Agenda, decisions and minutes

Apologies were received from Councillor Harrod.

In relation to Item 11, Councillor Gray advised that he was Chairman of Cholsey Parish Council but that this did not constitute a disclosable pecuniary interest.

To approve the minutes of the meeting held on  16 October 2018 (CA3) and to receive information arising from them.

The Minutes of the meeting held on 16 October 2018 were approved and signed as a correct record.

To approve the exempt minutes of the meeting held on 16 October 2018 (CA15) and to receive information arising from them.

The information contained in the annexes is exempt in that it falls within the following prescribed category:

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

and since it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, in that the disclosure could affect both the outcome of the current planning application for delivery of the school and the conduct of the Education Skills and Funding Agency (ESFA).

The exempt minutes of the meeting held on 16 October 2018 were approved and signed as a correct record.

The information contained in the exempt minutes is exempt in that it falls within the following prescribed category:

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

and since it is considered that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, in that the disclosure could affect both the outcome of the current planning application for delivery of the school and the conduct of the Education Skills and Funding Agency (ESFA).

Councillor Howson had given written notice of the following question to Councillor Lindsay-Gale:

“How many pupils has each secondary school in Oxfordshire presented to a Fair Access Panel in the past five academic years between 2013-14 and 2017-18? And how many pupils have they accepted in return from other schools as a result of those pupils being brought to a Fair Access Panel?”

Councillor Lindsay-Gale replied:

Pupils presented to Panel 2013-18

Fig 1

Pupils accepted through the In Year Fair Access Protocol 2013-18

The Leader of the Council had agreed the following requests to address the meeting:-

Cabinet Member: Finance

Forward Plan Ref: 2018/097

Contact: Donna Ross, Principal Finance Manager – Treasury Pension Tel: (01865) 323976

Report by Director of Finance (CA6).

The report sets out the Treasury Management activity undertaken in the first half of the financial year 2018/19 in compliance with the CIPFA Code of Practice.  The report includes Debt and Investment activity, Prudential Indicator monitoring and forecast interest receivable and payable for the financial year.

Cabinet is RECOMMENDED to:-

(a)   note the report.

(b)  RECOMMEND Council to note the report and the Council’s Mid-Term Treasury Management Review 2018/19.

Cabinet considered a report that set out the Treasury Management activity undertaken in the first half of the financial year 2018/19 in compliance with the CIPFA Code of Practice.  The report included Debt and Investment activity, Prudential Indicator monitoring and forecast interest receivable and payable for the financial year.

Councillor Glynis Phillips, Shadow Cabinet Member for Finance, noted that the report represented a positive picture with all the metrics being good. Referring to paragraph 16 Councillor Phillips asked when, was the last time there was any new debt financing. Referring to the investment strategy Councillor Phillips queried whether there was any guidance on ethical investment. In relation to Annex 5 Councillor Phillips asked whether there was confidence that there were no links to tobacco companies.

Councillor Bartholomew, Cabinet Member for Finance, responded to the points raised and agreed that the information in the report was very encouraging. He confirmed that the county council was not taking on new debt and the picture on repayments was that they would continue to fall. On environmental, social and governance issues Councillor Bartholomew commented that he had suggested that the Audit & Governance Committee have a look at this area. He confirmed that the county council lends responsibly but that there was no control over how those bodies then re-lend.

Councillor Bartholomew, introduced the contents of the report, thanked officers for their work and moved the recommendations.

RESOLVED:             to: -

(a)   note the report.

(b)  RECOMMEND Council to note the report and the Council’s Mid-Term Treasury Management Review 2018/19.

Cabinet Member: Children & Family Services

Forward Plan Ref: 2018/073

Contact: Tan Lea, Strategic Safeguarding Partnerships Manager Tel: 07867 923287

Report by Director for Children’s Services (CA7).

Local Safeguarding Children Boards were set up under the Children Act 2004 to co-operate with each other in order to safeguard children and promote their welfare.  The  Oxfordshire Board is led by an independent chair and includes representation from all six local authorities in Oxfordshire, as well as the National Probation service, the Community Rehabilitation Company, Police, Oxfordshire Clinical Commissioning Group, Oxford University Hospitals NHS Trust, Oxford Health NHS Foundation Trust, schools and Further Education colleges, the military, the voluntary sector and lay members.

The report highlights findings from the Board's annual report on the effectiveness of local arrangements to safeguard and promote the welfare of children in Oxfordshire. Also included are annual reports on serious case reviews and quality assurance

The OSCB annual report will also be considered by the Performance Scrutiny Committee and the Health and Wellbeing Board.

Cabinet is RECOMMENDED to note these annual reports and provide any comments.

Local Safeguarding Children Boards were set up under the Children Act 2004 to co-operate with each other to safeguard children and promote their welfare.  The Oxfordshire Board is led by an independent chair and includes representation from all six local authorities in Oxfordshire, as well as the National Probation service, the Community Rehabilitation Company, Police, Oxfordshire Clinical Commissioning Group, Oxford University Hospitals NHS Trust, Oxford Health NHS Foundation Trust, schools and Further Education colleges, the military, the voluntary sector and lay members.

Cabinet had before them three reports highlighting findings from the Board's annual reports on the effectiveness of local arrangements to safeguard and promote the welfare of children in Oxfordshire, on serious case reviews and quality assurance

The OSCB annual report was also considered by the Performance Scrutiny Committee and the Health and Wellbeing Board.

Councillor Brighouse, Chairman of Performance Scrutiny Committee, commented that the Committee had been impressed by the work and commitment shown but had recognised several issues needing to be dealt with. These included, academisation, increased levels of exclusions and the use of part time timetables and home schooling. These issues could all add to children becoming more vulnerable. She noted that Lucy Butler was working with the schools and head teachers, but the Committee had felt that the governing bodies needed to have a greater understanding of the issues and implications for safeguarding. She referred to the work the Committee was doing on young carers and added that the Committee was assured that there was ongoing work around the Corporate Parent Panel. Councillor Brighouse also highlighted waiting times for CAMHS and cyber bullying.

Richard Simpson, OSCB independent chair introduced the OSCB annual report, welcoming the opportunity to speak to Cabinet. He outlined the strengths and achievements over the last year and areas for development. He also noted the future direction for OSCB that included the independent Chair being appointed by Oxfordshire Clinical Commissioning Group and the Police Commissioner rather than the county council. As an incoming Chairman he wanted to strengthen the involvement of children in the work of the Board and to continue the joint working with the Oxfordshire Safeguarding Adults Board (OSAB).

During discussion Cabinet welcomed that the OSCB recognised that there was no complacency with the current situation and confirmed the importance to the county council of the two safeguarding boards working together. The diagram on page 73 should be amended in future reports to include that link. Responding to comments Richard Simpson advised that the length and format of future reports was being looked at.

Officers presented the contents of the reports on serious case reviews and quality assurance.

RESOLVED:             to note these annual reports and provide any comments

Cabinet Member: Adult Social Care

Forward Plan Ref: 2018/125

Contact: Steven Turner, OSAB Business Manager Tel: (01865) 328993

Report by the Director of Adult Services (CA8).

The OSAB is required to report annually on the work of the Board and of its partners, assessing the position of the partnerships in relation to the safeguarding adults at risk within Oxfordshire.

Cabinet is RECOMMENDED to

(a)        Note that the adult safeguarding partnership is working across Oxfordshire and that work undertaken by the Board and its partners has resulted in a 9% decrease in safeguarding concerns being referred into the Local Authority, reversing a six-year trend of an annual 30% increase in concerns year-on-year.

(b)        Note the priorities within the report (pages 24 & 25) around service user and community engagement, improving multi-agency working, monitoring key issues and early help strategies & initiatives for 2018-19.

Cabinet considered the annual report of the OSAB on the work of the Board and of its partners, assessing the position of the partnerships in relation to safeguarding adults at risk within Oxfordshire.

Councillor Brighouse, Chairman of Performance Scrutiny Committee, praised the layout and commented on the report being easy to understand. She was pleased to see the 9% decrease in safeguarding concerns and that there was a clearer understanding of what needed to be referred into the system. Councillor Brighouse highlighted areas discussed by the Committee including the difficulty in tackling hoarding, the lack of usability of the thresholds for the enquiry process, the commissioning process, issues around extra care housing and issues around lasting power of attorney.

Pamala Marsden, Independent Chair of the Oxfordshire Safeguarding Adults Board introduced the report and commented that it had been a different report with the aim of reaching people, raising awareness through the year.

During discussion Cabinet:

·         Stressed the importance of the crossover with the Oxfordshire Safeguarding Children’s Board (OSCB). The transition phase as a young person reached adulthood was important. For older people there was the problem of identification as some older people feared to ask for help.

·         Noted the role of community groups and that they were able to notice changes in people attending lunch clubs, coffee mornings etc. Melanie Pearce responding to a question explained that training was offered to voluntary groups and helpful information could be found on the website. Asked if thought could be given on ways to reach out to informal groups such as lunch clubs and coffee mornings Pamala agreed that it was something she could take back for the Board to consider. Councillor Corkin offered to take an item to a parish liaison meeting

·         Highlighted the work of the OFRS in supporting adult safeguarding.

·         Explored the problem of loneliness and its implications for safeguarding.

·         Asked that consideration be given to bringing future reports to an earlier meeting closer to the end of the year being considered.

RESOLVED:             to: -

(a)        note that the adult safeguarding partnership is working across Oxfordshire and that work undertaken by the Board and its partners has resulted in a 9% decrease in safeguarding concerns being referred into the Local Authority, reversing a six-year trend of an annual 30% increase in concerns year-on-year; and

(b)        note the priorities within the report (pages 24 & 25) around service user and community engagement, improving multi-agency working, monitoring key issues and early help strategies & initiatives for 2018-19.

Cabinet Member: Environment

Forward Plan Ref: 2018/101

Contact: Peter Day, Minerals and Waste Policy Team Leader Tel: (01865) 815544

Report by Director for Planning & Place (CA9).

Government planning policy in the NPPF requires the County Council to prepare an annual Local Aggregate Assessment (LAA). The LAA establishes the amount of provision for mineral working that should be made in the Minerals and Waste Local Plan and it can also be a material consideration in the determination of planning applications for mineral working. The current LAA 2017 was approved by the Cabinet in December 2017. It set provision levels for sharp sand and gravel and crushed rock higher than the 10 year sale average. These figures are the same as in the previous LAA 2014, which provides the basis for the levels of provision for mineral supply in policy M2 of the Minerals and Waste Local Plan: Part 1 - Core Strategy which was adopted in September 2017.

Updated information on sales and reserves of aggregates in Oxfordshire, for 2017, is now available. A revised LAA 2018 should be produced, taking into account this more up to date information.

Sales of sharp sand and gravel increased in 2017. There was a further slight decrease in the 10 year sales average but the 3 year sales average increased and the generally upward trend in sales was continued. Sales of soft sand and crushed rock increased and were above the LAA 2017 provision levels. On the basis of the new information available, it is considered that the approach and methodology used in the LAA 2014 and LAA 2017 continues to be robust and defensible and that the resultant analysis and conclusions continue to hold; and that the provision levels in the LAA 2017 continue to be appropriate and should be carried forward in the revised LAA 2018. It is considered to be too early in the monitoring period for the Core Strategy to change the LAA provision levels. However, the situation should continue to be monitored and the possible need for review of the figures considered annually.

The Cabinet is RECOMMENDED, subject to consideration of any advice from the South East England Aggregate Working Party, to

(a)         approve the inclusion of the provision level figures in paragraph 11 of the above report in the Oxfordshire Local Aggregate Assessment 2018 for use as the basis for provision for mineral working in the Oxfordshire Minerals and Waste Local Plan and for calculating the Oxfordshire landbank;

(b)         authorise the Director for Planning and Place in consultation with the Cabinet Member for Environment to finalise the Oxfordshire Local Aggregate Assessment 2018 and to publish it on the Council website.

Government planning policy in the NPPF requires the County Council to prepare an annual Local Aggregate Assessment (LAA). The LAA establishes the amount of provision for mineral working that should be made in the Minerals and Waste Local Plan and it can also be a material consideration in the determination of planning applications for mineral working. The current LAA 2017 was approved by the Cabinet in December 2017. It set provision levels for sharp sand and gravel and crushed rock higher than the 10-year sale average. These figures are the same as in the previous LAA 2014, which provides the basis for the levels of provision for mineral supply in policy M2 of the Minerals and Waste Local Plan: Part 1 - Core Strategy which was adopted in September 2017.

Cabinet had before them a report that set out updated information on sales and reserves of aggregates in Oxfordshire, for 2017 and making recommendations for a revised LAA 2018, considering this more up to date information.

Councillor John Sanders, Shadow Cabinet Member for Environment, expressed his complete agreement with the recommendations. He noted that this was a period of appreciable change and the county council needed to work on the long-term figures.

Councillor Constance, Cabinet Member for Environment, introduced the report and moved the recommendations.

RESOLVED:             subject to consideration of any advice from the South East England Aggregate Working Party, to

(a)         approve the inclusion of the provision level figures in paragraph 11 of the above report in the Oxfordshire Local Aggregate Assessment 2018 for use as the basis for provision for mineral working in the Oxfordshire Minerals and Waste Local Plan and for calculating the Oxfordshire landbank;

(b)         authorise the Director for Planning and Place in consultation with the Cabinet Member for Environment to finalise the Oxfordshire Local Aggregate Assessment 2018 and to publish it on the Council website.

Cabinet Member: Environment

Forward Plan Ref: 2018/142

Contact: Dawn Pettis, Strategy Planning Team Leader Tel: (01865) 815320/Amanda Jacobs, Principal Infrastructure Planner Tel: 07825 314772

Report by Director for Planning & Place (CA10).

Thames Water are currently consulting on their Revised Draft Water Resources Management Plan (WRMP) 2019 which looks ahead to 2100.

The consultation documents outline the changes to the original Draft WRMP and include the preferred demand management and water supply options for Thames Water and the wider South East region.

The Cabinet paper acknowledges some progress that Thames Water has made in terms of commitment to further reduction in leakage. However, concerns remain on the calculations used by Thames Water to underpin their preferred plan and the principle of a proposed reservoir in Abingdon. The paper also discusses high level transport issues that Thames Water needs to consider, should the proposed reservoir progress. 

Cabinet is RECOMMENDED to:

(a)          Consider the issues and the draft response in Appendix 1, and provide comments as appropriate.

(b)          Agree that the final response to the consultation be signed off by the Director for Planning and Place in consultation with the Cabinet Member for the Environment.

Thames Water are currently consulting on their Revised Draft Water Resources Management Plan (WRMP) 2019 which looks ahead to 2100.

Cabinet considered a paper recommending a consultation response to the latest consultation documents that outlined the changes to the original Draft WRMP and included the preferred demand management and water supply options for Thames Water and the wider South East region.

Mr Stork, Chairman of GARD (Group Against Reservoir Development), supported the recommendations but wished to see a stronger response, referring to a briefing note the Group had made available to Cabinet Members. The response although referring to flooding risk did not mention the increased flooding risk. There was too much emphasis on water resources across the whole of the South-East. The Group urged the Council to call for a public enquiry as the only way to obtain factual clarification on a range of points. Councillor Constance commented on the points raised noting that the county council was unclear what the level of water demand in Oxfordshire will be and that Oxfordshire should not supply the whole of the midlands and south-east.

Councillor Fox-Davies, local councillor for Hendreds and Harwell, where half the villages would border the proposed reservoir highlighted the need for Thames Water to address the leakage issue and to consider alternatives to the reservoir. He was pleased that the council was objecting but asked Cabinet to consider calling for a public enquiry.

Councillor Sanders, Shadow Cabinet Member for Environment, supported the recommendations, expressing concern at the business model proposed by Thames Water. The targets on reducing water leakage were not sufficient.

Rachel Wileman, introduced the contents of the report.

During discussion, Cabinet supported the suggested draft response subject to it being strengthened to press for an increase in the rate of reduction of leakages and strengthened demands for a regional plan, together with a call for a public enquiry. Councillor Constance moved the recommendations subject to the comments and with an amendment pressing for a public enquiry.

RESOLVED:             to:

(a)          Consider the issues and the draft response in Appendix and provide comments as appropriate.

(b)          Agree that the final response to the consultation be signed off by the Director for Planning and Place in consultation with the Cabinet Member for the Environment.

(c)          Press for a public enquiry.

Cabinet Member: Adult Social Care & Public Health

Forward Plan Ref: 2018/138

Contact: Rebecca Lanchbury, Commissioning Officer (Older People) Tel: 07584 481255

Report by Deputy Director for Joint Commissioning (CA11).

The Innovation Fund for Daytime support 2018-19 was open to applications from all community and voluntary organisations to deliver new innovative projects for daytime support in Oxfordshire.

The aim of the funding is to provide one-off funding to support the development of self-sustaining projects, delivering new opportunities for adults in Oxfordshire.

As per the agreed cross-party decision-making process, the cross-party panel reviewed the applications and assessed them against grant criteria. Recommendations for award were coproduced with people who use services and supported by officer recommendations.

This paper sets out the final cross-party panel recommendations for allocation of the Innovation Fund for daytime support 2018-19, for decision by Cabinet.

Cabinet is RECOMMENDED to:

(a)        congratulate the voluntary sector for its continued commitment and dedication to innovation and provision of new opportunities to people using services in Oxfordshire;

(b)        review and agree the cross-party evaluation panel’s recommendations for Innovation Fund grant awards as set out at paragraph 10 of the report; and.

(c)        approve utilisation of the remaining amount as set out under 18 above for a third round of applications to the Innovation Fund 2018-19.

The Innovation Fund for Daytime support 2018-19 was open to applications from all community and voluntary organisations to deliver new innovative projects for daytime support in Oxfordshire. The aim of the funding is to provide one-off funding to support the development of self-sustaining projects, delivering new opportunities for adults in Oxfordshire.

The cross-party panel reviewed the applications and assessed them against grant criteria and recommendations for award were coproduced with people who use services and supported by officer recommendations. Cabinet had before them a report setting out the recommendations of the cross-party panel.

Councillor Afridi, Shadow Cabinet Member for Adult Social Care & Public Health, commended the useful work of the panel and the involvement of service users. However, there was a considerable amount of work involved in the panel process and she highlighted two applications that did not fit the criteria. She suggested that applications be reviewed and only come forward to the panel if they fitted the criteria. Councillor Stratford, noted the comment but felt that it was a balancing act to ensure that the work load was manageable while giving applicants every opportunity to put their application forward. He agreed that the involvement of service users had worked very well. Councillor Stratford moved the recommendations.

RESOLVED:             to:

(a)        congratulate the voluntary sector for its continued commitment and dedication to innovation and provision of new opportunities to people using services in Oxfordshire;

(b)        review and agree the cross-party evaluation panel’s recommendations for Innovation Fund grant awards as set out at paragraph 10 of the report; namely

To approve the requested funding for the following bids: -

(1) Farmability

(2) Witney Day Centre

(3) Cholsey Parish Council

(4) The Cedar Community Club

To approve the requested funding for the following bids subject to conditions (these are specified in the cross-party recommendations at Annex 2): -   

(1)  Paintbuzz

(2)  Farcycles

(3)  The Guideposts Trust

To refuse the requested funding for the following bids: -

(1)  The Royal Voluntary Service

(2)  Fish Volunteer Centre

(c)        approve utilisation of the remaining amount as set out under 18 above for a third round of applications to the Innovation Fund 2018-19.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2018/098

Contact: Sarah Currell, HR Manager – IBC Interface Tel: 07867 467793

Report by Director of Human Resources (CA12).

This report gives an update on staffing numbers and related activity during the period 1 July 2018 to 30 September 2018.  It gives details of the actual staffing numbers at 30 September 2018 in terms of Full Time Equivalents.  These are shown by directorate in Appendix 1. In addition, the report provides information on the cost of posts being covered by agency staff and an Agency Trend analysis in Appendix 2. 

The Cabinet is RECOMMENDED to note the report

Cabinet considered a report that gave an update on staffing numbers and related activity during the period 1 July 2018 to 30 September 2018.  It gave details of the actual staffing numbers at 30 September 2018 in terms of Full Time Equivalents.  In addition, the report provided information on the cost of posts being covered by agency staff and an Agency Trend analysis.

Councillor Brighouse, Opposition Leader, suggested that as the transformation programme went forward a new type of report was needed. Councillor Heathcoat, Deputy Leader of the Council, appreciated the point made and commented that a new report template would be used in future reports. Councillor Price, as Opposition Deputy Leader had been briefed on the new format.  Councillor Heathcoat confirmed that the new format would link into the transformation process.

RESOLVED:                               to note the report.

Cabinet Member: All

Contact Officer: Sue Whitehead, Committee Services Manager Tel: 07393 001213

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 CA13.  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 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.