Meeting documents

Tuesday, 23 June 2009

To Members of the Cabinet

Notice of a Meeting of the Cabinet


Tuesday 23 June 2009 at 2.00 pm


County Hall, Oxford


Joanna Simons

Chief Executive                                                                                                                                  

June 2009


Contact officer:          Sue Whitehead

Tel: 01865 810262





Leader to be appointed at the Annual Council meeting on 16 June 2009 and the Leader to appoint Cabinet Members thereafter

The Agenda is attached.  Decisions taken at the meeting

will become effective at the end of the working day on 1 July 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 July 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 26 May 2009 (CA3) and to receive for information any matters arising therefrom.


4.                 Petitions and Public Address

(see Addenda)


5.                 Appointment to Cabinet

(see also Addenda)

Cabinet Member: Leader of the Council

Forward Plan Ref: 2009/088

Contact: Tony Cloke, Assistant Head of Legal & Democratic Services (01865 81 5314)


(a) Appointment to Cabinet


To fomally note the designation of Cabinet portfolios and appointment of Cabinet Members following the appointment of the Leader at the Annual Council meeting on 16 June 2009. The Cabinet Member portfolios and responsibilities will be listed in the schedule of addenda circulated separately.


The Cabinet is RECOMMENDED to note the designation of Cabinet Members and appointment of Cabinet Members.


            (b) Delegation Arrangements – Transport Portfolios


            Report by Assistant Head of Legal & Democratic Services (CA5b)


(download as .doc file)

To consider a report outlining proposals for the delegation arrangements in relation to transport portfolios.


The Cabinet is RECOMMENDED to:


(a)              confirm the arrangements for the creation of the ‘Transport Decisions Committee’ comprising the Cabinet Members for Growth & Infrastructure and Transport Implementation in order to discharge the executive functions in relation to their respective portfolios, to take effect from 24 June 2009;


(b)              adopt the rules and conventions set out at the Annex to this report for the operation of the Committee;


(c)               authorise the Assistant Head of Legal & Democratic Services to take all necessary steps to bring the arrangements into effect from that date, including:


(i)                 the setting of provisional dates and venues for decision meetings for each Cabinet portfolio, in consultation with the respective Cabinet Members and relevant directors; and

(ii)               making the arrangements known to other members and to officers; and,


(d)              review the working of the arrangements when they have been in operation for six months, subject to any detailed adjustments that may appear desirable in the interim.


6.                 Oxfordshire County Council Annual Report

Cabinet Member: Leader of the Council

Forward Plan Ref: 2009/076

Contact: Tracy Luck, Head of Strategy (01865 816383)


Report by County Council Management Team (CA6) (download as .pdf file)


The Annual Report is intended to provide an overview of the previous year highlighting the council’s achievements and successes. The Annual Report uses case studies to highlight many of our services, the challenges they face and how Oxfordshire County Council has responded to them.


The Annual Report is a working draft. Additional text and detailed appendices will be added including outturn performance data for the year as this becomes finalised.


When completed, the Annual Report will contain the following main headings:


·         Foreword by the Chief Executive/Leader

·         Performance Highlights

·         Services, challenges and achievements in four main thematic areas:

O   World Class economy

O   Environment and Climate Change

O   Healthy and thriving Communities

O   Better public Services

·         Annexes (to be added at a later stage)

O   Summary of Accounts


In previous years, the Annual Report contained Best Value performance information, satisfying the requirement to publish a Best Value Performance Plan - which also meant it was one of the documents required to be part of the Policy Framework of the Council, and thus needing the approval of full Council. The requirement to carry out Best Value reviews and publish associated performance information has been removed and so the Annual Plan is no longer required to be part of the Policy Framework.


The Annual Report would ordinarily have been considered by the Corporate Governance Scrutiny Committee before coming to Cabinet. However, in the absence of an appropriate meeting as a result of the local elections moving from 7 May to 4 June 2009, the Chairman of the Committee will be asked to submit comments on its behalf.


The Cabinet is RECOMMENDED, subject to consideration of any  comments from the Chairman of the Corporate Governance Scrutiny Committee, to approve the draft Annual Report; incorporating the necessary detailed appendices and any presentational and editorial changes agreed by the Leader of the Council and the Chief Executive.


7.                 Provisional 2008/09 Revenue and Capital Outturn

Cabinet Member: Finance

Forward Plan Ref: 2009/013

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


Report by Assistant Chief Executive & Chief Finance Office (CA7)


(CA7 - download as .doc file).
(CA7 - Annexes 1 - 7 - download as .xls file).
(CA7 - Annex 8 - download as .xls file)
(CA7 - Annex 9 - download as .xls file)


This report presents the 2008/09 provisional revenue and capital outturn and identifies and explains variations of actual spend against budgets.  The report focuses on the year end balance sheet position including the level of general balances and reserves.  Figures shown in the report reflect those included in the Council’s Statement of Accounts 2008/09, which is to be submitted to the Audit Committee on 24 June 2009, prior to audit.


The report also includes proposals for the allocation of revenue carry forwards in 2009/10.


The Council's year end position for 2008/09 shows a revenue underspend of -£2.119m, a capital underspend of -£3.679m and general balances of £20.187m.


8.                 Financial Monitoring

Cabinet Member: Finance

Forward Plan Ref: 2009/012

Contact: Kathy Wilcox, Principal Financial Manager (01865 323981)


Report by Assistant Chief Executive & Chief Finance Office (CA8).

(CA8 - download as .doc file)
(CA8 - Annexes 1a, 2a, 2b and 2c - download as .xls file)
(CA8 - Annexe 3 - download as .xls file)


This is the first financial monitoring report for the 2009/10 financial year and covers the period up to the end of April 2009 for both revenue and capital budgets.  Given the difficulty in forecasting year-end outturn based on a single month of expenditure and income the report focuses on key risk areas and emerging pressures.


The 2009/10 revenue budget was approved by Council in February 2009.  Subsequent budget reallocations to reflect final grant notifications and adjustments to support service recharges and pooled budgets were noted by Cabinet on 17 March 2009.  These updated budgets have been used for the Council’s Service & Resource Planning publications for 2009/10 to 2013/14 and will form the basis for the 2009/10 monitoring reports.


The Cabinet is RECOMMENDED to:


(a)              note the report;


(b)              approve the requests to release the amounts carried forward from 2007/08 from balances, as set out in paragraphs 37 to 41;


(c)               approve the virement requests as set out in Annex 1a;


(d)              agree to freeze fees for Adult Learning classes at 2008/09 levels for the 2009/10 academic year.


9.                 Performance Management: 4th Quarter Progress Report Against Priorities and Targets

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

Forward Plan Ref: 2009/014

Contact: Alexandra Bailey, Corporate Performance and Review Manager (01865 816384)


Report by County Council Management Team (CA 9).


Performance management report on the Council's Balanced Scorecard that details progress against priorities and targets as at Quarter Four 2008/09.


The report shows over 80% of all indicators at or near to target. The indicators in the finance quadrant are at or above target at year end.


The Cabinet is RECOMMENDED to note this report.


10.             Establishment Review

Cabinet Member: Deputy Leader of the Council

Forward Plan Ref: 2009/011

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


Report by Head of Human Resources & Organisational Development (CA10).


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 March 2009 in terms of Full Time Equivalents is provided, together with the detailed staffing position at 31 March 2009. 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.


11.             Review of Appointments

(see also Addenda)

Cabinet Member: Leader of the Council

Forward Plan Ref: 2009/078

Contact: Tony Cloke, Assistant Head of Legal & Democratic Services (01865 815314)

Report by Assistant Head of Legal and Democratic Services (CA11)


This report asks the Cabinet to consider member appointments to a variety of bodies which in different ways support the discharge of the Council’s executive functions.  The report identifies the basis on which appointments to the respective bodies have been made in the past and, subject to any adjustments that may be considered appropriate, invites the Cabinet to agree arrangements for filling the places on those bodies. 


The bodies concerned include:


·        formal joint committees set up to exercise statutory functions together with other local authorities;

·        local bodies set up in connection with certain statutory functions;

·        standing advisory bodies;

·        Member Champions;

·        a large and diverse group of informal bodies set up from time to time by the Cabinet or to assist with the discharge of its functions; and

·        strategic outside bodies/Partnerships.


The Cabinet is RECOMMENDED to:


(a)       agree the basis for appointments to the respective bodies listed in

Annexes 1 to 4 to the report;

(b)       consider whether it wishes to nominate two Cabinet members as

observers to the Schools Forum;

(c)        review and where necessary make appointments to the Member

Champion roles; and

(d)       make appointments to the bodies listed in Annex 6 to the report.

12.             Forward Plan and Future Business

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 CA 12.   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.

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