Agenda and minutes

- guidance note opposite

Councillors Mitchell, Robertson, Couchman, Hudspeth, Chapman, Waine, Rose and Heathcoat declared a personal interest in Item 10 on Outside Bodies in relation to  insurance and indemnity for Councillors.

To confirm the minutes of the meeting held on (CA) and to receive for information any matters arising therefrom.

The minutes of the meeting held on 20 October 2009 were approved and signed.

Any county councillor may, by giving notice to the Proper Officer by 9 am on the working day 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.

Councillor Fooks had given notice  of the following 2 questions to the Deputy Leader of the Council

“1.        When will the HR module of SAP be implemented? Will its implementation require new staff or extra agency staff or consultants?”

Councillor Robertson:

We already use SAP to support HR operations in the Council. However we do recognise that implementation of Employee and Manager Self Service (ESS/MSS) will further enhance the capability of the organisation to deliver best in class HR services and will be key in supporting culture change across the Council.   SAP Employee Self-Service (ESS) supports employees in maintaining  their own personal information and to control many administrative transactions and other processes previously handled by HR staff. SAP Manager Self Service (MSS) helps managers by automating many routine managerial tasks and thus increasing managers productivity. 

It is too early to say when ESS/MSS will be implemented as work needs to be completed on producing the business case for these enhancements but, assuming that the business case is proven and that appropriate resources are available, our aim will be  to implement as quickly as possible. Benchmarks indicate that a phased implementation can be beneficial and we intend to explore all options available to ensure success.  At this stage it is not envisaged that new staff or extra agency staff/consultants will be required for implementation - this will be further tested via the business case production.

Supplementary question:

Any idea of the timescale for implementation?

Councillor Robertson: He  would wish to see it happen sooner rather than later but that it was dependent on a business case being made showing that it would provide value for money.

“2.        What has happened to the Change Board? Can we have an update on the state of the change agenda now and what is the member involvement?”

Councillor Robertson:

The Change Management Board was established in November 2005 ‘To Take Forward the Change Agenda’ The role of the Change Management Board is ‘to design and drive the overall programme at a strategic level, ensuring cohesiveness between the different elements of the programme, and managing any risks.’  It is also to be responsible for championing change in the authority and making sure that there were appropriate links from the different elements of the programme back to the Council’s Corporate Plan. 

            The change programmes currently monitored by the Board are:

·         Better Offices Programme (ends June 2010)

·         Facilities Management (business case being developed)

·         Information Management (ends January 2011)

·         Customer Contact (business case to be considered, replaced 21^st Century customer))

·         Lead Oxfordshire (ends April 2010)

·         Transforming Adult Social Care (ends September 2011)

·         Re-tendering of Transportation Services (ends July 2010)

The Board also monitors the progress of Shared Services’ delivery of its savings targets and has oversight of the business efficiency strategy..

The Board signed off the Children, Young People & Families Directorate Restructuring programme in July 2009.

For four years the Change Management Board has been pivotal in defining and driving the change agenda for the authority, and  ...  view the full minutes text for item 112/09

The following requests to address the meeting had been agreed:

Cabinet Member: Leader

Forward Plan Ref: 2009/109

Contact: Kathy Wilcox, Principal Financial Manager (01865 323981) Ref: 2009/109

Report by: Assistant Chief Executive & Chief Finance Office (CA6)

This is the sixth financial monitoring report for the 2009/10 financial year and covers the period up to the end of September 2009 for both revenue, balances, reserves and capital. 

The report sets out explanations where the forecast revenue outturn is significantly different from the budget along with proposals to recover the position where appropriate. The in – year Directorate forecast is an overspend of £3.484m.

The current position for general balances shows an unchanged forecast of £14.088m.  After taking into account the forecast Directorate overspend, the consolidated revenue balances forecast is £10.604m.

The report also includes Capital monitoring against the programnme agreed last month.

Cabinet is RECOMMENDED to:

(a)               note the report; and

(b)              approve the virements as set out in Annex 2a.

The Cabinet received the sixth financial monitoring report for the 2009/10 financial year covering the period up to the end of September 2009 for both revenue, balances, reserves and capital. 

The current position for general balances showed an unchanged forecast of £14.088m.  After taking into account the forecast Directorate overspend the consolidated revenue balances forecast was £10.604m.

Officers drew attention to the supplementary report and additional recommendation contained in the addenda.

The Leader highlighted three areas where he would wish to see further work undertaken:

·         Putting more detail on the Children’s Young People & Families Action Plan including targets and timescales

·         Providing further analysis/information about future Direct Schools Grant

·         The ongoing impact with regard to young unaccompanied asylum seekers.

He drew attention to pressures: around pooled budgets in Social & Community Services; on ICT services and outside County placements for looked after children. Cabinet noted the action being taken as detailed by individual Cabinet Members.

RESOLVED:                        to:

(a)        note the report;

(b)               approve the virements as set out in Annex 2a.

(c)        agree the extension of the reduction in payment terms for small to medium sized businesses from 28 to 14 days for a further year and to the replacement of the lost interest by LABGI funding.

Cabinet Member; Growth & Infrastructure

Forward Plan Ref: 2009/200

Contact: Owen South, Senior Transport Planner (01865 815735) Ref:

Report by: Head of Transport

The report (CA8) updates Cabinet on developments in the Reading Area Transport Innovation Fund (TIF) bid since Cabinet last considered this matter in January 2009 and agreed to participate in ongoing work with Reading Borough Council and other neighbouring local authorities.

It describes proposals for a Low Emission Zone in Reading, which includes an element of charging.  It also describes proposed partnership arrangements.

It seeks a decision on whether or not Oxfordshire County Council should enter in to a Partnership Agreement with Reading Borough Council, other neighbouring authorities and the Department for Transport.  If so, a further decision is required on which of three levels of partnership status is appropriate.

The Cabinet is RECOMMENDED:

(a)               to agree in principle that Oxfordshire County Council can participate in the Reading Area Transport Innovation Fund (TIF) scheme as a Level 2 Programme Partner;

(b)              to make clear to the other local authorities and the Department for Transport that this is conditional on their agreement that the various elements of the programme, and the bridge specifically, can only go ahead with the agreement of the local authorities in whose areas these are located; and

(c)               to authorise the Cabinet Member for Growth and Infrastructure to sign the partnership agreement subject to the agreement in (ii) above and to legal and financial advice.

Cabinet considered a report(CA8) updating them on developments in the Reading Area Transport Innovation Fund (TIF) bid, describing proposals for a Low Emission Zone in Reading, which included an element of charging and seeking a  decision on whether or not Oxfordshire County Council should enter in to a Partnership Agreement with Reading Borough Council, other neighbouring authorities and the Department for Transport. 

It was noted that there was a changed recommendation a0 and an additional recommendation set out in the addenda.

Councillor Dr Peter Skolar, speaking as a local member representing two parishes affected by the proposals, stated that he had had several meetings with Reading Borough Council, the local MP and local parish representatives. There was suspicion over the plans and concern at the impact on roads and traffic congestion. There was concern over the role of Oxfordshire County Council and worry that active participation meant approval of all parts of the bid, he was pleased to see the changed and additional recommendation.

Councillor Carol Viney expressed concern that level 2 participation made the County Council a very junior partner with no right of veto. She referred to concerns over the proposals including a lack of modelling and a lack of local consultation. She felt that the proposed third crossing would result in a challenge to the County’s boundaries. The Council should use its land holding to ensure greater influence. Responding to a question she confirmed that she would like Cabinet to defer a decision on participation on the basis that it could participate at a later date.

Mr David Woodward, explained that SOTIG represented 7 parishes likely to be affected . He expressed concern that the third crossing would end on residential roads and feared that there would be pressure for a new major road. He outlined 3 major concerns; there had been little consultation; there had been no adequate traffic modelling and the report to Reading Borough Council Cabinet suggested that there was no right of veto. Responding to questions from Cabinet Members he appreciated the amendment and additional recommendation but felt that it did not address concerns over consultation and traffic modelling. The response rate to the SOTIG questionnaire, a copy of which was appended to the addenda, had been 30%.

The Cabinet Member for Growth & Infrastructure welcomed the contributions and stressed that he was very aware of the concerns from the many meetings he had attended. The recommendations were to clarify the Council’s position. He confirmed that the Council could opt out at any time if necessary and that he would continue to negotiate hard to realise the available opportunities.

Responding to questions Steve Howell clarified how the  maintenance of  bridges was arranged and indicated that the costs were shared.

RESOLVED:            to:                            

 (a)      agree in principle that OCC supports Reading BC in its promotion of the Reading Area Transport Innovation Fund by participating as a Level 2 Programme Partner on the understanding that OCC is opposed to congestion charging and to any third bridge  ...  view the full minutes text for item 115/09

Cabinet Member:  Growth & Infrastructure

Forward Plan Ref: 2009/090

Contact: Pat Higgins, Group Manager, Traffic Enforcement Tel: (01865)

814022

Report by Head of Transport (CA9)

Oxfordshire County Council has been undertaking parking enforcement in the city of Oxford since 1997, initially under the Traffic Regulation Act 1991 and, since March 2008, under the Traffic Management Act 2004.

During this time policies and working practices have been developed from experience and from best practice drawn from other local authorities also undertaking Civil Parking Enforcement. These were the subject of a report to the delegated decisions session of the Cabinet Member for Transport on 24^th April 2008.

It is intended that West Oxfordshire District Council will be the first District within the County that will undertake Civil Parking Enforcement under an agency agreement.   Oxfordshire County Council, as the highways authority, is required to make an application to the Department for Transport to create a Civil Parking Area which will enable civil enforcement of the various parking regulations in the District of West Oxfordshire to be undertaken.

As part of this application to the Department for Transport Oxfordshire County Council is expected to have in place a comprehensive parking policy document indicating how various aspects of the Traffic Management Act 2004 will be implemented and enforced.

The attached draft policy document is designed to fulfil this requirement.  It contains an enforcement procedures section which will also serve to standardise the enforcement practices throughout the County as and when Civil Parking Enforcement is introduced.

Cabinet is RECOMMENDED to approve the Parking Policy Document for use throughout those parts of the County where Civil Parking Enforcement is undertaken.

Cabinet noted that it was intended that West Oxfordshire District Council would be the first District within the County that will undertake Civil Parking Enforcement under an agency agreement.   Oxfordshire County Council, as the highways authority, was required to make an application to the Department for Transport to create a Civil Parking Area which would enable civil enforcement of the various parking regulations in the District of West Oxfordshire to be undertaken and as part of this application the Council was expected to have in place a comprehensive parking policy document.

Cabinet considered a report (CA9) seeking approval of such a comprehensive parking policy document (attached as an Annex) that indicated how various aspects of the Traffic Management Act 2004 would be implemented and enforced. It contained an enforcement procedures section which would also serve to standardise the enforcement practices throughout the County as and when Civil Parking Enforcement was introduced.

RESOLVED:             to approve the Parking Policy Document for use throughout those parts of the County where Civil Parking Enforcement is undertaken.

Cabinet Member: Schools Improvement

Forward Plan Ref: : 2009/199

Contact: Roy Leach, Strategic Lead School Organisation & Planning (01865 816458)

Report by: Director for Children, Young People & Families (CA7)

The European School at Culham is currently funded through a grant from the European Union. This grant funding is being phased out and the Department for Children, Schools and Families has agreed with the school's trust that it can be brought into the English maintained sector through replacing it with an academy. The first formal stage of this process is the submission of an ‘Expression of Interest' to the Schools Minister for his approval. Although the replacement academy will not be maintained by the County Council, the Council's support for the creation of an academy is sought. If the academy goes ahead, the project management of the delivery of new buildings will be the responsibility of the County Council. 

The Cabinet is RECOMMENDED to

(a)               note the contents of the draft Expression of Interest;

(b)              support the submission of the Expression of Interest as the basis of a proposal to replace the European School, Culham with an academy subject to the financial guarantees detailed in paragraphs 16, 17 and 18; and

(c)               request officers to bring a further report on the outcomes of consultations undertaken as part of the ‘Feasibility Study’.

The Cabinet considered a report (CA7) seeking support for the replacement of The European School at Culham with an Academy and seeking approval for submission of an ‘Expression of Interest' to the Schools Minister for his approval of the replacement.

Councillor Patrick, speaking as Shadow Cabinet Member for Schools Improvement expressed concern at the impact of an Academy on surrounding schools and urged caution.

The Leader highlighted the good attributes of the school including its emphasis on languages its provision of a different type of qualification and the special feel of the school. The cabinet member for Schools Improvement added that the proposals fell directly in line with Government legislation aimed at bringing independent schools within the state sector. With regard to the catchment area of surrounding schools the current school already admitted a significant number of pupils from the wider area. Funding would not come from the County Council but from Government who had top sliced funding at a national level.

RESOLVED:             to

(a)               note the contents of the draft Expression of Interest;

(b)              support the submission of the Expression of Interest as the basis of a proposal to replace the European School, Culham with an academy subject to the financial guarantees detailed in paragraphs 16, 17 and 18 of the report submitted; and

(c)               request officers to bring a further report on the outcomes of consultations undertaken as part of the ‘Feasibility Study’.

Cabinet Member: Leader

Forward Plan Ref: 2009/108

Contact: Sue Whitehead, Committee Services Manager Tel: (01865) 810262

Report by the Assistant Head of Legal & Democratic Services (CA10)

The report details specific appointments requiring the formal approval of Cabinet, seeks endorsement of an advice note for members and reports on indemnity and insurance issues for members on outside bodies. It seeks approval to the arrangements for strategic partnership Cabinet Member appointments.

Cabinet is RECOMMENDED to:

(a)               agree the procedure for considering appointments to strategic partnerships as set out in the report;

(b)              agree specific appointments as set out in paragraph 4 above;

(c)               endorse the advice note for councillors serving on outside bodies for issuing to all members appointed to outside bodies; and,

(d)              delegate authority to the Monitoring Officer to put in place appropriate indemnity and insurance to enable members to undertake their functions.

Cabinet considered a report (CA10) detailing specific appointments requiring the formal approval of Cabinet; seeking endorsement of an advice note for members and reporting on indemnity and insurance issues for members on outside bodies. It sought approval to the arrangements for strategic partnership Cabinet Member appointments.

The Leader commented that he would be asking appropriate officers to draw up job descriptions in respect of Member Champions but that they would still allow flexibility to develop the role as needed.

RESOLVED:            to:

(a)               agree the procedure for considering appointments to strategic partnerships as set out in the report;

(b)              agree specific appointments as set out in the report and addenda;

(c)               endorse the advice note for councillors serving on outside bodies for issuing to all members appointed to outside bodies; and,

(d)              delegate authority to the Monitoring Officer to put in place appropriate indemnity and insurance to enable members to undertake their functions.

Cabinet Member: All

Contact Officer: Sue Whitehead, Committee Services Manager (01865 810262)

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.

The Cabinet considered a list of items (CA10) 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.

Cabinet Member:  Leader

Forward Plan Ref: 2009/146

Contact: Sue Whitehead, Democratic Services (01865 810262)

Report by: Assistant Head of Legal & Democratic Services

Schedule attached (CA12) reporting on a quarterly basis any executive decisions taken by the Chief Executive under the specific powers and functions delegated to her under the terms of the schedule to Section L of the Council's Constitution - Paragraph 1(A)(c)(i)

Please note that this not for scrutiny call in.

Paragraph (1)(c)(i) of Section l of the Council’s Constitution requires any executive decision taken by the Chief Executive under the specific powers and functions delegated to her under the terms of that Rule, to be reported to Cabinet.

RESOLVED: to note the decisions taken in the period as set out in the schedule attached to the agenda.