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________________________________

To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 28 October 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 5 November 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

  1. Apologies for Absence

    (See Addenda)

  2. Declarations of Interest

  3. Minutes

    4. To confirm the minutes of the meeting held on 14 October 2003 (EX3) and to receive for information any matters arising therefrom.

  4. Petitions and Public Address

    (See also Addenda)

  5. Financial Monitoring

Executive Member: Leader of the Council
Forward Plan Ref: 2003/113
Contact: Mike Petty, Principal Financial Manager (01865 815622)

Report by Head of Finance (EX5).

This report shows that forecast balances at year end based on information to date are £3.734m. An increase in predicted overspend in Learning & Culture is reported, and it appears that schools budget deficits might be £2.8m. The potential situation is such that balances could reach nil or become negative. An update of the capital programme is top be submitted to the next meeting, and the Head of Finance should then be in a position to judge the overall resources available to the Council this year. The report concludes that the Council needs to proceed with caution for the rest of this financial year, and various steps taken (as recommended below) to safeguard the position.


The Executive is RECOMMENDED to:
          1. note the report;
          2. approve a supplementary estimate of £0.219m for the additional costs of job evaluation;
          3. ask the Director for Learning & Culture to produce a plan showing how the overspend in 2003/04 will be rectified;
          4. ask for a position statement showing the position on schools balances in 2004/05;
          5. note that it is hoped to bring forward sufficient further information at the 11 November meeting to enable determination of:
              1. the proposal to make an additional payment to the Social & Health Care pooled budget in 2003/04; and
              2. whether it will be possible to set aside the requirement for the transport revenue/capital switch of £1m in 2003/04.

  1. Revenue Budget 2004/05 - 2006/07: Medium Term Financial Forecast

Executive Member: Leader of the Council
Forward Plan Ref: 2003/099
Contact: Jenny Hydari, Assistant County Treasurer (01865 815401)

Report by Director for Resources (EX6).

This report revisits some of the previously published data and provides an update on what has been happening since July, along with the latest information on the Council’s financial position. It updates the information on the likely central government funding for 2004/05 and the medium term, as far as we can ascertain, and explains the requirements for schools’ funding. It is the uncertainties around funding, in particular for schools, that make it impossible to present a balanced budget at this stage. There remain too many unknowns, outside of our control.

The report also sets out the latest position on the expenditure proposals from the Directorates presented by Programme Area. Significant work has been undertaken by CCMT to put these proposals into a priority order. However, any decisions can only be made as the funding situation becomes clearer.

The Executive is RECOMMENDED to:

          1. confirm that the draft budget should be prepared on the basis:

            1. of the current Medium Term Financial Plan;

            2. that inflation will be allowed at 3%; and

            3. that, as a minimum, the Schools block Formula Spending Share increase will be passported to the Individual Schools Budget;

          2. authorise the Head of Finance, in consultation with the Leader of the Council, the Deputy Leader, the Executive Member for Schools and the Director for Learning & Culture, to apply for exemption to the Secretary of State by 5 December 2003, if the non-schools budget is required to increase by a greater percentage than the Individual Schools Budget;

          3. invite the respective Scrutiny Committees to advise on the expenditure proposals for the Schools Budget as set out at Annex 2 to the report and for other programme areas at Annex 3, and on the relative priorities of the proposals;

          4. endorse the revised timetable at Annex 5 and authorise arrangements for an early December members’ seminar on the Local Government Settlement.

  1. Transport Capital Programme 2003/06

    (See also Addenda)

Executive Member: Transport
Forward Plan Ref: 2003/115
Contact: Peter Mann (01865 815479)

Report by Assistant Director (Highway Management)(EX7).

The report provides an update on the 2003/04 programme approved by the Executive on 15 April 2003 and considers the implications on the programme of making a contribution to balances. It also seeks approval to "kick start" the 2004/05 programme by agreeing the core schemes for which design briefs can be issued early. The report also discusses the overall priorities for the Transport Capital Programme up to and including 2005/06 and the scope remaining to the Executive to change those priorities.

With a programme of this size and complexity it is inevitable that the unforeseen will occur and that changes to the detail of the programme will need to be made. Consultation provides both an opportunity and a reason to make changes, external influences change and detailed investigations bring to light factors which need to be taken into account. The overall programming and financial implications of a multitude of issues must be constantly monitored and managed.

The Executive is RECOMMENDED to:

          1. note progress on delivery of the 2003/04 programme to date;

          2. decide if the planned contribution to reserves is required in 2003/04;

          3. endorse the changes to the programme for the remainder of the year and the carrying forward of schemes into 2004/05 in the light of their decision on (b);

          4. approve the commencement of design for the schemes listed in Annex 5; and

          5. acknowledge the potential revenue consequences of the future Transport Capital Programme.

  1. Regional Minerals Strategy – Consultation by South East England Regional Assembly

    (See also Addenda)

    2. Executive Member: Strategic Planning & Waste Management
    Forward Plan Ref: 2003/143
    Contact: Peter Day, Principal Planning Officer (01865 815544)

    Report by Head of Sustainable Development (EX8).

    The South East England Regional Assembly (SEERA) has published a draft Regional Minerals Strategy (RMS) for consultation. This will provide regional guidance to mineral planning authorities (MPAs) on the policies and provision they should make for the future supply of minerals in their development plans. In particular, it includes a new sub-regional apportionment of primary aggregates provision from quarries in the South East, which sets the level of provision that should be made by each MPA.

    The RMS promotes a ‘natural resource management’ approach to minerals planning, involving making more efficient and sustainable use of resources. It includes policies to promote more sustainable construction practices, increase the supply and use of secondary and recycled materials, reduce demand for primary aggregates, and safeguard important mineral resources. Subject to some detailed comments, these policies are generally to be welcomed. However, the proposed aggregates apportionment sets an increase in primary aggregates provision of 12% for Oxfordshire, compared with a decrease in provision for all other MPAs and an overall regional decrease of 18%. This places an unfair and unacceptable burden on Oxfordshire and a strong objection should therefore be made to the proposed apportionment.

    On 15 October 2003 the Environment Scrutiny Committee considered the above report. The Scrutiny Committee endorsed the recommendations in the report, subject to:

    1. raising strong objections to the aggregates apportionment proposed in Policy M4 on the grounds of the environmental and social implications to the residents of the County;

    2. asking the Executive to ensure that adequate haulage routes were provided and existing routes enforced.

The Executive is RECOMMENDED, subject to consideration of the Scrutiny Committee’s advice to:

          1. agree to the report forming the basis of the County Council’s response to SEERA on the Regional Minerals Strategy Consultation Draft, with particular reference to targets for use of primary aggregates and for secondary and recycled materials, primary aggregates provision (apportionment), fullers earth policy and minerals safeguarding policy;

          2. in particular, raise strong objection to the aggregates apportionment proposed in Policy M4, on the grounds set out in paragraph 17 of the report.

  1. Raising our Performance 2

    (See also Addenda)

Executive Member: Leader of the Council
Forward Plan Ref: 2003/173
Contact: Richard Shaw, Chief Executive (01865 815330)

Report by the Chief Executive (EX9).

Raising our Performance was adopted as a four year strategic action plan in September 2001. It set out an ambitious programme of organisational improvement based on 20 action points, many of which have been met.

The draft Raising our Performance 2 (download as .rtf file) attached to the report seeks to build on our recent progress, refocus our efforts and support our ambition to become an outstanding authority. It contains a detailed implementation plan, with clear actions, timetables and accountabilities, that expands on pages 23-24 of the current Oxfordshire Plan. If approved by the Executive it will replace the original Raising our Performance as our strategy for improving the way in which the Council operates, and it will be included as an integral part of The Oxfordshire Plan.

The Executive is RECOMMENDED to:

          1. note the substantial organisational progress that the County Council has made during the period 2001-2003;

          2. adopt Raising our Performance 2 as the County Council’s organisational improvement plan for 2003-2005, replacing the original Raising our Performance, subject to any detailed amendments agreed with the Leader and Deputy Leader of the Council;

          3. give priority to supporting the objectives of Raising our Performance 2, as well as service objectives, in formulating the budget for recommendation to the Council.

  1. Social Inclusion and Equalities

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2003/162
Contact: Adrian Harper-Smith, Strategic Projects Officer (01865 810179)

Report by Head of Democratic Services (EX10).

The Executive considered a framework report on social inclusion and equalities issues by the Deputy Leader of the Council on 19 March 2002. This report now provides an update on progress made by the Council and makes proposals for more effective corporate co-ordination of social inclusion and equalities issues in light of additional pressures.

At present, the Head of Democratic Services has corporate responsibility for managing social inclusion and equalities work. Officers in the Directorates, both with social inclusion and equalities responsibilities and without specific responsibilities, look for corporate specialist expertise, guidance and benchmarking on these issues. Additional pressures and legislative and audit requirements set make the availability of sufficient corporate capacity to deliver vital to the Council’s objective of becoming an outstanding authority by 2005.

The Council has not yet adopted the Equality Standard for Local Government launched in 2001. Considerable ground now needs to be made up in driving, monitoring and reviewing progress corporately, across three equality areas initially (race, gender and disability) and six equality areas in the medium and longer term (religion and belief, sexual orientation and age), which this standard is designed to be expanded to include.

The Executive is RECOMMENDED to:

          1. formally adopt the Equality Standard for Local Government, noting the operational and resource requirements in order to achieve Level 1;

          2. support the development of a corporate social inclusion strategy to provide a strategic driver and clear framework for this key theme running through the Oxfordshire Plan priorities;

          3. note that the need for enhanced corporate support for social inclusion and equalities work is reflected in a budget bid of £50k for 2004/05.

  1. Fire Risk Management Planning in Oxfordshire

Executive Member: Community Safety
Forward Plan Ref: 2003/153
Contact: John Parry (01865 855205)

Report by Director for Community Safety & Chief Fire Officer (EX11).

The report provides information in respect of the Fire Authority’s responsibility for creating an Integrated Risk Management Plan (IRMP) for Oxfordshire. It examines the context of Central Government’s requirement for the creation of such plans, their aims, objectives and desired outcomes. It also identifies the methodology and approach required to produce an effective IRMP and annual Action Plans. It examines the requirement for public consultation on the plan’s strategic direction, the annual implementation plans and potential options for service improvement. The Draft IRMP and Action Plan 2004–05 are circulated with the agenda to all members of the Council (and are available for public inspection.) The Executive is recommended to approve these documents for consultation.

On 9 September the Council, on a motion by Councillor Mrs Dee Bulley, agreed to ask the Executive "to ensure that the case for a Carterton Fire Station and possible funding options are included in the programme of work that will be necessary following the implementation of the Fire White Paper post 1 April 2004." The Executive on 30 September noted that this issue would be considered in the context of the IRMP, and it is dealt with in Option Appraisal OA8 of the draft Action Plan.

The Community Safety Scrutiny Committee on 22 September agreed to set up a small task group, comprising Councillors Mrs Bulley and Harris, to consider the Draft IRMP. Any comments on their part will be reported at the meeting.

The Executive is RECOMMENDED:

          1. subject to:

    • consideration of any comments from the Community Safety Scrutiny Committee task group; and

    • any amendments which the Executive may consider appropriate;

to approve the Draft Integrated Risk Management Plan and Annual Action Plan 2004–05 for consultation as outlined in the report;

            b. to ask the Director for Community Safety & Chief Fire Officer to report the outcome of consultation and any further views of the Community Safety Scrutiny Committee, together with any recommendations for amendment to the Executive in March 2004, with a view to formal adoption of both plans for implementation in April 2004.

  1. Integration of Mental Health Services: Outcome of Consultations

    2. Executive Member: Community Care & Health
    Forward Plan Ref: 2003/033
    Contact: Lorna Brown, Head of Social Care for Adults (01865 815828)

    Report by Director for Social & Health Care (EX12).

    The report describes the consultations that have been carried out over the proposed integration of mental health services, and sets out the conclusions that can be drawn. The Executive agreed in principle to the integration of mental health services at its meeting on 21 January 2003 and requested that consultation should begin, with a report back to the Executive. The report proposed that the integration would best be achieved through the secondment of Community Mental Health Staff (CMHT) staff from the County Council to the Oxfordshire Mental Healthcare Trust (OMHT), and that pooled budget and lead commissioning arrangements should be developed.

    The Social & Health Care Scrutiny Committee considered a draft of the report on 24 September 2003 and their comments are set out in the report.

    The Executive is RECOMMENDED to:

    (a) note the comments of the Social & Health Care Scrutiny Committee;

    (b) agree to the secondment of staff to Oxfordshire Mental Health Trust and South West Oxfordshire Primary Care Trust;

    (c) request the Director to bring a further report to the Executive on the proposals for the pooled budget and lead commissioning arrangements, as described in the report.

  2. Implementing Electronic Government Return 2003: the IEG3 Statement

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2002/251
Contact: Mark Winstanley, IEG Team (01865 810832)

Report by Director for Resources (EX13).(Download as .rtf file)

Each local authority is invited to submit a third annual Statement IEG3 showing its progress on implementing electronic government to the Office of the Deputy Prime Minister before 11 November 2003. The draft IEG3 Statement is attached.

The Statement consists of a "traffic light" analysis of progress, tables in stipulated form on access to services and finance, and some paragraphs indicating how the Council will use E-Government to improve services in terms of the seven shared priorities agreed between central government and the Local Government Association.

The funding we shall receive for submitting an adequate Statement has not been announced, but it is hoped that it will be at least £200,000 as in previous years.

The Executive is RECOMMENDED:
  1. subject to (b), below, to endorse the contents of the IEG3 statement;
  2. to authorise the Chief Executive, in consultation with the Leader and Deputy Leader of the Council, to make final changes to the IEG3 Statement if necessary prior to submission to the Office of the Deputy Prime Minister

  1. Disposal of Surplus Land for Less than Market Value

    2. Executive Member: Leader of the Council
    Forward Plan Ref: 2003/154
    Contact: Neil Monaghan, Head of Property (018965 815172)

    Report by Director for Resources (EX14).

    The report describes the provisions of the new Local Government Act 1972: General Disposal Consent (England) 2003, and how they apply to County Council property disposals. The changes will allow the County Council to sell property for less than full open market value (without first seeking the Secretary of State's consent) where such a sale includes a contribution to the County's economic, social or environmental well-being, and where the undervalue does not exceed £2 million. This report describes the new powers, explains the existing policy where sales include a non-monetary consideration, and provides some guidance on how the new provisions should be applied.

    The Executive is RECOMMENDED to endorse the approach and procedures set out in paragraphs 4 and 5 of the report.

  2. New Pedestrian/Cycle Subway, East Side of Cow Lane, Didcot

Executive Member: Transport
Forward Plan Ref: 2003/116
Contact: Peter Brown (01865 815641)

Report by Director for Environment & Economy (EX15).

When the former Environmental Committee approved the one-way order for Cow Lane Underbridge in Didcot in May 2001, officers were asked to investigate the possibility of providing additional cycling / pedestrian facilities. A feasibility report on the provision of a new subway adjacent to Cow Lane was prepared by Network Rail and the results considered by the Transport Implementation Committee on 29 May 2003 who agreed to proceed with a new subway alongside the existing underbridge subject to consultation with the Didcot Area Transport Study Steering Group and a Project Appraisal being submitted to the Executive. The Transport Study Steering Group considered this at their meeting following the TIC decision and supported the provision of a new subway.

On 15 October 2003 the Environment Scrutiny Committee endorsed the project appraisal.

The Executive is RECOMMENDED to approve detailed project appraisal H171.

16. Disposal of Windmill First School – Request by Iqra School Committee

(EX16 Supplement)

Executive Member: Leader of the Council
Forward Plan Ref: -
Contact: Councillor Keith R Mitchell, Leader; Councillor Maragret Godden, Deputy Leader (018965 816037)

On 14 October, representatives Oxford's Islamic community met a number of members at County Hall to discuss the Iqra School Committee’s aim to establish a full time Islamic school in Oxford for 200 pupils, with a primary and two single-sex secondary sections. It is the Committee’s stated ambition "to establish an impressive centre for learning where young Muslims will receive a balanced education in a truly Islamic environment, which will promote spiritual, moral, cultural, mental and physical development".

The Committee wish to secure the site of Windmill First School in Margaret Road, Headington, which is now surplus to the County Council’s requirements and is being disposed of as part of the overall Oxford Schools reorganisation package. The Leader and Deputy Leader have undertaken that consideration will be given to a request from the Iqra Committee that the County Council give the Committee an exclusive option to acquire the site. This item has not been notified in the Forward Plan, but is not considered to constitute a key decision as defined in the Constitution. As procedures for disposal on the open market are due to commence shortly, the matter needs to be considered as a matter of urgency.

The Executive’s instructions are requested.

17. 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 December – March 2003, is 17 November 2003. It will be necessary to determine its content at the meeting on 11 November 2003, 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 (EX17).

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.


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