Agenda, decisions and minutes

There were no apologies.

There were no declarations of interest.

To approve the minutes of the meetings held on 15 November 2022 (CA3a) and 29 November 2022 (CA3b) and to receive information arising from them.

The minutes of the meeting held on 15 November 2022 were approved and signed with one amendment:

Item 146/22, third paragraph, insert “held” after “Councillor Miller had”

The minutes of the meeting held on 29 November 2022 were approved and signed with one amendment:

Item 157/22, on Agenda Page 21, in recommendation (a), insert “as agreed by Cabinet” after “any scrutiny recommendations”.

Matters Arising:

Regarding the deferral of the decision on Appointments from the meeting on 29 November 2022, following further discussions on the matter, Cabinet agreed the recommendations that had been proposed at that meeting in the agenda and addenda.

RESOLVED to

a)              designate Oxford Health NHS Foundation Trust and Oxford University Hospitals NHS Foundation Trust as Strategic Outside Bodies;

b)              appoint governors to both bodies as listed in the Annex.

Annex: “Appoint Councillor Tim Bearder as governor to Oxford Health NHS Foundation Trust and governor to Oxford University Hospitals NHS Foundation Trust.”

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 or present a petition are submitted by no later than 9am four working days before the meeting i.e., 9am on Wednesday 14 December 2022.  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 your views are 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.

The following request to speak was agreed to by the Chair:

14 Oxfordshire Minerals and Waste Local Plan Process

Mandy Rigault

Cabinet will receive two scrutiny reports:

·       From the Place Overview & Scrutiny Committee on the Local Transport & Connectivity Plan

·       From the Performance & Corporate Services Overview & Scrutiny Committee on the Consultation Budget Proposals

Report of the Place Overview & Scrutiny Committee: Scrutiny of Lessons Learnt from LTP4

The report was summarised by Tom Hudson, Principal Scrutiny Officer.  He apologised that, due to an error on his part, the Chair of the scrutiny committee, Councillor Kieron Mallon, was unable to attend.  The main focus of discussions was on how to improve implementation of the plans.  The scrutiny committee reiterated the recommendation that the plans have SMART targets (Specific, Measurable, Achievable, Relevant, Time-bound).  They also stressed the importance of taking on board the learning from the previous Local Transport Plan LTP4.

Councillor Duncan Enright welcomed the report.  Cabinet will respond formally in due course.

Report of the Performance & Corporate Services Overview & Scrutiny Committee on the Consultation Budget Proposals

Councillor Eddie Reeves, Chair of the Committee, noted that the scrutiny committee had two meetings on the budget.  He thanked Cabinet Members and senior officers for their presence at these meetings and finance officers for additional briefings.

The scrutiny committee would not make recommendations until the proposals were settled.  However, Councillor Reeves highlighted the following observations:

·       It was a particularly challenging budget given concerns around inflation.

·       The rate of savings required was increasing but for the Council to match previous savings would be very challenging.  There was a need to continue the process of transformation – particularly in the area of Children’s Services where there was particular concern.

·       The links between the proposals and strategic priorities needed to be clearer.

·       There was a heavy reliance on agency staff and there were challenges around recruitment and retention of staff.

Cabinet Members thanked the scrutiny committee for their observations and agreed that the meetings were most useful.  Cabinet will respond formally in due course.

Cabinet Member: Finance

Forward Plan Ref: 2022/217

Contact: Kathy Wilcox, Head of Financial Strategy, 07788 302163

Report by Director of Finance (CA7).

Note the report and agree any specific recommendations.

The Cabinet is RECOMMENDED to

a)                      note the report and annexes

b)                      agree the virements in Annex B-2a

c)                      note the virements in Annex B-2b

d)                      agree the use of a further £1.0m from the COVID-19 reserve to offset pressures in Children’s Services.

Cabinet considered the fourth financial monitoring update for the 2022/23 financial year, based on information to the end of October 2022. Key issues, as well as risks relating to inflation, demand and other factors, plus areas of emerging pressure were explained in the report.

Councillor Calum Miller, Cabinet Member for Finance, summarised the report:

·       The updated overspend figure for Children’s Services was £14.5m.

·       That was somewhat offset by contingency drawdown and increased interest from treasury investments giving an overall overspend of £10.4m.

·       This led to a reduction in the General Balance to £25.6m which was below the recommended risk level.

·       The High Needs Block overspend was projected to be £17.5m by the end of the year due to gross government under-funding in this area.

·       The report gives more detail on this and outlines the actions in response.

·       £2.1m of the projected savings were at risk, mainly due to inflationary pressures.

Councillor Liz Brighouse, Cabinet Member for Children, Education & Young People’s Services, noted that the costs were also increasing significantly for Looked After Children.  There needed to be more scrutiny of the numbers coming through the MASH (Multi-Agency Safeguarding Hub).  She expected that some work will succeed in reducing the figures by the time it comes to setting next year’s budget.

The Chair emphasised that the same challenges were faced by local councils across the country due to underfunding by central government.

The recommendations were proposed by Councillor Miller, seconded by Councillor Phillips and agreed.

RESOLVED to:

a)                  note the report and annexes

b)                  agree the virements in Annex B-2a

c)                  note the virements in Annex B-2b

d)                  agree the use of a further £1.0m from the COVID-19 reserve to offset pressures in Children’s Services.

Cabinet Member: Finance

Forward Plan Ref: 2022/094

Contact: Kathy Wilcox, Head of Financial Strategy, 07788 302163

Report by Director of Finance (CA8).

Financial Report on capital spending against budget allocations, including any necessary capital programme approvals.

The Cabinet is RECOMMENDED to:

OCC Capital Programme

1.              Approve the latest capital monitoring position for 2022/23 (Annex 1) and the associated updated capital programme at Annex 2, incorporating the changes set out in this report

2.              Note the approval made under delegated authority of the Leader of the Council for:

a)              New Heyford Primary School (paragraph 26)

b)              Heyford Park School Expansion (paragraph 28)

3.              To note:

c)              increase of £0.360m to the Active Travel Programme (Tranche 2) funded from the Budget Priorities Reserve (paragraph 34)

d)              the inclusion of the Department for Transport (DfT) grant of £32.8m into the capital programme following the Cabinet Report on 18 October 2022 as funding towards the Zero Emission Bus Regional Area (paragraph 37).

e)              progress on the Structural Maintenance 2022/23 Milestones (Annex 3):

f)                funding of £0.185m towards the Highway Tree Planting programme funded from the Budget Priorities Reserve (paragraph 52)

Re-profiling

4.              Agree the in-year re-profiling as identified in the report and (Annex 1 and 2)

Funding

5.              Note the following grant funding updates and allocations:

a)                  Housing & Growth Deal (paragraph 39)

b)                  Children Homes (paragraph 66),

c)                  Safer Roads (paragraphs 71),

Cabinet had before it a report setting out the monitoring position based on activity to the end of October 2022 - the third update for 2022/23.  It also included an update to the Capital Programme approved by Cabinet in October 2022 taking into account additional funding and new and/or changes to schemes.

Councillor Calum Miller, Cabinet Member for Finance, introduced the report.  He highlighted that the total forecast programme expenditure had reduced by £33.1m compared to the most recently agreed programme.  The largest contribution to this came from Major Infrastructure projects.  The reasons were explained in paragraphs 30 to 35.

On the positive side, Councillor Miller noted the successes in obtaining £32.8m in government grants for zero-emission buses and £5.2m matched funding for new children’s homes.  Also, the Department for Levelling Up, Housing and Communities had confirmed that it will pay the final £30m instalment of the Housing & Growth Deal and the implications of that will be outlined in the next report.

Cabinet Members made the following comments:

·       It was disappointing that the construction phase of the Wantage Eastern Link Road had been pushed back to summer 2023 and it was hoped that there would be no further delays as the housing it was to cater for was well under way.

·       It had been a major achievement to secure the funding for zero-emission buses and it was a testament to the Council’s determination to pursue its policies, the hard work of officers and the partnership working with bus companies.

It was agreed that recommendation 2 should refer to the “Deputy Leader” rather than the “Leader”.

The recommendations as amended were proposed by Councillor Miller, seconded by Councillor Phillips and agreed.

RESOLVED to:

OCC Capital Programme

1.          Approve the latest capital monitoring position for 2022/23 (Annex 1) and the associated updated capital programme at Annex 2, incorporating the changes set out in this report

2.          Note the approval made under delegated authority of the Leader of the Council for:

a)                   New Heyford Primary School (paragraph 26)

b)                   Heyford Park School Expansion (paragraph 28)

3.          To note:

c)                  increase of £0.360m to the Active Travel Programme (Tranche 2) funded from the Budget Priorities Reserve (paragraph 34)

d)                  the inclusion of the Department for Transport (DfT) grant of £32.8m into the capital programme following the Cabinet Report on 18 October 2022 as funding towards the Zero Emission Bus Regional Area (paragraph 37).

e)                  progress on the Structural Maintenance 2022/23 Milestones (Annex 3):

f)                    funding of £0.185m towards the Highway Tree Planting programme funded from the Budget Priorities Reserve (paragraph 52)

Re-profiling

4.          Agree the in-year re-profiling as identified in the report and (Annex 1 and 2)

Funding

5.          Note the following grant funding updates and allocations:

a)                  Housing & Growth Deal (paragraph 39)

b)                  Children Homes (paragraph 66),

c)                  Safer Roads (paragraphs 71),

Cabinet Member: Corporate Services

Forward Plan Ref: 2022/095

Contact: Karen Edwards, Director of Human Resources

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

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 was asked to note the report providing an update on the key strategic workforce priority areas for Quarter 2 and a refreshed workforce profile at Appendix 1.

Councillor Glynis Phillips, Cabinet Member for Corporate Services, summarised the report.  She noted that it was the last report from Karen Edwards, Director of HR, who was leaving the Council at the end of December.  She wished to thank Karen Edwards in particular for steering the Council through the challenges posed by Brexit and Covid-19.

Councillor Phillips highlighted that the report showed improved workforce planning, including work to increase diversity, more development of our own staff and increased agile working.  The report also explained the need to extricate the Council from Hampshire’s Integrated Business Centre which has proven to be insufficiently adaptable to meet our needs.

Councillor Phillips also drew attention to the plans to reduce reliance on agency staff, in Children’s Services in particular.  It should be noted that staff numbers have increased in response to increasing demand for services.

Cabinet Members welcomed the moves to take back control of the Council’s recruitment and retention of staff as well as the measures to develop more of our own staff.  The challenges posed by the demand for housing in the county and the very tight workforce market were also acknowledged.

The recommendation was proposed by Councillor Phillips, seconded by Councillor Miller and agreed.

RESOLVED to note the report.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2022/162

Contact: Rose Sutton, Principal Officer (Service Improvement), rose.sutton@oxfordshire.gov.uk

Report by Corporate Director Environment & Place (CA10).

This report updates Cabinet on the delivery of the 22/23 Climate Action Programme delivery plan and the annual greenhouse gas report.

The Cabinet is RECOMMENDED to

a)                      Approve the annual Greenhouse Gas Emissions report for 2021/2022 for publication on the County Council website, set out in Appendix 1.

b)                      Note the biannual update on the delivery of the Climate Action Programme agreed by Cabinet in May (Appendix 2).

c)                      Note the success of the Carbon Literacy Training programme and ambition to achieve bronze accreditation by March 2023 and develop a business case to move to silver accreditation.

The Greenhouse Gas Emissions 2021/2022 report is an annual report on the council’s own operational greenhouse gas emissions and progress towards the target of net zero by 2030 for the council’s own operations.  This report covered the financial year 2021/2022 and updated Cabinet on the delivery of the 2022/23 Climate Action Programme delivery plan as approved at Cabinet in June 2022.

Councillor Pete Sudbury, Cabinet Member for Climate Change Delivery & Environment, summarised the report.  He thanked the many officers, and in particular, Stephen Chandler, Interim Chief Executive, for making a step change in integrating climate awareness across the organisation.

Councillor Sudbury highlighted that carbon emissions had reduced by 21% in two years.  Work was in progress regarding carbon emissions from the supply chain.  He drew particular attention to Appendix 2 from Agenda Page 159 which demonstrated the scope and urgency of the work being undertaken by the Council and partners.  PAZCO (Pathways to Zero Carbon Oxfordshire) demonstrated the ability to move beyond talk into action.

Cabinet Members added the following comments:

·       This more self-reliant approach will protect against shocks such as the Russian invasion of Ukraine.

·       These measures will be accompanied by other moves that will help to reduce inequalities.

·       Central government was making big pledges internationally but doing little in reality.

·       The Council had the policies in place but now needed to implement actions to realise the targets.

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

RESOLVED to:

a)                  Approve the annual Greenhouse Gas Emissions report for 2021/2022 for publication on the County Council website, set out in Appendix 1.

b)                  Note the biannual update on the delivery of the Climate Action Programme agreed by Cabinet in May (Appendix 2).

c)                  Note the success of the Carbon Literacy Training programme and ambition to achieve bronze accreditation by March 2023 and develop a business case to move to silver accreditation.

Cabinet Member: Travel & Development Strategy

Forward Plan Ref: 2022/106

Contact: Christine Stevenson, Planning Obligations Manager, 07825 052782

Report by Corporate Director Environment & Place (CA11).

The Infrastructure Funding Statement is a statutory statement of fact to be reported annually, by 31 December 2022 on developer contributions secured, spent or received during the previous financial year, 1 April 2021 – 31 March 2022.

The Cabinet is RECOMMENDED to

a)                      Consider the content of the Infrastructure Funding Statement 2021/22;

b)                      Approve the publication of the report onto the Oxfordshire County Council website.

The Infrastructure Funding Statement is a statutory statement of fact to be reported annually, by 31 December 2022 on developer contributions secured, spent or received during the previous financial year.  This report covered 1 April 2021 – 31 March 2022.

Councillor Duncan Enright, Cabinet Member for Travel & Development Strategy, introduced the report describing it as a good overview of the use of resources secured on behalf of the community as well as an indicator of the pace of the provision of infrastructure.

Councillor Calum Miller noted that 20% of the funds currently held by the Council have been allocated to projects and that no funds had to repaid in the three most recent financial years thanks to the close monitoring of the funds by officers.

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

RESOLVED to:

a)                  Consider the content of the Infrastructure Funding Statement 2021/22.

b)                  Approve the publication of the report onto the Oxfordshire County Council website

Cabinet Member: Deputy Leader (inc. Children, Education & Young People’s Services)

Forward Plan Ref: 2022/247

Contact: Deborah Bell, Head of Learner Engagement, deborah.bell@oxfordshire.gov.uk

Report by Corporate Director for Children’s Services (CA12).

For consideration by Cabinet.

The Cabinet is RECOMMENDED to note the contents of the report by the Local Government and Social Care Ombudsman (LGO) as in Annex 1 and to endorse the actions completed and undertaken in response by this council.

Cabinet was invited to consider the findings of the Local Government and Social Care Ombudsman’s (LGO) report which upheld a resident’s complaint against the Council regarding alternative provision for her son.

Councillor Liz Brighouse, Cabinet Member for Children, Education & Young People’s Services, moved the recommendations and noted that the actions competed were outlined in the report.

Councillor Hannaby seconded the recommendations and they were agreed.

RESOLVED to note the contents of the report by the Local Government and Social Care Ombudsman (LGO) as in Annex 1 and to endorse the actions completed and undertaken in response by this council.

Cabinet Member: Corporate Services

Forward Plan Ref: 2022/186

Contact: Susannah Wintersgill, Director of Communications, Strategy and Insight, tel: 07554 103526

Report by Corporate Director for Customers, Organisational Development & Resources (CA13).

Cabinet members to approve the report from the July 2022 LGA communications peer review.

Cabinet is RECOMMENDED to note the report from the July 2022 LGA communications peer review, which is attached as Annex 1, and the council’s actions taken in response to the recommendations in the report.

Cabinet considered the report of the Local Government Association peer review of the Council’s communications, marketing and engagement function which was undertaken from 6 to 8 July 2022.

Councillor Glynis Phillips, Cabinet Member for Corporate Services, summarised the report.  She thanked the members of the LGA review group for their work.  They spoke to councillors, staff, partners and stakeholders as part of the review.  There was very positive feedback.  The service was described as a “real asset” and a “professional and passionate team”.

The report stressed that communications need to be embedded in the policy forming process from the outset.  This observation was reinforced by the scrutiny committee in its discussion of the report.  An action plan had been developed to implement the recommendations and the scrutiny committee had asked for an update on progress in April.

The recommendations were proposed by Councillor Phillips, seconded by Councillor Lygo and agreed.

RESOLVED to note the report from the July 2022 LGA communications peer review, which is attached as Annex 1, and the council’s actions taken in response to the recommendations in the report.

Cabinet Member: Climate Change Delivery & Environment

Forward Plan Ref: 2022/111

Contact: Kevin Broughton, Minerals and Waste Local Plan Team Leader, 07979704458

Report by Corporate Director Environment & Place (CA14).

A report to Cabinet seeking authority to pursue a new Minerals and Waste Local plan and to withdraw the current Minerals and Waste Local Plan Part 2 and the update of the Minerals and Waste Local Plan Part 1.

The Cabinet is RECOMMENDED to:

a)                  Approve the Oxfordshire Minerals and Waste Development Scheme (Thirteenth Revision) December 2022 at Annex 1, in order to have effect from 1st January 2023.

b)                  Delegate any final detailed amendment and editing to the Corporate Director Environment and Place, in consultation with the Cabinet Member for Climate Change and Environment.

Cabinet was asked to approve the annual Minerals and Waste Development Scheme (MWDS) setting out the Council’s programme for preparing the Minerals and Waste Local Plan.

Before considering the item, the Chair had accepted a request to speak:

Mandy Rigault addressed the meeting on behalf of Nuneham Courtenay and Sandford-on-Thames Parish Councils as well as the wider communities.  She noted that the current plan runs to 2031 and in respect of sharp sand and gravel there were already enough permitted reserves to meet demand up to 2031.  She asked therefore why there was a need for a new plan – especially given the £320,000 cost.  She urged that a decision be deferred until next year so that Cabinet and local councillors can review if a new plan is needed.

Mandy Rigault added that she understood that there were concerns around crushed rock but asked if these could be addressed under next year’s review of Part 1.

Councillor Pete Sudbury, Cabinet Member for Climate Change Delivery & Environment, responded that there had to be a review of crushed rock, even though the Council had made an argument that the current demand was largely temporary from the HS2 project.  The advice from officers was that we should review the sharp sand and gravel aspects at the same time.  If the reserves were sufficient, he did not envisage re-opening issues on that aspect.

Councillor Sudbury proposed the recommendations.  He stated that he had brought the timescale down to the minimum and the plans had been peer reviewed by Northamptonshire.

Councillor Enright seconded the recommendations and they were approved.

RESOLVED to

a)                  Approve the Oxfordshire Minerals and Waste Development Scheme (Thirteenth Revision) December 2022 at Annex 1, in order to have effect from 1st January 2023.

b)                  Delegate any final detailed amendment and editing to the Corporate Director Environment and Place, in consultation with the Cabinet Member for Climate Change and Environment.

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.

The Cabinet considered a list of items (CA15) 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.