Agenda and draft minutes

Apologies were received from Councillor Barry Wood with Councillor Phil Chapman appointed as substitute and Councillor Ian Middleton, with no substitute appointed.

There were no declarations of interest.

To approve the minutes of the meeting held on 23 May 2022.

The Minutes of the meeting of the Committee held on 23 May 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. 

To facilitate ‘hybrid’ meetings requests to speak at this meeting are required by no later than 9am four working days before the meeting: by 9am on Tuesday 28 June 2022.  Requests to speak should be sent to democracy@cherwell-dc.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 9am 2 working days before the meeting. Written submissions should be no longer than 1 A4 sheet.

** Please note this report will follow **

Report by the Chief Executive (Cherwell District Council) and the Interim Chief Executive (Oxfordshire County Council)

The Chief Executive (Cherwell District Council, CDC) and the Interim Chief Executive (Oxfordshire County Council, OCC) submitted a report which, in- line with the decision in February 2022, of both Councils to give notice to terminate the current s.113 partnerships between the Councils and the subsequent direction of travel for future working endorsed by the JSS&P Committee on 14 March, set out recommendations for future working arrangements for the eight services now within Phase 3 of the transition programme approved by the Committee.

To consider exempt information as defined in the following paragraphs of Part 1 of schedule 12A Local Government Act 1972 in relation to agenda item 5.

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 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 exempt matters arising from the report (please note the papers for this item will follow)

The OCC Programme Director presented exempt Annex B, which set out a summary of the proposal for each of the following service areas brought forward by the JOTWG following the due diligence and service review process: Regulatory Services & Community Safety; Emergency Planning; Digital & IT Services; Procurement & Contracts; Customer Service Centre; Continuous Improvement Team; Land Charges; and, Property, Investment & Facilities Management

In relation to Regulatory Services & Community Safety, the OCC Programme Director explained that Regulatory Services was the first service area to be shared between CDC and OCC prior to the s113 agreement with the first Director role established. It was recommended that the joint team continue to work across both councils and provide services for both councils, based on the agreed scope of the works to be delivered. Members supported the recommendation commenting that it was best practice and sensible to continue the joint arrangements.

In relation to Emergency Planning, it was recommended that CDC commission emergency planning support from OCC through an agreed SLA to achieve similar outcomes to the previous arrangements. Each council would remain responsible for their individual statutory functions.

In relation to Digital & IT, it was proposed that the service would decouple,

however OCC would continue to provide specific services to CDC via an SLA, as specified in a detailed Service Catalogue. In regard to Members’ questions regarding the option for CDC to commission services from OCC, the OCC Programme Director and CDC Interim Chief Operating Officer explained that the Service Catalogue would  only include services OCC believed it could deliver but would be under no obligation to accept a commission from CDC, and CDC would be able to commission from alternative providers.

In relation to Procurement and Contracts, Customer Services, Continuous Improvement, Land Charges and Property, Investment and Facilities Management, it was recommended that the services be decoupled with a separate provision of services by each council.

The presentation included an overview of the exempt staffing and financial aspects in relation to each service review. The Committee was advised that no specific posts were put at direct risk through the recommendations.

The Committee noted the exempt aspects of the report and presentation and endorsed the proposal for each service area.

The Committee to resolve to readmit the press and public to the meeting

Resolved

That the press and public be readmitted to the meeting.

Following the readmittance of the press and public, any further discussion and the Committee to vote on the recommendations

The Chair gave an overview of the recommendations. The final recommendation related to the disbanding of the Committee as the work it had been charged with had concluded with all joint services having been reviewed and future arrangements agreed. Each respective Council would be recommended to agree the disbanding of JSS&P Committee and delegate authority to the respective Chief Executive the power to terminate, extend or vary the new arrangements.

There being no further discussion on the report, the Committee unanimously agreed all recommendations.

Resolved

(1)                       That the programme update be noted.

(2)                       That the establishment of revised partnership working arrangements for Regulatory Services & Community Safety (through a joint management arrangement) and Emergency Planning (through the provision of a service level agreement) as set out in the exempt annex to the Minutes (as set out in the Minute Book), subject to the conclusion of suitable agreements between the Councils be agreed.

(3)                       That the decoupling of partnership working arrangements managed through the current s.113 agreement for Digital & IT Services and establish a revised partnership working arrangement  as set out in the annex to the Minutes (as set out in the Minute Book), subject to conclusion of suitable agreements between the Councils

(4)                       That the completion of such agreements and any actions necessary to establish the revised partnership working arrangements be delegated to the Assistant Director Law, Governance and Democratic Services (CDC) and the Director of Law and Governance (OCC), in consultation with the Leaders of each Council.

(5)                       That the decoupling of partnership working arrangements managed through the current s.113 agreement in the following services, as set out in the annex to the Minutes (as set out in the Minute Book) be agreed:

·       Procurement and Contracts

·       Customer Services

·       Continuous Improvement

·       Land Charges

·       Property, Investment and Facilities Management

(6)                       That the final arrangements and actions necessary for transition in these services be delegated to the Chief Executive (CDC) and Interim Chief Executive (OCC) working through the Joint Officer Transition Working Group (JOTWG).

(7)                       That each respective Council be recommended to agree that the Joint Shared Services and Personnel Committee be disbanded as from 31 August 2022 and delegated authority be granted to the respective Chief Executives to terminate, extend or vary the new arrangements.

Conclusion of Meeting

The work of Committee having concluded, it was confirmed that no further JSS&P Committee meetings would be required.

On behalf of OCC, the OCC Interim Chief Executive thanked CDC Members and officers commending the work that had been undertaken to collectively achieve outcomes that it was considered were in the best interest of residents. 

On behalf of CDC the Chair and CDC Deputy Leader, Councillor Corkin, thanked officers for their work throughout the decoupling process. Councillor Corkin also thanked all teams and officers who had been involved in joint working between the two councils. Joint working would continue but would take different forms.

The Vice-Chair and OCC Deputy Leader, Councillor Brighouse, thanked all officers who had been involved in joint working and  ...  view the full minutes text for item 49/22