Agenda and minutes

Apologies were received from Councillor Rodney Rose.

To approve the minutes of the meeting held on 18 October 2011 (CA3) and to receive information arising from them.

The minutes of the meeting held on 18 October 2011 were approved and signed.

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 Alan Armitage had given notice of the following question to the Cabinet Member for Finance & Property.

"In the light of the following:

1. My comments to the last cabinet meeting (ref, minutes item CA3 122/11 pages 8 and 9 of the present agenda)

2. Comments of the Deputy Leader and other councillors during the county council meeting on 1 November (minutes not yet published)

3. Recommendations of the Strategy and Partnerships Scrutiny Committee of 8 November (not yet published)

"Will the cabinet member agree to issue the tender for Property & Facilities Procurement with the School Meals Service as a separate item, so that a decision can be made at a later date as to whether or not to include that service in the new contract?"

Councillor Couchman replied:

“During the debate at Council 1st November 2011, I committed the three potential bidders for the Property & Facilities Procurement to submit their bids on two bases (a) with Food with Thought included in the Contract and (b) with Food with Thought excluded from the Contract. The final decision as to whether Food with Thought is included in the Contract will be taken by Cabinet when it approves the preferred bidder probably at its meeting on 13th March 2012.”

Councillor Roz Smith had given notice of the following question to the Leader (in the absence of Councillor Rose, Cabinet Member for Transport)

"When will the proposed temporary closure of the right hand turn from the A40 into Collinwood Road, Risinghurst take place?"

Councillor Mitchell replied:

“The closure will be in place in January.  I do not think it is wise to have the closure in place during the Christmas period firstly because it isn’t representative of normal traffic and secondly because the costs of carrying out any maintenance to signs and barriers will be higher.

On behalf of Cllr Rose I apologise that this matter has dragged on but I can confirm that he is personally committed to this trial and wishes to see it in place as soon as possible.”

The following requests to address the meeting had been agreed:

Item 6  - Councillor Alan Armitage, Shadow Cabinet Member for Finance & Property;

Item 8 - Councillor David Turner, Shadow cabinet Member for Transport;

Item 10 –  Councillor Ian Hudspeth, local member;

Item 11 – Councillor Jean Fooks, Opposition Deputy Leader.

Cabinet Member: Finance & Property

Forward Plan Ref: 2011/128

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

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

This report focuses on 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 September 2011.  The Capital monitoring 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)                Approve the change to the Capital Programme as set out in annex 9c;

c)                 Agree the bad debt write off as set out in paragraph 40; and

d)                 Approve the proposed charge of £10 for the issuing of each Disabled Parking Permit as set out in Part 4 to be effective from 1 January 2012.

Cabinet considered a report that set out the financial monitoring and business strategy delivery position covering the period to the end of September 2011. The report focused on the delivery of the Directorate Business Strategies which were agreed as part of the Service and Resource Planning Process for 2011/12 – 2015/16.

Councillor Alan Armitage, Shadow Cabinet Member for Finance & Property referred to the increase in the charge for disabled parking permits which he felt was not justified. The report did not state if administration charges were included in the report. Councillor Mitchell undertook to provide a written response on the costs of administering the permit scheme.

RESOLVED:            to:

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

(b)       approve the change to the Capital Programme as set out in annex 9c;

(c)        agree the bad debt write off as set out in paragraph 40; and

(d)       approve the proposed charge of £10 for the issuing of each Disabled Parking Permit as set out in Part 4 to be effective from 1 January 2012.

Cabinet Member: Finance & Property

Forward Plan Ref: 2011/133

Contact: Matthew Barlow, Financial Manager – Treasury Management Tel: (01865) 323988

Report by Assistant Chief Executive & Chief Finance Officer (CA7).

The report sets out the Treasury Management activity undertaken in the first half of the financial year in compliance with the CIPFA Code of Practice. The report includes Debt and Investment activity, an update on Prudential Indicators, changes in Strategy, any Breaches of approved Strategy and a forecast of interest receivable and payable in the financial year.

The Cabinet is RECOMMENDED to note the report, and to RECOMMEND Council to note the Council’s Mid Term Treasury Management Review 2011/12.

Cabinet considered a report that set out the Treasury Management activity undertaken in the first half of the financial year in compliance with the CIPFA Code of Practice. The report included Debt and Investment activity, an update on Prudential Indicators, changes in Strategy, any Breaches of approved Strategy and a forecast of interest receivable and payable in the financial year.

The Cabinet Member for Finance & Property in introducing the report thanked the Treasury Management Team for all their efforts during a difficult financial period.

RESOLVED:             to note the report, and to RECOMMEND Council to note the Council’s Mid Term Treasury Management Review 2011/12.

Cabinet Member: Transport

Forward Plan Ref: 2011/183

Contact: John Disley, Strategic Manager, Policy & Strategy Tel: (01865) 810460

Report by Deputy Director for Environment & Economy – Highways & Transport (CA8).

On 1 April 2011 Oxfordshire County Council had taken on the responsibility for administering the National Concessionary Fares scheme from the five Oxfordshire District Councils.

In January 2011 Cabinet had agreed the proposals for the 2011/2012 financial year and asked that a further report was submitted in time for decisions to be made for the 2012/2013 financial year and to report back on experience in running the scheme in the current year.

This report deals with the reimbursement of bus companies and the formal conditions of concessionary pass usage from the start of the 2012/2013 financial year. 

Cabinet is RECOMMENDED to:

a)                  Retain the 09.00 start time for the use of Concessionary Passes on Monday to Friday.

b)                 Introduce a later cut off time of 24.00 Monday to Friday for the acceptance of Concessionary Passes.

c)                  Retain the use of Concessionary Passes on Dial-a-Ride services for 2012/13, for review once the new Community Transport Strategy has been adopted.

d)                  Give the Deputy Director, Highways and Transport, in consultation with the Cabinet Member for Transport, delegated authority to:

i           negotiate the most cost effective reimbursement scheme with the operators of commercial bus services;

ii          negotiate the most appropriate solution for reimbursement with operators of subsidised services, including Dial-a-Ride and Community Transport services, including considering the effect of the Council issuing tenders for subsidised bus services without any separate concessionary fare reimbursement

On 1 April 2011 Oxfordshire County Council took on the responsibility for administering the National Concessionary Fares scheme from the five Oxfordshire District Councils. In January 2011 Cabinet agreed the proposals for the 2011/2012 financial year and asked that a further report be submitted in time for decisions to be made for the 2012/2013 financial year and to report back on experience in running the scheme in the current year. Cabinet considered a report that dealt with the reimbursement of bus companies and the formal conditions of concessionary pass usage from the start of the 2012/2013 financial year.

Councillor David Turner, Shadow Cabinet Member for Transport, raised a number of detailed queries on the information contained in the report which were dealt with during the discussion.

During discussion Cabinet welcomed the report and in particular the retention of the 9.00 am start time for the use of the concessionary pass.

RESOLVED: to:

(a)       Retain the 09.00 start time for the use of Concessionary Passes on Monday to Friday.

(b)       Introduce a later cut off time of 24.00 Monday to Friday for the acceptance of Concessionary Passes.

(c)        retain the use of Concessionary Passes on Dial-a-Ride services for 2012/13, for review once the new Community Transport Strategy has been adopted.

(d)       Give the Deputy Director, Highways and Transport, in consultation with the Cabinet Member for Transport, delegated authority to:

i           negotiate the most cost effective reimbursement scheme with the operators of commercial bus services;

ii          negotiate the most appropriate solution for reimbursement with operators of subsidised services, including Dial-a-Ride and Community Transport services, including considering the effect of the Council issuing tenders for subsidised bus services without any separate concessionary fare reimbursement.

Cabinet Member: Children, Education & Families

Forward Plan Ref: 2011/112

Contact: Fran Fonseca, Strategic Lead CLA Tel: (01865) 323098

Report by Director for Children, Education & Families (CA9).

The report is one of a number of regular reports on the progress and challenges  facing the Council’s Looked After Children and Care Leavers and the services involved in supporting them.

The Cabinet is RECOMMENDED to continue to support the Corporate Parenting Strategy and to work to the current objectives of the strategy.

Cabinet considered one of a regular series of reports that came to Cabinet on its role as legal "Corporate Parent" to the Children and Young People Looked After by the Council, and those Leaving Care to live independently.

During discussion Cabinet welcomed the improvement in exam results set out on page 20.

RESOLVED:             to note the report.

Cabinet Member: Schools Improvement

Forward Plan Ref: 2011/118

Contact: Barbara Chillman, Principal Officer – School Organisation and Planning Tel: (01865) 816459

Report by Director for Children, Education & Families (CA10).

Until recently Woodstock CE Primary School had planned to admit 30 children each year. Due to growth in the local population of young children, in recent years the school has received more applications from within the Woodstock catchment area than it has been able to accommodate.

Population data shows that this level of demand can be expected to continue. In addition, nearly 100 new homes are being, or have recently been built, close to the school, and this can be expected to increase demand for pupil places.

The proposal is to increase the school admission number (at F1 entry) from 30 to 45.  Because the published admission number for 2011 and 2012 has already been decided, the school's admission number can only now formally change from 2013. However, the school would like to accept over its official admission number in 2011 and 2012 to allow all in-catchment children to attend. The plan is therefore to accept up to 45 children into Reception (F1) from September 2011.

To accommodate this growth in pupil numbers, there will be some extension of the school’s buildings, and a feasibility study is underway to investigate how this can best be provided.  Some minor enabling works have been completed already during the summer holiday 2011 at the school to extend the current Foundation Stage room to ensure that the agreed 45 pupils could be accommodated from September 2011, as stated above.???

The Cabinet is RECOMMENDED to:

(a)              Consider the representations made in response to the statutory closure notice with particular reference to the issues detailed in paragraphs 12-20 and the Statutory Guidance; and

(b)              Approve the permanent expansion of Woodstock CE Primary School with effect from 1 September 2013.

Cabinet considered a report on the outcome of consultation, on proposals to expand Woodstock CE Primary School by increasing the school admission number (at F1 entry) from 30 to 45 with effect from 1 September 2013.

Councillor Ian Hudspeth, as a local member spoke in support of the proposals.

Note: As set out under Rule 17(a) of the Scrutiny Procedure Rules, this decision was exempt from Call-In as it was deemed urgent and any delay would have seriously prejudiced the Council’s interests, in that the Cabinet’s role would be negated by referral to the Schools’ Adjudicator if the decision was not taken within two months of the end of the Statutory Notice, in this case being 5 October 2011.?

RESOLVED:                       to:

(a)       consider the representations made in response to the statutory closure notice with particular reference to the issues detailed in paragraphs 12-20 and the Statutory Guidance; and

(b)       approve the permanent expansion of Woodstock CE Primary School with effect from 1 September 2013.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2011/130

Contact: Sue Corrigan, Strategic HR Manager Tel: (01865) 810280

Report by Head of Human Resources (CA11).

This report gives an update on activity since 31 March 2011. It gives details of the agreed establishment figure at 30 September 2011 in terms of Full Time Equivalents, together with the staffing position at 30 September 2011. These are also shown by directorate in Appendix 1.In addition, the report provides information on vacancies and the cost of posts being covered by agency staff.

The report also tracks progress on staffing numbers since 1 April 2010 as we implement our Business Strategy.

The Cabinet is RECOMMENDED to:

(a)                           note the report;

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

Cabinet considered a report that gave an update on activity since the implementation of the Establishment Review and associated Recruitment Approval process on 1 August 2005. Details of the agreed establishment figure at 30 September 2011 in terms of Full Time Equivalents was provided, together with the detailed staffing position at 30 September 2011. The report also contained information on grant funded posts and those vacancies which are being covered by agency staff and at what cost.

Councillor Jean Fooks, Opposition Deputy Leader, queried how successful the Council had been in seeking redeployment of staff where necessary.

RESOLVED:             to:

(a)       note the report;

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

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 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.

The Cabinet considered a list of items (CA12) 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.