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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 14 October 2003 at 2.00 pm

County Hall, Oxford

Chris Impey
Assistant Chief Executive

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

Membership

The Agenda follows. Decisions taken at the meeting will become effective at the end of the working day on 22 October 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

Addenda (download as .doc file)

1. Apologies for Absence
   
   
2. Declarations of Interest
   
   
3. Minutes

To confirm the minutes of the meeting held on 30 September 2003 (EX3) and to receive for information any matters arising therefrom.

4. Petitions and Public Address
   
   (See Addenda (download as .doc file))
   
   
5. Oxford's West End

Executive Member: Leader of the Council
Forward Plan Ref: 2003/182
Contact: Chris Impey, Assistant Chief Executive (01865 815307)

Joint report by the Leaders of the City and County Councils (EX5).

The City and County Councils and the South East England Development Agency (SEEDA) have commissioned consultants to undertake a three month initial study into the options and opportunities for a renaissance of the West End of the City which would broadly clarify a vision for its future and advise on how this could be taken forward. That study has now been completed and copies of the consultants’ report have been sent to all members of both Councils. A joint briefing session was held on 25 September.

The attached report to the Executives of both Councils summarises the findings of the consultants’ report and examines the implications of its suggestion that the vision needs to be implemented and driven forward through the establishment of a separate delivery agency, with the possibility of bringing in a development partner for particular key areas. The consultants’ report recommends that this should be done through the creation of a Development Framework, which would need to take into account the key issue of whether or not the Station can be relocated.

The costs of the Development Framework and feasibility studies, together with the costs of engaging key project staff and establishing and running a delivery agency for its first full year of operation, are estimated at £600,000 spread over two financial years. It is anticipated that these costs would be shared equally between the three key partners, and SEEDA have indicated the likelihood of continued support.

The City Executive Board and County Executive are RECOMMENDED:

1. to RECOMMEND their respective Councils: -

1. to receive the consultants’ report and thank them for their work;
2. to agree, in principle, to support the project of co-ordinating and taking forward a renaissance of the West End of Oxford;
3. to agree specifically at this stage:-

• the commissioning of the Development Framework and feasibility studies in the current financial year;
• the commissioning of further work by officers on the engagement of key project staff and the nature and form of an appropriate delivery agency, with a further joint report on the outcome of that work before agreeing to the engagement of staff or the establishment of any particular agency;
• the production of Supplementary Planning Guidance, at the appropriate time, on the key West End sites to help provide detailed development guidelines as specified in the Second Draft Oxford Local Plan Section 14;

4. on the assumption that SEEDA will contribute one third of the costs, to make financial provision to support the next stage of the project amounting to:

• £60,000 from each Council in 2003/04; and
• £150,000 from each Council in 2004/05;

5. to request the Steering Group to consider and establish appropriate consultative arrangements to include members, representatives of local residents, business organisations, other stakeholders and landowners in the West End;
6. to ask the Steering Group to oversee the project, commission further joint officer work and report back to the Executives of both Councils where appropriate;

6. Children with Special Educational Needs – Inclusion Strategy
   
   (See also Addenda (download as .doc file))
   

Executive Member: Schools, Children & Young People
Forward Plan Ref: 2003/155
Contact: Gillian Tee, Head of Children’s Services (01865 815125)

Report by Director for Learning & Culture (EX6) (download as .doc file).

At its meeting on 13 May 2003, the Executive approved the report by the Member Panel on the inclusion of children with special educational needs for informal consultation. The report was distributed widely, including to all schools, and three area consultation meetings were held. There were 98 questionnaire responses to the consultation paper and 58 people attended the area meetings. The report on this agenda provides a summary of the consultation responses and detailed responses to the proposals.

There was a high level of support for the proposals in the Member Panel report, with no section receiving less than 93% agreement. A draft SEN strategy, based on these proposals, has been produced and is attached to the report.

The Executive also requested that the Director for Learning & Culture make proposals to establish an SEN Development Partnership Group to co-ordinate further work on the SEN strategy. The report includes proposals for the membership and terms of reference for the partnership.

The Executive is RECOMMENDED to:

1. approve the draft SEN Strategy for consultation;
2. approve the membership and terms of reference for the SEN Partnership and ask officers to make arrangements to convene the SEN Partnership.

7. Woodeaton Manor and Iffley Mead Special Schools
   
   (See Addenda (download as .doc file))
   

Executive Member: Schools, Children & Young People
Forward Plan Ref: 2003/156
Contact: Gillian Tee, Head of Children’s Services (01865 815125)

Report by Director for Learning & Culture (EX7).

The Executive, at its meeting on 13 May 2002, asked officers to consult informally on the six options in relation to Woodeaton and Iffley Mead identified in the Member Panel report on the inclusion of children with special educational needs. A wide range of informal consultation meetings has been held to discuss the options and listen to people’s views. The report provides the background to the consultation and describes the response. This has highlighted three clear alternatives, which it is recommended should provide the basis for further work:

1. maintain Woodeaton and Iffley Mead as currently, with the level of planned places to be determined on the basis of pupil needs;
2. amalgamate Woodeaton and Iffley Mead Schools (level of planned places to be determined on the basis of pupil needs). Use any resources released to develop additional provision in community special schools and/or to enhance provision for children with emotional and behavioural difficulties;
3. close both schools and use the resources to:

- strengthen mainstream provision;

- develop community special schools;

- increase EBD provision.

It is recognised that this position could only be achieved in the longer term through an increase in support in mainstream and community special schools and a phased reduction in pupils and Woodeaton and Iffley Mead.

Options (a) and (b) could be developed with or without residential provision.

It is clear from the feedback through the consultation process that further work is required prior to the formal consultation stage.

The Executive is RECOMMENDED to:

1. note that the response to consultation on the options previously identified for Woodeaton Manor and Iffley Mead has highlighted three clear alternatives favoured by different respondents and confirm that further work should concentrate on those alternatives;
2. ask the Director for Learning & Culture to carry out the further work described in the report in respect of those alternatives and to report back in December on the outcome of this work, with detailed options for formal consultation.

8. Secondary Education in the Banbury Area
   
   (See Addenda (download as .doc file))
   

Executive Member: Schools
Forward Plan Ref: 2003/121
Contact: Robert Capstick Head of Resources (01865 815155)

Report by Director for Learning & Culture (EX8).

On 13 May 2003 the Executive considered a short paper on this topic, arising from which it was agreed that feasibility work should be undertaken on a locally generated suggestion for reorganisation (i.e. that Drayton and Blessed George Napier Schools should effectively swap sites, thus permitting the relocated Drayton School to amalgamate with Banbury School on one campus). Officers were instructed to make an initial report back to the Executive "by the end of the summer".

The report notes some of the ideas which have emerged from local debate and offers an initial assessment of their potential for promoting higher standards, but also notes some variables which it is felt are not sufficiently controlled at the present time to reach firmer conclusions. A fuller, and hopefully more conclusive, report is suggested for early 2004 to include a fuller options appraisal.

The Executive is RECOMMENDED to note the emergency of the options identified in the report as a basis for the carrying out of a full options appraisal, for report to the Executive in the New Year.

9. Developing the Foundation Stage of Learning in Oxfordshire – Investing in Primary School Building and Facilities
   
   (See Addenda (download as .doc file))
   

Executive Member: Children & Young People
Forward Plan Ref: 2003/109
Contact: Rick Harmes, Head of Community Learning (01865 810626)

Report by Director for Learning & Culture (EX9).

A number of educational and strategic factors point to the need for a sustained programme of investment in early years and childcare provision on primary school sites over the next five to ten years. Where possible, this should take into account the possibilities for working in partnership with private and voluntary sector providers.

Allocations from the proposed Early Years Investment Fund need to be governed by clear criteria. These should be part of an overall process which supports primary schools in planning and action to meet their own needs working in partnership with their local communities.

The fund would need to be set at a level which enables a sufficient and positive impact to be made on the needs identified, but which is affordable in the context of the County Council’s overall financial pressures.

In accordance with the County Council’s overall budget priority that all young children in the County should have access to good quality early years education, the Executive is RECOMMENDED to:

1. support in principle the proposal to establish an Early Years Investment Fund for primary school buildings starting in April 2004 and extending over a period of five years in the first instance;
2. consider this proposal further and the preferred method of financing it as part of forthcoming discussions on the Council’s Budget and Capital Programme for 2004/05 and beyond;
3. approve subject to (a) and (b) above the high priority criteria for allocations from the Fund as set out in paragraph 19 of the report;
4. approve the scheme for setting up new Foundation Stage Units from September 2004 as set out in paragraphs 25 to 27.

10. Library Opening Hours
    
    (See Addenda (download as .doc file))
    

Executive Member: Learning & Culture
Forward Plan Ref: 2003/172
Contact: Andrew Coggins, County Librarian (01865 810212)

Report by Director for Learning & Culture (EX10).

The Department for Culture Media and Sport expects all library authorities to meet the Public Library Standard of 128 aggregate opening hours per thousand population per annum by April 2004. The Council’s 2002 Annual Library Plan stated that the Standard would be achieved in two phases by 2004/05. Following implementation of the first phase, Oxfordshire will still be and estimated 11 hours short of the Standard, the equivalent of 131 hours per week.

The proposals in this report make recommendations to meet this shortfall and form two parts – the static libraries not included in Phase One and the interim recommendations of the Mobile Library Review. In addition a number of associated issues regarding opening hours are addressed, from Sunday opening to single staffing, in order that as many outstanding aspects are brought together for a coherent picture and set of options to be presented.

The Executive is RECOMMENDED to:

1. approve in principle the approach advocated in the report for the second phase of increased opening hours and associated matters, with implementation from February 2005;
2. approve in principle the opening of branch libraries in the period between Christmas and the new Year, with effect from Christmas 2005;
3. note the financial implications of Phase Two for consideration as part of the budget setting process for 2004/05;
4. approve the Mobile Library Service Charter (Annex 4); and
5. approve the new Criteria for Mobile Library Stops (Annex 5).

11. Operation of the County Museums Service – Scrutiny Review

Executive Member: Learning & Culture
Forward Plan Ref: 2003/171
Contact: Martyn Brown, County Museums & Heritage Officer (01993 814114)

Report by Director for Learning & Culture (EX11).

This report responds to the recommendations made in the Scrutiny Review of the County Museums Service which were accepted (amended in respect of Recommendation 9) by the Executive on 8 July 2003. It outlines proposals and budget implications for implementing the recommendations.

The Scrutiny Review has received widespread support throughout the County Museums Service and from the partners and other stakeholders. Following the Review, the Whole Service Inspection by the Audit Commission has indicated some areas for improvement for museum and heritage services, particularly the strengthening of integration between the heritage services; both the Review and the Inspection are informing the Best Value Review of heritage services which has just started. The Best Value Review will develop a vision for the heritage services both individually and collectively, informed by consultation with the public and with the involvement of staff, elected members and partners; this vision will include an Action Plan.

The Executive is RECOMMENDED to:

1. note and (subject to (b) below) endorse the progress made and planned in implementing the Scrutiny Review recommendations;
2. note that further progress on a number of the recommendations from the Scrutiny Review will be subject to allocation of funding in 2004/05 and subsequent years.

12. Health and Social Care Financial Issues in Oxfordshire

Executive Member: Community Care & Health
Forward Plan Ref: 2003/169
Contact: Charles Waddicor, Director for Social & Health Care (01865 816041)

Report by Director for Social & Health Care (EX12)

National Health Service institutions in Oxfordshire are experiencing severe financial pressures. They have made some progress to identify savings, but there remains a funding gap and there are concerns that this will result in cuts to patient care which could have severe implications for Social & Health Care clients. The report will consider a possible increased County Council contribution to the pooled residential and nursing care budget for the current year under the provisions of Section 28BB of the National Health Service Act 1977, as an effective means of protecting those clients.

Recommendations will be included in the report (to follow).

13. Rights of Way Improvement Plan

Executive Member: Learning & Culture
Forward Plan Ref: 2003/165
Contact: Keith Wheal, Countryside Services Manager (01865 810202)

Report by Head of Sustainable Development (EX13).

The Countryside and Rights of Way Act 2000 requires local highway authorities to prepare, publish and review a statutory document to be known as the Rights of Way Improvement Plan. The Plan is intended to be the prime means by which a highway authority details how it will improve management and provision of its public rights of way network in order to meet the Government’s aim of better provision for walkers, cyclists, equestrians and people with mobility problems, especially in light of the contribution it can make to transport, recreation and health.

This report sets out a five-stage Action Plan needed to deliver the preparation of Oxfordshire’s Rights of Way Improvement Plan within the context of the published regulations and guidance, the Oxfordshire Plan and the timescale of the Local Transport Plan.

The Executive is RECOMMENDED, subject to consideration of the Oxfordshire Countryside Access Forum’s advice (to be reported at the meeting) to:

1. approve the five stage process for the preparation of the Oxfordshire Rights of Way Improvement Plan and instruct officers to progress the preparation of the Plan in line with this process;
2. agree the establishment of an informal working group of relevant officers, the Executive Member for Learning & Culture and the Executive Member for Transport, to ensure that the Action Plan is delivered effectively.

14. Drugs & Alcohol: "Not Just a Quick Fix" - Scrutiny Review
    
    (See Addenda (download as .doc file))
    

Executive Member: Community Safety, Community Care & Health, Children & Young People, Schools
Forward Plan Ref: 2002/198
Contact: Matt Bramall, Scrutiny Review Officer (01865 815673)

On 22 September 2003 the Community Safety Scrutiny Committee received the report of its Lead Member Review Group appointed to carry out its review of Drugs, Alcohol and Substance Misuse. The Committee agreed the report, subject to amendments, for submission to the Executive. An executive summary of the report with its recommendations is attached at (EX14) (download as .doc file). The full report (as amended) has already been circulated to Executive Members and a copy has been placed in the Members’ Resource Centre. A copy is also available for public inspection.

The Executive is asked to consider and respond to the Community Safety Scrutiny Review report and its recommendations.

15. Recruitment & Retention of Teachers and Support Staff – Scrutiny Review
    
    (See Addenda (download as .doc file))
    

Executive Member: Schools
Forward Plan Ref: 2003/126
Contact: Julian Hehir, Scrutiny Review Officer (01865 815673)

On 15 September 2003 the Learning & Culture Scrutiny Committee received the report of its Lead Member Review Group appointed to carry out its review of Recruitment & Retention of Teachers and Support Staff. The Committee agreed the report for submission to the Executive. An executive summary of the report with its recommendations is attached at (EX15) (download as .doc file). The full report has already been circulated to Executive Members and a copy has been placed in the Members’ Resource Centre. A copy is also available for public inspection.

The Executive is asked to consider and respond to the Social & Health Care Scrutiny Review report and its recommendations.

16. New Primary School, Cattle Market, Banbury – Land Acquisition

Executive Member: Schools
Forward Plan Ref: 2003/135
Contact: Michael Mill, Education Officer, Premises Development (01865 428163)

Report by Director for Learning & Culture (EX16).

This report seeks the Executive’s approval to proceed with the acquisition of land for the purposes of a new primary school project in Banbury. The project comprises the building of a new 7-class primary school including Foundation Stage facilities on and adjacent to the former Cattle Market site in Banbury, east of the town centre.

An "agreement in principle" has already been reached with the Cattle Market site developers as to the provision of some of the land, partly by way of a development contribution and partly by way of a lease with an option to buy. However this will not be sufficient on its own to provide all the land required for the new school, and approaches have been made to Cherwell District Council about an area of land in its ownership adjacent to the development area.

If it is eventually decided not to proceed with the school development, or to pursue another option, the land acquired could be sold and any lease terminated.

The Executive is RECOMMENDED to authorise the acquisition of the land for the proposed school on the basis set out in the report.

17. Development of John Henry Newman and Windmill Schools, Oxford – Project Appraisals

Executive Member: Schools
Forward Plan Ref: 2003/159
Contact: Keith Borien, Senior Education Officer (01865 428166)

The Director for Learning & Culture reports as follows:

The Executive’s approval is sought for two project appraisals - ED505/2 and 517/2 (attached, EX17) in respect of a cost increases arising from additional works being carried out to these schools to bring them up to standard to serve in the new 2-tier school system in Oxford City.

The Executive is RECOMMENDED to approve project appraisal 505/2 and 517/2:

18. Forward Plan and Future Business
    
    (See Addenda (download as .doc file))
    

October 2003