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To Members of the Executive

Notice of a Meeting of the Executive

Tuesday 7 September 2004 at 2.00 pm

County Hall, Oxford

Chris Impey
Assistant Chief Executive

Contact officer: Geoff Malcolm (Tel: 01865 815904; E-mail)

Membership

The Agenda is attached. Decisions taken at the meeting will become effective at the end of the working day on 15 September 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 20 July 2004 (EX3) and to receive for information any matters arising therefrom.

4. Petitions and Public Address
   
   (See Addenda)
   
5. Review of Financial Management
   
   (See also Addenda)
   

Executive Member: Leader of the Council
Forward Plan Ref: 2004/096
Contact: Mike Petty (01865 815622)

Report by Director for Resources (EX5).

Consultants RSM Robson Rhodes have now published their final report on financial management within the authority. This has been circulated to all members of the Council together with our cover report which sets out what we believe to be the key messages for the County Council, briefs members on the action that is already being taken to address some of the issues and sets out proposals for ensuring that all the recommendations made by RSM Robson Rhodes are addressed.

Our report proposes that to do this a detailed implementation plan should be drawn up, with action plans for the different components of the plan. These will need to build upon the work already done or in hand. We suggest that Best Value & Audit Committee (which is considering the report on 31 August) oversees progress against the implementation plan. (CCMT will also want to monitor progress against the implementation plan).

Robson Rhodes make a number of recommendations about an audit committee. We believe that there is an appropriate way forward that responds positively to the recommendations of Robson Rhodes but also retains an overarching Best Value & Audit Committee so that audit and best value matters can be considered at the same forum. We propose that the committee should be supported by an informal Audit Working Group, chaired by an independent member, which would meet in private to allow full and frank consideration of all risk, control and governance issues and report to the Committee with their advice. The Committee itself would continue to be responsible for overseeing audit issues.

The Best Value & Audit Committee is being recommended to:

a. welcome the report by RSM Robson Rhodes;

b. endorse the response set out in the report by the Chief Executive and Director for Resources, and in particular the proposals for:


1. drawing up an implementation plan;
2. monitoring progress against the implementation plan; and
3. the role of the Best Value & Audit Committee;



c. RECOMMEND the Council to agree the retention of best value and audit functions under a single committee as at present, subject to the proposals set out in the report by the Chief Executive and Director for Resources for the role of the Committee and the proposed Audit Working Group;

d. ask officers to report further to the Committee with specific proposals for the terms of reference for the Audit Working Group and any appropriate changes to the terms of reference for the Best Value & Audit Committee for recommendation to Council.

The Executive is RECOMMENDED as set out in (a) and (b) above, subject to the decisions thereon of the Best Value & Audit Committee (to be reported at the meeting).

6. Future Development of the SAP Management Information System

Executive Member: Leader of the Council
Forward Plan Ref: 2004/097
Contact: Stephan Conaway (01865 815590)

Report by Director for Resources (EX6).

The initial deployment of the County Council’s Management Information System (SAP) has fallen short of expectations in terms of financial management, reporting and support for change initiatives. The shortcomings have been documented in a review recently concluded by IBM. It is now essential that a remedial programme is undertaken to correct these problems and to extend the scope of SAP into operational areas that can improve management information and achieve operational efficiencies.

This report sets out the proposed way forward to undertake the necessary improvements. It will require an additional £1m investment this financial year above existing budgeted resources and, if the programme is carried forward for the subsequent three years, will require additional investment of £2m per annum in each of those three years. The proposed programme will be the centre of a substantial change initiative within the Authority and bring with it the potential for substantial savings, estimated at between £1m and £2m per annum when completed. This approach is consistent with the efficiency savings strategy agreed by the Best Value & Audit Committee.

The Executive is RECOMMENDED to:

1. endorse the report as the preferred way forward for SAP including the principle of moving to the shared delivery of services where this is more efficient;
2. confirm a supplementary estimate of £1m in respect of the delivery of Phase One of the revitalisation project, on the basis that further expenditure post 2004/05 will be subject to the Council agreeing appropriate budgetary provision.

7. Revenue Budget and Capital Programme 2005/06 – 2007/08
   
   (See also Addenda)

1. note the report;
2. approve the CCMT budget management proposals set out in the report;
3. ask officers to continue to pursue with government the issue of whether the £4.4m of additional grant received in 2004/05 will be continued for 2005/06;
4. ask the Capital Programme & Asset Management Steering Group to bring forward proposals for an I+ndicative capital programme for 2005/06 to 2007/08;

8. Social Inclusion – Scrutiny Review

Executive Member: Deputy Leader of the Counci
Forward Plan Ref: 2004/069
Contact: Myfanwy Lloyd, Scrutiny Review Officer (01865 810823)

Report by Corporate Governance Scrutiny Committee (EX8) (download as .doc file).

On 15 July the Corporate Governance Scrutiny Committee received the report of its Lead Member Review Group appointed to carry out its review of Social Inclusion. The Committee agreed the report for submission to the Executive. An executive summary of the report with its recommendations is attached (EX8). 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 by means of a short video which introduces the Review’s key findings. The Executive is asked to consider the Scrutiny Review Report recommendations.

In a separate report (EX8A) the Deputy Leader of the Council comments on the Review report and makes recommendations as to how the Executive might respond. His report includes a summary of recent consideration of social inclusion issues by the County Council Management Team and their intention to submit a draft Social Inclusion Strategy to the Executive at the 19 October meeting. In the meantime the Deputy Leader’s report recommends the Executive to:

1. adopt the definition of social inclusion as quoted in paragraph 7 of the report;
2. agree that the Council’s corporate commitment to promoting equality and social inclusion should be effectively communicated alongside the values and actioned appropriately, including mainstreaming within all directorate and service plans;
3. agree that the Council should continue to use its influence as a partner to encourage the application of the Council’s equality and social inclusion policies to the Oxfordshire Community Partnership’s Community Strategy and the Voluntary Sector Compact;
4. support CCMT’s nomination of the Director for Learning & Culture as the person accountable for social inclusion on CCMT;
5. support the recruitment and maintenance of dedicated staffing for social inclusion and equalities, as set out in paragraph 16 of the report, using existing resources;
6. endorse the need to review and restructure the present Social Inclusion Group;
7. support the development of the Oxfordshire in Detail tool and summary report, the people centred impact assessment framework and a social inclusion annual report;
8. ask the Consultation Officer to identify how consultation with hard to reach groups is currently being delivered and what further work needs to be done;
9. request the Chief Executive to include an endorsement in the scrutiny review video consistent with the Executive’s decision on these recommendations; and
10. note that the Director for Community Safety, on behalf of CCMT, will submit a further substantive report to the Executive on 19 October 2004.

9. Corporate Procurement Strategy

Executive Member: Leader of the Council
Forward Plan Ref: 2004/112
Contact: Stuart Rowe, Strategic Procurement Manager (01865 810139)

Report by Director for Resources (EX9).

This report sets out proposals for the formation of a Strategic Procurement Board to oversee the development and implementation of a Corporate Procurement Strategy for the Council, and the setting of targets and programmes, and to monitor the performance of the organisation in complying with the corporate requirements and meeting those targets and programmes.

A key aspect of the Corporate Procurement Strategy will be the need for it to be truly corporate and, in line with the National Strategy, to involve elected members. One of the key provisions in the draft Oxfordshire Strategy is the establishment of a corporate Strategic Procurement Board. The Executive is now recommended to agree the implementation of this provision so that it can (among other things) assist in the further development of the Corporate Procurement Strategy.

The Executive is RECOMMENDED to approve the establishment of a Strategic Procurement Board in accordance with the draft Constitution and Terms of Reference set out at Annex B to the report to oversee the development and implementation of the Corporate Procurement Strategy.

10. Oxford Castle: Heritage Interpretation Centre
    
    (See also Addenda)
    

Executive Member: Leader of the Council
Forward Plan Ref: 2004/131
Contact: Neil Monaghan, Head of Property (01865 815712)

Report by Head of Property (EX10).

The Oxford Castle project includes a new Heritage Interpretation Centre which will be located in the main Historic Buildings on the site. The Oxford Castle Trust will be responsible for fitting out and installation of the artefacts, equipment etc. for the Heritage Interpretation Centre to operate as a commercial attraction and educational facility. This is dependent upon funding, primarily from the Heritage Lottery Fund. A business case for the Heritage Interpretation Centre was submitted to the HLF It demonstrated that the Centre would be commercially viable subject to the forecast visitor numbers which will be needed for the majority of the income. The business case accepted that it will take time for the Heritage Interpretation Centre to become established and reach its full potential. The OPT therefore agreed to underwrite any revenue losses for the first five years following opening up to a maximum of £50,000 per year. The HLF will wish to be assured that any scheme which receives grant funding is viable for a sufficiently long period and that there are appropriate protections to cover risks. OPT have indicated that the HLF has suggested that if the County Council matches the OPT commitment to underwrite revenue losses up to £50,000 per year for five years, then the bid would be more likely to be approved.

The Executive is RECOMMENDED to consider whether, in principle, in any negotiations with HLF in response to an approach by it or a condition attached to its offer of grant. any additional revenue support should be provided for the Oxford Castle Heritage Interpretation Centre in the event that there is a revenue deficit for the Centre during the first five years of operation, and if so what should be the maximum amount of such support and any conditions attached to it.

11. Cogges Manor Farm Museum
    
    (See also Addenda)
    

Executive Member: Learning & Culture
Forward Plan Ref: 2004/092
Contact: Martyn Brown, County Museums & Heritage Officer (01993 814114)

Report by Director for Learning & Culture (EX11).

This report follows the report to the Executive on 16 June and subsequent discussions with West Oxfordshire District Council. It describes the work that has continued over the Summer and options for the future operation of Cogges Manor Farm Museum.

The District Council has confirmed that it is unlikely that the district would be in a position to make a significant contribution, if any, to Cogges after the current financial year, and the report identifies the following options for the future management of the museum by the County Council and the cost implication for each:

A. A stronger partnership between OCC and the Cogges Trust – to invest in and develop the museum.

B. A reduction in service with Cogges providing an education programme for Oxfordshire schools and limited public access.

C. Closing Cogges entirely and mothballing the site.

The report examines possible alternative sources of finance but concludes that although some capital funding to enable enhancement of the museum is likely to be obtainable, and that this would be likely to increases visitor income, there would still be an annual net cost under any of the three options ranging from £156k for option A to £44k for option C.

The Executive is RECOMMENDED to:

1. note that the management of Cogges Manor Farm Museum will revert to the County Council on 1 April 2005;
2. adopt an option (A, B or C) as a preferred option for the future management of the Museum, subject to the identification and allocation of the financial resources necessary to fund that option.

12. Pegasus Theatre

Executive Member: Learning & Culture
Forward Plan Ref: 2004/111
Contact: Richard Munro, Head of Cultural Services (01865 810277)

Report by Director for Learning & Culture (EX12).

Arts Council England (ACE) have offered the Pegasus Theatre Trust a Lottery grant of £2.7 million to develop the theatre. Preparation of final project proposals for the approval of ACE has raised a number of issues relating to the governance of Pegasus and a formal approach has been received from the Trust making a number of requests of the County Council.

These include approval for Pegasus to become a fully independent organisation, decisions regarding how the County Council will safeguard its interests in the theatre in future, transfer of assets to the Trust, transfer of staff, and capital and revenue funding arrangements.

The text of the Trust’s letter setting out its requests in detail is annexed to the report.

The Executive is RECOMMENDED to:

1. agree that the operation of Pegasus Theatre should be fully externalised to the independent Pegasus Theatre Trust (PTT);
2. give permission to the Pegasus Theatre Management Committee to wind itself up and transfer all its assets (including those owned by the County Council), liabilities and responsibilities to PTT;
3. authorise PTT to fully manage and deliver the next phase of the Pegasus development project;
4. instruct the Head of Cultural Services and the Head of Legal Services to draw up a contract with PTT to ensure that the County Council’s interests and those of the people of Oxfordshire are protected in the capital development and future operation of Pegasus Theatre;
5. require PTT to appoint any number of County Council nominees as Trustees, provided the total of such appointments is less than 20% of the total Board membership;
6. instruct the Head of Cultural Services, the Head of Property and the Head of Legal Services to negotiate the basis for the creation of new property rights to be taken by PTT on 1 April 2005, to be recommended for approval to a future Executive meeting;
7. agree in principle the transfer of existing County Council revenue budget in the form of an annual grant to PTT from 1 April 2005;
8. confirm that the commitments of £405,000 in 2005/06 and £375,000 in 2006/07 are to be included in the capital programme; and
9. note that consultation with three County Council staff regarding their possible transfer to PTT will begin in January 2005.

13. Use of School Premises for Community Purposes - Scrutiny Review

Executive Member: Schools
Forward Plan Ref: 2004/110
Contact: John Ord, Development Officer - Local Learning Centres (01865 8106152)

Report by Director for Learning & Culture (EX13).

On 1 June the Executive received the recommendations of the Learning and Culture Scrutiny Committee and gave them initial consideration. It asked the Director for Learning & Culture (DLC) to arrange for the recommendations to be considered in more detail by the Extended Schools Strategy Group and for the DLC to report back at the earliest opportunity with a prioritised action plan.

The Strategy Group has considered the Review report and recommendations very carefully and has noted the following points:

- the Review is timely and has been broadly welcomed by Headteachers, staff and governors

- the Review is wide-ranging, forceful and challenging and it demands a coherent response

- the Review focuses primarily on the efficient use of premises and on maximising facilities for the community.

The report comments on each of the Review's 18 recommendations and sets out an overall action plan in response. The main group of actions will be taken forward as part of the Directorate's Education Development Plan for 2004/05 and using new grant monies that are expected from the DfES starting in 2005/06.

A second Group of actions will be taken forward through the Capital Programme and Asset Management Plan Steering Group.

The Executive is RECOMMENDED to:

1. welcome the recommendations of the Scrutiny Review Report "Room at School" and thank the members of the Review Group and the officers supporting them for the work they have done on the Review;
2. endorse the action plan in response to the Review set out in the report and Annex 1.

14. Transport Information for Bus Services

1. decide whether to request officers to explore further any or all of the following information issues outlined in the report and report back with detailed costs to a future meeting:

1. supply and maintenance by the County Council of timetable cases at all bus stops;
2. provision by the County Council of co-ordinated timetable information at all bus stops;
3. provision of a standard bus stop flag;
4. an active programme of bus stop infrastructure provision;
5. twice-yearly area timetable guides in place of the current annual countywide guide;
6. "Where to catch your bus" maps throughout the County;
7. a public transport telephone enquiry line for Oxfordshire separate from Traveline;
8. a website Journey Planner separate from Traveline; and
9. a programme of local marketing initiatives throughout the County, similar to that proposed for Witney;

2. authorise officers to supply bus stop poles, flags and timetable displays as a complete package without the need for a request or contribution from the local council or other party as required by the terms of the existing delegation, but subject to care being taken to avoid excessive signing in environmentally sensitive areas and to no material objection having been raised by the local council concerned (or otherwise with the concurrence of the relevant Executive Member);
3. authorise officers to produce pilot Area Guides, and to investigate the preferred format for these by producing different versions and consulting representatives of the general public, to be funded jointly with operators wherever possible;
4. authorise officers to investigate the production of "Where to catch your bus" maps for all ITS towns, subject to funding being available;
5. note the difficulties currently being experienced with the Traveline service, and that officers will report back to a future meeting in the event that these difficulties cannot be overcome;
6. agree the allocation of £50,000 from the PSA pump-priming grant to an Information & Promotion campaign to be focussed on Witney, including improvements in Witney Market Place and a Witney Area Guide.

15. A40 Headington/Green Road Roundabout Improvements

Executive Member: Transport
Forward Plan Ref: 2004/091
Contact: David Clough (01865 815743)

Report by Head of Transport (EX15).

The westbound A40 approach to the Green Road Roundabout suffers from heavy congestion at all times of the day with average queues of approximately 1100 metres forming during the morning peak period. Long queues also form on the southbound A40 and the A4142 Eastern Bypass during morning and evening peak periods.

Faber Maunsell have investigated the best form of improvement to the existing Green Road Roundabout. This work was put before the Executive at the 4 March 2003 meeting. The Executive agreed that the long term measures to signalise the roundabout be developed further and consultation undertaken. There are also short and medium term measures, an eastbound bus lane on the A420 London Road approach to the roundabout and traffic signals on the two junctions of Waynflete Road with Bayswater Road. These were approved for implementation by the Transport Implementation Committee on 8 January 2004 following consultation and exhibitions in late September 2003.

The report summarises the results of consultation on the long term improvements to the Roundabout, which was held in May and June 2004. These showed general support for the proposals and the report seeks approval for the measures on a bid for the Capital Programme with a target construction start in spring 2006. It is also proposed to bring forward traffic management measures for Quarry to match the long term measures programme.

The Executive is RECOMMENDED to:

1. note the outcome of the consultation as summarised in the report and set out in more detail in the report of consultants Faber Maunsell;
2. approve in principle the implementation of the long term measures as detailed on the plan at Annex 1 to the report, with a target construction start in spring 2006, subject to consideration of its inclusion in the Transport Capital Programme following the settlement of the overall Budget and Capital Programme by the Council in February;
3. approve the Project Appraisal attached to the report; and
4. approve in principle the acceleration of the Quarry Traffic Management Scheme to 2005/06 subject to consideration of the necessary adjustment to the Transport Capital Programme in the October 2004 update.

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

August 2004

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