Agenda, decisions and minutes

Councillor Phillips, as a resident of Headington, declared an interest in respect of the Access to Headington Scheme when speaking on Item 7, Capital Programme Monitoring and Medium Term Financial Plan Delivery Report.

To approve the minutes of the meeting held on 18 September 2018 (CA3) and to receive information arising from them.

The Minutes of the meeting held on 18 September 2018 were approved and signed as a correct record subject to the following corrections:

Attendance – delete duplicate incidence of Councillor Heathcoat and add Councillor Hudspeth.

Minute 86/18 – In the second paragraph of the preamble the figure £46.5 be corrected to read £46.5m

Minute 87/18 – Sixth paragraph to be amended to read:

“Although Councillor Bartholomew agreed that internal borrowing was preferable he did not feel that it was appropriate to tie the Treasury Management Team in to internal borrowing if circumstances arose when a much better return could be achieved with external investments and the capital funding was obtained via the PWLB.”

Any county councillor may, by giving notice to the Proper Officer by 9 am two working days 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 Turnbull had given written notice of the following question to Councillor Lindsay-Gale:

“How many maintained schools and colleges in Oxfordshire are operating in-year budget deficits?” 

Councillor Lindsay-Gale replied:

“Based on the budget and monitoring plans provided by maintained schools 111 schools out of a total of 154 (or 72%) are operating in year budget deficits.

There will be many reasons for in-year deficits, schools may be budgeting for significant one-off costs (redundancy, repair & maintenance, building work, ICT replacements) or managing the impact of fluctuating pupil numbers.

Each year, schools are asked to plan their budget for a three year period taking into account any brought forward balances.”

Councillor Howson had given written notice of the following question to Councillor Constance:

“Please can you provide an indication of the timetable when traffic reduction measures, as presented in the Oxford Transport Strategy and a briefing to Councillors in January 2018 are likely to be introduced?”

Councillor Constance replied:

“The County Council is presently working with the City Council to develop options as part of a detailed business case and this will be accompanied by extensive public consultation.  We remain committed to exploring options to reduce traffic in Oxford, which includes consideration of a workplace parking levy and congestion charge.  The project programme is being reviewed by officers at present with a view to reporting to Cabinet at the next available opportunity once this review has been completed”.

Supplementary: Councillor Howson asked if given a number of very large planning applications with significant transport implications the Cabinet Member would give some idea of when work would come to fruition. Councillor Constance replied that she at this stage she could not give an end date but that progress was being made. A City Council and County Council Steering Group had been set up and was meeting monthly. Councillor Constance assured Councillor Howson that he would be amongst the first to know when more information was available.

Councillor Roz Smith had given written notice of the following question to Councillor Constance:

“Pressure on residential parking bays in Headington is increasing.  Could the Cabinet member provide information of the number of parking permits issued to businesses which allow them to park in the controlled parking zone (CPZ) in central Headington?”

Councillor Constance replied

“There are currently 36 valid Business Permits issued in the central Headington CPZ.

Supplementary: Councillor Roz Smith referred to the Car Parking Policy and noted that permits for businesses were issued for commercial business need and not for commuting. She feared that some permits were being used for commuting and asked what monitoring was being done or could be done to ensure permits were being used correctly? Councillor Constance indicated that it should be possible to check whether permits were valid and she would consider the point made and reply I writing on what could be done to monitor use.

Councillor Emily Smith had given written notice of the following question to Councillor Corkin:

“What is the date of the first  ...  view the full minutes text for item 95/18

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

Cabinet Member: Finance

Forward Plan Ref: 2018/091

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

Report by Director of Finance (CA6).

The purpose of this report is to set out the forecast position of the revenue budget as at the end of August 2018.  This report also includes an update on the delivery of savings, plus forecast reserves and balances.

The Cabinet is RECOMMENDED to:

(a)          note the report;

(b)         note the virements set out in Annex 2b;

(c)         approve the supplementary estimates set out in Annex 2c and paragraph 10;

(d)         approve the bad debt write-offs as set out in paragraphs 21 and 22.

Cabinet considered a report that set out the forecast position of the revenue budget as at the end of August 2018.  The report also included an update on the delivery of savings, plus forecast reserves and balances.

Councillor Phillips, Shadow Cabinet Member for Finance, stated that the report illustrated the fragility of the Council’s financial position. In particular the ongoing increase in demand for children’s services was a national problem requiring a national solution. Councillor Phillips highlighted a number of issues including that services such as those for unaccompanied young asylum seekers were not fully funded by government. She also noted that where schools became academies debt was retained by the authority but that any surplus was kept by the school. Councillor Phillips looked forward to the government Green Paper and hoped that the Chancellor’s budget statement would reflect the end of austerity.

Councillor Bartholomew, Cabinet Member for Finance, refuted that the Council’s financial position was fragile. The overspend was similar to that at the same point last year, would be addressed and a balanced budget delivered. Councillor Bartholomew commented that children’s services were demand led and the Council was doing everything it could at a local level. He shared Councillor Phillip’s concern about the underfunding of services for unaccompanied young asylum seekers. Councillor Bartholomew had sympathy with the point she made on schools becoming academies.

Councillor Bartholomew, introduced the contents of the report. Lorna Baxter, Director of Finance, referred to the additional funding from government for adult social care. The Council had not received notification of their share of the funding  and expected that it would have conditions attached.

RESOLVED:-

(a)          note the report;

(b)          note the virements set out in Annex 2b;

(c)          approve the supplementary estimates set out in Annex 2c and paragraph 10;

(d)         approve the bad debt write-offs as set out in paragraphs 21 and 22.

Cabinet Member: Finance

Forward Plan Ref: 2018/092

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

Report by Director of Finance (CA7).

This is the second separate capital programme update and monitoring report and focuses on the delivery of the 2018/19 capital programme based on projections at the end of August 2018 and new inclusions within the overall ten-year capital programme. 

The Cabinet is RECOMMENDED to:

(a)        note the report;

(b)        approve the updated Capital Programme at Annex 2 and the associated changes to the programme in Annex 1c;

(c)        approve the stage 0 budget requirement of £2.5m towards the expansion at Radley School within the Basic Need Programme with funding options considered at Stage 1 gateway.

(d)        approve the stage 0 budget requirement of £1.5m towards the expansion at Bardwell School within the Basic Need Programme.

(e)        approve the additional budget requirement of £3.5m towards the Eastern Arc Phase 1: Access to Headington Project, for an overall budget provision of £14.5m.

Cabinet considered a capital programme update and monitoring report that focussed on the delivery of the 2018/19 capital programme based on projections at the end of August 2018 and new inclusions within the overall ten-year capital programme.

Councillor Phillips, Shadow Cabinet Member for Finance, commented that the report reflects the amount of activity taking place. Referring to the annexes which listed projects she noted that the Risinghurst project did not seem to be there. Councillor Phillips highlighted the Access to Headington project and asked Cabinet to support the recommendation. She added that the issue had been the piecemeal approach to the project with works since October 2016 and a further phase still outstanding. Councillor Phillips queried confidence levels that the Council had the capacity and confidence to manage this level of activity.  

Councillor Bartholomew responded to the points made noting that it was not always possible to get all the money for a project together at one time. In reality schemes were ready to go and the Council sought funding where ever they could. Capacity was being addressed at every level with people being brought. In addition the capacity of contractors was being addressed. Councillor Hudspeth, Leader of the Council added that he had complete confidence in officers to monitor the programme. It was good to have such a robust capital programme. It was an exciting time for Oxfordshire to be in a position to deliver the infrastructure everyone wants.

Councillor Bartholomew, introduced the contents of the report and moved the recommendations.

RESOLVED:-

(a)        note the report;

(b)        approve the updated Capital Programme at Annex 2 and the associated changes to the programme in Annex 1c;

(c)        approve the stage 0 budget requirement of £2.5m towards the expansion at Radley School within the Basic Need Programme with funding options considered at Stage 1 gateway.

(d)        approve the stage 0 budget requirement of £1.5m towards the expansion at Bardwell School within the Basic Need Programme.

(e)        approve the additional budget requirement of £3.5m towards the Eastern Arc Phase 1: Access to Headington Project, for an overall budget provision of £14.5m.

Cabinet Member: Adult Social Care & Public Health

Forward Plan Ref: 2018/160

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

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

The annual report summarises key issues associated with the Public Health of the County. It is an independent report about the health and wellbeing of Oxfordshire residents in the broadest terms.

It uses science and fact to describe the health of Oxfordshire and to make recommendations for the future. 

The report covers the following areas:

Chapter 1: The Demographic Challenge

Chapter 2: Creating Healthy Communities

Chapter 3: Breaking the Cycle of Disadvantage

Chapter 4: Lifestyles and Preventing Disease Before it Starts

Chapter 5: Promoting Mental Wellbeing and Positive Mental Health

Chapter 6: Fighting Killer Diseases

The report has also been considered at the Oxfordshire Health Overview & Scrutiny Committee meeting on 13 September 2018.

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

Cabinet had before them a report which summarised key issues associated with the Public Health of the County. It was an independent report about the health and wellbeing of Oxfordshire residents in the broadest terms. It used science and fact to describe the health of Oxfordshire and to make recommendations for the future. 

The report covered the following areas:

Chapter 1: The Demographic Challenge

Chapter 2: Creating Healthy Communities

Chapter 3: Breaking the Cycle of Disadvantage

Chapter 4: Lifestyles and Preventing Disease Before it Starts

Chapter 5: Promoting Mental Wellbeing and Positive Mental Health

Chapter 6: Fighting Killer Diseases.

Councillor Afridi, Shadow Cabinet Member for Adult Social Care & Public Health, thanked Jonathan McWilliam for the balanced report and for all his hard work over the years. Councillor Afridi commented that prevention was better than cure and highlighted Chapter 3, on breaking the cycle of disadvantage. She queried why there was nothing in the report about the rise in drug use. Councillor Stratford, Cabinet Member for Adult Social Care & Public Health responding to comments made.

Councillor Stratford, in moving the recommendation referred to the recommendations from the Oxfordshire Joint Health & Overview Scrutiny Committee that should also be recommended to Council. He stated that it was an interesting read and as always a good report. He highlighted a number of issues, including the demographic challenge and the impact of loneliness and noted that a lot of the issues were for others to address.

Jonathan McWilliam, presented the contents of the report. Councillor Hudspeth, Leader of the Council, stressed the importance of building on communication and the importance to keep working with partners. In noting that this was Jonathan’s last annual report Councillor Heathcoat thanked him for all his work over the years.

During discussion Cabinet in commending the report:

1.    Highlighted the issue of loneliness which was affecting more people. Carers looking after dementia sufferers aften felt isolation; it was possible to be lonely in a crowded place and with the growth agenda there would be a lot of people moving into new housing areas.

2.    The chapter on the demographic challenge and people and place was useful providing empirical evidence that could be used by councillors at the local level.

RESOLVED:-

to RECOMMEND Council to receive the report and note its recommendations.

Including the recommendations of the Oxfordshire Joint Health Overview & Scrutiny Committee.

Cabinet Member: Leader

Forward Plan Ref: 2018/141

Contact: Robin Rodgers, Strategy Manager Tel: 07789 923206

Report by Chief Executive (CA9 – to be circulated separately).

In September 2018, Cabinet endorsed a new Operating Model as the basis for transformation of the whole Council to support the delivery of the Thriving Communities vision. Cabinet also agreed a set of delivery principles and directed the Chief Executive to bring further proposals for implementation of the Operating Model back to Cabinet for decision.

The Business Case reviewed by Cabinet in September set out the new design for the Operating Model and the potential benefits delivered through its adoption. The Business Case also considers savings that could be generated through commercialisation and measures to improve the value for money of contracts and other third party spend. 

This report goes on to set out the scale of change that implementing the Operating Model and associated workstreams will represent. It sets out a proposed strategy for delivering that change that recognises that the programme can only be successful with full ownership by the Council’s members and staff and with clear accountability for delivery sitting with the Council’s senior managers. It recommends that to supplement the skills and capacity of the Council’s own staff and to provide a tested methodology for change, that the Council works with a strategic partner, noting that other suppliers may be required over the life-time of the programme to work alongside the Council to deliver benefits in the most effective way.

The report also considers decision making on costs and initial funding arrangements and the required approach towards staff, resident and partner engagement is reviewed. Finally, the report makes recommendations with respect to ensuring appropriate member oversight of this strategic, long-term programme.

The CABINET is RECOMMENDED to:

(a)     Review and approve the approach for implementation set out in paragraph 9;

(b)     Agree the recommended option for resourcing the approach through supplementing internal capacity with a strategic partnering arrangement (in-accordance with the access agreement entered into with PwC, following Cabinet’s approval in July 2018) and alternative commissioned support as required, as set out from paragraph 28;

(c)     Agree to the proposals for funding programme expenditure within 2018/19 from the Transformation Reserve as set out in paragraph 82;

(d)     Note the outline future investment requirement set out from paragraph 71, and ask the Chief Executive and Director of Finance to bring forward further analysis and proposals for approval through the Service and Resource Planning process;

(e)     Delegate to the Chief Executive in consultation with the Directors of Finance and of Law and Governance, the Leader, and the Cabinet Member for Transformation, the commercial negotiation and agreement of initial and any required future draw-down of support from PwC in accordance with the August 2018 work order, and the appointment of additional commissioned support, in accordance with normal decision-making procedures;

(f)       Agree to the establishment of a Cabinet Advisory Group on the Fit for the Future Programme and to delegate finalisation of the group’s  ...  view the full agenda text for item 100/18

Cabinet Member: Children & Family Services

Forward Plan Ref: 2018/140

Contact: Katie Read, Senior Policy Officer Tel: 07584 909530

Report by Policy & Performance Service Manager (CA10).

To consider and respond to the recommendations from the Performance Scrutiny Committee deep dive into how the Council identifies and supports young carers to reduce the inequalities they face.

The Cabinet is RECOMMENDED to:

(a)          Consider the findings of the Performance Scrutiny Committee’s deep dive into young carers.

(b)         Agree which of the following recommendations the Cabinet will accept:

                          i.    Explore ways of funding the unique support to young carers provided by Be Free Young Carers.

                         ii.    The timescales for completing statutory young carers’ assessments and delivering support are reviewed and improved.

                       iii.    There are examples of good practice in identifying and supporting young carers in some schools, e.g. opportunities for young carers to complete homework on school premises. This good practice needs to be recognised, captured and shared.

                       iv.    Ensure Oxfordshire’s health and social care system specifically considers the impact of its drive to deliver more community-based care on young carers.

                         v.    Identify a Young Carers Councillor Champion to help people understand the needs of young carers and promote the identification and support of young carers.

(c)          Ask the Director of Children’s Services, in consultation with the Cabinet Member for Children and Family Services, to prepare a response for a future meeting of the Performance Scrutiny Committee.

Cabinet considered the report setting out recommendations from the Performance Scrutiny Committee deep dive into how the Council identifies and supports young carers to reduce the inequalities they face.

Councillor Brighouse, Chairman of Performance Scrutiny Committee. set out the context for the deep dive and indicated that the work was seen not as the end result but as a beginning. Councillors knew that young carers were disadvantaged but were often under the radar, managing their own lives.

Councillor Phillips, speaking as a member of the deep dive recognised that the weakness in the work so far had been that they had not been able to speak to young carers. The councillors involved intended to continue this work. Councillor Phillips referred to the work of Be Free Young Carers, who were not supported financially by the Council. Councillor Emily Smith, speaking as a member of the deep dive added that children were picking up the gap in service provision of adult social care.

Responding to a question Councillor Phillips explained that it had not been possible to speak to young carers to this point, due to diary clashes, but that it had been important to members to bring to Cabinet’s attention the findings so far.

During discussion Cabinet:

1.    Commended the work done so far by councillors and officers but generally felt that the report was premature and incomplete. In particular it was important to speak to young carers. Cabinet looked forward to the report coming back once further work was completed.

2.    There was support for the principle of a Young Carers Councillor champion but more work was needed to define the role.

3.    Considered the work of the charity Be Free Young Carers and discussed the response to the first recommendation, with one Cabinet Member suggesting that officers sit down with the charity to find a way forward..

Councillor Brighouse, responded, commenting that deep dives were evidence based and that this one had resulted from members of the Performance Scrutiny Committee identifying a gap in an earlier Council commissioned report. Officers had worked hard and there had been a need to air the issues. The work so far indicated that there was a lot more to be done. Data was needed on on the referrals, with more data required from adult social care and children’s services.

RESOLVED:             to defer a decision on the recommendations in the report pending further work by the Performance Scrutiny Committee and a further report back to Cabinet.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2018/072

Contact: Ian Dyson, Assistant Director of Finance Tel: 07393 001250

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

This report demonstrates the state of Oxfordshire County Council’s (OCC’s) business as regards progress towards Corporate Plan priorities at the end of Quarter 1 2018-19. This is the first report using the new OCC Corporate Plan and Outcomes Framework, and the first to focus fully on the high priority outcomes rather than the underlying measures.

Cabinet is RECOMMENDED to note the report.

Cabinet considered a report that demonstrated the state of Oxfordshire County Council’s (OCC’s) business as regards progress towards Corporate Plan priorities at the end of Quarter 1 2018-19. This was the first report using the new OCC Corporate Plan and Outcomes Framework, and the first to focus fully on the high priority outcomes rather than the underlying measures.

Councillor Heathcoat, Deputy Leader of the Council Performance commented that improvement/deterioration since the last quarter of 2017-18 could not easily be assessed at the outcome level as the 13 outcomes were newly created. However, the indicators beneath the outcomes offered continuity and showed performance improvement in household waste, delayed transfers of care and the numbers of children’s social care assessments. There were also a majority of green indicators across the whole report. The direction of travel was positive. Future reports would link into the transformation programme.

RESOLVED:-           to note the report.

Cabinet Member: Leader

Forward Plan Ref: 2018/114

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.