Meeting documents

Cabinet
Tuesday, 15 November 2005

CA151105

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________________________________

To Members of the Cabinet

Notice of a Meeting of the Cabinet

Tuesday 15 November 2005 at 2.00 pm

County Hall, Oxford


Derek Bishop
Head of Democratic Services

Contact officer: Kath Coldwell (Tel: 01865 815902; E-mail)

Membership

Councillors

 

 

Keith R Mitchell

-

Leader of the Council

David Robertson

-

Deputy Leader of the Council

Jim Couchman

-

Cabinet Member for Policy Coordination

C.H. Shouler

-

Cabinet Member for Finance

John Howell

-

Cabinet Member for Change Management

David Robertson

-

Cabinet Member for Transport

Roger Belson

-

Cabinet Member for Sustainable Development

Louise Chapman

-

Cabinet Member for Children & Young People

Michael Waine

-

Cabinet Member for Schools Improvement

Don Seale

-

Cabinet Member for Health & Community Services

Ray Jelf

-

Cabinet Member for Community Safety

Decisions taken at the meeting will become effective at the end of the working day on 23 November 2005 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.

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



AGENDA

Addenda

  1. Apologies for Absence

  2. Declarations of Interest – see guidance note

  3. Minutes

    4. To confirm the minutes of the meeting held on 2 November 2005 (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: 2005/098
Contact: Sadie Slater, Financial Manager, Mike Petty, Principal Financial Manager (01865 815989/815622)

Report by Head of Finance & Procurement (CA5).

(CA5 - Draft Capital Programme 2005/06 - 2008/09 - download as .xls file)
(Financial Monitoring Report - download as .doc file)
(Financial Monitoring Report - Annex 1 - download as .xls file)
(Financial Monitoring Report - Annex 2a & 2b - download as .xls file)
(Financial Monitoring Report - Annex 2c - download as .doc file)
(Financial Monitoring Report - Annex 3 - download as .xls file)
(Financial Monitoring Report - Annex 4 - download as .xls file)
(Financial Monitoring Report - Annex 5 - download as .doc file)
(Financial Monitoring Report - Annex 6 - download as .xls file)

This report covers the period up to the end of September 2005 for both revenue and capital and includes an update to the Council’s capital programme for 2005/06 to 2007/08.

The consolidated forecast position to date shows a balance of £9.821m. This is a reduction of £0.883m since the last report and is primarily the result of an increase of £0.379m in the forecast Directorate overspend together with final audit adjustments for 2004/05 which have reduced the opening balances by £0.451m. Action Plans are in place for Directorate overspends which have arisen in year and it is anticipated that the forecast overspend will reduce before the year end as a result of the management actions identified by these plans.

The projected year end position on revenue balances (net of the City Schools’ Reorganisation) is £12.544m. This is a decrease of £0.504m since the last report and represents 2.15% of net budget. There are potential calls on balances which would reduce the position to below £10m if required in full. This remains in line with the projections set out in the Service & Financial Planning 2006/07 – 2010/11 report considered elsewhere on the agenda.

An updated Capital Programme Booklet is circulated with the Agenda.

The Cabinet is RECOMMENDED to:

          1. note the report;

          2. approve the virement of £0.345m from the budget provision for S117 client reassessments in the Older People service to offset pressures within Learning Disabilities;

          3. approve the virement of £0.716m of the Transport budget to other areas of the service, as discussed at paragraphs 28 and 29 and shown in Annex 2c;

          4. approve a supplementary estimate of £0.102m to reinstate the 2005/06 telecommunications efficiency savings allocation to Directorate budgets;

          5. approve the adjustments to the capital programme as shown at paragraph 52.

  1. Revenue Budget & Capital Programme 2006/07 – 2010/11

Cabinet Member: Finance
Forward Plan Ref: 2005/093
Contact: Jenny Hydari, Assistant Head of Finance (01865 815401)

Report by Chief Executive and Director for Resources (CA6).

This report is the second in a series informing members on the service and financial planning process and issues for 2006/07 and the medium term. The report sets out the latest information on the Council’s financial position. It also provides an update on CCMT’s budget management proposals for 2006/07 and outlines areas of uncertainty.

The Medium Term Financial Plan includes a sum available to allocate for 2006/07 of £9.2m. The current estimate of the sum available is £9.0m. Directorates have identified non-discretionary pressures against this sum. For all other pressures which represent policy choices, Directorates have been asked to identify how they intend to fund these.

The final amount required for balances is being reviewed and a full risk assessment undertaken. There remains substantial uncertainty around the outcomes for Oxfordshire of the Formula Funding Share (FSS) and grant review. The provisional settlement will be known in early December and this will make the funding position much clearer.

There is little flexibility around the capital programme with £1.9m available to allocate in 2008/09.

The Cabinet is RECOMMENDED to :

          1. note the report;

          2. refer the identified budget pressures in the respective service areas, and the choices as to how these could be funded, to the Scrutiny Committees for consideration and advice, on the basis of schedules to be drawn up and presented to the committees by the Head of Finance & Procurement with the relevant service officers, following consultation with the appropriate Cabinet Members.

  1. Oxford: St Clements, Headington Road and London Road Study

Cabinet Member: Transport
Forward Plan Ref: 2005/164
Contact: James Gagg (01865 815655)

Report by Head of Transport (CA7).

The attached report outlines progress on the St Clements, Headington Road and London Road Corridor Study, developed by the County Council in association with the Council’s Transport Planning Term Consultants, Halcrow. The study focuses on the A420 road corridor in Oxford between the Plan Roundabout and the Headington/Green Road Roundabout. It covers St Clements, Headington Road and London Road. The objectives of the study were to develop measures to improve public transport operation and address road safety considerations, taking into account the impact on all road users.

Public consultation was carried out in June and July 2005 on two approaches. Approach 1 was an engineering-based approach, which reviewed what could be achieved to meet the study objectives, assuming the same level of traffic was maintained on the corridor as at present. Measures proposed for the corridor included bus lanes and lay-bys, pedestrian crossings, and lowering the speed limits in certain sections. Approach 2 was a traffic management based approach, which reviewed what could be achieved on the corridor, should the level of traffic be reduced. It proposed restricting access to through traffic in the Headington central area, and permitting access to buses, taxis and emergency vehicles only on a similar principle to Oxford High Street. This would facilitate priority for these vehicles without needing such extensive engineering measures as required in Approach 1.

Results from the consultation indicated general overall support for the measures outlined in Approach 1, subject to concerns regarding particular issues. However, there was only limited support for carrying out further work on developing Approach 2. It is therefore considered that Approach 1 should form the basis for further development of measures along the study corridor, with no further work undertaken on Approach 2.

The Cabinet is RECOMMENDED to:

  1. approve in principle the further development of measures proposed under Approach 1 (as detailed in Annex 2 to the report);

  2. agree not to progress Approach 2 of the study;

  3. note the further development of complementary measures within the control of the County Council, subject to their inclusion within the Local Transport Plan 2006 -11 programme;

  4. ask officers to review the timing and funding for future schemes outlined in Approach 1 for inclusion within the Local Transport Plan 2006-11 programme; and

  5. approve the implementation of measures that are necessary in the 2006/2007 financial year to ensure effective operation of the Osler Road/London Road junction when bus services operate via Osler Road to the John Radcliffe (subject to their inclusion within the capital programme).

  1. Corporate Asset Management Plan, Capital Strategy and Performance of Property Portfolio

    (See also Addenda)

Cabinet Member: Finance
Forward Plan Ref: 2005/100
Contact: Mark Tailby, Team Leader, Strategic Asset Management (01865 816012)

The Director for Resources reports as follows:

Presented herewith are the draft Corporate Asset Management Plan & Capital Strategy (AMP&CS) for the period 2005/06 to 2008/09 (CA8A) (download as .doc file) and the report on the Performance of the Council’s Property Portfolio for 2004/05 (CA8B) (download as .doc file) .

The AMP&CS sets out the Council’s current and future property asset needs that arise from the Council’s corporate and service priorities, and the Council’s approach to meeting those needs. It will aid effective strategic planning by setting out the Council’s property and capital strategy and providing a basis on which to make property and investment decisions, thereby enabling effective service delivery and ensuring that the authority is able to meet its objective of Making Better Use of Property. For the first time the AMP&CS has been prepared as a combined document, to help ensure an integrated approach.

Regulations under the Local Government Act 2000 reserve the approval of any "… plan or strategy for the control of the authority’s capital expenditure …" to the full Council. This description applies to the AMP&CS, which accordingly has been referred for comment to the Corporate Governance Scrutiny Committee (on 15 December 2005) for comment before a formal recommendation is made to Council on 10 January 2006, in accordance with the Budget and Policy Framework Procedure Rules set out in the Constitution.

The Cabinet is RECOMMENDED to:

  1. note the report on the Performance of the Council’s Property Portfolio;

  2. subject to (c) below, RECOMMEND Council to approve the Corporate Asset Management Plan & Capital Strategy 2005/06 to 2008/09;

  3. refer the Plan to the Corporate Governance Scrutiny Committee for consideration and authorise the Director for Resources, following consultation with the Cabinet Member for Finance, to make any adjustments that may be necessary in response to the comments of the Scrutiny Committee before the document is submitted to the Council.

  1. Taking Forward the Change Agenda

    (See also Addenda)

Cabinet Member: Leader of the Council, Change Management
Forward Plan Ref: 2005/167, 2005/170, 2005/183
Contact: Joanna Simons, Chief Executive (01865 815330)

Report by the Chief Executive (CA9) (download as .doc file) .

On 22 July 2005 Cabinet endorsed a report from the Leader of the Council outlining the new administration’s vision and manifesto pledges. The Cabinet has identified a substantial and challenging programme of change across the Council allied to which we face considerable changes in our external operating environment. In order for us to respond to this effectively it is essential this is managed on a coherent basis and that we ensure that our existing service planning framework is revised to ensure consistency with the new aims.

The report proposes a remodelled vision, strategic aims and values for the organisation and outlines some practical steps to enable us to develop the necessary Council policy to support these, to embed them into our service planning framework and to foster the appropriate culture to deliver them. These include customer service and culture change as major focal points, with a new method of performance management in four areas: customers; people (staff); finance; and process. A new approach to the planning framework is also advocated – with a Corporate Plan and an Annual Report at the top, with a clear framework of supporting plans and strategies, including individual service plans.

In order to co-ordinate the major change projects, CCMT and the Cabinet have established under the chairmanship of the portfolio holder for Change Management a high level Change Management Board, including the management team, the Deputy Leader and the portfolio holder for Finance. The role of the Change Management Board is to design and drive the overall programme at a strategic level, ensuring cohesiveness between the different elements of the programme, and managing any risks.

The report also looks outward to the major changes in the context in which the Council operates, that have implications for achieving the administration’s vision for the County and its strategic aims.

The Cabinet is RECOMMENDED to:

    1. amend the current vision statement to read "We want Oxfordshire to be a thriving County which adapts to a changing world but remains a special place to work, live and visit";

    2. develop this vision statement into a document entitled "Oxfordshire 20:20";

    3. adopt "low taxes, real choice and value for money" as the Council’s objectives in place of the existing 5 objectives;

    4. reflect these objectives in service plans for 2006/07 covering the five broad areas of Children, Young People and Families, Community Safety, Environment & Economy, Social and Community Services & Organisational Improvement;

    5. adopt revised values in line with the CHOICE acronym of Customer focus; Honesty; One team; Involvement; Can do; Effective and efficient;

    6. endorse the major projects included in the overall Change Programme;

    7. investigate the potential for the Council to apply for Corporate accreditation for Chartermark;

    8. receive a further report outlining a new Organisational Development programme;

    9. introduce the Balanced Scorecard as the overarching performance management framework for the Council and to receive a further report outlining the proposed measures to be included;

    10. adopt the "Bookcase" approach outlined in the report to create a hierarchy of current plans;

    11. replace the Oxfordshire Plan with a medium term Corporate Plan and an Annual Report incorporating the Council’s accounts;

    12. confirm the Change Management Board as the appropriate vehicle to oversee the co-ordination of change management within the authority;

    13. establish the post of Corporate Change Manager with responsibility for the Customer Service Development team;

    14. establish the post of Head of External Relations in the Chief Executive’s Office with responsibility for staff dealing with partnership activity.

  1. Partnership Working Guidelines

    2. Cabinet Member: Leader of the Council
    Forward Plan Ref: 2005/135
    Contact: Adrian Sell, Performance Adviser (01865 816031)

    The Assistant Chief Executive reports as follows:

    The attached guidelines for partnership working (CA10) (download as .doc file) have been developed following wide consultation across the Council. The Council’s Statement on Internal Control commits us to producing corporate guidelines on partnership working. Partnership working is increasingly important for the delivery of Council services. Partnerships such as the Oxfordshire Community Partnership and the forthcoming Local Area Agreement also offer an opportunity for the council to have a greater impact on the area. It is therefore important that we ensure that all our partnerships provide value for money.

    Once the guidelines are agreed, all strategic and service level partnerships will need to be identified. Strategic level partnerships will need to provide written assurance that they comply with the guidelines. In time, service level partnerships will also need to ensure that they are able to demonstrate conformity with the guidance.

    The guidelines have been developed by drawing on best practice from the Audit Commission and other local authorities. The intention is to provide some generic advice that will provide clear guidance and help to ensure consistency in how partnership working is approached in the Council.

    The Cabinet is RECOMMENDED to approve the proposed Partnership Working Guidelines.

  2. Domestic Violence Scrutiny Review: Implementation Plan

Cabinet Member: Community Safety
Forward Plan Ref: 2005/142
Contact: Bruce McLaren, Community Safety Manager (01865 258516)

Report by Director for Community Services & Chief Fire Officer (CA11).

This report gives the views of Oxfordshire Domestic Violence Steering Group (ODVSG) – as requested by the former Executive – on the recommendations and resource implications arising from the Home Sweet Home Scrutiny Review of Domestic Violence.

In summarising ODVSG’s work programme, and in its analysis of the Home Sweet Home recommendations, this report acts as an advance briefing to Cabinet about the future resource implications of sustaining a domestic violence strategy for Oxfordshire, and suggests there will be budget pressures for the Council and partner organisations for 2007-08 onwards.

The report sets out a three-stage strategy: Phase 1 (2004-06) focussing on Integrated multi agency victim support; Phase 2 (2005-08) on children and young people; and Phase 3 (2006-09) on Perpetrators. Phase 1 is based on recognised good practice together with innovative measures - in particular to meet the needs of socially isolated people (especially in rural areas) who are at high risk or repeat incidents. Phase 2 is less well developed than the general victim element but work has already begun to look at prevention and education, recognition of the effects, and support and therapeutic services for those children affected. Phase 3 is likely to have significant growth and cost implications.

The Cabinet is RECOMMENDED to:

          1. note the comments of the Oxfordshire Domestic Violence Steering Group;

          2. instruct the Head of Community Safety to forward copies of the report to partner agencies for consideration by their governing bodies;

          3. request the Community Safety Unit to develop a fully costed implementation plan, in conjunction with the Domestic Violence Steering Group, and report back on progress in Spring 2006.

  1. Oxfordshire Fire Cover Review

Cabinet Member: Community Safety
Forward Plan Ref: 2005/158
Contact: Mike Smyth, Head of Service Delivery (01865 855206)

Report by Director for Community Safety & Chief Fire Officer (CA12).

The purpose of the attached report is to provide the Cabinet with the outcomes and recommendations arising from the West Oxfordshire Fire Cover Review and provide an up-date and recommendation for the review of Fire Service cover for Oxfordshire as a whole.

As part of the Fire Authority’s Integrated Risk Management Plan for 2004/5, Councillors instructed Oxfordshire Fire & Rescue Service to review fire cover in the Carterton area in relation to that provided for the whole of Oxfordshire. The Review did not provide strong evidence supporting the provision of a new fire station in Carterton. The report summarises the findings.

Following the risk analysis and pending a decision by the Cabinet, a pro-active Community Fire Safety response has been directed at Carterton. This consists of targeted campaigns of home risk visits with the siting and fitting of domestic smoke alarms. To date, firefighters have made over three hundred home risk visits offering advice and fitting domestic smoke alarms where appropriate. The initial phase of this work targeted high risk groups such as lone pensioners and single parent families.

The Cabinet is RECOMMENDED to:

          1. note the outcomes of the West Oxfordshire Fire Cover Review and agree the retention of Burford and Bampton Fire Stations;

          2. agree not to provide a fire station in Carterton in the medium term subject to:

            1. the continued viability of Burford and Bampton Fire Stations;

            2. the outcomes of future Fire Cover Reviews;

          3. endorse the proposals set out in the report for a county wide review of fire cover.

  1. Cogges Manor Farm Museum: Options for the Future

    2. Cabinet Member: Health & Community Services
    Forward Plan Ref: 2005/040
    Contact: Nancy Hood (01865 810292)

    Report by Director for Learning & Culture (CA13).

    After notice from West Oxfordshire District Council that it would not renew its five-year agreement to operate Cogges Manor Farm Museum from April 2005, the future of the Museum was considered by the Executive in September 2004. This report summarises the progress since that report and assesses the future of the Museum.

    Cogges is the major visitor attraction interpreting the agricultural heritage of Oxfordshire, and is an important venue for a range of cultural activities and family-oriented events for the people of Oxfordshire and the local community. It provides a range of educational resources and activities for schools.

    This report outlines the revenue estimates for 2005/06/07/08 of four options for the future management of Cogges Manor Farm Museum by the County Council. There will not be the £60k contribution from West Oxfordshire District Council, or further support from the Cogges development fund in 2006/07, and consequently a pressure of £93,000 has been identified as a corporate pressure for Cultural Services in the budget process for 2005/07.

    The Cabinet is RECOMMENDED to:

    (a) approve the implementation of Option A described in the report, in the event that the revenue resources become available through the service and budget planning process;

    (b) review the position in the New Year in the event that it does not prove possible to make the necessary resources available to implement Option A.

  2. Race Equality Scheme and Corporate Equality Plan

Cabinet Member: Policy Co-ordination
Forward Plan Ref: 2005/104
Contact: Adrian Harper-Smith, Corporate Strategies Manager (01865 810179)

Report by Assistant Chief Executive (CA14).

The Assistant Chief Executive reports as follows:

The purpose of the attached report (CA14) is to consider the Council’s progress in implementing its statutory Race Equality Scheme and Corporate Equality Plan. This includes a review of overall progress and service improvements achieved during the Council’s first Race Equality Scheme (covering the period 2002 – 05) and identifying progress to date on the Council’s current scheme and Corporate Equality Plan.

The Council’s Race Equality Scheme for 2005 – 08 and Corporate Equality Plan for 2005 – 08 were agreed by the Executive in March 2005. Implementation of a combined Equality Impact Assessment process, as required by the Corporate Equality Plan, ensures that gender, disability and race equality issues are effectively addressed at the same time during reviews of functions and policies, whilst also keeping each element distinct and clearly identifiable.

Continued implementation of the Corporate Equality Plan will assist the Council in meeting the requirements of the Disability Discrimination Act 2005 to develop a Disability Equality Scheme; and the duty to develop a Gender Equality Scheme as proposed in Part 3 of the Equality Bill.

Demonstrating that the Council consistently meets its statutory requirements in equality and diversity is a key requirement in the Council’s inspections, audits and assessments.

The Cabinet is RECOMMENDED to:

          1. note the progress report on the Race Equality Scheme 2005-08 Action Plan (Annex 1 to the report);

          2. agree the end of scheme review of the Race Equality Scheme 2002-05 (Annex 2);

          3. note the annual report on employment Specific Duties as at 31 March 2005 (Annex 3);

          4. note progress in achieving the Corporate Equality Plan 2005-08 implementation milestones (Annex 4);

          5. confirm that CCMT should continue to ensure implementation of the Council’s Race Equality Scheme and Corporate Equality Plan through its Equality and Social Inclusion Steering Group (Annex 5).

  1. Minerals & Waste Local Development Framework – Annual Monitoring Report 2005

    (See also Addenda)

    2. Cabinet Member: Sustainable Development
    Forward Plan Ref: 2005/176
    Contact: Peter Day (01865 815544)

    Report by Head of Sustainable Development (CA15).

    The Planning and Compulsory Purchase Act 2004 has brought in a new development plan system under which the County Council must prepare a Minerals and Waste Development Framework to replace the Minerals and Waste Local Plan. Under the Act, the County Council is required to make an Annual Monitoring Report (AMR) to the Secretary of State on the Development Framework. The AMR must report on the implementation of the Minerals and Waste Development Scheme (the programme for preparation of the Development Framework) and on the extent to which policies in the Minerals and Waste Development Documents that make up the Framework are being achieved. The first AMR is required for the year 1 April 2004 to 31 March 2005, and must be submitted to the Secretary of State by 31 December 2005.

    The key contents of the Annual Monitoring Report 2005 have been drafted, and a full report for submission and publication is being prepared. The AMR reports that the Government’s key milestone targets in the preparation of the Minerals and Waste Development Framework to date have been met, namely: submission of the Minerals and Waste Development Scheme; commencement of preparation of the Minerals and Waste Development Documents; and publication of the Consultation Draft Statement of Community Involvement. The AMR also reports on: production of aggregate minerals; permissions granted for mineral working; land banks of permitted reserves of aggregates; provision of sites for mineral working in the Development Plan; production of secondary and recycled aggregates and capacity of production facilities; quantities of waste produced and managed in Oxfordshire and methods of management; permissions granted for waste management facilities; capacity of waste management facilities; and provision of sites for waste management in the Development Plan.

    The Cabinet is RECOMMENDED subject to any comments on the part of the Environment & Economy Scrutiny Committee (to be reported following the Committee’s meeting on 9 November), to approve the key contents set out in the Annex to the report as the basis of the Annual Monitoring Report 2005 for the Oxfordshire Minerals and Waste Development Framework and authorise the Head of Sustainable Development, in consultation with the Cabinet Member for Sustainable Development, to finalise the Report for submission to the Secretary of State and publication on the County Council website in accordance with Section 35 of the Planning and Compulsory Purchase Act 2004 and Regulation 48 of the Town and Country Planning (Local Development) (England) Regulations 2004.

  2. Forward Plan and Future Business

    (See also Addenda)

Cabinet Member: All
Contact Officer: John Leverton, Head of Committee Services (01865 815314)

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 CA16. 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. 

November 2005

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