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ITEM EX3

EXECUTIVE – 30 SEPTEMBER 2003

Minutes of the Meeting commencing at 2.00 pm and finishing at 4.08 pm

Present:

The Executive considered the matters, reports and recommendations contained or referred to in the agenda for the meeting, together with a schedule of addenda tabled at the meeting, and decided as set out below. Except insofar as otherwise specified, the reasons for the decisions are contained in the agenda, reports and schedule, copies of which are attached to the signed Minutes.

216/03. MINUTES

The Minutes of the meeting held on 2 September 2003 were approved and signed.

217/03. PETITIONS AND PUBLIC ADDRESS

Councillor Roaf presented a petition containing 280 signatures on behalf of the St Margaret’s Area Committee in connection with the new SS Phillip and James School which urged the County Council to close Aristotle Lane and build a link road from the north to Navigation Way. Councillor Roaf referred to the complicated issues involved and the need for a long-term solution to provide access and allow full occupation of the school.

RESOLVED: to refer the petition to the Executive Members for Learning & Culture and Schools for advice and action.

The following requests to address the meeting had been agreed:-

Request from	Agenda Item
Colonel John Bridgeman Colonel Robin Evelegh	10 - Soldiers of Oxfordshire

218/03. FINANCIAL MONITORING

(Agenda Item 5)

The Executive considered a report (EX5) which set out the budget monitoring position to the end of July 2003.

Councillor Brighouse raised the issue of the projected underspend with regard to Social & Health Care and expressed concern that services for the vulnerable could be affected as a result. She sought assurances that the budget would be fully spent with that the underspend would not be used as a reason for not making efforts to maximise external grants.

Councillor Seale advised that the budget for Social & Health Care had been set following a careful analysis of the market and the requirement to deliver services to people in need. The current financial control of the budget represented good practice and he commended Social & Health Care staff on achieving that.

The Director for Social & Health Care advised that as at the end of August the projected underspend was £2.2m, a reduction of £1.1m. This followed a release of money in order to meet cost centre pressures where this would be effective in ensuring delivery of services to the vulnerable. He emphasised the need to maintain a cautious approach

RESOLVED: to:

1. note the report;
2. ask the Head of Finance to report on the following next time:
   
   

1. the closedown position on the closed City Schools;
2. the forecast position on Job Evaluation;
3. the movement forecast on the Carry Forward Reserves between 2002/03 and 2003/04.
   
   

219/03. REVIEW OF THE IMPLEMENTATION OF THE FAIRER CHARGING POLICY

(Agenda Item 6)

The Executive considered a report (EX6) on the operation of the new charging scheme based on the Government’s Fairer Charging guidance, together with the of the Social & Health Care Scrutiny Committee, following their consideration of a draft of the report on 24 September 2003.

RESOLVED, having regard to the advice of the Social & Health Care Scrutiny Committee:

1. to approve an increase in the Benefits Advice service agreement with Age Concern, at an annual cost of £25,000, to be met from the additional income resulting from the service;
2. not to make changes to the fairer charging scheme in respect of the Severe Disability Premium, but to ensure the waiver scheme was brought to the attention of everyone suffering exceptional financial hardship as a result of the existing arrangements, and encourage Age Concern to ensure that their clients were aware of the waiver scheme;
3. to agree amendment of the charges for day care from 1 October 2003, on the following basis:-
   
   

1. the charges to be based on the level and costs of service provided;
2. these charges to be set at 50p intervals, initially in line with current centre charges, but to be reviewed as part of future service level agreement re-negotiations; and
3. the charges for the County Council’s own day centres for people with a learning disability being reduced to £3.50; the net cost of £30,000 to be met from existing budget provision, including the additional income resulting from the success of the Benefits Advice service.
   
   

220/03. CHILDREN’S RESIDENTIAL PLACEMENT SERVICE

(Agenda Item 7)

In January 2002 the Executive had considered and agreed strategies to reverse the declining numbers of local authority foster carers and reduce the numbers of places provided in the children’s home sector. It now considered a report (EX7) which provided an update on the progress and changes within the placement service over the last 18 months.

Councillor Fooks spoke in support of the proposals for Holme Leigh and referred to the acknowledgement by local residents of improvements which had been achieved at the unit.

RESOLVED: to agree the proposals set out in the report for:

1. the sale and reprovisioning of Holme Leigh subject to the retention of the proceeds of sale for reprovisioning the Thornbury House Satellite Unit;
2. the temporary release of capital to meet the initial costs of the replacement of Holme Leigh pending realisation of the proceeds of sale;
3. a further report outlining developments, progress and challenges within the service.
   
   

221/03. ELMS ROAD NURSERY SCHOOL, BOTLEY

(Agenda Item 8)

The Executive considered a detailed project appraisal (EX9) in respect of a scheme for the construction of replacement accommodation for Elms Road Nursery School.

The Executive noted that the district planning authority had deferred consideration of the planning submission relating to the development of the Elms Road site for further investigation.

RESOLVED: to approve project appraisal ED588/1 subject to realisation of the capital receipt from the redevelopment of the Elms Road site.

222/03. PUBLIC LIBRARY POSITION STATEMENT

1. Add to "Strengths" in table 2.3 on page 11 (Community and Civic Values):

· Well-established and supportive Friends groups in a number of communities.

2. Add to the introductory section, at the end of 1.2:

The strengthened commitment to young people and ethnic minorities, which is a significant theme in the improvement plan, is evidenced throughout the Position Statement.

3. Amend the penultimate bullet point in table 2.1 on pages 6/7):

· As part of Reader Development Plan implementation, to introduce more effective display of books and convince staff of Central and branch libraries that a smaller number of well displayed books can provide a better service than closely-packed ranks of books: therefore, "less=more".

4. Amend the first two bullet points in 1.6 on page 6:

223/03. SOLDIERS OF OXFORDSHIRE

(Agenda Item 10)

The Executive considered a report (EX10) which responded to the appraisal from the joint Soldiers of Oxfordshire group for the long-term care of their historic collection and sought a decision ‘in principle’ to assist in their discussions and planning process.

Colonel Bridgeman outlined the need to conserve the past traditions through the provision of a public archive which would also recognise the current work of the Oxfordshire military. Colonel Evelegh endorsed those remarks and expressed the hope that the County Council would support the continuing process of preserving this important part of the history and traditions of Oxfordshire.

Councillor Fawcett expressed support for the principle of preservation of the military records, whilst emphasising the need to resolve a the issues identified in the report before progress could be made.

RESOLVED: to:

1. agree in principle that the military collections of Oxfordshire described in the report should be housed in the Oxfordshire Museums Store at Standlake, subject to funding and implementation of the Phase II development of the Store, in accordance with option (e) described in the Options Appraisal at Annex A to the report EX10;
2. endorse the proposal that, in the event that it proved possible to proceed as set out in (a) above, staff time for care and maintenance of the collection be charged at cost and no charge made for occupation of storage space of the order estimated in the report EX10.
   
   

224/03. VILLAGE HALL/COMMUNITY CENTRE GRANTS 2003-2004

(Agenda Item 11)

The Executive considered a report (EX11) which recommended the allocation of £11,678 remaining in the Council’s 2003/04 grant fund for the improvement of village halls and community centres.

Councillor Fawcett commended the proposals, as representing an excellent return on the County Council’s pump priming financial investment.

RESOLVED: to approve:

1. a grant of £4,678 to Sunningwell Village Hall, subject to its receiving Community Fund grant approval by June 2004;
2. additional grants to schemes already approved, as follows:
   
   

Great Milton Pavilion £1,500

Harpsden Hall £2,000

Holton Village Hall £500

Milcombe Village Hall £3,000

225/03. VULNERABLE ROAD USER AUDIT

(Agenda Item 12)

The Executive considered a report (EX12) which outlined the need for, and development of, a new process to ensure that all the County Council’s transport schemes were as suitable as they could be for the more vulnerable road users.

On 17 September 2003 the Environment Scrutiny Committee had endorsed a draft of the report and asked the Executive to instruct officers in Development Control to take into account the principles set out in the Vulnerable Road User Audit when considering planning applications for new development.

Mr Nellist indicated that the audit procedure would be used in relation to schemes arising from new developments but could not readily be adapted to the process of determining planning applications.

Councillor Roy Mold had submitted written representations setting out his concerns regarding the appointment of additional staff within the Department of Environment & Economy. Councillor Robertson acknowledged these concerns.

RESOLVED:

1. to approve the introduction of Vulnerable Road User Audits for all new transport schemes from 1 April 2004;
2. to approve the "Audit Checklist" and "Standards and Guidelines" documents;
3. to approve Annex 1 to the report EX12 as the basis for selecting which stages of Vulnerable Road User Audit would be required for individual schemes;
4. that the Director for Environment & Economy consider additional staff appointments to undertake Vulnerable Road User Audits as part of the ongoing Directorate structure review, within current resources;
5. authorise the Director for Environment & Economy to make any changes to the Vulnerable Road User Audit procedure or documents thought necessary as experience in auditing developed; and
6. instruct officers in Development Control to take into account the principles set out in the Vulnerable Road User Audit when considering schemes arising from planning applications for new development.
   
   

226/03. REVIEW OF MANAGEMENT & OPERATION OF PARK AND RIDE CAR PARKS

(Agenda Item 13)

The Executive considered a report (EX13) which reviewed the operation and cost of the Management Contract for the Thornhill and Water Eaton car parks which had been introduced in 2002 to run until March 2007.

On 17 September 2003 the Environment Scrutiny Committee had endorsed a draft of the report and asked the Executive to instruct officers, in collaboration with the City and other District Councils, to investigate the possibility of efficiency savings in having a single organisation to manage all part and ride sites.

Councillor Robertson commended the report together with the comments of the Environment Scrutiny Committee.

RESOLVED: to:

1. note that the contract for the management of the two County Council-operated park and ride sites was performing successfully;
2. leave the hours of staff cover at the two County Council-operated sites unchanged at present, but authorise the Director of Environment & Economy, in consultation with the Executive Members for Transport and Strategic Planning & Waste Management, to adjust those hours if this appeared desirable in the light of future changes in the pattern of park and ride bus services;
3. request the Oxford Transport Strategy Working Party to develop an Action Plan to improve the attractiveness of the Park & Ride facilities and services in the longer term, for consideration by the City and County Councils;
4. to instruct officers, in collaboration with the City and other District Councils, to investigate the possibility of efficiency savings in having a single organisation to manage all park and ride sites.
   
   

227/03. FORWARD PLAN AND FUTURE BUSINESS

(Agenda Item 14)

The Executive considered a list of items for next two meetings together with three motions referred by Council on 9 September, from Councillors Christine Witcher, John Power and Mrs Dee Bulley.

RESOLVED:

1. to note the items currently identified for forthcoming meetings subject to the following changes:

1. 2002/251 : E-Government – IEG3 Station (to 28 October 2003);
2. 2003/164 : Cotswolds & Chiltern AONB Conservation Boards (to 14 January 2004);
3. 2003/168 : Property Assets Review – Strategy Options (to 27 January 2004);
4. 2003/170 : Oxfordshire Plan – Scrutiny Comments on Priorities (to 11 November 2003);
   
   
2. with regard to the motion by Councillor Witcher to continue to strengthen communication and consultation procedures to ensure effective, transparent governance and ensured that all service departments were made aware of the importance of ‘independent scrutiny’ and that they utilised the Scrutiny reports and their findings to further enhance the work of their services;
3. with regard to the motion by Councillor Power to request a report from the Director for Environment & Economy on the Action Plan proposed to reduce Nitrogen Dioxide emissions to meet Air Quality objectives by 2005 in central Oxford;
4. with regard to the motion by Councillor Bulley to note that this issue would be considered in the context of the Fire Risk Management Plan;
5. to note the revised timescale for completion of and report on the review of the operation of the assessment and resources panels for children with Special Educational Needs.
   
   

228/03. EXEMPT ITEMS

RESOLVED: that the public be excluded during the consideration of items 15E in the Agenda since it was likely that if they were present during that 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 each item in the Agenda, i.e. information relating to any instructions to counsel and any opinion of counsel (whether or not in connection with any proceedings) and any advice received, information obtained or action to be taken in connection with –

1. any legal proceedings by or against the authority, or
2. the determination of any matter affecting the authority.




PROCEEDINGS FOLLOWING THE WITHDRAWAL OF PRESS AND PUBLIC

229/03. WEST WITNEY PRIMARY SCHOOL

in the Chair

Date of signing 2003

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