Agenda and minutes

The Chair to invite all meeting attendees to introduce themselves

The Chair welcomed Members and officers to the meeting and invited all attendees to introduce themselves.

Apologies were received from Councillor Ian Middleton, with no substitute appointed

There were no declarations of interest.

To approve the minutes of the meeting held on 1 February 2022  (JSSPC3).

The Minutes of the meeting held on 1 February 2022 were agreed as a correct record and signed by the Chair.

Members of the public who wish to speak at this meeting can attend the meeting in person or ‘virtually’ through an online connection. In line with current Government advice, those attending the meeting in person are asked to consider wearing a face-covering.

Normally requests to speak at this public meeting are required by 9 am on the day preceding the published date of the meeting. However, during the current situation and to facilitate ‘hybrid’ meetings we are asking that requests to speak are submitted by no later than 9am four working days before the meeting i.e. 9 am on Tuesday 8 March 2022.  Requests to speak should be sent to natasha.clark@oxfordshire.gov.uk

If you are speaking ‘virtually’, you may submit a written statement of your presentation to ensure that if the technology fails, then your views can still be taken into account. A written copy of your statement can be provided no later than 9 am 2 working days before the meeting. Written submissions should be no longer than 1 A4 sheet.

There were no petitions or requests to address the meeting.

The Chair to confirm adoption of the amended Terms of Reference (attached) be each council’s Full Council

The Chairman referred Members to the supplement to the agenda which contained the amended Terms of Reference for the Joint Shared Services and Personnel Committee which had been agreed by the 7 February 2022 Cherwell District Council Full Council meeting and the 8 February 2022 Oxfordshire County Council Full Council meeting.

The CDC Chief Executive and OCC Interim Chief Executive, supported by Joint Officer Transition Working Group (JOTWG) members, to provide an update to the Committee which the Committee is recommended to note.

Should it be necessary to consider exempt information as defined in paragraphs 1, 2, 3 or 4 of Part 1 of schedule 12A Local Government Act 1972, the Committee will need to refer to agenda item 9 to exclude the press and public for the duration of any such discussion

The CDC Interim Chief Operating Officer gave a presentation which provided an update from the Joint Officer Transition Working Group (JOTWG).

JOTWG had monthly meetings scheduled from March to July which would feed into the monthly scheduled Joint Shared Services and Personnel Committee (JSSPC) meetings. This would enable the agreed Section 113 Agreement termination date of 31 August 2022 would be achieved. 

The CDC Interim Chief Operating Officer advised JSSPC that there were three phases to the separation work with all service areas included within one of the phases. Each service area had a lead CDC and OCC officer and included a recommendation from the respective leadership teams as to whether there was an ongoing partnership opportunity, further work was required or the service area should be decoupled. JSSPC were asked to consider and endorse the direction of travel for each service area to enable officers to progress.

The CDC Interim Chief Operating Officer advised that within phase one, housing services had already been decoupled as a statutory services decision. The three further service areas within phase one, Emergency Planning, Environmental Health and Climate Team were recommended as an ongoing partnership opportunity, with some further work required on the Climate Team. The three service areas would be considered at the 4 April JOTWG meeting.

In response to Members’ questions, the CDC Chief Executive explained that Environmental Health had been a joint service since 2017/18 and served residents well. Going forward, the service would be delivered in partnership but via a different arrangement to a S113 Agreement.

In considering the Climate Change Team, Members commented that there was already countywide work and it was important to have a unified approach and ensure value for residents. The OCC Interim Chief Executive explained that preliminary work had been undertaken and further work was required to identify the future model.

In the course of the discussion, it was highlighted that endorsement of a direction of travel did not signal de facto agreement as both councils needed to have regard to value for money.

JSSPC endorsed the direction of travel for the services within phase one.

The CDC Chief Operating Officer advised that within phase two, procurement, internal audit and counter fraud had been identified as an ongoing partnership opportunity. In relation to the following services, CDC has proposed decoupling to support local policies/priorities, service or statutory role: Legal Services; Democratic Services; Policy & Performance; Communications; Information Governance; FOI’s; and, HR Training & Health and Safety.  These services were due to be considered by JOTWG on 12 May.

JSSPC endorsed the direction of travel for the services within phase two.

In response to Members’ comments about opportunities for partnerships with other councils, the Interim Chief Operating Officer explained that the presentation set out the current arrangements but going forward, the councils would not only consider the current service but also use the opportunity to review. The OCC Interim Chief Executive highlighted the importance for both councils to ensure all services were robust and delivered what was required.  ...  view the full minutes text for item 14/22

The CDC Chief Executive and OCC Interim Chief Executive to update the Committee, which the Committee is recommended to note.

Should it be necessary to consider exempt information as defined in paragraphs 1, 2, 3 or 4 of Part 1 of schedule 12A Local Government Act 1972, the Committee will need to refer to agenda item 9 to exclude the press and public for the duration of any such discussion

All aspects of the interim staffing structural arrangements were considered in private session.

Should it be necessary to consider exempt information as defined in the following paragraphs of Part 1 of schedule 12A Local Government Act 1972 in relation to agenda items 7 or 8.

1 - Information relating to any individual.

2 – Information which is likely to reveal the identity of any individual

3– Information relating to the financial or business affairs of any particular person (including the authority holding that information).

4 – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

Members are reminded that whilst the following items have been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, Members should balance the interests of individuals or the Councils in having access to the information. In considering their discretion Members should also be mindful of the advice of Council Officers.

Should Members decide not to consider the matter and make a decision in public, they are recommended to pass the following recommendation:

“That, in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.”

Resolved

That, in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.

To consider, if required, exempt matters arising from the Joint Officer Transition Working Group (JOTWG) update

All aspects of the Joint Officer Transition Working Group (JOTWG) Update were considered in the public part of the part of the meeting and are referred to under minute 14.

To consider, if required, exempt matters arising from the Interim Staffing Structural Arrangements update

The CDC Interim Chief Operating Officer gave an exempt presentation which gave an overview of the decoupling of the Joint Senior Leadership Team (CEDR) and Wider Leadership Team which was noted and endorsed by JSSPC.

The CDC Assistant Director of Finance and S151 Officer gave an exempt presentation on the Cherwell District Council financial implications of decoupling.

In response to Members’ questions, the CDC Interim Chief Operating Officer explained that the next stage of work to be undertaken was to commence services reviews of the 18 identified services working to the timeframe that had been set out. 

In response to Members’ questions regarding the future cost to each council for delivering services in light of the decoupling, the CDC Chief Executive explained that it was not possible to give an exact cost at this time. The exempt presentation had set out baseline and the processes and changes for each service area would now be worked through.

The CDC Chief Executive gave an overview of the CDC interim senior leadership structure which had been agreed by the Personnel Committee on 28 February 2022. The OCC Interim Chief Executive gave an overview of the proposed OCC interim senior leadership structure. Both structures were noted by JSSPC.

Resolved

(1)           That the update on the decoupling of the Joint Senior Leadership Team (CEDR) and Wider Leadership Team be noted.

(2)           That the financial implications be noted.

(3)           That the CDC interim senior leadership structure be noted.

(4)           That the proposed OCC interim senior leadership structure be noted. 

Resolved

That the press and public be readmitted to the meeting.

On behalf of JSSPC, the Chair thanked officers for the work to date and a very clear presentation.