Meeting documents

Tuesday, 17 March 2009

To Members of the Cabinet
Notice of a Meeting of the Cabinet


Tuesday 17 March 2009 at 2.00 pm


County Hall, Oxford



Joanna Simons

Chief Executive                                                                                                                                  

March 2009


Contact officer:          Tony Cloke

Tel: 01865 815314









Keith R Mitchell CBE


Leader of the Council

David Robertson


Deputy Leader of the Council

Roger Belson


Cabinet Member for Sustainable Development

Louise Chapman


Cabinet Member for Children, Young People & Families

Jim Couchman


Cabinet Member for Social & Community Services

Mrs J. Heathcoat


Cabinet Member for Community Safety

Ian Hudspeth


Cabinet Member for Transport

C.H. Shouler


Cabinet Member for Finance

Melinda Tilley


Cabinet Member for Place

Michael Waine


Cabinet Member for Schools Improvement

The Agenda is attached.  Decisions taken at the meeting

will become effective at the end of the working day on 25 March 2009

unless called in by that date for review by the appropriate Scrutiny Committee.

Copies of this Notice, Agenda and supporting papers are circulated

to all Members of the County Council.

Date of next meeting: 21 April 2009

If you have any special requirements (such as a large print version of these papers or special access facilities) please contact the officer named on the front page, but please give as much notice as possible before the meeting.




1.                 Apologies for Absence


2.                 Declarations of Interestsee guidance note


3.                 Minutes


To confirm the minutes of the meeting held on 17 February 2009 (CA3) and to receive for information any matters arising therefrom.


4.                 Petitions and Public Address

(See Addenda)


5.                 Financial Monitoring

Cabinet Member: Finance

Forward Plan Ref: 2008/189

Contact: Lorna Baxter, Assistant Head of Finance (Corporate Finance) (01865 323971)

Report by Assistant Chief Executive & Chief Finance Office (CA5)


(CA5 - download as .doc file)
(CA5 - Annexes 1 - 5 and 7 - download as .pdf file)

(CA5 - Annex 6 - download as .pdf file)
(CA5 - Annex 8 - download as .pdf file)

(CA5 - Annex 9 - download as .pdf file)


This report sets out the Council’s forecast financial position for the 2008/09 financial year based on ten months of actuals to the end of January 2009.  It includes projections for revenue, balances, reserves and capital.  The report sets out explanations where the forecast outturn is significantly different from the budget with action plans to recover the position where appropriate.


An in-year overspend for Directorates is now forecast at £1.963m.  This position excludes the -£0.365m underspend on the ICT Investment Fund which will be carried forward to 2009/10.  The year-end forecast of general balances is £20.006m. 


The projected in-year commitment on capital is estimated to be £86.6m (excluding devolved formula capital) in line with the latest capital programme approved by Council in February 2009.  Actual expenditure to the end of January was £55.75m, 64% of projected spend.


The Cabinet is RECOMMENDED to:


(a)              note the report;


(b)              approve the Supplementary Estimates totalling £0.975m as set out in paragraph 52;


(c)               recommend Council to approve the temporary virement of £0.905m from Home to School Transport to Children’s Agency Placements;


(d)              approve the other virements as set out in Annex 2a; and


(e)              approve the virements to the approved budget for 2009/10 set out

in Annex 9.


6.                 Fire Authority IRMP Final Action Plan 2009/10

Cabinet Member: Community Safety

Forward Plan Ref: 2008/178

Contact: Martin Crapper, Community Safety Service Delivery Manager (01865 852171)


Report by Director for Community Safety & Shared Services/Chief Fire Officer (CA6).


The report proposes the projects to be included within the Fire Authority’s Integrated Risk Management (IRMP) – Action Plan for 2009-10. The proposals summarise those areas where the Service’s Senior Management believe service improvements should be made. To meet the requirements of the IRMP process each proposal is supported by robust evidence, validating both their inclusion and their contribution to improved community safety and/or firefighter safety. Similarly, each proposal is cognisant of the prevailing economic constraints.


The proposals for the 2009-10 IRMP Action Plan are:


(i) Review Prevention and Risk Reduction

(ii) A review of the implementation of the Fire Safety Order

(iii) Working with the requirements of the Local Resilience Forum

(iv) A review of the training requirements and operational needs associated with the retained duty staff

(v) To achieve level 3 in the Local Government Standard for Equalities

(vi) A review of the joint working opportunities with Oxfordshire County Emergency Planning Unit

(vii) The creation of a succession Planning strategy

(viii) A review of the Incident Command structure


The Cabinet is RECOMMENDED subject to any amendments which the Cabinet may consider appropriate to approve the proposed projects to be included in the IRMP Action Plan 2009-10.


7.                 Capital & Revenue Transport Works Programmes

(See also Addenda)

Cabinet Member: Transport 

Forward Plan Ref: 2009/004

Contact: Kevin Haines, Group Manager (01865 815687)/Roger O’Neill, Principal Planning Officer (01865 815659)


Report by Head of Transport (CA7) (download as .doc file)


(CA7 - Annex 1 - download as .doc file)
(CA7 - Annex 2 - download as .pdf file)

(CA7 - Annex 3 - download as .doc file)

(CA7 - Annex 4 - download as .doc file)
(CA7 - Annex 5(a) - download as .pdf file)
(CA7 - Annex 5(b) - download as .pdf file)

(CA7 - Annex 5(c) - download as .pdf file)

(CA7 - Annex 6 - download as .doc file)
(CA7 - Annex 7 - download as .pdf file)
(CA7 - Annex 8 - download as .pdf file)

(CA7 - Annex 9 - download as .doc file)
(CA7 - Annex 10 - download as .doc file)
(CA7 - Annex 11 - download as .pdf file)
(CA7 - Annex 12 - download as .pdf file)
(CA7 - Annex 13 - download as .doc file)


This report sets out the main Transport works programmes for 2009/10 and beyond.  The report also provides an update on the delivery of the 2008/09 programmes, and on the general progress made during the first two years of the current Local Transport Plan (LTP 2).


The Cabinet is RECOMMENDED to:


(a)              approve the details of the 2009/10 Transport Improvements programme and scheme allocations and 2009-11 provisional programme as set out in Annex 3;


(b)              approve the use of relevant developer funded contributions to fund works in the 2009/10 Transport Improvements Programme;


(c)               approve the details of the 2009/10 Highway Maintenance programmes and allocations, and the forward provisional programmes as set out in Annexes 5, 6, 7 and 9;


(d)              approve Oxford City Council’s Section 42 allocation for 2009/10 as modified and shown in Column B of Annex 11; and


(e)              approve the Detailed Project Appraisal at Annex 13 (A420 High Street, Oxford, Phase 3).


8.                 Redbridge Hollow – Fly Tip Material Removal

Cabinet Member: Finance

Forward Plan Ref: 2009/033

Contact: Andrew Bourne, Senior Area Property Officer (07717480361)


Report by Head of Property (CA8).


This report is a detailed project appraisal for removal of fly-tipped waste from County Council owned land at Redbridge Hollow, Oxford. The estimated cost of removing the waste exceeds £1m. The Council's Financial Procedure Rules require that the detailed project appraisal is approved by Cabinet. 


The report explains where the waste has been deposited, the method that will be adopted for its treatment and removal, an interim site security strategy to be implemented after the waste has been removed and the proposed future use of the land.


The Cabinet is RECOMMENDED to approve this Detailed Project Appraisal for the Removal of Fly-Tipped Waste from Redbridge Hollow Travellers Site.


9.                 Debt and Money Advice Review

Cabinet Member: Community Safety

Forward Plan Ref: 2009/028

Contact: Julian Hehir, Scrutiny Review Officer (01865 815982)


Report by Lead Member Review Group (Executive Summary-CA9)


(CA9 - Executive Summary - download as .doc file).


The Community Safety Scrutiny Committee appointed a Lead Group of Councillors to carry out this review exploring the range, quality and effectiveness of debt and money advice that is being provided by a host of different agencies across Oxfordshire.  Oxfordshire County Council provides financial support to several agencies that offer debt and money advice, albeit not for these purposes specifically, and the impact of the recent “credit crunch” has seen an increase in the number of people seeking advice.  Consequently, this may put pressure on the staff, in terms of increased numbers of clients, time available and quality that can be delivered, as well as on the funding sources for these services.


The Review explored the following themes:


Communication:  The relationship between the agencies providing debt and money advice and the local authority.


Information technology and access to services:  The benefits of new information technology.  


Premises:  Concerns raised by voluntary groups about premises used to provide debt and money advice.


Checks and balances:  Research identified agencies in the public, voluntary and private sectors that offered debt and money advice.  Members wished to explore the consistency and quality of advice that was being provided, the training for advisers, and agencies’ internal quality assurance checks. 


Funding: County Council funding of CAB and advice centres for 2008/09 involved a commitment of £431,280 by Social & Community Services.  The need for checks and balances applies particularly to those agencies that the County Council directly supports. 


The Lead Member Group liked the model that is mainly being used by local agencies such as the Oxford CAB based on face-to-face advice supported by more assisted self-help and signposting to other sources of information and advice.  This seems to work well and the Member Group believed that the County Council should invite the various agencies to join together in a financial inclusion partnership as a focus for establishing common approaches to enquiries for advice, better communication and linkages between them, and better signposting to the most appropriate sources of advice such as on-line or library-style information hubs.


The Lead Member Group also believed that the County Council should have a role in overseeing the quality of advice provided.  This can be achieved by the Trading Standards Service developing closer working relationships with the independent sector, establishing a central contact and communication role between the community and the advice agencies, and monitoring the consistency and quality of services provided.


The Cabinet is RECOMMENDED to consider the recommendations of the Community Safety Scrutiny Committee  


10.             Scrutiny Review of the Local Economy of Market Towns

(See also Addenda)

Cabinet Member: Leader of the Council, Place

Forward Plan Ref: 2009/020

Contact: Imran Alvi, Policy and Review Officer (01865 810822)


Report by Lead Member Review Group (Executive Summary – CA10).


(CA10 - download as .doc file)


The review considered what more Oxfordshire County Council (OCC) can do to help facilitate the economic success of market towns both as an individual agent and in partnership with key stakeholders. The review aimed to support district councils in achieving their visions as well as supporting community led initiatives in market towns.


The review hoped to achieve three key outcomes:

·        to provide more effective support by OCC for market town economies;


·        to facilitate more effective partnership working in Oxfordshire to support the economies of market towns; and


·           to act as an impetus to create positive change in the near future.


The Review identified key stakeholders, plans and activities and drew heavily on best practice in other market towns to identify 11 key drivers of success. They identified 3 building blocks necessary to deliver economic success: understanding the economic landscape, developing a vision and delivering that vision. The Review also looked at Oxfordshire specific barriers preventing market towns from emulating best practice and how these can be overcome.


The Cabinet is RECOMMENDED to consider the recommendations of the Environment & Economy Scrutiny Committee Scrutiny Committee


11.             Oxford Academy (Final Business Case and Detailed Project Approval)

Cabinet Member: Schools Improvement

Forward Plan Ref: 2009/007

Contact: Nigel Cunning, Team Leader Project Delivery, Property Services, Environment & Economy Directorate (01865 810457)/Mike Simm, Head of Service, Commissioning, Performance & Quality Assurance, CYP&F (01865 815212)/John Phipps, Service Manager, School Organisation & Planning, CYP&F (01865 816455)


Report by Director for Children, Young People & Families (CA11)

(CA11 - download as .doc file)
(CA11 - Annex 1 - download as .pdf file


The Oxford Academy project will provide for a new and part refurbished 7 form entry secondary school with up to 1050 pupils. In addition there will be a 6th form for up to 400 pupils and a specific 150 place sports academy.


The report identifies the procurement route following the Academies programme prescribed by Partnership for Schools (PfS) and sets out the Council's responsibility for procuring and delivering the school building project including managing the risk in terms of programme and cost.  As part of the procurment process the Council is required to submit a Final Business Case to PfS and this is appended to the report.


The new Academy will be built on the existing site which currently is shared with a number of third party users. The proposed scheme includes the construction of the new Mabel Prichard Special School together with a new facility for Adult Learning linked with shared facilities for a Public Library.


The new accommodation is needed to transform the current school provision and within the procedures set by PfS, the sponsor is responsible for the overall Educational Vision, Curriculum Analysis with the aim to deliver better outcomes for pupils.


The level of funding being dedicated to the Academy project by PfS is £29.198m.  The Council have identified funding of £4.152m to deliver direct OCC aspects of the project.  This provides total capital funding of £33,350,000.


The cost of the project is £33,350,000 including procurement costs, risk contingency, and furniture, fittings, equipment and ICT hardware.


The Cabinet are RECOMMENDED,


Subject to funding approval from PfS, to authorise the Head of Property and Head of Legal Services to enter into a building contract with Willmott Dixon Construction Limited for the delivery of the Oxford Academy, Mabel Prichard Special School, Adult Learning and Library facilities and to enter into a development agreement with the Oxford Academy Trust which will provide for the Council to dispose of the Oxford Academy upon completion of the project by granting a 125 year lease at a peppercorn rent to the Academy trust.


12.             Section 75 National Health Service Act 2006 Partnership Agreement – The Expansion of the Commissioning Pooled Budget for Mental Health Services for Adults of Working age in Oxfordshire

(See also Addenda)

Cabinet Member: Social & Community Services

Forward Plan Ref: 2008/180

Contact: Paul Purnell, Head of Social Care for Adults (01865 323576)


Report by Head of Social Care for Adults (CA12).


This report informs the Cabinet of proposals  for the expansion of the Mental Health Commissioning Pooled Budget between OCC and Oxfordshire Primary

Care Trust (OPCT) and to seek approval to the necessary arrangements to put this in place


The Cabinet is RECOMMENDED to:


(a)              give approval for the expansion of the Commissioning Pooled

Budget from April 2009 to include all Budgets from both

organizations for adults of working age with mental health



(b)              agree to the governance arrangements to oversee the expanded

Commissioning Pooled Budget;


(c)               agree that Chief Officers are given delegated authority to agree

the budgets that will contribute to the Mental Health

Commissioning pool.


13.             Review of Facilities Management

Cabinet Member: Finance

Forward Plan Ref: 2009/018

Contact: Mark Tailby, Assistant Head of Property, (01865 816012)


Report by Head of Property (CA13) (download as .doc file).


A review of the Council’s arrangements for Facilities Management (FM) has been undertaken and this has reported to the Change Management Board. A Business Case for the establishment of a corporate FM function has been prepared and has their support. The purpose of this report is to set out the findings of the Business Case, what future arrangements are proposed and to seek approval for putting the new arrangements in place.

This review considers soft FM services (such as cleaning, reception and hall keeping) rather than hard FM services (building maintenance services, which are currently provided by Mouchel) in about 380 non-school premises.

Facilities Management services are currently provided by directorates and establishments.  This fragmented arrangement is operationally inefficient, inconsistent in delivery, makes H&S compliance more difficult and cost effectiveness cannot be demonstrated. It also means that it is very difficult to identify what services are being provided and how much they cost. There are areas where a good facilities management service is being provided, but this is despite of rather than because of the current arrangements.


The objectives of the FM Review are to establish a service which:


• Improves the ability to meet statutory requirements and deliver council objectives

•Provides a broader range of high quality FM services

• Is capable of delivering services across the County efficiently and which represents value for money in procurement, delivery and management

• Is able to adapt to changing demands of the Council as the estate changes

• Is capable of growing to meet the demands of new clients such as the Council’s Partners if they choose to buy-in to the service

• Is capable of being monitored for performance and value for money.


The preferred option is to establish a corporate FM function within Property Services and to consolidate existing FM expenditure in to a central budget.


The Cabinet is RECOMMENDED to agree:


(a)              the proposals for establishing a Corporate Facilities Management function within Property Services; and


(b)              the transfer of exiting FM spend to the new function from 2010/11 with an additional 10% to allow for unidentified expenditure


14.             Review of Partnership Governance Arrangements

Cabinet Member: Leader of the Council

Forward Plan Ref: 2008/159

Contact: Claire Evans, OCP Manager, (01865 816077)


Report by Assistant Chief Executive (Strategy) (CA14).


In February 2008 the Public Service Board (PSB) commissioned a review of the governance arrangements of the partnerships responsible for delivery of the targets in the Oxfordshire 2030 Delivery Plan. The aim of this review is to ensure that partnerships are fit for purpose and in particular to:

- rationalise partnerships

- clarify member roles and officer support arrangements

- clarify the relationships and accountability between partnerships.


This report proposes changes to the structure of thematic partnerships supporting the Oxfordshire Partnership and Public Service Board. Further consultation work on the principles of governance and membership is ongoing and will be brought to the Cabinet in due course.


Further work is required by June 2009 to

• Clarify the partnership governance arrangements for homelessness and supporting people.

•Ensure that Delivery Groups are in place for all targets

•Develop effective links between thematic partnerships and district local strategic partnerships and vice versa.


The Cabinet is RECOMMENDED to:


(a)              note the decision of the Public Service Board; and


(b)              agree the report.


15.             Local Area Agreement ‘Refresh’

(See also Addenda)

Cabinet Member: Leader of the Council, Deputy Leader of the Council

Forward Plan Ref: 2009/026

Contact: Claire Phillips, Partnership Officer, (01865 323967)


Report by Head of Partnership Working (CA15).


The Oxfordshire Public Service Board and Oxfordshire County Council Cabinet agreed the Local Area Agreement 2008-11 with Government in June 2008. However, at that time it was not possible to agree three-year targets for all the chosen indicators because of the absence of baseline information for several targets. It was agreed that these gaps would be filled during the first year of the agreement through a review and refresh process.


The Cabinet is RECOMMENDED to


(a)              approve the targets subject to final negotiations with GOSE (separate paper sent in advance of the meeting); and


(b)              authorise the Leader (Chairman of the Oxfordshire Partnership) and Deputy Leader (Chairman of the Public Service Board) to approve any outstanding issues


16.             Performance Management: 3rd Quarter Progress Report Against Priorities and Targets

Cabinet Member: Leader of the Council, Deputy Leader of the Council

Forward Plan Ref: 2008/191

Contact: Ian Mills, Corporate Risk and Performance Advisor (01865 815676)


Report by County Council Management Team (CA16).


Quarterly Performance Monitoring Report


17.             Establishment Review

Cabinet Member: Deputy Leader of the Council

Forward Plan Ref: 2008/190

Contact: Sue Corrigan, Strategic HR Manager (01865 810280)


Report by Head of Human Resources & Organisational Development (CA17).


This report gives an update on activity since the implementation of the  Establishment Review and associated Recruitment Approval process on 1 August 2005. It provides detail on the overall objectives of the review and summarises progress made against the targets which were agreed to ensure delivery of those objectives. Details of the agreed establishment figure at 31 December 2008 in terms of Full Time Equivalents is provided, together with the detailed staffing position at 31 December 2008. These are shown in the report by directorate and service area.

The report also provides information on current activity and in addition there is information on grant funded posts and those vacancies which are being covered by agency staff and at what cost.

The Cabinet is RECOMMENDED to:

(a)              note the report;


(b)              confirm that the Establishment Review continues to meet the Cabinet’s requirements in reporting and managing staffing numbers.


18.             Forward Plan and Future Business

(See also Addenda)

Cabinet Member: All

Contact Officer: Sue Whitehead, Committee Services Manager (01865 810262)


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 CA18. 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.