EX180203

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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 18 February 2003 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
David Robertson	-	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 26 February 2003 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.

AGENDA

Apologies for Absence
Declarations of Interest
Minutes

To confirm the minutes of the meeting held on 5 February 2003 (EX3 – to follow) and to receive for information any matters arising therefrom.

Petitions and Public Address

Budget Monitoring

Executive Member: Leader of the Council
Forward Plan Ref: 2002/191
Contact Officer: Mike Petty, Principal Financial Manager (01865 815622)

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

This report updates the budget monitoring position for 2002/03 to the end of December 2002. The major variations since the last report are set out with potential variations for the rest of the year. Annexes 1 and 2 to the report set out the overall position on the programme area carry-forward reserves and the overall position on balances respectively. There is no change in the position on reserves as reported to the Executive in October. The position for each of the programme areas is set out in the report.

The Executive is RECOMMENDED to receive the report and to strongly reiterate to Directors the continued need to proceed cautiously and to continue to monitor expenditure closely.

Fire Service Dispute

Executive Member: Community Safety
Forward Plan Ref: 2003/22
Contact Officer: John Parry, Chief Fire Officer (01865 855205)

The Chief Fire Officer reports as follows:

Following a meeting on Monday 4 February 2003 between the Deputy Prime Minister, the Employers and the Fire Brigades Union, a form of words has been agreed as the basis for which all sides can start negotiations on linking pay with modernisation in a constructive atmosphere. Employers have agreed to make no decisions or to commence implementing any aspect of modernisation during the next 3/4 weeks and the Union have agreed not to set any further strike dates for the time being. The FBU have made arrangements for a recalled conference on 19 March and the army has been stood down for the next 4 weeks whilst talks take place.

Subject to any further information that may be reported at the meeting, the Executive is RECOMMENDED to note the position.

Premium Bus Routes Implementation

Executive Member: Transport
Forward Plan Ref: 2002/237
Contact Officer: David Taylor (01865 816519)

Report by Director of Environmental Services (EX7).

This report is to update the Executive on progress made with the Council’s Premium Bus Routes strategy and to recommend in principle the inclusion of initial projects in the forthcoming capital programme. The capital estimate of implementing the full Premium Routes programme over the next eight financial years is £12.6m. This should be viewed in the context of an anticipated Local Transport Plan capital allocation of £160m for the same period. Some of this cost would be met by developer contributions.

Subject to the views of the Executive it is intended to bring forward selected Premium Route schemes as part of the 3 year transport capital programme to be reported to the Executive on 15 April. Priority will be given to routes where services already meet Premium Routes standards and these routes will be unlikely to require revenue support. Details of each individual scheme will be submitted to the Transport Implementation Committee for approval following consultation.

The Executive is RECOMMENDED to:

endorse the list of Premium Routes schemes set out in Annex 1 to the report for future implementation, subject to inclusion of the individual schemes in the Transport Capital Programme at the appropriate time;

ask the Director of Environmental Services in consultation with the Executive Members for Transport and Strategic Planning & Waste Management to select specific schemes from the list for possible inclusion in the 2003/04, 2004/05 and 2005/06 Transport Capital Programme to be considered at the 15 April Executive meeting.

Visitor Coach Management, Oxford

Executive Member: Transport
Forward Plan Ref: 2003/16
Contact Officer: Peter Mann (01865 815479)

Report by Director of Environmental Services (EX8).

The report provides an update on progress towards a long term solution to the management of visitor coaches in Oxford. The City Council is leading on the overall tourism strategy that influences the options for identifying stopping and parking locations for coaches. The present coach stopping arrangements are to continue for 2003 with additional monitoring taking place. Any long term solution is likely to depend on the availability of off street parking for coaches which is being considered in the context of the development of the West End of the City.

The Executive is RECOMMENDED to:

agree to retain the status quo for tourist coaches for the coming 2003 season;

authorise the Director of Environmental Services/Director of Environment & Economy:

(i) in co-operation with the City Council, to monitor coach activity in Oxford City centre through the season and continue to develop options for consultation with all interested groups as well as local members; and

(ii) to carry out any necessary minor alterations to signing in Oxford to ensure appropriate information is given to coaches entering the City, subject to the views of the OTS Working Party and in consultation with the Executive Members for Transport and Strategic Planning & Waste Management.

The Nature and Use of the Special Educational Needs Resources Matrix

Executive Member: Schools
Forward Plan Ref: 2003/12
Contact Officer: Simon Adams, Senior Education Officer, Pupil Services (01865 810602)

Report by Acting Chief Education Officer (EX9).

This report was requested by the Executive on 26 November 2002 as one of the actions resulting from consideration of the Scrutiny Review report on Special Educational Needs (SEN). Concern had been expressed about the use of a Resources Matrix in decision making on SEN provision. The report describes the SEN assessment and resourcing process and explains the use of the matrix, which has hitherto been as an informal guide in the assessment process.

The report includes advice from the Solicitor to the Council, which recommends that a note explaining the nature and standing of the document and giving guidance as to its use should be added to it. He emphasises that the Matrix should not be seen as a strict set of rules and should not be applied in a rigid way: there is a need to consider the circumstances of each individual case in making the assessment and any ensuing decision of the allocation of resources.

The Executive is RECOMMENDED to endorse the Matrix at Annex 1 to the report for use as guide to determining SEN provision subject to:

such minor amendments as may appear to the officers to be necessary, including amendments to take account of terminology adopted in response to the new SEN Code of Practice;

inclusion of an explanatory note based on the Advice Note by the Solicitor to the Council at Annex 2 to the report;

compliance with the advice of the Solicitor to the Council in applying the Matrix in individual cases;

the Matrix being made available to staff who may be directly concerned, including Headteachers, and to parents and any other interested persons.

Matthew Arnold School, Cumnor

Executive Member: Schools
Forward Plan Ref: 2003/11
Contact Officer: Kevin Griffin, Principal Project Officer, Premises Development (01865 428164)

Report by Acting Chief Education Officer (EX10)

In April 2002 the Executive approved an outline project appraisal for the provision of a new purpose built science block at Mathew Arnold School, Cumnor. Since the outline project appraisal was approved Mathew Arnold School has been successful in achieving awarded Specialist Science College Status.

The new facility will include 7 laboratories, 2 preparation rooms, chemical store, staff work area, Head of year office and toilet facilities. The new accommodation will be fully accessible to people with special needs. The accommodation released by the provision of the new science facilities will also allow community education staff to be relocated from their existing prefabricated ‘temporary’ building into the main school accommodation. The prefabricated building will be removed from site on completion of the project. The remaining space will be converted into general teaching classrooms with the former prep room and one laboratory providing much needed social space within the school.

The Executive is RECOMMENDED to approve Project Appraisal ED583/1.

Establishment of Conservation Boards for the Cotswolds and Chilterns Areas of Outstanding Natural Beauty

Executive Member: Learning & Culture
Forward Plan Ref: 2002/214
Contact Officer: Keith Wheal, Countryside Services Manager (01865 810202)

Report by Director of Cultural Services (EX11).

The Cotswolds AONB Partnership has agreed in principle to seek the establishment of a Cotswolds Conservation Board, under provisions introduced by the Countryside & Rights of Way (CROW) Act 2000 which will have the powers and functions to enable it to undertake a key role in shaping the future of the Cotswolds AONB, building upon the success of the Partnership to date.

Following further preparatory work the Cotswolds AONB Partnership is now running an informal consultation for its constituent authorities and member organisations on the proposed Board and the associated draft Establishment Order. A Conservation Board is a statutory body established by an Order signed by the Secretary of State (DEFRA) with the approval of both Houses of Parliament. The Order sets out the duties, functions and powers of the Board and also makes provision for matters such as the appointment of members, proceedings, records and documents of the Board, together with transitional provisions for the process of moving from the existing Partnership to the new Board.

At the same time The Chilterns Shadow Conservation Board have been working closely with the Cotswolds Partnership and the Countryside Agency and DEFRA in the process of planning for a Chilterns Conservation Board. This is envisaged as virtually identical to the draft order for the Cotswolds and it now seems probable, subject to informal consultation, that the two Establishment Orders will be progressed by DEFRA to the same timetable, with a view to both Boards coming into being in April 2004.

The Executive is RECOMMENDED to:

support the establishment of a Cotswolds Conservation Board with the duties, powers, functions, structure and general operating measures outlined in ‘Proposals for The Cotswolds AONB Conservation Board Establishment Order’ and set out in the draft Cotswolds AONB Conservation Board Establishment Order;

(b) authorise the Director of Cultural Services, in liaison with the Solicitor to the Council, to respond in the same way to any informal consultation on a draft Chilterns AONB Conservation Board Establishment Order, subject to consultation with the Executive Members for Learning & Culture and Schools in the event that the draft is materially different from that for the Cotswolds AONB.

12. Job Evaluation for County Council Employees

Executive Member: Deputy leader of the Council
Forward Plan Ref: 2002/249
Contact Officer: Sue Corrigan, head of County Personnel (01865 810280)

Report by the Director for Strategy (EX12).

The Job Evaluation Project applies to all "Green Book" employees of the Council, i.e. those other than teachers, uniformed firefighters, chief officers and related posts, Soulbury posts. This totals approximately 10,500 employees working in around 1500 different jobs.

The Personnel Sub-Committee instigated the Job Evaluation Project as part of the implementation of the national move towards Single Status employment. This was confirmed by the Best Value review of Personnel services. The introduction of formal job evaluation will address the Council’s identified need for a more rational and transparent grading system which ensures that pay is free of sex bias and so avoids the real risk of successful Equal Pay claims against the Council. The Council decided to use the scheme promoted by the NJC for Local Government Services, (The ‘Green Book’ scheme), as it was specially written for Local Government staff and has the full backing of Unison.

The report updates members of the Executive on the implications of the recommended budget allocation for 2003-04 and the proposed means of implementing the job evaluation scheme within the sums allocated.

The Executive is RECOMMENDED to endorse the premises set down in paragraphs 7 to 12 of the report for the purpose of consultation with Unison.

13. 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 2003, is 18 March. It will be necessary to determine its content at the meeting on 4 March, but members may wish at the present meeting to identify any changes they would wish to have incorporated in the next update.

In the meantime, a list of items from the Forward Plan for the next two meetings is attached (EX13).

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 Item

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

"that the public be excluded during the consideration of the following item in the Agenda since it is likely that if they were present during the item 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 the item in the Agenda".

THE REPORT RELATING TO THE EXEMPT ITEM HAS NOT BEEN MADE PUBLIC AND SHOULD BE REGARDED AS STRICTLY PRIVATE TO MEMBERS AND OFFICERS ENTITLED TO RECEIVE IT.

14.E Oxford Prison Development

Executive Member: Leader of the Council
Forward Plan Ref: -
Contact Officer: Neil Monaghan, Assistant Director (01865 815712)

Report by Director of Environmental Services (EX14E). TO FOLLOW

The report will advise the Executive of the current position in connection with the negotiation of revised terms for the Development Agreement between the County Council and Oxford Castle Limited in relation to the redevelopment of the Castle site. The report will also explain that discussions are taking place with SEEDA with the hope that the level of grant funding can be increased and will propose arrangements for provision of funding for matters including preliminary archaeological excavation. The extent of the required archaeological investigation was not predicted and has only recently become evident. The item therefore does not appear in the Forward Plan but is brought forward so as to enable the archaeological work to proceed in advance of a funding agreement with SEEDA, in order to allow the project to remain on programme for completion in December 2004. (A report will be made to the meeting on the outcome of discussions with SEEDA.

(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.)

A recommendation will be made in the light of the outcome of discussions with SEEDA.

February 2003

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