Agenda and minutes

To approve the minutes of the meeting held on 20 September 2011 (CA3) and to receive information arising from them.

The minutes of the meeting held on 20 September 2011 were approved and signed.

- guidance note opposite

Councillor Judith Heathcoat declared a prejudicial non-pecuniary interest in Agenda Item 7, Big Society Fund – Allocation of Wave 2 Funding by reason of the bid for funding from 1^st Faringdon Scouts.

Any county councillor may, by giving notice to the Proper Officer by 9 am two working days before the meeting, ask a question on any matter in respect of the Cabinet’s delegated powers.

The number of questions which may be asked by any councillor at any one meeting is limited to two (or one question with notice and a supplementary question at the meeting) and the time for questions will be limited to 30 minutes in total. As with questions at Council, any questions which remain unanswered at the end of this item will receive a written response.

Questions submitted prior to the agenda being despatched are shown below and will be the subject of a response from the appropriate Cabinet Member or such other councillor or officer as is determined by the Cabinet Member, and shall not be the subject of further debate at this meeting. Questions received after the despatch of the agenda, but before the deadline, will be shown on the Schedule of Addenda circulated at the meeting, together with any written response which is available at that time.

Councillor  Jean Fooks had given notice of the following question to the Cabinet Member for Transport:

“There seems to have been a moratorium on the progessing of traffic regulation orders over the last twelve months or so. Small but important schemes in Oxford, agreed for safety reasons, have not been implemented, such as a review of parking near a new nursery school in Rawlinson Road and a time limit on parking on Aristotle Lane near St Philip and St James primary school. Taxi spaces in Oakthorpe Road have been redundant for many years and were promised to be converted to much-needed disabled parking spaces early this year. Is this a county-wide problem? Why have staff not been given the time needed to progress them to implementation?

Councillor Rose replied:

“Councillor Fooks will be aware that in response to the substantial reduction in funding from central Government, attributable to the high level of debt inherited from the previous national administration, this Council has had to significantly reduce the staffing resource available to respond to general traffic management issues, which includes the processing of traffic regulation orders. Priority has been given to matters such as the restrictions to facilitate the reintroduction of forces' repatriations at RAF Brize Norton and to temporary orders related to the major increase in capital maintenance schemes across the County. However as there is developer funding available to carry out works at the specific locations mentioned by Councillor Fooks I am hopeful that these will be addressed over the coming months.”

Supplementary: Councillor Fooks sought reassurance that some of the delay in responding to general traffic management issues had not been due to abortive work by officers on the Park & Ride scheme. Councillor Rose replied that there was no effect as different officers were involved in each area of work.

Councillor  Roz Smith had given notice of the following question to the Cabinet Member for Finance & Property

“How many buildings owned by the County Council, are unoccupied or partly occupied for more than one year, and what is the cost of security contractors for these buildings?”

Councillor Couchman replied:

“12 buildings are unoccupied for more than one year. The total cost of security contractors for these buildings is £9,050 p.a. It is not possible to give the number of partly occupied property as the situation constantly changes.”

The following requests to address the meeting had been agreed:

Item 6 - Councillor Alan Armitage, Shadow Cabinet Member

Item 7  - Councillor Lynda Atkins,

Councillor Janet Godden,

Councillor David Turner,

Councillor Anne Purse.

Councillor Carol Viney,

Mrs Rosemary Edgington,

Councillor Charles Mathew, Mr Leggatt, member of the public,

Item 9 -  Councillor Anne Purse, Shadow Cabinet Member;

Councillor Charles Shouler

Item 11 - Councillor Alan Armitage, Shadow Cabinet Member

Mrs Ruth Lyster, member of the public

Councillor Charles Mathew spoke in support of the recommendation not to agree the bid in relation to West Oxfordshire Cycle Track as he agreed that it did not fit the criteria for funding.

Mr Leggatt spoke in support of the West Oxfordshire Cycle Track. He explained that only a very small part of the Cycle Track was in Eynsham. He understood that the Funs was not about filling in gaps but was rather about innovative new ways of working. He felt that the project did meet the criteria as it was innovative, value for money, was devolved working and brought local benefits. There was local support from the wider community and not merely from cyclists.

Cabinet Member: Finance & Property

Forward Plan Ref: 2011/111

Contact: Kath Wilcox, Principal Financial Manager Tel: (01865) 323981

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

This report focuses on significant issues around the delivery of the Directorate Business Strategies which were agreed as part of the Service and Resource Planning Process for 2011/12 – 2015/16.  These form part of the forecast position for each Directorate.  Parts 1 and 2 include projections for revenue, reserves and balances as at the end of August 2011.  The capital monitoring and programme update is included at Part 3. Fees and Charges are included in Part 4.

The Cabinet is RECOMMENDED to:

a)                 note the report and approve the virements as set out in Annex 2a;

b)                Agree the bad debt write off as set out in paragraph 41;

c)                 Approve the changes to the Capital Programme as set out in annex 9c;

d)                 Approve the updated Capital Programme included at Annex 10; and

e)                 Approve the proposed fees and charges for the Oxfordshire History Centre as set out in Part 4 and Annex 11 to be effective from 1 November 2011.

Councillor Alan Armitage, Shadow Cabinet Member for Finance & Property welcomed the good news at paragraph 28 on the underspend in the concessionary fares scheme. He highlighted activity levels on recycling and composting and referred to the lowering effect on the County average of the City Council levels and hoped that this could be drawn to their attention. In the context of reduced levels of waste he questioned whether the EfW plant at Ardley was over specified.

The Cabinet Member for Finance & Property summarised the contents of the report highlighting that there was not a great deal of change from the previous month and that the figures were close to the expected budget. He congratulated all involved particularly in the light of the large savings to be made.

RESOLVED:             to:

(a)       note the report and approve the virements as set out in Annex 2a;

(b)       Agree the bad debt write off as set out in paragraph 41;

(c)        Approve the changes to the Capital Programme as set out in annex 9c;

(d)       Approve the updated Capital Programme included at Annex 10; and

(e)       Approve the proposed fees and charges for the Oxfordshire History Centre as set out in Part 4 and Annex 11 to be effective from 1 November 2011.

Cabinet Member: Police & Policy Co-ordination and Safer & Stronger Communities

Forward Plan Ref: 2011/139

Contact: Alexandra Bailey, Corporate Performance and Review Manager Tel: (01865) 816384, Claire Phillips, Partnership Officer Tel: (01865) 323967

Report by Head of Strategy & Communications (CA7).

The Big Society Fund was launched in February 2011.  Applications are being considered in four waves during 2011/2012.  The first wave was considered by Cabinet in July.  Applications to the second wave closed on 31 August 2011.

This report:

1. details the bids we have received including service and councillors' comments

2. asks Cabinet to consider bids to the Big Society Fund and recommends which bids to fund

3. sets out projects requesting an asset transfer

The Cabinet is RECOMMENDED to:

(a)               Approve those bids which meet the assessment criteria

(b)              In accordance with the Asset Transfer Policy to agree the transfer of buildings to the school on the following sites;

(1)              Lord Williams’ School, Thame

(2)              Chiltern Edge School, Sonning Common

Cabinet considered bids to the Big Society Fund from the second wave of

Applications.

Annex 1 bids

Councillor Anne Purse, local member, spoke in support of the Wheatley Youth Club bid. She commented that the Parish Council had made an ongoing pledge of funding and there would be local fund raising.

Councillor David Turner, spoke in support of the bid by Chalgrove Parish Council for youth worker recruitment. The Parish Council had built their own youth centre and doubled the size of the skate park. The Parish Council had already committed to funding the post in the future and the bid was to cover the immediate period and to purchase new equipment. Responding to a question about the precept needed to fund the post Councillor Turner gave details and commented that there were no complaints about it.

Councillor Atkins, as a member of Wallingford Town Council, hoped that the Cabinet would be able to endorse the bid for Wigod Centre. She also referred to the bid by the Pheonix Centre which had strong links to Wallingford.

Annex 2 bids

Councillor Heathcoat commented that she was supportive of the  1^st Faringdon Scouts having a permanent base. Although the bid did not quite meet the criteria she hoped that work could continue so that a future bid could be successful.

Having spoken Councillor Heathcoat withdrew from the meeting and took no part in the discussion and decision on the 1^st Faringdon Scouts bid. Following discussion it was agreed that the bid not be moved from category 2 (bids that presently do not fully meet the assessment criteria but may with further development) but that officers including property management continue to work with other parties.

Councillor Heathcoat returned to the meeting.

Councillor Carol Viney, spoke in support of the Edge Youth Club bid. She referred to the lack of easy transport links to places such as Henley or elsewhere and the universal support for the project. She referred to the lack of activities for young people that could lead to problems. The Parish Council were supportive and she referred to letters of support. The building required a new kitchen as the existing kitchen had been condemned by the County Council’s health & safety. A new kitchen could provide hot food and drinks. The bid had been cut down to one youth worker in line with the Fund requirements and new figures had been provided.

Mrs Edgington, Vice-Chairman, The Sonning Common Community Youth Club Management Committee spoke in support of the Edge Youth Club bid. She detailed the work undertaken in support of the bid and referred to 5 letters of support from local businesses. Responding to a question from Councillor Chapman, she detailed the new bid figures.

Annex 3

Councillor Janet Godden, strongly supported the West Oxfordshire Cycle Track bid.

RESOLVED:             to:

(a)       approve the Wood Farm youth centre request to amend the use of their Big Society grant;

(b)       approve those bids which meet the assessment criteria as  ...  view the full minutes text for item 118/11

Cabinet Member: Finance & Property

Forward Plan Ref: 2011/168

Contact: Lorna Baxter, Acting Head of Corporate Finance Tel: (01865) 323971

Report by Assistant Chief Executive and Chief Finance Officer (CA8).

The Local Government Resource Review will substantially replace the current Formula grant system with a system based on relocalising business rates.  The new system is planned to start in 2013/14.  The government is consulting about the detailed form of this new system. This paper briefly explains the main elements of the proposed new system and sets out a proposed response to the consultation.  The deadline for responding to the consultation is 24 October.

The Cabinet is RECOMMENDED to agree to the response to consultation about the Local Government Resource which is set out in Annex 1.

Cabinet considered a report setting out a response to the Local Government Resource Review together with a report from the Leader and Cabinet Member for Finance and Property giving an overarching response.

The Cabinet Member for Finance and Property introduced the contents of the reports, indicating that the Scheme being suggested in the consultation was flawed but was step in the right direction. He did support the overarching proposal but had massive reservations. He thanked David Illingworth for his work in putting together answers to the detailed questions in the consultation.

Cabinet noted the major issues, as set out in the reports. Councillor Mitchell commented that the proposals reflected a small change in that when the County Council grew the local economy they could meet a tiny part of that increase. It did not free local government to any great extent.

RESOLVED:            to agree to the response to consultation about the Local Government Resource Review which is set out in Annex 1 and to agree the overarching response as set out in the addenda.

Cabinet Member: Growth & Infrastructure

Forward Plan Ref: 2011/169

Contact: Martin Tugwell, Deputy Director for Environment & Economy – Growth & Infrastructure Tel: (01865) 815113

Report by Deputy Director for Environment & Economy – Growth & Infrastructure (CA9).

The Draft National Planning Policy Framework was published by the Government in July 2011. It sets out to articulate the Government’s economic, environmental and social planning policies for England and to provide a framework within which people and their Councils can produce their own distinctive local plans, reflecting community needs and priorities. The policies in the Framework apply both to the preparation of local plans and to development management decisions, on individual planning applications.

The report briefly explains some of the issues which have caught public attention and looks at the issues raised for upper-tier authorities, such as this Council, operating within the two-tier system. A draft response to the consultation is put forward for consideration by Cabinet.

Cabinet is RECOMMENDED to ratify the consultation response at Annex 1.

The Cabinet considered a report explaining some of the issues which have caught public attention and the issues raised for upper-tier authorities of the  Draft National Planning Policy Framework.

Councillor Anne Purse, Cabinet Member for Growth & Infrastructure,

RESOLVED:             to ratify the consultation response at Annex 1.

Cabinet Member: Adult Services

Forward Plan Ref: 2011/165

Contact: Martin Bradshaw, Assistant Head of Service (Transforming Social Care) Tel: (01865) 323683

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

This report sets out the outcome of recent consultation on major changes to the delivery of services to people with learning disability. Efficiency savings of £500k in 2011/12 rising to £1m in 2012/13 were approved by Council in the Business Strategy for 2011/15. These efficiencies are to be achieved  by management restructuring and outsourcing Supported Living and Daytime Support services. Around 285 staff are employed on a gross budget of £7.8m.

Cabinet resolved in principle on 21st June 2011 to outsource these services subject to consultation. An extensive consultation programme of written documentation and meetings with Service Users, families, staff and other stakeholders was undertaken from July to September 2011. This report describes the main findings from that consultation programme. Key issues raised were the importance of continuity and retention of trained staff, quality monitoring and staff conditions of service. Some interest has been expressed in developing Social Enterprise models of service delivery. The potential next steps in terms of procurement and future timetable are outlined.

This programme of outsourcing a range of key services is fully consistent with corporate policy of commissioning rather than providing services, and increasing Service User choice and control by enabling them to select their Providers for both support at home and Daytime activities.

The Cabinet is RECOMMENDED to

(a) Note the outcome of consultation with Service Users, carers and other stakeholders

(b) Agree to the outsourcing of Independent Living Services by April 2013.

Cabinet considered a report that set out the outcome of recent consultation on major changes to the delivery of services to people with learning disability.

RESOLVED:            to

(a) note the outcome of consultation with Service Users, carers and other stakeholders; and

(b) agree to the outsourcing of Independent Living Services by April 2013.

Cabinet Member: Finance & Property

Forward Plan Ref: 2011/114

Contact: Roger Dyson, Project Manager Tel: (01865) 815665

Report by Director for Environment & Economy (CA11).

The purpose of this paper is to inform the decision on the inclusion of the cleaning and catering services provided by Quest Cleaning Services (QCS) and Food with Thought (FwT) within the scope of the proposed integrated Property & Facilities external services contract. The contract will provide a Total Facilities Management service including the delivery of hard and soft FM services, as well as professional and construction services.

The Cabinet is RECOMMENDED to include the current catering and cleaning services provided by Food with Thought and QCS within the scope of the Property and Facilities Contract.

Cabinet considered a report informing the decision on the inclusion of the cleaning and catering services provided by Quest Cleaning Services (QCS) and Food with Thought (FwT) within the scope of the proposed integrated Property & Facilities external services contract. The contract will provide a Total Facilities Management service including the delivery of hard and soft FM services, as well as professional and construction services.

Councillor Alan Armitage, Shadow Cabinet Member for Finance & Property indicated that he had asked to speak as the Liberal Democrat Group was not convinced by the arguments.  He did not agree that bigger is better and felt that with one contract there was more risk. Neither did he see that it saved money. The Atkins contract was not without problems and the model should not be expanded until it was proven to work fully. Referring to the benefits of inclusion in the contract set out on pages 164 and 165 Councillor Armitage commented that with regard to replacing new equipment this could be done anyway. He queried the outcome once the customer care line was outsourced. FwT was popular with schools so why change it. He did not believe that the contract would maintain and improve service and quality and queried how take up would be improved.

Councillor Armitage responding to a question from Councillor Robertson stated that the contract did not state that there would be outsourcing but that he believed this was implied in the process.

Mrs Ruth Lyster, spoke against the recommendation. She was a school cook with 5 ½ years experience. In recent years the quality of schools meals had improved vastly with increased take-up. Over the last two years a profit had been generated. Most kitchens had been refurbished; training levels and health and safety standards were high. Mrs Lyster noted that her school had the highest take-up of meals at 67%.  She believed that the service provided was of very good value at a low risk. Current involvement of school cooks made plans more practical and progress was jeopardised by plans to include in the contract. She believed it was the odd one out and that the goals set out in the report were either already achieved or could be achieved under the existing system. She believed that the main reason for inclusion was to make the contract more attractive. She was concerned as a mother that the welfare of her children would be affected by the deterioration of the food. As a cook she was concerned that portions would shrink and that the achievements so far would be jeopardised and that inclusion was not necessary or desirable.

Responding to questions from Cabinet Members as to what proof there was that there would be less money for food, portions would shrink, and whether the new contract could bring in some efficiencies, Mrs Lyster replied that the only way to increase profit was to reduce costs. The service had already done everything it could do in terms of efficiencies and she  ...  view the full minutes text for item 122/11

Cabinet Member: Police & Policy Co-ordination

Forward Plan Ref: 2011/150

Contact: Ruth Whyte, Safer Communities Manager, Tel: (01865) 815396

Report by Director for Social & Community Services (CA12).

The Crime & Disorder Act 1998 (and subsequent amendments) requires the county council (including Fire and Rescue Services) and statutory Community Safety partners to work in partnership to reduce crime and disorder in their local area.

These partnerships are the four Community Safety Partnerships (CSPs) of Vale of White Horse and South Oxfordshire, Cherwell, Oxford City and West Oxfordshire.

Working together, each CSP is required to produce three year, rolling community safety strategies to tackle crime and disorder.  The county council, as one of the responsible authorities, must be represented on the CSPs and must contribute, through its wide range of services, to delivering the strategies and associated action plans.  It is also required, along with the other responsible authorities, to agree and publish the strategies.

The 2011-14 three-year rolling Community Safety Strategies aim to address crime, anti-social behaviour and the fear of crime.  Priorities reflect national, countywide and local concerns, including issues raised in consultation with local people. 

Priorities were also identified following the 2010 Strategic Intelligence Assessment, which replaced the three year community safety audits.

RECOMMENDATION

Cabinet is RECOMMENDED to note the views from Members and the Safer and Stronger Communities Scrutiny Committee in particular, and to RECOMMEND the Council to approve the Community Safety Strategies for Oxfordshire 2011-14.

RESOLVED:                         to note the views from Members generally and the Safer and Stronger Communities Scrutiny Committee in particular, and to RECOMMEND the Council to approve the Community Safety Strategies for Oxfordshire 2011-14.

Cabinet Member: Leader

Forward Plan Ref: 2011/071

Contact: Sue Whitehead, Committee Services Manager Tel: (01865) 810262

Report by Head of Law & Governance

Schedule below reporting on a quarterly basis any executive decisions

taken by the Chief Executive under the specific powers and functions

delegated to her under the terms of Part 7.4 of the Council's Constitution.

Cabinet Member: All

Contact Officer: Sue Whitehead, Committee Services Manager (01865 810262)

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 CA14.  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.

(Agenda Item)

The Cabinet considered a list of items (CA) for the immediately forthcoming meetings of the Cabinet together with changes and additions set out in the schedule of addenda.

RESOLVED:          to note the items currently identified for forthcoming meetings.