Meeting documents

Cabinet
Tuesday, 18 December 2007

 
To Members of the Cabinet
 
 
 
Notice of a Meeting of the Cabinet

 

Tuesday 18 December 2007 at 2.00 pm

 

County Hall, Oxford

 

 

Joanna Simons

Chief Executive                                                                                                                                  

 

December 2007

 

Contact officer:          Steven Howell

Tel: 01865 815463

E-mail: steven.howell@oxfordshire.gov.uk

 

 

Membership

 

Councillors

 

 

Keith R Mitchell CBE

-

Leader of the Council

David Robertson

-

Deputy Leader of the Council

C.H. Shouler

-

Cabinet Member for Finance

John Howell

-

Cabinet Member for Change Management

Louise Chapman

-

Cabinet Member for Children, Young People & Families

Michael Waine

-

Cabinet Member for Schools Improvement

Roger Belson

-

Cabinet Member for Sustainable Development

Jim Couchman

-

Cabinet Member for Social & Community Services

Ian Hudspeth

-

Cabinet Member for Transport

Mrs J. Heathcoat

-

Cabinet Member for Community Safety

The Agenda is attached.  Decisions taken at the meeting

will become effective at the end of the working day on 28 December 2007

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.

Date of next meeting: 15 January 2008


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

 

To confirm the minutes of the meeting held on 20 November 2007 (CA3) and to receive for information any matters arising therefrom.

 

4.                 Petitions and Public Address

(See Addenda)

 

5.                 Financial Monitoring

Cabinet Member: Finance

Forward Plan Ref: 2007/173

Contact: Lorna Baxter, Strategic Financial Planning Manager (01865 816087)

 

Report by Assistant Chief Executive & Chief Finance Office (CA5).

 

The report sets out the Council’s forecast financial position for the 2007/08 financial year based on actuals to the end of October 2007.

 

The in-year overspend for the Directorates is predicted to be £1.655m, which is virtually unchanged from September (£1.655m). This forecast excludes the City Schools reorganisation overspend of £1.957m (repayment planned over a number of years) and the Schools Transport days variation of -£0.320m. An underspend is also reported on the Dedicated Schools Grant (DSG) of £1.144m.

 

Supplementary estimates totalling £0.052m are requested in the report associated with costs incurred as a result of the July floods.  When added to the supplementary estiamtes agreed in September, the cost to this Council of the floods stands at £1.033m. Further supplementary estimates are expected later in the year as flood associated costs are still being incurred.

 

Taking into account the supplementary estimates of £1.033m relating to the floods (which will be reflected in next month's figures) and the proposed virements set out in the report, the forecast in-year overspend is £0.218m.  This is 0.07% of the total Directorates budget.

 

Taking into account all known changes, general balances were £20.151m at the end of October.  This gives an overall consolidated balances forecast for the year-end of £18.820m.

 

The Cabinet is RECOMMENDED to:

 

(a)              note the report;

 

(b)              approve the virements as set out in Annex 2a;

 

(c)               RECOMMEND Council to approve the permanent virement of £0.800m from the DSG unallocated budget as set out in paragraph 16;

 

(d)              approve the supplementary estimates totalling £0.052m as set out in Annex 2c;

 

(e)              approve the changes to the capital programme as set out in paragraphs 44 to 54; and,

 

(f)                RECOMMEND Council to approve the allocation of the LABGI grant as set out in Annex 8.

 

6.                 Service and Resource Planning 2008/09 – 2012/13

(See also Addenda)


Cabinet Member: Finance

Forward Plan Ref: 2007/187

Contact: Lorna Baxter, Strategic Financial Planning Manager (01865 816087), Paul Edwards, Corporate Performance Manager (01865 815307)

 

Report by Chief Executive, Assistant Chief Executive & Chief Finance Officer (CA6).

 

This report is the third in a series on the Service and Resource Planning process for 2008/09 to 2012/13, providing councillors with information on budget issues for 2008/09 and the medium term. It follows on from reports to Cabinet on 18 September and 20 November 2007. The report sets out the review of charges, provides an update on the Service and Resource Planning process and includes the latest information on the Council’s financial position.

 

The Cabinet is RECOMMENDED to:

 

(a)              note the report;

 

(b)              note those charges prescribed by legislation, and to approve those charges where there is local discretion as set out in Annex 1, subject to consideration of any comments from Corporate Governance Scrutiny Committee;

 

(c)               determine, as part of their budget considerations, whether to take up the full supported borrowing allocations from 2008/09 onwards over and above the levels included in the existing MTFP; and

 

(d)              consider the use of prudential borrowing for funding the unmet capital needs as part of their budget considerations.

 

7.                 Oxfordshire Highways Contract Strategy

Cabinet Member: Transport

Forward Plan Ref: 2007/223

Contact: Steve Howell, Head of Transport (01865 815845)

 

Report by Head of Transport (CA7).

 

The Oxfordshire Highways service is currently supported through two separate contracts: the Combined Maintenance Contract and the Engineering Consultancy Services contract.

 

The contracts have previously been extended and are due to expire in March 2010 and March 2009 respectively. New arrangements will need to be made and this report sets out a strategy for the procurement of a replacement service provider to support Oxfordshire Highways.

 

The Cabinet is RECOMMENDED to approve:

 

(a)              the preparation of a contract for the appointment of a single service provider to support Oxfordshire Highways;

 

(b)              the outline programme in Annex 1 for the tendering process; and,

 

(c)               the setting up of a Project Board as detailed in the report to direct the process.

 

8.                 Better Offices Programme – Central Offices

Cabinet Member: Finance

Forward Plan Ref: 2007/183

Contact: Mark Tailby, Team Leader, Strategic Asset Management, Property Services (01865 816012)

 

Report by Head of Property (CA8) (download as .doc file).

 

On 16 January 2007, the Cabinet authorised implementation of the Better Offices Programme and agreed the funding required for implimentation, subject to a project appraisal for the necessary capital expenditure being approved by the Cabinet.

 

This project appraisal relates to the rationalisation of space occupied in Central Oxford, resulting from the relocation of staff to Shared Services Centre, and leading to better co-location of directorate teams. The project aims to release Macclesfield House for sale. Speedwell House and Clarendon House will not be refurbished during this programme. County Hall will be significantly refurbished to provide an open plan layout and the ability to introduce flexible working.

 

Adoption of modern workstyles will allow approximately 650 staff to work from County Hall with 495 desks provided. This will mean an average of 7.6 workstations for every ten members of staff. Prior to the moves to Shared Services, 500 staff were based in County Hall. The project will therefore allow an additional 150 staff to be based at County Hall in an improved working environment.

 

The report details a cost comparison to the original business case and outlines any addtitional funding requirements.

 

The Cabinet is RECOMMENDED to approve the project appraisal for the refurbishment of County Hall, subject to £886,000 being provided as part of the Service and Resource Planning process.

 

9.                 Performance Management – Second Quarter Report Progress Against Priorities and Targets

Cabinet Member: Change Management

Forward Plan Ref: 2007/264

Contact: Laura Noctor, Corporate Performance Adviser (01865 816376), Dave Calver, Corporate Benchmarking and Performance Specialist (01865 815982)

 

Report by the County Council Management Team (CA9).

 

This quarterly report shows our performance against the key targets contained in the Council's ‘Balanced Scorecard’ at the end of the second quarter of 2007-08.

 

The report is presented in new format that was introduced in the first quarter of this year to provide a clear and easily understood summary of areas of concern.

 

The report identifies performance against each priority target using a traffic light system to show progress within four blocks: customers, finance, process and people.

 

The Cabinet is RECOMMENDED to note the report.

 

10.             Establishment Review

Cabinet Member: Change Management

Forward Plan Ref: 2007/031

Contact: Steve Munn, Head of Human Resources & Organisational Development (01865 815191)

 

Report by Head of Human Resources & Organisational Development (CA10).

 

This report gives an update on activity since the implementation of the Establishment Review and associated Recruitment Approval process on 1 August 2005. It provides detail on the overall objectives of the review and summarises progress made against the targets which were agreed to ensure delivery of those objectives. Details of the agreed establishment figure at 30 September 2007 in terms of Full Time Equivalents is provided, together with the detailed staffing position at 30 September 2007. These are shown in the report by directorate and service area.

 

The report also provides information on current activity and in addition there is information on grant funded posts and those vacancies which are being covered by agency staff and at what cost.

 

The Cabinet is RECOMMENDED to:

 

(a)              note the report; and,

 

(b)              confirm that the Establishment Review continues to meet the Cabinet’s requirements in reporting and managing staffing numbers.

 

11.             Race Equality Scheme

Cabinet Member: Change Management

Forward Plan Ref: 2007/204

Contact: Adrian Harper-Smith, Corporate Strategies Manager (01865 810179)

 

Report by Head of Partnership Working / Corporate Strategies Manager (CA11).

 

In accordance with the Race Relations Act 1976, as amended by the Race Relations (Amendment) Act 2000, Oxfordshire County Council has a statutory duty to prepare and publish a revised race equality scheme every 3 years. 

 

The county council has a strong track record of producing equality schemes ahead of statutory deadlines and going beyond the requirements of statute to achieve real benefits for local people. The revised scheme is intended to act both as a clear sign-post to the council’s commitment to race equality and as a blueprint for its delivery.  It makes race equality central to the way the council works and puts it at the heart of planning, service delivery and employment practices.

 

The draft race equality scheme has been prepared following wide ranging engagement and consultation with a variety of stakeholders, voluntary and community organisations, race equality specialist workers, partner organisations and other stakeholders and is focused on a clear set of prioritised outcomes that will be of real benefit to the people of Oxfordshire.

 

The Cabinet is RECOMMENDED to:

 

(a)              agree to circulate the draft Race Equality Scheme as set out at Annex 1 for final consultation; and,

 

(b)              agree to consider the final draft of the Race Equality Scheme on 15 January 2008.

 


12.             Forward Plan and Future Business

(See also Addenda)

Cabinet Member: All

Contact Officer: Tony Cloke, Assistant Head of Service (Democratic) (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 CA12. 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.

 

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