Agenda, decisions and minutes

To approve the minutes of the meetings held on 16 May 2017 (CC1) and to receive information arising from them.

The Minutes of the Meeting held on 21 March 2017 and 16 May 2017 were approved and signed subject to the revised list of those present at Annex 3 to the schedule of business and removing the text ‘failed’ from Minute 127/17 and adding Councillor Judith Heathcoat to 3^rd paragraph of Minute 135/17.

The Chairman reported as follows:

The Chairman reminded members that following the meeting, the Assistant Chief Fire Office would provide a briefing for all members on Emergency Planning in light of the Grenfell incident and recent terrorist attacks.

The Chairman invited members to support or join her on the Maggie’s Culture Crawl of Oxford which would be held on 29^th September to raise funds for these excellent centres all over the country which have been set up to support anyone or their relatives and friends who are touched by cancer.  A link to the JustGiving page would be sent round.

Council congratulated those who had received the Oxfordshire Internships Awards, volunteer certificates and those receiving the BEM awards from the Queen’s New Year’s Honours list for service given in Oxfordshire.

Council congratulated officers and school staff for Oxfordshire being named as one of the best in the country for tackling anti-LGBT bullying in schools. Stonewall, Britain’s lesbian, gay, bi and trans equality charity, listed the council in third place out of around 40 councils in its Education Equality index 2017, which rates local areas for combating this form of bullying and celebrating difference in schools.

Question from Mr Tom Hayes to Councillor Ian Hudspeth, Leader of the Council

Air pollution has gone up in parts of Oxford and the problem is likely to get worse before it gets better, contributing to hundreds of avoidable deaths every year. Public Health England report that 5.3% of deaths in the county are attributable to particulate air pollution. 

Everybody visiting, living, and working in St Clement’s is breathing air that is getting worse, possibly causing them to get very ill. St Clement’s is the most polluted part of the city and latest figures show its air quality getting worse, in large part because of emissions from local transportation.

Oxford City Council monitors air quality because it has a statutory duty to review local air quality.  The results are used to assess air pollution in relation to guidelines and objectives that are set by the European Union and the UK Government. That same Government is calling on local councils like my own to draw up action plans for tackling poor air quality. However, the council which controls the roads and how they are used in the city is this one. My council has to engage with yours on all measures to improve air quality in Oxford.

Can you tell me what five specific steps this county council is taking as local transport authority to clean the air that St Clement’s breathes every day, and the total sum of money being spent this municipal year? In choosing your five steps, I would welcome you picking those which you believe are leading to the largest and quickest impacts on air quality. 

Thank you in advance for answering this question in detail.”

Councillor Hudspeth answered as follows:

Based on 2016 monitoring undertaken by the City Council, NO₂ levels across Oxford have dropped by 35% in the last ten years. Monitoring also confirms that air quality in St Clement’s has improved albeit it is recognised that levels here are now above other areas and what are considered to be more acceptable values.

Air pollution is clearly an important factor to people’s health and the Public Health England Indicator is useful in highlighting this issue and enabling us to keep it under surveillance. The report quoted is from 2014 and later figures are available for 2015 which show the estimate for Oxfordshire is now 4.7%, however the indicator is based on a model and it is widely accepted that the actual figure could vary widely from these estimates.

Long-term exposure to air pollution contributes a small amount to the deaths of a large number of individuals rather than being solely responsible for deaths as demonstrated below:

Overall, monitoring trends in the city are very encouraging and confirm that air quality in Oxford is getting better; a reflection of the  ...  view the full minutes text for item 138/17

15 Questions with notice were asked.  Details of the questions and answers and supplementary questions and answers (where asked) are set out in Annex 1 to the Minutes.

In relation to question 1 (Question to Councillor Constance from Councillor Johnston) Councillor Constance gave an assurance that it was her intention to revive the LTP4 working Group once the reports had been received.

In relation to question 3 (Question to Councillor Hibbert-Biles from Councillor Howson) Councillor Hibbert-Biles gave an undertaking to look into the issue of whether a group of schools could pool funds through county arrangements for an apprentice at graduate level.

In relation to question 5 (Question to Councillor Bartholomew from Councillor Howson) Councillor Bartholomew gave an undertaking to look into the ongoing reporting of claims against the Council should members express an interest in receiving it.

Report of the Cabinet Meetings held on 14 March 2017, 25 April 2017, 23 May 2017and 20 June 2017 (CC9).

The report of the Cabinet was received.

In relation to paragraph 6 (Adopt Thames Valley) (Question from Councillor Gill Sanders to Councillor Harrod), Councillor Harrod undertook to provide Councillor Sanders with a written answer detailing the financial impact to the Council of being involved and whether all the other authorities involved had taken their share of the cost.

In relation to paragraph 6 (Adopt Thames Valley) (Question from Councillor Howson to Councillor Harrod), Councillor Harrod undertook to provide Councillor Howson with a written answer detailing whether the transitional Budget arrangements delegated to Councillor Harrod were now approved and whether the paperwork had now been signed or whether the County were still in negotiations.

In relation to paragraph 6 (Adopt Thames Valley) (Question from Councillor Mallon to Councillor Harrod), Councillor Harrod gave an assurance that no applications would be refused on the grounds of religion or Ethnicity and that the Council did adhere to the 2011 Guidance.

In relation to paragraph 7 (2016/17 Financial Monitoring & Business Strategy Delivery Report) (Question from Councillor Roberts to Councillor Bartholomew), Councillor Bartholomew undertook to provide Councillor Roberts with a written answer detailing how much money has been paid in redundancy payments thus far and how many of those people who have received redundancy have been redeployed by the Council.

In relation to paragraph 8 (2016/17 ) (Question from Councillor Mathew to Councillor Bartholomew), Councillor Bartholomew undertook to provide Councillor Mathew with a written answer detailing what funding has been sought from OVO Cycling Tour of Britain and the Countryfile weekend to offset the County funds that have been spent in that area.

The Annual Report sets out the role of the Audit & Governance Committee and summarises the work that has been undertaken both as a Committee and through the support of the Audit Working Group in 2016/17.

Council is RECOMMENDED to receive the report.

The Council had before them the Audit & Governance Annual Report (CC10) which set out the role of the Audit & Governance Committee and summarised the work that had been undertaken both as a Committee and through the support of the Audit Working Group in 2016/17.

Councillor Carter moved and Councillor Ilott seconded that Council receive the Annual report of the Audit & Governance Committee.  In moving the motion, Councillor Carter paid tribute to the Independent Chairman of the Audit Working Group, Dr Geoff Jones for all his work.

Following debate, the motion was put to the vote and was carried nem con.

RESOLVED:  (nem con) to receive the report.

The report of the Monitoring Officer containing the schedule of meeting dates proposed for the 2018/19 Council Year is attached (CC11).

The schedule has been drawn up to reflect the various rules about frequency of meetings set out in the Council’s Constitution. Attention is drawn to the following proposed changes to the usual patterns which are reflected in the attached schedule:

1)    The constitution fixes the April meeting as the 1^st Tuesday – this is 3 April 2018 and falls in the 1^st week of the school holidays. It is recommended that the meeting be brought forward to Tuesday 27 March 2018.

2)    The constitution fixes the budget Council meeting as the third Tuesday in February – this is 19 February 2019 and falls in the spring half term holiday. It is recommended that the meeting be brought forward to Tuesday 12 February 2019

3)    Planning & Regulation Committee meets every 6 weeks but this would mean that it meets in the Easter holiday 2018. It is recommended that the meeting be brought forward to Monday 26 March 2018.

Council is RECOMMENDED to agree the schedule of meeting dates for the 2018/19 and in particular to agree to waive Rule 2.1 of the Council Procedure Rules to allow the April 2018 meeting and February 2019 budget meeting of full Council to be held on 27 March 2018 and 12 February 2019 respectively.

Council had before them a report (CC11) which sought agreement to the schedule of meeting dates proposed for the 2018/19 Council Year. The schedule had been drawn up to reflect the various rules regarding frequency of meetings set out in the Council’s Constitution.

Councillor Zoe Patrick proposed and Councillor Gill Sanders seconded that the recommendations set out in the report and on the face of the Agenda be adopted.  In moving the motion, Councillor Patrick drew members’ attention to the correction set out in the schedule of business.

The motion was the put to the vote and was carried nem con.

RESOLVED: (nem con) to agree the schedule of meeting dates for 2018/19 and in particular to agree to waive Rule 2.1 of the Council Procedure Rules to allow the April 2018 meeting and February 2019 budget meeting of full Council to be held on 27 March 2018 and 12 February 2019 respectively.

Report by the Chief Finance Officer (CC12)

As set out in the Provisional Revenue and Capital Outturn Report to Cabinet on 20 June 2017 given the pressures in both Special Educational Needs (SEN) Home to School Transport and Children’s Social Care placements, it is proposed that the underspends in Social and Community Services, Environment & Economy and Corporate Services will be used to offset the overspends in Children, Education & Families.

Council is RECOMMENDED to approve the virements greater than £1.0m for Children, Education & Families, Social & Community Services and Environment & Economy as set out in Annex 1.

Council had before them a number of Virement requests to offset over and underspends with and between directorates which were larger than £1.0m and therefore, under the Council’s Financial Procedure Rules, required Council approval.

RESOLVED: (on a motion by Councillor Bartholomew, seconded by Councillor Hudspeth and carried nem con) to approve the virements greater than £1.0m for Children, Education & Families, Social & Community Services and Environment & Economy as set out in Annex 1.

“Oxfordshire County Council congratulates all the newly elected Oxfordshire MPs following the recent General Election. We look forward to working with them all in the future and would like to invite them to address a Council meeting in the future.

This Council asks the Chairman to write to each MP congratulating them on their successful campaign, inviting them to address a Council meeting.”

With the agreement of Council, Councillor Hudspeth moved and Councillor Brighouse seconded his motion as amended at the suggestion of Councillor Brighouse below in bold italics and strikethrough:

“Oxfordshire County Council congratulates all the newly elected Oxfordshire MPs following the recent General Election. We look forward to working with them all in the future and would like to invite them to address attend a question and answer session at a Council meeting in the future.

This Council asks the Chairman to write to each MP congratulating them on their successful campaign, inviting them to address a Council meeting.”

Councillor Leffman moved and Councillor Johnson seconded the following Motion shown in bold itailcs and strikethrough:

“Oxfordshire County Council congratulates all the newly elected Oxfordshire MPs following the recent General Election. We look forward to working with them all in the future and would like to invite them to attend a question and answer session at a Council meeting in the future.

Thise Council asks the Chairman to write to each MP congratulating them on their successful campaign, inviting them to address a Council meeting.”  invite Oxfordshire MPs to a meeting with members to share mutual concerns with relevance to the County."

Following debate, the amendment was put to the vote and was lost by 47 votes to 13, with 1 abstention.

The substantive motion as amended was then put to the vote and was carried by 59 votes to 1.

RESOLVED: (59 votes to 1)

“Oxfordshire County Council congratulates all the newly elected Oxfordshire MPs following the recent General Election. We look forward to working with them all in the future and would like to invite them to attend a question and answer session at a Council meeting in the future.

This Council asks the Chairman to write to each MP congratulating them on their successful campaign, inviting them to address a Council meeting.”

“This Council, wishing to ensure that governance arrangements for the County are transparent, inclusive and reflect the political situation which exists,  asks the Cabinet to work with Political Group Leaders to come forward with a plan to replace the Cabinet with 3 Committees to cover each of the Strategic Directorates.

These Committees would have delegated decision making powers from the Council and would be politically balanced. The Locality Groups would become Committees for each of the District Council Areas (there is already a Locality Group for the City). These Locality Committees would be consulted on policy and budget matters by the Directorate Committees. Robust Scrutiny Structures would be put in place. The Plan to be worked on with a view to the change in the structure being put in place by May 2018.”

With the agreement of Council, Councillor Brighouse moved  and Councillor Webber seconded an amendment to her motion at the suggestion of Councillor Webber as follows in bold italics and stikethrough:

“This Council, wishing to ensure that governance arrangements for the County are transparent, inclusive and reflect the political situation which exists,  asks the Cabinet to work with Political Group Leaders to come forward with a plan to replace the Cabinet with 3 Committees to cover each of the Strategic Directorates. a committee structure.

These Committees would have delegated decision making powers from the Council and would be politically balanced. The Locality Groups would become Committees for each of the District Council Areas (there is already a Locality Group for the City). These Locality Committees would be consulted on policy and budget matters by the Directorate Committees. Robust Scrutiny Structures would be put in place. The Plan to be worked on with a view to the change in the structure being put in place by May 2018.”

Councillor Fatemian Moved and Councillor Bulmer seconded the following amendment shown in bold italics and underline

This Council, wishing to ensure that governance arrangements for the County are transparent, inclusive and reflect the political situation which exists,  asks the Cabinet to work with Political Group Leaders to come forward with a plan to replace the Cabinet with 3 Committees to cover each of the Strategic Directorates. a committee structure.” or alternitve governance and committee models which could further strengthen the work of the Council.

These Committees would have delegated decision making powers from the Council and would be politically balanced. The Locality Groups would become Committees for each of the District Council Areas (there is already a Locality Group for the City). These Locality Committees would be consulted on policy and budget matters by the Directorate Committees. Robust Scrutiny Structures would be put in place. The Plan to be worked on with a view to the change in the structure being put in place by May 2018. as soon as practicable.

Following debate, the amendmet by Councillor Fatemian was put to the vote and was carried by 31 votes to 29, with 1 abstention:

The substantive motion as amended was put to the vote and was carried by 60 votes to 1.

RESOLVED: (by 60 votes to1)

This Council, wishing to ensure that governance arrangements for the County are transparent, inclusive and reflect the political situation which exists,  asks the Cabinet to work with Political Group Leaders to come forward with a plan to replace the Cabinet with a committee structure  or alternative governance and committee models which could further strengthen the work of the Council.

These Committees would have delegated decision making powers from the Council and would be politically balanced. Locality Committees would be consulted on policy and budget matters by the Committees. Robust Scrutiny Structures would be put in place. The Plan to be worked on with a view to the change in the structure being put in place as  ...  view the full minutes text for item 145/17

“At meetings of the County Planning & Regulation Committee (PRC), District or City Councillors have historically been allotted their own speaking slot. However, at District and City planning meetings, County Councillors are treated as members of the public and have to share a speaking slot with anyone else who wants to speak. 

In the interest of fairness, this Council instructs the Monitoring Officer and Chairman of the PRC to write to District and City Monitoring Officers and Planning Chairmen advising them that from 1st January 2018 this Council will introduce a policy of reciprocity to ensure parity of treatment. This means that District or City Councils that allow County Councillors their own speaking slot will enjoy the same privilege for their Councillors at County PRC meetings and those that do not, will not get their own speaking slot.

Council delegates to the Monitoring Officer the authority to make the necessary changes to the Constitution to reflect the above arrangements.”

Councillor Bartholomew moved and Councillor Roz Smith seconded the following motion:

“At meetings of the County Planning & Regulation Committee (PRC), District or City Councillors have historically been allotted their own speaking slot. However, at District and City planning meetings, County Councillors are treated as members of the public and have to share a speaking slot with anyone else who wants to speak. 

In the interest of fairness, this Council instructs the Monitoring Officer and Chairman of the PRC to write to District and City Monitoring Officers and Planning Chairmen advising them that from 1st January 2018 this Council will introduce a policy of reciprocity to ensure parity of treatment. This means that District or City Councils that allow County Councillors their own speaking slot will enjoy the same privilege for their Councillors at County PRC meetings and those that do not, will not get their own speaking slot.

Council delegates to the Monitoring Officer the authority to make the necessary changes to the Constitution to reflect the above arrangements.”

Following debate, the motion was put to the vote and was carried by 39 votes to 1, with 14 abstentions.

RESOLVED:  Accordingly.