Agenda, decisions and minutes

Councillor Hibbert Biles declared an interest in Item 9, LTP4 as she lived on a road highlighted during an address by the Chairman of South Newington Parish Council.

To approve the minutes of the meeting held on 20 January 2015 (CA3) and to receive information arising from them. (to be circulated separately)

The Minutes of the meeting held on 16 December 2014 were approved and signed.

Cabinet noted that a reply was outstanding in respect of the suggestion made by Councillor Smith that in future councillors make payments through personal cheques directly rather than using the County Council finance system.

Councillor  Howson had given notice of the following question to  Councillor Nimmo Smith:

“Can the cabinet member confirm for the record whether the mandatory turn left sign across the junction of Hythe Bridge Street with Worcester St applies to all road users or only motorised vehicles? If, as has been suggested, cyclists can still cycle from Hythe Bridge street across the junction and into George St in both directions, what safety measures are in place to prevent 'incidents' from taking place at busy times of day, especially for cyclist travelling towards George St that might cause injury to cyclists?” 

Councillor Nimmo Smith replied:

“With reference to permitted movements, the ONLY movements not permitted to ‘motorised vehicles’ are straight on and right turns from Hythe Bridge Street as indicated by the left turn arrow head on the traffic signals. Cyclists ARE permitted to make these movements and ‘Except For Cyclists’ sub plate signs, installed within the traffic signal head assemblies, are due to be installed on site (both sides of Hythe Bridge Street approach).

The exemption for cyclists described above are as advertised and consulted on (during June / July 2014) within the permanent Traffic Regulation Order amendments required for the scheme.

A Stage 3 Road Safety Audit (post construction) site inspection has already been undertaken (Thursday 8^th January 2015) and a report of findings will be submitted to the Project team shortly who will fully consider the concerns raised and agree appropriate actions. This audit, as per the previous stages has been completed by a team of Auditors who are completely independent to the project team.

In addition to the above, a list of ‘remedial’ works has been agreed with the Contractor and works to complete/remedy these items, including the ponding issue at the Hythe Bridge Street crossing point, are scheduled to be undertaken from Monday 26^th January 2015.

Additional road markings will be undertaken during that period including the marking of a central refuge area where cyclists can wait before progressing to George Street. These markings will also serve as a visible means to further educate motorists of the presence of cyclists at this point.”

Supplementary: Responding to a query why the sign “Except Cyclists” had not been part of the original works and had been put up before the refuge in the middle of the road, Councillor Nimmo Smith replied that the rules for cyclists had not changed and the ability to go straight across had not changed.

Councillor Fooks had given notice of the following question to Councillor Nimmo Smith:

"The County Council passed a motion on April 1st which committed the Council to considering the impact on the health of Oxfordshire residents, from NOx and particulates, as new large developments are proposed and new transport strategies developed. This of course includes the major retail developments in Oxford and the development of LTP4.Given that Public Health England estimated in a recent report that 55 deaths of people over 25 in Oxford in 2010 were due  ...  view the full minutes text for item 3/15

The following requests to address the meeting had been agreed

Item 6 – Councillor Brighouse,

Councillor Mallon

Item 7 –Councillor Hards

Councillor Price,

Councillor Mathew

Item 8– Councillor Price,

Item 9 Mr Braithwaite

Councillor Fooks,

Councillor Howson

Councillor Hards

Item 10 – Councillor Hards

Item 11 – Councillor Mathew

Cabinet Member: Leader

Forward Plan Ref: 2014/204

Contact: Councillor Ian Hudspeth, Leader of the Council Tel: (01865) 815283

Report by Leader of the Council (CA6).

In response to government announcements about future public spending cuts the Leader of the Council will present the findings of a report from Ernst and Young on the options for the future configuration of local government in Oxfordshire.

Cabinet is RECOMMENDED to consider the Ernst and Young report and to refer it to Council in order that all Members can debate the issues.

In response to government announcements about future public spending cuts the Leader of the Council presented the findings of a report from Ernst and Young on the options for the future configuration of local government in Oxfordshire.

Councillor Brighouse, Opposition Leader, commented that the paper was interesting, and at this stage it dealt solely with finance which was probably right. However it raised more questions than it supplied answers. She highlighted the wider devolution debate sparked by the independence referendum in Scotland. The potential reorganisation of local authorites was wider than the finance aspects and she welcomed the debate at Council. It was important to look at successful aspects of the current system such as the locality working. Engagement at the local level and efficient local government were key. The proposals here could not be considered in isolation from the budget and corporate plan.

Responding to a question Councillor Brighouse indicated that she could not indicate how her Group felt on the options as they had yet to debate them fully.

Councillor Mallon welcomed the report but suggested a fourth option that he believed combined the savings of Option 1 with the local accountability of Option 3. He proposed that there be three unitary councils as suggested in Option 3 but that those unitary councils shared services as was already happening at district level, giving savings suggested by Option 1. It therefore gave the best of Option 1 with local accountability. Councillor Mallon argued that it would allow a local mandate with local priorities that recognised the differences between areas in Oxfordshire. He asked that work be undertaken to enable his option to be considered as part of the Council debate in March.

Following comments and questions from Cabinet, Councillor Mallon expounded his view that his proposal would allow both tailoring to local needs and strategic working on larger issues, whilst delivering the saving needed.

Councillor Hudspeth indicated that the report was the start of a debate and he welcomed further options being put forward. He undertook to consider the further option suggested by Councillor Mallon with a view to including that as Option 4 in the debate at Council.

During his introduction of the contents of the report Councillor Hudspeth referred to comments widely made that the report was error strewn. However no errors had been pointed out to him, although he was happy to consider any that could be identified. He highlighted the reputation of Ernst & Young. During discussion it was further noted that the figures included in the report were based on publicly available information much of it from the District Councils.

Cabinet generally welcomed the report and that it would generate an opportunity to debate the issues raised at full Council.

RESOLVED:             following consideration of the Ernst and Young report to refer it to Council in order that all Members can debate the issues, including the further suggestion from Councillor Mallon.

Cabinet Member: Finance

Forward Plan Ref: 2014/125

Contact: Stephanie Skivington, Corporate Finance Manager, Tel: (01865) 323995

Report by Chief Finance Officer (CA7).

This report is the final report to Cabinet in the series on the Service & Resource Planning process for 2015/16 to 2017/18, providing councillors with information on budget issues for 2015/16 and the medium term.  It sets out the proposed 2015/16 budget; the updated Corporate Plan; the draft 2015/16 – 2017/18 Medium Term Financial Plan (MTFP) and the updated Capital Programme 2014/15 – 2018/19.

The Cabinet is RECOMMENDED to approve:

(1)          a £0.500m project development budget for the Didcot Northern Perimeter Phase 3 Scheme;

(2)          a budget increase of £0.364m for the Frideswide Square Transport and Public Realm scheme and to proceed to construction of the works on the main square.

The Cabinet is RECOMMENDED to RECOMMEND Council to approve:

(a)          the Corporate Plan, Directorate Business Strategies and Performance Indicators;

(b)          in respect of revenue:

(1)          a budget for 2015/16 and a medium term plan to 2017/18, based on the proposals set out in the December 2014 report to Cabinet and the variations in Section 3.2;

(2)          a council tax requirement (precept) for 2015/16;

(3)          a council tax for band D equivalent properties;

(4)          virement arrangements to operate within the approved budget;

(5)          the virement of £2.8m from corporate contingency to children’s social care included in section 3.4;

(c)          in respect of treasury management:

(1)          the Treasury Management Strategy Statement and Annual Investment Strategy;

(2)          to continue to delegate the authority to withdraw or advance additional funds to/from external fund managers to the Treasury Management Strategy Team;

(3)          that any further changes required to the 2015/16 strategy be delegated to the Chief Finance Officer in consultation with the Leader of the Council and the Cabinet Member for Finance;

(4)          the Prudential Indicators as set out in Appendix A of Section 3.5;

(5)          Minimum Revenue Provision Methodology Statement as set out in Appendix B of Section 3.5;

(6)          The Specified Investment and Non Specified Investment instruments as set out in Appendix C and D of Section 3.5;

(7)          The Treasury Management Policy Statement as set out in Appendix E of Section 3.5;

(d)          approve a Capital Programme for 2014/15 to 2018/19 including the Highways Structural Maintenance Programme 2015/16 and 2016/17;

(e)          to delegate authority to the Leader of the Council, following consultation with the Chief Finance Officer, to make appropriate changes to the proposed budget.

Cabinet considered the final report in the series on the Service & Resource Planning process for 2015/16 to 2017/18, providing councillors with information on budget issues for 2015/16 and the medium term.  It set out the proposed 2015/16 budget; the updated Corporate Plan; the draft 2015/16 – 2017/18 Medium Term Financial Plan (MTFP) and the updated Capital Programme 2014/15 – 2018/19.

Councillor Hards, Shadow Cabinet Member for Finance, highlighted the difficulty of the task ahead, referring to the huge increases in costs for Adult Social Care and Children, Education & Families and the resultant pressures on the budget. He expressed relief that there was the option to raise Council Tax by 1.9% before a referendum was required. The pressures would cause difficulty for any organisation but he felt that it was particularly difficult for the Council given the impact on resilience caused by responding to the on-going difficult financial position. He raised a number of queries around the detail of the report relating to the Better Care Fund figures, the Care Act funding and questions on the business rate and RSG.

Councillor Stratford responded to the queries raised indicating that the Better Care Funding was expected but was not available yet; the Revenue Support Grant he was confident would be available when needed despite the new payment arrangements and further thought would need to be given to the implications of the Care Act. Councillor Heathcoat, Cabinet Member for Adult Social Care added that there would need to be some flexibility within adult social care but welcomed that the Health & Wellbeing Board had agreed the £8m Better Care Fund. She thanked the Chief Executive and John Jackson for their efforts to make this happen. She recognised that the budget decisions would be difficult but referred to actions being taken to ensure that the Directorate would manage. The implications of the Care Act were an unknown at this stage.

Councillor Price, Shadow Cabinet Member for Adult Social Care, stated that she had heard it said at many meetings that the Council had had to pull back to their statutory role and expressed concern for the future given the volatility of demand and the uncertainty around the Care Act. There was a need to address problems around the  learning disability budget and to ensure that in social care we were doing more than just reacting to cuts. Councillor Heathcoat in response stated that they were indeed doing more than reacting to cuts and were looking at integrating provision, supported by truly pooled budgets.  

Councillor Mathew referred to the decision taken at Council not to provide paper copies to councillors except where they were members of a committee and asked that this decision be reversed. He acknowledged the need to balance the books but felt that this decision was short sighted as it was not possible to read more than a few pages on a computer. Cabinet in particular would lose the benefit of the advice of well informed councillors. It affected the ability of councillors  ...  view the full minutes text for item 6/15

Cabinet Member: Adult Social Care

Forward Plan Ref: 2014/191

Contact: Natalia Lachkou, Commissioning Manager Tel: 07881 500344

Report by Director for Adult Social Services (CA8).

Housing related support services have largely been protected from cuts for the past four years, but the scale of financial challenge facing the County Council now has required action to be taken to reduce the budget by 38% in line with the actual funding available.

On 29 May 2014 the members of the Health Improvement Board agreed a proposal for how to implement the reduction of funding for housing related support services to go forward to consultation with other stakeholders.

This report outlines the findings from the public consultation that ran from 26 June to 17 September and sets out the proposed way forward following that consultation. This proposed way forward has been subsequently considered and approved by the members of the Health Improvement Board on 20 October 2014 and of the Health and Wellbeing Board on 13 November 2014.

The Cabinet is RECOMMENDED to approve the proposed plan for re-commissioning of housing related support services as revised following the consultation and set out in this report. 

Housing related support services have largely been protected from cuts for the past four years, but the scale of financial challenge facing the County Council now has required action to be taken to reduce the budget by 38% in line with the actual funding available. On 29 May 2014 the members of the Health Improvement Board agreed a proposal for how to implement the reduction of funding for housing related support services to go forward to consultation with other stakeholders.

Cabinet had before them a report that outlined the findings from the public consultation and which set out proposals on the way forward following that consultation and consideration and approval by the members of the Health Improvement Board on 20 October 2014 and of the Health and Wellbeing Board on 13 November 2014.

Councillor Price, Shadow Cabinet Member for Adult Social Care, stated that she was glad that the consultation had been extended. She welcomed the use of public health funding to allow the reduction to be phased over two years. She referred to the ongoing work looking at the domestic abuse service and urged Cabinet to lobby the Police & Crime Commissioner for a contribution to this service. She welcomed further pooling and input from District Councils.

Councillor Heathcoat, Cabinet Member for Adult Social Care, introduced the contents of the report stressing the openness of the process followed. The proposals had been discussed at the Health Improvement Board and at the Health & Wellbeing Board and the Districe Council representatives had been fully engaged. She thanked the Chief Executives and the Oxfordshire Councils Leaders Group and Natalia Lachkou for their hard work in delivering what was a good outcome.

RESOLVED:                        to approve the proposed plan for re-commissioning of housing related support services, as revised following the consultation.

Cabinet Member: Environment

Forward Plan Ref: 2014/099

Contact: Daniel Round, Locality Manager Tel: (01865) 815623

Report by Deputy Director for Environment & Economy – Strategy & Infrastructure Planning (CA9).

Connecting Oxfordshire: Local Transport Plan 2015-2031 (the ‘Local Transport Plan’) sets out the Council’s county-wide policy and strategy for transport. It has an important role in helping to secure the infrastructure necessary to support economic and housing growth in the County, by setting out clearly what we want to achieve and why it is necessary.

The new plan has been drafted following internal, stakeholder and public consultation on goals and objectives last summer. The results of these consultations led to some changes to plan goals/objectives and presentation, including placing more emphasis on public transport, cycling and walking, and emphasising the whole of Oxfordshire, rather than focusing more narrowly on the Didcot-Oxford-Bicester ‘Knowledge Spine’.

The plan reflects current Government policy and supports the overarching objectives of Oxfordshire 2030 and the Corporate Plan. It supports the Strategic Economic Plan and the scale of growth indicated in the Strategic Housing Market Assessment. District councils have also been involved in drafting the Area Strategies in the document, to support emerging Local Plans.

The Plan is broken down into a main document, which sets out the county council’s high level policies and strategic approach as well as our area and route strategies, which is supported by a number of supporting strategy documents. The final version of document will also include a programme of Oxfordshire’s priorities for investment in transport schemes. The document is structured around a number of links that enable readers to easily navigate between areas of greatest interest.

This is the consultation draft of the Plan that, subject to approval including any changes agreed, will go forward for public consultation in February/March, returning for final Cabinet approval and adoption by Full Council (as it is a statutory document) by summer 2015. This final version will include a more detailed programme of scheme delivery.

Cabinet is RECOMMENDED to approve the draft Local Transport Plan for Public Consultation.

Connecting Oxfordshire: Local Transport Plan 2015-2031 (the ‘Local Transport Plan’) sets out the Council’s county-wide policy and strategy for transport. It has an important role in helping to secure the infrastructure necessary to support economic and housing growth in the County, by setting out clearly what we want to achieve and why it is necessary.

Following internal, stakeholder and public consultation on goals and objectives last summer Cabinet considered a report seeking approval to the consultation draft of the Plan that, will go forward for public consultation in February/March, returning for final Cabinet approval and adoption by Full Council (as it is a statutory document) by summer 2015.

Cabinet was advised that the consultation period would be for 8 weeks rather than the 6 weeks referred to in the report.

Mr Braithwaite, Chairman of South Newington Parish Council, spoke on the apparent absence of any definite proposals in the draft LTP4 for reducing HGV use of the A361 between Banbury and Chipping Norton. He stated that the route was an obvious one from Banbury and attracted a significant number of vehicles yet there was no route strategy included in the Plan. This was despite an acknowledgement by officers that it was not suitable due to the route passing through a number of small towns. He asked that the problem be addressed in a coherent way within the plan

Councillor Fooks, speaking as a local councillor, welcomed a number of good things in the plan including the reference to cyclists, the rail strategy (although she would have liked to see a reference to the use of Witney), the Northern Gateway and the strategic link road from the A40. She queried whether another bridge was planned over the ring road to reduce the problems for cyclists attempting to cross it. However with regard to Park & Ride sites she felt that there appeared to be a lack of joined up thinking and that the City Council and County Council could have formulated a better approach together. She added that an index to the Plan would be helpful.

Councillor Hudspeth responded to the points made commenting that as a cyclist he found it easy to cross the ring road at Wolvercote roundabout by getting off his bicycle. The County Council had discussed its plans for Park & ride with the City Council and he explained that the aim was to take the sites outside of the ring road so that users of the Park & Ride were not adding to congestion within the ring road. It had the added benefit of freeing up space for affordable homes.

Councillor Howson, speaking as a local councillor, noted that surface railways were generally more cost effective than tunnels. He recognised the increasing numbers of journeys each day and that, even with increased bus use, traffic problems would continue. He commented on two specific proposals, to ban cross city traffic by 2031 closing the north-south route across the City and to introduce traffic management restrictions on the Banbury Road. He  ...  view the full minutes text for item 8/15

Cabinet Member:  Environment

Forward Plan Ref: 2014/189

Contact: Richard Warren, Strategic Project Delivery Manager Tel: 07748 112169

Report by Director for Environment & Economy (CA10).

The Council’s Major Infrastructure Delivery Commercial Team is managing the delivery of a number of major highway improvement schemes.  Some of these schemes require additional land to enable delivery of the proposed improvements which will reduce congestion, improve movement, access and safety and encourage use of sustainable transport.

This report provides a list of the following schemes (with supporting compulsory purchase order land details) that require additional land.

·                     Chilton Interchange

·                     Featherbed and Steventon Lights

·                     Harwell Phase 1

·                     Harwell Phase 2 -  Hagbourne Hill

·                     Ducklington Lane Corridor Improvements, Witney

The report requests approval by Cabinet for the Director of Environment and Economy in consultation with the Executive Cabinet member to exercise delegated authority for use of Compulsory Purchase powers for the purchase of land for these schemes, in the event that this land required cannot be purchased by negotiation.

Cabinet is RECOMMENDED to:

(a)       approve delegation of the exercising of compulsory purchase powers to the Director of Environment and Economy in consultation with the Executive Cabinet member, for the purchase of land required for the delivery of the major infrastructure schemes as outlined in this report, further to the Council seeking (exhaustively) to acquire the necessary land through negotiation with the landowners;

(b)         note that in so far as the whole or any part or parts of land required is not acquired by negotiation the making of a compulsory purchase order, under provisions contained in Part X11 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 inquiry if required.

The Council’s Major Infrastructure Delivery Commercial Team is managing the delivery of a number of major highway improvement schemes. Some of these schemes require additional land to enable delivery of the proposed improvements which will reduce congestion, improve movement, access and safety and encourage use of sustainable transport. Cabinet considered a report that provided a list of schemes (with supporting compulsory purchase order land details) that require additional land.

The report further requested approval for the Director for Environment and Economy in consultation with the Cabinet Member for Environment to exercise delegated authority for use of Compulsory Purchase powers for the purchase of land for these schemes, in the event that this land required cannot be purchased by negotiation.

Councillor Hards, speaking as a local councillor, welcomed the schemes and the steps proposed to secure the land needed but urged that officers ensure that they identify all the land required for CPO purposes at the start of the process.

Councillor Nimmo Smith in moving the recommendations commented that the reason for the proposed CPO’s was to keep options open to enable progress on these very important schemes.

RESOLVED:                                                             to:

(a)          approve delegation of the exercising of compulsory purchase powers to the Director of Environment and Economy in consultation with the Executive Cabinet member, for the purchase of land required for the delivery of the following major infrastructure schemes as outlined in this report, further to the Council seeking (exhaustively) to acquire the necessary land through negotiation with the landowners:

·                     Chilton Interchange

·                     Featherbed and Steventon Lights

·                     Harwell Phase 1

·                     Harwell Phase 2 - Hagbourne Hill

·                     Ducklington Lane Corridor Improvements, Witney

(b)          note that in so far as the whole or any part or parts of land required is not acquired by negotiation the making of a compulsory purchase order, under provisions contained in Part X11 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 inquiry if required.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2014/126

Contact: Maggie Scott, Head of Policy, Tel: (01865) 816081

Report by Head of Policy (CA11).

The report provides details of performance for quarter two (2014-15) for the Cabinet to consider. The report is required so that the Cabinet can monitor the performance of the Council in key service areas and be assured that progress is being made to improve areas where performance is below the expected level.

Cabinet is RECOMMENDED to note and discuss the performance reported in the dashboards.

Cabinet had before them a report that provided details of performance for quarter two (2014-15) for the Cabinet to consider. The report is required so that the Cabinet can monitor the performance of the Council in key service areas and be assured that progress is being made to improve areas where performance is below the expected level.

Councillor Brighouse, speaking as Chairman of the Performance Scrutiny Committee advised that the Committee was looking at all Performance Indicators on a regular basis but also focussing on a different aspect each time. The main issue at the last meeting had been around adult social care and the increase in safeguarding alerts. The next meeting would look at section 106 agreements and the Carillion contract.

Councillor Heathcoat in response, whilst acknowledging the seriousness of the issue, commented that some members of the Committee had perhaps not been aware that the increase in safeguarding alerts was caused by increasing awareness both of safeguarding issues and the ways it could be reported and dealt with.

Following discussion Cabinet:

RESOLVED:                        to note the performance reported in the dashboards.

Cabinet Member: Leader

Forward Plan Ref: 2014/127

Contact: Sue Whitehead, Principal Committee Officer, Tel: (01865) 810262

To report 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 Part 7.4 of the Council’s Constitution– Paragraph 6.3(c)(i). It is not for scrutiny call in.

RESOLVED:             to note the 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 6.3(c)(i):

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 CA13.  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 and additions set out in the schedule of addenda.

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