Agenda, decisions and minutes

Apologies for absence were received from Councillor Andrew Gant and Martin Reeves (Chief Executive).

- guidance note below

There were none.

To approve the minutes of the meeting held on 18 June 2024 (CA3) and to receive information arising from them.

The minutes of the meeting held on 18 June 2024 were approved as a correct record.

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.  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 i.e Wednesday 10 July 2024. Written submissions should be no longer than 1 A4 sheet.

11 Business Management and Monitoring Report

Dr Stuart Bartlett

Prof E. Mavrikis

Cabinet noted that Councillor Sally Povolotsky had been appointed as Water Resources Champion.

There are no reports from Scrutiny Committees to be considered at this meeting.

There were none.

Cabinet Member: Infrastructure and Development Strategy

Forward Plan Ref: 2024/198

Contact: Timothy Mann, Programme Lead

Timothy.mann@oxfordshire.gov,uk

Report by Director of Environment and Highways (CA8)

The Cabinet is RECOMMENDED to;

a)    Approve the proposed changes to the Grant Determination Agreement (GDA) as set out in paragraphs 13 and 14 of the report; and

b)    Authorise the Director of Environment and Highways, in consultation with the Director of Law & Governance, Executive Director of Resources and Section 151 officer, Cabinet Member for Infrastructure and Development Strategy and Cabinet Member for Finance to finalise the terms of, and enter into, the amended Grant Determination Agreement.

Cabinet had before it a report regarding amendments to the grant determination agreement with Homes England for the Didcot Garden Town Housing Infrastructure Fund project (HIF1).  The project had been widely publicised and the details published in previous Cabinet reports.

Following consideration by the Council’s Planning and Regulation Committee in July 2023, the HIF1 planning application was ‘called in’ by the Secretary of State for Levelling Up, Housing and Communities on 25 July 2023, and a decision was now awaited following the conclusion of conjoined planning and Orders Public Inquiries, which closed in May 2024.

After extensive negotiation, Homes England had agreed to contribute further funding to the programme of £36,400,000, potentially extending to £116,000,000, and to extend the funding window to 31 March 2028.  The remaining required funding would be met by the previously approved contributions from OxLEP, Section 106 income, and the allowance in the Council’s budget through capital borrowing.

Councillor Judy Roberts, Cabinet Member for Infrastructure and Development Strategy, presented the report.

During discussion, a member made the following points in opposition to the to the proposals in the report:-

·   They argued that the project would not solve the problems of congestion, pollution, and climate change, but rather worsen them.

·   They questioned the carbon impact assessment of the project. They considered that the appendix to the report understated the significance of the CO2 emissions from the construction.

·   They advocated for alternative solutions to the transport and housing issues arising from the project. They cited the Pathway to Zero Carbon Oxfordshire report, which recommended reducing travel demand and shifting to local and active travel modes, instead of building more roads. They suggested that the council should negotiate with the government to use the £400m for cycle ways and other sustainable infrastructure.

·   They also expressed concern about the cost and risk of the project. They noted that the project's cost has doubled in three years, and that there were still huge financial risks associated with building a bridge over a railway line and wetlands. They could not support the council's decision to underwrite any over-spend, especially when there were considerable financial pressures in other areas including Adult Social Services.

Another member expressed concern that the Cabinet was being requested to decide on the issues in the report before the outcome of the planning inquiry was known.

Councillor Roberts responded to the comments and said that the issues both for and against the project had been explored by the Planning Committee.

The Monitoring Officer reminded members that the planning application associated with this project would be determined by the Secretary of State following the report by the planning inspector.

The Chair reiterated the point that the outcome of the planning inquiry was awaited and that, should the Secretary of State determine that the HIF1 scheme should proceed, it was important that the Council has access to the grant funding outlined in the report to support the implementation of the project.

Councillor Roberts proposed and Councillor Leffman seconded the  ...  view the full minutes text for item 99/24

Cabinet Member: Leader, Infrastructure and Development Strategy

Forward Plan Ref: 2024/206

Contact: Chloe Taylor, Head of Economy (Chloe.Taylor@oxfordshire.gov.uk)

Report by Chief Executive. (CA9)

The Cabinet is RECOMMENDED to

a)    Endorse the appointment of Dr Olga Kozlova as a Board Director upon the resignation of Professor Patrick Grant

b)    Endorse the appointment of Cllr David Hingley as a Board Director upon the resignation of Cllr Barry Wood

Cabinet had before it a report setting out the decisions taken at the OxLEP Board meeting on 11 June 2024 requiring Company Member endorsement. The recommendations related to the appointment of two new Non-Executive Directors (NED’s) replacing existing NED’s who had signalled their intent to resign.

The Chair presented the report and explained the background to the appointments of the two directors in the context of the transfer of LEP functions to the County Council.

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

RESOLVED to:-

a)    endorse the appointment of Dr Olga Kozlova as a Board Director upon the resignation of Professor Patrick Grant

b)    endorse the appointment of Cllr David Hingley as a Board Director upon the resignation of Cllr Barry Wood

Cabinet Member: Finance

Forward Plan Ref: 2024/162

Contact: Tim Chapple, Treasury Manager

Tim.chapple@oxfordshire.gov.uk

Report by Executive Director of Resources and Section 151 Officer (CA10)

Cabinet is RECOMMENDED to note the report, and to RECOMMEND Council to note the council’s treasury management activity and outcomes in 2023/24.

Cabinet had before it a report on the Council’s treasury management activities for the financial year 2023/24. The Chartered Institute of Public Finance and Accountancy’s (CIPFA’s) ‘Code of Practice on Treasury Management 2021’ required that the Council and Audit & Governance Committee received a report on Treasury Management activities at least four times per year.  This report was the final report for the financial year 2023/24 and set out the position at 31 March 2024.

Councillor Dan Levy, Cabinet Member for Finance, presented the report and thanked the Treasury Manager and his team for their excellent work in achieving the results presented to the Cabinet.

RESOLVED to

(a)  note the report,

(b)  recommend the Council to note the council’s treasury management activity and outcomes in 2023/24.

Cabinet Member: Finance

Forward Plan Ref: 2024/063

Contact: Kathy Wilcox, Head of Financial Strategy

Kathy.wilcox@oxfordshire.gov.uk

Report by Executive Director of Finance and Section 151 Officer (CA11)

The Cabinet is RECOMMENDED to

a) Note the report and annexes.

b) Approve the virement requests in Annex B-2a and note the requests in Annex B-2b.

c) Approve the OxLEP carry forward of funding and transfer £0.2m held in the Council’s reserves to OxLEP Ltd.

d) Approve the increase to charges for the Home to School Transport Spare Seat Scheme from September 2024.

Cabinet considered a report presenting the May 2024 performance, risk, and finance position for the council. The business management reports were part of a suite of performance, risk and budget documents which set out the council’s ambitions, priorities, and financial performance.

Members were addressed by two members of the public and Councillor Nigel Simpson on concerns regarding the proposed increase to charges for the Home to School Transport Spare Seats Scheme.

The Chair referred to the motion passed at the July 2024 meeting of Full Council and said that a report on the provision of school bus places would be considered by the Cabinet in due course.

Councillor Dan Levy, Cabinet Member for Finance, presented the report.

During discussion the following points were made:-

·       The Council’s leading position on household waste recycling but concerns at delays by Government in developing a deposit return scheme for drinks containers

·       Concerns regarding the impact of extreme weather events as a result of climate change had not been included in the corporate risk register

·       The likely increase in the deficit budget on the High Needs Block of the Dedicated Schools Grant and the need for this to be addressed by the Government

Councillor Levy moved and Councillor Ley seconded the recommendations and they were approved.

RESOLVED to:-

a)     note the report and annexes.

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

c)     approve the OxLEP carry forward of funding and transfer £0.2m held in the Council’s reserves to OxLEP Ltd.

d) approve the increase to charges for the Home to School Transport Spare Seat Scheme from September 2024.

Cabinet Member: Finance

Forward Plan Ref: 2024/205

Contact: Natalie Crawford, Capital Programme Manager,

Natalie.crawford@oxfordshire,gov.uk

Report by Executive Director of Finance and Section 151 Officer (CA11)

The Cabinet is RECOMMENDED to:

Capital Programme

1.               Note the capital monitoring position for 2024/25 set out in this report and summarised in Annex 1.

2.               Approve the updated Capital Programme at Annex 2 incorporating the changes set out in this report.

Budget Changes / Budget Release

3.               approve to release £4m of corporate funds back to the capital programme from the Special Education Needs (SEN) Provision Programme due to the additional SEN High Needs Grant funding received between 2021/22 and 2024/25 following the announced funding allocations (paragraph 76).

4.               approve the inclusion of Oxford Community Support Service (CSS) Cowley into the Capital Programme with an indicative budget of £1.078m to be funded from the Asset Rationalisation Programme, Property Decarbonisation Programme and Section 106 funding (paragraph 68). 

5.               approve the change of the use of the budget for the purposes of relocating Banbury Library (paragraph 70).

Cabinet had before it the first quarterly capital programme update and monitoring report for 2024/25 which set out the monitoring position based on activity to the end of May 2024.    The report also provided an update to the Capital Programme approved by Council in February 2024, taking into account additional funding and new schemes. 

Councillor Dan Levy, Cabinet Member for Finance, presented the report and explained the background to the schemes for which approval was requested.

During discussion members welcomed the proposals in the report and referred, in particular, to the opening of Shrivenham Primary School and the relocation of Banbury Library.

RESOLVED to:-

Capital Programme

a)    note the capital monitoring position for 2024/25 set out in this report and summarised in Annex 1.

b)    approve the updated Capital Programme at Annex 2 incorporating the changes set out in this report.

Budget Changes / Budget Release

c)    approve to release £4m of corporate funds back to the capital programme from the Special Education Needs (SEN) Provision Programme due to the additional SEN High Needs Grant funding received between 2021/22 and 2024/25 following the announced funding allocations (paragraph 76).

d) approve the inclusion of Oxford Community Support Service (CSS) Cowley into the Capital Programme with an indicative budget of £1.078m to be funded from the Asset Rationalisation Programme, Property Decarbonisation Programme and Section 106 funding (paragraph 68). 

e)    approve the change of the use of the budget for the purposes of relocating Banbury Library (paragraph 70).

Cabinet Member: Leader

Forward Plan Ref: 2024/245

Contact: Colm Ó Caomhánaigh, Democratic Services Manager,

Colm.ocaomhanaigh@oxfordshire.gov.uk

Report by Director of Law and Governance

Cabinet is RECOMMENDED to note the executive decision taken under delegated powers, set out in paragraph 4.

Cabinet had before it a report refers on the  executive decisions taken during the period April to June 2024 inclusive.

Under the Scheme of Delegation in the Council’s Constitution (Part 7.2, paragraph 6.3 (c)(i)), the Chief Executive was authorised to undertake an executive function on behalf of the Cabinet.  The quarterly report detailed the use of this delegated power in relation to such executive decisions; that is, decisions that might otherwise have been taken by Cabinet.

The Chair presented the report.

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

RESOLVED to note the executive decision taken under delegated powers, set out in paragraph 4 of the report.

Cabinet Member: All

Contact Officer: Chris Reynolds, Senior Democratic Services Officer, chris.reynolds@oxfordshire.gov.uk

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 CA14.  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.

Update on the Priority Action Plan

Cabinet noted the response to the Scrutiny item on the Update on the Priority Action Plan.