabinet Member for Education & Cultural Services replied that yes she was happy to follow this up.

 

Councillor Price had given notice of the following question to Councillor Heathcoat         

 

“Could the Deputy Leader outline why the most recent Community Risk Management Plan did not include explicit reference to the planned piloting of Initial Limited Response (Crew of Three), therefore missing the opportunity for the widest possible engagement with residents, interested partners and elected members who would have a valuable contribution to make to the debate?”          

 

Councillor Heathcoat replied:

 

Thank you for your question. The Fire and Rescue Service identified in the 2017-8 Community Risk Action Plan that :-

 

Project 2    “Would review and implement changes to key stations and provide area based strategic cover”.

 

As a result of this review an operational project was established to pilot an initial limited response. The review took the form of:-

 

o      All Whole time watches have been visited to discuss the pilot. All On Call Stations were invited to locality meetings

o      Attendance by OFRS at public meetings with town and parish locations

o      FBU invited to Charlbury Fire Station to discuss changes in procedure with the operational staff

o      FBU provided with all operational procedures and the relevant risk assessments for the pilot

o      FBU representative attended the visit to Kent FRS to see how this had been implemented in other FRS.

 

Following the closing of the consultation amendments were made.

 

Supplementary: Councillor Price commented that it would have been good to see the details included in the current CRMP. Councillor Price asked if the consultation documents could be made available and why the local member for Charlbury had not been consulted. Councillor Heathcoat replied that the CRMP was a strategic document and the project had been included in the 2017/18 Action Plan. It had been fully consulted on and Councillor Heathcoat could provide more detail direct to Councillor Price.

 

Councillor Bearder had given notice of the following question to Councillor Hudspeth

 

“Following our resolution at the last full council for yourself and the Cabinet  ...  view the full minutes text for item 32/19

33/19

Petitions and Public Address pdf icon PDF 114 KB

Minutes:

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

 

Item

 

Speaker

Item 7 – Review of S113 Agreement- Update from the Oxfordshire County and Cherwell District Councils Partnership Working Group

Councillor Liz Brighouse, Opposition Leader

Item 8 – Affinity Water: Water Resource management Plan Consultation to April 2019 Relating to Proposed Reservoir in Oxfordshire

Councillor John Sanders, Shadow Cabinet Member for Environment

 

34/19

OVO Energy Women's Tour pdf icon PDF 243 KB

Cabinet Member: Environment

Forward Plan Ref: 2019/053

Contact: Gabby Heycock, Area Manager C Tel: 07979 700292

 

Report by Area Manager, OFRS (CA6).

 

The OVO Energy Women's Tour have approached Oxfordshire to act as hosts for Britain's prestigious cycle race over the next three years.  Following a leaders’ meeting on 4 March all council's across Oxfordshire have agreed, in principle, to host the event for years 2019, 2020 and 2021.

 

This report is to be considered by the Cabinet to support Oxfordshire being a host venue for the next three years. 

 

As set out in this report by hosting this event, we will be contributing to delivery of our Corporate Plan and succeed in our vision of "Thriving communities" for everyone in Oxfordshire. Specifically, this will support "We help people live safe, healthy lives and play an active part in their community." 

 

Cabinet is RECOMMENDED to:

 

(a)      support Oxfordshire being a host venue for the OVO Energy Women’s cycle tour in 2019, 2020 and 2021.

 

(b)      agree the principle of an equal share of costs between the county, the four districts and the city council.

 

(c)      allocate a budget of £30,000 to pay the county council’s share of the costs in 2019.

 

(d)      recommend the council agree to fund the council’s share of the hosting fee for years two and three through the annual budget setting process (2020 and 2021).

 

(e)      agree that sponsorship, regardless of which partner attracts it, will be used to reduce the hosting costs on an equal basis.

 

Additional documents:

Minutes:

The OVO Energy Women's Tour have approached Oxfordshire to act as hosts for Britain's prestigious cycle race over the next three years.  Following a leaders’ meeting on 4 March all council's across Oxfordshire have agreed, in principle, to host the event for years 2019, 2020 and 2021.

 

Cabinet considered a report seeking support to Oxfordshire being a host venue for the next three years.

 

Councillor Yvonne Constance moved the recommendations. Cabinet in warmly welcoming the proposals highlighted the need to ensure that villages affected by the race were fully informed. Councillor Bartholomew, as Cabinet Member for Finance whilst fully supportive of the event had concerns about entering into a three-year contract where the overall costs were unknown. He asked for a clarification of cost at the earliest opportunity.

 

RESOLVED:             to:

 

(a)      support Oxfordshire being a host venue for the OVO Energy Women’s cycle tour in 2019, 2020 and 2021.

 

(b)      agree the principle of an equal share of costs between the county, the four districts and the city council.

 

(c)       allocate a budget of £30,000 to pay the county council’s share of the costs in 2019.

 

(d)      recommend the council agree to fund the council’s share of the hosting fee for years two and three through the annual budget setting process (2020 and 2021).

 

(e)      agree that sponsorship, regardless of which partner attracts it, will be used to reduce the hosting costs on an equal basis.

35/19

Review of S113 Agreement - Update from the Oxfordshire County and Cherwell District Councils Partnership Working Group pdf icon PDF 207 KB

Cabinet Member: Leader

Forward Plan Ref: 2019/039

Contact: Claire Taylor, Interim Assistant Chief Executive, Transformation Tel: 07919 367072 

 

Report by Assistant Chief Executive (Interim) (CA7).

 

The report provides an update with regards to the progress of the joint working partnership between Cherwell District and Oxfordshire County Councils. 

 

Cabinet is RECOMMENDED to:

 

(a)      note the report attached at appendix 1.

 

(b)   endorse the recommendations in the report (appendix 1) and agree (subject to agreement by Cherwell District Council Executive) to establish a project team to develop the next phase of partnership working.

Additional documents:

Minutes:

Cabinet had before them an update on the progress of the joint working partnership between Cherwell District and Oxfordshire County Councils. 

 

Councillor Liz Brighouse, Opposition Leader commented that this piece of work had not been going very long but was having an enormous impact on Oxfordshire and its residents. The work showed local government at its best with two councils coming together to grow and develop. The last meeting of the Partnership Working Group had been exciting with real examples of how things could be different. Councillor Brighouse stated that her Group wanted to work hard with Cabinet and others to see something special not only for Oxfordshire, but more widely given the challenges faced by local government.

 

Councillor Ian Hudspeth agreed that exciting joint working was taking lace referring to the work between housing and adult social care. It was vital that the focus be on the best outcomes for residents.

 

Councillor Ian Corkin, Cabinet Member for Cherwell partnership introduced the contents of the report and moved the recommendations.

 

During discussion Cabinet commended the work taking place which was exciting and unique. The regular updates following the Partnership Working Groups were welcomed. Councillor Corkin added that following the review he intended that the work would move into the mainstream governance arrangements and monitoring would sit with the usual scrutiny arrangements. He was happy to consider the provision of an annual report.

 

 

RESOLVED:             to:

 

(a)      note the report attached at appendix 1.

 

(b)      endorse the recommendations in the report (appendix 1) and agree (subject to agreement by Cherwell District Council Executive) to establish a project team to develop the next phase of partnership working.

36/19

Affinity Water: Water Resource Management Plan Consultation to April 2019 Relating to Proposed Reservoir in Oxfordshire pdf icon PDF 342 KB

Cabinet Member: Environment

Forward Plan Ref: 2019/040

Contact: Lynette Hughes, Senior Planner Tel: 07920 084360/Venina Bland, Planner Tel: 07741 607749

 

Report by Director for Planning & Place (CA8).

 

Affinity Water is currently consulting on its Revised Draft Water Resources Management Plan (WRMP) 2019 which looks ahead to 2080. The consultation documents outline the preferred demand management and water supply options for Affinity Water in the context of the wider South East region. The Cabinet paper sets out how the Affinity Water consultation relates to consultations by Thames Water in 2018 and advises on progress since then.  Concerns raised with Thames Water in respect of the reservoir proposal are repeated in the attached draft response to Affinity Water.

 

Cabinet is RECOMMENDED to

 

(a)          Consider the issues and the draft response in Annex 1 and provide comments as appropriate; and

 

(b)          Agree that the final response to the consultation be signed off by the Director of Planning and Place in consultation with the Cabinet Member for the Environment.

 

 

 

Additional documents:

Minutes:

Affinity Water is currently consulting on its Revised Draft Water Resources Management Plan (WRMP) 2019 which looks ahead to 2080. The consultation documents outline the preferred demand management and water supply options for Affinity Water in the context of the wider South East region. Cabinet considered a report that  set out how the Affinity Water consultation related to consultations by Thames Water in 2018 and advised on progress since then.  Concerns raised with Thames Water in respect of the reservoir proposal are repeated in the attached draft response to Affinity Water.

 

Councillor John Sander, Shadow Cabinet Member for Environment stated that the Labour Group were opposed to the South East Strategic Reservoir as proposed. An enquiry was essential given the disputed date in the plan and forecast. Steps to reduce usage and leakage should be brought forward much sooner. Councillor Sanders shared concerns set out in the report over the impact on A34 traffic, on the A415 and on the Growth project. Councillor Sanders added that the had been no consideration on the impact on the minerals and ?? local plan as there would be an impact on forecasts. Finally Councillor Sanders stated he was unable to support recommendation 2 as the final approval should come from Cabinet at a public meeting.

 

Responding to the points raised Councillor Yvonne Constance, Cabinet Member for Environment, explained that the response was before the cabinet in draft form for approval in broad terms. Asked if he had any additional points he wished to see raised in the response Councillor Sanders did not.

 

Councillor Constance introduced the contents of the report and referring to paragraphs 17 and 26 proposed that the final response be amended to make it clear that the County Council expects the Affinity Water proposal to go to public enquiry as well as the Thames Water Revised Draft Water Resource Management Plan.

 

Following discussion Councillor Constance moved the recommendations subject to the amendment above.

 

RESOLVED:             to:

 

(a)          consider the issues and the draft response in Annex 1 and provide comments as appropriate; and

(b)          agree that the final response to the consultation be signed off by the Director of Planning and Place in consultation with the Cabinet Member for the Environment with paragraphs 17 and 26 amended to make it clear that the County Council expects the Affinity Water proposal to go to public enquiry as well as the Thames Water Revised Draft Water Resource Management Plan.

37/19

Compulsory Purchase Powers for Acquisition of Land Required for Delivery of Schemes pdf icon PDF 148 KB

Cabinet Member: Environment

Forward Plan Ref: 2019/021

Contact: Eric Owens, Assistant Director for Growth & Place Tel: 07799 097637

 

Report by Director of Planning & Place (CA9).

 

In order to progress with the delivery of proposed major transport infrastructure schemes, the use of Compulsory Purchase Powers may have to be used for the acquisition of land required for the construction, maintenance and operation of new transport infrastructure.

 

Cabinet is requested to approve delegation to the Director of Planning and Place, in consultation with the Cabinet Member responsible for Transport, to exercise Compulsory Purchase Powers for the purchase of land required for schemes detailed in this report, in the event that the land cannot be purchased through negotiation with landowners.

 

The Cabinet is RECOMMENDED to:

 

(a)           Approve delegation of the exercising of Compulsory Purchase Powers to the Director of Planning and Place, in consultation with the Cabinet Member responsible for Transport, for the purchase of land required for the delivery of the major infrastructure schemes outlined in paragraphs 8 and 10 of this report, in the event that the land cannot be acquired by negotiation; and

 

(b)           Note that should the whole or any part of lands required are not acquired by negotiation, the making of a Compulsory Purchase Order under provisions contained in Part XII of the Highways Act 1980 for the acquisition of the land, will be progressed. This could include providing the necessary attendance, expert witness provision, etc. at a Public Enquiry if required.

 

 

Minutes:

In order to progress with the delivery of proposed major transport infrastructure schemes, the use of Compulsory Purchase Powers may have to be used for the acquisition of land required for the construction, maintenance and operation of new transport infrastructure.

 

Cabinet considered a report seeking approval to delegate to the Strategic Director of Communities, in consultation with the Cabinet Member for Environment with the responsibility for Highways and the Leader of the Council  to exercise Compulsory Purchase Powers for the purchase of land required for schemes detailed in the report, in the event that the land cannot be purchased through negotiation with landowners. Cabinet noted the minor changes to delegations and amended recommendations set out in full in the addenda.

 

Cabinet noted that the first four schemes listed were related to the successful 218m HIF bid.

 

RESOLVED:             to:

 

(a)     approve delegation of the exercising of Compulsory Purchase Powers to the Strategic Director of Communities, in consultation with the Cabinet Member for Environment with the responsibility for Highways and the Leader of the Council, for the purchase of land required for the delivery of the major infrastructure schemes outlined in paragraph 10 of this report, in the event that the land cannot be acquired by negotiation; and

 

(b)     note that should the whole or any part of lands required are not acquired by negotiation, the making of a Compulsory Purchase Order under provisions contained in Part XII of the Highways Act 1980 for the acquisition of the land, will be progressed. This could include providing the necessary attendance, expert witness provision, etc. at a Public Enquiry if required.

38/19

Delegated Powers - April 2019

Cabinet Member: Leader

Forward Plan Ref: 2018/180

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

 

To report on a quarterly basis any executive decisions taken under the specific powers and functions delegated under the terms of Part 7.2 (scheme of Delegation to Officers) of the Council’s Constitution – Paragraph 6.3(c)(i).  It is not for Scrutiny call-in.

 

Date

Subject

Decision

Reasons for Exemption

29 January 2019

Request for exemption from Contract Procedure Rule (“CPR”) 20 in respect of a Contract Extension for the Independent Financial Adviser

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of the award of 2  year extension to the current arrangements for the provision of Independent Financial Advice to the Pension Fund Committee.

To provide continuity of service and effective delivery of support during the development of the Brunel Pension Partnership.

.

21 February 2019

Request for exemption from tendering under Contract Procedure Rule (“CPR”) 20 in respect of a Contract for school improvement services at Northfield School

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of a contract for the provision of school improvement support services at Northfield School by Gallery Trust at a cost of£281,470,

 

Given the history to date of the Trust’s support for the school, and the quality of the support publicly validated by Ofsted, the Gallery Trust are best placed to provide the much-needed continued support to the school.

 

18 March 2019

Request for exemption from tendering under Contract Procedure Rule (“CPR”) 20 in respect of a Contract for Eight Additional Beds for Unaccompanied Asylum- Seeking Children (UASC)

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of a contract for the provision of a delivery of 8 (additional) beds for UASC for a term of 12 months at a cost of £218,234.

 

The provider is delivering a successful service and is best placed to meet the additional requirements quickly and in the best interests of UASC whilst allowing the Council to bring this contract in line with the other supported housing contracts so that they can all be recommissioned at the same time by 1 April 2020, to ensure that there is the best chance of fulfilling future services across all areas of the county

21 March 2019

Request for exemption from tendering under Contract Procedure Rule (“CPR”) 20 in respect of the award of Children’s Disability Contracts for Short Breaks and Childcare Services

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of the award of children’s disability contracts to The Gallery Trust through Bardwell School for short breaks and childcare services at a cost of £570,448, including an optional 2 year extension.

 

Bardwell School has been delivering these services as a maintained school under a service level agreement. It is due to convert to an academy and will become a separate legal entity requiring a contract.  The exemption will provide continuity of service  ...  view the full agenda text for item 38/19

Minutes:

RESOLVED:             To note the following executive decisions taken under the specific powers and functions delegated under the terms of Part 7.2 (scheme of Delegation to Officers) of the Council’s Constitution – Paragraph 6.3(c)(i).  It is not for Scrutiny call-in.

 

Date

Subject

Decision

Reasons for Exemption

29 January 2019

Request for exemption from Contract Procedure Rule (“CPR”) 20 in respect of a Contract Extension for the Independent Financial Adviser

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of the award of 2  year extension to the current arrangements for the provision of Independent Financial Advice to the Pension Fund Committee.

To provide continuity of service and effective delivery of support during the development of the Brunel Pension Partnership.

.

21 February 2019

Request for exemption from tendering under Contract Procedure Rule (“CPR”) 20 in respect of a Contract for school improvement services at Northfield School

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of a contract for the provision of school improvement support services at Northfield School by Gallery Trust at a cost of£281,470,

 

Given the history to date of the Trust’s support for the school, and the quality of the support publicly validated by Ofsted, the Gallery Trust are best placed to provide the much-needed continued support to the school.

 

18 March 2019

Request for exemption from tendering under Contract Procedure Rule (“CPR”) 20 in respect of a Contract for Eight Additional Beds for Unaccompanied Asylum- Seeking Children (UASC)

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of a contract for the provision of a delivery of 8 (additional) beds for UASC for a term of 12 months at a cost of £218,234.

 

The provider is delivering a successful service and is best placed to meet the additional requirements quickly and in the best interests of UASC whilst allowing the Council to bring this contract in line with the other supported housing contracts so that they can all be recommissioned at the same time by 1 April 2020, to ensure that there is the best chance of fulfilling future services across all areas of the county

21 March 2019

Request for exemption from tendering under Contract Procedure Rule (“CPR”) 20 in respect of the award of Children’s Disability Contracts for Short Breaks and Childcare Services

 

Approved an exemption from the tendering requirements under OCC’s Contract Procedure Rules in respect of the award of children’s disability contracts to The Gallery Trust through Bardwell School for short breaks and childcare services at a cost of £570,448, including an optional 2 year extension.

 

Bardwell School has been delivering these services as a maintained school under a service level agreement. It is due to convert to an academy and will become a separate legal entity requiring a contract.  The exemption will provide continuity of service and bring this contract in line with the other short breaks and childcare contracts so that they  ...  view the full minutes text for item 38/19

39/19

Forward Plan and Future Business pdf icon PDF 163 KB

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 CA11.  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.

Additional documents:

Minutes:

The Cabinet considered a list of items for the immediately forthcoming meetings of the Cabinet together with changes and additions set out in the schedule of addenda.

 

 

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