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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 16 March 2004 at 2.00 pm

County Hall, Oxford

Chris Impey
Assistant Chief Executive

Contact officer: Deborah Mitchell (Tel: 01865 8155463; E-mail)

Membership

The Agenda follows. Decisions taken at the meeting will become effective at the end of the working day on 24 March 2004 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 2 March 2004 (EX3) and to receive for information any matters arising therefrom.

4. Petitions and Public Address
   
   (See Addenda - download as .doc file)
   
5. Financial Monitoring

Executive Member: Leader of the Council
Forward Plan Ref: 2003/175
Contact: Mike Petty, Principal Financial Manager (01865 815622)

Report by Head of Finance (EX5).

The report sets out the budget monitoring position to the end of January.

The Council’s overall financial position has improved from £3.778m reported last time to £5.234m. This is a movement of £1.456m. The main reasons are set out in the report. There is still uncertainty around the outcome of the review of debtors and income in Social & Health Care and this may result in some further adjustments to the accounts. However, I have also updated the position on forecast general reserves for 2004/05 and there is an improvement of £1.3m. I am monitoring the situation closely.

The Executive is RECOMMENDED to note the report.

6. Oxfordshire Community Strategy
   
   (See also Addenda - download as .doc file)
   

Executive Member: Leader of the Council
Forward Plan Ref: 2003/223
Contact: Martin Stott, Head of External Policy & Partnerships (01865 815919)

Report by Head of Sustainable Development (EX6).

Part I of the Local Government Act 2000 places on local authorities a duty to prepare a community strategy for promoting or improving the economic, social and environmental well-being of their area, and contributing to the achievement of sustainable development in the UK. This report outlines the response to consultation on the draft Community Strategy for Oxfordshire prepared by the Oxfordshire Community Partnership (OCP). The draft Strategy has been sent to all members of the Council.

Building on the work involved in preparing the ‘Issues Paper’, the partnership has identified through various means of consultation 8 priorities in which to focus its work. These are: affordable housing; safe and supportive communities; transport; economy; recreation, culture and leisure; environment education and lifelong learning; and health and well-being. The Partnership agreed that work is focused initially in first three of these priority areas (the top priorities voted by the Oxfordshire Community Partnership Forum

The Executive is RECOMMENDED to consider the outcomes of the consultation exercise together with any comments from the Corporate Governance Scrutiny Committee and, subject thereto:

1. subject to (b) below, RECOMMEND the Council formally to adopt the Strategy;
2. authorise the Chief Executive, in consultation with Leader & Deputy Leader of the Council and the Chairman of the Oxfordshire Community Partnership Steering Group, to make any textual amendments to the draft taking account of the views expressed at the Forum in May.

7. Oxfordshire Structure Plan
   
   (See also Addenda - download as .doc file)
   

Executive Member: Sustainable Development
Forward Plan Ref: 2003/183
Contact: Ian Walker, Principal Planning Officer (01865 815588)

Report by Head of Sustainable Development (EX7).

The draft Oxfordshire Structure Plan 2016 was placed on deposit on 26 September 2003 for six weeks for consultation. Just over 2680 individuals and organisations made comments. Most of the objections were about two major issues – the proposed development in the Green Belt south of Oxford; and the proposed new strategic area for sand and gravel extraction in South Oxfordshire. Having considered the issues raised, including possible alternative development locations, there is not considered to be sufficient justification to release land in the Green Belt for housing development up to 2016. A revised housing distribution is recommended that deletes the proposal for 1000 dwellings at land south of Grenoble Road in South Oxfordshire, and redistributes these to the other districts on the basis of additional housing potential identified. In relation to the proposed new minerals area alternative locations have been reassessed, but given uncertainties over some factors, the Stadhampton-Berinsfield-Warborough-Benson area is considered to remain the best option for a new strategic area for minerals extraction in southern Oxfordshire. These issues and others raised in the consultation responses will be discussed at the Examination in Public (EIP), following which the Council will have the opportunity for further consideration in light of the EIP Panel’s report.

The Executive is RECOMMENDED:

1. subject to consideration of the comments of the Environment Scrutiny Committee, to RECOMMEND Council to agree the proposed change to policy H1 in the draft Oxfordshire Structure Plan set out in Annex D to the report for consultation before the Examination in Public;
2. to authorise the Head of Sustainable Development, following consultation with the Executive Members for Sustainable Development and Transport, to identify any further detailed changes to policies that the County Council might accept as an aid to discussion at the Examination in Public, and changes to the supporting text; and
3. to authorise the Head of Sustainable Development, following consultation with the Executive Members for Sustainable Development and Transport and the Examination in Public Panel, to prepare the draft and final lists of issues for discussion and participants to be invited to the Examination in Public.

8. Transport Capital Programme

Executive Member: Transport
Forward Plan Ref: 2004/005
Contact: Richard Dix, Assistant Head of Transport (01865 815663)

Report by Head of Transport (EX8).

This report seeks the Executive’s approval to the 2004/05 Transport Capital Programme totalling some £32m, and to indicative programmes for 2005/06. The report also provides the information on the use of the reward funding of £2.4m and £0.336m included in the Local Transport Plan settlement for 2004/05 as requested in the 10 February 2004 Council resolution on the Capital Budget.

The various budgets within the Transport Capital Programme strike a balance between: pursuit of the Council’s priorities for 2004/05 of improving local road conditions and improving bus patronage; improvements to BVPI scores and progress towards casualty reduction targets; the expectation in towns with Integrated Transport Strategies and of other communities requesting schemes important to them; commitments to major schemes built or planned; and the need to show that progress is being made across the whole range of LTP objectives and targets including increasing journeys by pedestrians and cyclists.

The Executive is RECOMMENDED to:

1. approve the detailed Transport Capital Programme for 2004/05 and the provisional programmes for 2005/06 as set out in the booklet accompanying the report subject to adjustment of the 2005/06 programme to match the available finance in that year;
2. approve the Project Appraisal for the upgrading of Thornhill Park & Ride site; and
3. request the Head of Transport to report on progress on the Transport Capital Programme in October 2004.

9. Highway Maintenance Programme 2004/05

Executive Member: Transport
Forward Plan Ref: 2004/010
Contact: Kevin Haines, Group Manager (01865 815687)

Report by Head of Transport (EX9).

This report lists the planned expenditure on the highway maintenance activities programmed for 2004/05 funded from the available revenue budget (£17.6m) and capital budget (£11.01m). The report also gives details of the allocations for Oxford City Council for Section 42 works on unclassified roads in Oxford in 2004/05.

The use of the available budget can be summarised as: principal roads structural maintenance – increase capital spending closer to the level required to keep them in optimum condition; bridge strengthening – at the same level as last year to provide funds for necessary strengthening of weak bridges and ensure progress towards the targets set out in the Local Transport Plan; non-principal roads assessed programme – increased capital allocation to improve condition of non-principal classified roads; drainage - capital spending maintained at £300k; gully emptying – increased to reflect Scrutiny concerns; surface dressing - the treatment most roads will still rely on to preserve them for the future – increased from 2003/04 level to help improve non-principal roads; patching – maintained at 2003/04 level; planned footway repairs – maintained at 2003/04 levels; tree maintenance - increased by £80k to introduce necessary risk management inspections and arboriculture work identified from these; road condition surveys - budget increased by £200k to pay for new TRACS type surveys and information gathering to support BVPIs.

The Executive is RECOMMENDED to;

1. endorse the details of the 2004/05 Highway Maintenance programme as set out in Annex 1, subject to confirmation of the capital funding for structural maintenance; and
2. approve the Oxford City Council’s Section 42 estimate as modified and shown in Column B of Annex 2.

10. Use of Social Services Vehicles for Public Transport Purposes

Executive Member: Transport, Community Care & Health
Forward Plan Ref: 2003/203
Contact: Alan Pope (01865 815585)

The Head of Transport and Director for Social & Health Care report as follows:

In early 2002 the Executive commissioned the Environment Scrutiny Committee to carry out a review of the County Council’s bus service procurement policy and practice. The review, undertaken by the consultants Halcrow, together with its recommendations, was considered first by the Study Review Panel, then Environment Scrutiny Committee and finally by the Executive on both 21 January 2003 and 4 March 2003. At this latter meeting, the Executive decided inter alia to:

"authorise officers, in consultation with the Executive Members for Transport and Strategic Planning & Waste Management, to [….] appoint consultants to explore provision of public transport by use of Social Services' vehicles' spare time, in conjunction with the area review of bus services in the Faringdon/Wantage area due for implementation in October 2003 and the review of day care provision in the same area."

This review has subsequently been carried out by Halcrow and its report together with recommendations has just been received. Copies of this are being circulated to the Executive Members for Transport and Sustainable Development and a copy has also been placed in the Members' Resource Centre. A copy is also available for public inspection (download as .doc file).

Halcrow has also produced a summary report for the Executive which includes the review report's recommendations. This is attached at EX10 (download as .doc file).

Roger Macklin, who undertook the study on behalf of Halcrow, will be present at this meeting to present his report, as will officers of both Divisions who will be able to make a further oral report if required.

The Executive is RECOMMENDED to note the report by Halcrow on the use of Social & Health Care vehicles for public transport services, to consider the summary report and recommendations.

11. Food Law Enforcement Service Plan
    
    (See also Addenda - download as .doc file)
    

Executive Member: Community Safety
Forward Plan Ref: 2003/177
Contact: Nigel Strick, Head of Trading Standards (01865 815601)

The Head of Trading Standards & Registration reports as follows:

The Food Law Enforcement Service Plan (attached at EX11) (download as .doc file) is one of the strategic plans which are subject to approval by full Council following consideration by both the Executive and relevant Scrutiny Committee in accordance with the Budget and Policy Framework Procedure Rules set out in the Constitution. The Executive on 17 February authorised consultation with the Community Safety Scrutiny Committee on initial proposals for the Plan based on the outline set out in the report by the Head of Trading Standards to that meeting, with an invitation to make comments in time for the Executive to consider these at this meeting and make recommendations to Council on 6 April. The advice and comments of the Community Safety Scrutiny Committee (which is due to consider the report at its meeting on 8 March) will be reported at the meeting.

Subject to any comments received from the Community Safety Scrutiny Committee, the Executive is RECOMMENDED to RECOMMEND Council to approve the Food Law Enforcement Service Plan for submission to the Food Standards Agency.

12. Fire Risk Management Planning in Oxfordshire
    
    (See also Addenda - download as .doc file)
    

Executive Member: Community Safety
Forward Plan Ref: 2003/198
Contact: Alan Hoar, Major Projects Manager (01865 258503)

Report by Director for Community Safety & Chief Fire Officer (EX12).

On 28 October 2003 the Executive approved a Draft Integrated Risk Management Plan (IRMP) and Annual Action Plan 2004–05 for consultation. The Fire & Rescue Service has undertaken an extensive consultation exercise designed to inform both the community and its employees of the strategy and invite comment on the proposals. This report summarizes the outcome of the consultation and seek authority for finalisation of the Management Plan and Action Plan by 31 March in accordance with ODPM guidance.

The Community Safety Scrutiny Committee members set up a small task group to consider the draft IRMP. Arrangements have been made for the group to discuss the draft in the light of the consultation responses and any comments on their part will be reported at the meeting.

The Executive is RECOMMENDED to:

1. note the feedback from the consultation exercise and consider any comments that may be put forward on behalf of the Community Safety Scrutiny Committee;
2. confirm the Integrated Risk Management Plan and Annual Action Plan 2004 – 2005 as presented to the Executive on 28 October 2003, subject to minor amendments in consequence of the response to consultation and to any changes arising from Community Safety Scrutiny comments;
3. authorise the Director for Community Safety & Chief Fire Officer, in consultation with the Executive Member for Community Safety, to agree the final Risk Management Plan and Annual Action Plan for publication and distribution.

13. Youth Justice Plan

• of their serious concern that the local health economy has failed to meet the minimum requirement of the Crime and Disorder Act 1998, which was to second a member of staff to the Youth Offending Team, and that Health’s contribution remains at the level of its original allocation of £15,000. Furthermore, that this matter had been raised one year ago by this Scrutiny Committee, yet no action appears to have been taken. Accordingly, this Committee requests the officer to submit a written report to the Executive advising on any action to be taken on this matter.
• that the work towards the PSA targets regarding Looked After Children should be given more prominence;
• that there should be particular emphasis on the following:

• the performance measure ‘ To ensure that 90% of young offenders who are supervised by the YOT are either in full-time education, training or employment’ , in order to enable these young people to fulfil their potential. Particular emphasis should be placed on entry to employment programmes;
• measures on substance misuse and conduct disorders;

• that they welcome the performance measure for restorative justice and the secondment of a Fire and Rescue Service Officer; and
• that they request that the comments from the Youth Justice Board should be referred to this Committee for their information.

14. Early Years Development & Childcare/Sure Start: Strategic Delivery Plan 2004-06
    
    (See also Addenda - download as .doc file)

• the care element of the plan was low key;
• parental intervention was very lightly treated; and
• children should be given as much prominence within the Plan as parents;

15. Social Inclusion and Equalities
    
    (See also Addenda - download as .doc file)

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2003/201
Contact: Adrian Harper-Smith, Strategic Projects Officer (01865 810179)

Report by Head of Democratic Services (EX15)

The Executive adopted the Equality Standard for Local Government on 28 October 2003. This is now the key driver and framework for developing the Council’s performance in equalities. The Executive also supported the development of a broader corporate social inclusion strategy. Also, Raising our Performance 2 includes taking the necessary steps to meet the requirements of the Equality Standard.

The major benefits of utilising the Equality Standard are that it encourages the development of best practice; supports mainstreaming; improves performance management; provides constructive internal and external challenge; fits the legislative framework; and provides an auditable measure of organisational competence. Achieving the Equality Standard will require the adoption of a rights-based approach; strong leadership; corporate co-ordination, support and evaluation; incorporation within Directorate business plans; and an implementation steering group of sufficient seniority and authority.

This report proposes that the Executive adopts a Comprehensive Equality Policy as the essential next step in progressing the Equality Standard, including committing to the development of a Corporate Equality Plan and to the implementation of an Equality Impact Assessment process.

The Executive is RECOMMENDED to:

1. adopt the Comprehensive Equality Policy, set out in Annex 1 to the report, noting that this includes a commitment to the development of a Corporate Equality Plan and implementation of an Equality Impact Assessment process;
2. agree that the promotion of equality and social inclusion is a corporate commitment standing alongside and integrating with the County Council’s values as stated in the County Council’s priorities;
3. endorse the establishment of a strategic Equality Standard implementation group of Directorate Business Managers plus the Head of Human Resources;
4. support the incorporation of the Council’s equality policy as a key theme within the cross-cutting social inclusion thread in the Oxfordshire Community Partnership’s Community Strategy.

16. Integration of Mental Health Services

1. advise the Executive that the Committee was in favour of the final steps of the integration of mental health services being implemented; and
2. that officers be requested to keep the Committee informed of progress of the integration via regular information received from the Partnership Board and Joint Management Group.

1. subject to (b) below, to endorse the creation of a fully integrated Mental Health Service for adults of working age by means of the formation of a Joint Management Group to discharge certain statutory functions of the County Council and other relevant NHS Trusts as described in the report;
2. to authorise completion of

1. an agreement for the creation of a Mental Health Partnership Board and Joint Management Group and defining the functions to be discharged by them; and
2. any further agreement that may be required in respect of other matters arising from the creation of the integrated Mental Health Service;

17. North Wessex Downs and Cotswolds AONBs - Management Plans
    
    (See also Addenda - download as .doc file)
    

Executive Member: Sustainable Development
Forward Plan Ref: 2003/206
Contact: Keith Wheal, Countryside Services Manager (01865 810202)

Report by Head of Sustainable Development (EX17).

The Countryside and Rights of Way Act 2000 placed a new duty on all local authorities with Areas of Outstanding Natural Beauty (AONBs) to prepare and publish a management plan for the AONB by 31 March 2004.

AONBs often cross county boundaries and Government guidance urges local authorities to utilise joint working mechanisms in plan preparation. The North Wessex Downs and Cotswolds AONBs both have Joint Advisory Committees (JACs) and dedicated staff teams ideally suited to coordinate plan preparation. Member authorities therefore requested the respective JACs to prepare a plan for the whole of their AONB in this way.

The North Wessex Downs Council of Partners and Cotswolds AONB Partnership have now completed their work on the Management Plans and have approved their respective documents. Both bodies have now forwarded their Plans to the constituent authorities for formal adoption by 31 March 2004.

The Management Plans will provide a framework for co-ordinating and directing management activity towards the conservation and enhancement of these nationally important landscapes and the promotion of acceptable social and economic development.

The Executive is RECOMMENDED to adopt the North Wessex Downs AONB Management Plan and the Cotswolds AONB Management Plan in pursuance of the duty under section 89(2b) of the Countryside and Rights of Way Act 2000.

18. Oxfordshire Magazine

• It carries out regular residents’ surveys to track perceptions and information needs, backed by regular use of the Citizens’ Panel.
• Production of a regular residents’ magazine has been well received by residents and is used for consultation as well as giving information. However it thought to be published too infrequently.
• Its media service compares favourably with other, better resourced authorities.

19. Performance Management: Progress against Priorities and Targets
    
    (See also Addenda - download as .doc file)

• Oxfordshire Plan: 76% -on course; 6% - not on course; 18% - not yet clear
• Public Service Agreement: 33% - on course; 0% - not on course; 67% - not yet clear
• Key Performance Indicators: 64% - on course; 27% - not on course; 9% - not yet clear

20. Treasury Management Strategy
    
    (See also Addenda - download as .doc file)
    

Executive Member: Leader of the Council
Forward Plan Ref: 2004/001
Contact: Donna Ross, Financial Manager (01865 815422)

Report by Head of Finance (EX20).

The Director for Resources reports as follows:

On 17 February the Executive considered a report which set out the Treasury Management Strategy for 2004/05 and covered the current treasury position; proposed changes to the Councils debt portfolio; prospects for interest rates; the borrowing strategy; and the investment Strategy.

Regulations under the Local Government Act 2000 reserve the approval of any "… plan or strategy for the control of the authority’s borrowing …" to the full Council. This description applies to a substantial part of this report, which should accordingly be referred for comment to the Corporate Governance Scrutiny Committee for comment before the Executive makes a formal recommendation to Council, in accordance with the Budget and Policy Framework Procedure Rules set out in the Constitution.

The advice and comments of the Corporate Governance Scrutiny Committee will be reported at the meeting.

Members are asked to refer to their copy of the report circulated (as EX6) with the agenda for 17 February.

The Executive is RECOMMENDED to RECOMMEND the Council to approve the Treasury Management Strategy for 2004/05 set out in the report (EX6) to the 17 February meeting of the Executive.

21. Representation on Strategic Outside Bodies 2004/05

Executive Member: Leader of the Council
Forward Plan Ref: 2003/233
Contact: John Leverton, Head of Committee Services (01865 815314)

The Assistant Chief Executive reports as follows:

The Executive is responsible for appointments to "strategic" outside bodies (ie those noted on the list compiled by the Executive and endorsed by full Council). The current list of bodies and appointees is appended (EX21) (download as .doc file). As shown in the list (Part A), many of the appointments are expressed to be for the duration of the Council Year. New appointments (or re-appointments) to those bodies now need to be made for 2004/05. No action is required in relation to the bodies in Part B of the list unless any vacancies are notified by the date of the meeting.

The Executive is RECOMMENDED to make appointments to the bodies listed in Part A of EX21 for the 2004/05 Council Year.

22. Forward Plan and Future Business
    
    (See also Addenda - download as .doc file)