Agenda, decisions and minutes

Apologies were received from Councillor Lorraine Lindsay-Gale.

To approve the minutes of the meeting held on 19 September 2017 (CA3) and to receive information arising from them.

The Minutes of the meeting held on 19 September 2017 were approved and signed as a correct record..

Councillor Howson had given notice of the following question to Councillor Bartholomew:

‘‘How much money will be collected from schools in this financial year as a result of the apprenticeship levy and how is the money being spent?’

Councillor Bartholomew replied:

“The Apprenticeship Levy came into effect on 1 May 2017, and has an impact on a school’s budget if:

• staff are deemed to be employed by the local authority (community schools or Voluntary Controlled)
• the school is Foundation or Voluntary Aided AND has an annual payroll bill of more than £3m
• the school is an academy or part of a multi-academy trust AND has an annual payroll bill of more than £3m

The Apprenticeship Levy does not apply to every school in the same way as there are a variety of pay bill arrangements in place.

The council’s pot of Levy funding, generated from our payroll, includes c.£640,000 for schools where the local authority is the employer (i.e. the Council pays employer national insurance contributions for school employees). Central government funding rules specify that this money can only be used to pay for formal apprenticeship training, and is not available to pay for salaries or other support costs, or other types of non-apprenticeship training. Schools are encouraged to spend as much Levy as they want, there is no restriction on the amount they can access at present. However, in common with many other employers, schools report difficulties in deriving benefit from the Levy. The most significant issue is that schools report that they have very little spare resource available to fund salary costs of new apprentice roles.

Although there are a wide range of apprenticeship training options that can be funded by the Levy as career development for existing staff (see list below), many staff already have such a high level of on-the-job experience, training providers advise that they are not eligible to receive apprenticeship funding for the qualification. For example, a School Business Manager was recently advised she could not complete an Accountancy qualification as an apprenticeship as she had several years of experience already. However, the range of qualifications available is increasing all the time, so for example a teaching apprenticeship for graduate entry is in development, and due to be available in September 2018.

Apprenticeship training options that are relevant to schools:

Supporting teaching and learning in schools

Early years educator

Lab technician

Business Administration

IT technician

Caretaker/property maintenance

PE teaching

Catering

Cleaning and support services

There is no age restriction applied to apprenticeship training. Candidates may be eligible for funding even if they have existing or higher level qualifications. Some time off normal work duties is required. All qualifications take at least one year to complete, longer if staff are employed on a term-time only basis.

Support available for schools

Where the local authority is the employer, schools can access Levy funds via the council’s HR team. The HR team will help to identify a training provider from our approved supplier list, and provide guidance  ...  view the full minutes text for item 73/17

The following request to address Cabinet had been agreed by the Chairman.

Item 6 – 2017/18 Financial Monitoring & Business Strategy Delivery Report -

Councillor Helen Evans, Shadow Cabinet Member for Finance

Item 7– Corporate Plan -  Councillor Liz Brighouse, Chairman of the Performance Scrutiny Committee

Councillor Laura Price, Opposition Deputy Leader

Item 8 – Director of Public Health Annual Report - Councillor Susanna Pressel Councillor Emma Turnbull

Item 9 – The Oxfordshire Safeguarding Children’s Board Annual Report - Councillor Jamila Begum Azad

Councillor Liz Brighouse, Chairman of the Performance Scrutiny Committee

Item 10 – Governance Review      Councillor Richard Webber, Leader of Liberal Democrat Group (at the invitation of the Leader)

Councillor Liz Brighouse, Opposition Leader (5 mins)

Item 11 – Business Management & monitoring Report Quarter 1 - Councillor Liz Brighouse, Chairman of the Performance Scrutiny Committee

Cabinet Member: Finance

Forward Plan Ref: 2017/060

Contact: Katy Jurczyszyn, Strategic Finance Manager (Finance, Strategy & Monitoring) Tel: 07584 909518

Report by Director of Finance (CA6).

This is the second financial monitoring report for 2017/18 and focuses on the delivery of the 2017/18 budget based on projections at the end of August 2017.  Parts 1 and 2 include projections for revenue, reserves and balances.   Capital Programme monitoring and update is included at Part 3. 

The Cabinet is RECOMMENDED to:

(a)          note the report;

(b)          approve the virement requests set out in Annex 2a;

(c)          note the Virements set out in Annex 2b;

(d)          approve the bad debt write offs set out in paragraphs 43 and 44;

(e)          agree the requests for new reserves set out in paragraphs 51 and 52;

(f)           note the Treasury Management lending list at Annex 3;

(g)          approve the updated Capital Programme at Annex 7 and the associated changes to the programme in Annex 6c.

Cabinet considered the second financial monitoring report for 2017/18 that focused on the delivery of the 2017/18 budget based on projections at the end of August 2017.  Parts 1 and 2 included projections for revenue, reserves and balances.   Capital Programme monitoring and update was included at Part 3. 

Councillor Helen Evans, Shadow Cabinet Member for Finance, highlighted the increased overspend from that reported in July. She detailed the areas of overspend in CEF and the unprecedented levels of demand that had led to the overspend despite additional money in the budget. She queried how realistic it was to deliver the available budget and called on the Leader of the Council to lobby Government to use the Autumn Budget to address the funding crisis in Children’s Services.

Councillor Bartholomew, Cabinet Member for Finance responded to the points made commenting that the pressures from raising demand were outside the control of the Council. The Council would always safeguard the vulnerable and managed the central government budget made available. The Council had a long history of managing a balanced budget.

Councillor Bartholomew, in moving the recommendations, introduced the contents of the report and highlighted the management action being taken to reduce the overspend, but that the use of contingency and general budgets at year end was likely.

Kate Jurczyszyn, responding to comments from cabinet explained that the additional numbers in relation to SEND figures were difficult to predict as demand could arise in year as need was identified of those already identified had changing needs.

Councillor Hudspeth added that he regularly wrote to Central Government on behalf of Council following full Council and that he did lobby wherever possible.

RESOLVED:             to:

(a)          note the report;

(b)          approve the virement requests set out in Annex 2a;

(c)          note the Virements set out in Annex 2b;

(d)          approve the bad debt write offs set out in paragraphs 43 and 44;

(e)          agree the requests for new reserves set out in paragraphs 51 and 52;

(f)           note the Treasury Management lending list at Annex 3; and

(g)          approve the updated Capital Programme at Annex 7 and the associated changes to the programme in Annex 6c.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2017/061

Contact: Ian Dyson, Assistant Chief Finance Officer (Assurance) Tel: 07393 001250

Report by Assistant Chief Finance Officer (Assurance) (CA11).

This paper provides details of performance for quarter one 2017-18 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:

(a)         Note the performance set out in this report; and

(b)               Note the ongoing work to improve business management and performance reporting.

Cabinet considered a report giving details of performance for quarter one 2017-18 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, Chairman of the Performance Scrutiny Committee, commented that this information had come to Performance Scrutiny Committee in September. It had included the financial information which was not before Cabinet as they had considered this at an earlier meeting. She urged that information come in the right sequence and that the financial information come with the performance figures. This allowed for an overall picture. Councillor Brighouse noted the work being done to allow the Committee to focus on strategic issues and drill down where necessary. Councillor Brighouse highlighted the following areas which had been a focus of attention by the Committee: CSC placements; reablement and CEF caseloads.

Cabinet responded by thanking Councillor Brighouse and the Performance Scrutiny Committee for their work, commenting that it was useful that the Committee was able to look at performance and feed in concerns. In relation to discharges from care and reablement Councillor Judith Heathcoat stated that although the outcome was still red the situation was improving. Councillor Heathcoat also paid tribute to the additional work of the Oxfordshire Fire & Rescue Services, and adult social care in response to the issues raised by the Grenfell Tower tragedy. The Leader of the Council also highlighted the increase in planning applications increasing pressure on Environment & Economy.

RESOLVED:             to:

(a)         Note the performance set out in this report; and

(b)         Note the ongoing work to improve business management and performance reporting.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2017/107

Contact: Ben Threadgold, Policy & Performance Service Manager Tel: 07867 467838

Report by Chief Executive (CA7)

Cabinet is asked to consider the approach and direction being taken in developing the council’s new Corporate Plan (2018-21), and to approve the draft Corporate Plan prospectus for finalisation and design.

Cabinet is RECOMMENDED to:

(a)           Comment on the attached draft prospectus;

(b)           Approve the draft prospectus for finalisation and design;

(c)           Note the approach being taken to develop the full new Corporate Plan, and suggest any matters for consideration by the Working Group.

Cabinet had before them a report asking for consideration of the approach and direction being taken in developing the council’s new Corporate Plan (2018-21), and seeking approval to the draft Corporate Plan prospectus.

Councillor Liz Brighouse, Chairman of Performance Scrutiny Committee referred to the session at the Committee that had been really good  and had really worked well.  The proposal for change was seen by the Committee as very positive.  She welcomed that the prospectus now before Cabinet had changed following scrutiny input.  Identifies issues around Bicester and how we build infrastructure as a case example.  It is good that it went to Performance Scrutiny in time to take into consideration but where does it go from here.  Welcomes the fact that it is involving, not top down but growing from bottom up.  Published prospectus allows public, stakeholders to feedback and engage before Corporate Plan comes to Full Council.  Not consultation but engagement with the public and partners. 

Councillor Liz Brighouse supported the prospectus as a means to engage with and inform the full Corporate Plan going to Full Council in due course. The prospectus once approved by Cabinet could be used now for engagement with the public and to inform that full corporate plan.

Councillor Laura Price, Opposition Deputy Leader commented that she had been pleased to join the working group and it would have been good to see more political groups there.  She highlighted the big questions raised by the group: what is it for; what does it do. She commended the Prospectus as a way to produce something quickly in order to make progress. Councillor Price acknowledged how different the County Council and the County look to when the last Corporate Plan was produced. It was important to get a feel from residents about how they felt about the plan and the language used, and particularly about the use of the term thriving. Whilst accepting that growth was a driver there was a demographic that was in danger of feeling left behind. It was important that the Prospectus was used to reach different audiences and that it could be added to or reduced as needed. It should be a living document engendering a sense of pride and taking everyone along with it.

Councillor Judith Heathcoat, Deputy Leader, in introducing the report commended the work of the Working Group. It had been an all-party group but not everyone had been able to attend. She commented on the draft nature of the document that included the bullet points made by the localities meeting. The final document would be proofread and formatted. The document was a balance between being fulsome and rich but not word heavy. The aim for the prospectus was that it be easy to pick up and read. She stressed that this was the prospectus and that the Corporate Plan would go through appropriate procedures including full Council. She moved the recommendations set out on page 62 of the agenda.

During discussion Cabinet:

·         Considered the use of  ...  view the full minutes text for item 77/17

Cabinet Member: Public Health & Education

Forward Plan Ref: 2017/063

Contact: Alan Rouse, Business & Planning Manager Tel: 07785 744846

Report by Strategic Director for People & Director of Public Health (CA8).

The annual report summarises key issues associated with the Public Health of the County. It uses science and fact to describe the health of Oxfordshire and to make recommendations for the future. 

It is an independent report for all organisations and individuals.

The report covers the following areas:

Chapter 1: The Demographic Challenge

Chapter 2: Building Healthy Communities

Chapter 3: Breaking the Cycle of Disadvantage

Chapter 4: Lifestyles and Preventing Disease Before it Starts

Chapter 5: Mental Health

Chapter 6: Fighting Killer Diseases

The report has also been considered at the Oxfordshire Health Overview & Scrutiny Committee meeting on 14 September 2017.

Cabinet is RECOMMENDED to RECOMMEND Council to receive the report and note its recommendations.

Cabinet considered the Director of Public Health Annual Report which summarised key issues associated with the Public Health of the County. It included details of progress over the past year as well as information on future work. Cabinet also had before them the comments of the Joint Health Overview & Scrutiny Committee at its meeting on 14 September 2017

The report covered the following areas: the Demographic Challenge; Building Healthy Communities; Breaking the Cycle of Disadvantage; Lifestyles and Preventing Disease Before it Starts; Mental Health and Fighting Killer Diseases.

Councillor Pressel, member of the Joint Health Overview and Scrutiny Committee hoped that Cabinet had been able to read the comments of that Committee and would consider the recommendations. She highlighted the importance of assessing the impact on health of council policies, referring to her earlier question. She also queried the lack of progress in terms of lifting Northfield Brook and Rose Hill & Iffley out of the 10% of most disadvantaged areas in the country. Councillor Hudspeth responding to the comments noted that access to good quality housing was a key issue in relation to disadvantage.

Councillor Emma Turnbull, Shadow Cabinet Member for Education, welcomed the Section on children’s mental health. She believed that the figures were likely to underestimate demand. The level of new referrals was not a bad thing as it indicated a recognition of the issues but it did present a challenge to the new model. She highlighted that waiting lists were too long with delays in the initial appointments. She would have liked to have seen something in the report about prevention of problms by building resilience and hoped this would receive attention. It was an issue that needed to be monitored and felt that it would benefit from inclusion in the Corporate Plan. She referred to the underspend in Public Health and hoped that resources would be made available to support the issue.

Councillor Hibbert-Biles, Cabinet Member for Public Health & Education responded to the points made, highlighting that it was an independent report produced by the Director of Public Health. It was based on facts and within it he was only able to focus on the biggest issues. However he listened carefully to all the recommendations and comment. In this latest report Councillor Hibbert Biles saw an emphasis on individual responsibility for health. Prevention was a thread throughout the whole report.

During discussion Cabinet highlighted a number of aspects within the report including:

·         The welcome contribution made by School Nurses in identifying and referring children with mental health issues. The increase in referrals was to be welcomed although it was recognised that this did place a pressure on services.

·         The issue of loneliness and isolation and the impact this had on good health.

·         The need to continue to reduce greenhouse emissions. Cabinet noted that in terms of its own buildings and activities there had been an 11% reduction over the last year and the Council would continue to actively address this issue.

RESOLVED:  to RECOMMEND Council to  ...  view the full minutes text for item 78/17

Cabinet Member: Deputy Leader

Forward Plan Ref: 2017/094

Contact: Glenn Watson, Principal Governance Officer Tel: 07776 997946

Report by Director of Law & Governance (CA10).

On 11 July this year, Full Council agreed to ask Cabinet to work with Political Group Leaders to bring forward a plan for implementing revised political governance arrangements.  The impetus was to ensure that the Council’s governance arrangements are transparent, inclusive and reflect the political dynamics of the Council. The timescale envisaged for implementation of any new structures was ‘as soon as practicable’. 

In order to gauge more fully the views of current County Councillors, an online survey of members was undertaken in August and September.  The headline results are outlined below.

This report sets out:

a.      the potential range of outcomes - changes to the form or structure of decision making

b.      the responses from the councillor survey

c.       the setting up of a cross-party task group to work up options for Political Group Leaders and Cabinet – working within an agreed timeframe and to specific terms of reference

d.      the potential use of comparative costs and benchmarked examples

Cabinet is RECOMMENDED to:

(a)         agree that the governance review should also include a review of potential improvements to the existing arrangements, in the interests of completeness;

(b)         note the headline themes arising from the councillor survey;

(c)         agree in principle to the setting up of a Governance Review Task Group in accordance with paragraphs 16 -18 of this report;

(d)         note that Group Leaders will be asked to make appointments to a Task Group (once Cabinet has agreed to its constitution and terms of reference);

(e)         agree that the Task Group report back to Political Group Leaders and to Cabinet with recommended options for change.

On 11 July this year, Full Council agreed to ask Cabinet to work with Political Group Leaders to bring forward a plan for implementing revised political governance arrangements.  The impetus was to ensure that the Council’s governance arrangements are transparent, inclusive and reflect the political dynamics of the Council. The timescale envisaged for implementation of any new structures was ‘as soon as practicable’. 

Cabinet considered a report that set out:

a.      the potential range of outcomes - changes to the form or structure of decision making

b.      the responses from a councillor survey

c.       the setting up of a cross-party task group to work up options for Political Group Leaders and Cabinet – working within an agreed timeframe and to specific terms of reference

d.      the potential use of comparative costs and benchmarked examples

Councillor Richard Webber, Liberal Democrat Group Leader, referring to the proposed Task Group commented that their Group felt less represented than they might wish and that there should perhaps be an independent member included. He was disappointed with the 62% response from councillors to the survey and asked Group Leaders to consider why this was so. He considered that if every group was able to be heard on each committee then this could reduce the need for Group briefings.

Councillor Brighouse, Opposition Group Leader speaking in support of the recommendations and urging the introduction of a committee based system stressed that it was not about going backwards to a committee system. It was about going forward and making the Council work better for everyone. The ruling group would still have a majority on committees but there would be better opportunity to engage all 63 councillors in policy and decision making.  Councillor Brighouse agreed that a committee system would reduce the duplication of Group briefings.  Councillor Heathcoat, Deputy Leader, responding suggested that in the past Groups had preferred to be briefed separately and care would need to be taken to ensure group preferences were heeded.

Responding to a question from Councillor Bartholomew Councillor Brighouse stated that the Cabinet system was not inclusive and she did think that as a Council we should be including as many members as possible in our decision making. Currently some had a bigger voice than others. Responding to the same question Councillor Webber recognised that it might be possible to come up with a hybrid system and it was important to keep an open mind.

Councillor Hudspeth in moving the recommendations commented that he did believe that there was a need to look at the existing structure to provide engagement and to look at enabling member engagement with their locality. Cabinet supported the need to consider all options. Various views were expressed that would be considered as part of the review.

Councillor Bartholomew commented that the timetable set out in Paragraph 21 and Annex 3 was unrealistic as May 2018 was not achievable. He suggested that the earliest possible date for any changes was May 2019. Cabinet members whilst accepting that the  ...  view the full minutes text for item 79/17

Cabinet Member: Children & Family Services

Forward Plan Ref: 2017/139

Contact: Tan Lea, Strategic Safeguarding Partnership Manager Tel: 07867 923287

Report by Independent Chair of the Oxfordshire Safeguarding Children’s Board (CA9).

The OSCB’s  remit is to co-ordinate and ensure the effectiveness of what is done by each agency on the Board for the purposes of safeguarding and promoting the welfare of children in Oxfordshire. The annual report summarises the  key achievements in the last year and provides an analysis of safeguarding arrangements. 

Quality assurance work highlights that partners must address long term issues of neglect and protect children in families where domestic abuse, substance misuse and mental illness are prevalent.   OSCB delivered over 150 free safeguarding training and learning events reaching over 9000 members of the Oxfordshire workforce. The termly newsletters went to a similar number.

The annual report directs the OSCB towards the following aims for 2017/18:

1.         Improving the effectiveness of the board; collaboration with Oxfordshire Safeguarding Adults Board (OSAB) and engagement with local communities including the voluntary and community sector

2.         Improving practice in tackling neglect and safeguarding adolescents at risk of exploitation

3.         Taking robust action following learning; to ensure continuous improvement and to assess risk and capacity across the partnership .

OSCB’s Vice Chair Joe Kidman, Thames Valley Police, will attend to present the report.

The Cabinet is RECOMMENDED to note the reports.

The Oxfordshire Safeguarding Children’s Board’s(OSCB) remit is to co-ordinate and ensure the effectiveness of what is done by each agency on the Board for the purposes of safeguarding and promoting the welfare of children in Oxfordshire. Cabinet had before them the annual report summarising the key achievements in the last year and providing an analysis of safeguarding arrangements. 

OSCB’s Vice Chair Joe Kidman, Thames Valley Police, attended to present the report.

Cabinet further considered the following two associated reports:

·         The Performance Audit & Quality Assurance Report; and

·         The Case Review & Governance Annual Report

Councillor Jamila Begum Azad, Shadow Cabinet Member for Children & Family Services commented on a number of parents who did not get a school in their catchment area and where they had children at up to 3 different schools some over 4.5miles from home raising safeguarding issues. Councillor Hibbert Biles, Cabinet Member for Public Health & Education and Councillor Harrod, Cabinet Member for Children & Family Services undertook to discuss these matters with Councillor Begum Azad outside the meeting although stressing that they were not aware of any significant issues.

Councillor Liz Brighouse, Chairman of the Performance Scrutiny Committee noted that at the Committee the report had been taken alongside the Oxfordshire Safeguarding Adults Board and considering thast there was some overlap felt that this would be useful for Cabinet. The Committee had also considered the missing children report and the number of unaccompanied children asylum seekers was highlighted. Although the Committee had been assured that procedures were in place they picked up on several issues. In particular, the timeliness of assessments for children. Councillor Brighouse referred to massive social worker caseloads, the difficulty with recruitment and that case management was difficult even in the area of safeguarding.

Councillor Harrod responding to the last point advised that the position was improving but was likely to take some time.

Joe Kidman, presented the contents of the report, highlighting that the Board was comprised of the right people at the right level and attendance at the Board was excellent. The Board was assisted by the voluntary representatives and had better engagement with the young people’s advocacy group. He referred to the work of the Board including work to increase their understanding of exploitation, work on mental health and their relationship with the Safeguarding Adults Board.

Tan Lea, Strategic Safeguarding Partnerships, introduced the Performance Audit & Quality Assurance Annual Report emphasising the 10 key learning points set out in the report. Lara Patel, advised Cabinet on the Senior Case Reviews held in the last year. Responding to a query as to why the Safeguarding Adults Board Annual Report was not submitted to Cabinet explained that this had been a decision taken some while ago and could be reviewed for future years.

Councillor Stratford proposed that the reports be welcomed.

In response to a question from Councillor Gray, Cabinet Member for Local Communities querying how the Board was working with the Children’s Centres Lara Patel noted that the report predated the changes and was backward looking.  ...  view the full minutes text for item 80/17

Cabinet Member: Leader

Forward Plan Ref: 2017/062

Contact: Sue Whitehead, Principal Committee Officer Tel: 07393 001213

To report on a quarterly basis any executive decisions taken under the specific powers and functions delegated under the terms of Part 7.2 (Scheme of Delegation to Officers) of the Council’s Constitution – Paragraph 6.3(c)(i).  It is not for Scrutiny call-in. Any decisions will be reported in the addenda.

Cabinet Member: All

Contact Officer: Sue Whitehead, Committee Services Manager Tel: 07393 001213

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 and noted the addition of an item on the Transitions Fund.

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