Meeting documents

Cabinet
Tuesday, 17 January 2006

CA170106

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________________________________

To Members of the Cabinet

Notice of a Meeting of the Cabinet

Tuesday 17 January 2006 at 2.00 pm

County Hall, Oxford


Derek Bishop
Head of Democratic Services

Contact officer: Kath Coldwell (Tel: 01865 815902; E-mail)

Membership

Councillors

 

 

Keith R Mitchell

-

Leader of the Council

David Robertson

-

Deputy Leader of the Council

Jim Couchman

-

Cabinet Member for Policy Coordination

C.H. Shouler

-

Cabinet Member for Finance

John Howell

-

Cabinet Member for Change Management

David Robertson

-

Cabinet Member for Transport

Roger Belson

-

Cabinet Member for Sustainable Development

Louise Chapman

-

Cabinet Member for Children, Young People & Families

Michael Waine

-

Cabinet Member for Schools Improvement

Don Seale

-

Cabinet Member for Social & Community Services

Ray Jelf

-

Cabinet Member for Community Safety

Decisions taken at the meeting will become effective at the end of the working day on 25 January 2006 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.

If you have any special requirements (such as a large print version of these papers or special access facilities) please contact the officer named on the front page, but please give as much notice as possible before the meeting


AGENDA

Addenda

  1. Apologies for Absence

  2. Declarations of Interestsee guidance note

  3. Minutes
  4. To confirm the minutes of the meeting held on 20 December 2005 (CA3) and to receive for information any matters arising therefrom.

  5. Petitions and Public Address

    (See Addenda)

  6. Financial Monitoring

Cabinet Member: Finance
Forward Plan Ref: 2005/133
Contact: Sadie Slater, Financial Manager, Mike Petty, Principal Financial Manager (01865 815989/815622)

Report by Head of Finance & Procurement (CA5).

(CA5 - download as .doc file)
(CA5 - Annex 1 - download as .xls file)
(CA5 - Annex 2 - download as .xls file)
(CA5 - Annex 3 - download as .xls file)
(CA5 - Annex 4 - download as .xls file)
(CA5 - Annex 5 - download as .doc file)
(CA5 - Annex 6 - download as .xls file)

This report covers the period up to the end of November 2005 for revenue and capital. The consolidated forecast to date shows a balance of £11.756m. This is an increase of £1.070m since the previous report, which is made up of a net addition of £0.398m to revenue balances and a reduction of £0.672m in the forecast Directorate overspend, which now stands at £1.336m. Action Plans are in place to address expenditure pressures and it remains likely that the position will continue to improve as the year goes on.

There has been a reduction of £2.663m in the expected level of capital payments in 2005/06 as a result of slippage on a number of schemes.

The Cabinet is RECOMMENDED to:

          1. note the report;
          2. approve a supplementary estimate of £0.100m to assist in the reduction of delayed transfers of care, to be repaid in 2006/07;
          3. approve a supplementary estimate of £0.010m to cover the costs of the Oxford Castle opening ceremony;
          4. approve the adjustments to the capital programme as shown at paragraph 48.
  1. Medium Term Corporate Plan 2006-2010: Strategic Priorities

Cabinet Member: Leader of the Council
Forward Plan Ref: 2005/209
Contact: Paul Edwards, Corporate Performance Manager (01865 815307)

Report by the Leader of the Council (CA6).

The Cabinet on 15 November 2005 decided that the Council’s over-arching strategic planning documentation should be realigned, with a medium term Corporate Plan to be available at the start of the year outlining priorities. The present report proposes strategic priorities for incorporation in the Corporate Plan, within the Cabinet’s overall vision for Oxfordshire, objectives and values. The proposed priorities are to:

    • maintain a prosperous economy which gives you real choice of access to jobs, homes, leisure and services;
    • give all of us – throughout our lives – the opportunity to enjoy effective teaching and learning;
    • safeguard our communities and maintain our rural character;
    • help the disadvantaged among us to live better and more fulfilled lives and to promote personal independence;
    • keep improving your services by listening to what you tell us about them;
    • make Oxfordshire – its City, towns, villages and countryside - welcoming, safe and exceptional places to live, work, learn and visit.

These will be achieved through the Council’s leadership and by working with others in the public, private and voluntary sectors and will help to achieve the Oxfordshire Community Partnership vision which is "We want Oxfordshire to be a thriving County which adapts to a changing world and remains a special place to work, live and visit".

The Cabinet is RECOMMENDED, subject to consideration of any advice from the Corporate Governance Scrutiny Committee, to approve the Strategic Priorities for inclusion in the Corporate Plan to be submitted to Council on 4 April 2006.

  1. Review of Charges
  2. Cabinet Member: Finance
    Forward Plan Ref: 2005/150
    Contact: Lorna Baxter, Principal Financial Planning Manager (01865 816087)

    Report by Head of Finance & Procurement (CA7).

    This report sets out, by way of context, a summary of the Council’s Charging Policy and then, for approval by this meeting, the proposed charges for the 2006/07 financial year. The budget proposals considered elsewhere on this agenda assume an increase in charges of 3%, and this report highlights those areas of service where the change in charge has been varied from this general level of increase.

    As part of the work of the Efficiency Savings Steering Group, all Heads of Service were asked to review their charges against the Council’s Charging Policy during 2005/06. The exercise did benchmark current charging arrangements where data was available, but for the majority of areas there were no readily available benchmark data. All Heads of Service will be asked to undertake further benchmarking work during 2006/07, in line with the Council’s Charging Policy. The proposed charges are set out in detail in the Annex to the report.

    The Cabinet is RECOMMENDED, subject to consideration of any advice from the Corporate Governance Scrutiny Committee, to note those charges prescribed by legislation, and to approve those charges where there is local discretion, as set out in the Annex to the report.

  3. Service and Financial Planning Programme 2006/07 - 2010/11

    (See also Addenda)

Cabinet Member: Finance
Forward Plan Ref: 2005/151
Contact: Lorna Baxter, Mike Petty (01865 816087/815622)

Report by Director for Resources (CA8).

(CA8 - download as .doc file)

(CA8 - Annex 1 - download as .xls file)
(CA8 - Annex 2 - download as .xls file)
(CA8 - Annex 3 - download as .xls file)
(CA8 - Annex 4 - download as .xls file)
(CA8 - Annex 5 - download as .xls file)
(CA8 - Annex 6 - download as .doc file)
(CA8 - Annex 7 - download as .doc file)
(CA8 - Annex 8 - download as .doc file)
(CA8 - Annex 9 - download as .doc file)

This report is the fourth in a series informing members on the service and financial planning process and issues for 2006/07 and the medium term, and is the final report to Cabinet before Council considers the budget on 14 February. The report sets out the latest information on the Council’s financial position, and provides an overview and advice from the Head of Finance & Procurement. This includes a revised assessment, based on the latest financial information, of the sum available to allocate within the constraints of a 4.375% increase in Council Tax of £8.0m. This now stands at £12.1m.

The report includes updated lists of efficiency savings and discretionary and non-discretionary pressures, together with a draft Medium Term Financial Plan for 2006/07 - 2010/11. The comments from all the Scrutiny Committees will be collated and circulated following the Corporate Governance Scrutiny Committee meeting.

The report includes detailed information required for recommendations to the Council on the setting of a Council Tax, in year virement arrangements and the definition of Prudential Indicators.

The Cabinet Member for Finance has produced a separate report (CA8A) outlining the budget proposals which he intends, subject to taking into account the views of the Scrutiny Committees, to recommend to the Cabinet for onward transmission to the Council.

The Cabinet is RECOMMENDED:

(a) (in respect of revenue) to RECOMMEND Council to approve:

        (1) a budget for 2006/07;

        (2) a Medium Term Financial Plan to 2010/11;

        (3) a budget requirement for 2006/07;

        (4) a precept for 2006/07;

        (5) a Council Tax for Band D equivalent properties;

        (6) and virement arrangements to operate within the approved budget;

(b) (in respect of Capital) to RECOMMEND Council to approve:

        (1) a Capital Programme for 2006/07;

        (2) prudential indicators from April 2006;


    (c) to ask the Capital Steering Group to consider and make recommendations as to which schemes to bring forward to the Capital Programme for other services.

  1. Treasury Management Strategy

Cabinet Member: Finance
Forward Plan Ref: 2005/153
Contact: Donna Ross, Financial Manager (01865 815422)

Report by Head of Finance & Procurement (CA9) (download as .doc file).

The Local Government Act 2003 requires the Council to set out its treasury strategy for borrowing and to prepare an Annual Investment Strategy specifying the Council’s policies for managing its investments and for giving priority to the security and liquidity of those investments.

The suggested strategy for 2006/07 in respect of the following aspects of the treasury management function is based upon the Treasury officers’ views on interest rates, supplemented with leading market forecasts provided by the Council’s treasury advisor. The report covers prudential Indicators; the current treasury position; the borrowing requirement; prospects for interest rates; the borrowing strategy; debt restructuring; and the investment strategy.

The Prudential Code requires the Council to set Prudential Indicators for the next three years to ensure that the Council’s capital investment plans are affordable, prudent and sustainable. The proposed Treasury Management Strategy for 2006/07 may be summarised overall as follows:

    1. increase external debt by £37 million to finance the capital programme;
    2. to borrow from PWLB or the money market at the most advantageous rates for the Authority;
    3. to actively take advantage of small movements in PWLB rates in order to restructure debt;
    4. to take advantage of higher market rates by investing for longer periods;
    5. to invest a total of £20 million with two external fund managers, with the possibility of increasing the total amount to £30 million.
    6. The Cabinet is RECOMMENDED to endorse:

          1. the Prudential Indicators in Annex 1 to the report;
          2. the use of Lender Option/Borrower Option loans restricted to 20% of the portfolio;
          3. the use of forward borrowing;
          4. the restriction of in-house lending for periods in excess of 1-year to £20 million;
          5. the removal of the Country Limits from the Lending List;
          6. the transfer of £10 million to each of the selected external fund managers, with the possibility of transferring another £5 million to each

and RECOMMEND the Council to approve the Treasury Management Strategy accordingly.

  1. Cogges Manor Farm Museum
  2. Cabinet Member: Health & Community Services
    Forward Plan Ref: 2005/040
    Contact: Nancy Hood (01865 810292)

    Report by Director for Social & Community Services (CA10).

    After notice from West Oxfordshire District Council that it could not renew its five-year agreement to operate Cogges Manor Farm Museum from April 2005, the future of the museum was considered by the Executive in September 2004. This report summarises the progress since that report and assesses the future of the Museum.

    This report outlines the revenue estimates for 2005/06/07/08 of four options for the future management of the museum by the County Council, ranging from retention of the pattern of opening as in the recent past (Option A) to closure and mothballing of the museum (Option D). A pressure of £93,000 has been identified in the budget process for 2006/07 which if funded would enable the museum to continue. If not, and Option D becomes a firm prospect, there will need to be consultation with staff and stakeholders before any formal decision is taken to confirm closure.

    The Cabinet is RECOMMENDED to:

    (a) approve the implementation of Option A described in the report, in the event that the revenue resources become available through the service and budget planning process;

    (b) in the event that it does not prove possible to make the necessary resources available to implement Option A the Head of Cultural Services & Adult Learning be instructed to undertake appropriate consultation urgently with staff and stakeholders on such of Options B-D as may be available within the resources allocated through the service and budget planning process and report the outcome to the Cabinet at the earliest possible date for final decision.

  3. Oxford Eastern Bypass: Study of Possible Further Road Safety Measures

Cabinet Member: Transport
Forward Plan Ref: 2005/210
Contact: Tony Kirkwood, Road Safety (01865 815704)

Report by Head of Transport (CA11).

Jacobs Babtie have now submitted a final report of their safety study for the A4142 between the A40 Headington Roundabout and B480 Garsington interchange and this report presents the results of this study.

The report finds that the economic case (taking account the estimated costs and likely accident savings) for providing a central barrier on the lengths between the A40 Headington Roundabout and Kiln Lane, and between Horspath Driftway and the Garsington Road interchange, is very low. Between Headington roundabout and Kiln Lane, the risk of a cross-over accident is judged to be low due to the constraint on speeds placed by the junctions at each end of this relatively short stretch of road, together with the slight mounding of the central reserve. A barrier however might serve to deter pedestrians from crossing the road away from the safe crossing facilities provided at each end of this length.

Between Horspath Driftway and Garsington Road the actual risk of a severe crossover accident are judged to be higher; however notwithstanding this the economic assessment indicates that considerably greater accident savings would be achieved by expenditure on other schemes offering higher rates of return; it should also be noted that the planned 50mph limit should help reduce overall accident frequencies.

Works for the construction of the central barrier which the Cabinet on 6 September 2005 agreed should be provided on the length between Kiln Lane and Horspath Driftway, are planned to start in late January 2006.

The Cabinet is RECOMMENDED to:

          1. agree that on the basis of current evidence further safety fencing or other measures on the A4142 Oxford Eastern bypass in relation to cross-over accidents are not required as ‘stand alone’ schemes;
          2. ask officers to consider the opportunity to provide further safety measures to prevent cross-over accidents when other major works are being planned on the bypass;
          3. note that monitoring of road casualties will continue as normal and may justify other types of casualty reduction measures on the bypass.
  1. Real Time Information System on Bus Routes

Cabinet Member: Transport
Forward Plan Ref: 2005/211
Contact: Chris Spry, Public Transport (01865 815711)

Report by Head of Transport (CA12).

This report updates members on progress towards implementation of a Real Time Information (RTI) System on trial bus routes between Oxford and Kidlington/Bicester within the context of the County Council’s long term Premium Routes strategy, and recommends expanding the system across the County and adding additional facilities.

The system is now available to the public via the County Council’s website (www.oxontime.co.uk) and through provision of on-street displays in Oxford and Kidlington and along the Banbury Road. Nine new RTI-compatible shelters have also been installed as part of this initial trial. Both Oxford Bus Company and Stagecoach in Oxfordshire are now resourced to provide high-quality timetable data to drive the system and a process has been agreed with the County Council to ensure the reliability of information provided to the public, particularly over bank holiday periods. The bus companies have also trained their drivers in the correct procedures to follow to enable predictions to be generated at RTI displays and on the Council’s website.

Key investment priorities which have been identified for 2006/07 are delivery of a texting facility enabling RTI to be made more widely available to members of the public; fitting of displays at Park & Ride sites, and in the Headington area, and adding to the current number of on-street signs on other RTI equipped routes; expansion of Traffic Signal Priority; and Improvements to the ‘oxontime’ website.

The Cabinet is RECOMMENDED to:

          1. note the progress made on delivery of a Real Time Information System in Oxfordshire and the system testing already undertaken;
          2. note the outcome of County Council surveys into the performance of on-street Real Time Information displays;
          3. note the findings of the comprehensive evaluation of the Trial Scheme implementation undertaken by the County Council and endorse expansion of the system as set out in paragraphs 25 to 30 of the report and in Annex A;
          4. approve the revised Resource Appraisal at Annex B;
          5. approve implementation of the Real Time Information System displays on the Kennington Premium Route and traffic signal bus priority measures on the Oxford - Kidlington/Bicester Premium Routes as described in paragraph 38 of the report utilising the £48,000 Supported Capital Expenditure available in the remainder of 2005/06;
          6. endorse the priorities for investment in 2006/07 set out in paragraph 26 of the report and the outline phasing for the next Local Transport Plan period, subject to the required funding being allocated by the Council and the Cabinet in the capital programme for 2006/07 and subsequent years;
          7. instruct officers to include a requirement in all tenders for significant subsidised services which will, during the life of the subsidy contract, serve corridors with Real Time Information equipped boarding stops:

         

        1. that operators should fit Automatic Vehicle Location equipment, to be supplied by the County Council, to sufficient vehicles to cover the service;

            1. that operators must ensure that the vehicles are fitted with suitable ticket machines; and
            2. that drivers are trained and managed to ensure that they use the equipment correctly.
  1. Inspection of Children's Social Care Services

Cabinet Member: Children & Young People
Forward Plan Ref: 2005/202
Contact: Sue Richards, Interim Head of Social Care for Children; Annie Davy, Head of Early Years and Childcare (01865 815558/815493)

Report by Director for Children, Young People & Families (CA13).

Children’s social care services in Oxfordshire were inspected during July 2005 by the Commission for Social Care Inspection (CSCI). The overall judgment from CSCI was that children’s social care services in Oxfordshire were "serving some people well" with "promising prospects". This was an improvement on the previous judgment in 2002, which was "serving some people well" with "uncertain prospects".

CSCI inspectors presented their report to the Children’s Services Scrutiny Committee on 13 December. At the same time officers presented a draft action plan, agreed with CSCI, to address the recommendations in the report. This was endorsed by the Scrutiny Committee for consultation. The document is now out for consultation with parents and other stakeholders until the end of February. Any alterations will need to be agreed with CSCI. Much of the plan is already being implemented, and inspectors were pleased with the progress made.

The Cabinet is RECOMMENDED to:

          1. note the contents of the Inspectors’ report;
          2. endorse the draft action plan, subject to (c) below;
          3. authorise the Director for Children, Young People & Families, in consultation with the Commission for Social Care Inspection and the Cabinet Member for Children, Young People & Families, to agree any amendments to the action plan that may appear appropriate in the light of responses to consultation.
  1. Burford School and Community College
  2. Cabinet Member: Schools Improvement
    Forward Plan Ref: 2005/162
    Contact: John Phipps, Education Officer, Planning & Development (01865 816455)

    Report by Director for Children, Young People & Families (CA14)

    Detailed Project Appraisal - Burford Community College - Phase 2 (download as .doc file)

    Project Appraisal No. ED632 relates to the provision of a new 8 classroom teaching block as a replacement of classrooms currently housed in temporary accommodation which are beyond economic repair. This is the second phase of a long-term site development plan to provide for pupil growth, new curriculum requirements and replacement of temporary accommodation. The project provides dedicated teaching accommodation for the modern foreign languages and business studies faculties together with staff workbases, storage, toilet and ancillary accommodation and site works. The works include the demolition and removal of a minimum of 10 temporary classrooms, which will achieve a reduction of £97,000 in assessed needs liabilities.

    The total estimated cost of the scheme is £1,400,000, which will be met from NDS Modernisation funding with a small balance from government loan sanction.

    The Cabinet is RECOMMENDED to approve Detailed Project Appraisal ED632.

  3. Waste Reduction, Re-Use and Recycling : the "Wild Waste Show"

Cabinet Member: Sustainable Development
Forward Plan Ref: 2005/131
Contact: Andrew Pau, Head of Waste Management (01865 815867)

Report by Head of Sustainable Development (CA15).

The Oxfordshire Waste Partnership - a partnership of all of the District Councils and the County Council to promote the effective, efficient and sustainable management of household and municipal waste in Oxfordshire - has asked partner authorities formally to consider two issues involving the application of Oxfordshire’s share of the government Waste Performance and Efficiency Grant.

The first is a proposal to apply part of the grant to support the Wild Waste Show, which is managed by the Northmoor Trust and delivers waste reduction, reuse and recycling educational programmes to over 10,000 children a year. This proposal responds in part to a motion by Councillor Anne Purse which the Council adopted on 21 June 2005, and which asked the Cabinet to consider, with partners, ways in which future funding of the Wild Waste Show could be put on a more secure footing.

The second is a proposal for the appointment of a high level Partnership Officer to develop and implement the Joint Waste Management Strategy for Oxfordshire. The need for additional capacity has been recognised both by the Partnership and also by the Audit Commission in their recent preliminary inspection report. It was highlighted that this lack of capacity has hindered the ability of the partnership to deliver the shared ambitions and strategy to date.

The Cabinet is RECOMMENDED to:

          1. agree the funding of the Wild Waste Show in 2006/07 and 2007/08 from Waste Performance and Efficiency Grant;
          2. agree in principle the employment of a high level officer (and potentially support staff) to coordinate and support the work of the Oxfordshire Waste Partnership, funded from Waste Performance and Efficiency Grant, subject to the exact nature and arrangement of these resources being determined following consultation with the Cabinet Member for Sustainable Development.
  1. Oxford Castle – Heritage Interpretation Centre

Cabinet Member: Finance
Forward Plan Ref: 2005/217
Contact: Neil Monahan, Head of Property (01865 815712)

Report by Head of Property (CA16).

The main part of the Oxford Castle Project is substantially completed and work has now commenced on the work to provide the Education Centre and the Castleyard. That part of the site is programmed for completion in May 2006. It was intended that the new Oxford Castle Trust would take on the responsibility for the Heritage Interpretation Centre. However, Oxford Preservation Trust now propose to enter into a sub-lease and operating agreement with a commercial operator and to establish a committee of the Oxford Preservation Trust to administer and oversee that arrangement.

It is intended that the Committee of OPT would include members nominated by the County Council and co-opted members. This will effectively avoid the need for the Oxford Castle Trust which, subject to the completion of the underlease and operating agreement, should be brought to an end.

The Cabinet is RECOMMENDED, subject to the completion of the operating agreement with the commercial operator, and the formation of the Oxford Castle Committee of the Oxford Preservation Trust with one or two members nominated by the County Council, together with other appropriate co-opted members:

          1. to agree that the Oxford Castle Trust should be brought to an end; and
          2. to consider whether one or two of the present County Council trustees of the Oxford Preservation Trust should be appointed to the Oxford Castle Committee, and if so which they should be.

  1. Project Link
  2. Cabinet Members: Finance, Social & Community Services
    Forward Plan Ref: 2005/219
    Contact Officer: Simon Kearey, Business Manager, (01865 815565)

    Report by Director for Social & Community Services (CA17).

    In May 2004, the County Council commissioned Robson Rhodes to review their existing financial management arrangements. The consultants identified significant weaknesses in the financial controls within Oxfordshire County Council’s Abacus Social Care system. The existing technical solution was not delivering the required business benefits and is still weak in the area of financial control.

    This report introduces Project LINK – the proposed long term business solution. This project aims to deliver an assessment system, a charging system and financial recording and management that is integrated and delivers the financial management and controls around both client charges and provider payments along with processing financial transactions through onto SAP R/3 the Council finance system. The implementation of this integrated system will provide both benefits in accuracy of charges and visibility of transactions to clients as well as process efficiencies and effectiveness for operational and financial staff in the directorate.

    The Cabinet is RECOMMENDED to endorse the details of the project set out in the report for implementation, subject to confirmation of the necessary financial resources in the finally approved budget.

  3. Forward Plan and Future Business

    (See also Addenda)

Cabinet Member: All
Contact Officer: John Leverton, Head of Committee Services (01865 815314)

The Cabinet Procedure Rules provide that the business of each meeting at the Cabinet is to include "updating of the Forward Plan and proposals for business to be conducted at the following meeting". Items from the Forward Plan for the immediately forthcoming meetings of the Cabinet appear in the Schedule at CA18. This includes any updated information relating to the business for those meetings that has already been identified for inclusion in the next Forward Plan update.

The Schedule is for noting, but Cabinet Members may also wish to take this opportunity to identify any further changes they would wish to be incorporated in the next Forward Plan update.

The Cabinet is RECOMMENDED to note the items currently identified for forthcoming meetings.

January 2006

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