Agenda and minutes

To confirm the minutes of the meeting held on 15 March 2011 (CA3) and to receive for information any matters arising from them.

The Minutes of the meeting held on 15 March 2011 were agreed subject to the following amended wording (shown in bold italics and strikethrough) of comments from Councillor Godden on Minute 35/11:

“She highlighted improvements shown in the report in areas with which the Council had struggled for some time, such as caseloads for children's social workers and capacity issues; and finding concerns over workloads and capacity with which the Council had struggled for a long time. She also stressed the importance of suitable accommodation for people leaving care as it often unlocked access to jobs and training.”

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  Jean Fooks had given notice of the following question to the Cabinet Member for Transport:

“Residents in Lower Wolvercote are very alarmed at the possibility that the Godstow Road bridge over the canal and the railway may not be strengthened or rebuilt to an adequate capacity. As part of the only road access to the village which is suitable for heavy goods vehicles, the bridge must be capable of taking vehicles up to at least 26 tonnes, if not 44 tonnes, gross laden weight. Until February this year, the County Council, in partnership with Network Rail, was proposing to replace the bridge with a new one which would take vehicles up to the higher limit. County engineers feared that if the bridge was removed from the capital programme, it might even be restricted to a 3-tonne limit – and probably Network Rail would only strengthen or rebuild to their liability , an 18-tonne capacity.

As an 18-tonne limit would prevent refuse vehicles, large construction vehicles, removal lorries, and other heavy goods vehicles from accessing Lower Wolvercote, I should like an assurance from the cabinet member that the County Council will either reinstate the bridge in the capital programme or obtain an assurance from Network Rail that they would maintain the bridge at a carrying capacity of at least 26 tonnes. “

Councillor Rose replied:

“In July last year ALL Capital schemes were placed in moratorium due to Oxfordshire County Councils need to aid the National Conservative/Liberal Democrat Coalition Government in its attempts to correct the massive deficit left by the outgoing Labour Government, in the hope we in the UK would not follow the route taken by Countries such as Ireland and Portugal. This is still the aim of the Conservative/Liberal Democrat Coalition, and of this Council. All Capital schemes have been prioritised since that time by the Council. I am sure Councillor Fooks would be hard pressed to make a case for OCC to spend £3.6M on a bridge belonging to others in the current financial climate, while, say, school classrooms are not built and prevent Oxfordshire’s children getting an education. All Councillors have been made aware that ANY change to the Capital program requires an equivalent saving somewhere else, but Councillor Fooks gives me no clue as to what this Council should NOT do to release £3.6 million.

Councillor Fooks is also somewhat economic with the truth in stating that HGV’s and dustcarts will be prevented from gaining access to Lower Wolvercote, should there be any change to the weight limit on the unrestricted rail bridge, as there is another route into the area. This alternative route does carry a 7.5T Environmental weight limit, but this only prevents access to through traffic – any vehicle needing access can lawfully use this way into the area. Should Network Rail only give strengthening or replacement to their bridge to an 18 tonne limit, then buses will be unaffected. This project was not envisaged to be completed within  ...  view the full minutes text for item 43/11

A petition was presented by Angie Goff, representing the Wolvercote Commoners requesting Oxfordshire County Council to ensure that the Godstow Road bridge over the canal and railway remains able to carry heavy goods vehicles up to at least a 26 tonne limit, until and when it is strengthened or rebuilt

The Council has agreed the following requests to address the

meeting:-

Cabinet Member: Growth & Infrastructure

Forward Plan Ref: 2011/055

Contact: Amy Howard, Waste Contracts Officer Tel: (01865) 815349

Report by Deputy Director for Environment & Economy – Growth & Infrastructure (CA6).

Oxfordshire County Council (OCC) currently has eight Household Waste Recycling Centres (HWRCs) which all accept a full range of recyclables as well as residual waste.

The City and District councils have made excellent progress in recycling household waste through the expansion of kerbside collection services.  Every house in Oxfordshire now has a comprehensive kerbside collection scheme for a full range of waste and recyclables including food waste.

Residents are increasingly embracing these new systems and recycling rates are increasing across the County.  With the expansion of kerbside collection services the need for people to visit one of our HWRCs has reduced. The role and service that the HWRCs provide is changing. 

OCC as the Waste Disposal Authority has a statutory obligation to provide places for members of the public to deposit their household waste.  Improved kerbside services provide an opportunity to reform and reshape the current service provision. The aim is to build upon this success story.  The network of Recycling Centres needs to be refined in order to maintain an efficient and effective solution as part of the wider joint municipal waste management strategy.

The current network of sites requires significant investment to bring them up to date as the current infrastructure is deteriorating.  In addition in a number of locations the expiration of temporary planning permission requires action to be taken in order to provide an acceptable level of service.

A public consultation was undertaken in order to obtain feedback from Oxfordshire residents, Councillors and Parish, Town and District Councils and inform the strategy. The consultation was undertaken between 7th March and 4th April.

This report sets out and seeks approval for a strategy that will ensure that Oxfordshire has facilities fit for the future that are well located to the main centres of population. 

Cabinet is RECOMMENDED to:

a)                 Approve the Household Waste Recycling Centre Strategy as detailed in this report;

b)                Authorise detailed implementation plans, including minor changes to the strategy, to be approved by the Director for Environment and Economy in consultation with the Cabinet Member for Growth and Infrastructure.

Cabinet considered a report that set out and sought approval for a strategy for

Household Waste Recycling Centres (HWRCs).

Councillor Anne Purse, Shadow Cabinet Member for Growth & Infrastructure, welcomed the increase in the range of recycling and the possibilities for re-use at the Kidlington site. She referred to the existing problems of fly-tipping and expressed some concern, being anxious at anything which made it less easy to dispose of rubbish which would lead to an increased risk of fly-tipping. She noted the enforcement activity and hoped that surveillance would also increase. In response to a question from Councillor David Robertson querying whether she would support putting cameras into vulnerable spots, Councillor Purse replied that she would support any action that was proved to work. All options to take action should be looked at. Responding to a further question about the practicality of electronic chips in bins Councillor Purse indicated that that was not necessarily what she was meaning.

Councillor Shouler as the Efficiencies Champion referred to the reduction in the savings set out in paragraph 46 of the report. He expressed concern at a trend at this early stage of the budget year not to achieve the target savings as it could undermine the validity of the budget and he queried what alternative savings would be found. He also commented on the public consultation noting that the changes were not as a result of such consultation but that in any case where there were reductions in services then there was bound to be an adverse public reaction.

The Cabinet Member for Growth & Infrastructure in introducing the report highlighted that it was difficult to make assumptions about the level of household recycling at sites given the success of District Council collections. He stressed that the strategy was about household waste, noting that fly-tipping was often commercial in nature. He understood the concerns expressed by Councillor Shouler but felt confident that the savings target overall would be met by the Directorate. The Director of Environment & Economy reinforced the assurance given by the Cabinet Member that the agreed target savings for the Directorate as a whole would be met from within the Directorate:

During discussion Cabinet Members referred to recycling initiatives in their local areas and also commented on the level of facilities provided. The Cabinet Member for Police and Policy Coordination referred to the high degree of cooperation between District Councils and the County Council. There was some debate on the merits of surveillance cameras at fly tipping problem spots.

RESOLVED:                        to:

a)                 Approve the Household Waste Recycling Centre Strategy as detailed in this report;

b)                 Authorise detailed implementation plans, including minor changes to the strategy, to be approved by the Director for Environment and Economy in consultation with the Cabinet Member for Growth and Infrastructure.

Cabinet Member: Children, Young People & Families

Forward Plan Ref: 2011/032

Contact:

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

This report sets out a proposed new direction for the provision of services for children, young people and families in Oxfordshire, including the creation of a new, single integrated Early Intervention Service and changes to the provision of Education Services and Children’s Social Care Services. 

The proposals set out how services will be redesigned and reshaped to better meet the needs of children, young people and families and to address the financial challenges and new national policy direction set out in the Children, Young People & Families Directorate Business Strategy. This report seeks Cabinet approval to proceed with the implementation of service redesign taking account of the outcomes of extensive consultation, an assessment of equality and inclusion and a financial appraisal.

Cabinet considered a report that set out a proposed new direction for the provision of services for children, young people and families in Oxfordshire, including the creation of a new, single integrated Early Intervention Service and changes to the provision of Education Services and Children’s Social Care Services. The report sought Cabinet approval to proceed with the implementation of service redesign taking account of the outcomes of extensive consultation, an assessment of equality and inclusion and a financial appraisal.

Councillor Janet Godden, Shadow Cabinet Member for Children, Young People & Families noted that consultation on the current proposals had been very thorough but commented that there had been two other restructures in recent years, the latest in 2008. She referred to the low number of schools responding and was concerned that schools and Governing Bodies were not ready and that attainment would suffer. She commented on the early intervention proposals and would have liked to have seen more in the proposals about health and well being, highlighting the concerns in the consultation about the loss and dilution of skills. She felt that there was not sufficient information about the budget and to the financial outcome and reputational risks to the Council of the proposals.

The Cabinet Member for Schools Improvement commented that the previous changes had not been as far reaching as the current proposals.

Councillor Zoe Patrick, speaking as a local member referred to the potential closure of facilities in Grove and Wantage. She was working together with Councillor Hannaby to see what could be done. An application under the Big Society Fund had been submitted but there were many calls on this funding. She referred to the work of the Sweatbox and Beatbox and the high levels of local use. Beatbox provided a valuable service for people with learning difficulties. She asked that the Cabinet rethink how the service redesign would impact on those areas without a hub and what could be revised to help.

Councillor Liz Brighouse, speaking as a local member, expressed frustration around contradictions she found in the paper between statutory responsibilities, the concept of universal provision and targeted services. She highlighted the position of Wood Farm Youth Club which was run by volunteers and noted that it was in one of the most deprived wards. She believed that the report did not look at the specific impact of the proposals on the families in deprivation and poverty. The proposals would lead to a lack of the universal services they required and she asked that Cabinet look again at how areas in deprivation could be best served to provide the best outcomes for young people. She commented that young people wanted somewhere to go and without the Youth Club were more likely to be perceived as likely to offend. The aim should be to help young people stay out of the higher end of social care provision. Some facilities had been given an extra year and she asked that Wood farm Youth Club be given the  ...  view the full minutes text for item 46/11

Cabinet Member: Adult Services

Forward Plan Ref: 2010/217

Contact: Martin Bradshaw, Assistant Head of Service Tel: (01865) 323683

Report by Director for Social & Community Services (CA8).

This report sets out the results of a 3 month consultation exercise into proposed reprovision of a range of internal Home Support services which employ around 320 staff and support 500 Service Users.

20 well-attended consultation meetings have been held with staff and Service User groups across the County. The main themes emerging from consultation are summarised. Most of the issues raised by staff related to redundancy arrangements and alternative employment options. Concerns were raised about the speed of reprovision, quality of alternative independent sector services, and their availability in sufficient volume across the County. Changes made to the initial reprovision plan as a result of consultation include: extending the transition timetable, improved arrangements for alternative employment, enhanced support for Personal Assistants, additional contract monitoring and setting up a temporary 'Community Response Team' to fill any gaps in provision.

Initial restructuring has taken place to achieve agreed efficiency savings in 2011/12. Subject to final decision of Cabinet, a detailed 'transition plan'  

has been produced to ensure fair treatment for all staff, and continuity of care for Service Users.  Staff will be supported to find alternative employment in the care sector as far as possible.  The proposed timetable for reprovision is set out in the report, with the aim that all services would be transferred or reprovided externally by April 2012, subject to suitable alternative supply being available..

Cabinet is RECOMMENDED to

(a) Note the outcome of consultation with staff and Service User groups, and agree the changes to original proposals set out in para 7 above

(b) Agree that the internal Home Support Service will cease to operate by April 2012, subject to satisfactory reprovision arrangements set out in paras 10-13 and any other necessary actions required to maintain continuity of service

(c) Request a progress report from the Director of Social and Community Services to Adult Services Scrutiny Committee in December 2011.

Cabinet considered a report that set out the results of a 3 month consultation exercise into proposed reprovision of a range of internal Home Support services which employ around 320 staff and support 500 Service Users and that sought final approval of the proposed changes to service provision.

Councillor Jenny Hannaby, Shadow Cabinet Member for Adult Services expressed her admiration for the staff who provided a flagship service that was the envy of other authorities. She stated that she had spoken before about her concern over the speed of the changes and the impact on the ability to assist the most vulnerable users of the service. She was pleased that the contract would be monitored and she would be pressing for a regular report to the Adult Services Scrutiny Committee. There was still a lot more assistance required by staff who were required to adjust to a working life outside the Council and she urged continued support. The financial savings would not be known until the process was completed and she hoped that the changes would not be in vain with the savings not achieved. She sought clarification on Annex 2 and assurances about service continuity and cost for service users in the event of a service provider not delivering. She continued to have some concerns over quality and supervision and hoped that the Council would be sure of providers’ ability in terms of capacity, expertise and financial stability before their inclusion on the contract list.

The Cabinet Member for Adult Services in introducing the report stated that they had listened and taken on board the comments made during the consultation. He added his thanks to the internal Home Support Service staff for their efforts. He praised the positive manner in which they had approached the consultation. He emphasised that the approach was largely the same as that agreed in December but highlighted the changes made following the consultation. He added that only 20% of services were provided by the internal service and that the cost was no longer affordable. In a recent inspection the existing external providers were found to be good or excellent and he was confident that new providers would be found likewise. The providers were well aware of the cost structure so he was confident in moving the recommendations to proceed.

The Director for Social & Community Services stated that the changes were being proposed with regret but were necessary to maintain a viable service. This was largely accepted by both service users and employees. He understood the concern to protect staff and to maintain continuity of care. In relation to contract monitoring the Directorate was well used to dealing with the issue of service failure. The Contracts Team work closely with providers and this was the value of having a wide range of providers. They had experience of stopping provision where necessary and finding alternative provision for service users. Contracts were actively managed and they had 20 years experience of commissioning services. With regard to staff  ...  view the full minutes text for item 47/11

Cabinet Member: Schools Improvement

Forward Plan Ref: 2011/013

Contact: Barbara Chillman, Principal Officer – School Organisation & Planning Tel: (01865) 816459

Report by Director for Children, Young People & Families (CA 9).

New Marston Primary School is a primary school for 3-11 year-olds in the north-east of Oxford. Its catchment area includes Headley Way and Northway. Until recently the school had planned to admit 30 children each year. Due to rising numbers of children needing primary school places in Oxford, the school agreed to take more than its admission number in September 2009 and 2010. The school's admission number for 2011 was published at 60 and a decision is now needed on whether to permanently expand the school to 2 forms of entry (with an admission number of 60), requiring an enlargement to the physical capacity of the school.

In recent years Oxford has experienced a significant and sustained rise in primary pupil numbers. To meet this demand, in 2008 an additional 105 primary school places across the city were agreed; in 2009 a further primary 245 additional places were created (including 30 at New Marston Primary School); and in 2010 another 238 additional places were created (including 25 at New Marston Primary School). Looking to the future, significant additional housing is proposed in Oxford City Council’s Core Strategy, which will, in turn, lead to increased pupil numbers across the city.

The proposal to expand New Marston Primary School is one part of the County Council’s strategy to meet the need for primary school places in Oxford.

Cabinet is RECOMMENDED to approve the publication of a statutory notice for the expansion of New Marston Primary School, Oxford.

New Marston Primary School is a primary school for 3-11 year-olds in the north-east of Oxford. Its catchment area includes Headley Way and Northway. Until recently the school had planned to admit 30 children each year. Due to rising numbers of children needing primary school places in Oxford, the school agreed to take more than its admission number in September 2009 and 2010. The school's admission number for 2011 was published at 60 and Cabinet considered a report seeking a decision whether to permanently expand the school to 2 forms of entry (with an admission number of 60), requiring an enlargement to the physical capacity of the school.

The Cabinet Member for Schools Improvement referred to the issues raised that related to traffic and access. These issues were a concern for many of the County’s school sites. The Travel Plan was in need of an update,

RESOLVED:                        to approve the publication of a statutory notice for the expansion of New Marston Primary School, Oxford as detailed in the report.

Cabinet Member: Schools Improvement

Forward Plan Ref: 2011/011

Contact: Barbara Chillman, Principal Officer – School Organisation & Planning Tel: (01865) 816459

Report by Director for Children, Young People & Families (CA10).

In recent years the Wantage and Grove area has experienced a significant and sustained rise in primary pupil numbers due to birth rates and recent/current housing development in Wantage.

Charlton Primary School is a school for 4-11 year-olds located on the eastern edge of Wantage and its site and buildings have been identified as the best option for immediate and future phased development via judicious remodelling and expansion. Until recently the school had planned to admit 40 children each year but due to the projected rising numbers of children needing primary school places in Wantage, the school's admission number for 2011 was published at 45 [1.5 form entry], and the school has agreed to accept up to a maximum of 60 F1 children for this September, subject to the provision of appropriate teaching accommodation. 

Following local consultation, a decision is now needed whether to permanently expand the school to 2 forms of entry (with an admission number of 60), which will require an enlargement to the physical capacity of the school.

Cabinet is RECOMMENDED to approve the publication of a statutory notice for the expansion of Charlton Primary School.

In recent years the Wantage and Grove area had experienced a significant and sustained rise in primary pupil numbers due to birth rates and recent/current housing development in Wantage. Following local consultation, Cabinet considered a report seeking a decision on whether to permanently expand the school to 2 forms of entry (with an admission number of 60), which will require an enlargement to the physical capacity of the school.

Councillor Zoe Patrick, as a local member commented that the number of children in Grove and Wantage was growing. She had attended a local meeting on the proposals that had been generally positive but there were concerns over traffic. She referred to the plans to improve the car park and to the Travel plan. She accepted the loss of the swimming pool although it was a shame. She welcomed the extra space as ideally all local children should be able to go to a local school of their choice.

RESOLVED:                        to approve the publication of a statutory notice for the expansion of Charlton Primary School.

Cabinet Member: Finance & Property

Forward Plan Ref: 2010/200

Contact: Kath Wilcox, Principal Financial Manager Tel: (01865) 323981

Report by Assistant Chief Executive & Chief Finance Officer (CA 11).

This is the ninth financial monitoring report for the 2010/11 financial year and covers the period up to the end of February 2011.  Parts 1 and 2 include projections for revenue, balances and reserves.  The Capital Monitoring is included at Part 3. Funding changes and Other Financial Issues are included in Part 4.

This is the last Financial Monitoring Report before the Provisional Outturn Report to Cabinet on 22 June 2011, which will set out the financial position for 2010/11.

Cabinet is RECOMMENDED to:

(a)              note the report;

(b)              Agree the contribution of £0.266m from the Efficiency Reserve to offset the shortfall of in-year grant reductions as set out paragraph 56;

(c)               Agree the bad debt write off as set out in paragraph 53;

(d)              Agree the Pre-Planning and Archaeology charges set out in paragraph 72 and Annex 7;

(e)              Agree to defer a decision on the use of the extra funding of £1.941m, notified for services for which funding has already been agreed, until the outcomes of the consultations are known as set out in paragraph 67;

(f)                Agree that the grants provided for the provision of additional services of £4.295m are spent in accordance with the terms and conditions attached to them and are allocated to the appropriate Directorates as set out in paragraph 68;

(g)              Approve virements for financial year 2011/12 included in Annex 10 and set out in paragraph 73.

Cabinet considered the latest financial monitoring report for the 2010/11 financial year that covered the period up to the end of February 2011.  Parts 1 and 2 included projections for revenue, balances and reserves.  The Capital Monitoring was included at Part 3. Funding changes and Other Financial Issues were included in Part 4.

Cabinet noted that the current report was the last Financial Monitoring Report before the Provisional Outturn Report to Cabinet on 22 June 2011.

The Cabinet Member for Finance and Property commented on the amount of funding that had come through from a variety of sources since the budget had been set in February 2011. He referred particularly to the improved position in respect of poled budgets where money had been received from the PCT.

The Deputy Leader whilst recognising that the underspend position would assist the current year’s budget sought some assurance that there had been sufficient resources available to spend what had been in the budget. The Assistant Chief Executive & Chief Finance Officer commented that capacity was a concern but that there would be a focus on key deliverables. The Cabinet Member for Finance & Property added that the budget for the year had been set prior to the new Government giving rise to the emergency budget and the late settlement.

RESOLVED              to:

(a)               note the report;

(b)               Agree the contribution of £0.266m from the Efficiency Reserve to offset the shortfall of in-year grant reductions as set out paragraph 56;

(c)               Agree the bad debt write off as set out in paragraph 53;

(d)               Agree the Pre-Planning and Archaeology charges set out in paragraph 72 and Annex 7;

(e)               Agree to defer a decision on the use of the extra funding of £1.941m, notified for services for which funding has already been agreed, until the outcomes of the consultations are known as set out in paragraph 67;

(f)                 Agree that the grants provided for the provision of additional services of £4.295m are spent in accordance with the terms and conditions attached to them and are allocated to the appropriate Directorates as set out in paragraph 68;

(g)               Approve virements for financial year 2011/12 included in Annex 10 and set out in paragraph 73.

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 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 together with changes notified at the meeting.

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

Cabinet Member: Leader

Forward Plan Ref: 2010/201

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

To report (CA13) on a quarterly basis any executive decision taken by the Chief Executive under the specific powers and functions delegated to her under the terms of Part 7.4 of the Council’s Constitution – Paragraph 1(A)(c)(i).  Item not for scrutiny call in.

Cabinet noted the schedule of executive decisions taken by the Chief Executive under the specific powers and functions delegated to her under the terms of Part 7.4 of the Council’s Constitution – Paragraph 1(A)(c)(i) in the period January to March 2011. 

Councillor Zoe Patrick expressed some concern over a trend evident in the schedule for short term contracts. The Leader of the Council stated that he was consulted before such decisions were taken and he gave an assurance that he always checked that the Monitoring Officer had cleared the decision to be taken and that there was good reason for it. It was usually a matter of timing.