Agenda, decisions and minutes

There were no apologies for absence.  There were no apologies for absence.  The Leader welcomed Martin Reeves to his first Cabinet meeting as Chief Executive.

- guidance note below

There were no declarations of interest.

To approve the minutes of the meeting held on 21 February 2023 (CA3) and to receive information arising from them.

The minutes of the meeting held on 21 February 2023 were approved and signed.

See Annex.

Members of the public who wish to speak at this meeting can attend the meeting in person or ‘virtually’ through an online connection. 

To facilitate ‘hybrid’ meetings we are asking that requests to speak or present a petition are submitted by no later than 9am four working days before the meeting i.e., 9am on Wednesday 15 March 2023.  Requests to speak should be sent to colm.ocaomhanaigh@oxfordshire.gov.uk

If you are speaking ‘virtually’, you may submit a written statement of your presentation to ensure that your views are taken into account. A written copy of your statement can be provided no later than 9am 2 working days before the meeting. Written submissions should be no longer than 1 A4 sheet.

7 Proposal from OUFC to OCC as landowner

Suzanne McIvor

Cllr Ian Middleton

Report of the Place Overview & Scrutiny Committee: Scrutiny of Water Resources and the South East Regional Plan

Councillor Kieron Mallon, Chair of the Place Overview & Scrutiny Committee, introduced the report “Water Resources and the South East Regional Plan” which summarised the Committee’s consideration of the Council’s consultation response to the draft Water Resources South East regional plan at its meeting on 25 January 2023.

The Committee heard from Thames Water, the Group Against Reservoir Development (GARD), the Cabinet Member for Climate Change Delivery & Environment as well as officers of the Council and presented three recommendations which Councillor Mallon outlined.

Councillor Pete Sudbury, Cabinet Member for Climate Change Delivery & Environment, thanked the Committee for the report.  He noted that Recommendation 2 had been taken on board in the final version of the Council’s response to the plan.  Cabinet will formally respond to the scrutiny committee in due course.

Cabinet Member: Finance

Forward Plan Ref: 2023/046

Contact: Claire Taylor, Corporate Director Customers, Organisational Development & Resources, claire.taylor@oxfordshire.gov.uk

Report by Corporate Director Customers, Organisational Development & Resources (CA7).

The Cabinet is RECOMMENDED to

a)                  Agree the engagement and communications strategy set out at annex 1.

b)                  Agree the memorandum of understanding (MoU) as set out at annex 2 and delegate authority to the Corporate Director, Customers and Organisational Development to sign on behalf of the Council. Whilst not anticipated, any non-material changes to be agreed in consultation with the portfolio holder for Finance and Property.

c)                  Note the timetable set out at annex 3.

Cabinet was asked to consider an engagement and communications strategy in relation to the proposal from Oxford United Football Club (OUFC) to use a parcel of Council land known as ‘Land to East of Frieze Way / South of Kidlington Roundabout or the triangle’ for the development of a new stadium.

Before discussing the report, the Chair had agreed to the following requests to speak.

Suzanne McIvor, representing Friends of Stratfield Brake, stated that the Council’s online engagement exercise had been dominated by supporters of Oxford United and asked that the Council hold a secure public consultation for local residents within something like one and a half miles radius of the Triangle to determine if the local community supports the fundamental principle of a stadium on the Triangle Green Belt site before any further negotiation for the site's disposal.

Councillor Ian Middleton, Kidlington South, stated that the majority of local residents that he had spoken to were dissatisfied with the Council’s handling of this issue.  There needed to be proper local engagement and he welcomed the suggestion that there will be a way to verify the location of respondents in the proposed further engagement.  He expressed his view that some Cabinet Members had shown predetermination on this issue.

Anita Bradley, Director of Law & Governance and Monitoring Officer, stated that she was not aware of any predetermination in relation to this issue and that any councillor who believed that they had evidence of predetermination should bring it to her attention.

Councillor Andrew Gant proposed an amendment to Annex 1: on Agenda Page 26, under the heading “Audiences”, second bullet point, replace “and local MPs” with “local MPs and Neighbourhood Forums”.  This amendment was agreed.

Councillor Glynis Phillips, Cabinet Member for Corporate Services, summarised the engagement and communication strategy aspects of the report which will be undertaken in two phases, both meeting with stakeholder groups and inviting wider feedback.  This will take place over a six week period following receipt of the club’s proposals.

Councillor Calum Miller, Cabinet Member for Finance, emphasised that Cabinet had made no decisions on the proposal from Oxford United.  In the first engagement process, the Council clearly identified the concerns of those in local postcodes and it was a result of this that Cabinet decided not to take a decision but start a process to gather more information before making a decision.  Local Parish Councils, Neighbourhood Forums and other representative bodies would be very welcome to take part in the engagement process.

Councillor Gant gave an assurance that Officers and Councillors will take great care to differentiate between the views of those living locally and those further away.

The recommendations as amended were proposed by Councillor Miller, seconded by Councillor Gant and agreed.

RESOLVED to:

a)          Agree the engagement and communications strategy set out at annex 1 as amended.

b)          Agree the memorandum of understanding (MoU) as set out at annex 2 and delegate authority to the Corporate Director, Customers and Organisational Development to sign on  ...  view the full minutes text for item 36/23

Cabinet Member: Finance

Forward Plan Ref: 2022/160

Contact: Louise Tustian, Head of Insight & Corporate Programmes, louise.tustian@oxfordshire.gov.uk / Kathy Wilcox, Head of Financial Strategy, kathy.wilcox@oxfordshire.gov.uk .

Report by Corporate Director Customers, Organisational Development & Resources, Director of Finance (CA8).

The Cabinet is RECOMMENDED to

a)                  note the report and annexes.

b)                  note the virements in Annex B-2b and approve the virements in Annex B-2a.

c)                  approve the write - off of seven unrecoverable social care debts with a combined total of £0.135m as set out in Annex B paragraph 117. 

Cabinet received a report presenting the January 2023 performance, risk, and finance position for the council.

Councillor Calum Miller, Cabinet Member for Finance, summarised the report.  He highlighted the deteriorations of £3.8m in Adult Services, which was related to pooled budgets with the NHS, and £1.8m in Children’s Services.

These overspends were the result of an unexpected spike in inflation due to the invasion of Ukraine.  The Council was fortunate to be able to manage these through the reserves and contingency provided for in the 2022/23 budget.  However, challenges remained going forward and the Government had flagged that funding of local government will decrease from 2025 onwards.

Other Cabinet Members commented:

·       The Government SEND (Special Educational Needs and Disabilities) Review had nothing about the finance needs to provide better services. Officers were working with local parents to get the offer right and additional resources had been allocated to alleviate the difficulties around Education, Health and Care Plans.

·       There was also a saving in Home to School Transport but we needed to consider that we should be moving journeys from private to public transport due to climate change concerns.

·       The increase in borrowing from libraries and increase in visitors to the County Museum were welcomed and officers congratulated.

·       The Council had been recognised with a gold award for its work in supporting LGBTQ+ staff.

The recommendations were proposed by Councillor Miller, seconded by Councillor Hannaby and agreed.

RESOLVED to:

a)              note the report and annexes.

b)              note the virements in Annex B-2b and approve the virements in Annex B-2a.

c)              approve the write - off of seven unrecoverable social care debts with a combined total of £0.135m as set out in Annex B paragraph 119. 

Cabinet Member: Finance

Forward Plan Ref: 2022/159

Contact: Kathy Wilcox, Head of Financial Strategy, kathy.wilcox@oxfordshire.gov.uk

Report by Director of Finance (CA9).

Financial Report on capital spending against budget allocations, including any necessary capital programme approvals.

OCC Capital Programme

a)              Approve the latest capital monitoring position for 2022/23 (Annex 1) and the associated updated capital programme at Annex 2, incorporating the changes set out in this report

b)              To note the approval of the Leader of the Council, in accordance with the Council’s Financial Regulations for the revised budget provision of £5.4m for the Ploughley Road/A41 Junction Improvement scheme in Bicester (paragraph 21)

Re-profiling

c)              Agree the in-year re-profiling as identified in the report and (Annex 1 and 2)

Cabinet had before it a report setting out the monitoring position based on activity to the end of January 2023 - the fourth update for 2022/23.  It also included an update to the Capital Programme approved by Council in February 2023 taking into account additional funding and new and/or changes to schemes.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.  He highlighted reduced forecast expenditure of £14.9m on the capital programme for 2022/23 due to projects starting later than expected.  He stated that it was hoped to have a new format for these reports going forward to make it easier for Members to track progress and see that allocations advance the Council’s priorities.

Councillor Miller proposed the recommendations, Councillor Enright seconded and they were agreed.

RESOLVED to:

OCC Capital Programme

a)              Approve the latest capital monitoring position for 2022/23 (Annex 1) and the associated updated capital programme at Annex 2, incorporating the changes set out in this report

b)              To note the approval of the Leader of the Council, in accordance with the Council’s Financial Regulations for the revised budget provision of £5.4m for the Ploughley Road/A41 Junction Improvement scheme in Bicester (paragraph 21)

Re-profiling

c)              Agree the in-year re-profiling as identified in the report and (Annex 1 and 2)

Cabinet Member: Finance

Forward Plan Ref: 2022/189

Contact: Tim Chapple, Treasury Manager, tim.chapple@oxfordshire.gov.uk

Report by Director of Finance (CA10).

Cabinet is RECOMMENDED to note the report, and to RECOMMEND Council to note the council’s treasury management activity in the third quarter of 2022/23.

Cabinet considered a report covering the treasury management activity for the third quarter of 2022/23 in compliance with the CIPFA Code of Practice on Treasury Management 2021.  It provided an update on the anticipated position and prudential indicators set out in the Treasury Management Strategy Statement & Annual Investment Strategy for 2022/23 agreed as part of the Council’s budget and Medium Term Financial Strategy in February 2022.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.  Higher interest rates had resulted in higher than expected interest receivable on the surplus cash held.  Some investments have been more challenged but none have materially damaged the overall Treasury position.

Councillor Miller had also consulted with officers and was assured that no investments or funds were held with financial institutions that were currently under threat.

The recommendations were proposed by Councillor Miller, seconded by Councillor Enright and agreed.

RESOLVED:

to note the report, and to RECOMMEND Council to note the Council’s treasury management activity in the third quarter of 2022/23.

Cabinet Member: Corporate Services

Forward Plan Ref: 2022/161

Contact: Joanne Pitt, Interim Director of Human Resources, joanne.pitt@oxfordshire.gov.uk .

Report by Corporate Director Customers, Organisational Development & Resources (CA11).

Quarterly staffing report providing details of key people numbers and analysis of main changes since the previous report.

Cabinet is RECOMMENDED to note the report.

Cabinet had before it a report providing an update on the key strategic workforce priority areas for Quarter 3 and a refreshed workforce profile.

Councillor Glynis Phillips, Cabinet Member for Corporate Services, summarised the report.  A new workforce strategy and action plan was being developed across the organisation.  The results of the staff wellbeing survey will be reflected in this work.

Councillor Phillips stated that emotional support was the main reason for staff seeking employee assistance and for referrals to the occupational health service.  It was clear that more needed to be done to support staff, especially in Children’s Services and schools.

Although spending on agency staff had risen in this quarter there was positive news from Children’s Social Services where the proportion of agency staff had been reduced from a 46% high in December 2021 to 23% in January 2023.

The recommendation was proposed by Councillor Phillips, seconded by Councillor Lygo and agreed.

RESOLVED to note the report.

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2022/248

Contact: Lorna Baxter, Director of Finance (S151 Officer), lorna.baxter@oxfordshire.gov.uk

Report by Chief Executive (CA12).

Cabinet to approve the Oxfordshire Housing and Growth Deal Programme.

The Cabinet is RECOMMENDED to

a)              Subject to the decision of the Future Oxfordshire Partnership on 20 March 2023, request the Chief Executive of the Council to write to Department for Levelling Up Housing and Communities (DHLUC’) to formally accept the terms of the letter from DHLUC to Oxfordshire Leaders and Oxfordshire County Council’s Chief Executive dated 5 December 2022 (Annex 1).

b)              Agree that in accepting the terms of the letter at Annex 1, the Council will, as accountable body and in consultation with the relevant District or City Council regarding the impact on accelerated housing numbers, take responsibility for decisions necessary to manage the programme in accordance with the updated conditions set out by DLUHC.

c)              Note that it will be necessary to agree revised Terms of Reference and Memorandum of Understanding for the Future Oxfordshire Partnership to reflect the change in responsibility as set out in recommendation 2.

Cabinet considered a report updating the existing financial governance arrangements following the receipt of updated requirements for the release of the remaining £30m grant funding.

Councillor Duncan Enright, Cabinet Member for Travel & Development Strategy, summarised the report as a procedural exercise to deal with the decision by the Future Oxfordshire Partnership to end the Oxfordshire Plan 2050.  The Department proposed additional criteria relating primarily to strengthened reporting requirements and also a proposed change in payment methodology.  There have been a number of meetings to clarify the points and Councillor Enright was happy to propose the recommendation from the report.

Councillor Hannaby seconded the recommendations and they were agreed.

RESOLVED:

a)          Subject to the decision of the Future Oxfordshire Partnership on 20 March 2023, request the Chief Executive of the Council to write to Department for Levelling Up Housing and Communities (DLUHC) to formally accept the terms of the letter from DLUHC to Oxfordshire Leaders and Oxfordshire County Council’s Chief Executive dated 5 December 2022 (Annex 1).

b)          Agree that in accepting the terms of the letter at Annex 1, the Council will, as accountable body and in consultation with the relevant District or City Council regarding the impact on accelerated housing numbers, take responsibility for decisions necessary to manage the programme in accordance with the updated conditions set out by DLUHC.

c)          Note that it will be necessary to agree revised Terms of Reference and Memorandum of Understanding for the Future Oxfordshire Partnership to reflect the change in responsibility as set out in recommendation 2.

Cabinet Member: Finance

Forward Plan Ref: 2023/007

Contact: Robin Rogers, Programme Director (Partnerships and Delivery), robin.rogers@oxfordshire.gov.uk

Report by Director of Finance (CA13).

To agree further support measures for residents in the Cost of Living Crises.

The Cabinet is RECOMMENDED to

a)                  Note the cost of living support measures delivered during 2022/23, as summarised in Table 1;

b)                  Agree to vary the match funding requirements for Council Tax support agreed in September 2022, as set out in paragraph 30; 

c)                  Agree to the support package for 2023/24, as summarised in Table 3, noting the flexibility outlined in paragraph 31.

Cabinet had before it a report providing an update on delivery of cost of living support in 2022/23 and making recommendations for the disbursement of cost of living resources in 2023/24.

Councillor Mark Lygo, Cabinet Member for Public Health & Equality, summarised the report.  There was a real danger that rises in the cost of living will increase the inequalities on our community that we have resolved to tackle – especially when the national energy support grants end.  The proposals were targeted at those most vulnerable and those who fall through the gaps between the national schemes.

Councillor Calum Miller, Cabinet Member for Finance, added that there were proposals to ensure that the increases in Council Tax would not fall on those in the lowest income households.  Also, support for discretionary housing payments was being doubled.

Other Cabinet Members commented:

·       Thanks to the District and City Councils for the joint working on the proposals, building on the cooperation that worked so well during the Covid pandemic.

·       The opposition had criticised the maximum rise in Council Tax but this had been necessary in these very difficult times.  However, the Council was being progressive in protecting the most vulnerable.

The recommendations were proposed by Councillor Lygo, seconded by Councillor Sudbury and agreed.

RESOLVED to:

a)              Note the cost of living support measures delivered during 2022/23, as summarised in Table 1;

b)              Agree to vary the match funding requirements for Council Tax support agreed in September 2022, as set out in paragraph 30; 

c)              Agree to the support package for 2023/24, as summarised in Table 3, noting the flexibility outlined in paragraph 31.

Cabinet Member: Leader

Forward Plan Ref: 2023/008

Contact: Chloe Taylor, Interim Head of Strategy, chloe.taylor@oxfordshire.gov.uk

Report by Corporate Director Customers, Organisational Development & Resources (CA14).

To sign up to the Oxfordshire Inclusive Economy Charter.

The Cabinet is RECOMMENDED to

a)                  Note that the Oxfordshire Inclusive Economy Partnership has been established.

b)                  Note that the Oxfordshire Inclusive Economy Charter was launched on 24 January 2023.

c)                  Agree to become a signatory to the Oxfordshire Inclusive Economy Charter.

d)                  Agree to make four pledges to build on our commitment to an inclusive economy.

Cabinet had before it a report providing an overview of the Oxfordshire Inclusive Economy Partnership (OIEP) including the development and launch of the Oxfordshire Inclusive Economy Charter on 24 January 2023. The report recommended the Council becomes a signatory to the charter and makes four pledges to demonstrate the Council’s commitment to an inclusive economy.

Councillor Liz Leffman, Leader of the Council, summarised the report.  The vision of the Partnership was very much in line with that of the County Council but in this case the Council signs up to pledges from a list of options provided.  The report recommended the pledges listed in paragraph 18 with an additional stretch pledge in paragraph 19.  The Partnership included commercial organisations, the universities and local councils.

Councillor Leffman proposed the following addition to the recommendations:

e)      Agree that the OIEP Steering Group is considered to be a Strategic Body and that the Council’s representative will be the Leader of the Council.  The portfolio holder for Public Health & Equality will be the official substitute.

Councillor Leffman proposed the recommendations as amended, Councillor Phillips seconded and they were agreed.

RESOLVED to:

a)              Note that the Oxfordshire Inclusive Economy Partnership has been established.

b)              Note that the Oxfordshire Inclusive Economy Charter was launched on 24 January 2023.

c)              Agree to become a signatory to the Oxfordshire Inclusive Economy Charter.

d)              Agree to make four pledges to build on our commitment to an inclusive economy.

e)              Agree that the OIEP Steering Group is considered to be a Strategic Body and that the Council’s representative will be the Leader of the Council.  The portfolio holder for Public Health & Equality will be the official substitute.

Cabinet Member: Adult Social Care

Forward Plan Ref: 2023/045

Contact: Pippa Corner, Deputy Director Commissioning, pippa.corner@oxfordshire.gov.uk

Report by Corporate Director of Adult Social Care (CA15).

Cabinet is RECOMMENDED to approve, following the extensive work with partners described in the paper, the draft in Annex 1 for publication and submission to Department for Health & Social Care (DHSC).

Councils are required to publish a Market Sustainability Plan detailing how they intend to meet market needs in the next 3 years.  Cabinet was recommended to approve the draft plan in Annex 1 of the report.

Councillor Tim Bearder, Cabinet Member for Adult Social Care, introduced the report.  The proposed plan included an increased offer to providers.  It was a difficult time for them with all of their costs going up.  The short term increase in funding from the Government was welcome but providers need radical reform for the long term.  However, the Council has been able to use extra funding to bring legacy providers up to consistent standards.

Councillor Calum Miller, Cabinet Member for Finance, added that Oxfordshire had a high provision of care as well as high costs of care.  He noted that decisions on adult social care appeared to come from the Treasury rather than the Department for Health and Social Care.  Promised solutions have not been delivered.  He thanked officers and the social care sector for its input into the Plan.

The recommendations were proposed by Councillor Bearder, seconded by Councillor Miller and agreed.

RESOLVED to:

approve, following the extensive work with partners described in the paper, the draft in Annex 1 for publication and submission to Department for Health & Social Care (DHSC).

Cabinet Member: Highway Management

Forward Plan Ref: 2022/249

Contact: Phil Whitfield, Principal Officer - Service Improvement, phil.whitfield@oxfordshire.gov.uk

Report by Corporate Director Environment & Place (CA16).

Approval to procure the preferred highways maintenance delivery model for the 2025 highways maintenance contract.

The Cabinet is RECOMMENDED to

a)                      Approve the preferred model (single provider with greater level of in-house responsibilities and use of frameworks for some activities) for the future highway maintenance contract for Oxfordshire.

b)                      Support progression to the next stage of developing and drafting the specification, contract, and other tender documents required for procurement.

Cabinet considered the outcome of work by highway maintenance contract specialists, DMSqd, to determine the most appropriate procurement model for Oxfordshire.

Councillor Andrew Gant, Cabinet Member for Highway Management, introduced the report.  He thanked the Audit & Governance Committee for their work on the governance arrangements.  The models considered were listed in paragraph 9 of the report.  The recommended model was described in recommendation a) and there was a helpful visual representation on page 280.

Councillor Gant moved the recommendations.  They were seconded by Councillor Enright and agreed.

RESOLVED to:

a)              Approve the preferred model (single provider with greater level of in-house responsibilities and use of frameworks for some activities) for the future highway maintenance contract for Oxfordshire.

b)              Support progression to the next stage of developing and drafting the specification, contract, and other tender documents required for procurement.

Cabinet Member: All

Contact Officer: Colm Ó Caomhánaigh, Committee Officer Tel: 07393 001096

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 CA17.  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 (CA17) 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.