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ITEM EX3

EXECUTIVE – 4 MAY 2004

Minutes of the Meeting commencing at 2.00 pm and finishing at 4.30 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.

111/04. DECLARATION OF INTEREST

Councillor Mitchell declared a personal interest in item 9 as the Council’s representative on the South East England Regional Assembly’s Planning Committee and Chairman of its Planning Committee (not a prejudicial interest, by virtue of para 10(2) of the Code of Conduct).

112/04. MINUTES

The Minutes of the meeting held on 20 April 2004 were approved and signed.

113/04. FINANCIAL CONTROL SYSTEMS

(Agenda Item 5)

The Best Value Committee was receiving regular reports on Financial Control within the Social & Health Care Directorate including progress in addressing the issues raised. The Executive considered a report (EX5) which sought formal authorisation (subject in one respect to the agreement of Council) to take the matters raised in the Best Value report forward.

In response to representations by Councillor Evans, the Director for Resources undertook to inform the Leader of the Opposition of the terms of reference for the consultants at (b) and at (c) below and the criteria for selection. The Consultants’ were expected to report in June/July 2004 and the external review somewhat later. The Leader of the Council advised that time constraints militated against reliance on a senior officer from another authority for the purposes of the proposed reviews and confirmed that the results would be made public subject to any information which was necessarily confidential for commercial or personnel reasons.

RESOLVED: to:

1. RECOMMEND Council to approve the establishment of strengthened credit control arrangements in Social & Health Care as outlined in paragraph 12 of the report, the cost (currently estimated to be £104,000) to be funded by way of a supplementary estimate in 2004/05 and to be built into the budget for 2005/06 and future years;
2. ask the Director for Resources to commission consultants to advise on the future development of the SAP Management Information System, as outlined in paragraph 18, with the costs being met from balances;
3. endorse the Chief Executive’s commissioning of a short external review of financial management within the authority, as outlined in paragraph 20, with the costs being met from balances.
   
   

114/04. OXFORDSHIRE PLAN 2004/05

(Agenda Item 6)

The Executive considered a report (EX6) which outlined the initial proposals for the production of an Oxfordshire Plan by identifying key aspects for publication.

The Corporate Governance Scrutiny Committee would be considering the Plan on 20 May 2004 for comment to the Executive on 1 June for final recommendations to Council.

RESOLVED: to:

1. agree the outline set out in Annex 1 as the Executive’s initial proposals for the Plan subject to:

1. reconsideration/revision of the heading and text of the paragraphs ‘Why we are doing it’ for the respective priorities, Executive Members to inform officers urgently of their preferences for report to the Scrutiny Committee, if possible, and subsequently to the Executive;
2. restoration of the identification of Executive Lead Members for the respective priorities; and
3. the inclusion at page 27, paragraph 4, of reference to further comments by the Audit Commission in the Annual Audit Letter 2002/03 arising in particular from subsequent addenda to the BVPP; and

b. invite the Corporate Governance Scrutiny Committee to make any comments on the initial proposals in time for consideration by the Executive on 1 June 2004.

115/04. THORNBURY HOUSE SECURE UNIT

(Agenda Item 7)

The Executive considered two reports. The first (EX7A) summarised the outcome of the DoH Inspection of Thornbury House Secure Unit undertaken in October 2003.

The second report (EX7B) dealt with the future of the Secure Unit in the light of notice from the Youth Justice Board that they no longer required the beds they had hitherto commissioned, and sought the Executive’s agreement for consultation with young people, their parents and staff around the closure of the unit.

Ms Johnson spoke about the Thornbury House inspection and its positive findings with regard to progress with the implementation of the recommendations of earlier reports.

Councillor Gatehouse considered that it would be appropriate for the Social & Health Care Scrutiny Committee to be included in the consultation on the future of the Secure Unit.

The Executive noted that the Social & Health Care Scrutiny Committee might wish to make special arrangements to comment on the consultation before final decisions were made by the Executive in June.

RESOLVED: to:

(a) note the improvements made at the Secure Unit and the positive outcome of the inspections summarised in the report EX7A and ask the Head of Social Care for Children, on behalf of the Executive, to commend and thank the Thornbury House staff for their efforts and achievements; and

(b) authorise consultation with young people, parents and staff on the possible closure of the Secure Unit by end of September 2004 for the reasons set out in the report EX7B; and ask the Head of Children’s Services to report back to the Executive in June on the outcome of consultation with a recommendation for the future of the Secure Unit and outline proposals for the future of the Open Unit.

116/04. STRATEGY FOR BEHAVIOUR SUPPORT AND INCLUSION IN OXFORDSHIRE

(Agenda Item 8)

The Executive considered a report (EX8) which presented Oxfordshire’s Behaviour Support Plan, which had been developed following meetings of the multi-agency Behaviour and Inclusion Working Group.

Mr Scott responded to a number of detailed questions raised by Councillor Hodgson.

RESOLVED: to:

1. approve the Plan; and
2. confirm that officers with others should continue to pursue the strategies and developments detailed with it; and
3. agree that a letter should be sent by the three relevant Executive Members to all LEA-appointed school governors, drawing their attention to the fact that the educational attainment of pupils with statements of behavioural, emotional and social difficulties is poorer in Oxfordshire schools than elsewhere and underlining the importance of the Council’s strategy for behavioural support and the importance attached by the Council to inclusion issues.
   
   

117/04. REGIONAL AND SUB-REGIONAL PLANNING

(Agenda Item 9)

The Executive considered a report (EX9) which described progress on the preparation of the South East Plan, and in particular the work on sub-regional studies for Central Oxfordshire and the Western Corridor.

Councillor Joslin spoke in support of the Barker Report on the Review of Housing Supply which argued for a very substantial increase in the rate of house building, particularly in the south east, in order to reduce the rate of house price inflation. In response, Councillor Purse highlighted the need for a structured approach which took account of all relevant factors, not solely housing demand.

RESOLVED: to:

1. endorse the decisions taken by the Council’s representatives on the Central Oxfordshire and Western Corridor Sub Regional Studies, on the basis that such endorsement:

• did not imply acceptance of any particular level of growth in the area, but

• recognised the need for proper co-ordinated planning which would ensure that the necessary investment in infrastructure took place in advance of or in parallel with any development;

b. ask officers to respond as appropriate to the SEERA discussion papers in consultation with the Executive Members for Sustainable Development and Transport, and to take steps to raise the level of public awareness and debate in relation to the South East Plan and related issues; and

c. express concern that the timetable appeared rushed and was likely to militate against public involvement.

118/04. CORNMARKET STREET, OXFORD – CONSTRUCTION COSTS

(Agenda Item 10)

Council on 6 April 2004, arising on a motion by Councillor John Power, had resolved as follows:

"This Council is seriously concerned at the ever-escalating cost of the pedestrianisation of Cornmarket Street. The recent report in the Transport Capital Programme demonstrating a doubling of the costs is unacceptable. Council therefore urges the Executive to hold an independent inquiry on an all-party basis to prevent a recurrence."

The Scrutiny Co-ordinating Group on 19 April had agreed that - if asked to undertake a scrutiny review - they would support the principle of a joint review with Oxford City Council.

Councillor Power indicated that he concurred with the proposal for a joint scrutiny review provided it was put in hand urgently. He suggested that any review should investigate, in particular, what consultations and investigations had taken place prior to the commencement of work in Cornmarket Street, as to archaeological records, previous development proposals and public utilities and declared himself willing to participate as a member of such an inquiry.

Councillor Mold urged adequate funding for an inquiry, considered that elected members who had been involved in the original decisions on the scheme should not be involved in an inquiry except as witnesses, and that it should commence without delay.

RESOLVED: to:

1. pursue the suggestion of a joint scrutiny review;
2. request the Corporate Governance and/or Environment Scrutiny Committees (in view of their respective remits in relation to audit & financial review and transport) to:

1. lead such a review;
2. invite the relevant City Council Scrutiny Committee(s) to participate also; and
3. determine with the City Council the terms on which the review should be carried out;
   
   
3. support the idea that the review should be independently chaired and should take place and report as quickly as possible;
4. authorise the Leader and Deputy Leader of the Council to agree with the Chair of the Scrutiny Co-ordinating Group arrangements for funding of the County Council’s share of the costs of the review.
   
   

119/04. BUS SERVICE PROCUREMENT

(Agenda Item 11)

The Executive considered a report (EX11) on the issues, including options together with their costs, arising from a number of recommendations by a Complaints Panel to examine a complaint made by parents of school children travelling to and from King Alfred's Community & Sports College in Wantage. It also referred to the Transport Act 2000 requirement that local authorities draw up new Bus Strategies; the Strategy for Oxfordshire would ultimately replace the existing public transport policy document.

RESOLVED:

1. that "others" as written on Page 3 of the Public Transport Policy statement should not be defined to include "passengers" amongst the consultees but that the issue of consultation of bus passengers by the Public Transport Team, as set out in Annex 2 to the report, should be included in the course of preparation of the forthcoming Bus Strategy;
2. to refer the policy issues raised by the Complaints Panel (recommendation 1(c)) to the officer working party on the Government’s School Travel Action Plan Initiatives and draft School Transport Bill when set up;
3. not to circulate the current Public Transport Policy Statement around libraries and other outlets for the time being, but to ask officers to ensure the widest possible distribution of the forthcoming Bus Strategy once that was published;
4. to note that officers had been reminded of the importance of referring to the policy context in correspondence;
5. subject as mentioned in (a) above, that extra staff should not be employed to undertake on-bus ridership surveys as set out in Annex 2; and
6. to note the decision of the Transport Implementation Committee in awarding a new contract for service 32 at their meeting on 15 April.
   
   

120/04. FORWARD PLAN AND FUTURE BUSINESS

(Agenda Item 12)

The Executive considered schedules of proposed additions and amendments to the Forward Plan together with a list of items for the next two meetings.

RESOLVED: to:

1. agree the additions and amendments set out in Schedules 1 - 3 for the purpose of the Forward Plan for the ensuing four months subject to:

1. the addition of:

A34 Scoping Study (Transport) 1 June 2004;

Downs Road, Witney – Proposed A40 Interchange (Transport) 16 June 2004;

Cogges Link Road, Witney Transport 6 July 2004;

Local Government Offices in Central Oxford (Leader of the Council) 6 July 2004;

Oxfordshire Community Network – Further Development (Deputy Leader of the Council) subject to confirmation that decisions on this by the Executive were required;

2. the following amendments:-

2004/018 Transport Information Strategy for Bus Services from 18 May to 20 July 2004;

2004/034 ‘Real Nappies’ Scheme deleted:

2003/167A Senior Management Grading Structure from 6 to 20 July 2004

2004/073 Charging for Residents’ Parking Permits and Extension of Decriminalised Parking Deferred for time being; and

3. Items for TIC - 17 June 2004

in the Chair

Date of signing 2004

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