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To Members of the Executive

Notice of a Meeting of the Executive

Wednesday 6 April 2005 at 10.00 am

County Hall, Oxford

Chris Impey
Assistant Chief Executive

Contact officer: Matt Bayliss (Tel: 01865 815384; E-mail)

Membership

Decisions taken at the meeting will become effective at the end of the working day on 14 April 2005 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 15 March 2005 (EX3) and to receive for information any matters arising therefrom.

4. Petitions and Public Address
   
   (See Addenda)
   
   
5. Annual Audit Letter 2004/2005

Executive Member: Leader of the Council
Forward Plan Ref: 2005/025
Contact: Sue Scane, Head of Finance & Procurement (01865 816399)

The Head of Finance & Procurement reports as follows:

On 9 March 2005 Andy Burns, the District Auditor & Relationship Manager for the Council, presented the Annual Audit & Inspection Letter 2004 to the Best Value & Audit Committee. The Letter represents a summary of the Auditor’s work and key findings relating to the financial year 2003/04. The Letter was circulated to all County Councillors and relevant officers on 1 February 2005.

Pages 2 and 3 of the Letter (reproduced herewith – EX5 (download as .pdf file)) contain the key messages, relating to the CPA Assessment 2004 (since somewhat overtaken by the update assessment of the Council as a good authority); other performance work; other Audit Commission Inspections; Social & Health Care client finance system failures; accounts; the financial position; and other governance issues.

The actions identified as needed by the Council are shown on page 3; these are already being addressed through the variety of existing action plans, which have been developed and reported to the Executive and the Committee and/or its Working Group. However the Best Value & Audit Committee expressed concern about the transparency of this and asked the Executive to consider how audit information and action is presented to members.

The Committee also drew to the attention of Scrutiny Committee Chairs and the Scrutiny Coordinating Group those aspects of the Letter which relate to Scrutiny activities.

The Executive is RECOMMENDED to:

1. receive the Annual Audit & Inspection Letter 2004 and note that the identified actions are already incorporated in a variety of existing action plans;
2. decide upon any further steps that may be considered helpful in presenting audit information and action to members.

6. Oxford's West End
   
   (See also Addenda)
   

Executive Member: Leader of the Council
Forward Plan Ref: 2004/137
Contact: Chris Impey, Assistant Chief Executive (01865 815307)

Report by Strategic Director for the Environment (Oxford City Council) and Assistant Chief Executive (Oxfordshire County Council) (EX6).

The Area Development Framework (ADF), recently received from David Lock Associates (DLA) provides an exciting vision for the renaissance of Oxford’s West End. Further work is required to develop the vision and begin the process of implementation, but the ADF will enable the City Council to commence work on the preparation of an Area Action Plan for the West End, and at the same time to use the City and County Councils’ West End land-holdings to help further shape and deliver the vision outlined by DLA.

Design principles identified in the ADF include easy access to and through the area, particularly for pedestrians and cyclists; high quality routes with street elevations having active frontages; mixed uses throughout the area; a new bus facility adjacent to a redeveloped Westgate Centre; landmark buildings demonstrating architectural excellence; and key public spaces (Oxpens Square, Abbey Place, Frideswide Square, Bonn Square and Castle Mill Stream.

The City Council’s Executive Board is considering the report and recommendations on 4 April; its decisions will be reported at the meeting.

The Executive is RECOMMENDED to:

(a) welcome the Area Development Framework (ADF) as a significant step towards the renaissance of Oxford’s West End, based as it is on joint working between SEEDA and the City and County Councils, and building on the comments received from last autumn’s consultation exercise;

(b) endorse the Design Concept and the Development Principles in the ADF as material planning considerations, to enable the work in the ADF to be taken forward into the Local Development Framework and to form the basis for an Area Action Plan;

(c) confirm the next steps as described in paragraph 8 of the report.

7. Corporate Procurement Strategy

The Head of Finance & Procurement reports as follows:

• using corporate contracts;
• aggregating demand for specific goods and services;
• collaborating, when two or more Directorates procure or consume (e.g. ICT, energy etc) the same or similar goods and services;
• complying with procurement policies and contract procedure rules;
• using a project / gateway review process for all procurement projects over £1 million;
• sharing resources for the overall good of the Council and its customers; and
• using its purchasing power to stimulate innovation and competition in supply markets.

8. Corporate Policy for Modern Workstyle in Council Offices

Executive Member: Leader of the Council
Forward Plan Ref: 2005/016
Contact: Neil Monaghan (01865 815712)

Report by Head of Property (EX8).

This report seeks the Executive’s endorsement to the draft policy for Modern Workstyle and guidance for Flexible Working. Modern Workstyle would then be applied incrementally to all County Council offices as and when opportunities arise, and subject to affordability. Occupancy surveys in headquarters buildings indicate a wide variation in levels of occupancy. In many of the Council’s buildings there are pressures on space, shortage of meeting and other facilities and generally the working environment is less than satisfactory. Ad hoc changes to office layouts have often resulted in ineffective use of space and adverse impact on environmental conditions. A consistently applied Modern Workstyle approach is needed for future property rationalisations and smaller changes. Implementation Plans for the Review of Property Assets have been provisionally based on the adoption of this as a corporate policy.

The Authority has a number of well-established policies relating to flexible working and home working. These have been consolidated into a single Flexible Working/Work Life Balance Policy. Also, Corporate ICT is creating a Service Level Agreement, which provides clarity to all aspects of its services including those directly relevant to the Modern Workstyle/Flexible Working approach.

The draft policy, principles and guidelines have been endorsed by the Business Managers’ Group, Heads of Service (Policy Advisory) Group, CCMT and the County Council/Employees Joint Consultative Committee the latter with reservations and comments.

A business case for Central offices reorganisation is being considered and, subject to financial viability and other considerations, will be presented to the Executive on 7 June.

The Executive is RECOMMENDED to endorse the draft Corporate Policy for Modern Workstyle and Guidance for Flexible Working, including the consolidated Flexible Working/Work Life Balance Policy at Annex E to the Policy/Guidance.

9. Oxford Castle Heritage Interpretation Centre
   
   (See also Addenda)

The Executive is RECOMMENDED to:

1. confirm formally that revenue support of up to £50,000 per annum will be provided for the Oxford Castle Heritage Interpretation Centre in the event that there is a revenue deficit over and above the amount underwritten by the Oxford Preservation Trust for the Centre during the first five years of operation;
2. support further discussions on the operation and management of the Oxford Castle Heritage Interpretation Centre with a prospective commercial operator and authorise an agreement on terms to be agreed with the Oxford Castle Trust, in the event that this is selected as the preferred option;
3. endorse the process set out in the report for the future nomination of County Council nominated trustees for the Oxford Castle Trust;
4. authorise a further supplemental agreement between the County Council and Oxford Castle Limited providing for the headlease of the Oxford Castle site to be granted to Oxford Castle Limited upon completion of building works to be detailed in a revised schedule (this to include the ancient buildings on the site), retaining adequate protection from the Bank Guarantee Bond, making provision for access to the site for Oxford Preservation Trust, and including such other incidental provisions as may in the opinion of the Head of Property and Solicitor to the Council be required.

10. Disposal of Property at Leiden Road, Oxford

Executive Member: Leader of the Council
Forward Plan Ref: 2004/186
Contact: Neil Monaghan, Head of Property (01865 815712)

Report by Head of Property (EX10).

At its meeting on 3 November 2004, the Executive considered a report about the planning appeal submitted by the County Council in relation to the Marywood House site with particular reference to the provision of affordable housing associated with the residential development proposal for the site. The Executive agreed an approach to the pursuit of the appeal but requested a further report, to consider the need for community facilities in the Wood Farm area, in the context of the existing community facilities on the Wood Farm School site and the implications for the development of Marywood House. This report provides an update on the preparation of the Wood Farm Site Development Plan and progress with the Marywood House planning appeal.

The preparation of the Site Development Plan for Wood Farm School has clearly indicated that there are potential solutions to address all the school's needs, subject to funding being available. These do not impact upon the Community Centre building and it is clear therefore that, based upon the Site Development Plan, there is currently no requirement to terminate the Community Centre lease.

A second planning appeal for the Marywood House site is currently with the Planning Inspectorate. A unilateral undertaking for affordable housing provision has been submitted with the appeal and if the Planning Inspector accepts this as appropriate provision, the outstanding issue will be how community provision is viewed. There is currently a backlog of planning appeals with the Planning Inspectorate and the programme given by the Planning Inspectorate is that a decision cannot be expected until autumn 2005.

The Executive is RECOMMENDED to agree that;

(a) the City Council be advised that, should it wish to acquire the Marywood House site, a deadline will be set to agree terms, such deadline to be within four weeks of the notification of the Inspector’s decision on the planning appeal;

(b) if the City Council confirms it wishes to acquire the site and if terms can be agreed, then the site should be sold to the City Council;

(c) if the City Council does not wish to acquire the site or if terms cannot be agreed, and if the planning appeal is successful, then the site should be sold on the open market, otherwise there will need to be a further report to the Executive with a recommendation on the future use of the site;

11. 20 mph Speed Limits

Executive Member: Transport
Forward Plan Ref: 2004/102
Contact: Geoff Barrell, Principal Engineer, Road Safety (01865 810450)

(EX11)


The Interim Head of Transport reports as follows:-

In 2002 the Executive approved the development of a speed management strategy to help set a consistent framework for all new speed limits and focus on the most effective limits promoted within the works programme. In adopting the recommendations of the Scrutiny Review the Executive agreed to set up a Task Force to oversee the development of the Strategy. The Executive has agreed criteria for 50, 40, and 30 mph limits. This report proposes criteria for 20 mph limits and zones.

There are increasing calls for 20 mph limits and zones; a limit generally covers a single route while a zone encompasses an area of several streets. Government guidelines strongly advise that 20 limits and zones should be largely self-enforcing by ensuring that the physical environment or additional calming keeps average speeds below 25 mph at all points. In some locations the 20 signs and existing road layout alone can achieve this but additional calming is usually needed and is mandatory in 20 zones.

20 limits and zones have a high profile role in not only casualty reduction but also in changing attitudes to speed and the way public space is shared between vehicles and vulnerable road users which could encourage more cycling and walking. Accordingly the presumption should be to allow these measures wherever possible provided funding is available to ensure the design criteria are met.

The Executive is RECOMMENDED to adopt the criteria governing 20 limits and zones outlined in this report.

12. Pegasus Theatre

• winding-up of the former Pegasus Theatre Management Committee and transfer of its assets, responsibilities and staff to the independent Pegasus Theatre Trust;
• work on detailed capital and organisational development plans to be submitted to Arts Council England;
• negotiations between the County Council and the Trust regarding the lease of the site and building.

The Executive is RECOMMENDED to:

13. Co-ordinated Admissions Arrangements

Executive Member: Schools
Forward Plan Ref: 2005/037
Contact: Neil Darlington, Education Officer, Admissions & Transport (01865 815844)

Report by the Director for Learning & Culture (EX13).

This Council has introduced coordinated admissions schemes for both primary and secondary schools for entry in 2005. There is a requirement for both schemes to be reviewed each year and the revised schemes then have to be adopted by 15 April of the year preceding entry. The purpose of this report is to seek the endorsement of the Executive to the arrangements for September 2006 following statutory consultation. It is proposed to make only minor changes to the current schemes of coordination.

The Code also requires admission rules for schools for entry in September 2006 to be determined by 15 April 2005. Individual admitting authorities are responsible for consulting upon and determining admission policies for their schools. The County Council is the admissions authority for community and voluntary controlled schools and has consulted upon the proposed admission rules for 2006.

The proposed schemes of co-ordination, the admission rules for community and voluntary controlled schools, and the proposed admission numbers for community and voluntary controlled schools are circulated with the report.

The Executive is RECOMMENDED to agree the coordinated admission arrangements and admission policies described in this report.

14. Explosives Act Licences

Executive Member: Community Safety
Forward Plan Ref: -
Contact: John Leverton, Head of Committee Services (01865 815314)

The Head of Democratic Services reports as follows:

The sitting of a new explosives factory or magazine (e.g. for fireworks manufacture or storage) requires a licence from the Health & Safety Executive under the Explosives Act 1875. The procedure includes an application to the County Council for "assent" to the licence grant, following a hearing of both the applicant and any objectors. (The amendment of an existing licence is subject to the same procedure.) An application for such assent has just been received, for a magazine facility at Watlington Hill Farm, Watlington. The County Council is obliged to deal with this "as soon as practicable".

Formerly such applications and hearings were held by an Urgency Sub-Committee of the then Public Protection Committee. This is now an executive function. In the past applications have not generally been controversial, but any individual proposal could well raise local disquiet, and in these circumstances it may be considered inappropriate to delegate the function entirely to an officer (although this could legally be done.) However nor does it seem appropriate to have a hearing before the whole Executive.

Following consultation with the Executive Member for Community Safety and Director for Community Safety, it is suggested that the responsibility is shared between them in the manner set out in the recommendation below.

This item does not appear in the Forward Plan; however, it is not considered that the decision being sought amounts to a key decision, and it is therefore open to the Executive to consider the report and determine the recommendation.

The Executive is RECOMMENDED, for the purpose of the discharge of the County Council’s functions in respect of applications for County Council assent to the grant or amendment of any explosives licence under Sections 7 and 12 of the Explosives Act 1875:

(a) that hearings of such applications and of any objections be before the Executive Member for Community Safety, supported by the Director for Community Safety of his nominee as expert adviser;

(b) to authorise the Director for Community Safety to issue the Council’s formal decision on such application for assent, in accordance with the findings of the hearing under (a) above.

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

March 2005

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