Agenda, decisions and minutes

Apologies for absence were received from Councillor Miller.

To approve the minutes of the meeting held on 20 June 2023 (CA3) and to receive information arising from them

The minutes of the meeting held on 20 June 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., 9am on Wednesday 12 July 2023.  Requests to speak should be sent to chris.reynolds@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.

There were no requests received.

Cabinet will receive the following Scrutiny reports:-

-        Place Overview and Scrutiny Committee on Vision Zero

-        People Overview and Scrutiny Committee on SEND and Staffing Changes in Children’s Services (to follow)

Councillor Charlie Hicks, Deputy Chair of the Place Overview and Scrutiny Committee, introduced the report “Vision Zero”.  He outlined the background to the recommendations and referred, in particular, to the proposals for audits of contracts, commissions, briefings for infrastructure delivery, the need for the Council to move towards the CLOCS standard, the recommendations for a road safety campaign and adequate funding.

Councillor Andrew Gant, Cabinet Member for Highway Management thanked the Committee for its work and said that a formal response from the Cabinet would be given in due course.

Councillor Nigel Simpson, Chair of the People Overview and Scrutiny Committee, introduced the report “SEND and Staffing Changes in Children’s Services” He explained the background to the recommendations which referred to concerns about the performance of the SEND service. These included a request for the issue of a press release publicising the changes to staffing in the Children’s Services SEND and Staffing Changes in Children’s Services department.

Councillor Liz Brighouse, Deputy Leader, thanked the Committee for its excellent work.  She reminded members that the issues affecting the SEND service were partly attributed to national funding issues.

Cabinet will formally respond to the Scrutiny Committee in due course.

Cabinet Member: Finance

Forward Plan Ref: 2023/031

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 Director of Finance (CA7).

1.     The Cabinet is RECOMMENDED to

a)    note the report and annexes.

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

c)    approve the use of £2.0m from the Transformation Reserve to fund the council’s Delivery Unit and associated costs associated with transformation and driving efficiency.

d)    note the use of £0.1m funding held in the COVID-19 reserve to further extend capacity needed within the Information Management team within Governance to support the council’s ability to respond to Subject Access Requests (SARs) and approve the use of £1.5m one – off funding to support pressures in Children’s Social Care in 2023/24.

e)    agree the overall allocation of Homes for Ukraine grant funding as set out in Annex B-6 and authorise the Director of Finance to finalise the agreements with the City and District Councils following consultation with the Leader of the Council and the Cabinet Member for Finance.

f)      approve the write-off of four unrecoverable social care debts with a combined total of £0.070m as set out in Annex B paragraph 93. 

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

Cllr Liz Leffman, Leader of the Council, introduced the report.  She referred to the popularity of the 20mph scheme, and the achievements of carers in the County which were recognised in the Oxfordshire Care Awards. Councillor Leffman then explained the background to the performance indicators and commented in particular, on the indicators showing red in relation to the introduction of LED lighting, household waste recycling, adult social care debtors, and the Council’s financial position.

Cllr Leffman then explained the recommendations in the report.

Cllr Glynis Phillips, Cabinet Member for Corporate Services, explained the background to the percentage of telephone calls abandoned at the Customer Service Centre.  She commended all those involved in achieving nationally acknowledged CCA accreditation for customer services.

During discussion, members welcomed the introduction of the Citizens’ Portal which would enable the information on the Council’s performance indicators to be widely available. 

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

RESOLVED to

a)    note the report and annexes.

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

c)    approve the use of £2.0m from the Transformation Reserve to fund the council’s Delivery Unit and associated costs associated with transformation and driving efficiency.

d)    note the use of £0.1m funding held in the COVID-19 reserve to further extend capacity needed within the Information Management team within Governance to support the council’s ability to respond to Subject Access Requests (SARs) and approve the use of £1.5m one – off funding to support pressures in Children’s Social Care in 2023/24.

e)    agree the overall allocation of Homes for Ukraine grant funding as set out in Annex B-6 and authorise the Director of Finance to finalise the agreements with the City and District Councils following consultation with the Leader of the Council and the Cabinet Member for Finance.

f)      approve the write-off of four unrecoverable social care debts with a combined total of £0.070m as set out in Annex B paragraph 93. 

Cabinet Member: Finance

Forward Plan Ref: 2023/002

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

Report by Director of Finance (CA8).

The Cabinet is RECOMMENDED to:

Capital Programme

1.               Accept the latest capital monitoring position for 2023/24 set out in Annex 1.

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

Grant funding

Agree the inclusion in the Capital Programme of the following grant funding updates and allocation:

3.               additional pothole funding of £3.706m to be added to the annual structural maintenance programme (Paragraph 81).

4.               Sustainable Warmth Fund for Home Upgrade 2 grant of £6.4m to be utilised in 2023/24 and 2024/25 (Paragraph 46).

Capital Approvals

Agree:

5.               An increase of £0.7m in the Bloxham CE Primary School scheme – new hall and kitchen (paragraph 59).

6.               An increase of £0.3m in the Botley Road Corridor scheme to reflect the final accounts for the scheme (paragraph 63).

7.               An update to the agreed funding for Tree Planting Programme to split this into capital (£1.8m) and revenue (£0.8m) elements (paragraph 65).

8.               Inclusion of £18.0m for the Fleet Management Programme (paragraph 69).

9.               Release of £0.8m Vision Zero pipeline funding towards Active Travel (paragraph 74).

10.           The short-term funding arrangements on the North Oxford Corridor Scheme until the confirmation of the revised scheme cost and the reallocation of Growth Deal grant towards the scheme from the overall existing Growth Deal programme (paragraph 76).

Cabinet had before it the first quarterly capital programme update and monitoring report for 2023/24 which set out the monitoring position based on activity to the end of May 2023.    The report also provided an update to the Capital Programme approved by Council in February 2023, taking into account additional funding and new schemes.  The updated programme incorporated changes agreed through the Capital Programme Approval Reports to Cabinet in May and June 2023 as well as new funding.

Councillor Liz Leffman, Leader of the Council, introduced the report. She referred to the additional measures introduced to monitor the Council’s Capital Programme and explained the reasons for the changes recommended.

Councillor Phillips proposed and Councillor Enright seconded that, as the Capital Programme was under review, recommendation a) be amended to “note” the Capital Programme. The amendment was approved.

Councillor Leffman moved and Councillor Brighouse seconded the amended recommendations and they were approved.

RESOLVED to:-

Capital Programme

1.               Note the latest capital monitoring position for 2023/24 set out in Annex 1.

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

Grant funding

Agree the inclusion in the Capital Programme of the following grant funding updates and allocation:

3.               additional pothole funding of £3.706m to be added to the annual structural maintenance programme (Paragraph 81).

4.               Sustainable Warmth Fund for Home Upgrade 2 grant of £6.4m to be utilised in 2023/24 and 2024/25 (Paragraph 46).

Capital Approvals

Agree:

5.               An increase of £0.7m in the Bloxham CE Primary School scheme – new hall and kitchen (paragraph 59).

6.               An increase of £0.3m in the Botley Road Corridor scheme to reflect the final accounts for the scheme (paragraph 63).

7.               An update to the agreed funding for Tree Planting Programme to split this into capital (£1.8m) and revenue (£0.8m) elements (paragraph 65).

8.               Inclusion of £18.0m for the Fleet Management Programme (paragraph 69).

9.               Release of £0.8m Vision Zero pipeline funding towards Active Travel (paragraph 74).

10.           The short-term funding arrangements on the North Oxford Corridor Scheme until the confirmation of the revised scheme cost and the reallocation of Growth Deal grant towards the scheme from the overall existing Growth Deal programme (paragraph 76).

Cabinet Member: Finance

Forward Plan Ref: 2023/033

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

Report by Director of Finance (CA9).

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

Cabinet had before it a report on the Council’s treasury management activities for the financial year 2022/23. 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 is the final report for the financial year 2022/23 and sets out the position at 31 March 2023.

Councillor Liz Leffman, Leader of the Council, introduced the report and referred, in particular, to the challenges experienced by officers in monitoring treasury management in the current economic climate.

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

RESOLVED to:-

a)     note the report

b)    note the council’s treasury management activity and outcomes in 2022/23.

Cabinet Member: Leader

Forward Plan Ref: 2023/032

Contact: Colm Ó Caomhánaigh, Committee Officer, colm.ocaomhanaigh@oxfordshire.gov.uk

Report by Director of Law & Governance (CA10 ).

To report on a quarterly basis any executive decisions taken under the specific powers and functions delegated under the terms of Part 7.1 (Scheme of Delegation to Officers) of the Council’s Constitution – Paragraph 6.3(c)(i).  It is not for Scrutiny call-in.

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

Cabinet had before it a report referring to executive decisions taken during the period April to June 2023 inclusive. Under the Scheme of Delegation in the Council’s Constitution (Part 7.1, paragraph 6.3 (c)(i)),  the Chief Executive is authorised to undertake an executive function on behalf of the Cabinet.  Cabinet receives a quarterly report on the use of this delegated power in relation to such executive decisions; that is, decisions that might otherwise have been taken by Cabinet.

Councillor Liz Leffman, Leader of the Council, introduced the report.

Councillor Liz Brighouse, Deputy Leader, explained the background to the 2 decisions taken in relation to the Children’s Services department.

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

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

Cabinet Member: Leader of the Council

Forward Plan Ref: 2023/123

Contact: Anita Bradley, Director of Law & Governance, anita.bradley@oxfordshire.gov.uk

Report by Director of Law & Governance (CA11).

The Cabinet is RECOMMENDED to:

Approve the Future Oxfordshire Partnership’s revised terms of reference and memorandum of understanding.

These will take effect following approval by each of the six Oxfordshire councils.

Cabinet had before it a report proposing amendments to the Terms of Reference for the Future Oxfordshire Partnership  following changes to the programmes within the Oxfordshire Housing and Growth Deal.

Councillor Liz Leffman, Leader of the Council, introduced the report and emphasised that, while the current changes to the terms of reference were appropriate, it was likely that further revisions would be necessary in due course.

Councillor Pete Sudbury, Cabinet Member for Climate Change and Delivery, said that while he recognised that the current revision of the terms of reference for the Partnership were technical, he proposed that there needed to be an appointed representative for climate, ecology and the Natural World, planetary boundaries and the circular economy.  The Future Oxfordshire Partnership needed to consider climate change solutions, resilience to anticipated climate impacts and embracing the development of a circular economy and appropriate representation would assist with this work.  He suggested that the further revisions to the terms of reference should include such representation.

The Chair acknowledged that the FOP should be more proactive on the issued raised but said that the need for long term sustainable development was included within the objectives of the Partnership.

Councillor Leffman moved and Councillor Brighouse seconded the recommendations and they were approved

RESOLVED to approve the Future Oxfordshire Partnership’s revised terms of reference and memorandum of understanding.  These will take effect following approval by each of the six Oxfordshire councils.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2023/122

Contact: Sarah Gilbert, Head of Climate Action, sarah.gilbert@oxfordshire.gov.uk

Report by Corporate Director Environment & Place (CA12).

The Cabinet is RECOMMENDED to

c.     approve the Council’s Carbon Management Plan through to 2030 (Annex 3).

Cabinet had before it a report giving a six-monthly update on work to address the Climate Emergency, including the delivery of the 22/23 Climate Action Programme workstreams. An updated programme for 2023/24 (Annex 2) included actions from an internal audit on integration of climate action, and a number of new joint workstreams agreed with the Future Oxfordshire Partnership.

Councillor Sudbury, Cabinet Member for Climate Change Delivery and Environment, introduced the report.  He referred to the recent examples of the impact of Climate Change including the wildfires in Europe. He said that the report illustrated the Council’s performance resulting from its environmental strategies and priorities and referred to the recent staff reorganisation which would double the resources devoted to implementing the Council’s policies on climate change.  Councillor Sudbury referred to the challenges ahead, includingusing less energy, elimination of fossil fuels from electricity generation, and electrification. A change of behaviours including diet, travel, and wasteful consumption was also essential.  Councillor Sudbury gave examples of how these priorities would be addressed in the Council’s strategic objectives.

During discussion members welcomed the thoroughness and presentation of the report.  They made the following points:-

·       The importance of working collectively with other organisations on Climate Change delivery and working towards a circular economy

·       The potential for innovative financing including “green bonds”

Councillor Sudbury moved, and Councillor O’Connor seconded the recommendations, and they were approved.

RESOLVED to:

c.     approve the Council’s Carbon Management Plan through to 2030 (Annex 3).

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2023/001

Contact: Olu Solola, Programme Lead, olu.solola@oxfordshire.gov.uk

Report by Corporate Director Environment & Place (CA13).

The Cabinet is RECOMMENDED to: 

a)    approve the continued development of the initial delivery phase of the HIF2 scheme as set out in this paper

b)    endorse the continued discussion with Homes England and giving of notice under clause 8.4 of the Grant Determination Agreement (GDA) for revisions to funding window, initial scheme delivery, milestones, ensuring that the required due diligence has been completed to manage programme and financial risk. Once this is completed Authorise the Corporate Director of Environment and Place, in consultation with the Director of Law and Governance, Director of Finance, Cabinet Member for Travel and Development Strategy and Cabinet Member for Finance, to enter into an amended GDA

c)    approve the further scheme development, assessment and preparation of materials and Authorise the Corporate Director of Environment and Place to enter into public engagement on the initial delivery phase

Cabinet had before it a report which set out the outcomes of a review of the original A40 HIF2 scheme. The report set out the scope of the initial delivery phase and the recommendation that, subject to discussions with Homes England, further scheme development and engagement, that it is used as a basis for continued discussions and to undertake a public consultation following the Cabinet’s decision, to allow for development and subsequent identification of a preferred option.

Councillor Duncan Enright introduced the report.  He explained the reasons for the review of the scope of the project and the benefits of the active travel elements of the scheme, the provision of park and ride facilities, a bus lane into Oxford and interim bus priority measures. He also explained the reasons for the decision to split the project into 2 phases. 

During discussion, a member expressed concern about the scheme, particularly regarding the provision of only a single bus lane which, in his opinion, would exacerbate the traffic issues in the areas of Didcot, Carterton and Eynsham. Other members said, that, while the scheme did not provide a complete solution it would encourage the use of public transport and cycling. The congestion issues on the A40 were not acceptable and it was important that some measures be taken to address the issues, including the impact of the development of new housing in the area.

Councillor Enright responded to the comments made and reiterated that this would be a phased approach and emphasised the benefits of the new transport hub at Eynsham. It was also important for serious consideration to be given to a rail link in the area.  He considered that this was important infrastructure improvement which would help to improve the lives of residents in West Oxfordshire.

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

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

a)    approve the continued development of the initial delivery phase of the HIF2 scheme as set out in this paper

b)    endorse the continued discussion with Homes England and giving of notice under clause 8.4 of the Grant Determination Agreement (GDA) for revisions to funding window, initial scheme delivery, milestones, ensuring that the required due diligence has been completed to manage programme and financial risk. Once this is completed Authorise the Corporate Director of Environment and Place, in consultation with the Director of Law and Governance, Director of Finance, Cabinet Member for Travel and Development Strategy and Cabinet Member for Finance, to enter into an amended GDA

c)    approve the further scheme development, assessment and preparation of materials and Authorise the Corporate Director of Environment and Place to enter into public engagement on the initial delivery phase

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.

For information only: Cabinet response to scrutiny report

·       Cost of living

Cabinet noted the response to the Scrutiny report on Cost of Living.