______________________________________

________________________________

To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 22 January 2002 at 10.00 am

County Hall, Oxford


Chris Impey
Assistant Chief Executive & Solicitor to the Council

Contact officer: Deborah Mitchell (Tel: 01865 815463; E-mail)

Membership

Councillors

    

Keith R Mitchell

-

Leader of the Council

Margaret Godden

-

Deputy Leader of the Council

Tony Crabbe

-

Executive Member for Schools

Neil Fawcett

-

Executive Member for Learning & Culture

Roy Tudor Hughes

-

Executive Member for Transport

Anne Purse

-

Executive Member for Strategic Planning & Waste Management

Janet Godden

-

Executive Member for Children & Young People

Don Seale

-

Executive Member for Community Care & Health

John Farrow

-

Executive Member for Community Safety

The agenda follows. Decisions taken at the meeting will become effective on
30 January 2002 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.

At 2.00 pm there will be a presentation by the District Auditor
on the Annual Audit Letter (see Agenda Item 18).

AGENDA

  1. Apologies for Absence

  2. Declarations of Interest

  3. Minutes

    4. To receive the minutes of the meeting held on 8 January 2002 (EX3) and to receive for information any matters arising therefrom.

  4. Petitions and Public Address

  5. Monitoring of 2001/02 Budget

Executive Member: Leader of the Council
Forward Plan Ref: 81/2001
Contact Officer: Mike Petty Tel: (01865 815622)

Report by Director for Business Support & County Treasurer (EX5)

This report presents the Council’s 2001/02 budget, setting out the financial issues and budget pressures identified to date and providing an update on progress towards achieving the 2001/02 budget targets.

The Executive is RECOMMENDED to:

          1. receive the report;

          2. approve:

            3. (i) a supplementary estimate of £35,000 to cover the excess costs of the firefighters pay award;

            (ii) a supplementary estimate of £10,000 to cover the costs of moving the Emergency Planning section to Woodeaton Manor;

          3. agree:

(i) to meet the revenue costs of the Broadband Network (£124,000) from balances; and

(ii) to meet the loss in the capital receipt from Elms Day Centre (£130,00) from balances in the first instance, but on the basis that Social Services may be required to reimburse balances if an alternative funding source is identified.

  1. Revenue and Capital Budgets and

Financial Strategy for 2002/03 – 2004/05

Executive Member: Leader of the Council
Forward Plan Ref: 79/2001
Contact Officer: Jenny Hydari Tel: (01865 815401)

Reports by Director for Business Support & County Treasurer reports as follows:

The Executive at this meeting needs to make recommendations to the Council on the Revenue Budget, Medium Term Financial Plan and the Capital Programme. The meeting has before it three reports:
    • Strategic Overview (EX6A)
    • Revenue Budget and Medium Term Financial Plan 2002/03 (EX6B)
    • Capital Programme 2001/02 to 2003/04 (EX6C)

The strategic overview (EX6A) seeks to clarify the links between the revenue and capital budget reports, and also the monitoring report at item 5. It concludes that the Council will need to employ some strategic measures to achieve a Council Tax between 8.5 and 10%, dependent upon the amount of expenditure pressures to be included in 2002/03; that balances will need to go above 1% of the revenue budget based on the reasons set out; and that the Council needs to retain sufficient flexibility in future years to respond to possible funding changes and loss of Area Cost Adjustment but also to be able to safeguard repayment of any strategic measures employed.

The Executive is RECOMMENDED to take into account the issues raised in the report when considering the reports on the revenue and capital budgets and recommending a Budget and Council Tax for 2002/03 and the Medium Term Financial Plan to the County Council.

An update on the Medium Term Financial Forecast was reported to the Executive on 27 November 2001. The Revenue Budget and Medium Term Financial report (EX6B) catalogues the decisions taken and information received since then, most notably the Local Government Finance Consultation on the 4 December. The report contains information on budget pressures faced by services and the Council generally. It also notes the comments of the Scrutiny Committees (so far as available at the time of drafting). A booklet is attached to the report which includes key financial information and analysis of the draft Medium Term Financial Plan.

The Executive is RECOMMENDED to:
          1. include the sum of £0.75 million in the budget for 2002/03 specifically to commence the development of a contact centre and for other e-government infrastructure initiatives as outlined in Annex 5 to the report

(b) RECOMMEND to Council:

    1. a medium term financial plan for the Council;

    2. a budget for 2002/03;

    3. a budget requirement for 2002/03;

    4. a precept for 2002/03; and

    5. a Council Tax for Band D Equivalent Properties;

(c) further RECOMMEND the Council, in determining the budget for 2002/03 in accordance with (b) above, to specify the extent of virement within the budget which may be undertaken in-year by the Executive;

(d) authorise the Leader of the Council to prepare and submit to the Council a statement as to how any recommendations of the Scrutiny Committees (as set out in Annex 2 and reported orally) have been taken into account by the Executive in formulating the recommendations in (b) above.

The Capital Programme report (EX6C) sets out the latest funding position on the Capital Programme. The programme has been updated to take account of inflation, slippage, new schemes that have been added to the programme where funding has been identified and the effects of the capital settlement announced for 2002/03. The report discusses flexibility between revenue and capital and also sets out the determinations the Council needs to make under Part 4 of the Local Government and Housing Act 1989.

The Executive is RECOMMENDED to:

          1. approve the Project Appraisal at Annex 1 to the report;

          2. consider the recommendations from the Capital Programme and Asset Management Steering Group (to be reported at the meeting) and determine which projects should be included in the Capital Programme;

          3. agree that it is appropriate to meet the Capital costs of Broadband in 2001/02 (£697,000) from the capital programme;

          4. subject to the above, to approve the Draft Capital Programme and refer it to Council for approval;

          5. RECOMMEND Council to:

            1. approve an overall borrowing limit of £294m for 2002/03;

            2. approve an overall borrowing limit for short term borrowing of £127m for 2002/03; and

            3. approve the maximum amount of borrowing with interest payable at variable rates as £127m for 2002/03.

  1. Oxfordshire Plan 2002/03

    2. Executive Member: Leader of the Council
    Forward Plan Ref: 80/2001
    Contact Officer: Sean Gibson Tel: (01865 815482)

    The Director for Strategy reports as follows:-

    On 8 January 2002 I reported to the Executive on arrangements for the production of the Oxfordshire Plan 2002/03, which comprises the Council’s statutory Best Value Performance Plan and has to be published by 31 March. The Executive adopted the outline set out in the report and annexes as its initial proposals for the Plan, and invited the Corporate Governance Scrutiny Committee to make any comments on these in time for consideration at this meeting. The Scrutiny Committee are meeting on 16 January and their comments will be reported orally.

    In the meantime, progress is being made on producing the various elements that will make up the final Oxfordshire Plan. Attached (EX7) is a draft of the Summary, which is complete except for the section on finance that will be available once the budget has been agreed. The Summary, which the Executive agreed will be circulated with Council Tax bills, provides a good picture of the key pieces of information that will be contained within the Plan.

    Also attached is a draft of the main part of the Plan, preceded by a "document map" which provides a guide to the contents. Please note that the section on strategic goals will be completed, with full details of the operational activities and associated targets, after the date of the meeting. The intention is to provide a complete copy of the draft Plan to all members in time for consideration by the full Council Meeting on 5 Feb.

    The Executive is RECOMMENDED, subject to consideration of any comments from the Corporate Governance Scrutiny Committee, to RECOMMEND the Council to approve the Oxfordshire Plan 2002/03.

  2. IDeA PEER REVIEW

Executive Member: Leader of the Council
Forward Plan Ref: 198/2001
Contact Officer: Stephen Capaldi Tel: (01865 815466)

Report by Director for Strategy (EX8)

On 25 September the former Strategy & Resources Committee adopted "Raising our Performance" as a Strategic Action Plan. This commits the Council to a four-year programme of continuous improvement with the ambition of becoming a leading edge authority. In that spirit, one of the actions in "Raising our Performance" was to commission an IDeA Peer Review and build on what it teaches us about our organisation. This report describes the key findings of the Peer Review report and how the Council has responded to them. It also provides a progress report on the implementation of the Raising Our Performance Action Plan.

The Peer Review Team found much to commend about the County Council’s performance but concluded that, in order for the County Council to fulfil its ambition to become a leading edge authority it would need to secure improvements in a number of areas. In particular they highlight the need to agree a corporate vision and a clear set of priorities; provide strong political and managerial leadership; introduce a performance and project management framework; harness new technology to support the Council’s strategic aims; promote more active partnership working; and unleash the creativity of staff and celebrate their success with enthusiasm. A good deal of progress has already been made on these issues, and details are set out in the report.

The Executive is RECOMMENDED to:

          1. welcome the report of the Peer Review Team and thank them for their advice;

          2. note the progress made in response to both the Peer Review and ‘Raising Our Performance’;

          3. undertake a further review of progress in July 2002.

  1. PERFORMANCE MANAGEMENT

Executive Member: Leader of the Council
Forward Plan Ref: 198/2001
Contact Officer: Stephen Capaldi Tel: (01865 815466)

Report by Director for Strategy (EX9)

The need to tighten performance management is one of the issues identified as an area for improvement in ‘Raising Our Performance’. This view is reinforced by the IDeA Peer Review Team. Addressing these issues is particularly important as the recently published Local Government White Paper announced plans for the grading of authorities based on their performance against various indicators.

The report proposes a new performance management framework which requires:

    • Clear priorities and SMART (specific, measurable, achievable, realistic and time bound) targets to be set at all levels in the organisation.

    • Implementation planning and regular monitoring of progress against targets.

    • A review programme which supports the key objectives of the organisation.

    • Leadership from members and managers to ensure that the commitment to performance management is continuously emphasised and integrated into day to day management practice.

The Executive is RECOMMENDED to:-

          1. approve the Performance Management Framework set out in Annex 1 to the report and invite the County Council Management Team to ensure that all managers are briefed on their roles in this regard and kept up to date with information about expectations and progress to improve performance management;

          2. approve the Review Programme set out in Annex 2 subject to the views of the Best Value Committee, and invite Directors to carry out efficiency reviews (as proposed in paragraph 14) and report to the Executive therein by the Summer 2002;

          3. ask the Director for Business Support to report to the Executive on arrangements for restructuring and refreshing cost centre management, ensuring effective use of the new Management Information System (MIS) system and for tightening financial monitoring and control;

          4. approve the inclusion of the above actions in the ‘Raising Our Performance’ Action Plan.

  1. THE REVIEW OF FINANCIAL MANAGEMENT IN SOCIAL SERVICES

Executive Members: Leader of the Council,
Children & Young People, Community Care & Health
Forward Plan Ref: -
Contact Officer: Paul Gerrish Tel: (01865 815774)

Report by Director of Social Services and Director of Business Support (EX10)

Care Consult were commissioned to undertake a project, subsequently called the FINE (Finance in a New Environment) project, taking an in-depth view of the current financial management arrangements for the Social Services Department, and the development of viable recommendations to strengthen the financial management to rectify the identified areas of weakness.

During the project, interviews were conducted widely throughout the department to firstly identify departmental perceptions of financial management. Evidence was then gathered to ascertain whether the perceptions were based on fact. Visits were then undertaken with other authorities to compare practice. Finally the project team took part in two workshops to sift the evidence, identify best practice and put together action plans to implement best practice in Oxfordshire.

The recommendations consist of a number of principles agreed at the workshop which were converted into objectives along with an action plan designed to deliver the objective. The target environment for financial management in the Social Services department is one where the budget is allocated to operational staff in line with their service objectives; where managers throughout the organisation are appraised against their performance, defined as the delivery of their objectives in line with their agreed resource allocation; and where the staff, Divisional Management Teams and the Senior Management Team all monitor and review objectives, activity and expenditure on a regular basis.

This item has not been included in the Forward Plan; however, it is not considered that the decision being sought amounts to a key decision, and it is therefore open to the Executive to consider the report and determine the recommendations.

The Executive is RECOMMENDED to:

          1. endorse the Care Consult report;

          2. agree the recommendations contained within the report;

          3. identify the resources to implement the recommendations within the Council’s budget for 2002/03; and

          4. ask the Chief Executive to commission a sub-group of the County Council Management Team to monitor progress on implementing the recommendations.

  1. QUALITY PROTECTS MANAGEMENT ACTION PLAN 4

Executive Member: Children & Young People
Forward Plan Ref: 181/2001
Contact Officer: Phil Hodgson Tel: (01865 815833)

Report by Director of Social Services (EX11)

The Quality Protects Management Action Plan (MAP) is an Annual Plan setting out achievements, targets and proposals for the use of government funding through its Quality Protects initiative. The funding that is allocated is specifically linked to the government’s 11 key objectives for Children’s Social Services.

The MAP is required to reflect both Departmental and also inter-agency service planning and development; it is important that any proposals link with other government initiatives such as the Surestart programme aimed at areas of disadvantage, to work with young children and their families to prevent the need for intervention later in their childhood. Connexions, another government initiative, is a targeted programme to support young people, particularly those who have been in public care. It is intended to support the young person with the transition from care and school to further/higher education and future employment. The MAP is a key strategic document for all agencies involved in the provision of children’s services.

Each year the government sets out specific priorities for the strategies and plans within the MAP. This year there is particular emphasis on consultation and participation with children and carers, services to children and families from ethnic minorities, and services to children with disabilities and their carers.

The Executive is RECOMMENDED to:

          1. agree the draft discussed in the report as the Executive’s initial proposals for the Quality Protects Management Action Plan;

          2. refer the draft to the Social & Health Care Scrutiny Committee, to make any comments in time for report to the Executive on 19 March 2002;

          3. agree that in the meantime the draft agreed under (a) above be sent to the Secretary of State for Health, on the basis outlined in the report, by the 31 January 2002 deadline.

  1. THE EARLY YEARS DEVELOPMENT AND CHILDCARE IMPLEMENTATION PLAN 2002/03

Executive Member: Children & Young People
Forward Plan Ref: 113/2001
Contact Officer: Annie Davy Tel: (01865 815493)

Report by Acting Chief Education Officer (EX12)

The Early Years Development and Childcare Strategic Plan 2001-2004 was approved on behalf of the Council in February last year. Local Education Authorities and Early Years Development and Childcare Partnerships (EYDCPs) are also required to submit an annual Implementation Plan and an annual Childcare Audit to the Department for Education and Skills (DfES) for approval. This report seeks the Executive’s approval of proposals for next year’s Implementation Plan, which needs to be submitted to the DfES by 1 February 2002 in order to be approved by April 2002. Substantial funding in the form of external grants is dependent on this approval.

The Implementation Plan highlights achievements against the Strategic Targets and Goals and sets out in more detail the significant areas of need and of activity for the coming year. The Childcare Audit gives the underpinning data required by the DfES that is also used for local planning purposes.

The Executive is RECOMMENDED to:

          1. approve the contents and format of the Childcare Audit 2001 (download as .rtf file);

          2. subject to (c) below, approve the proposals for the Early Years Development and Childcare Implementation Plan for 2002/03;

          3. authorise the Executive Member for Children & Young People to approve, on behalf of the Executive, any changes requested as a result of discussion at the Early Years Development and Childcare Partnership meeting on 23 January;

          4. authorise the creation of the new posts described in the report, subject to confirmation of funding through the budget setting process.

  1. ENSURING SUFFICIENCY OF FUNDED EDUCATION PLACES FOR 3 AND 4 YEAR OLDS

Executive Member: Children & Young People
Forward Plan Ref: 84/2001
Contact Officer: Annie Davy Tel: (01865 815493)

Report by the Acting Chief Education Officer (EX13)

The report sets out some issues facing the County Council with regard to the roll out of funding for education for 3 year olds and the implementation of the Foundation Stage. It refers to County Council’s statutory duties as both a planner/broker and as a provider of funded education places for 3 year olds. It gives details about a comprehensive County needs analysis which has been recently been undertaken in Oxfordshire, and makes recommendations about a range of measures required to implement this new phase of publicly funded education in partnership with the private, voluntary and independent sectors.

The Executive is RECOMMENDED to:

          1. approve the revised draft nursery admissions policy, including the removal of ‘planned places for 3 year olds’, subject to consultation with appropriate interest groups and to any amendment agreed with the Executive Members for Children & Young People and Schools in the light of the consultation responses;

          2. approve in principle the development of further Partnership Early Years Units for the provision of Foundation Stage Education on schools sites, such Partnerships to be formally established and, where relevant, to be considered as eligible for new capital grant where there is a demonstrated need for additional places for 3 and 4 year olds;

          3. approve on a permanent basis the extension of places at Faringdon and Rose Hill nursery classes from 26 fte to 39 fte, to be funded from savings from the closure of Harwell Nursery School in July 2002;

          4. approve the capital projects set out in Annex B for 2002/03, providing additional £195,000 can be matched from the County Council Capital Programme;

          5. ask officers to undertake further work on priority areas identified in Annex C, with a view to identification and programming of appropriate justified proposals.

  1. SPECIALIST SCHOOL STATUS

Executive Member: Schools
Forward Plan Ref: 54/2001
Contact Officer: Pat O’Shea Tel: (01865 815957)

Report by the Acting Chief Education Officer (EX14)

The report considers a proposal by the former Education Committee that, in view of the increased level of funding and other benefits associated with specialist school status, the Council should recommend secondary schools that have not already gained specialist status that they should explore this possibility, and that appropriate support should be given to those schools wishing to apply for specialist school status, subject to officers reporting back to the Executive on the level and seniority of officer support necessary.

The report describes the specialist school system and explains the funding position. Schools with specialist status receive additional funds from the Department for Education and Skills, which have to be spent against a very detailed development plan over four years, in order to meet targets in those plans. Under Fair Funding regulations, it is not possible to fund through the LEA formula schools which have not been successful in obtaining grant funding for specialist school status. The report discusses the possibility of creating a trust fund at arm’s length from the LEA, which could grant fund schools to achieve the desired aim, and also the prospects for fundraising from the public sector.

The Executive is RECOMMENDED to consider whether:

          1. further work should be carried out to explore the potential for a trust fund; and

          2. to instruct officers to explore further the scope for using an external fund raising consultant.

  1. THE EDUCATION DEVELOPMENT PLAN 2002 - 2007

Executive Member: Schools
Forward Plan Ref: 90/2001
Contact Officer: Louise Goll Tel: (01865 428116)

Report by the Acting Chief Education Officer (EX15)

Education Development Plans (EDPs) were first introduced under sections 6 and 7 of the School Standards and Framework Act 1998. The first Oxfordshire EDP (EDP1) covered a period of three years from April 1999 until July 2002. The Local Education Authority is now required to produce a second EDP (EDP2), to cover the period 2002-2007, and submit it to the Department for Education & Skills for approval by 31 January 2002.

The SSFA describes the purpose of the EDP as:

    • to raise standards of education provided for children in the LEA's area;

    • to improve the performance of schools maintained by the LEA

The proposals in the EDP 2002-07 therefore cover all pupils of compulsory school age in schools in the LEA's area and any nursery or sixth form pupils in schools maintained by the LEA. The EDP is also required to demonstrate clear links with the Early Years Development and Childcare Partnership Plan including proposals for education for three and four year olds and the embedding of the Foundation stage. We are also required to make clear reference to the development of post 16 provision in the area.

The Executive is RECOMMENDED to:

          1. (subject to consideration of any comments from consultees to be reported at the meeting) agree the draft discussed in the report as the Executive’s initial proposals for the Education Development Plan 2002-2007;

          2. refer the draft, together with the outcome of consultations, to the Learning & Culture Scrutiny Committee, to make any comments in time for report to the Executive on 19 March 2002;

          3. agree that in the meantime the draft agreed under (a) above be sent to the Secretary of State for Education and Skills, on the basis outlined in the report, by the 31 January 2002 deadline.

  1. REVIEW OF SCHOOL BUDGET DELEGATION FORMULA: FURTHER DELEGATION OF BUDGETS TO SCHOOLS :RESPONSES TO CONSULTATION

Executive Member: Schools
Forward Plan Ref: 193 & 194/2001
Contact Officer: Matt Bowmer, Tel: (01865 8154874)

The Acting Chief Education Officer reports as follows:

The Executive on 11 December 2001 considered reports on these two issues and agreed to consult schools formally on:

    1. the issues identified in the "delegation formula" report; and

    2. the proposal that with effect from 1 April 2002 the budgets for School Meals and SEN be delegated as set out in the "further delegation" report.

The Executive also authorised the Chief Education Officer to determine both the delegation formula and the further delegation proposals following consultation with the Executive Members for Schools and Children & Young People, subject in each case to no adverse comments being received.

The formal consultation period does not close until 12 January which makes it impossible to prepare a report to go out with this agenda in the event of adverse comment. Schools are normally issued with their budgets within two weeks of Council agreeing the authority’s budget. Determination of these issues any later than at this 22 January meeting would make it very difficult to meet this timetable. This item has therefore been placed on the agenda on a provisional basis, so that if adverse comments are received they can be reported orally and a determination made. (For this purpose members are asked to refer to their copies of reports EX5 and EX6 to the 11 December meeting.)

The recommendation below assumes adverse comments in respect of one or both topics. If there are none, no action on the part of the Executive will be required.

The Executive is RECOMMENDED, in the event of adverse comments being received in response to consultation in respect of either:

          1. the School Budget Delegation Formula; or

          2. the Further Delegation of Budgets to Schools;

to consider the comments and determine the respective issues in that light.

  1. SCHOOL ADMISSION ARRANGEMENTS 2003-2004

Executive Member: Schools
Forward Plan Ref: 92/2001
Contact Officer: Roy Leach Tel: (01865 815693)

Report by the Acting Chief Education Officer (EX17)

This report details a limited number of proposed changes to the 2002-2003 admission arrangements for LEA Community and Controlled schools, to take effect from September 2003 onwards. If agreed by the Executive they will be subject to formal consultation during February. Those required to be consulted with include neighbouring LEAs and Aided Schools in Oxfordshire. It is open to the LEA to include admission authorities within part(s) of neighbouring LEAs (e.g. within 2 miles for primary and 3 miles for secondary). In addition it has been local practice to consult with the relevant Anglican and Roman Catholic Dioceses and to seek the views of headteachers and chairs of governors of Community and Controlled Schools in Oxfordshire.

It is not proposed to make any significant changes to schools’ catchment areas (i.e. no parts of any school’s catchment area will be reallocated to another). However, in response to a recent Ombudsman case, it has become evident that all catchment areas need to be ‘closed’ (i.e. have clearly defined boundaries and not simply left open in anticipation of further contiguous house building). Likewise, particularly in urban areas, it is necessary for areas which currently do not have any housing (but may do so in future) to be included within the catchment area of at least one school. In addition it is necessary to define and consult upon the catchment areas of new schools planned to open between now and August 2004.

The amendments to the 2002-2003 admissions arrangements, to take effect in September 2003 are:

    1. admissions to Oxford City secondary schools to be in the order Year 9, Year 8 & then Year 7;

    2. introduce two new over-subscription criteria – Statement of SEN naming a school followed by children in the Looked After system;

    3. additional places above Admission Number for pupils at risk of underachievement – permanently excluded, Looked After and Travellers.

The Executive is RECOMMENDED to:

          1. agree the consultation timetable in paragraph 10 of the report;

          2. determine that the relevant area for the 2003-2004 consultation be Oxfordshire, neighbouring LEAs and any other admission authorities within 2 miles (primary) and 3 miles (secondary) of Oxfordshire’s border;

          3. consult with the relevant admission authorities on the proposed admission arrangements for 2003-2004 (as per 2002-2003 subject to the amendments detailed in paragraphs 3 – 9 of the report);

          4. authorise the Acting Chief Education Officer formally to determine the admission arrangements for 2003-2004 in the light of the consultation responses, subject in the case of any representations appearing to him to be of a major nature, to consultation with the Executive Member for Schools.

  1. DISTRICT AUDIT - ANNUAL AUDIT LETTER

Executive Member: Leader of the Council
Forward Plan Ref: 82/2001
Contact Officer: John Barker Tel: (01865 815444)

Report by Director for Business Support & County Treasurer (EX18)

The District Auditor has issued his new style Annual Audit Letter (formerly the Management Letter) for 2000/01. This Letter represents a summary of the Auditor’s work and key findings relating to the financial year 2000/01.

An earlier draft of the Letter was circulated to all Chief Officers in November 2001 for comment on factual accuracy. Following receipt of comments, the District Auditor produced a revised draft Letter which was considered at an informal meeting of the Political Group Leaders on 17 December 2001.

Stephen Warren, District Auditor, will attend the meeting to give a brief presentation and answer any questions on his Letter.

The key themes emerging from the Letter are;

    • preparation for and implementation of new Political Management;

    • further developments for Corporate Governance and Accountability;

    • development of cross-boundary initiatives;

    • need to develop and strengthen an effective performance framework;

    • need to develop and maintain effective financial control and legality standards.

The Letter also suggests that the Council should, "consider establishing an appropriate forum for considering both internal and external reports and monitoring achievement of agreed plans". Officers are developing options and will report back to a future meeting of the Executive (currently forward plan ref: 1/2002 scheduled for 19 February 2002).

The Executive is RECOMMENDED to:

          1. consider any additional comments by the District Auditor in the course of his presentation and, subject thereto, receive his Annual Audit Letter;

          2. note progress on the completed Action Plan for 1999/2000 and endorse the action points specified in relation to the 2000/01 Annual Audit Letter.

  1. OXFORDSHIRE STRUCTURE PLAN REVIEW –

Draft Issues Paper

Executive Member: Strategic Planning and Waste Management
Forward Plan Ref: 58/2001
Contact Officer: Frankie Upton Tel: (01865 815962)

Report by Director of Environmental Services (EX19).

The issues paper and associated consultation exercise are intended to generate a widespread debate about the future direction of planning for development in Oxfordshire. The paper highlights the fundamental issue of the right balance between the sustainable development objectives of social progress, environmental protection and prudent use of natural resources and maintaining economic growth and employment. In particular, the draft highlights the issue of how to support a successful and growing economy without fuelling pressures on the supply of housing, adding to congestion and infrastructure problems, and damaging the environment of the County which contributes towards that success. It also highlights concerns about the future provision of affordable housing, including housing for workers who are key to the maintenance of a prosperous economy.

The report seeks Executive approval to the publication of a draft issues paper on the review of the Structure Plan for consultation. The draft paper which accompanies the report sets out the main issues for the review and broad options for the distribution of future development.

The Executive is RECOMMENDED to:

          1. approve the draft issues paper for publication;

          2. authorise the Director of Environmental Services to make presentational and minor textual changes to the document prior to publication, following consultation with the Executive Member for Strategic Planning and Waste Management if there are any substantive changes he considers necessary; and

          3. authorise the Director of Environmental Services, in consultation with the Executive Member for Strategic Planning and Waste Management, to finalise and implement a consultation programme for the issues stage of the review of the Structure Plan.

  1. PROPERTY CONSULTANCY SERVICES

    2. Executive Member: Leader of the Council
    Forward Plan Ref: 188/2001
    Contact Officer: Neil Monaghan Tel: (01865 815712)

    Report by Director of Environmental Services (EX20)

    This report considers the recommendation from the Operations Sub-Committee on 11 October 2001 asking the Executive in consultation with Scrutiny to set up an urgent assessment of the services provided by W S Atkins. The Director’s advice would be that rather than concentrate on an assessment of the services provided by WS Atkins a thorough review should be undertaken to re-examine the property consultancy services required by the Council and how they should be provided. If such a review were to be undertaken then his advice would be that a period of twelve months should be allowed for the review to be undertaken and for any recommendations and action plan to be agreed with members. The process from that point for entering into new contracts would take eighteen months allowing for a six-month lead-in period for any new contractor following appointment.

    The Executive is RECOMMENDED to consider the recommendation of the Operations Sub-Committee having regard to the Director of Environmental Services’ advice set out in the report.

  2. COMMUNITY SAFETY STRATEGIES

    3. Executive Member: Community Safety
    Forward Plan Ref: 119/2001
    Contact Officer: Bruce McLaren Tel: (01865 810816)

    Report by Director for Strategy (EX21)

    A report was submitted to the Executive on 8 January summarising the Council’s obligations under the Crime and Disorder Act 1998, and the requirement for each of the 5 Oxfordshire Community Safety Partnerships to publish new 3 year Community Safety Strategies by 1 April 2002. The report set out the key themes in each of the draft strategies. The Executive instructed that the draft strategies be referred to the Community Safety Scrutiny Committee for comment in time for report to this meeting.

    The 8 January report and the draft strategies have been circulated to the Scrutiny Committee but they are not able to complete their consideration until a special meeting planned for 17 January. Their comments will be reported in time for the Executive’s meeting on 22 January. In the meantime the draft strategies are circulated with the present agenda (and are available for public inspection.)

    The Executive have expressed concern at the manner in which "Young People" was listed as a concern in the 8 January report: for clarification, each draft strategy has a strong focus on young people, reflecting the fact that while there is concern in some parts of the community about young people’s behaviour, it is also the case that young people are the most likely victims of crime (particularly violent crime). The draft strategies recognise that the majority of young people are responsible citizens, who make positive contributions to their communities, and that successful implementation of the 3-year strategies will depend in part on the active involvement of young people.

    The Executive is RECOMMENDED, subject to consideration of any comments from the Community Safety Scrutiny Committee, to recommend the Council to approve the community safety strategies.

  3. FIRE SERVICE PROCUREMENT - BEST VALUE REVIEW REPORT AND ACTION PLAN

    4. Executive Member: Community Safety
    Forward Plan Ref: 173/2001
    Contact Officer: John Hurren Tel: (01865 855206)

    The Best Value Committee considered the outcome of this Review on 29 November 2001 (attached EX22). (download as .rtf file) The Committee endorsed the outcomes and recommend the Review and Action Plan to the Executive.

    The Community Safety Scrutiny Committee considered the Review on 10 January 2002. The Committee commended the success and effectiveness of the Review and advise the Executive to endorse the outcomes of the Review.

    The Executive is RECOMMENDED to note the outcomes of the Review and the comments of the Scrutiny Committee thereon and approve the identified actions for service improvement.

  4. FIRE SERVICE CONTROL ROOM FUNCTION - BEST VALUE REPORT AND ACTION PLAN

    5. Executive Member: Community Safety
    Forward Plan Ref: 174/2001
    Contact Officer: John Hurren Tel: (01865 855206)

    The Best Value Committee considered the outcome of this Review on 29 November 2001(attached EX23). (download as .rtf file) The Committee endorsed the outcomes and recommend the Review and Action Plan to the Executive.

    The Community Safety Scrutiny Committee considered the Review on 10 January 2002. The Committee commended the success and effectiveness of the Review and advise the Executive to endorse the outcomes of the Review.

    The Executive is RECOMMENDED to note the outcomes of the Review and the comments of the Scrutiny Committee thereon and approve the identified actions for service improvement.

  5. REVIEW OF GRANTS FOR PROVISIOON OF TRANSPORT SERVICES FOR PEOPLE WITH MOBILITY IMPAIRMENTS

Executive Member: Transport
Forward Plan Ref: 97A/2001
Contact Officer: Alan Pope Tel: (01865 815585)

Report by Director of Environmental Services (EX24).

This report invites the Executive to consider future funding for various services for people with mobility impairments which are currently funded by the County Council. These comprise three Dial-a-Ride services in South Oxfordshire (Goring, Henley and Tokers Green) which are operated by ReadiBus, a number of locally organised transport schemes, and two transport-related posts, currently funded by the County Council, but employed by voluntary organisations; the Oxfordshire Transport Co-ordinator, employed by Oxfordshire Council for Voluntary Action and the Banbury Transport Co-ordinator, employed by Banburyshire Community Transport Association.

The Executive is asked to decide in the light of the various recommendations whether funding of these services should be continued or, if appropriate, whether alternative options should be investigated in order to achieve the County Council’s aims.

The Executive is RECOMMENDED:

          1. to pay ReadiBus up to £978.50 per annum but with continuing annual adjustments for inflation to secure the continuation of the Dial-a-Ride service in Goring for a period of four years commencing 1 April 2002, subject to Goring Parish Council continuing their financial support for this service at the current level;

          2. to pay ReadiBus up to £1820.36 per annum but with continuing annual adjustments for inflation to secure the continuation of the Dial-a-Ride service between Henley and Reading for a period of two years commencing 1 April 2002;

          3. to pay ReadiBus up to £490.50 per annum for the 2002/03 financial year to secure the continuation of the Dial-a-Ride service between Dyson’s Wood, Tokers Green, Chazey Heath and Reading on one day per week;

          4. to pay up to £100 per annum for the 2002/03 financial year to secure the continuation of the Finstock Car Scheme, subject to written confirmation being received from the Parish Council indicating its support for this service;

          5. not to make any financial contribution to the cost of the North Hinksey Shoppers’ service for the financial year 2002/03 and to instruct officers to discuss alternatives with North Hinksey Parish Council;

          6. to pay up to £2516.16 per annum for the financial year 2002/03 to secure the continuation of the Grove Community Car Scheme organised by the Independent Advice Centre, Wantage (IAC) on condition that this service is restricted to those with mobility impairments who cannot use conventional local transport, and to agree that officers should explore further with IAC whether the administration costs of this transport scheme could be restructured with a view to reducing these costs on the County Council’s public transport budget in future years;

          7. to pay up to £185 from 13 February 2002 until 31 March 2003 (£165 per annum in 2002/03) to secure the continuation of the Yarnton Care Committee Shopping Minibus Scheme, on condition that this service is restricted to those with mobility impairments who cannot use conventional local transport, but to agree that officers explore with the scheme administrators the question of fare levels and future financing of this service;

          8. to pay Oxfordshire Council for Voluntary Action (OCVA) up to £25,106 at 2001/02 levels plus an allowance for inflation and wage increments per year until 31 March 2005 to continue the work of the Oxfordshire Transport Co-ordinator;

          9. to fund a sum of up to £3,000 per year to meet the costs of training for volunteer drivers of minibuses used by people with mobility impairments, which would either be paid to OCVA or paid as the local contribution towards a Rural Transport Partnership driver training project if Countryside Agency funding to enhance this grant under a Rural Transport Partnership initiative can be obtained;

          10. that the County Council cease funding the work of the Banbury Transport Co-ordinator after 31 March 2002 and that Banburyshire Community Transport Association and Cherwell District Council be informed accordingly;

          11. that the budget available for this post and for the associated driver training be earmarked for an alternative provider who would be prepared to abide by the principles of the current County Council Service Agreement for the BTC, and that officers be asked to investigate in consultation with Cherwell District Council and the Oxfordshire Rural Community Council as to the best way in which to achieve this Council’s aims;

          12. that BCTA be advised that, if it feels that new funding is justified for Dial-a-Ride or other services which it operates, it should make a separate application giving full justification for this on its own merit and with full supporting financial information;

          13. to authorise the Director of Environmental Services in consultation with the Executive Member for Transport, to determine any proposals arising from (k) and (l) above, generally within the level of the existing funding.

  1. B4009 WALLINGFORD ROAD, GORING - PROPOSED TRAFFIC CALMING

    2. Executive Member: Transport
    Forward Plan Ref: 107/2001
    Contact Officer: Arshad Khan Tel: (01235 466120)

    Report by Director of Environmental Services (EX25)

    The County Council and Goring Parish Council are concerned at the speed of traffic using the B4009, Wallingford Road, Goring. New calming features are therefore proposed to reduce traffic speeds and improve road safety.

    An experimental scheme was introduced at the northern end of Wallingford Road in September 2000. A full consultation exercise on further improvements has now been undertaken with all interested parties. The majority of replies are in favour of the new proposals.

    The Executive is RECOMMENDED to authorise the implementation of the traffic calming scheme as described in the report.

  2. BATH ROAD AND BEARGARDEN ROAD BANBURY: TRAFFIC MANAGEMENT MEASURES

Executive Member: Transport
Forward Plan Ref: 107/2001
Contact Officer: Mike Wasley Tel: (01865 810464)

Report by Director of Environmental Services (EX26)

This report details the response to consultation on traffic management measures in the Bath Road/Beargarden Road corridor which was approved at the Highways & Road Safety Sub-Committee on 23 August 2001. The response marginally favoured the introduction of road humps, tables, and speed cushions (Option C) over a system of low platforms, mainly at junctions, with buildouts to either end of Bath Road (Option A). (A third option received little support.)

The report recommends proceeding with Option A which, although it might not be as effective in achieving the aims of reducing speeds and volume of traffic along this busy corridor as Option C, would allow for swift introduction prior to the major works at substantially lower cost.

The Executive is RECOMMENDED to:

          1. authorise the immediate implementation of Option A, as shown on drawing No BPN652/B3011, subject to monitoring of the effectiveness of the measures in terms of vehicle speeds and the level of traffic using Bath Road and Beargarden Road as a through route;

          2. in the event of monitoring showing that Option A has failed to reduce vehicle speeds and through traffic, authorise formal consultation on the introduction of possible further measures in the form of Option C as shown on drawing No BPN652/B3010.

  1. PEDESTRIAN CROSSING FACILITIES : GRAVEL WALK, FARINGDON AND LAUNTON ROAD, BICESTER

Executive Member: Transport
Forward Plan Ref: 108/2001
Contact Officers: Andrew Johnson Tel: (01865 81), David Deriaz Tel: (01865 81)

Report by Director of Environmental Services (EX27).

This report details the results of the informal consultation for a Pelican crossing in Gravel Walk, Faringdon and for a Toucan crossing and shared footway Order in Launton Road in Bicester. It seeks approval for the Detailed Design and implementation of both crossings, and conversion of a section of footway in Launton Road to shared use which can be authorised by the Executive under the Highways Act 1980 sections 66(4) and 65(1).

Only one objection was received to each of the proposals, although a number of suggestions were made for additional features. These included a request from the police for additional waiting and loading restrictions are introduced to prevent parking on the approaches to the Launton Road crossing. I endorse the comments of the police, and preliminary consultation on proposals for such restrictions has already been carried out, without objection.

The Executive is RECOMMENDED to:-

          1. approve drawing No 1329/F270/1 as the basis for detail design and implementation of a Pelican Crossing in Gravel Walk, Faringdon;

          2. approve drawing No BPN 730/B3253 Rev C as the basis for detail design and implementation of a Toucan crossing in Launton Road, Bicester;

          3. authorise the conversion under Sections 66(4) and 65(1) of the Highways Act 1980 of the length of footway at Launton Road, Bicester to shared cycle/pedestrian use as shown on drawing No BPN 730/B3253 Rev C; and

          4. authorise the implementation of the measures discussed in the report, subject in the case of Launton Road, Bicester to the Director of Environmental Services, in consultation with the Executive Member for Transport and the local member, considering and any objections or other representations to the waiting and loading restrictions and determining any consequential action.

  1. OUTSIDE BODIES

Executive Member: Leader of the Council, Community Care & Health
Forward Plan Ref: -
Contact Officer: John Leverton (01865 815314)

The Assistant Chief Executive reports as follows:

Formal appointments will need to be made to the following outside bodies, which the Leader and Deputy Leader of the Council feel should be designated as "strategic" under paragraph 1(h) in Section H of the Interim Constitution. (This means that, subject to the Council agreeing this status, appointments would be made by the Executive.)

    • The Executive on 6 November 2001 agreed to set up a Local Strategic Partnership (LSP) for Oxfordshire. District Councils are setting up their own LSPs, and the County Council need to be able to respond to any invitation to participate in these.

    • Board of the Oxfordshire Care Partnership. This body is part of the agreed arrangements set up to run the former Homes for Older People. The County Council is entitled to appoint one member to the Board.

This item has not been included in the Forward Plan; however, it is not considered that the decision being sought amounts to a key decision, and it is therefore open to the Executive to consider the report and determine the recommendations.

The Executive is RECOMMENDED to:-

          1. RECOMMEND Council to endorse as Strategic Outside Bodies:

    • any District Council-based Local Strategic Partnership to which the County Council may be invited to appoint representatives;

    • the Board of the Oxfordshire Care Partnership;

          1. subject to (a) above, appoint members to serve on those bodies.

  1. FORWARD PLAN AND FUTURE BUSINESS

The Executive Procedure Rules provide that the business of each meeting of the Executive is to include "updating of the Forward Plan and proposals for business to be conducted at the following meeting".

The publication date of the next Forward Plan, for the period March – June 2002, is 15 February. It will be necessary to determine its content at the meeting on 6 February. However, members may wish at the present meeting to identify any changes they would wish to have incorporated in the next update.

As to business for the next meeting, the Forward Plan gives either a specific or general indication of possible items; a list of items from the Plan for the 6 and 19 February meetings is attached (EX29).

The Executive is RECOMMENDED, subject to any changes and/or additional items it would wish to see incorporated in the next Forward Plan, to note the items currently identified for forthcoming meetings.

Exempt Items

The Committee will be invited to resolve to exclude the public for the consideration of the following exempt items (marked E) by passing a resolution in relation to each such item in the following terms:

"that the public be excluded during the consideration of the following items in the Agenda since it is likely that if they were present during those items there would be a disclosure of "exempt" information as described in Part I of Schedule 12A to the Local Government Act, 1972 and specified below each item in the Agenda".

THE REPORTS RELATING TO THE EXEMPT ITEMS HAVE NOT BEEN MADE PUBLIC AND SHOULD BE REGARDED AS STRICTLY PRIVATE TO MEMBERS AND OFFICERS ENTITLED TO RECEIVE THEM.

  1. ORGANISATIONAL ISSUES AT A MAINTAINED SCHOOL

Executive Member: Schools
Forward Plan Ref: 197/2001
Contact Officer: Roy Leach Tel: (01865 815693)

Report by Acting Chief Education Officer (EX30E)

This report proposes further action in response to the problems at a school in special measures, further to consideration by the Executive on 27 November 2001.

(Information Exempt in that it relates to a particular employee, former employee or applicant to become an employee of, or a particular office-holder, former office-holder or applicant to become an office-holder under, the Authority.)

The Executive is RECOMMENDED to authorise the Acting Chief Education Officer:

          1. to consult the governing body formally on withdrawal of financial delegation from the school;

          2. in consultation with the Executive Members for Schools and Learning & Culture to determine, taking into account the response of the governing body, whether or not to withdraw financial delegation;

          3. in the event of a decision to withdraw financial delegation from the school, to establish a constitution for the management of the school and identify a proposed date for the reinstatement of delegated financial management.

  1. PURCHASE OF LAND AT WEST OXFORD PRIMARY SCHOOL

    2. Executive Member: Schools
    Forward Plan Ref: 195/2001
    Contact Officer: Michael Mill Tel: (01865 428161)

    The Chief Education Officer reports as follows:

    The Council has a 99-year lease of the school site expiring in 2011. The Charity which owns the freehold is being wound up and consequently wishes to sell its property assets. The Charity has offered the Council the opportunity of purchasing the freehold prior to offering it for sale on the open market. A project appraisal is attached (EX31E) outlining the options, of which the most beneficial to the Council is acceptance of the Charity’s offer.

    (Information Exempt in that it relates to any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.)

    The Executive is RECOMMENDED to:

          1. approve the project appraisal now presented in respect of the purchase of the freehold of the site of West Oxford Primary School;

          2. authorise completion of the purchase subject to:

              1. formal confirmation of capital funding for the project;

              2. a satisfactory structural survey; and

              3. suitable terms being agreed.

     

  2. SKIMMINGDISH LANE, BICESTER: ACQUISITION OF LAND

Report by Director of Environmental Services (EX32E)

This report updates the Executive on the negotiations for 3 areas of land required for the improvement of Skimmingdish Lane, Bicester and seeks approval to proceed with the Compulsory Purchase Orders (CPOs) to acquire all of the land subject to the CPOs (other than that already acquired by agreement), subject to the satisfactory completion of the negotiations to acquire land, forming part of Bicester Airfield, from the Ministry of Defence (MOD).

(Information Exempt in that it relates to any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.)

The Executive is RECOMMENDED to:-

          1. request the Director of Environmental Services to continue to seek to secure the land required for Skimmingdish Lane Improvement by negotiation at the earliest opportunity;

          2. authorise the Director of Environmental Services to instruct the Solicitor to the Council serve "Notices to Treat", no later than 7 February 2002, in relation to all the land included in the Compulsory Purchase Order for the Skimmingdish Lane Improvement, other than for that land already acquired by agreement;

          3. subject to the satisfactory conclusion of the negotiations with the Ministry of Defence for land forming part of Bicester Airfield, serve "Notice to Enter" on all other land required for the completion of the Skimmingdish Lane Improvement and award the tender for construction of the scheme.

January 2002

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