Agenda, decisions and minutes

Apologies for absence were received from Councillor Glynis Phillips.

- guidance note below

In relation to Item 7, Councillor Gant stated that, while submissions have been received from neighbourhood forums in his division, he has had no involvement in the discussions around them.

In relation to Item 7, Councillor Miller stated that he was a volunteer coach with Gosford All Blacks Rugby Club.

To approve the minutes of the meeting held on 18 July 2023 (CA3) and to receive information arising from them.

The minutes of the meeting held on 18 July 2023 were approved and signed as a correct record by the Chair.

There were none received.

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. 13 September 2023.  Requests to speak should be sent to committeesdemocraticservices@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.

Item 7 Proposal from OUFC to OCC as Landowner

David Robey

Roger Dicks

Paul Peros

Janine Bailey

Tim Williams

Niall McWilliams

Jonathon Clarke

Gemma Sims

Ian Salisbury

Suzanne McIvor

Paul Buckley

Chris Robins

John Hill

Chris Brennan

Cllr Ian Middleton

Cllr Liam Walker

8 Local Government and Social Care Ombudsman (LGSCO) 

Cllr John Howson

9 Time for Change: Improving Educational Opportunity for All Oxfordshire's Children and Young People - A report by the Oxfordshire Education Commission

Claire Brenner

Cllr John Howson

12 Capital Programme Approvals

Cllr John Howson

17 OCC Fire & Rescue Service Property and Emergency Response Strategy

Cllr John Howson

RESOLVED to confirm the following appointments:

Rural Services Network (Category A Outside Body)

Nominated Member: Councillor Leffman

Nominated substitute: Councillor Gregory

South East Employers (Category A Outside Body)

Councillor Phillips

Councillor Gregory

Thames Valley Fire Control Service

Councillor Gregory to replace Councillor Hannaby

Member Champions

Future Generations: Councillor Hicks

Public Transport: Councillor Povolotsky

Cabinet Member: Finance

Forward Plan Ref: 2023/173

Contact: Vic Kurzeja, Director of Property, vic.kurzeja@oxfordshire.gov.uk; Susannah Wintersgill, Director of Communications, Strategy and Insight, susannah.wintersgill@oxfordshire.gov.uk

Report by Chief Executive (CA7)  

The Cabinet is RECOMMENDED to

(a)            Note the feedback from the stakeholder engagement exercise undertaken in April and May 2023 (set out in Annex 2) and the public engagement exercise undertaken between 9 June and 23 July 2023 (set out in Annex 3).

(b)            Agree to proceed with a freehold sale of the land located to the east of Frieze Way / south of Kidlington roundabout known as the Triangle, based on the heads of terms which are being negotiated with Oxford United Football Club (OUFC).

The freehold sale of the land would be subject to:

·                 the receipt of planning consent and the production by OUFC of a net zero carbon plan, fully costed with clear timescales and outcomes, from design, construction and full operation of the stadium

·                 restrictive covenants to ensure that the land remains limited to use for stadium and sport purposes in perpetuity.

(c)             Agree that any capital receipt arising from a freehold sale would be used for the benefit of the local community.

(d)            Delegate authority to the Director of Finance, in consultation with the Cabinet Member for Finance and Property, to negotiate and agree the final heads of terms, which would be substantially in accordance with the details set out in Annex 5 (exempt).

(e)            Delegate authority to the Director of Finance, in consultation with the Head of Legal and Deputy Monitoring Officer, to conclude negotiations with the club and complete all necessary legal documentation for the sale.

(f)              Delegate authority to the Cabinet Member for Finance and Property, in consultation with the Director of Finance, to write to the club to outline requirements relating to the net zero carbon plan (set out in b above) and details of the restrictive covenants.

Final decision on whether Oxford United Football Club can acquire council-owned land at the Triangle to develop a new football stadium. Report on the feedback from the public engagement exercise undertaken in June and July 2023.

Cabinet had before it a report regarding the approach by Oxford United Football Club (OUFC) to the County Council (OCC) requesting that the Council transfer, by way of a 250-year lease, c.18 hectares (44.48 acres) of land, known as ‘land at Stratfield Brake, Kidlington’ for the development of a new 18,000 capacity football stadium with ancillary leisure and commercial facilities to include, hotel, retail, conference, and training/community grounds.

Councillor Kieron Mallon, Chair of the Place Overview & Scrutiny Committee presented the Committee’s report and recommendations in these proposals.

The Chair then invited a number of speakers to address the Cabinet on the substantive report and recommendations.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.

The Chief Executive presented the report and referred to the various views that had been expressed on the proposals.

During discussion, members made the following points:-

·       The need to pay particular attention to whether freehold or leasehold terms be agreed in view of the financial and reputational risks to the Council

·       The need to lock in the covenant to ensure the ongoing use of the land for the purposes set out in the report

·       The importance of environmental considerations in the development of the new site

·       The roles of the Football Club and the land under consideration as Community assets

·       The social value of football in bringing generations and communities together

·       The need to take account of the large volume of correspondence and representations received on the proposals

·       The need to consider local traffic considerations

·       Concerns about the residual green belt and biodiversity of the adjoining land

·       The need to demonstrate the benefits to be realised from the proposals in line with the Council’s strategic priorities

Councillor Miller, Cabinet Member for Finance, thanked all those involved in the compilation of the report and the speakers who had attended the meeting to express their views.  He referred to the background to the proposals arising from the need for Oxford United to find an alternative site from 2026 and the extensive work on the technical proposals and community engagement that had been undertaken which had led to the recommendations presented to this meeting.

Members then considered the detailed recommendations in the report and, in particular, whether to proceed on the basis of entering a leasehold agreement with the Football Club. Following discussion, Cabinet agreed to make amendments to the recommendations in the report.

Councillor Miller moved and Councillor Bearder seconded the amended recommendations and they were approved.

RESOLVED, 8 voting in favour and 1 abstention to:-

(a)            Note the feedback from the stakeholder engagement exercise undertaken in April and May 2023 (set out in Annex 2) and the public engagement exercise undertaken between 9 June and 23 July 2023 (set out in Annex 3).

(b)           Accept the report from the Place Overview and Scrutiny Committee.

(c)            Agree to proceed with a leasehold disposal of the land located to the east of Frieze Way/south of Kidlington roundabout known as the Triangle, based on the heads of terms  ...  view the full minutes text for item 105/23

Report by Corporate Director for Children’s Services

The Cabinet is RECOMMENDED to accept the main findings and recommendations of the Education Commission.

Cabinet considered a report from the independently-chaired Oxfordshire Education Commission which had been established In Autumn 2022 to consider how the Council, collectively with all state-funded schools, other education settings, and partners including children and families, could plan to sustain improving outcomes for all Oxfordshire children.

Gail Tolley, the independent Chair of the Commission, presented the report.  She introduced other members of the Commission who were present at the meeting and summarised the background to the findings of the Commission’s work which had led to the recommendations before the Cabinet.  There had been extensive engagement with children, young people, parents, schools and community organisations in the County which had provided valuable evidence along with various data insights and information on performance.  The Commission had identified a need for incremental change and collaborative working to achieve excellent outcomes for Oxfordshire’s children and young people.

The Executive Director (People, Transformation and Performance) thanked Gail Tolley and commission members for their work and reiterated the need for the recommendations to be incorporated with other areas for improvement including SEND.

Councillor Liz Brighouse, Cabinet Member for Children, Education and Young People’s Services responded to the report and expressed support for the need to step up to the challenges facing the Council and for an action plan to be put in place to monitor progress on improvements.

During discussion, members commented on:-

·       the disparity of outcomes for children from different backgrounds and communities in the County

·       the need for positive action to be taken in response to the Commission’s findings

·       evidence that children performed better when they walked or cycled through green spaces to school

·       the importance of early years child development in the context of health and wellbeing

Councillor Brighouse moved and Councillor Enright seconded the recommendations and they were approved.

RESOLVED to note the report of the Oxfordshire Education Commission.

Cabinet Member: Deputy Leader including Children, Education & Young People’s Services

Forward Plan Ref: 2023/223

Contact: Jane Mumford, Interim Head of SEND jane.mumford@oxfordshire.gov.uk

Report by Corporate Director for Children’s Services (CA8).

The Cabinet is RECOMMENDED to:

i)                 Note the findings of the Ombudsman’s investigation;

ii)               Note the procedures when consulting for new education placements for children with Education, Health, and Care plans; and to

iii)              Consider whether additional actions are presently needed to improve the timely completion of Education, Health, and Care plans.

Cabinet received a report on the findings of a case investigated by the  Local Government & Social Care Ombudsman concerning the the Special Educational Needs & Disabilities (SEND) Service.

Councillor Liz Brighouse, Cabinet Member for Children, Education and Young People’s Services introduced the report and offered the Council’s sincere apologies to those involved in this case. She referred to the measures the Council needed to take to improve the SEND service.

The Executive Director (People, Transformation and Performance) explained the background to the case and outlined the steps being taken to realise improvements to services provided by the Children’s Services Directorate. He explained details of the considerable performance improvements that had been made during the past year.

During discussion, members made the following points:-

·       Improvements to systems and processes involved in SEND cases should be prioritised.

·       The importance of work with partners, particularly those in the health sector, in delivering an improved SEND service

Councillor Brighouse moved and Councillor Sudbury seconded the recommendations and they were approved.

RESOLVED to:

(a)            note the findings of the Ombudsman’s investigation;

(b)            note the procedures when consulting for new education placements for children with Education, Health, and Care plans; and to

(c)             consider whether additional actions are presently needed to improve the timely completion of Education, Health, and Care plans.

Cabinet will receive the following Scrutiny reports:-

Performance and Corporate Services Overview and Scrutiny Committee on LGA Peer Review on Comms

Performance and Corporate Services Overview and Scrutiny Committee on Consultation and Engagement Strategy

Performance and Corporate Services Overview and Scrutiny Committee on Business Transformation Programme

Performance and Corporate Services Overview and Scrutiny Committee on  EDI Strategy and Action Plan

Performance and Corporate Services Overview and Scrutiny Committee on Workforce Strategy

Performance and Corporate Services Overview and Scrutiny Committee on Workforce Report and Data Q4 2022/23

Place Overview and Scrutiny Committee on Proposal from Oxford United Football Club to Oxfordshire County Council as Landowner (this report will be considered if available for this meeting)

Councillor Kieron Mallon, on behalf of Councillor Eddie Reeves, Chair of the Performance and Corporate Services Overview and Scrutiny Committee, presented the reports and recommendations on:-

LGA Peer Review on Comms

Consultation and Engagement Strategy

Business Transformation Programme

EDI Strategy and Action Plan

Workforce Strategy

Workforce Report and Data Q4 2022/23

Cabinet received the reports and will respond in due course.

Cabinet Member: Finance

Forward Plan Ref: 2023/132

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

Report by Chief Executive / Director of Finance (CA11 ).

The Cabinet is RECOMMENDED to

a) note the report and annexes.

b) approve the virement in Annex 2a.

c) note the use of £0.5m one – off funding (over the next two years) held in the COVID-19 reserve to further extend capacity needed within the Complaints and Freedom of Information (FOI) team within the Customer Service Centre.

Cabinet had before it a report on the July 2023 performance, risk, and finance position for the council.

Councillor Calum Miller, Cabinet Member for Finance, presented the report and referred, in particular, the current position on performance indicators and the projected financial outturn. He also referred to the demands and inflationary pressures facing the local government sector as a whole.

During discussion, members commented on the financial pressures in particular service departments and the budget reductions which would be required in future years’ budgets.

Councillor Miller moved and Councillor Enright seconded the recommendations and they were approved.

RESOLVED to :-

a)              note the report and annexes.

b)              approve the virement in Annex B-2a.

c)               note the use of £0.5m one – off funding (over the next two years) held in the COVID-19 reserve to further extend capacity needed within the Complaints and Freedom of Information (FOI) team within the Customer Service Centre.

Cabinet Member: Finance

Forward Plan Ref: 2023/126

Contact: Natalie Crawford, Capital Programme Manager, natalie.crawford@oxfordshire.gov.uk

Report by Director of Finance (CA12 ).

The Cabinet is RECOMMENDED to:

a)    approve the release of the £1m approved budget to complete Stage 0 of the Didcot Central Corridors South and Vale Programme.

b)    approve the release of £1.55m to progress with Stage 1 of the expanded Zero Emission Zone scheme and to approve the forward funding of £0.55m from the Budget Priority Reserve.

c)     approve a budget increase of £1.495m to a revised budget of £6.99m for Benson Relief Road to enable implementation of construction work, funded from additional S106 contributions and Growth Deal Funding and to forward fund the scheme in advance of secured S106 contributions.

d)    agree a revised budget of £24.1m to the A44 Corridor Improvements between and including Peartree to Cassington Road roundabout, an additional £4.1m funded from Growth Deal as detailed in paragraph 13.

e)    agree the inclusion of £0.95m for a programme of works into the Capital Programme, to upgrade two Gypsy and Traveller sites (utility buildings), funded from the agreed capital proposals (February 2023) in earmarked reserves.

Cabinet had before it a report setting out requests for changes to the Capital Programme requiring Cabinet approval that will be incorporated into the agreed programme and included in the next quarterly update to the Capital Programme in October 2023. 

Councillor Miller, Cabinet Member for Finance, introduced the report and answered a number of questions.

RESOLVED to:

a)    approve the release of the £1m approved budget to complete Stage 0 of the Didcot Central Corridors South and Vale Programme.

b)    approve the release of £1.55m to progress with Stage 1 of the expanded Zero Emission Zone scheme and to approve the forward funding of £0.55m from the Budget Priority Reserve.

c)     approve a budget increase of £1.495m to a revised budget of £6.99m for Benson Relief Road to enable implementation of construction work, funded from additional S106 contributions and Growth Deal Funding and to forward fund the scheme in advance of secured S106 contributions.

d)    agree a revised budget of £24.1m to the A44 Corridor Improvements between and including Peartree to Cassington Road roundabout, an additional £4.1m funded from Growth Deal as detailed in paragraph 13.

e)    agree the inclusion of £0.95m for a programme of works into the Capital Programme, to upgrade two Gypsy and Traveller sites (utility buildings), funded from the agreed capital proposals (February 2023) in earmarked reserves.

Cabinet Member: Leader

Forward Plan Ref: 2023/227

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

Report by Chief Executive (CA13).

The Cabinet is RECOMMENDED to confirm that the County Council will be a participant in the pan-regional partnership for the Oxford to Cambridge area

Cabinet had before it a report providing additional information on the pan-regional partnership for the Oxford to Cambridge area which had been proposed by local authorities and other regional partners, with support from the Secretary of State for Levelling Up, Housing and Communities.

Councillor Liz Leffman, Leader of the Council, presented the report and referred to the priorities of the new partnership relating to the environment and sustainable development which aligned with the strategic objectives of the County Council.

During discussion, members commented on the merits of joining the partnership, the role it will have in influencing policy and decision-making and the question of representation from the County Council.

Councillor Leffman moved and Councillor Enright seconded the recommendations and they were approved.

RESOLVED, 5 voting in favour and 3 against, to confirm that the County Council will be a participant in the pan-regional partnership for the Oxford to Cambridge area.

Cabinet Member: Cabinet Member for Finance

Forward Plan Ref: 2023/238

Contact: Vic Kurzeja: Director of Property & Services

vic.kurzeja@oxfordshire.gov.uk

Report by Director of Property Services

The Cabinet is RECOMMENDED to 

a.      Agree to the disposal of the Rewley Road site, as set out in exempt Annex 1, subject to negotiating and agreeing final heads of terms.

b.     Delegate authority to the Director of Finance, in consultation with the Cabinet Member for Finance and Property, to negotiate and agree the final heads of terms which will be substantially in accordance with the details set out in exempt Annex 1.

c.     Delegate authority to the Director of Finance, in consultation with the Head of Legal and Deputy Monitoring Officer, to conclude negotiations and complete all necessary legal documentation and any other steps necessary to implement the scheme as set out in the report.

Cabinet considered a report on proposals for the disposal of the Rewley Road site in Oxford and the implications for the Property and Asset Strategy agreed by Cabinet in November 2022 which set out the council’s long-term vision for its estate along with a set of objectives aligned with delivering the council’s strategic plan priorities. This included a road map for Oxford city centre accommodation and the rationalisation of office and operational accommodation across the county.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.  He explained the reasons for the proposed disposal and referred, in particular, to the implications of the proposals for the fire station located on the site.

Cuncillor Miller moved and Councillor Gregory seconded the recommendations and they were approved.

RESOLVED to:-

a)    agree to the disposal of the Rewley Road site, as set out in exempt Annex 1, subject to negotiating and agreeing final heads of terms.

b)    delegate authority to the Director of Finance, in consultation with the Cabinet Member for Finance and Property, to negotiate and agree the final heads of terms which will be substantially in accordance with the details set out in exempt Annex 1.

c)    delegate authority to the Director of Finance, in consultation with the Head of Legal and Deputy Monitoring Officer, to conclude negotiations and complete all necessary legal documentation and any other steps necessary to implement the scheme as set out in the report.

Cabinet Member: Community Services & Safety

Forward Plan Ref: 2023/175

Contact: Matt Cook, Assistant Chief Fire Officer, matt.cook@oxfordshire.gov.uk

Report by Assistant Chief Fire Officer (CA17).

Cabinet is RECOMMENDED to agree the Property and Emergency Response Strategy for Oxford City and Carterton

Cabinet had before it a report on the proposed Property and Emergency Response Strategy for Oxford City and Carterton which had been developed to support the redevelopment of Rewley Road fire station (as set out in the proposal to dispose of Rewley Road agenda item), the renovation of Slade Park Fire Station, an offsite training facility in the Oxford and the new build of a fire station and training facility at Carterton.  The strategy set out the County Council's approach to the redevelopment of its fire stations and training facilities in Oxford and Carterton.

Councillor Kate Gregory, Cabinet Member for Community Services and Safety, introduced the report and explained the objectives of the strategy and the benefits that would be realised for the Fire Service.

During discussion, a member referred to the dependency relating to parking by Fire Service staff and the implications for any future parking schemes in the city centre.  The Executive Director  (People, Transformation and Performance) assured members that the intention was that this dependency would not impact on any parking schemes in Oxford.

RESOLVED to approve the Property and Emergency Response Strategy for Oxford City and Carterton as set out in the report.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2023/205

Contact: Rachel Burns, Waste Strategy Manager, rachel.burns@oxfordshire.gov.uk

Report by Corporate Director Environment & Place (CA14 ).

The Cabinet is RECOMMENDED to approve the Household Waste Recycling Centre Strategy 2023-2043

Cabinet had before it a report on the proposed Household Waste Recycling Centre (HWRC) Strategy which had been developed to deliver the Council’s  obligations under the overarching Oxfordshire Resources and Waste Partnership (ORWP) Waste Strategy and to set out the Council’s vision to improve the way the it manages the infrastructure and services offered at the Council’s household waste sites.

Councillor Pete Sudbury, Cabinet Member for Climate Change Delivery and Environment, introduced the report. The Director of Planning, Environment and Climate Change and the Waste Strategy Manager explained the objectives of the strategy and answered a number of questions.

Councillor Sudbury moved and Councillor Enright seconded the recommendations, and they were approved.

RESOLVED to approve the Household Waste Recycling Centre Strategy 2023-2043 as set out in the report.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2023/207

Contact: Charlotte Simms, Minerals and Waste Local Plan Principal Officer

Report by Corporate Director Environment & Place (CA15).

The Cabinet is RECOMMENDED to

a.     Approve the Local Aggregate Assessment presented in Annex 2;

b.    Authorise the Corporate Director of Environment and Place in consultation with the Cabinet Member for Climate Change Delivery and Environment to review and publish Oxfordshire’s Recycled and Secondary Aggregate findings for 2022 once complete;

c.     Authorise the Corporate Director of Environment and Place in consultation with the Cabinet Member for Climate Change Delivery and Environment to make any revisions and publish the Oxfordshire Local Aggregate Assessment for the calendar year 2022 on the Council website.

Cabinet had before it a report on the annual Local Aggregates Assessment (LAA) which set the level of mineral provision for the County Council as the Minerals Planning Authority, to ensure an appropriate supply for Sand and Gravel and Crushed Rock.

Councillor Pete Sudbury, Cabinet Member for Climate Change and Delivery, introduced he report. The Principal Planner explained the background to the report and the factors taken into account to ensure the Council met its obligations in order to meet the requirements of the National Planning Policy Framework.

A member commented that the Council would benefit from the same level of reporting on other utilities.

Councillor Sudbury moved and Councillor Enright seconded the recommendations, and they were approved.

RESOLVED to:-

a.     Approve the Local Aggregate Assessment presented in Annex 2;

b.     Authorise the Corporate Director of Environment and Place in consultation with the Cabinet Member for Climate Change Delivery and Environment to review and publish Oxfordshire’s Recycled and Secondary Aggregate findings for 2022 once complete;

c.     Authorise the Corporate Director of Environment and Place in consultation with the Cabinet Member for Climate Change Delivery and Environment to make any revisions and publish the Oxfordshire Local Aggregate Assessment for the calendar year 2022 on the Council website.

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 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.