Agenda, decisions and minutes

There were no apologies.

The Chair thanked all of the Council staff who had worked on the Proclamation ceremony and the Book of Condolences in the previous 10 days as well as staff of the Lord-Lieutenant.  She believed that the County had done the late Queen and new King proud.

There were no declarations of interest.

To approve the minutes of the meeting held on 19 July 2022 (CA3) and to receive information arising from them.

The minutes of the meeting held on 19 July 2022 were approved and signed as an accurate record.

See Annex

Members of the public who wish to speak at this meeting can attend the meeting in person or ‘virtually’ through an online connection. 

To facilitate ‘hybrid’ meetings we are asking that requests to speak are submitted by no later than 9am four working days before the meeting i.e., 9am on Tuesday 13 September.  Requests to speak should be sent to colm.ocaomhanaigh@oxfordshire.gov.uk

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 9am 2 working days before the meeting. Written submissions should be no longer than 1 A4 sheet.

Item 6 – Business Management and Monitoring Report

Cllr Charlie Hicks

Item 10 – Highways Asset Management Strategy & Policy

Cllr Robin Bennett

Item 11 – Parking Standards for New Developments

Cllr Charlie Hicks

Cllr Dan Levy

Item 12 – Implementing ‘Decide & Provide’

Cllr Charlie Hicks

Cllr Dan Levy

Cabinet Member: Finance

Forward Plan Ref: 2022/049

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 & Resources and Director of Finance (CA6).

This report presents the July 2022 performance, risk and finance position for the Council.

The Cabinet is RECOMMENDED to

a)              Note the report.

b)              Agree the use of a further £0.4m funding from the COVID-19 reserve to extend the funding for the managed teams in the Family Solutions Plus service within Children’s Services.

c)              Note the virements set out in Annex B-2b

Cabinet had before it a report presenting the July 2022 performance, risk and finance position for the Council.  Before considering the report, the Chair agreed to the following request to speak.

Councillor Charlie Hicks asked what was status of the cost predictions for the major capital projects were, including the Housing Infrastructure Fund and Growth Fund projects, and if they had been re-costed using the latest inflation figures.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.  He noted that 15% of the targets were rated Red which mostly come under Children’s Services and Finance.  Although measure OCC 11.06 “Total outturn variation for the dedicated schools grant funded services” indicates a change from Green to Red, this now incorporated the £17.5 million forecast overspend on high needs Dedicated Schools Grant and the underlying position had not changed.

There was a net deterioration in the forecast overspend on services of £5.9m.  This was still within the risk assessed balance level but with a margin of £1.9m.  This was being kept under very close review.

Responding to Councillor Hicks, Councillor Miller stated that the capital programme was being kept under close review, project by project but the full picture was not available yet.

Councillor Miller moved the recommendations and Councillor Enright seconded.  The Chair noted that in recommendation c) it should read Annex B-2c and not 2b.

The recommendations were agreed as amended.

RESOLVED to:

a)              Note the report.

b)              Agree the use of a further £0.4m funding from the COVID-19 reserve to extend the funding for the managed teams in the Family Solutions Plus service within Children’s Services.

c)              Note the virements set out in Annex B-2c

Cabinet Member: Finance

Forward Plan Ref: 2022/070

Contact: Tim Chapple, Treasury Manager, 07917 262935

Report by Director of Finance (CA7).

This report covers the treasury management activity for the first quarter of 2022/23 in compliance with the CIPFA Code of Practice on Treasury Management 2021.  It provides an update on the anticipated position and prudential indicators set out in the Treasury Management Strategy Statement & Annual Investment Strategy for 2022/23 agreed as part of the council’s budget and Medium Term Financial Strategy in February 2022.

Cabinet is RECOMMENDED to note the report, and to RECOMMEND Council to note the Council’s treasury management activity the first quarter of 2022/23.

Cabinet considered a report covering the treasury management activity for the first quarter of 2022/23, providing an update on the anticipated position and prudential indicators set out in the Treasury Management Strategy Statement & Annual Investment Strategy for 2022/23 agreed as part of the Council’s budget and Medium Term Financial Strategy in February 2022.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.  It needed to be viewed in the context of 10% inflation and the threat of recession.  As a result of higher interest rates, interest receivable had increased by £2.24m.  The Council also needed to borrow less this year, saving £600,000.

Councillor Miller was confident that the Council’s lending to local authorities was well secured.  The £100m invested in external funds was viewed as a long-term investment.  So the current volatility in the market was not of great concern and the investments were producing a reasonable dividend.

The recommendations were moved by Councillor Miller, seconded by Councillor Sudbury and agreed.

RESOLVED to note the report, and to RECOMMEND Council to note the Council’s treasury management activity in the first quarter of 2022/23.

Cabinet Member: Corporate Services

Forward Plan Ref: 2022/050

Contact: Karen Edwards, Director of Human Resources, 07825521526

Report by Corporate Director Customers, Organisational Development & Resources (CA8).

Quarterly staffing report providing details of key people numbers and analysis of main changes since the previous report.

The Cabinet is RECOMMENDED to note the report.

Cabinet considered a report providing an update for Quarter 1 on key HR activities along with a refreshed workforce profile.

Councillor Glynis Phillips, Cabinet Member for Corporate Services, summarised the report.  She drew particular attention to paragraph 9 outlining support for staff in obtaining qualifications in Maths and English.  It had been identified as a barrier to promotion in the gender pay gap report, revealing a higher proportion of women in lower paid jobs.

Councillor Phillips also noted a reduction in absence.  Managers had been encouraged to have early discussion with staff about the reasons for absence.

Councillor Duncan Enright asked if there was any more recent information on absence related to Covid infection.  Councillor Phillips responded that she did not have anything more recent but those figures would be included in the next report.

The recommendations were moved by Councillor Phillips, seconded by Councillor Sudbury and agreed.

RESOLVED to note the report.

Cabinet Member: Finance

Forward Plan Ref: 2022/137

Contact: Robin Rogers, Programme Director (Partnerships and Delivery), 07789923206

Report by Corporate Director Customers, Organisational Development & Resources (CA9).

This report sets out work already underway by the Council and recommends additional actions that can be taken to mitigate the impact of cost of living rises for those in greatest need.

The Cabinet is RECOMMENDED to

a)                  Note the arrangements already in place to support residents in the cost of living crises, noted from paragraph 31;

b)                  Agree to the proposals for additional support for residents set out in Table 2;

c)                  Agree to the funding arrangements included in Table 2 to bring forward the use of £200,000 from the COVID reserve originally agreed to be used for emergency welfare spending in 2025/26 to 2022/23;

d)                  Agree to contribute £50,000 to match fund a Council Tax Hardship Fund in West Oxfordshire District Council in 2022/23 funded from the Budget Priorities Reserve and to invite the city and other district councils to draw up similar schemes with a match funding contribution of £50,000 from the County Council.

e)                  Note the additional support being put in place for staff in Annex 1.

Cabinet received a report setting out work already underway by the Council and recommending additional actions that can be taken to mitigate the impact of cost of living rises for those in greatest need.

Councillor Calum Miller introduced the report.  He noted that there was particular concern entering the winter period about the costs of fuel and food.  He was pleased that the Council was able to provide funding during school holidays for those entitled to free school meals.  They were ensuring that there was continuing access to advice for individuals facing problems.  £322,000 was being provided to support the care workers charity and £100,000 towards the programme to provide warm places during the winter.  These were not huge sums but were manageable given the Council’s limited resources.  They will continue to highlight the challenges to national government.

Cabinet Members made the following points:

·       The continued partnership working with other councils, partners and voluntary organisations, which worked so well during the pandemic, was welcomed.

·       It was hoped the advice on financial wellbeing could be kept in place as it was likely this crisis would continue for some time.

·       The number of children in poverty was rising – even in this relatively rich county.  The poor always suffer most and it was important to ensure equitable distribution of funding to reduce inequalities.

·       The Council was working with gypsy and traveller families to tackle their particular issues, for example they pay energy costs in their rent.

·       The health impacts of hardship were not short-term but have lifelong impacts.

Councillor Mark Lygo left the meeting.

Councillor Miller proposed an amendment with a new text for recommendation d):

“Agree to contribute up to a maximum of £380,000 in matched funds to support Council Tax Hardship schemes in 2022/23, as described in paragraph 45, equitably dispersed between the City and District Councils.”

along with an amendment to the report:

In Table 2 on Page 11 of Addenda 2, delete “up to £50,000 per district / city authority” and replace with “up to a maximum of £380,000”.

The amendment was seconded by Councillor Phillips and agreed.

Councillor Miller moved the recommendations as amended.  It was seconded by Councillor Sudbury and agreed.

RESOLVED to

a)                  Note the arrangements already in place to support residents in the cost of living crises, noted from paragraph 31;

b)                  Agree to the proposals for additional support for residents set out in Table 2 as amended;

c)                  Agree to the funding arrangements included in Table 2 as amended to bring forward the use of £200,000 from the COVID reserve originally agreed to be used for emergency welfare spending in 2025/26 to 2022/23;

d)                  Agree to contribute up to a maximum of £380,000 in matched funds to support Council Tax Hardship schemes in 2022/23, as described in paragraph 45, equitably dispersed between the City and District Councils.

e)                  Note the additional support being put in place for staff in Annex 1.

Cabinet Member: Highway Management

Forward Plan Ref: 2021/236

Contact: James Dance, Principal Officer – Asset Renewals Tel: 07392 318900

Report by Corporate Director Environment & Place (CA10).

This report sets out the start of a new approach and focus for how the County Council undertakes Highway Maintenance and Asset Management.   The new approach is intended to be more aligned to the Oxfordshire Fair Deal Alliance’s priorities and the policies set out in the emerging Local Transport and Connectivity Plan.

The Cabinet is RECOMMENDED to

a)                  Approve adoption of the Highway Asset Management Policy Statement (Annex 1), Strategy document (Annex 2), and Plan document (Annex 3)

b)                  Note the funding situation for Highway Maintenance summarised as Annex 4 that impacts on decisions and programmes which will be picked up through the normal budget setting process.

Cabinet had before it a report setting out the start of a new approach and focus for how the County Council undertakes Highway Maintenance and Asset Management.

Before considering the report, the Chair had agreed to the following request to speak:

Councillor Robin Bennett, Berinsfield & Garsington, stated that parts of South Oxfordshire had a high rate of road fatalities due to legacy road designs.  He noted that the Council’s Vision Zero policy was not mentioned and asked that it be included to support the drive to improve safety.

Councillor Andrew Gant, Cabinet Member for Highway Maintenance, summarised the report and accompanying documents that included the Policy, Strategy and Plan.  On funding, the government provided around £16m per year and the Council borrowed to double that.  However, it was estimated that £45m needed to be spent each year just to maintain roads in their current state.  The Plan outlined how the finances will be managed to maximum benefit.

Cabinet Members commented:

·       Footpaths and cycleways needed to be prioritised for maintenance.  Just about everyone uses footpaths and those with mobility issues in particular need them to be well maintained.

·       The shortfall that most stands out is the figure of £16m to spend on bridges in the next five years where the need is estimated at £96m.

·       It would be helpful if the government would give the Council the powers to stop people parking on footpaths.

Councillor Gant proposed an amendment:

Page 101 of Addenda 1, Policy: AMP3 which currently states -

“The County Council will extend maintenance functions wherever possible to include for the betterment of walking, cycling, and other active/more sustainable transport choices (e.g. public transport)”

To append:

“and support the Council’s commitment to Vision Zero.”

The amendment was seconded by Councillor Sudbury and agreed.

Councillor Gant proposed the recommendations as amended, Councillor Sudbury seconded and they were agreed.

RESOLVED to

a)              Approve adoption of the Highway Asset Management Policy Statement (Annex 1, as amended), Strategy document (Annex 2), and Plan document (Annex 3)

b)              Note the funding situation for Highway Maintenance summarised as Annex 4 that impacts on decisions and programmes which will be picked up through the normal budget setting process.

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2022/105

Contact: Jason Sherwood, Growth Manager South & Vale, 07795 684708

Report by Director of Transport & Infrastructure (CA11).

Oxfordshire County Council’s Local Transport and Connectivity Plan (LTCP), adopted July 2022, outlines a clear vision to deliver a net-zero Oxfordshire transport and travel system by 2040. One of the policies within the LTCP that will be key to supporting this vision is realised is Policy 33, which sets out how the council is seeking to reduce and restrict car parking availability while also creating more attractive places for residents to live and work in.

The Cabinet is RECOMMENDED to adopt and implement the revised ‘Parking Standards for New Developments’ as a formal supplementary document to the Local Transport and Connectivity Plan (LTCP).

The Chair proposed to defer this item to the Cabinet meeting on 18 October 2022 to allow further work on the targets for this very important policy as part of the aim of reaching Net Zero by 2050.  She believed the issue should be discussed by the Place Overview & Scrutiny Committee and she was in contact with the Chair to try to organise a meeting of the scrutiny committee before October Cabinet.

This was agreed.

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2022/104

Contact: Jason Sherwood, Growth Manager South & Vale, 07795 684708

Report by Director of Transport & Infrastructure (CA12).

Oxfordshire County Council’s Local Transport and Connectivity Plan (LTCP), adopted July 2022, outlines a clear vision to deliver a net-zero Oxfordshire transport and travel system by 2040. One of the policies within LTCP that will be key to ensuring this vision is realised is Policy 36, which sets out how a ‘decide and provide’ approach to transport planning will be adopted.

The Cabinetis RECOMMENDED to adopt the ‘Implementing ‘Decide & Provide’: Requirements for Transport Assessments’ as a formal supplementary document to the Local Transport and Connectivity Plan.

Cabinet considered a report which set out how a ‘decide and provide’ approach to transport planning will be adopted.  The formal adoption of this document by Cabinet was recommended, as a supplementary document to the Local Transport and Connectivity Plan, in order to allow the relevant OCC officers to require the implementation of the approach in practice.

Before discussing the report, the Chair had agreed to the following requests to speak:

Councillor Charlie Hicks welcomed the fact that the Council will be one of the first to adopt such an approach.  However, the tool could not be used until the car journey targets were known.  He suggested that this policy be applied to new developments that were not yet master-planned as they might discover that some of the currently planned infrastructure was not needed.

Councillor Dan Levy also welcomed the policy.  He was concerned that it might be difficult to implement in practice if a lot of pressure was brought to bear by developers and, perhaps, districts.  He believed that there was a need to work with the city and districts to ensure that their plans were in line with this policy.

Councillor Duncan Enright, Cabinet Member for Travel & Development Strategy, summarised the proposals.  Previously, future needs were calculated based on continuing previous trends.  However, the new policy will take into account shifts to active travel and public transport.  He agreed on the need for baseline data in order to set the targets.  He was determined not to accept pushback on this policy.  It would inform negotiations with landowners and developers.

Cabinet Members made the following comments:

·       Some of the evidence on which previous predictions were made was very shaky.

·       Life would become unbearable in many areas if traffic increased.

·       There was a need to collocate residence and employment.

·       It was regrettable that the Oxfordshire Plan 2050 was no longer available.  However, the duty to cooperate still existed and the Future Oxfordshire Partnership would play a role.

·       The timing on this was good as districts were now looking at their local plans.

The recommendations were proposed by Councillor Enright, seconded by Councillor Hannaby and agreed.

RESOLVED to adopt the ‘Implementing ‘Decide & Provide’: Requirements for Transport Assessments’ as a formal supplementary document to the Local Transport and Connectivity Plan.

Cabinet Member: Public Health & Equality

Forward Plan Ref: 2022/157

Contact: David Munday, Consultant in Public Health, 07922 849652

Report by Corporate Director for Public Health & Wellbeing (CA13).

The Health and Care Act 2022 established Integrated Care Systems (ICSs) as legal entities and created new NHS bodies called Integrated Care Boards (ICBs). Within this legislation all ICSs are required to establish new partnership forums called Integrated Care Partnerships (ICPs). These bring together ICBs and Local Authorities (LAs) with responsibility for Social Care and Public Health in order to integrate the services they plan, purchase, and provide for local residents.

Cabinet is RECOMMENDED to

a)              APPROVE the establishment of a new joint committee- the Integrated Care Partnership covering the Buckinghamshire Oxfordshire and Berkshire West area- and in principle, the working draft terms of reference for this partnership (See Annex 1)

b)              APPROVE the appointment of 2 cabinets members of Oxfordshire County Council to this partnership

c)              NOTE- the Leader of Oxfordshire County Council will agree the final version of the Terms of References once finalised in collaboration with all other founding partners.

Cabinet considered draft Terms of Reference for the new Integrated Care Partnership (ICP) which will bring together Integrated Care Boards and Local Authorities (LAs) with responsibility for Social Care and Public Health in order to integrate the services they plan, purchase, and provide for local residents.

The Chair introduced the report.  The Leaders of the six member organisations: OCC and the unitary councils Buckinghamshire, West Berkshire, Reading and Wokingham plus the ICB were working on Terms of Reference which will be adopted at the first meeting of the ICP in October.

As the only upper tier council in the ICP, it was agreed that Oxfordshire needed representation from the city and district councils to bring in issues such as health place shaping.

Cabinet Members commented as follows:

·       This was an opportunity to move to an evidence-based health care approach.

·       Compared to other health systems the NHS underspends on preventive and early intervention approaches.

·       The draft indicated that the Chair of the ICP would agree the agenda whereas it should be agreed by the Members of the ICP.  The Chair agreed to take that point up with the other organisations.

Responding to concerns expressed over control of pooled budgets, Stephen Chandler, Interim Chief Executive and local authority representative on the ICB, added that the Section 75 pooled budget was agreed by this Council in March 2022 and can only be altered by this Council.

The recommendations were moved by the Chair, seconded by Councillor Sudbury and agreed.

RESOLVED to

a)              APPROVE the establishment of a new joint committee- the Integrated Care Partnership covering the Buckinghamshire Oxfordshire and Berkshire West area- and in principle, the working draft terms of reference for this partnership (See Annex 1)

b)              APPROVE the appointment of 2 cabinets members of Oxfordshire County Council to this partnership

c)              NOTE- the Leader of Oxfordshire County Council will agree the final version of the Terms of References once finalised in collaboration with all other founding partners

For information only:

The Cabinet Responses to the following reports from Scrutiny Committees:

·       Report of the Carbon Reduction Targets Working Group – Commissioned by the Place Overview & Scrutiny Committee (to follow)

·       Report of the Place Overview & Scrutiny Committee: Scrutiny of Local Transport and Connectivity Plan (to follow)

·       Recommendations of the Performance & Corporate Services Overview & Scrutiny Committee re 2022/23 Equality, Diversity and Inclusion Action Plan

·       Voluntary Sector Strategy – Report of the People Overview & Scrutiny Committee

·       Digital Inclusion Strategy – Report of the People Overview & Scrutiny Committee (to follow)

The Cabinet responses to reports from Scrutiny Committees were provided for information purposes and were noted.

Cabinet Member: All

Contact Officer: Colm Ó Caomhánaigh, Committee Officer Tel: 07393 001096

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 CA15.  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.

Cabinet was updated that the deferred Property Strategy item will go to Cabinet on 15 November 2022.

The Forward Plan as amended was noted.