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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 11 November 2003 at 2.00 pm

County Hall, Oxford


Chris Impey
Assistant Chief Executive

Contact officer: Deborah Mitchell (Tel: 01865 815463; 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 19 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

  2. Declarations of Interest

  3. Minutes

    4. To confirm the minutes of the meeting held on 28 October 2003 (EX3) and to receive for information any matters arising therefrom.

  4. Petitions and Public Address

    (See Addenda)

  5. Financial Monitoring – Update

    6. 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).

    The Executive considered the Monthly Revenue Monitoring Report on 28 October. At that time two items were left for consideration at this meeting when the funding position on the capital programme had been established. The two items were in relation to the proposal to make an additional payment to the Social & Health Care pooled budget in 2003/04 and whether it will be possible to set aside the requirement for the transport revenue/capital switch of £1m in 2003/04.

    The Executive now needs to consider whether or not the Council can afford to agree to the requests. The present report provided updated financial information to assist in reaching a decision.

    A recommendation will be included in the report.

  6. Capital Programme 2004/05 – 2005/06

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

Report by Head of Finance and Head of Property (EX6).

This report presents the updated financial position of the Capital Programme including the City Schools Reorganisation project. A detailed Capital Programme booklet is circulated with the Agenda. The Capital Programme has been updated to include those schemes approved by the Executive at its meeting on 2 September 2003 and further education projects as part of their available resources.

The report also includes an update on the Review of Assets, options and priorities for capital resources from 2004/05 and an overview of the new Prudential Guidelines which will be implemented from 2004/05.

The Executive are RECOMMENDED to:
          1. note the report;
          2. refer consideration of the capital options and priorities for 2004/05 to the Capital Programme and Asset Management Steering Group.
  1. 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 (EX7).

This is the item deferred from the meeting on 14 October, considering 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. The report recommends the Executive "to approve a virement of £1m to the 2003/04 pooled budget to enable payment in that amount to be made in October to the five primary care trusts as described in the report, subject to:
          1. the Director for Social & Health Care monitoring the application of the payment with a view to ensuring that that it is used, within the framework set out in the report, in as efficient and effective a way as possible;
          2. a written and legally binding commitment being received from the Chief Executives of the 5 Primary Care Trusts that the contribution will be used for the purposes specified in the report, and that they will make an additional £1m contribution to the ‘pooled’ budget by 30 June 2004, as well as meeting the other requirements of the Secretary of State's directions;
          3. a corresponding reduction in the County Council’s contribution to the pooled budget in 2004/05. "

The Social & Health Care Scrutiny Committee considered the report on 29 October and agreed to advise the Executive that it was "sympathetic to the additional £1 million contribution to the PCT’s on the basis outlined, always subject to the overriding consideration that this contribution does not compromise the overall financial position of the Council"

The Executive is asked to consider what action to take in the light of the Scrutiny Committee’s advice and the decisions taken under Agenda Item 5.
  1. Annual Review of Performance: Social & Health Care

    2. Executive Member: Community Care & Health
    Forward Plan Ref: 2003/185
    Contact: Charles Waddicor, Director for Social & Health Care (01865 816041)

    Report by Director for Social & Health Care (EX8).

    The Social Services Inspectorate carry out an Annual Review Meeting in each council with Social Services responsibilities. Following on from the Review meeting, the Inspectorate sends the Council a letter with an Annual Review of Performance. The 2003 Annual Review letter for Oxfordshire highlights significant improvements since the last Annual Review, particularly in Children’s Services. There are still, however, a number of concerns about performance, especially in Services for Adults. The Senior Management Team for Social & Health Care have been aware of these performance issues and are addressing them systematically.

    The Executive is RECOMMENDED to receive the report from the Social Services Inspectorate and to endorse the action being taken by the officers to address the areas of under-performance.

  2. Special Educational Needs – Scrutiny Review

    (See also Addenda)

Executive Member: Schools
Forward Plan Ref: 2003/014
Contact: Simon Adams, Senior Education Officer, Pupil Services (01865 810602)

Report by Director for Learning & Culture (EX9).

On 28 November 2002 the Executive considered the report of the Learning & Culture Scrutiny Committee on the Scrutiny Review of the Special Educational Needs Service. The Executive requested a further report in October 2003 on progress in implementing the agreed measures and their impact on the Service.

The measures set out in the SEN Scrutiny Review report have largely been incorporated into the strategy derived from the work of the Member Panel on Inclusion and in the organisation of the SEN Team in Children’s Services. These are leading to improvements in the service which are becoming manifest in improved school and parental feedback. That said the new structure and the work of the various groups have yet to bear fruit completely and there is still much scope for improvement in performance.

The Executive is RECOMMENDED to:

          1. endorse the actions taken as described in the report and note the progress made to date;
          2. ask the Director for Learning & Culture to report to the Learning & Culture Scrutiny Committee and the Executive, in July 2004, on progress made towards targets in the SEN Service Plan.
  1. Waste Recycling Centre Opening Hours

Executive Member: Strategic Planning & Waste Management
Forward Plan Ref: 2003/186
Contact: John Cherry/Tony Brotherton (01865 815225

Report by the Head of Sustainable Development (EX10).

Oxfordshire County Council currently provides eight waste recycling centres at which residents can dispose of their household waste. The centres currently receive over 60,000 tonnes of material per annum and a large proportion of this waste is recycled. The County Council has set challenging performance targets and sites are required to achieve 60% recycling rates by the 2005/06 financial year.

Historically, the sites have had varying opening and closing times that have in most cases been influenced by the operation of adjacent County Council landfill sites and site licensing conditions. This report proposes harmonisation of opening hours for all sites, as one step towards achieving the requirement identified in the Waste Management Best Value Review (2001) that an equality of service should be available to all Oxfordshire residents.

The Executive is RECOMMENDED to:

          1. agree the amendment of the opening hours at Waste Recycling Centres to 08:00 to 17:00 hrs seven days a week all year, except Thursdays from April to September when sites will open from 08:00 to 20:00 hrs;
          2. agree that sites will retain the existing days of closure, namely, Christmas Day, Boxing Day and New Years Day;
          3. agree that, subject to the relevant planning consents being obtained, the changes will take place from 1 April 2004 or as soon as possible thereafter.
  1. Quality of Highway Repairs & Drainage – Scrutiny Review

    2. Executive Member: Transport
    Forward Plan Ref: 2002/251
    Contact: Matt Bramall, Scrutiny Review Officer (01865 815673)

    On 15 October 2003 the Environment Scrutiny Committee received the report of its Lead Member Review Group appointed to carry out its review of Quality of Highway Repairs & Drainage. 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 (EX11). The full report (as amended) has been circulated to Executive Members and a copy has been placed in the Members’ Resource Centre. A copy is also available for public inspection.

    Also attached is a report by the Director for Environment & Economy (EX11(a)). The report gives a response from the service to the Scrutiny review and recommendations.

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

  2. "The Road Forward" - Scrutiny Review of Didcot-Milton Heights II

    3. Executive Member: Transport
    Forward Plan Ref: 2003/192
    Contact: Myfanwy Lloyd, Scrutiny Review Officer (01865 810823)

    On 15 October 2003 a group of members deputed by the Environment Scrutiny Committee finalised the report of this review ‘The Road Forward’ – Better Contract Management", which is a Scrutiny Review of lessons to be learnt from the implementation of the Didcot - Milton Heights Link Road Stage II, for submission to the Executive. The full report with its recommendations is attached (EX12) (download as .pdf file). A copy has been placed in the Members’ Resource Centre and a copy is also available for public inspection.

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

  3. Oxford Castle: Heritage Interpretation Facility

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2003/191
Contact: Neil Monaghan, Head of Property (01865 815712)

Report by Director for Resources (EX13).

It is intended that the County Council will enter into an agreement with the Oxford Preservation Trust whereby, subject to reinstatement of the Historic Buildings as part of the main redevelopment scheme for the Oxford Castle site, and grant funding by the Heritage Lottery Fund, the Council will grant to OPT a lease of that part of the site to be used as a Heritage Interpretation Centre. The Council and the Trust would jointly set up a new Charitable Company to operate the Centre. This report seeks approval of the arrangements.

The Executive is RECOMMENDED to:
          1. agree that the Development Agreement between the County Council and the Oxford Preservation Trust be concluded;
          2. confirm the name of the new trust as "The Oxford Castle Trust";
          3. approve the composition of Trustees as suggested in option (b) in paragraph 10 of the report, the arrangements for the initial appointments, and the procedure for succession;
          4. authorise approaches, in consultation with Oxford Preservation Trust, to potential Trustees to seek their agreement to taking on the responsibilities of Trustee.
  1. Education Project Appraisals: Orchard Meadow Primary School

    2. Executive Member: Schools
    Forward Plan Ref: 2003/184
    Contact: Keith Borien, Senior Education Officer, Premises Development (01865 421166)

    The Director for Learning & Culture reports as follows:

    Attached (EX14) is a detailed project appraisal in respect of building work required to enable Orchard Meadow Primary School to function as a 420 place primary school from September 2004 in a stimulating and suitable environment. This will be achieved by refurbishing and adapting the former Wesley Green Middle School buildings which are in a poor condition internally, and are in need of a major capital investment if they are to be used for the teaching of primary aged children.

    The Executive is RECOMMENDED to approve Project Appraisal ED601.

  2. Forward Plan and Future Business

    (See also Addenda)

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 2004, is 17  November. It will therefore be necessary to determine its content at this meeting. Recommendations for additions and amendments are attached as EX15   - Schedules 1-3 (download as .rtf file).

Items from the Forward Plan (as now proposed to be updated) for the next two 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.

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 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 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

  1. West Witney Primary School

Executive Member: Schools
Forward Plan Ref: 2003/137
Contact: Howard Hughes (01865 492056)

Report by the Director for Learning & Culture, Director for Environment & Economy and Director for Resources (EX16.E). TO FOLLOW

The Executive on 30 September approved an outline project appraisal in respect of a proposal, utilising developer contributions, for the extension of the existing school building with new classroom accommodation, kitchen and staff room plus infills to external classroom bays to increase existing classroom sizes. The present report updates the Executive on the project and related issues.

Information exempt in that it relates 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 -

(a) any legal proceedings by or against the authority, or

(b) the determination of any matter affecting the authority,

whether, in either case, proceedings have been commenced or are in contemplation.

A recommendation will be included in the report

October 2003

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