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ITEM EX3

EXECUTIVE – 22 JANUARY 2002

Minutes of the Meeting commencing at 10.00 am and finishing at 4.50 pm

Present:

Councillor Fawcett declared on insubstantial non-pecuniary interest in Agenda Item 13 (Ensuring Sufficiency of Funded Education Places for 3 and 4 year olds).

21/02. MINUTES

The Minutes of the meeting of the Committee held on 8 January 2002 were approved and signed, subject to:

Minute 11/02 – replacing "Councillor Crabbe" with "Councillor Purse"; and

Minute 15/02(a) – replacing the word "where" with the word "were"

22/02. PETITIONS AND PUBLIC ADDRESS

The Chair reported that the following request to address the meeting had been agreed:-

Request from	Agenda Item
Mr Russell Taylor	30E - Organisational Issues at a Maintained School

The address on item EX30E is recorded below at the relevant Minute (see Minute 50/02).

23/02. ORDER OF BUSINESS

RESOLVED: to vary the order of business as indicated in these minutes.

24/02. MONITORING OF 2001/02 BUDGET
(Agenda Item 5)

The Executive considered a report (EX5) which presented the Council’s 2001/02 budget, and set out the financial issues and budget pressures identified to date and provided an update on progress towards achieving the 2001/02 budget targets.

The Executive noted that the reference in paragraph 10 of the report, to the Elms Day Centre not being sold, signified that it was not being sold in the current financial year.

RESOLVED: (nem con) to:

1. receive the report;
2. approve a supplementary estimate of £35,000 to cover the excess costs of the firefighters pay award; and
3. agree:

1. to meet the revenue costs of the Broadband Network (£124,000) from balances; and
2. 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 might be required to reimburse balances if an alternative funding source was identified.
   
   
   

25/02.REVENUE AND CAPITAL BUDGETS AND FINANCIAL STRATEGY FOR 2002/03 – 2004/05

• Strategic Overview (EX6A)
• Revenue Budget and Medium Term Financial Plan 2002/03 (EX6B)
• Education Medium Term Financial Plan 2002/03 to 2005/06 (EX6B Supplement)
• Capital Programme 2001/02 to 2003/04 (EX6C)
• Capital Programme 2001/02 to 2003/04 – Supplementary Paper (EX6C Supplement)
• Budget Strategy 2002/03 to 2005/06 (EX6D)
• Medium Term Financial Plan 2002/03 to 2005/06 (EX6E)

1. RECOMMEND Council (in relation to the Budget and the Medium Term Financial Plan) to agree:

1. the Budget Strategy for 2002/03 to 2005/06 (EX6D);
2. the proposed allocations in respect of budget pressures and savings as set out in the Medium Term Financial Plan Tables (EX6E);
3. the proposed options for the allocation of any additional resources in respect of the Education Budget, as set out in the paper produced by the Acting Head of Education Finance (EX6B Supplement);
4. the revenue budget for 2002/03 as detailed in the draft medium term financial plan 2002/03 to 2005/06 and revenue budget 2002/03 report (EX6B) as amended by the budget pressures and savings agreed at (ii) above;
5. a budget requirement of £451,091,000;
6. a precept of £172,620,000, as detailed in the Medium Term Financial Plan Tables (EX6E);
7. a Council Tax for 2002/03 of £767.66 for Band D equivalent properties, which represented a 9.8% increase on 2001/02;
2. approve the Project Appraisal set out in Annex 1 to the report (EX6C);
3. in relation to the recommendations from the Capital Programme and Asset Management Steering Group, to:

1. approve the additions to the capital programme outlined in paragraphs 5 and 6 of the report (EX6C Supplement);
2. endorse the priorities to be delivered when drawing up the detailed Transport Capital Programme for 2002/03 as set out in paragraph 8 of EX6C Supplement;
4. agree that it was appropriate to meet the Capital costs of Broadband in 2001/02 (£697,000) from the capital programme;
5. RECOMMEND Council (in relation to the capital programme) to:

1. approve the Draft Capital Programme annexed to the report (EX6C) subject to the adjustments set out in (b)-(d) above;
2. approve an overall borrowing limit of £294m for 2002/03;
3. approve an overall borrowing limit for short term borrowing of £127m for 2002/03; and
4. approve the maximum amount of borrowing with interest payable at variable rates as £127m for 2002/03.

26/02. OXFORDSHIRE PLAN 2002/03
(Agenda Item 7)

The Executive considered a report (EX7) which outlined progress with the production of the Plan thus far and the comments thereon of the Corporate Governance Scrutiny Committee.

RESOLVED:

1. subject to (b) below to RECOMMEND the Council to approve the Oxfordshire Plan 2002/03;
2. to authorise the Leader and Deputy Leader of the Council to agree appropriate editorial changes to the plan, including any arising from the Scrutiny Committee’s comments, before submission to the Council for approval.
   
   
   

27/02. IDEA PEER REVIEW

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.

28/02. PERFORMANCE MANAGEMENT

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 were 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.

29/02. THE REVIEW OF FINANCIAL MANAGEMENT IN SOCIAL SERVICES

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;
4. ask the Chief Executive to commission a sub-group of the County Council Management Team to monitor progress on implementing the recommendations;
5. ask the officers to report back to the Executive on progress in July 2002.

30/02. QUALITY PROTECTS MANAGEMENT ACTION PLAN 4

1. agree the draft discussed in the report as the Executive’s initial proposals for the Quality Protects Management Action Plan, subject to any further amendments before the steps identified in (b) and (c) below being agreed with the Executive Member for Children & Young People;
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 and submission to Council on 2 April 2002;
3. subject to officers consulting with the Department of Health on the proposed procedure in the context of the constitutional difficulties faced by the Council, agree that in the meantime the plan 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.

31/02. ENSURING SUFFICIENCY OF FUNDED EDUCATION PLACES FOR 3 AND 4 YEAR OLDS

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 was 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 as a priority the capital projects set out in Annex B to the report for 2002/03, providing additional £195,000 could 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.

32/02. THE EARLY YEARS DEVELOPMENT AND CHILDCARE IMPLEMENTATION PLAN 2002/03

RESOLVED: to:

1. approve the contents and format of the Childcare Audit 2001;
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.

33/02. SPECIALIST SCHOOL STATUS

RESOLVED:

1. that no 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.

34/02. THE EDUCATION DEVELOPMENT PLAN 2002 - 2007

1. agree the draft discussed in the report together with Annex 5 set out in the Addenda as the Executive’s initial proposals for the Education Development Plan 2002-2007 subject to any further amendments before submission being agreed with the Executive Members for Learning & Culture and Schools;
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, and submitted to Council on 2 April 2002;
3. agree that in the meantime the Plan 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.

35/02. REVIEW OF SCHOOL BUDGET DELEGATION FORMULA; FURTHER DELEGATION OF BUDGETS TO SCHOOLS: RESPONSES TO CONSULTATION

1. the School Budget Delegation Formula; and
2. the Further Delegation of Budgets to Schools;

36/02. DISTRICT AUDIT – ANNUAL AUDIT LETTER

• 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.

1. receive the District Auditor’s Annual Audit Letter; and
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.

37/02. OXFORDSHIRE STRUCTURE PLAN REVIEW – DRAFT ISSUES PAPER

1. approve the draft issues paper for publication subject to inclusion of specific questions to ascertain views on the amount of housing which should be accommodated and the possible location of substantial growth at an expanded settlement at Upper Heyford;
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;
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;
4. authorise the Director of Environmental Services, in consultation with the Executive Member for Strategic Planning and Waste Management, to produce a consultation leaflet for wider public distribution around the County.

38/02. PROPERTY CONSULTANCY SERVICES

1. a Best Value Review of Property Consultancy Services be included in the Best Value Review Programme for 2002/03;
2. the current contract with WS Atkins be extended until 31 March 2005; and
3. the performance monitoring arrangements under the current contract be reviewed before the contract is re-let.

39/02. COMMUNITY SAFETY STRATEGIES

(Agenda Item 21)

The Executive considered the draft strategies and the comments thereon of the Community Safety Scrutiny Committee.

RESOLVED:

(a) to welcome the comments from the Community Safety Scrutiny Committee, and ask the Executive Member for Community Safety to produce amendments for submission to Council which the partner authorities would be invited to agree, either for incorporation in the strategies for 2002/03 or for consideration for future years;

(b) subject to the above, to recommend Council to approve the community safety strategies.

40/02. FIRE SERVICE PROCUREMENT – BEST VALUE REVIEW REPORT AND ACTION PLAN

(Agenda Item 22)

The Executive considered the Review and Action Plan (EX22) as endorsed by the Best Value Committee , and the comments thereon of the Community Safety Scrutiny Committee.

RESOLVED: to note the outcomes of the Review and the comments of the Scrutiny Committee thereon and approve the identified actions for service improvement.

41/02. FIRE SERVICE CONTROL ROOM FUNCTION – BEST VALUE REPORT AND ACTION PLAN

(Agenda Item 23)

The Executive considered the Review and Action Plan (EX23) as endorsed by the Best Value Committee, and the comments thereon of the Community Safety Scrutiny Committee.

RESOLVED: to note the outcomes of the Review and the comments of the Scrutiny Committee thereon and approve the identified actions for service improvemen

41/02. REVIEW OF GRANTS FOR PROVISION OF TRANSPORT SERVICES

FOR PEOPLE WITH MOBILITY IMPAIRMENTS

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 was restricted to those with mobility impairments who could not 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 was restricted to those with mobility impairments who could not 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 could 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 felt that new funding was 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.

42/02. B4009 WALLINGFORD ROAD, GORING – PROPOSED TRAFFIC CALMING

(Agenda Item 25)

The Executive considered a report (EX25) which set out proposals for a traffic calming scheme on the B4009, Wallingford Road, Goring, to reduce traffic speeds and improve road safety.

RESOLVED: to authorise the implementation of the traffic calming scheme as described in the report.

43/02. BATH ROAD AND BEARGARDEN ROAD, BANBURY: TRAFFIC MANAGEMENT MEASURES

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.

44/02. PEDESTRIAN CROSSING FACILITIES: GRAVEL WALK, FARINGDON AND LAUNTON ROAD, BICESTER

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.

45/02. OUTSIDE BODIES

(Agenda Item 28)

The Executive considered formal appointments which needed to be made to certain outside bodies, which the Leader and Deputy Leader of the Council felt should be designated as "strategic" under paragraph 1(h) in Section H of the Interim Constitution.

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

RESOLVED: to:-

1. RECOMMEND Council to endorse as Strategic Outside Bodies:

• any District Council-based Local Strategic Partnership to which the County Council might be invited to appoint representatives;
• the Board of the Oxfordshire Care Partnership;

1. subject to (a) above, to appoint Councillor Margaret Godden to serve on the local Strategic Partnerships and Councillor Don Seale to serve on the Oxfordshire Care Partnership Board.

46/02. FORWARD PLAN AND FUTURE BUSINESS

(Agenda Item 29)

The Executive considered Schedules (EX29) identifying amendments and additions proposed for the updating of the Forward Plan and proposals for business to be conducted at the February meetings.

RESOLVED: to note the items currently identified for forthcoming meetings.

47/02. SCHOOL ADMISSION ARRANGEMENTS 2003-2004

RESOLVED: 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, the proposed policy in paragraph 9 being amended to include Asylum Seekers and Refugees);
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.

48/02. EXEMPT ITEMS

RESOLVED: that the public be excluded during the consideration of items 30E, 31E and 32E in the Agenda since it was 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, i.e. information relating to:-

1. 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 (Agenda Item EX30E); and
2. 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 (Agenda Item EX31E and EX32E).

 

PROCEEDINGS FOLLOWING THE WITHDRAWAL OF PRESS AND PUBLIC

49/02. ORGANISATIONAL ISSUES AT A MAINTAINED SCHOOL*

RESOLVED: 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 and local members 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.

50/02. PURCHASE OF LAND AT WEST OXFORD PRIMARY SCHOOL*

(Agenda Item 31E)

(Councillor Janet Godden declared an insubstantial non-pecuniary interest in this item).

The Executive considered a report and project appraisal (EX31E) which proposed the acquisition of land at West Oxford Primary School.

RESOLVED: 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.
   
   

51/02. SKIMMINGDISH LANE, BICESTER: ACQUISITION OF LAND*

RESOLVED: 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 to 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;
4. to record that in the opinion of the Executive this decision was urgent in that any delay likely to be caused by the call in process would seriously prejudice the Council’s or public’s interests and that in accordance with Scrutiny Procedure Rule (17)(a), subject to the concurrence of the Chairman of the Council, the call-in procedure should not apply.

in the Chair

Date of signing 2002

* The reports relating to the exempt items have not been made public and should be regarded as strictly private to those members and officers entitled to receive them.

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