Agenda, decisions and minutes

Apologies were received from Councillors Heathcoat and Reeves.

To approve the minutes of the meeting held on 23 April 2019 (CA3) and to receive information arising from them.

The Minutes of the meeting held on 23 April 2019 were approved and signed as a correct record.

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

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

‘Could the cabinet member comment on what will happen to the pupils at the Bicester Technology Studio School if the school does not re-open in September?’

Councillor Lindsay-Gale replied:

“Activate Learning Education Trust who run the school have confirmed that this school will be open in September.  Like any other school if we are notified that a school is not planning to re-open we would support the pupils to find alternative places as swiftly as possible. “  

Supplementary: Asked that should the situation change that everything be done to ensure examination pupils are able to take their exams Councillor Lindsay-Gale stressed that they had had confirmation that the school would be open. She added that should any such situation occur at any school then the Council would support pupils to ensure that their education did not suffer.

Cabinet Member: Deputy Leader

Forward Plan Ref: 2019/003

Contact: Ben Threadgold, Policy & Performance Service Manager Tel: 07867 467838

Report by Chief Executive (CA6).

The Cabinet is recommended to consider this report and, subject to any amendments, approve the 2019-20 Outcomes Framework for use in monthly corporate reporting.

The Outcomes Framework is the mechanism by which progress towards OCC’s Corporate Plan priorities is measured and reported. The draft 2019-20 version at Annex A has been revised to reflect this year’s business activities and to incorporate improvements identified during routine review and engagement with members.

The Cabinet is RECOMMENDED to consider this report and, subject to any amendments, approve the 2019-20 Outcomes Framework for use in monthly corporate reporting.

Cabinet considered a report seeking approval of the Outcomes Framework, the mechanism by which progress towards OCC’s Corporate Plan priorities is measured and reported. Cabinet had before them the draft 2019-20 version that had been revised to reflect the year’s business activities and to incorporate improvements identified during routine review and engagement with members.

Councillor Brighouse, Chairman of Performance Scrutiny Committee advised that the Committee had considered and commented on the draft Outcomes Framework but had not had the Business Management and Monitoring report (Agenda Item 7 on this agenda). The Committee had commented that overall there was a need to reconsider the information gathered to focus not on the large amount of information that the Council had but on the information that was needed. Some information was collected for other reasons and although it was right to report such information, it was not collected to ensure the Council was achieving its vision. A more critical approach to outcomes reporting was needed. Councillor Brighouse highlighted that member engagement with residents was important and should be included in measures in the future. Member engagement, such as with casework could give an indication where things were not working quite right. The Committee had also asked that the 2018/19 target be included. Seeing the Business Management & Monitoring report it was clear that several targets were the same as 2018/19. The Committee had raised queries on individual targets and Councillor Brighouse referred to the target for % of 5-9 passes in English and maths that was seen by the Committee as lacking ambition. For the Committee it was important that they have all the information at the Committee with the same papers to Cabinet and Performance Scrutiny Committee. This would strengthen the relation between cabinet and scrutiny and avoid councillors feeling disengaged.

Responding to a question Councillor Brighouse suggested that as the Performance Scrutiny Committee did not meet monthly they would want to receive the most recent monthly business management & monitoring report. They had had a lengthy debate on the outcomes framework at the Committee but had not had the monthly report which would have been helpful.

Responding to a question about capturing member engagement Councillor Brighouse stated for her it was about recognising that councillors worked in communities all the time. They were able to pick up when things were going wrong, or right. This information was being lost as the Council had not yet found a way to capture it.

Ben Threadgold, Policy and Performance Service Manager, introduced the report noting that it was an evolving process and targets and indicators would continue to evolve. He was working with Directors on the comments around individual targets such as those on attainment.

Councillor Hudspeth, moved the recommendations subject to any comments/amendments. Councillor Hudspeth added that the comments from Performance Scrutiny Committee would be considered and asked that any amendments be circulated to all councillors.

Cabinet generally welcomed the report and the level of transparency it provided. It was seen as a useful framework  ...  view the full minutes text for item 44/19

Cabinet Members: Deputy Leader of the Council and Cabinet Member for Finance

Forward Plan Ref: 2019/022

Contacts: Steven Fairhurst Jones, Corporate Performance & Risk Manager Tel: 07932 318890/Katy Jurczyszyn, Finance Manager (Finance, Strategy and Monitoring) Tel: 07584 909518

Report by Policy & Performance Service Manager (CA7 - to follow).

The report demonstrates Oxfordshire County Council’s (OCC’S) progress towards Corporate Plan priorities and an update on the delivery of the Medium Term Financial Plan at the end of March 2019. Please note this is not the final financial outturn position: year end transactions are still being processed at the time of writing. The Provisional Revenue Outturn 2018/19 Report will be considered by Cabinet on 18 June 2019

The report is the first of a monthly reporting cycle, replacing the previous quarterly cycle. This report concerns the month ending 31 March 2019.

The report summarises “what” the Council is doing – progress towards the objectives in the Corporate Plan – and “how” the Council is doing – our organisational health. 

The report covers four elements of business management: performance, risk, human resources and finance. The main body of the report summarises these elements to show how they collectively affect progress towards the achievement of outcomes in the Corporate Plan. Further detail is then provided in each of the four annexes:  

• Annex A: performance 
• Annex B: risk 
• Annex C: human resources (HR) 
• Annex D: finance 

The Cabinet is RECOMMENDED to note the contents of this report.

Cabinet had before them a report that demonstrated Oxfordshire County Council’s (OCC’S) progress towards Corporate Plan priorities and an update on the delivery of the Medium-Term Financial Plan at the end of March 2019. This was not the final financial outturn position as year-end transactions were still being processed at the time of writing. The Provisional Revenue Outturn 2018/19 Report will be considered by Cabinet on 18 June 2019

The report summarised “what” the Council is doing – progress towards the objectives in the Corporate Plan – and “how” the Council is doing – our organisational health. 

The report covered four elements of business management: performance, risk, human resources and finance. The main body of the report summarised these elements to show how they collectively affect progress towards the achievement of outcomes in the Corporate Plan. Further detail is then provided in each of the four annexes:  

• Annex A: performance 
• Annex B: risk 
• Annex C: human resources (HR) 
• Annex D: finance 

Councillor Laura Price, Opposition Deputy Leader commented that the report following on from the draft Outcomes Framework and gave more information and commentary. She asked how the objectives of the Corporate Plan could be integrated into the report and how there could be an effective conversation about transformation. Transformation had a dedicated budget. Councillor Price highlighted the red status of children’s services but stated that people were enthused and excited to see how the remodelling proposals will effect changes and noting changes were already happening.

On staffing Councillor Price was disappointed that the report seemed to be a backwards step with less detail available. She felt it was very top level and hoped it will improve as she had been told it was getting a rethink. It had been good previously to follow what was happening on agency posts by Directorate. Councillor Price stressed the need to be clear with interim posts. She understood that with the agency contract more data than ever was available and hoped that as the report evolved that detail would be there.

Councillor Hudspeth, on behalf of Councillor Heathcoat introduced the contents of the report in relation to business monitoring and HR matters, noting that Councillor Bartholomew would introduce the finance elements of the report. Councillor Hudspeth noted that the report was the first to be made on a monthly basis and would continue to develop. The new method of reporting would enhance clarity in relation to the direction of travel and against corporate objectives and would support reporting towards the transformation plan.

Councillor Hudspeth summarised the progress towards the Corporate Plan outcomes.

Councillor Bartholomew, Cabinet Member for Finance, introduced the contents of the report.

Cabinet Members commented on individual items in the report.

RESOLVED:             to note the contents of this report.

Cabinet Member: Leader

Forward Plan Ref: 2018/187

Contact: Sue Whitehead, Principal Committee Officer Tel: 07393 001213

Report by Director of Law & Governance (CA8).

To consider member appointments to a variety of bodies which in different ways support the discharge of the Council’s Executive functions.

The Cabinet is RECOMMENDED to agree appointments to the bodies set out in the Annex to this report.

Cabinet considered a report on member appointments to a variety of bodies which in different ways support the discharge of the Council’s Executive functions.

RESOLVED:            to agree appointments to the bodies set out in the Annex to these minutes.

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 CA9.  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.

It is RECOMMENDED that the public be excluded for the duration of item 11 (since it is likely that if they were present during that item there would be disclosure of exempt information as defined in Part I of Schedule 12A to the Local Government Act 1972 (as amended) and specified below in relation to that item 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 on the grounds set out in that item.

THE REPORT RELATING TO THE EXEMPT ITEM HAS NOT BEEN MADE PUBLIC AND SHOULD BE REGARDED AS STRICTLY PRIVATE TO MEMBERS AND OFFICERS ENTITLED TO RECEIVE IT.

RESOLVED:             that the public be excluded for the duration of item 11 (since it is likely that if they were present during that item there would be disclosure of exempt information as defined in Part I of Schedule 12A to the Local Government Act 1972 (as amended) and specified below in relation to that item 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 on the grounds set out in that item.

PUBLIC SUMMARY OF PROCEEDINGS FOLLOWING THE WITHDRAWAL OF THE PRESS AND PUBLIC

Cabinet Member: Environment

Forward Plan Ref: 2019/041

Contact: Paul Fermer, Assistant Director of Community Operations

Report by Director for Infrastructure Operations (CA11).

The report contains exempt information. The information contained in the report 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 disclosure would undermine the process to the detriment of the Council’s ability properly to discharge its fiduciary and other duties as a public authority.

The report seeks approval to enter into anAgency Agreement that will transfer the operational management of Oxfordshire County Council owned Park and Ride facilities to Oxford City Council these being Thornhill and Water Eaton.

Currently, the responsibility for managing the county’s Park & Ride sites is split between the City and County councils. By joining this up, we will be able to create more efficient use of resources as well as offer a better and more consistent service to users.

The report contains exempt information. The information contained in the report 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 disclosure would undermine the process to the detriment of the Council’s ability properly to discharge its fiduciary and other duties as a public authority.

The report sought approval to enter into anAgency Agreement that will transfer the operational management of Oxfordshire County Council owned Park and Ride facilities to Oxford City Council these being Thornhill and Water Eaton.

Councillor John Sanders, Shadow Cabinet member for Environment spoke in support of the proposal. He referred to other areas where there could be management co-operation between District and County Councils and suggested consideration of a liaison group to consider such proposals. Councillor Hudspeth highlighted the cross county role of the Oxfordshire Growth Board.

RESOLVED:  to:

(a)          agree in principle to enter into an Agency Agreement that will transfer the operational management of Oxfordshire County Council owed Park and Ride facilities to Oxford City Council.

(b)          to delegate authority to the Director of Law and Governance, in consultation with the Cabinet Member for Environment, the Leader and the Strategic Director of Communities to agree appropriate terms of the agreement.