Agenda, decisions and minutes

Apologies were received from Councillor Rose.

To approve the minutes of the meeting held on 21 February 2017 (CA3) and to receive information arising from them.

The Minutes of the meeting held on Tuesday 21 February were approved and signed as a correct record.

Councillor Howson had given written notice of the following question to Councillor Lindsay-Gale at the last Cabinet meeting

“Since September, 2013 could you list the school building contracts for Oxfordshire’s schools (including academies and free schools where building work has been funded through Oxfordshire) that have not been completed on time and how long after the start of a term when the building was required was it before the project was completed?”

Councillor Lindsay-Gale replied:

“Since September 2013 and up to September 2016 there have been 39 building contracts delivering additional pupil places that were required to be met at the start of an academic year.

In respect of these building contracts 19 delivered the new teaching spaces by the start of the academic year stated and 20 did not. In 14 of these cases the necessary teaching space was delivered through short term utilisation of existing space in advance of completion of the new teaching spaces, in 4 instances temporary hired facilities were provided on site. In 2 instances, the increase in pupil numbers to be met by the school was postponed to the following year.

Individual building contracts combine the need to deliver teaching space with other ancillary works. Completion of teaching space is the primary need and as a consequence it tends to occur in advance of contract completion.

Between 2013 and 2016 the range of difference between the availability of new teaching spaces and the start of the academic year were

19 projects completed before the start of term

6 projects completed within 1 month of the start of term

4 projects completed between 1 and 3 months of the start of term

1 project completed between 3 and 6 months of the start of term

4 projects completed between 6 and 12 months of the start of term

5 projects completed more than 12 months after the start of term

Delay can occur during

1.    design development  - this can be due to changes in scope, establish an optimum solution, gaining statutory consents, value engineering the design within budget constraints as well as resource issues and inefficiencies

2.    construction – this can be due to encountering unforeseen works,  inaccurate programming, sub contractor’s entering into administration, resource issues  and inefficiencies.”

Supplementary: Responding to a further question Councillor Lindsay-Gale agreed that the position was not satisfactory and that the County Council was working hard with Carillion to improve the situation. She hoped that in six months the picture would be more positive.

Councillor Tanner had given written notice of the following question to Councillor Hudspeth

“The residents of my Oxford division are horrified at the prospect of their City Council being abolished and replaced by a single county-wide council. Wil the cabinet reconsider its proposal for ‘One Oxfordshire’ and put the County Council’s efforts instead into co-operating with the districts to deliver improved services?”

Councillor Hudspeth replied:

“I’m sure Cllr Tanner will be delighted to hear that Cabinet has reconsidered the proposals in its ‘One Oxfordshire’ discussion  ...  view the full minutes text for item 25/17

A petition was received from Councillor Susanna Pressel with two residents, Deborah Agulnik and Patricia Murphy regarding safety on the Botley Road;

A petition was received from Councillor John Tanner on behalf of Oxford City Council opposing Proposals for the Future Organisation of Local Government in Oxfordshire

The following requests to address Cabinet had been agreed by the Leader:

Councillor Fooks, local councillor for Wolvercote & Summertown

Councillor Neville Harris, local councillor for Didcot Ladygrove

Councillor Pressel, local councillor for Jericho & Osney

Councillor Brighouse, Chairman of Performance Scrutiny Committee

Cabinet Member: Leader

Forward Plan Ref: 2016/156

Contact: Robin Rogers, Strategy Manager Tel: 07789 923206

Report by Chief Executive (CA6).

In September 2016, Cabinet considered reports from Grant Thornton and PwC and a recommendation from the Performance Scrutiny Committee on options for reorganisation of local government within Oxfordshire. Cabinet directed officers to engage with stakeholders and the public to prepare proposals for a new unitary council to cover the whole county.

A discussion document was published in January 2017 to inform an extensive stakeholder and public engagement process. This process has now been completed.

This report introduces the full proposal that has subsequently been developed and recommends that the proposals are submitted to the Secretary of State for Communities and Local Government.

In addition to the report there are a number of annexes:

Annex 1: Bid document

Annex 2: Social and Community Impact Assessment

Annex 3: Summary of the engagement report

Annex 4: Letter of 20^th February from Secretary of State for Communities and Local Government

Annex 5: Full engagement report (to follow)

The Cabinet is RECOMMENDED to:

(a)              Note and commend the approach taken by the Leaders of Vale, South Oxfordshire, and the County Council in putting the interests of residents, business and communities first in bringing forward these proposals.

(b)            Consider the proposals, in particular taking note that 70% of those responding to the representative household survey supported the proposal for a new single unitary council for Oxfordshire

(c)             Respond to the recent letter from the Secretary of State and submit the proposals for a new unitary council for Oxfordshire, subject to any minor amendments required

(d)             Delegate the power to make such amendments to the Chief Executive in consultation with the Leader of the County Council and with South Oxfordshire and Vale of White Horse District Councils

(e)             Ask officers to seek local support from key stakeholders and the wider public to promote the proposals to Government, and respond to any subsequent consultation undertaken by the Secretary of State

(f)               Agree that the further development of the Area Executive Board model, through the establishment of a Joint Committee, open to all Districts and City Councils across Oxfordshire and the County Council, should be formed as early as possible.  This Joint Committee should work with the existing County Council advisory group, local communities, Town and Parish Councils, and key delivery partners to develop detailed proposals that articulate the role, powers, format, scale and responsibilities of the Area Executive Boards which will be submitted to the Implementation Executive for inclusion with the proposed constitution of the new council.

(g)             Ask officers to take steps to establish the City Convention to work with residents and local stakeholders to design the new model of governance in Oxford.

(h)             Authorise the Director of Law and Governance to agree the terms of reference of the Joint Committee, which will include making recommendations regarding the initial functions of the Implementation Executive, and to make this council's appointments to the Joint  ...  view the full agenda text for item 27/17

Cabinet Member: Deputy Leader

Forward Plan Ref: 2016/114

Contact: Richard Smith, Review Manager Tel: (01865) 855216

Report by Chief Fire Officer (CA7).

This report sets out our new Community Risk Management Plan (CRMP) 2017-22. The plan shows how Oxfordshire Fire & Rescue Service (OFRS) has identified, assessed and evaluated the risks. The CRMP is required by the Fire & Rescue National Framework Document 2012. 

Also detailed are a number of projects within the Fire Authority’s Community Risk Management Plan (CRMP) action plan for the fiscal year 2017-18.  The plan summarises areas where the Service’s Senior Leadership Team believe service improvements and/or greater value to the wider OCC corporate priorities may be achieved.

There is little doubt that OFRS has transformed itself from an organisation that just deals with fire response to one that also covers preventative and wider rescue work and, as a consequence, we have succeeded in reducing incidents dramatically over the years. The projects for the CRMP Action Plan 2017-18 reflect the changing nature of risk and demand within the county and recognises the wider role that OFRS will need to continue to undertake in the future.

The projects for the 2017 - 18 action plan are as follows:

Project 1: Review whole-time shift duty system

Project 2: Review / implement changes to key stations and provide area based strategic cover.

Project 3: Removal of second fire engine from Chipping Norton Fire Station.

Project 4: Review opportunities to share resources and assets to improve outcomes for Oxfordshire.

Project 5: Alignment of operational policy across fire and rescue services in the Thames Valley.

The consultation documents were subject to wide ranging consultation from 10 October 2016 to 9 January 2017. A Consultation Responses Report has been prepared to summarise the responses and to provide a management response to them. This report is included to inform Cabinet's decision.

Cabinet is RECOMMENDED to:

Approve the CRMP 2017-22 strategic document and projects within the 2017-18 Action Plan.

Cabinet considered a report that set out a new Community Risk Management Plan (CRMP) 2017-22. The plan showed how Oxfordshire Fire & Rescue Service (OFRS) has identified, assessed and evaluated the risks. The CRMP is required by the Fire & Rescue National Framework Document 2012. 

The report also detailed a number of projects within the Fire Authority’s Community Risk Management Plan (CRMP) action plan for the fiscal year 2017-18. 

Cabinet expressed their appreciation for the work undertaken by OFRS not only in responding to major incidents but in their wider community safety work with children and vulnerable adults. A Cabinet Member praised the Junior Citizen work. Their work in respect of body retrieval for the registration service was also commended.

Cabinet commented on specific projects and in response were advised:

·                     That in respect of the whole-time shift duty system review OFRS had revised the project on the basis of feedback already received and wanted to listen to theior workforce;

·                     That OFRS wanted to communicate to MP’s and the wider public their wider role and strong links to county council colleagues and services.

·                     That OFRS were consulted on new development and would go back post development if invited.

·                     That no decision had yet been made in respect of whether Chipping Norton would no longer be a key station and officers were happy to discuss it with the local councillor.

The Leader proposed the recommendations.

RESOLVED:   to approve the CRMP 2017-22 strategic document and projects within the 2017-18 Action Plan.

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.