Agenda, decisions and minutes

Apologies were received from Councillors Gray and Harrod.

To approve the minutes of the meeting held on 14 May 2019 (CA3) and to receive information arising from them.

The Minutes of the meeting held on 14 May 2019 were approved and signed as a correct record.

As a point of information the following substitutes were added to the Annex:

Thames Valley Collaboration Group – Cabinet Member for Local Communities as substitute for Deputy leader

Didcot Garden Town Board – Councillor Judith Heathcoat substitute for Councillor Ian Hudspeth

Oxfordshire Partnership Board – Deputy Leader substitute for Leader of the Council

Councillor Emily Smith had given notice of the following question to Councillor Lindsay-Gale

‘In light of reports by the BBC that the DfE are paying the extra travel costs for pupils at an academy in Hertfordshire where the building work has been delayed, will the Cabinet Member confirm that the DfE will also pay any additional travel costs incurred by Oxfordshire due to delays in the opening of the Swan School on its permanent site?’

Councillor Lindsay-Gale replied:

‘I have been in contact with Hertfordshire and I have been told that the DfE will be paying for the cost of transport for around 100 children from the Harpenden area for 2.5 weeks at the start of the September term until the new secondary school in Harpenden,  Katherine Warington, is available. Transport will be provided from close to the new school site to and from temporary accommodation at the University of Hertfordshire in Hatfield.

Hertfordshire will be paying the costs of transporting entitled children to and from the permanent school site in Harpenden.

I have also been told that the building work has not actually been delayed – I understand that mid/late September was always the planned completion date which means there was always a need for contingency arrangements of some kind.

I will be seeking further information from Hertfordshire.

The Swan School is in temporary accommodation on the Cherwell School lower site playing fields adjacent to the future location of the permanent buildings and so there is no requirement for transport to another site. Only 1 child is eligible for free home to school travel to the Swan School.’

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

“Why has the council not installed an electric vehicle charging point at the front of County Hall?”

Councillor Constance replied:

‘Workplace electric vehicle (EV) charging points (dual 22kW - wall mount unit) are installed at County Hall to enable the upgrade of the County Council’s pool car fleet to EVs. A detailed site survey carried out by the approved contractor Swarco UK Ltd identified the rear of County Hall as the easiest and most cost-effective location for installing the EV charge points.  This was because the rear of County Hall already had a dedicated power supply from old, outdated EV charge points installed many years ago from an earlier trial, we just needed to upgrade the electric cable to support the new points.  To install an EV charging point at the front of County Hall we would need to overcome the following issues, identified in the site survey as follows:

·         Listed Status of County Hall including the low boundary wall at the front – restricting us from installing certain types of charge points.

·         Power Supply: A longer cable run was required to get 3-phase supply from the mains meter room to the front, resulting in high installation cost

·         Site security overnight: Not as secure to park pool cars at the front of the  ...  view the full minutes text for item 52/19

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

Cabinet Member: Finance

Forward Plan Ref: 2019/004

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

The purpose of this report is to present and provide commentary on the provisional revenue outturn position for 2018/19 prior to the formal closure of the accounts.

The Cabinet is RECOMMENDED to:

(a)         note the provisional revenue outturn for 2018/19 along with the year-end position on general balances and earmarked reserves as set out in the report;

(b)         approve the transfer of over and under spends to general balances as set out in paragraph 5;

(c)         agree that the surplus on the On-Street Parking Account at the end of the 2018/19 financial year, so far as not applied to particular eligible purposes in accordance with Section 55(4) of the Road Traffic Regulation Act 1984, be carried forward in the account to the 2019/20 financial year as set out in Annex 3;

(d)         approve the transfer of the £0.4m underspend relating to the replacement for the Oxfordshire Strategic Model to the Budget Priorities Reserve for use in 2019/20 as set out in the Communities Section below; 

(e)         approve the revised 2019/20 Earmarked Reserve forecast as set out in Annex 5.

Cabinet considered a report that provided commentary on the provisional revenue outturn position for 2018/19 prior to the formal closure of the accounts.

Councillor Glynis Phillips, Shadow Cabinet Member for Finance referred to the overspend in Children’s Social Care and commented that this highlighted the need to get better at predicting need.

Councillor Phillips highlighted the use of grant funds as an inefficient means of funding provision. There had been no quantifying of the officer time spent on managing and monitoring these funds. Organisations were grateful for the one-off funding but she queried whether it met the County Council’s outcome based approach. She suggested that a better use might be to mitigate the overspend.

Councillor Phillips welcomed the improved presentation of the information.

Councillor Bartholomew, Cabinet Member for Finance responded to the points raised. The position on children’s services was a recurring theme and although the budget had grown the likely overspend was known and would be managed through contingency. On the use of grants he highlighted the Councillor Priority Fund which gave councillors real local power to help local communities where they are best placed to identify local need individually or together.

Councillor Constance responding to a specific question on the use of the on and off-street parking surplus stated that it could be used only for very specific purposes as set out in the regulations.

Councillor Bartholomew introduced the report and moved the recommendations.

RESOLVED:             to:

(a)         note the provisional revenue outturn for 2018/19 along with the year-end position on general balances and earmarked reserves as set out in the report;

(b)         approve the transfer of over and under spends to general balances as set out in paragraph 5;

(c)          agree that the surplus on the On-Street Parking Account at the end of the 2018/19 financial year, so far as not applied to particular eligible purposes in accordance with Section 55(4) of the Road Traffic Regulation Act 1984, be carried forward in the account to the 2019/20 financial year as set out in Annex 3;

(d)         approve the transfer of the £0.4m underspend relating to the replacement for the Oxfordshire Strategic Model to the Budget Priorities Reserve for use in 2019/20 as set out in the Communities Section below; 

(e)         approve the revised 2019/20 Earmarked Reserve forecast as set out in Annex 5.

Cabinet Member: Finance

Forward Plan Ref: 2019/004

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

Report by Director of Finance (CA7).

The report presents the provisional capital outturn for the Council and identifies variations of actual outturn against budgets in 2018/19.  Figures shown in the report reflect those included in the Council’s Statement of Accounts for 2018/19.

Cabinet is RECOMMENDED to note the provisional capital outturn for 2018/19 as set out in the report.

Cabinet received the report presenting the provisional capital outturn for the Council and identifying variations of actual outturn against budgets in 2018/19.  Figures shown in the report reflect those included in the Council’s Statement of Accounts for 2018/19.

Councillor Glynis Phillips, Shadow Cabinet Member for Finance, highlighted: the Carillion legacy and whether the enormous amount of work was now subsumed into the main programme; whether the salt barns at Drayton and Deddington were necessary; whether as accountable body for the Growth Board there was any financial risk if local plan decisions were challenged and possibly changed.

Councillor David Bartholomew, Cabinet Member for Finance, referring to the last point agreed that there was uncertainty because it was a situation the County Council did not control. As a dual hatter he found it provided useful information. He was able to take soundings at a local level. The situation would be monitored and the County Council was aware of the risks that projects not proceed. Councillor Hudspeth added that financially they were spending money from government. The risk was to the success of the Growth Deal rather than to the County Council as the accountable body.

Councillor Constance spoke on the need for the salt barns.

Councillor Bartholomew introduced the contents of the report and moved the recommendations. Councillor Constance highlighted the increase in the highways budget and flagged up all that had been achieved as a result.

RESOLVED:             to note the provisional capital outturn for 2018/19 as set out in the report.

Cabinet Member: Deputy Leader of the Council and Cabinet Member for Finance

Forward Plan Ref: 2019/023

Contact: Steven Fairhurst Jones, Corporate Performance & Risk Manager Tel: 07932 318890/Katy Jurczyszyn, Finance Manager (Finance, Strategy and Monitoring) Tel 07584 909518

Report by Policy & Performance Service Manager (CA8)

The report sets out Oxfordshire County Council’s progress towards Corporate Plan priorities and provides an update on the delivery of the Medium-Term Financial Plan at the end of April 2019.

The Cabinet is RECOMMENDED to:

(a)     note the contents of this report;

(b)     approve a temporary virement of £2.2m from the corporate contingency budget to the SEN Home to School Transport budget for 2019/20 as set out in paragraph 21.

Cabinet considered a report on Oxfordshire County Council’s progress towards Corporate Plan priorities that provided an update on the delivery of the Medium-Term Financial Plan at the end of April 2019.

Councillor Glynis Phillips, Shadow Cabinet Member for Finance commented on the wealth of information provided but queried whether there was sufficient change month on month to need a monthly report. Councillor Phillips commented on the rag ratings for public health that were based on both data and officers’ judgement. It was important that outcomes be based on data.

Councillor Phillips referred to Annex 3 and the rise in staffing numbers. She asked about the use of the Vacancy Management System. She also queried the inclusion of the virement request in this report rather than the Revenue Outturn report at Agenda Item 6

Councillor Judith Heathcoat, Deputy Leader of the Council, introduced the contents of the report in relation to performance, risk and human resources. Councillor Heathcoat commented that the report would continue to evolve. There were many positives in the report including the number of people helped to live “safe and well”; the response time of the OFRS to respond to incidents; public health checks and recycling rates. On agency staff going forward she would ask that historic information be included to give a clearer idea of the trend.

Councillor David Bartholomew, Cabinet Member for Finance responded to points raised by Councillor Phillips. He had shared similar concerns about a monthly report and it was inevitable that there would be repetition. The method of production was being fine-tuned and he would like to see a summary of key changes included in the report. It was better to start from a position of having it all and refining from there. Responding to the query on the virement Councillor Bartholomew explained that the outturn report was about the 2018/19 financial year but that the virement in the report at recommendation (b) was a new virement relating to 2019/20.

Councillor Bartholomew introduced the contents of the report in relation to finance and moved the recommendations.

During discussion Cabinet welcomed the format, finding it transparent and robust. It was acknowledged that it was early days but they welcomed keeping up to date on a monthly basis.

RESOLVED:             to:

(a)     note the contents of this report;

(b)     approve a temporary virement of £2.2m from the corporate contingency budget to the SEN Home to School Transport budget for 2019/20 as set out in paragraph 21.

Cabinet Member: Environment

Forward Plan Ref: 2019/054

Contact: Rachel Burns, Waste Strategy Manager Tel: 07789 877310

Report by Environment & Heritage Manager and Waste Strategy Manager (CA9).

The Oxfordshire Environment Partnership (OEP) is a partnership of County, City and District Councils working together on waste management and environmental matters.  Our Joint Municipal Waste Management Strategy (JMWMS) is a statutory document that details how we will work together to provide waste and recycling services in the county. 

The first JMWMS was agreed in 2007, and it was reviewed in 2012.  In 2018/19 OEP carried out a second review of the JMWMS, incorporating the newly published national Resources and Waste Strategy. 

The strategy is bold and ambitious, supporting efforts to reduce waste and increase recycling. OEP’s vision is for everyone in Oxfordshire, residents and businesses, to take ownership for the waste they generate.   OEP wants to work together to ensure items and materials are seen as a valuable resource to be used again, recycled for further manufacturing or sent for energy recovery.  OEP will encourage and help residents and businesses to embrace the principles of waste as a resource and be part of our vision to think and act differently from now on.

The strategy is being presented to all partner authorities for adoption.

Cabinet is RECOMMENDED to:

(a)          note the contents and challenges of the Joint Municipal Waste Management Strategy for Oxfordshire

(b)         adopt the Joint Municipal Waste Management Strategy for Oxfordshire.

The Oxfordshire Environment Partnership (OEP) is a partnership of County, City and District Councils working together on waste management and environmental matters.  Our Joint Municipal Waste Management Strategy (JMWMS) is a statutory document that details how we will work together to provide waste and recycling services in the county. 

The first JMWMS was agreed in 2007, and it was reviewed in 2012.  In 2018/19 OEP carried out a second review of the JMWMS, incorporating the newly published national Resources and Waste Strategy. 

Cabinet had before them the Strategy that was being presented to all partner authorities for adoption. The Cabinet received a presentation on the Strategy from Rachel Burns, Waste Strategy Manager.

Cabinet welcomed the report and Strategy

RESOLVED:              to:

(a)          note the contents and challenges of the Joint Municipal Waste Management Strategy for Oxfordshire

(b)         adopt the Joint Municipal Waste Management Strategy for Oxfordshire.

Cabinet Member: Environment

Forward Plan Ref: 2019/072

Contact: Peter Day, Minerals Principal Officer Tel: 07392 318899

Report by Director for Planning & Place (CA10).

The County Council is required to prepare, and keep up to date, a Statement of Community Involvement (SCI). The SCI is a statutory planning document that sets out how the Council will involve the community (consultees, stakeholders and other interested parties) in:

i.   preparing and reviewing the Minerals and Waste Local Plan;

ii.  making decisions on planning applications.

The current Oxfordshire SCI was adopted by the Council in March 2015.

The Council must comply with its SCI in preparing local plan documents. The Council is currently preparing the Minerals and Waste Site Allocations Plan and it is important that an up to date SCI is in place when the plan is submitted for examination. There have been some legislative changes affecting SCIs. The current SCI should therefore be reviewed before the Minerals and Waste Site Allocations Plan is published and submitted for examination.  A draft revised SCI has been prepared, with a view to carrying out public consultation on it this summer, leading to adoption of a revised SCI in December 2019.

The Cabinet is RECOMMENDED to

(a)          approve the draft revised Oxfordshire Statement of Community Involvement at Annex 1, subject to final detailed amendment and editing, as a draft for public consultation;

(b)          authorise the Director for Planning & Place to:

(i)           carry out final detailed amendment and editing of the draft revised Oxfordshire Statement of Community Involvement, in consultation with the Cabinet Member for Environment;

(ii)          publish the draft revised Oxfordshire Statement of Community Involvement for public consultation.

The County Council is required to prepare, and keep up to date, a Statement of Community Involvement (SCI). The SCI is a statutory planning document that sets out how the Council will involve the community (consultees, stakeholders and other interested parties) in:

·         preparing and reviewing the Minerals and Waste Local Plan;

·         making decisions on planning applications.

Cabinet considered a report on a draft revised SCI, with a view to carrying out public consultation on it in the summer, leading to adoption of a revised SCI in December 2019.

Councillor John Sanders, Shadow Cabinet Member for Environment referred to the possibility of developers taking advantage of there being no Plan in place during the submission process. He queried whether the Plan could be agreed as a protocol in advance of the formal approval. Peter Day explained the process that had to be followed in terms of site allocations and that in advance of that process the amount of weight that could be given to it in planning applications was limited.

Councillor Constance, Cabinet Member for Environment moved the recommendations.

RESOLVED:             to:

(a)          approve the draft revised Oxfordshire Statement of Community Involvement at Annex 1, subject to final detailed amendment and editing, as a draft for public consultation;

(b)          authorise the Director for Planning & Place to:

(i)            carry out final detailed amendment and editing of the draft revised Oxfordshire Statement of Community Involvement, in consultation with the Cabinet Member for Environment;

(ii)          publish the draft revised Oxfordshire Statement of Community Involvement for public consultation.

Cabinet Member: Environment

Forward Plan Ref: 2019/058

Contact: Joanne Fellows, Infrastructure Locality Lead – Oxford Tel: 07990 368897/Martin Kraftl, Principal Transport Planner Tel: 07920 084336

Report by Director for Planning & Place (CA11).

To seek approval of emissions controls for buses in Oxford and submission of a request to the Traffic Commissioner to introduce a Traffic Regulation Condition (TRC) to enforce these controls.

Cabinet is RECOMMENDED to:

(a)          approve the proposed emissions requirements for buses outlined in the report;

(b)          authorise officers to make minor changes to the draft Traffic Regulation Condition at Annex 1 if required; and

(c)          instruct officers to submit a request to the Traffic Commissioner for a Traffic Regulation Condition (TRC) based on the draft at Annex 1

Cabinet considered a report on emissions controls for buses in Oxford and submission of a request to the Traffic Commissioner to introduce a Traffic Regulation Condition (TRC) to enforce these controls.

Councillor John Sanders, Shadow Cabinet Member for Environment, expressed some concern that the 2-stage phasing would not apply to many deprived areas in the City and that this may mean a loss of services. Councillor Sanders queried how advanced the technology to retro-fit was and how ready the industry was to do it.

Responding to the query Joanne Fellowes, Infrastructure Locality Lead Oxford explained that the technology was new and that many operators already operated at Euro 6.

Councillor Constance, Cabinet Member for Environment in moving the recommendations noted that this next step was being done in consultation with the bus companies. She added that as 78% of buses went out to other towns it would be of benefit to other areas.

Responding to questions from cabinet Joanne Fellowes confirmed that it impacted on national buses and coaches as well as local buses.

RESOLVED:             to:

(a)          approve the proposed emissions requirements for buses outlined in the report;

(b)          authorise officers to make minor changes to the draft Traffic Regulation Condition at Annex 1 if required; and

(c)          instruct officers to submit a request to the Traffic Commissioner for a Traffic Regulation Condition (TRC) based on the draft at Annex 1.

Cabinet Member: Environment

Forward Plan Ref: 2019/055

Contact: Paul Fermer, Assistant Director of Community Operations Tel: 07825 273984

Report by Director for Community Operations (CA12).

The report seeks approval to delegate the management of temporary signs on the highway to Cherwell District Council. A separate proposal is included in giving the required authorisation to Cherwell to manage and enable the sponsorship of roundabouts in the CDC area (already in progress) and to share any surplus income from the activity.

The Cabinet is RECOMMENDED to:

(a)          note the progress being made regarding partnership opportunities between Cherwell District Council and Oxfordshire County Council Operational Teams

(b)          to delegate authority to the Director of Law and Governance, in consultation with the Cabinet Member for Environment, the Leader and the Strategic Director of Communities to agree appropriate terms of the agreement.

Cabinet considered a report that sought approval to delegate the management of temporary signs on the highway to Cherwell District Council. A separate proposal was included giving the required authorisation to Cherwell to manage and enable the sponsorship of roundabouts in the CDC area (already in progress) and to share any surplus income from the activity.

Councillor Ian Corkin, Cabinet Member for Cherwell Partnership in moving the recommendations welcomed the proposals as an encouraging sign of the culture change being brought about by the Partnership. This was a vexatious issue and was something that could be expanded across the County.

Cabinet in welcoming the proposals hoped that there would be engagement with town and parish councils. A member suggested that a report back on the Civil Parking Enforcement referred to in paragraph 7 of the report would be welcomed.

RESOLVED:             to:

(a)          note the progress being made regarding partnership opportunities between Cherwell District Council and Oxfordshire County Council Operational Teams

(b)          to delegate authority to the Director of Law and Governance, in consultation with the Cabinet Member for Environment, the Leader and the Strategic Director of Communities to agree appropriate terms of the agreement.

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 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.