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ITEM EX3

EXECUTIVE – 2 MARCH 2004

Minutes of the Meeting commencing at 2.00 pm and finishing at 5.45 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.

41/04. DECLARATIONS OF INTEREST

Councillor Margaret Godden declared a personal interest in item 6 as a resident of Divinity Road.

Councillor Hodgson declared a personal interest in item 9 as a member of the Cotswold Line Promotion Group.

42/04. ORDER OF BUSINESS

RESOLVED: to consider Item 5 immediately after Item 16.

43/04. MINUTES

The Minutes of the meeting held on 17 February 2004 were approved and signed.

44/04. PETITIONS AND PUBLIC ADDRESS

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

Item	Speaker
Item 5	Councillor Mrs H R Hibbert-Biles, West Oxfordshire District Council
Item 6	Mr Anthony Cheke, The Inner Bookshop, Magdalen Road, Oxford Mr Peter Coggins, Divinity Road Residents Association Mr M. Hugh-Jones, Headley Way, Oxford

45/04. HAMATS: EAST OXFORD TRANSPORT STUDY

(Agenda Item 6)

The Headington and Marston Transport Strategy had identified the need to carry out a study to look at the problems associated with traffic entering the Headington and Marston area via Divinity Road and Southfield Road. Consultants Halcrow were appointed to carry out this study.

The Executive considered a report (EX6) which reviewed the study process and the consultants' suggested options for possible short and medium term improvements.

Mr Cheke spoke in opposition to the proposed trial closure of Divinity Road to through traffic. He considered that there were no reasonable grounds for the closure and the proposal was contrary to the interests of most East Oxford residents.

Mr Coggins spoke in favour of the trial closure proposals for Divinity Road, referring to a petition with 300+ signatures supporting them, but urged the Executive not to implement the residents' parking zone proposals.

Mr Hugh-Jones objected in principle to the proposed trial closure of Divinity Road which he considered had been unsuccessful and damaging to the area when tried previously.

Councillor Roy Mold drew the Executive’s attention to the comments of the Environment Scrutiny Committee on 27 February 2004.

Councillor Craig Simmons spoke in support of the proposals, pointing out that circumstances had changed since the previous experiment and that the measures now proposed were substantially different.

Councillor Margaret Godden welcomed the generality of the proposals but expressed regret at the continued absence of measures to enable buses to access the Churchill site direct from East Oxford

Councillor Robertson responded to the matters raised. He was sympathetic towards the representations of the Environment Scrutiny Committee but emphasised that the successful establishment of additional bus services was dependent on long term viability without ongoing cost to the Council.

RESOLVED: to approve in principle the implementation of short and medium term measures as set out in the report, subject to inclusion of the schemes in the Transport Capital Programme and the consideration of any representations or objections resulting from consultation on the individual measures by the Transport Implementation Committee.

46/04. GRIMSBURY AREA TRANSPORT PLAN

(Agenda Item 7)

The Executive considered a report (EX7) on the progress made in developing the Grimsbury Area Transport Plan and seeking approval for the final Strategy for Grimsbury which had been approved by the Joint Members Steering Group for the Banbury Integrated Transport and Land Use Strategy. Extensive consultation had taken place locally and further consultation would take place on the detailed design of the approved schemes prior to implementation.

A submission from Councillor Sandra Mold was noted. Councillor Robertson confirmed that her comments would be referred to officers for investigation.

RESOLVED: to approve the Grimsbury Transport Strategy as described in the report.

47/04. REVIEW OF RURAL TRANSPORT SERVICES

(Agenda Item 8)

On 13 January the County Council had adopted a motion by Councillor Roy Mold which included a request that the Executive carry out a review of rural transport services alongside the Rural Transport Partnership and using the methodology used by Hampshire County Council, with a view to a report being made to which the Environment Scrutiny Committee would also be invited to contribute.

The Executive considered a report (EX8) which examined the particular aspects which Councillor Mold wished to see reviewed, in particular for further community transport services in place of standard subsidised rural bus services and the introduction of demand-responsive flexible-routed bus services.

Councillor Roy Mold spoke in support of the review being undertaken as requested in his motion to Council, suggesting that this would in any event be necessary as a consequence of a government review of rural bus services grant.

Councillor Robertson advised that he was satisfied that a review such as that suggested by Councillor Mold would not add materially to the extensive and costly review which had been undertaken on behalf of the Executive by the Environment Scrutiny Committee.

Councillor Mitchell informed members that, in the light of advice received, he was not proposing to call on the Minister for Rural Affairs to conduct a thorough review of the Regulations governing Sections 19 and 22 of the Transport Act 1985 relating to community transport services as requested in the second part of Councillor Mold's motion to Council. He intended to make a full statement to Council and would write to members explaining the position.

RESOLVED:

1. to commend the County Council’s existing support and promotion of Community Transport schemes within Oxfordshire, to confirm that officers should seek to encourage Parishes through the new Parish Transport surveys to consider implementing new schemes, but to recognise that their further expansion could not occur without the willingness of local communities actively to take forward such schemes;
2. to endorse the decisions to date of the Transport Implementation Committee regarding flexible-routed demand-responsive public transport;
3. that no further full review of rural transport services should be undertaken at the current time but officers be asked to explore individual opportunities for enhanced rural services as they might arise; and
4. to ask officers to forward the substance of the report to the district Local Strategic Partnerships for South Oxfordshire, the Vale of White Horse and West Oxfordshire to consider in the context of their stated aim to improve public transport.
   
   

48/04. RAIL PROJECTS

(Agenda Item 9)

The Executive considered a report (EX9) which dealt with the County Council’s priorities for the development of rail services and facilities across the County for the period 2004/2005.

Councillor Joslin expressed his support for key rail projects including East West Rail, relocation of Oxford station and an interchange at Didcot, suggested that the SRA should be seeking contributions towards rail developments from major employers, developers and others outside the rail industry, and asked the Executive Member for Transport personally to press the rail industry for funding for projects in Oxfordshire.

Councillor Hodgson supported the work of the Cotswold and Malverns Line Partnership and expressed his agreement with the proposed allocation of a high priority to seeking an hourly service on that Line, whilst expressing disappointment that the SRA had not agreed the necessary funding for the First Group’s proposal to achieve that aspiration in December 2004 and that a half hourly peak service could not also be accorded a high priority.

In relation to the Environment Scrutiny Committee’s comments Councillor Robertson advised that their recommendations (a) and (b) as to funding matters were not inconsistent with the proposals set out in the report; that as the Access Officers' time was already fully committed it was not possible to take (c) on board at present; and undertook that the rail-related bus services referred to in (d) would be handled in relevant area bus services reviews and that assistance would be sought as appropriate with rail/commerce.

A submission from Councillor Chris Robins about the Kidlington Station scheme was noted. Councillor Robertson advised that it would be unrealistic to consider raising its priority at present.

RESOLVED: to:

1. note the progress of the key rail projects during the past year;
2. subject to the above as to rail-related bus services, to adopt the recommended priorities for and, where applicable, the recommended changes to, the proposed rail aspirations as indicated in the report;
3. note that £100,000 would be proposed in the draft Capital Programme 2004/05 for rail development schemes; and
4. agree the allocation from the Public Transport Revenue Support budget of:

• expenditure of £6,000 as a contribution towards work outlined in Annex 2 Part B of the report (ref: A/01/SERV) that had been undertaken by the East West Rail Consortium during the current financial year; and
• a budget of up to £30,000 in the 2004/05 financial year for feasibility and other related work to take forward the County Council’s rail aspirations.

49/04. SENIOR MANAGEMENT GRADING STRUCTURE

(Agenda Item 10)

In August 2003 the Executive had set up a member working group to advise the Executive on a grading structure for the Council’s senior officers and subsequently to advise the Gradings Sub-Committee on any changes to individual gradings that might result from the new structure. The Executive considered a report (EX10) which presented the working group’s first stage recommendations, which were concerned with the grading structures of the Chief Executive and Director posts.

Councillor Brighouse expressed reservations about the proposals concerning the grading structure for the Chief Executive’s post.

Councillor Hodgson informed the Executive that the Labour Group had abstained from voting in the working group on that recommendation.

RESOLVED:-

1. (Councillor Seale abstaining) that the grading structure for the Chief Executive’s post should be a salary based on a fixed point for the remainder of the current contract, together with a single performance related increment payable when the Council achieved a grading of GOOD in the CPA; and
2. to make no change in the grading structure for Directors in 2004/05 but to undertake a further review of Directors’ salaries in a year's time, in 2005/06.
   
   

50/04. OLD COUNTY HALL

(Agenda Item 11)

The Executive considered a report (EX11) which set out proposals for refurbishment of Old County Hall based on a Development Agreement with the Castle Hotel developers.

The Executive noted that officers had identified possible scope for a Prudential Guidelines scheme whereby a similar development might be carried out by the Council on its own account, with savings accruing from reduced dependency on hired accommodation.

Councillor Brighouse urged the need for flexibility in any scheme in order to ensure the provision of adequate meeting accommodation for members and staff; investigation of the potential for the generation of income in any Prudential Guidelines scheme; and the involvement of Unison in relation to staff facilities.

RESOLVED: to:

1. support in principle the proposals for the refurbishment and joint use of Old County Hall but not so as to accept the exclusive use of the Common Hall Café as a reception area and lounge for conference delegates and subject to a detailed financial appraisal;
2. note the brief for reserved County Council uses attached as Annex 1 to the report but on the basis that there were other known existing and potential uses of the Council Chamber that would need to be accommodated;
3. ask the Head of Property to negotiate terms for a Development Agreement and Lease;
4. ask the Oxford Castle Member Officer Working Group to continue to consider the plans and the proposed terms for the Development Agreement and Lease;
5. agree that a further report be made to the Executive prior to agreement of terms for the Development Agreement and Lease, including the detailed financial appraisal; and
6. in the meantime ask officers to explore and report back on the scope for redevelopment of Old County Hall by the County Council for its own use, as a Prudential Guidelines scheme.
   
   

51/04. REGIONAL MANAGEMENT BOARDS FOR FIRE AUTHORITIES

1. subject to (b) below, to endorse the creation of a Fire & Rescue Regional Management Board for the South East, by means of the formation of a formal joint committee to discharge certain functions of its constituent authorities as described in the report;
2. to authorise completion of an agreement with the other prospective constituent authorities providing for the regulation of the Regional Management Board and defining the functions to be discharged by it, subject to the terms of the agreement being to the satisfaction of the Director for Community Safety & Chief Fire Officer and the Solicitor to the Council following consultation with the Executive Member for Community Safety and the Leader and Deputy Leader of the Council;
3. to appoint the Executive Member for Community Safety as the Council’s representative on the Regional Management Board, with authority to appoint a deputy to attend any meeting of the Board at which he was unable to be present.

52/04. VOLUNTARY SECTOR COMPACT

(Agenda Item 13)

Over the last few months a small group of representatives from the statutory agencies and voluntary, community and faith sector had developed a draft Compact for improving and sustaining working relationships in Oxfordshire which was before the Executive (EX13) for consideration and approval. Once the consultation period concluded in mid March, the Steering Group would consider the views received and finalise the Compact for signing by key parties including the County Council.

RESOLVED: to approve the draft Compact, subject to the Compact Steering Group consideration of comments of other consultees, and authorise the Leader and Deputy Leader to sign the final Compact.

53/04. OXFORDSHIRE SPECIAL CONSERVATION AWARDS

(Agenda Item 14)

The Executive considered a process for the 2004 OSCA competition and subsequently for future years’ OSCA competitions.

RESOLVED: to invite the three main political groups each to nominate a member to the panel of judges for the 2004 OSCA competition and subsequently for future years’ OSCA competitions, and to designate activities for the purposes of the judging as an approved duty for the payment of expenses.

54/04. PERSONNEL POLICIES AND PROCEDURES

(Agenda Item 15)

The Executive had before it revised model grievance and disciplinary procedures for employees in schools with delegated budgets (EX15), which the Employees’ Joint Committee and the Teachers’ Consultative Committee had recently endorsed and referred to the Executive for approval.

RESOLVED: to:

1. approve the revised model grievance and disciplinary procedures for employees in schools;
2. authorise the Director for Resources, following consultation with the Deputy Leader of the Council and any other member(s) of the Executive whose responsibilities included a service particularly affected, to approve amendments to the County Council’s personnel policies and procedures following consultation with employees’ representatives, except where either:

1. the procedure(s) would have material budget implications; or
2. material concerns about the proposed amendments had been expressed by employees’ representatives.

55/04. DISCRETIONARY AWARDS

(Agenda Item 16)

The Executive considered its policy for discretionary awards to new applicants under the School Standards and Framework Act 1998 for the academic year. No provision had been made in the budget for such awards.

RESOLVED: not to take up the power to make discretionary awards for the 2004-2005 academic year and not to make any provision for considering applications.

56/04. REDEVELOPMENT PROPOSALS FOR HOMES FOR OLDER PEOPLE

(Agenda Item 5)

In December 2002 the Council had agreed development proposals for the Homes for Older People transferred to the Oxfordshire Care Partnership. The development proposals had not contained options for Spencer Court, Woodstock; Castle View, Chipping Norton; and Langston House, Milton Under Wychwood. It had been agreed that a full option appraisal would be carried out for the development of services for older people on the sites of these homes or nearby in the locality.

The Executive considered a report (EX5) which summarised the results of a detailed demographic needs analysis for Oxfordshire, set out the conclusions of the option appraisal work carried out in West Oxfordshire, described the options for the services in West Oxfordshire, gave a financial analysis for these options, covered changes in policy and summarised issues in procurement.

District Councillor Mrs Hibbert-Biles spoke in opposition to the proposed development option for Langston House and sought clarification and further information in relation to the costing of the proposal. She circulated West Oxfordshire District Council’s ‘Statement regarding possibility of Very Sheltered Housing Scheme in Wychwoods’ 1 March 2004. She urged that no decision be made at least until the effects of implementing the options for Castle View and Spencer Court had been assessed.

Councillor Julian Cooper expressed appreciation of the officers' efforts in explaining the proposed development option for Spencer Court to the stakeholders. He urged that advantage be taken, in arranging the consultations, of the forthcoming town and parish annual meetings.

Councillor Evans spoke in support of the proposed development option for Castle View which had been strongly supported by the local stakeholder group, endorsed in principle by the Chipping Norton Town Council and reflected the recent Town Appraisal. He expressed concern that there should be no prejudice to other NHS facilities planned for Chipping Norton; that new build on the existing site should be retained as an option; that costings should be included in the consultation; that financial proceeds under the development option should be re-invested locally; and that the relationship between public funding and the provision of beds should be made clear.

Councillor Rose, whilst appreciating the funding issues, regretted the proposed development option for Langston House in terms of the overall provision in the County, its operation within national standards and its caring family service. He considered that the home should remain open until the Witan House redevelopment had been completed and possibly the Castle View and Spencer Court developments also, and that residents and staff should be required to move only once.

Councillor Hodgson supported the proposed development options for Castle View and Spencer Court but considered that consultation should include the option favoured by the local stakeholders for Langston House.

Councillor Seale thanked all who had commented so far. He commended the proposals for consultation as of overall benefit to West Oxfordshire and the County as a whole. Mr Welch advised that the proposed consultation process was intended to be open and would enable respondents to put forward alternative proposals. He advised that the preferred proposals represented value for money and undertook to include a clear financial explanation in the consultation material.

RESOLVED: to authorise consultation as outlined in the report on:

1. the development option for Castle View, Chipping Norton on a basis to be agreed with the Cherwell Vale PCT and as set out in paragraphs 19 to 21;
2. the development option for Spencer Court, Woodstock as set out in paragraphs 22 to 25; and
3. the development option for Langston House, Milton under Wychwood as set out in paragraphs 26 to 32;

with a view to the outcome of all the consultations together with a full financial analysis of all options being reported to the Executive in July 2004 for consideration of the next steps.

57/04. FORWARD PLAN AND FUTURE BUSINESS

in the Chair

Date of signing 2004

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