Agenda, decisions and minutes

Apologies were received from Councillor Lorraine Lindsay Gale.

To approve the minutes of the meeting held on 27 February 2018  (CA3) and to receive information arising from them.

ERRATUM

The resolution to Minute 17/18 was omitted in error from the minutes of the meeting held on 12 February 2018. The resolution was included in the signed minutes and the minutes are included here for completeness.

The Minutes of the meeting held on 27 February 2018 ere approved and signed as a correct record.

ERRATUM

Cabinet noted that the resolution to Minute 17/18 was omitted in error from the minutes of the meeting held on 12 February 2018. The resolution was included in the signed minutes and the minutes were circulated with the agenda for completeness

The Leader of the Council had agreed the following requests to address the meeting: -

Cabinet Member: Finance

Forward Plan Ref: 2017/137

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

Report by Director of Finance (CA6).

The report is the last financial monitoring report for 2017/18 and focuses on the delivery of the 2017/18 budget based on projections at the end of January 2018.  Parts 1 and 2 include projections for revenue, reserves and balances.   Capital Programme monitoring 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 48 and 49;

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

(f)           approve the changes to the capital programme in Annex 6c;

(g)         approve the inclusion of £0.825m towards additional pupil places at King Alfred’s School as set out in paragraph 60.

The report is the last financial monitoring report for 2017/18 and focuses on the delivery of the 2017/18 budget based on projections at the end of January 2018.  Parts 1 and 2 include projections for revenue, reserves and balances.   Capital Programme monitoring is included at Part 3. 

Councillor Helen Evans, Shadow Cabinet Member for Finance, highlighted the number of overspends related to external provision and market costs. She acknowledged the on-going work in Directorates but suggested that costs be controlled by bringing services back in house. Councillor Evans went on to highlight a number of issues including the impact of efforts to reduce numbers of Looked After Children (LACs) and that given significant levels of drug and alcohol problems she would wish to see the allocated public health budget fully spent. She acknowledged the reduction in LACs but commented that it was still a national issue and an area of concern given the overspend.

Councillor Harrod, Cabinet Member for Children and Family Services, responding to a question from Councillor Evans, undertook to respond to her directly on the causes of the variance in the local and national LACs figures. Councillor Hibbert Biles, Cabinet Member for Public Health & Education highlighted the year on year reduction in the public health budget and that the underspend was to be used to fund clinics going forward.

Councillor Bartholomew, Cabinet Member for Finance, introduced the contents of the report and moved the recommendations. He referred to the Council’s strong record of financial management and noted that the over spend in 2017/18 would be balanced by the use of contingency and general reserves. He thanked Lorna Baxter and the Finance Team for all their efforts.

During discussion Cabinet Members reinforced the thanks to the Finance Team and noted the good job done in difficult circumstances. Cabinet referred to the unpredictable nature of much of the Council’s service provision where services had to be provided where there was need.

The Leader took the opportunity to pay tribute to the teams out delivering services during the recent bad weather.

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 48 and 49;

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

(f)           approve the changes to the capital programme in Annex 6c;

(g)          approve the inclusion of £0.825m towards additional pupil places at King Alfred’s School as set out in paragraph 60.

Cabinet Member: Local Communities

Forward Plan Ref: 2017/150

Contact: Sarah Jelley, Senior Policy & Performance Officer Tel: 07554 103437

Report by Assistant Chief Executive (CA7).

In February 2016 the council agreed to set aside £1m for creating a 'one off' fund to provide pump priming to support the provision of open access children's services. 

In September 2017 Cabinet agreed the proposed use of the underspend of £232,674 for further rounds of grant funding and a cross party group of councillors bringing proposals back to Cabinet for decision.

The working group have considered the applications under the sixth round of bids against the criteria outlined in the guidance notes with recommendations to cabinet. 

The Cabinet is RECOMMENDED to approve for funding the following bids:

a.    Bampton Baby & Toddler Group

b.    Dovecote Voluntary Parent Committee

In February 2016 the council agreed to set aside £1m for creating a 'one off' fund to provide pump priming to support the provision of open access children's services. 

In September 2017 Cabinet agreed the proposed use of the underspend of £232,674 for further rounds of grant funding and a cross party group of councillors bringing proposals back to Cabinet for decision.

The working group had considered the applications under the sixth round of bids against the criteria outlined in the guidance notes with recommendations to Cabinet. 

RESOLVED:                        to approve for funding the following bids:

(a)        Bampton Baby & Toddler Group

(b)        Dovecote Voluntary Parent Committee

Cabinet Member: Environment

Forward Plan Ref: 2017/134

Contact: Hugh Potter, Area Stewardship Hub Team Leader Tel: 07766 998704

Report by Director for Infrastructure Delivery (CA8).

The report seeks approval to enter into an Agency Agreement with Oxford City Council to enable them to undertake, and be responsible for, the routine and reactive maintenance of and undertake minor schemes on all classified urban roads within the City boundary, including trees and public rights of way.

The Cabinet is RECOMMENDED to: 

(a)          Approve in principle the Agency Agreement with Oxford City Council for highway maintenance on the classified road network in Oxford subject to the proposed review and monitoring as set out in the report; and

(b)         Delegate authority to the Director for Infrastructure Delivery and the Director for Law & Governance in consultation with the Cabinet Member for Environment to give final approval to the Agency Agreement.

Cabinet considered a report seeking approval to enter into an Agency Agreement with Oxford City Council to enable them to undertake, and be responsible for, the routine and reactive maintenance of and undertake minor schemes on all classified urban roads within the City boundary, including trees and public rights of way.

Councillor John Sanders, Shadow Cabinet Member for Environment, welcomed the proposal as sensible, simple and efficient. However he disagreed with the level of revenue funding for the Oxford City Council area when compared to the District Council areas. He argued that the level of funding be based on usage rather than the number of miles of roads in an area. Additional funding was needed together with a more favourable allocation of the funds in the Oxford City area.

Councillor Hudspeth, Leader of the County Council, replied that the current basis provided an equitable method of allocating funds. He pointed out that with the greater co-operation it would be possible for the City Council to put in additional funding. Cabinet Members supported the current allocation method for funds and welcomed the proposed agency agreement.

RESOLVED:                        to: 

(a)          Approve in principle the Agency Agreement with Oxford City Council for highway maintenance on the classified road network in Oxford subject to the proposed review and monitoring as set out in the report; and

(b)          Delegate authority to the Director for Infrastructure Delivery and the Director for Law & Governance in consultation with the Cabinet Member for Environment to give final approval to the Agency Agreement.

Cabinet Member: Environment

Forward Plan Ref: 2018/016

Contact: John Disley, Policy Strategy Manager Tel: 07767 006742

Report by Strategic Director for Communities (CA9).

At the end of 2017, the Department for Transport published consultation proposals for the Creation of a Major Road Network (MRN) for England.  A link to the consultation document is included in the report. 

The proposed MRN would complement the existing Strategic Road Network (SRN, which in Oxfordshire comprises the M40 and A34), with a similar approach to be taken to funding and programming upgrades/improvements to the major roads proposed to be included.  Unlike the SRN, the management and control of the MRN would remain with the County Council. 

The consultation is seeking views on three main areas: how to define the Major Road Network; the investment planning process, and eligibility and assessment criteria.  The purpose of this report is to set out what is proposed, and identify what the main considerations and issues are for Oxfordshire, both in terms of an overall strategic view and for each of these three areas.  A proposed response to the consultation questions is included as an annex to the report.

The Cabinet is RECOMMENDED to agree the proposed responses to the consultation questions, set out in annex 1 to this report.

At the end of 2017, the Department for Transport published consultation proposals for the Creation of a Major Road Network (MRN) for England. 

The proposed MRN would complement the existing Strategic Road Network (SRN, which in Oxfordshire comprises the M40 and A34), with a similar approach to be taken to funding and programming upgrades/improvements to the major roads proposed to be included.  Unlike the SRN, the management and control of the MRN would remain with the County Council. 

The purpose of the report before Cabinet was to set out what is proposed, and identify what the main considerations and issues are for Oxfordshire.  A proposed response to the consultation questions was included as an annex to the report.

Councillor John Sanders, Shadow Cabinet Member for Environment, supported the draft response but indicated that the MRN needed to be supported by additional funding from Government. Councillor Hudspeth, Leader of the County Council explained that funding was being delivered by a number of routes including the HIF funding and the Housing and Growth Deal.

Councillor Constance, Cabinet Member for Environment introduced the contents of the report and moved the recommendations. John Disley, Policy Strategy Manager, highlighted that the consultation did not include all the roads it should, including the A44 and that there was a need to be mindful of future development. This was reflected in the draft response. He noted that Cherwell District Council was also suggesting the inclusion of the A44. Members were advised that reference in the report to the A429 (paragraph 15) should be read as the A329. This was correct in the draft response.

During discussion Cabinet supported the response and in particular the inclusion of the additional roads including the A44. It was pointed out that with regard to paragraph 15 and the response to Question 2 traffic flows could change dramatically but the timing was vague. The Cabinet was advised that the consultation was largely based on the current network with a proposed five year cycle. Asked whether the B4009 could be included John Disley stated that although possible the B classification was a difficulty. However this could change in the future and he would want to see the opportunity to review what was included. Asked about timescales John Disley responded that although he expected fairly swift progress it had to be recognised that this was a consultation and government would need to reflect on the responses received. Cabinet highlighted the importance of air quality and in noting the role of congestion in adding to air pollution agreed that they would not wish to see investment to improve air quality not succeed because it did not meet headline investment criteria on congestion.

John Disley undertook to ensure that the particular points raised by Members would be drawn to the attention of the Department for Transport.

RESOLVED:                        to agree the proposed responses to the consultation questions, set out in annex 1 to this report.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2017/136

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

Report by Director of Finance (CA10).

The report provides details of performance for quarter three 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 note the performance reported.

Cabinet had before them a report that provided details of performance for quarter three 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 Performance Scrutiny Committee highlighted a number of issues discussed by the Committee. They were seeking more assurance about confidence in the demand management  relating to Looked After Children and would be considering this in depth at their next meeting. In July they would be receiving a report on highway issues. They noted that early health assessments had increased fourfold. On delayed discharges of care the Committee had asked that figures are sent to all members of the Scrutiny Committee. Councillor Brighouse was concerned that the Quarter 4 information not be lost. 

Councillor Brighouse also referred to issues in relation to Carillion and in particular the lack of proper records kept by them in relation to schools. There was a lack of data leading to a massive problem for the Council in relation to its responsibility for basic need. The Committee had asked the Education Scrutiny Committee to pick up some of these issues in depth. Asked whether she had confidence about the plan going forward Councillor Brighouse recognised the magnificent job done by Alexandra Bailey. However Cabinet was the place to highlight the concerns felt over the amount that the Council did not know as records were not kept.

Councillor Hibbert Biles, Cabinet Member for Public Health and Education indicated that she shared Councillor Brighouse’s concern as she herself was aware of some buildings she would like to see tackled as a priority. She was pleased that the Committee had asked Education Scrutiny to look at school properties.

Councillor Heathcoat, Deputy Leader of the Council, introduced the contents of the report and moved the recommendations. Cabinet Members commented on the dashboard information.

RESOLVED:                        to note the performance reported.

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 CA.  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 (CA) for the immediately forthcoming meetings of the Cabinet together with changes and additions set out in the schedule of addenda.

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

Cabinet noted with great sadness the passing of former Councillor Rodney Rose and paid tribute to the work he had done for Cabinet over eight years; five of them as Deputy Leader of the Council.