Agenda and draft minutes

To receive any apologies for absence and temporary appointments.

Apologies were received from Cllr Bennett (substituted by Cllr Stevens), Cllr Bloomfield and Cllr Enright. Cllr Sudbury sent apologies that he could not attend in person but did join online.

See guidance note on the back page.

There were none.

The Committee is recommended to APPROVE the minutes of the meeting held on 13 November 2024 and to receive information arising from them.

The minutes for the meeting held on 13 November 2024 were AGREED as a true and accurate record of the meeting.

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 30 January 2025.  Requests to speak should be sent to the Scrutiny Officer at scrutiny@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.

There were none.

The Committee is recommended to AGREE its work programme for forthcoming meetings, having heard any changes from previous iterations, and taking account of the Cabinet Forward Plan and of the Budget Management Monitoring Report (BMMR).

The BMMR from the 21^st January 2025 Cabinet, can be found following the link: https://mycouncil.oxfordshire.gov.uk/ieDecisionDetails.aspx?AIId=31293

Paul Fermer, Director of Highways and Environment, and Robin Rogers, Director of Economy and Place, attended to offer guidance on potential scrutiny items.

The Committee AGREED to the forward work plan with several changes, including the addition of an item on Bus Service Funding for the April meeting, focusing on taxpayer subsidies and the Enhanced Partnership's governance.

The Director of Highways and Environment and Sean Rooney, Head of Highway Maintenance, assumed responsibility for Verge and Vegetation Management. The Rail Strategy was to be presented as a separate briefing.

It was also NOTED that the June meeting was to focus on crime and disorder, with the Chief Constable and the Police and Crime Commissioner to attend.

The Committee is recommended to NOTE the progress of previous recommendations and actions arising from previous meetings, having raised any questions on the contents.

The Committee NOTED the action and recommendation tracker and appreciated the update on the s.106 item.

Attached are the draft Cabinet responses to the Place Overview and Scrutiny Committee report on Flood Event Response and the LTCP Monitoring Report. These are expected to be confirmed by Cabinet on 25^th February 2025.

The Committee is asked to NOTE the response.

The Committee NOTED the draft Cabinet responses to the Flood Event Response and LTCP Monitoring Report items.

The Committee AGREED to the following actions:

• To request a more detailed response to Recommendation 1 in the Flood Event Response.

Cllr Andrew Gant, Cabinet member for Transport Management, Paul Fermer, Director of Highways and Environment, and Keith Stenning, Head of Network Management, have been invited to present a report on network coordination of road and street works and the proposed Lane Rental Scheme for Oxfordshire.

The Committee is asked to consider the report and raise any questions, and to AGREE any recommendations it wishes to make to Cabinet arising therefrom.

Director of Highways and Environment, and Keith Stenning, Head of Network Management, were invited to present a report on network coordination of road and street works and the proposed Lane Rental Scheme for Oxfordshire.

The Cabinet Member for Transport Management and the Head of Network Management summarised the Network Coordination of Road and Street Works and the Lane Rental Scheme for Oxfordshire. They highlighted that managing these works included various permits and regulations affecting residents. The Lane Rental Scheme was to incentivise efficient utility work through financial measures, generating revenue for highway maintenance. Delayed twice, due to logistical challenges, it was hoped the scheme could start in October 2025.

The Committee was alerted to a typographical error in the report on page 33, paragraph 7: the Council deals with circa 1,450 road closure applications each year, not 450.

The Cabinet Member for Transport Management explained that the delays were due to logistical challenges and changes in government requirements. The Head of Network Management added that industry consultation and feedback from town and parish Councils had also contributed to the delay. It was confirmed that, once the scheme received approval, it would be communicated to the public, emphasising its benefits.

The Head of Network Management agreed with members on the need for effective communication, including avoiding any misconceptions that the Council sought to profit from road works, and clarified that the scheme would not be universally applied but would target the busiest roads during sensitive times.

Members examined why the Council had been slower to apply for the Lane Rental Scheme than other county Councils such as Kent. The Head of Network Management explained that a Council needed to operate a successful permit scheme for three years before applying for a lane rental scheme. Previously, Oxfordshire only recorded road work notifications with minimal control as a noticing authority but had, in recent years, moved to a permit scheme. Kent County Council had effectively been a pilot scheme when Lane Rental was extended out of London and schemes were gradually growing.

The Committee enquired about the Council's process for dealing with developers and utility works, focusing on the application procedure for road closures, the duration of requested closures, and the Council's ability to reject applications. Developers could apply for road closures, and the Council coordinated these applications to minimise disruption. The Council had the authority to reject applications or adjust the duration of closures, ensuring developers communicated specific closure dates to the local community.

North Street, was highlighted as an issue where a developer requested a 10-month closure for minor works, causing disruption. The Head of Network Management acknowledged this problem and stressed the importance of developers informing the local community about actual closure dates. The Council was working to ensure developers provided clear communication and evidence of their engagement with the community.

The Committee explored the estimated income from the lane rental scheme, including key risks and benefits. It was explained that the estimates were conservative to avoid overcommitting, as income  ...  view the full minutes text for item 8/25

Cllr Dr Pete Sudbury, Deputy Leader of the Council with Responsibility for Climate Change, Environment & Future Generations, Paul Fermer, Director of Environment and Highways, and Sean Rooney, Head of Highway Maintenance, have been invited to present a report on the Review of Street Lighting and Illuminated Assets policy framework proposals for part night lighting.

The Committee is asked to consider the report and raise any questions, and to AGREE any recommendations it wishes to make to Cabinet arising therefrom.

Cllr Dr Pete Sudbury, Deputy Leader of the Council with Responsibility for Climate Change, Environment & Future Generations, who joined online, Paul Fermer, Director of Environment and Highways, Sean Rooney, Head of Highway Maintenance, and James Dance, Team Leader (Highways Policy and Performance), were invited to present a report on the Review of Street Lighting and Illuminated Assets policy framework proposals for part night lighting.

The Deputy Leader and Head of Highway Maintenance presented the review, highlighting the need for a structured approach to part-night lighting, similar to that for the introduction of the 20-mph speed limit in various places across the county. The new proposals intended to refine and broaden the existing street lighting policy, with plans for extensive stakeholder engagement and consultation, including local communities. The implementation framework was to be tailored to local contexts and aimed to balance energy savings and environmental benefits with safety and well-being, particularly for vulnerable groups and late-night workers.

A detailed timeline for engagement and implementation was provided, targeting a Cabinet member decision in July, with a project manager appointed to oversee the inclusive consultation process.

The Chair raised a number of concerns over the implementation and decision process leading up to this point. The Head of Highway Maintenance described how key roads and roundabouts were considered for exemption from switching off lights, prioritising safety with a case-by-case approach based on consultation feedback. Support and objection would be taken into account with individual cases reviewed and decisions made by the Cabinet member under delegated decisions powers.

Parish councillors and local communities were to be engaged in the process, initiating steps similar to the 20-mph speed limit implementation, ensuring each village or town was consulted and tailored to local needs. Changes required for LED lights varied, with part-night lighting supported by existing technology, although central management systems might have needed investment if widely adopted. Cost savings depended on the number of lights and the implementation model.

The Committee raised a number of safety concerns with the policy, especially in relation to Vision Zero and crime. The Deputy Leader and the Head of Highway Maintenance explained how the part-night lighting policy aimed to align with Vision Zero by balancing safety concerns, ensuring reduced lighting did not lead to increased accidents. Studies suggested that drivers adjusted their behaviour in darker conditions, and turning off lights did not necessarily result in more accidents.

Research on reduced lighting's impact on safety and crime was mixed. Some studies indicated no increase in accidents or crime, while others found that new lighting could reduce crime by increasing visibility. Evidence-based reviews informed the consultation process.

The policy included cyclist safety education and enforcement, making cyclists more visible and promoting adherence to regulations through campaigns. This involved distributing free lights in collaboration with partners such as Oxford Fire and Rescue.

Engagement with partners played a crucial role in enhancing safety. Collaboration with Oxford Fire and Rescue, cycling groups, and other stakeholders helped implement targeted safety campaigns and ensured a comprehensive approach to  ...  view the full minutes text for item 9/25

Report to follow

Cllr Daniel Levy, Cabinet member for Finance, and Vic Kurzeja, Director of Property and Assets, have been invited to present a report on the City Centre Accommodation Strategy.

The Committee is asked to consider the report and raise any questions, and to AGREE any recommendations it wishes to make to Cabinet arising therefrom.

The annex to the report is exempt from disclosure.  The information in this case is exempt in that it falls within the following prescribed categories: 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 a negotiation is ongoing and would prejudice the position of the authority in the process of that negotiation and the Council’s standing generally in relation to such matters in future, to the detriment of the Council’s ability properly to discharge its fiduciary and other duties as a public authority.

Cllr Daniel Levy, Cabinet Member for Finance, Lorna Baxter, Executive Director of Resources and Section 151 Officer (Deputy Chief Executive), Vic Kurzeja, Director of Property and Assets, Michael Smedley, Head of Estates, Charles Butters, Strategic property Advisor, Charles Rowton-Lee, Head of Commercial Agency (Savills), Jonothan Holmes, Investment Director and Development Funding Head (Savills), and Sophie Holder MRICS, Surveyor in Commercial Agency team (Savills), were invited to present a report on the City Centre Accommodation Strategy. Cllr Neil Fawcett, Cabinet Member for Community & Corporate Services, and Cllr Judy Roberts, Cabinet Member for Infrastructure and Development Strategy, also attended online.

The Cabinet Member for Finance reminded the Committee that the Council had been reviewing the city centre accommodation held by the Council.  The Council had been working to reduce the number of county council buildings to reduce expenditure and to reflect contemporary working practices.  In addition, the carbon inefficiency of the current estate meant that significant expenditure would be needed were County Hall to be retained. 

The Director of Property and Assets took the Committee through a powerpoint presentation providing an overview of the background to the decision being proposed.  PricewaterhouseCoopers (PwC) had undertaken a strategic review of the Council’s city centre accommodation and, following its assessment of options with a recommended view, a report to Cabinet on 23 January 2024 recommended that option 2 be progressed.  That option was to consolidate into Speedwell House and to dispose of New County Hall and to engage the market to inform a decision on Old County Hall.

Savills had been engaged by the Council to engage the market and to seek bids.  Nineteen bids had been received with 16 of those being for both New and Old County Hall together whilst three were for either New County Hall or Old County Hall alone.  The Committee was provided with the information in draft that was expected to be before Cabinet on 25 February 2025 when it will be recommended to, inter alia, “agree to the freehold disposal of New and Old County Hall, on the terms set out in exempt Annex 4.”

The Committee was advised that both the disposal of County Hall and the transformation of Speedwell House provided the Council with the opportunity to use its assets, covenant and influence to be the ‘place-shaper of choice’ in Oxford city centre and to be at the heart of social regeneration.   The capital receipt from the disposal of County House would be sufficient to fund the delivery of the refurbished Speedwell House complex and would also enable the wider regeneration and placemaking initiatives envisaged in and around Speedwell Street.

After the presentation, the Committee resolved to exclude the public for the duration of the meeting as the information provided in Annexes 2, 3, and 4 to the Cabinet report were deemed to contain exempt information and the public interest was weighted in favour of considering the information in private as the information related to a current commercial negotiation. 

Topics explored by the Committee included which  ...  view the full minutes text for item 10/25