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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 20 July 2004 at 2.00 pm

County Hall, Oxford

Chris Impey
Assistant Chief Executive

Contact officer: Deborah Mitchell (Tel: 01865 815463; E-mail)

Membership

Decisions taken at the meeting will become effective at the end of the working day on 28 July 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

1. Apologies for Absence
2. Declarations of Interest – see guidance note
3. Minutes

To confirm the minutes of the meeting held on 6 July 2004 (EX3) and to receive for information any matters arising therefrom.

4. Petitions and Public Address
   
   (See Addenda)
   

5. Financial Monitoring

1. agree the application of the identified uncommitted grant of £2.314m against potential service pressures in Social & Health Care arising in year as set out in the report;
2. approve the adjustments shown in the updated Capital Programme at Annex 8.

6. Review of Property Assets
   
   (See also Addenda)
   

• findings of the work on the hub/satellite and cluster options and the conclusions reached and recommendations made;
• proposals for reviewing our approach to the maintenance of the Council’s buildings;
• findings of the reviews of smallholdings, staff housing, traveller sites and leasing policy and the recommendations made;
• further work required and a timetable for that work.

1. indicate support for the approach to the review of offices in the northern area and that option 3 should be the preferred option at this stage, subject to the findings of a review of offices in the City and southern area, and to the outcome of the workshops intended to identify non-office and partner opportunities and facilitate local member input;
2. agree the proposal for reviewing the Council’s approach to repair and maintenance as set out in Annex 5, the review to include how need is assessed and priorities set, a risk assessment and an assessment of options for addressing the backlog;
3. agree the recommendations set out in the report on traveller sites, smallholdings, staff housing and leased/composite sites;
4. agree to detailed analysis of office provision in the City and southern areas of the County, as has been carried in the northern area, including reviews of Yarnton House, the Cricket Road Centre and provision of corporate learning and development facility; and
5. request a further report in December 2004 setting out the conclusions of the work arising from the above recommendations, including a proposed strategy and outline implementation plan for the whole county, and request the Corporate Governance Scrutiny Committee to consider the conclusions of this work in November 2004.

7. Human Resources Strategy
   
   (See also Addenda)
   

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2004/078
Contact: Steve Munn, Head of Human Resources (01865 815191)

Report by Head of Human Resources (EX7).

This paper reflects feedback on a draft HR Strategy has been the subject of consultation with members of staff. As would be anticipated from taking a variety of different approaches with a diverse population we have received a large amount of helpful but sometimes conflicting feedback. The challenge has been to grasp the emerging themes and to reflect these in the final version of the Strategy document. The overwhelming message from the various parties consulted has been to make sure that we both listen to and work with the feedback given. There has been support for the partnership approach proposal and acceptance of the need to do things differently. There are however elements of the document that have not been so well received by consultees, both in terms of style and content.

This feedback has informed both the style and content of the final draft of the HR Strategy. For example, the branding concept has been explored in some detail in the process: whilst it does not appeal to all the balance of opinion sought and received has led to it being proposed that the branding be retained. The requirement for partnership working at all levels to effectively deliver the key activities contained in the HR Strategy has been well understood and supported.

The Executive is RECOMMENDED, subject to consideration of the comments of the Corporate Governance Scrutiny Committee (to be reported at the meeting) to approve the draft HR Strategy.

8. Faith Schools - Scrutiny Review

Executive Member: Schools
Forward Plan Ref: 2004/070
Contact: Julian Hehir, Scrutiny Review Officer (01865 815673)

On 29 June 2004 the Learning & Culture Scrutiny Committee received the report of its Lead Member Review Group appointed to carry out its review of Faith Schools. The Committee agreed the report, without amendment, for submission to the Executive. An executive summary of the report with its recommendations is attached at (EX8) (download as .doc file). The full report 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.

Members of the Review Group will attend the Executive to present their report.

With reference to recommendation 5, Mr Bevan, Co-opted member representing the Roman Catholic Church, reported that Trustees of Roman Catholic schools had to abide by the terms of their Deeds: this could mean that Trustees were unable to reserve places for pupils who were not of the Catholic faith if this would result in pupils of the Catholic faith being unable to attend the school.

The Executive is asked to consider and respond to the Learning & Culture Scrutiny Review report and its recommendations.

9. Heritage Services Best Value Review

Executive Member: Learning & Culture
Forward Plan Ref: 2004/080
Contact: Martyn Brown, County Museums & Heritage Officer (01993 814114)

Report by Director for Learning & Culture (EX9) (download as .doc file).

This Review reported to the Best Value Committee on 26 May 2004 together with Action Plans. The Review focused on producing a five year strategy with the aim of addressing the service pressures and turning the service into a top quartile performer. The Review explained that within the existing budget of the service efficiency savings could have little impact on the severe infrastructure problems. The Best Value Committee:

1. endorsed the Heritage Service Review report and Action Plans;
2. referred the outcomes of the review to the Learning & Culture Scrutiny Committee for them to make any observations, including choosing a preferred option, on the Review and Action Plans to the Executive; and
3. recommended the Review and Action Plans to the Executive.

The Learning & Culture Scrutiny Committee considered the Review document on 29 June 2004. The Committee agreed to advise the Executive that the Committee’s preferred option was option (c) in the report but the Committee would accept option (b) with the addition of extra staffing to undertake cataloguing.

The Executive is RECOMMENDED, subject to the consideration of the comments of the Learning & Culture Scrutiny Committee, to approve the Review report and Action Plan for implementation.

10. Corporate Environmental Policy - Scrutiny Review

Executive Member: Sustainable Development
Forward Plan Ref: 2004/071
Contact: Myfanwy Lloyd & Julian Hehir, Scrutiny Review Officers (01865 810823 & 815673)

On 6 July 2004 the Environment Scrutiny Committee received the report of its Lead Member Review Group appointed to carry out its review of Corporate Environmental Policy The Committee agreed the report, subject to minor amendments, for submission to the Executive. An executive summary of the report with its recommendations is attached at (EX10) (download as .doc file). 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.

Members of the Review Group will attend the Executive to present their report.

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

11. UK Sustainable Development Strategy

Executive Member: Sustainable Development
Forward Plan Ref: 2004/106
Contact: Chris Cousins, Head of Sustainable Development (01865 815459)

Report by Head of Sustainable Development (EX11) (download as .doc file).

In May the government issued a consultation paper entitled "Taking it on – developing UK sustainable strategy together". It invited responses by 31 July. The report summarises the main points of the consultation paper and suggests a response.

The report finds that suggested general aims for the strategy are largely unexceptionable, but do not seem to advance the debate significantly. It is noted that there is little evidence of involvement of government departments outside ODPM and DEFRA in the preparation of the consultation paper, which does not address a number of important issues such as the scope for reducing greenhouse gas emissions through transport and development policies. The report also highlights the "democratic deficit" in regional and planning processes introduced by the government.

The report concludes that there is less need for a new sustainable development strategy than there is for more concerted action and leadership to implement the existing one; that the government should set a clear and strong framework for sustainable behaviour by giving a consistent message through the economic and regulatory instruments at its disposal; and that it should encourage local discretion and innovation in promoting sustainable development by devolving more power and resources to local authorities.

The Executive is RECOMMENDED to authorise a response to the consultation paper on the basis of the comments set out in the report.

12. 50 mph Speed Limits

1. adopt the outline criteria and consultation procedures set out in the report for evaluation of proposals for 50 mph speed limits;
2. endorse the proposals in the Annexes to the report illustrating survey methods, route extent, preliminary consultation and supporting measures to be used in conjunction with new 50 mph speed limits.

13. Senior Management Grading Structure

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2003/167A
Contact: Ann Lowe, Deputy Head of Committee Services (01865 815384)

Report by Grading Structure Working Group (EX13).

The job evaluation review for all Green Book employees was implemented from 1 June 2003. Subsequently in August 2003 the Executive set up a small working group to advise it on a grading structure for senior posts and to advise the Gradings Sub-Committee of the Democracy & Organisation Committee on any changes to individuals’ gradings that might result. Reviews have been completed for the pay of the jobs which make up the County Council Management Team and the Executive has received reports in respect of those jobs. A further review has now been undertaken covering Heads of Service and a number of other senior jobs in order to provide a consistent approach to the management of pay across the authority and because there was a recognised need for a coherent approach to the pay of senior jobs.

The working group has now concluded its work on this second stage of the review and this report contains its recommendations to the Executive as required. Once the Executive has agreed the proposed grading structure, any resulting changes to the gradings of individuals will be dealt with by the Gradings Sub-Committee.

The Executive is RECOMMENDED to:

1. approve the new grading structure at Annex 1 (download as .doc file);
2. agree to the phased costs of implementation of the new grading structure, to be found from within existing Directorate budgets;
3. endorse the principles set out in paragraph 7 of the report.

14. Adult and Community Learning Staffing Structure

Executive Member: Learning & Culture
Forward Plan Ref: 2004/081
Contact: Mari Prichard, Head of Adult and Community Learning (01865 815153)

Report by Director for Learning & Culture (EX14).

This paper gives the rationale for the forthcoming modernizing of the structure of the Adult and Community Learning Service. Staff consultation took place between 24 May and 14 June, and consultation with the main relevant staff union the following week, based on a document sent to all staff, and supported by explanatory meetings. The consultation process did not provide a clear preference in terms of a restructure model, but there was evidence of a broadly receptive climate for change.

Following the consultation, managers have identified a preferred model, which locates most curriculum line management in the three county divisions, with team members responsible for convening cross-county groups to maintain consistency and quality. New countywide projects will continue to have central management until ‘embedded’. Between two and five locations in each division are likely to retain substantial administrative functions, the remainder will be course venues, or be used as a base for small numbers of academic staff.

The Executive is RECOMMENDED to endorse the principle of restructuring of the Adult and Community Learning Service as outlined in the report.

15. Promotion of Race Equality

Executive Member: Deputy Leader of the Council
Forward Plan Ref: 2004/109
Contact: Adrian Harper-Smith (01865 810179); Sean Gibson (01865 815482)

Report by Head of Democratic Services and Head of Human Resources (EX15).

The Council on 15 June had before it a notice of motion in the name of Councillor Robert Evans. In his absence the motion was proposed by Councillor Liz Brighouse and was adopted in an amended form. As amended the motion "recommends the Executive to arrange for all members of the Council to undertake appropriate training, learning and development on the extent and nature of the Council’s duties under the [Race Relations (Amendment) Act 2000], as a matter of considerable urgency"

Training of the kind envisaged in the motion should in any event be provided for all staff under the Race Relations (Amendment) Act but would be also relevant to the activities of members in a variety of roles. It is proposed that an appropriate module should be added to the core member training programme, and a more detailed specification developed in consultation with (in particular) the Oxfordshire Racial Equality Council. Officers will also look to exploit the benefits of sharing the development of course content and training providers for such generic courses between staff training programmes and the learning and development facilities offered to members and officers.

The Executive is RECOMMENDED to endorse the proposals set out in the report for the institution of training for members on the duty to promote race equality and commend it to members as a core component of the member skills base.

16. Invest to Save Budget Bid: Improving the Housing Adaptation Process

Executive Member: Community Care & Health
Forward Plan Ref: 2004/098
Contact: Sandra Stapley, Operations Manager, Older People & Physical Disabilities (01865 854487)

Report by Director for Social & Health Care (EX16).

It is proposed that the Council should be the lead organisation, working in partnership with the five PCTs and the five District Councils in Oxfordshire, in an application for funding through an Invest to Save Budget Bid to "Improve the Housing Adaptation Process for Disabled People". The Invest to Save Budget is a joint Treasury/Cabinet Office initiative which provides support for projects which will increase joint working between government departments, local government, voluntary sector and other agencies to identify innovative ways of delivering better quality public services on a better value for money basis.

The basis of the proposed partnership bid is the achievement of improvements in the process of identifying and commissioning housing adaptations in order to save time and costs and to enable people to remain safely at home by use of Assistive Technologies, allowing clients to become more independent and reducing the need for care visits; improved Information Technology to provide more effective administration; access to a web-based Disability Housing Register, allowing matching of client needs; and improvements in contractor recruitment.

The total cost of the proposed Bid scheme will be approximately £1m. Of this sum, 25% will be required to be provided by the partners, all of whom, under the Invest to Save Rules, must benefit from the scheme. Full details of savings are being developed, but payback is projected in less than one year.

The Executive is RECOMMENDED to:

1. approve in principle the preparation and submission of an Expression of Interest to obtain Invest to Save Budget funding to improve the housing adaptation process on the basis outlined in the report;
2. agree in particular an initial County Council contribution of £250,000 on behalf of the Bid partners subject to agreement with District Councils guaranteeing that 50% of that contribution can be reclaimed from savings in the costs which would otherwise have been incurred by those councils before residual savings are utilised by them;
3. authorise the Director for Social & Health Care, in consultation with partners and with the Executive Members for Community Care & Health and Children & Young People:

1. to approve the Expression of Interest document for submission via the Office of the Deputy Prime Minister to the Treasury and Cabinet Office; and
2. providing that the Expression of Interest is successful, to approve a Full Bid presentation.

17. Interim Statement on Internal Control 2003/04

Executive Member: Leader of the Council
Forward Plan Ref: 2004/103
Contact: Peter Clark, Solicitor to the Council,/Hilary Cameron, Principal Financial Manager (01865 815363/ 815460)

Report by Head of Finance and Solicitor to the Council (EX17).

The Accounts and Audit Regulations 2003 place a requirement on authorities to include a statement on its whole system of internal control as part of the Statement of Accounts. Internal control and risk management are increasingly recognised as important elements of good corporate governance. The scope of internal control spans the whole range of the Council’s activities and includes controls designed to ensure that the Council’s policies are put into practice; its values are met and laws and regulations are complied with; required processes are adhered to; financial statements and other published information are accurate and reliable; human, financial and other resources are managed efficiently and effectively; and high quality services are delivered.

This report proposes an Interim Statement on Internal Control (SIC) for 2003/04. It advises on the work undertaken to produce the interim statement and looks at how production of the full statement for 2004/05 onwards should be coordinated. Once approved by the Executive, the Interim SIC will be signed by the Leader of the Council and Chief Executive. It will then be incorporated into the Statement of Accounts for 2003/04 for formal approval by the Best Value Committee, whose responsibility this is under the Council’s Constitution.

The Executive is RECOMMENDED to approve the draft Interim Statement on Internal Control 2003/04 for incorporation in the Annual Statement of Accounts.

18. Local Government Finance: Consultation on Grant Amendments for 2003/04 and 2004/05

Executive Member: Leader of the Council
Forward Plan Ref: 2004/104
Contact: David Illingworth, Financial & Business Planning Consultant (01865 815352)

Report by Head of Finance (EX18).

Normally, the amount of RSG announced for the Council each year at the Settlement is fixed. However, there are legal powers to amend the Settlements and the government plans to use them more frequently. The Council now has an opportunity to comment on the government’s proposals to issue ‘amending reports’ which will affect the amount of Revenue Support Grant (RSG) that the Council is allocated for 2003/04 and later years. Any response must be sent to the Office of the Deputy Prime Minister (ODPM) by 10 August 2004.

The report proposes a draft response to the government’s consultation, setting out concerns about the use of Census data as proposed in the amending reports. The main cause of change is likely to be revisions to the population estimates that are used in the RSG calculations. Officers are sure that all up-to-date information about circumstances in the County should be used when calculating RSG. Officers also have concerns about the plans to issue an amending report for 2004/05 earlier than is strictly necessary.

The Executive is RECOMMENDED to:

1. note the concerns set out in the report about the way that 2001 Census data is used in calculating Oxfordshire’s RSG figures;
2. note that the proposals to issue Amending reports increase the uncertainty about Oxfordshire’s RSG figure for 2005/06 and grant payments in that year;
3. endorse the principle that the Government should use all the most up-to-date 2001 Census data and not just some of it;
4. authorise the Leader of the Council to respond to the government’s consultation paper as proposed in Annex B to the report subject, in consultation with the Head of Finance, to amendment in the light of any other technical information that becomes available before the deadline expires.

19. School Admission and Exclusion Appeal Panels

Executive Member: Leader of the Council
Forward Plan Ref: 2004/066
Contact: Sheila Sturgeon, Education Appeals Officer (01865 810180)

Report by Head of Democratic Services (EX19).

This report reviews the present allowances in respect of financial loss, travelling and subsistence paid to admission and exclusion appeal panel members’ allowances and asks the Executive to make recommendations to the full Council to determine revised rates and arrangements for their payment.

A small sample survey of other authorities showed wide variations between authorities in the amounts paid to panel members, but on average payments are at a higher level than currently paid in Oxfordshire. The report concludes that there appears no reason for this Council to pay travelling and subsistence allowances other than at the rates payable to Council members, subject to the same conditions as apply to Council members for the provision of receipts and/or other evidence of expenditure and the submission of claims within two months of the expenditure being incurred.

The majority of this authority’s panel members are retired while a few either work part time or are self-employed. In order to attract more people who work full time, it is recommended that the limit for payment of financial loss allowance be increased to £100 per day, which would go somewhat closer to reflecting the local area’s earnings potential than the present £52.49.

The Executive is RECOMMENDED to RECOMMEND the Council:

1. to approve, for school admission and exclusion appeal panel members, the same travel and subsistence allowances as are payable to members of the Council, subject to the same requirements as to the submission of claims and the supply of evidence;
2. to approve an increase to £100 per day in the maximum amount payable to a school admission or exclusion appeal panel member for financial loss necessarily incurred as a result of attendance at an appeal panel hearing, subject to sufficient documentary evidence being produced to identify actual loss; and
3. that the revised allowances and rates be effective from 1 October 2004.

20. Forward Plan and Future Business
    
    (See also Addenda)
    

July 2004

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