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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 5 March 2002 at 2.00 pm
County Hall, Oxford

 

Chris Impey
Assistant Chief Executive

Contact officer: Graham Warrington (Tel: 01865 815321; 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
at the end of the working day on 13 March 2002unless called in by that date for review by the appropriate Scrutiny Committee.

AGENDA

  1. Apologies for Absence

  2. Declarations of Interest

  3. Minutes

    4. To confirm the minutes of the meetings held on the 12 February 2002 (EX3a) and 19 February 2002 (EX3b) and to receive for information any matters arising therefrom.

  4. Petitions and Public Address

  5. Audit Procedures

    6. Executive Member: Leader of the Council
    Forward Plan Ref: 1/2002
    Contact Officer: John Barker (Tel: 01865 815444)

    The Director for Business Support & County Treasurer and Assistant Chief Executive report as follows:-

    On 8 January 2002 the Executive (in line with a similar decision of the Best Value Committee on the preceding day) asked officers "to report fully to subsequent meetings on the options for and implications of allocating responsibility for overseeing the audit function either to a new committee or to an existing committee (such as Best Value), with a view to a recommendation being made to Council in the context of the review of the executive arrangements in Spring 2002". This followed a recommendation by the District Auditor in his Annual Audit Letter that a member led forum should be established to consider internal and external audit reports and related monitoring of that work.

    The requested report was submitted to the Best Value Committee on 20 February 2002 and is reproduced herewith (EX5). It reviews the background and identifies four broad options available to the Council. The Best Value Committee endorsed the principle of establishing a member-led body and commended to the Executive the option of attaching audit activities to that Committee. (Alternative preferences expressed by some members at the Best Value Committee meeting were for a free-standing Audit Committee or that the Corporate Governance Scrutiny Committee should discharge an ‘Audit Committee’ role.)

    The Executive is RECOMMENDED to:

    (a) note the support of the Best Value Committee for the principle of establishing a Member led forum to oversee the audit related activities within the Council, and for this to be effected by attaching audit activities to that Committee;

    (b) decide whether to support attaching audit activities to the Best Value Committee or one of the other options set out in the report;

    (c) instruct the Director for Business Support & County Treasurer and Assistant Chief Executive to draw up amended terms of reference for the appropriate body accordingly, for recommendation to the Council through the forthcoming review process.

  6. Transport to Henley College

Executive Member: Schools
Forward Plan Ref: 25/2002
Contact Officer: Sue Tanner (Tel: 01865 815472)

Report by the Chief Education Officer (EX6).

On 8 January, 2002 the Executive considered possible action in response to the increasing cost of subsidy paid to Oxfordshire students for travel to Henley College. For the current academic year the subsidy stands at £610 per student and the likely cost in the financial year 2001/02 is £160,000.

The Executive deferred a decision pending a further report on the possible capping of the subsidy for eligible students attending Henley College, and the possibility of utilising existing public transport services for students travelling to the College, "whilst recognising the desirability of maintaining equity for all students across the County".

The report gives information on public transport options and the outcome of further discussions with Henley College about the likely cost of college transport in 2002/03. It demonstrates how the anticipated increase in costs for transport to Henley could be met by increasing the charges for post-16 transport across the county as a whole.

The Executive is RECOMMENDED to consider:

          1. increasing post-16 transport charges across the whole county to £41 per term;

          2. requiring Henley College to adopt a transport tendering procedure involving competitive bids; and

          3. asking officers to continue negotiations with public transport providers in order to increase the use of travel to Henley College by public transport where this is available and cost-effective.

  1. Schools Capital Projects

    2. Executive Member: Schools
    Forward Plan Ref: 27/2002
    Contact Officer: Michael Mill (Tel: 01865 428161)

    The Acting Chief Education Officer seeks approval of the following Project Appraisal (EX7).

    ED582 - Harwell Primary School – Early Years Unit

    The Executive is RECOMMENDED to approve the Project Appraisal.

  2. Didcot Transport Issues Study

Executive Member: Strategic Planning & Waste Management, Transport
Forward Plan Ref: 60/2001
Contact Officer: Nigel Birch (Tel: 01865 815582)

Report by Director of Environmental Services (EX8).

The Didcot Transport Issues Study, carried out by consultants Colin Buchanan and Partners, provides a technical basis for advice on transport matters in the Didcot area for the South Oxfordshire and Vale of White Horse Local Plans. The consultants have provided a wide range of recommendations based on a number of principles:

    • the importance of the car for personal transport is recognised, but the current pattern of use is not sustainable in the long term;

    • good accessibility to facilities provides a benefit to local residents, workers, employees and visitors, but this should not be denied to those who do not have use of a car;

    • the urban and rural environment should be protected and enhanced for future generations;

    • road accidents cause very significant personal and economic costs;

    • travel demand is influenced by a complexity of issues including personal lifestyle, land use and available transport choice.

The Executive is RECOMMENDED to:

          1. accept the advice in the consultants’ report on the Didcot Transport Issues Study as interim guidance on the local transport issues, pending further specific consideration;

          2. agree the setting up of a Didcot Integrated Transport Strategy Steering Group, with a view to developing a strategy for Didcot and its environs linking to the Abingdon strategy, on the basis indicated in paragraphs 9-11 of the report, and with County Council representation comprising the Executive Members for Transport and Strategic Planning & Waste Management and the Chair/Chairman/Chairwoman of the Environment Scrutiny Committee or their respective nominees.

  1. Thames Valley Safer Roads Partnership - Appproval of New Service Level Agreement

Executive Member: Transport
Forward Plan Ref: 21/2001
Contact Officer: Phil Crossland (Tel: 01865 815083)

Report by Director of Environmental Services (EX9).

The County Council has been participating in the Thames Valley Safer Roads Partnership since April 2000. This partnership is one of eight pilot projects involving the Netting Off of revenue from traffic safety cameras to fund increased enforcement and speed related road safety initiatives. The Government has now announced that the project is to be rolled out nationally to all Police Forces and Local Authorities. The report seeks the Executive’s approval to a new service level agreement between the partners in the Thames Valley Region to allow the project to continue into year 3 and beyond.

The alternative would be to withdraw from the project, but this would reduce enforcement and effectiveness and jeopardise the Council’s casualty reduction efforts.

The Executive is RECOMMENDED to:

          1. authorise the conclusion of a Service Level Agreement, generally as set out in Annex 2 to the report, with the partners in the Thames Valley Safer Roads Project; and

          2. authorise the Director of Environmental Services, in consultation with the Executive Member for Transport, to continue discussions with the partners and the DTLR to agree appropriate enforcement strategies for the project.

  1. Headington and Marston Area Transport Strategy (HAMATS)

Executive Member: Transport
Forward Plan Ref: 67/2001
Contact Officer: Peter Mann (Tel: 01865 815479)

Report by Director of Environmental Services (EX10).

In Spring 2000 the County and City Councils jointly commissioned a transport study of the Headington and Marston area by Colin Buchanan and Partners. The HAMATS study is now complete and has been widely consulted on. The consultants’ vision for the area is an improved quality of environment for residents and visitors. They believe that by providing good alternatives to travelling by car and controlling parking, growth in travel demand associated with new developments or with increased activity at existing sites, can be accommodated without a significant increase in car traffic. They conclude that it is not realistic to seek to accommodate increased travel demand by building more or widening existing roads; neither is this approach consistent with local or national transport policy. Their recommended strategy therefore consists of a package of measures aimed at making the alternatives to car use more attractive, together with measures to discourage car use, particularly for commuting.

The Executive is RECOMMENDED to:

          1. approve the draft Headington and Marston Area Transport Strategy set out in Annex 1, for consultation with key stakeholders, the City and Parish Councils and local members;

          2. request officers to report back to the Executive following this further consultation, with a recommended final strategy for adoption;

          3. agree that in the interim officers should use the draft HAMATS strategy as a basis for responses to consultations on planning applications in the area and to develop measures for inclusion in the OTS programme.

  1. Cherwell 30mph Speed Limit Project: Phase 1 - Initial Consultation

Executive Member: Transport
Forward Plan Ref: 70/2001
Contact Officer: Geoff Barrell (Tel: 01865 810450)

Report by Director of Environmental Services (EX11).

The 30mph Speed Limit Project for the Cherwell Area has been subdivided into two phases. This report briefly describes the outcome of the initial consultations for the 38 parishes in Phase 1. The preliminary site meetings where local representatives are invited to discuss possible new or amended speed limits, continue to establish a useful rapport with the local community and Thames Valley Police continue to give valuable support by attending most meetings to advise on realistic and enforceable limits. There were far fewer points of disagreement overall compared to the Vale and West Oxfordshire stages, although no obvious reasons why this should be so. In parishes where no significant objections were received or where they can be accommodated safely, speed limit Orders will be promoted under delegated authority. The report recommends draft proposals in the 10 Parishes where there were objections on representations that could not be overcome.

The Executive is RECOMMENDED to:

    1. note the objections and representations in response to initial consultation for the 10 parishes set out in Annex 2 and the individual recommendations of the Director of Environmental Services;

    2. authorise the Director of Environmental Services to publish draft Orders as recommended in Annex 2, taking into account (in Bodicote and Drayton) the advice of the Executive Member for Transport and Local Members following an inspection of the site; and

    3. approve the implementation of the speed limits for the Cherwell Phase 1 Parishes as set out in Annexes 1 and 2, subject to the outcome of (b) above and to any objections or representations in respect of the published draft Orders being referred to the Executive for consideration and decision.

  1. Public Transport Information Strategy

Executive Member: Transport
Forward Plan Ref: 97/2001
Contact Officer: Ian Connick (Tel: 01865 815088)

Report by Director of Environmental Services (EX12).

The development of a strategy covering the provision of local transport information is a requirement made of local authorities under the Transport Act 2000. Based on standards agreed by the Public Transport Sub-Committee in February 2001, officers devised and consulted on a draft strategy. If adopted, this strategy will enable the County Council for the first time not only to set standards for public transport information provision, but also to enforce those standards on operators, to the benefit of the travelling public and in the expectation of increased public transport usage.

In addition to reinforcing the need for current information provision to continue, the strategy incorporates new initiatives such as maps at bus stops, information boards in town centres and a new guide to bus services in Oxford. While these will initially be funded jointly by operators and the Council, operators in future will be expected to fund information provision themselves.

The strategy includes many amendments suggested during the consultation process, but the attention of the Executive is drawn to the fact that some requirements were retained in the face of reluctance on the part of operators. Nonetheless, operators were generally co-operative, and look forward to growth in bus patronage as a direct result of the improvements suggested in the strategy.

The Executive is RECOMMENDED to:

          1. adopt the standards in Annex 1 as the Council’s Public Transport Information Strategy, subject to annual review and to complete revision in 2006 as part of the Oxfordshire Local Transport Plan;

          2. note the concern of officers over the possible cost implications of increased information provision on subsidy contracts;

          3. authorise funding from the traveline underspend for bus stop maps, town centre information boards and a transport guide for Oxford, all of which will be jointly funded with operators;

          4. ask officers to explore further joint funding for the continuation of countywide transport guides; and

          5. ask officers to establish an Information Forum, consisting of bus operators and users, which would be chaired by officers and provide an ongoing review of information standards.

  1. Partnering Contracts for Building Construction Works

    2. Executive Member: Leader of the Council
    Forward Plan Ref: 48/2002
    Contact Officer: Neil Monaghan (Tel: 01865 815712)

    Report by the Director of Environmental Services (EX13).

    Local authorities have been encouraged by the Government to enter into partnering contracts for building construction works. This is also a priority in the Council's Corporate Capital Strategy and Asset Management Plan, and is also recommended by the Best Value Review for Construction Services. The report sets out the proposed process for setting up an arrangement with a contractor which would allow one or more building projects to be undertaken under a formal partnering contract.

    The Executive is RECOMMENDED to authorise the Director of Environmental Services to complete and implement arrangements for the Council to enter into a Partnering Agreement under which contracts could be awarded for building construction works.

  2. Woodcote Community & Youth Centre

    3. Executive Member: Learning & Culture
    Forward Plan Ref: 47/2002
    Contact Officer: Neil Monaghan (Tel: 01865 815712)

    Report by the Director of Environmental Services (EX14).

    The Woodcote Community and Youth Centre occupies most of a former school house on the Langtree School site. By the early 1990’s the building was in very poor condition, but it has since been refurbished by the local community with over £20,000 of funds raised locally, and with the help of volunteer labour and materials.

    Since 1993 the building has been successfully run for community purposes and it is now managed by the Community and Youth Centre. There has previously been no formal agreement for this use of the building and terms have now been provisionally agreed for a lease to be granted for a term of ten years. It is proposed that the cost of the lease should be offset by a grant the Centre in recognition of the community services provided.

    The Executive is RECOMMENDED to agree that a lease of the Woodcote Community and Youth Centre building be granted to the trustees of the Woodcote Community and Youth Centre and that a grant be paid them for the duration of the lease equal to the annual rent less £100.

  3. Letting of Flat above Watlington Library

    4. Executive Member: Leader of the Council
    Forward Plan Ref: 33/2002
    Contact Officer: John Wilby (Tel: 01865 815589)

    Report by Director of Environmental Services (EX15).

    The County Council holds the flat over Watlington Library as Trustee of the Charlotte Coxe Charity. The flat cannot be occupied until it is refurbished and an independent external access is constructed. Co-op Home Services (Home Counties Ltd)) is interested in leasing the flat and has the necessary grant funding for these works. They are a Registered Social Landlord. Before a lease can be granted, the Executive must authorise the letting. The Council must also satisfy itself that terms for the proposed lease are the best that can reasonably be obtained for the Charity. The Director of Cultural Services and The Friends of Watlington Library are keen for the flat to be bought back into use. Co-op Homes will have to first offer the flat to an inhabitant(s) of the Parish of Watlington. If there are no suitable tenants in the Parish, then it can be offered to people outside the Parish. The District Council as local housing authority will be involved in the selection of the tenant(s).

    The Executive is RECOMMENDED to approve the letting of Watlington Library Flat to Co-op Homes Services (Home Counties Ltd) on the terms detailed in the Annex to the report, subject to any representations arising from the public notices of the proposed lease being referred to the Leader of the Council for consideration and final decision.

  4. Forward Plan and Future Business
Executive Member: All
Contact Officer: John Leverton (01865 815314)

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 April – July 2002, is 19 March. It will be necessary to determine its content at this meeting. Recommendations for additions and amendments are attached as EX16 - Schedules 1-3. (download as .rtf file).

Items from the Forward Plan (as now proposed to be updated) for the 19 March and 3 April meetings appear in Schedule 4.

The Executive is RECOMMENDED to:

(a) agree the additions and amendments set out in Schedules 1 - 3 for the purpose of the Forward Plan for the ensuing four months;

(b) subject to (a) above, note the items currently identified for forthcoming meetings as set out in Schedule 4.

February 2002

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