Agenda and minutes

Apologies for absence and temporary appointments were received as follows:

Councillors Nimmo-Smith, Lindsay-Gale and Anda Fitzgerald-O’Connor declared a personal interest during discussion of agenda item 4 on the ‘Call in of ‘Decision by the Cabinet – Oxfordshire Residual Waste Treatment Procurement – Selection of a Preferred Bidder’ by reason of their membership of the Planning & Regulation Committee.

Councillors Greene and Mathew declared a personal interest during discussion of agenda item 4 on the ‘Call in of ‘Decision by the Cabinet – Oxfordshire Residual Waste Treatment Procurement – Selection of a Preferred Bidder’ by reason of their substitute membership of the Planning & Regulation Committee. 

Councillor Tanner declared a personal interest during discussion of agenda item 4 on the ‘Call in of ‘Decision by the Cabinet – Oxfordshire Residual Waste Treatment Procurement – Selection of a Preferred Bidder’ as Chairman of the Oxfordshire Waste Partnership.

To approve the minutes of the meeting held on 22 July 2009 (GI3) and to note for information any matters arising on them.

The minutes of the meeting of the Growth & Infrastructure Scrutiny Committee (CG3) held on 22 July 2009 were approved and signed  subject to the following:

Date to be corrected to read 22 July 2009.

Name of Chairman to be corrected to read Councillor Patrick Greene and Councillor David Nimmo-Smith and the Director of Environment & Economy to be added to the list of those present.

The following requests to address the Committee had been agreed.

Written notice has been given in accordance with the Council’s Scrutiny Procedure Rules requiring the decision of the Cabinet on 7 September 2009 to be called in for review by the Growth & Infrastructure Scrutiny Committee as the relevant Scrutiny Committee for waste management decisions.  

The following documents are attached

(a)       A report (GI4(a)) setting out the names of the Councillors who have required the call in and the reasons given for the Call in.

(b)               The report considered by the Cabinet (GI4(b))

The Chairman invited Councillor Hudspeth to the table as Cabinet Member for Growth & Infrastructure.

The Chairman stressed that the Scrutiny Committee could only consider those grounds set out in the call documents to see if there was justification to ask Cabinet to review. He set out the process to be followed

Mr Steventon referred to item 1 in the grounds for call in supporting the view that the meeting had been poorly publicised and querying if the Cabinet meeting had been legally convened. He also supported a review on financial grounds.

Mr Owen supported the call in as he felt that the procurement decision was premature in being made prior to the determination of the planning applications and the environment agency permits.

Mr Gibbs asked the Committee to examine the mistakes that he felt Cabinet had made and to suggest an independent review. He referred in particular to decisions to make the process technology neutral that worked against the environmental targets set by the County Council; problems with public engagement and the existence of alternative technology.

Mr Gammond drew attention to a joint letter of objection, signed by 19 parish councils questioning the process. He felt that the Cabinet decision had raised more questions and that the mechanism for determination was totally flawed. He queried the decision being taken before the planning applications were considered and raised concerns over what he saw as the preferred bidders’ lack of experience

Ms Watt expressed the view that the notification of the Cabinet meeting was inappropriate given the importance of the decision to be taken. She expressed concern that one of the preferred bidder was not roofing over the bottom ash storage as was proposed in the other bid. She queried whether the bid represented true value for money and queried whether any of the financial information would be made available.

Mr Kightly expressed concern over the environmental impact. He was also concerned at the apparent lack of a break clause. He felt that the decision would work against recycling and innovation and that alternative solutions using newer technologies should be sought.

Councillor Mrs Catherine Fulljames, speaking as a local member noted the preferred bidder site was adjacent to one of the proposed eco-town sites. She complained that despite making a formal approach as a local member she had not been allowed to see the papers containing exempt information. She stated that the public did not see that it was the correct course of action to decide the procurement before the planning decisions had been taken. She noted the length of the contract and felt that this had been a big decision to take without knowing who the bidders were. She asked why a site closer to Oxford could not be found.

Councillor Stewart Lilly, speaking as a local member noted that a time of financial cuts the contract proposed was a very expensive contract over 25 years. He queried whether there was certainty that this was the correct way forward. He referred  ...  view the full minutes text for item 8/09

Contact:JohnDisley, Group Manager, Environment & Economy (01865 810460)

To receive a briefing from the Head of Transport on the SCOTS report looking at it in the context of the continuing wider work, particularly on the Local Transport Plan 3 and the ongoing involvement of Scrutiny

Local Members who had requested a briefing on SCOTS are invited to attend along with the relevant South Oxfordshire District Council portfolio members.

The Committee is RECOMMENDED to receive the briefing and to comment on future involvement

The Committee received a presentation on the Study that had been considered at Cabinet on 15 September. It was agreed that all committee members receive a copy of the presentation including A3 copies of the maps.

Councillor Lilly speaking as a local member indicated that local parish councils welcomed the work undertaken so far. The initial draft appeared to address the concerns they had. They were anxious that the local dialogue be maintained and he formally requested that this contact be maintained with himself and the parish councils.

During discussion members raised the following points:

1)     There was growing local concern over the pressure on river crossings.

2)     The importance of liaising with neighbouring authorities.

3)     That it was key to keep local members informed. The Chairman thanked officers who had come out recently to a local meeting with residents.

4)     The Chairman noted that there would be a short report from the working group to the next meeting.

5)     Members raised a number of individual issues relating to particular roads and issues.

Responding to comments John Disley advised that there was a balancing act to be achieved between the timescales of the LDF and the LTP3. However they were used to dealing with processes having differing timescales. There were no proposal in the foreseeable future to upgrade the A34. With regard to the proposals for a reservoir these were at a very early stage and could not be taken into account very much.

RESOLVED:to note the presentation.

Contact: Alexandra Bailey, Corporate Performance and Review Manager (Tel: 01865 816384)

Following discussion at the last meeting to consider for approval the attached proposal forms (GI ).

The Committee is RECOMMENDED to determine the proposal forms together with the priority order.

The Committee considered a paper (GI6) summarising existing work and proposals for future work based on earlier discussions by the committee future commitments. Councillor Mathew noted that there was no mention in the minutes of the last meeting relating to CPZs. It was suggested that their operation in Oxford could be a future select committee to see assess their impact.

It was agreed that committee members receive a copy of the current archaeological policy before the next meeting.

RESOLVED:          to prioritise:

-                 question & answer sessions on biodiversity, the Council’s policy on archaeological remains in respect of planning applications and park and ride;

-                a select committee on the Council’s approach to reducing its carbon footprint as set out in Annex A to the report.

The Committee considered whether there were any items from the current Forward Plan on which it might  wish to have an opportunity to offer advice to the Cabinet before any decision was taken.

No additional topics were identified at this stage.

The Assistant Head of Legal & Democratic Services reports as follows:

The practice in past years  as been that specific informal budget briefings be arranged for all scrutiny committees (except Oxfordshire Joint Health Overview).

The briefing must take place between the agenda despatch day and the day before the Committee meeting.

Officers usually include the appropriate Director, relevant Heads of Service, Assistant Chief Executive & Chief Finance Officer and the Directorate Business Manager, or their representatives and colleagues.

The purpose of the briefing is to enable members to ask questions on any matters relating to the scrutiny committee programme area. It will aim to assist members with their preparation prior to the December Scrutiny Committee meeting when they will be putting forward comments and advice on the budget proposals.

The Committee is asked to consider and confirm the proposed arrangements for the informal budget briefing with the relevant directorate officers on the Environment & Economy programme area Service & Resource Planning process.

RESOLVED:to hold an informal budget briefing

The Committee noted the following: