Agenda, decisions and minutes

An apology for absence was submitted by Councillor Pete Sudbury who was unwell with Covid.

To approve the minutes of the meeting held on 19 October 2021 (CA3) and to receive information arising from them.

The minutes of the meeting held on 19 October 2021 were approved and signed with the addition of Councillor David Bartholomew to the list of Other Councillors Attending.

The questions received from County Councillors and responses are set out in an Annex to these Minutes.

Councillor David Bartholomew, Shadow Cabinet Member for Finance asked a supplementary question to his question to Councillor Calum Miller, Cabinet Member for Finance:

In relation to SODC headquarters, has Abbey House been suggested as an option for a new headquarters which would facilitate a no cost end to OCC’s tenancy over there.

Councillor Calum Miller replied that he was sure Councillor Bartholomew as a Member of South Oxfordshire District Council would be able to ask that question of that authority.

Currently council meetings are taking place in-person (not virtually) with Covid safety procedures operating in the venues.  However, members of the public who wish to speak at this meeting can attend the meeting ‘virtually’ through an online connection.  While you can ask to attend the meeting in person, you are strongly encouraged to attend ‘virtually’ to minimise the risk of Covid-19 infection.

Please also note that in line with current government guidance all attendees are strongly encouraged to take a lateral flow test in advance of the meeting.

Normally requests to speak at this public meeting are required by 9 am on the day preceding the published date of the meeting. However, during the current situation and to facilitate these new arrangements we are asking that requests to speak are submitted by no later than 9am four working days before the meeting i.e. 9 am on Wednesday 10 November 2021. Requests to speak should be sent to colm.ocaomhanaigh@oxfordshire.gov.uk .  You will be contacted by the officer regarding the arrangements for speaking.

If you ask to attend in person, the officer will also advise you regarding Covid-19 safety at the meeting.  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 9 am 2 working days before the meeting. Written submissions should be no longer than 1 A4 sheet.

The following requests to address the meeting had been agreed by the Chair:

Item 6: Business Management and Monitoring Report:

Councillor David Bartholomew

Item 8: Climate Action Programme:

Councillor Andrew Coles

Cabinet Member: Cabinet Member for Finance

Forward Plan Ref: 2021/103

Contact: Louise Tustian, Head of Insight & Corporate Programmes Tel: 07741 607452/ Kathy Wilcox, Head of Financial Strategy Tel: 07788 302163

Report by Corporate Director Customers & Organisational Development and Director of Finance (CA6).

This report presents September/Quarter two 2021 performance, risk and finance position for the Council.

Cabinet is RECOMMENDED

a)               to note the September/Quarter two business management and monitoring report.

b)              to note virements set out in Annex C-2c

Cabinet considered a report which presented September/Quarter two 2021 performance, risk and finance position for the Council.

Councillor David Bartholomew, Shadow Cabinet Member for Finance addressed the financial aspects of the report:

·       In relation to annex c, he expressed concern at the variances against budget for Childrens’ Services, which had deteriorated by a further £600,000 in one month, with a projected overspend of £2.4m. £1.1m was attributable to front line social care and use of Agency Staff. When in Opposition, the present Administration criticised the use of Agency Social Workers, so perhaps now there was an appreciation that the use of Agency Staff was unavoidable

·       Concern was expressed at the collapse of the regional memorandum of co-operation that had the intention of constraining the acceleration of Agency Staff costs. It appeared that it was every Council for itself

·       Paragraph 29 of the report – Adult Services. Reference was made to the number of Care Home places which would continue to be used through the year. However, the figure quoted shows an 8% decline compared to February 2020, the same as in last months’ report.

·       Paragraph 37 of the report – the new Health and Social Care Team – shows that the Team was reliant on Agency Staff

·       Paragraph 42 of the report – Reference was made to £4.7m allocated for financial stability in the care market. Clarification was asked on what this meant.

·       Paragraph 60 – Community Operations were forecasting a higher level of activity than budgeted in respect of defect repairs based on benchmarking trends with previous years and long-term weather predictions. Could this be explained?

·       The Finance Department had a £300,000 overspend, which had now dropped to £200,000. The department should lead by example.

·       There was a disappointing target rate of debt collection, which he hoped the Cabinet Member would improve.

Councillor Calum Miller, Cabinet Member for Finance, thanked Councillor Bartholomew for his observations and commented that he was right to point out the increased use of Agency Staff in social care. However, what he had not pointed out was that Agency Staff were being used because of the loss of social care staff due to a hostile employment environment which had reduced the supply in the labour market. Reference was made to the need for the Government to take some action to the crisis in the social care labour sector.

In relation to the £4.7m allocated to Adult Social Care, in a market which had been consistently destabilised by Government underfunding, provision has been found to ensure some financial stability to seek to cope with a market that is facing labour shortages and uncertainty regarding government funding.

In relation to paragraph 60 and Community Operations basing forecasts on long-term weather predictions, to the Cabinet Member, it made perfect sense to make use of long- term weather forecasting for this purpose.

In relation to debt collection, the Council would do everything within its powers, to recover funds owed, but with residents facing deprivation, the end of  ...  view the full minutes text for item 114/21

Cabinet Member: Finance

Forward Plan Ref: 2021/102

Contact: Tim Chapple, Treasury Manager Tel: 07917 262935

Report by Director of Finance (CA7).

The report sets out the Treasury Management activity undertaken in the first half of the financial year 2021/22 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)                  endorse the report, and

b)                 recommend Council to endorse the Council’s Mid-Term Treasury Management Review 2021/22.

Cabinet considered a report which set out the Treasury Management activity undertaken in the first half of the financial year 2021/22 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.

RESOLVED:

a)       That Cabinet endorses the report, and

b)       Recommend Council, the endorsement of the Council’s Mid-Term Treasury Management Review 2021/22.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2021/081

Contact: Sarah Gilbert, Climate Action Team Leader Tel: 07867 467797

Report by Corporate Director for Environment & Place (CA8).

The Greenhouse Gas Emissions 2020/2021 report is an annual report on the council’s operational greenhouse gas emissions and progress towards the target of net zero by 2030.  This report covers the financial year 2020-2021 and the period of greatest operational COVID impact.

The Cabinet is RECOMMENDED to approve the Greenhouse Gas Emissions report for 2020/2021 for publication on the County Council website, set out in Appendix 1.

Cabinet considered the Greenhouse Gas Emissions 2020/2021 report which was an annual report on the Council’s operational greenhouse gas emissions and progress towards the target of net zero by 2030. 

The report covered the financial year 2020-2021 and the period of greatest operational COVID impact.

Councillor Andrew Cole spoke on this item and welcomed the report and applauded the measures which had been made to date. However, there needed to be improvements around actions relating to biodiversity. Reference was made to the importance of biodiversity to society and how this impacted on the quality of life and on the public purse. It should be a priority. There was a challenge for society to look to nature-based solutions to climate change.

In the absence of the Cabinet Member for Climate Change Delivery and Environment, Councillor Duncan Enright, Cabinet Member for Travel & Development Strategy replied and referred to paragraph 15 of the report which detailed information on adaptations by biodiversity. Reference was made to the work in the development of infrastructure where the Council looks for biodiversity gain. An example was works along the A40 where biodiversity gains of 10 % were based in. Where possible, the Council was looking for biodiversity gains on site, in other parts of the Council. 

The Leader concurred with Councillor Cole’s comments and referred to an event she had been invited to by Thames Water which was looking at how we can look at biodiversity around the County’s rivers whilst mitigating flood risk.

RESOLVED: That approval be given to the Greenhouse Gas Emissions report for 2020/2021 for publication on the County Council website, set out in Appendix 1.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2021/166

Contact: Sarah Gilbert, Climate Action Team Leader Tel: 07867 467797

Report by Assistant Director Strategic Infrastructure & Planning (CA9).

Oxfordshire has applied to central government for a grant of £3.37M  from the Sustainable Warmth Fund. This money will provide energy-saving home retrofit measures for those most in need and unable to pay. 

The Cabinet is RECOMMENDED to

(a)                endorse the submission of a funding bid to support retrofit of homes in fuel poverty within Oxfordshire under the Sustainable Warmth Fund (SWF).

(b)                delegate authority to the Corporate Director Environment and Place in consultation with S151 Officer and Cabinet Member for Climate Change Delivery and Environment to review and conclude legal agreements should the application be successful.

Cabinet considered a report which informed Members that OCC had applied to central Government for a grant of £3.37m from the Sustainable Warmth Fund. This money would provide energy-saving home retrofit measures for those most in need and unable to pay. 

This initiative was in support of the Council’s strategic priorities on climate action and healthy place shaping, as well as national commitments to a green recovery. If successful, the project would deliver home energy efficiency retrofits to 310 households living in energy inefficient properties and fuel poverty.

Both Councillors Duncan Enright and Glynis Phillips spoke on this report and Councillor Phillips expressed her disappointment at the Government’s commitment to this agenda given that in Oxfordshire there are 4,000 properties which require this work, however, if successful there would only be funding for 310 houses. National Government were urged to invest even more into SWF.

RESOLVED: Cabinet,

(a)                Endorsed the submission of a funding bid to support retrofit of homes in fuel poverty within Oxfordshire under the Sustainable Warmth Fund (SWF).

(b)               Approved that delegated authority to the Corporate Director Environment and Place in consultation with S151 Officer and Cabinet Member for Climate Change Delivery and Environment to review and conclude legal agreements should the application be successful.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2021/155

Contact: Charlotte Simms, MWLP Principal Planner Tel: 07741 607726

Report by Corporate Director Environment & Place (CA10).

Under the National Planning Policy Framework, July 2021 (NPPF), mineral planning authorities should prepare an annual Local Aggregate Assessment (LAA). The NPPF states that the LAA should ‘forecast future demand, based on a rolling average of 10 years’ sales data and other relevant information, and an assessment of all supply options.’

The Cabinet is RECOMMENDED to

a)                  approve the Local Aggregates Assessment for 2020 (LAA2020) and the Local Aggregates Assessment for 2021 (LAA2021) presented herewith;

b)                 authorise the Corporate Director Environment and Place in consultation with the Cabinet Member for Climate Change Delivery and Environment to make any revisions and publish the Oxfordshire Local Aggregate Assessment 2020 and the Oxfordshire Local Aggregate Assessment 2021 on the Council website.

Cabinet was provided with a report which informed Members that under the National Planning Policy Framework, July 2021 (NPPF), mineral planning authorities should prepare an annual Local Aggregate Assessment (LAA).

The NPPF stated that the LAA should ‘forecast future demand, based on a rolling average of 10 years’ sales data and other relevant information, and an assessment of all supply options.’

Cabinet was informed that the purpose of an annual LAA was to set the level of provision for the County Council as the Minerals Planning Authority to ensure an appropriate provision for Sand and Gravel and Crushed Rock extraction in Oxfordshire. This provision level was based on an assessment between the supply and demand of aggregate in Oxfordshire and evaluated through a review of the latest sales information, and all aggregate supply options and forecast demand. This assessment for provision is based on surveys and past sales.

RESOLVED: That Cabinet

a)                Approves the Local Aggregates Assessment for 2020 (LAA2020) and the Local Aggregates Assessment for 2021 (LAA2021) as detailed in the report.

b)        Authorises the Corporate Director Environment and Place in consultation with the Cabinet Member for Climate Change Delivery and Environment to make any revisions and publish the Oxfordshire Local Aggregate Assessment 2020 and the Oxfordshire Local Aggregate Assessment 2021 on the Council website.

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2021/108

Contact: Mohammed Ilyas, Programme Lead Tel: 07712 110046

Report by Corporate Director Environment & Place (CA11).

This report seeks approval to progress with a junction capacity and sustainable transport improvements project at the A4095 / B4100 Banbury Road roundabout in Bicester. Bicester is a key area for economic and housing growth in Cherwell and Oxfordshire, with approximately 10,000 new homes and 138.5 ha of employment land supported by the Cherwell Local Plan 2011-2031(Local Plan). Banbury Road roundabout junction improvements will facilitate housing and support North West Bicester’s allocation of 6,000 houses and boost economic growth. There are many other strategic infrastructure projects planned to be delivered by 31st March 2023 in Bicester. This project is expected to be complete by February 2023. 

The Cabinet is RECOMMENDED to:

a)               approve the hybrid design option (see Annex A) and approve progression into Design and Procurement Stage 2 of the project.

b)              approve in principle the use of The Oxfordshire County Council (Banbury Road Roundabout) Compulsory Purchase Order 202[x] in parallel with negotiations for private acquisition, with such powers of compulsory purchase used only as a matter of last resort. If Compulsory Purchase Order (CPO) is required to deliver the project, we will seek further approval, subject to the scheme meeting all CPO requirements and the paper will be brought back to Cabinet, once the necessary approval has been sought, including public engagement on preferred options and submission of a planning application for the scheme.

Cabinet considered a report which sought approval to progress with a junction capacity and sustainable transport improvements project at the A4095 / B4100 Banbury Road roundabout in Bicester.

Councillor Duncan Enright, Cabinet Member for Travel & Development Strategy reported that significant work had been carried out as part of the growth of Bicester as a town. Officers were thanked for their work on this in addition to the consultation which had taken place with groups to ensure cycling, walking and bus facilities were adequate.

,

Reference was made to  the need to approve in principle, the use of The Oxfordshire County Council (Banbury Road Roundabout) Compulsory Purchase Order 202[x] in parallel with negotiations for private acquisition, with such powers of compulsory purchase used only as a matter of last resort.

Councillor Tim Bearder, Cabinet Member for Highways Management thanked Mr Bugg and other cycling groups that have been involved in this consultation.

Councillor Calum Miller, Cabinet Member for Finance, agreed with the comments made and referred to this Council putting active travel first to ensure new proposals come forward when they comply with the recently adopted policies of promoting active travel.

RESOLVED:

a)               That approval be given to the hybrid design option (Annex A of the report) and approval be given to the progression into Design and Procurement Stage 2 of the project.

b)              That approval be given in principle, to the use of The Oxfordshire County Council (Banbury Road Roundabout) Compulsory Purchase Order 202[x] in parallel with negotiations for private acquisition, with such powers of compulsory purchase used only as a matter of last resort. If Compulsory Purchase Order (CPO) is required to deliver the project, further approval would be sought, subject to the scheme meeting all CPO requirements and the paper would be brought back to Cabinet, once the necessary approval has been sought, including public engagement on preferred options and submission of a planning application for the scheme.

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2021/107

Contact: Mohammed Ilyas, Programme Lead Tel: 07712 110046

Report by Corporate Director Environment & Place (CA12).

The Banbury Regeneration - Tramway Road Improvements will deliver a new bus and taxi link past the railway station and into the town centre, as well as a new access to Network Rail West Car Park, variable message signing to indicate spare car park capacity to direct drivers to the east or west station car parks and improvements to pedestrian access.

The Cabinet is RECOMMENDED to:

a)            approve the update design layout (Annex A – Option D) and approve progression of the layout into Design and Procurement Stage 2 of the project;

b)           approve in principle the use of The Oxfordshire County Council (Banbury Regeneration – Tramway Road Improvements) Compulsory Purchase Order 202[x] in parallel with negotiations for private acquisition, with such powers of compulsory purchase used only as a matter of last resort. If Compulsory Purchase Order (CPO) is required to deliver the project, we will seek further approval, subject to the scheme meeting all CPO requirements and the paper will be brought back to Cabinet, once the necessary approval has been sought, including public engagement on preferred options and submission of a planning application for the scheme;

c)            approve the preparation of The Oxfordshire County Council Banbury Regeneration - Tramway Road Improvements (Classified Road) Side Roads Order 202[x] (or multiple Side Roads Orders as may be necessary) to enable the stopping-up, diversion, alteration, improvement and creation of new lengths of highway or reclassification of existing highways. This includes the stopping up of private means of access as necessary where the Project design necessitates. Formal approval for the making of Side Roads Order(s) will be reported to Cabinet, and necessary approval sought, following public engagement on preferred options and submission of a planning application for the Project.

Cabinet was provided with a report which provided details on the Banbury Regeneration - Tramway Road Improvements. The proposals would deliver a new bus and taxi link past the railway station and into the town centre, as well as a new access to Network Rail West Car Park, variable message signing to indicate spare car park capacity to direct drivers to the east or west station car parks and improvements to pedestrian access.

Councillor Duncan Enright, Cabinet Member for Travel & Development Strategy reported that the proposals were an important part of the regeneration of Banbury Town Centre. Providing good bus links to the station, good links to other types of public transport and cycleways which were compliant with national best practice.

Councillor Kieron Mallon spoke in support of the recommendations and commented that this was only the start for Banbury. The report was the first start of this regeneration. Improving access to the station would achieve far more for the green agenda. It would show the Council’s commitment to delivering more homes.  

Councillor Duncan Enright thanked Councillor Mallon for his support.

RESOLVED:

a)       That approval be given to the update design layout (Annex A – Option D of the report) and approval be given to the progression of the layout into Design and Procurement Stage 2 of the project.

b)       That approval be given in principle, to the use of The Oxfordshire County Council (Banbury Regeneration – Tramway Road Improvements) Compulsory Purchase Order 202[x] in parallel with negotiations for private acquisition, with such powers of compulsory purchase used only as a matter of last resort. If Compulsory Purchase Order (CPO) is required to deliver the project, further approval would be sought, subject to the scheme meeting all CPO requirements and the paper would be brought back to Cabinet, once the necessary approval has been sought, including public engagement on preferred options and submission of a planning application for the scheme.

c)       That approval be given to the preparation of The Oxfordshire County Council Banbury Regeneration - Tramway Road Improvements (Classified Road) Side Roads Order 202[x] (or multiple Side Roads Orders as may be necessary) to enable the stopping-up, diversion, alteration, improvement and creation of new lengths of highway or reclassification of existing highways. This includes the stopping up of private means of access as necessary where the Project design necessitates. Formal approval for the making of Side Roads Order(s) would be reported to Cabinet, and necessary approval sought, following public engagement on preferred options and submission of a planning application for the Project.

Cabinet Member: All

Contact Officer: Alison Bartlett, Democratic Support Officer Tel: 07741 607515

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.

It was noted that the Cabinet Member Decisions for Highway Management that had been moved to 16 December 2021 were being ‘brought forward’ not ‘deferred’.

The COVID Lessons Learnt Review should be listed as 18 January 2022 Cabinet meeting and not ‘to be confirmed’.

RESOLVED: Cabinet noted the items currently identified for forthcoming meetings, with the above amendments.