Councillor Timbs.

Board Members are asked to declare any personal or personal prejudicial interests they may have in any of the following agenda items.  Guidance is contained at the end of these agenda pages.

The following declarations of interest were made at the meeting:-

(a)       Grant Allocations to Community and Voluntary Organisations - 2012/2013 - Councillor Bob Price - Personal - a trustee of South Oxford Adventure Playground (agenda item 16 refers)

(b)       Grant Allocations to Community and Voluntary Organisations - 2012/2013 - Councillor Ed Turner - Personal - girlfriend attends meetings of Rose Hill and Donnington Advice Centre (agenda item 16 refers)

(c)        Grant Allocations to Community and Voluntary Organisations - 2012/2013 - Councillor Ed Turner - Personal - had been named as referee in the bid from Modern Art Oxford (agenda item 16 refers)

(d)       Grant Allocations to Community and Voluntary Organisations - 2012/2013 - Councillor John Tanner - Personal - wife is a trustee of Rose Hill and Donnington Advice Centre (agenda item 16 refers)

(e)       Grant Allocations to Community and Voluntary Organisations - 2012/2013 - Councillor John Tanner - Personal - attends meeting of the Donnington Doorstep Charity. (agenda item 16 refers)

(f)         Grant Allocations to Community and Voluntary Organisations - 2012/2013 - Councillor Mark Lygo - Personal - was involved in the bid for funding from Modern Art Oxford and attends meetings of Donnington Doorstep Charity (agenda item 16 refers).

When the chair agrees, questions from the public for up to 15 minutes – these must be about the items for decision at the meeting (excluding the minutes) and must have been given to the Head of Law and Governance by 9.30am two clear working days before the meeting (email executiveboard@oxford.gov.uk or telephone the person named as staff contact).  No supplementary questions or questioning will be permitted.  Questions by the public will be taken as read and, when the Chair agrees, be responded to at the meeting.

Full questions with answers were distributed at the start of the meeting. These are appended to the signed copy of the minutes.

The following scrutiny committee may submitted to this meeting:-

v     Budget 2012-13 – 2015-16 – agenda item 5 refers

v     Treasury Management – 2011/12 Strategy Update and 2012/13 Strategy – agenda item 8 refers

v     Periodic Reporting – Budget 201/12 – agenda item 9 refers

v     Periodic Reporting – Performance 2011/12 – agenda item 10 refers

v     Matters that Scrutiny Panels meeting in the week commencing 30 January want to report to the Board

The Finance and Performance Panel of the Value and Performance Scrutiny Committee submitted two reports as follows:-

• Response to the 2012/13 Budget (item 74 refers)
• Response to 3^rd Quarter Performance data (item 78 refers).

Councillor Seamons, on behalf of the Panel, highlighted a number of recommendations which are set out in full below along with the response of the Board Member.

Budget report

Recommendation 1

Based on organisational performance, to reduce the contingency set against the non delivery of all budget reductions and increases in income to 50% for those categorised as high risk.

Response - Whilst the Council has delivered significant savings in 2011/12 it is no guarantee of future delivery.  Indeed it could be argued that in the context of a four year MTFS, the easier savings were delivered first.  It is also the case that less than 10% of the savings/additional income proposals have been classified as high risk.  Therefore reducing the contingency as suggested would not release significant funds (£209k over the four year period, £59k in 2012/13), hence it is proposed that rather than reduce the contingency provision at this stage, all contingencies continue to be reviewed on an annual basis as part of the MTFS refresh process. 

Recommendation 2

To publish to the Review Group the model used to produce the homelessness contingency along with what it is likely to be spent on if needed.

Response - Agreed. However, it should be noted that this is an area of uncertainty and this is based on our best estimate of what might happen.  We will be keeping the situation under review. 

Recommendation 3

To reclassify to low risk the new income in Direct Services in 2015/16 and Environmental Development from 2013/14 onwards.

Response - The income proposal in relation to Direct Services is dependent on the migration from Cowley Marsh and Horspath Road depots to a single integrated site.  Having done initial site investigation, options for relocation are limited and feasibility work is only just commencing.  It is therefore too early to say whether the move is achievable within the timescale and hence the additional income deliverable.  For these reasons it remains high risk. The income proposal in Environmental Development relates to new income streams from fees from fault, new local licensing and taxi fixed penalty notices of around £50k in total. As these income streams are not yet ‘tried and tested’ a high amount of risk is considered appropriate

Recommendation 4

To see as soon as possible the detail of the models that have been used to produce the budget adjustments for the withdrawal of the housing benefit administration grant and the service requirement to be assured that they complement each other

Response - Agreed. However, it should be noted that the DWP has not yet outlined in detail the operation and transition arrangements for the new scheme.  Hence this is our best estimate of what might happen.  We will be keeping the situation under review and it is likely to change. 

Recommendation  ...  view the full minutes text for item 73.

This report presents the Council’s Budget for 2012/13 and Medium Term Financial Strategy for approval and recommendation to Council.  The report recommends the Board to recommend Council to:-

v     Approve the General Fund budget requirement of £24.113 million as detailed in Appendix 1 to the report and in so doing to agree a Council Tax freeze for 2012/13, thereby resulting in an average band D Council Tax of £262.96.

v     Approve the Housing Revenue Account budget for 2012/13 as set out in Appendix 4 to the report and an average dwelling rent increase of 7.83%and service charge increases of 6.1%.

v     Approve the Capital Programme for 2012/13 -2015-16 as set out in Appendix 6 to the report.

v     Approve the fees and charges set out in Appendix 7 to the report.

The Head of Finance submitted a report (previously circulated, now appended) presenting the Council’s Budget and Medium Term Financial Strategy.

The Chief Executive indicated that, as an addition to the matters set out in the report, it would be highly beneficial if Council could be recommended to release funds to install photovoltaic panels on certain council owned premises. In order to qualify for the current higher rate of tariff, the work needed to be completed within a very short timescale. Given the clear cross-party support voiced at the meeting by the leaders of the Liberal Democrat and Green Groups, the Board agreed this additional recommendation, and also agreed to enable the timely letting of the required contracts by way of the resolutions set out in minute 78 below.

Resolved to:-

(1)                           Note the outcome of the consultation on the Budget;

(2)       Approve the proposed amendments to the Budget as set out in tables 3, 5 and 6 of the report

(3)       RECOMMEND that Council:-

(a)       Approves the General Fund budget requirement for 2012/13 of £24.113 million as detailed in Appendix 1 to the report and in so doing to agree a Council Tax freeze for 2012/13, thereby resulting in an average Band D Council Tax of £262.96; 

(b)       Approve the Housing Revenue Account budget for 2012/13 as set out in Appendix 4 to the report and an average dwelling rent increase of 7.83% and service charge increases of 6.1%;

(c)        Approves the Capital Programme for 2012/13 - 2015-16 as set out in Appendix 6 to the report subject to the inclusion of £300,000 in the 2011/12 Capital Programme in respect of the installation of photovoltaic works to General Fund Leisure properties to be funded by capital receipts and the inclusion of £400,000 for Council house properties in the HRA for similar works to be financed from underspends within the HRA capital programme; and

(d)       Approve Fees and Charges as set out in Appendix 7 to the report.

This report concerns the outcome of consultation on the draft Housing Revenue Account Business Plan. 

The Executive Director for Housing and City Regeneration submitted a report (previously circulated, now appended) advising the Board of the public consultation on the draft Housing Revenue Account Business Plan and to advise the latest funding position.

Resolved;-

(1)To note the outcome of the consultation; and

(2)   To note the latest draft Housing Revenue Account Business Plan which reflected an improved Treasury funding framework;

(3)To RECOMMEND Council to adopt the Business Plan as part of the Council’s Budget and Policy Framework. 

This report recommends the Board to agree amended copy and targets for the Corporate Plan for 2012-2017 for recommendation to Council.  It is circulated as a separate document.

The Head of Policy Culture and Communications submitted a report (previously circulated, now appended) on the Corporate Plan 2012-2017 which had been amended in the light of community consultation.

Resolved to RECOMMEND Council to adopt the Corporate Plan 2012-2017 subject to the amendments to performance targets in light of third quarter results.

This report presents the revised Treasury Management Strategy for 2011/12 to take account of Housing Revenue Account reform, and the Treasury Management Strategy for 2012/13 together with the Prudential Indicators for 2011/12 – 2015/16.

The report contains a number of recommendations (to Council via the Board) as follows:-

v     Adopt and approve the revised Treasury Management Strategy and Prudential Indicators and limits for 2011/12, which have been amended to allow for Housing Revenue Account borrowing, as set out in Sections 71 – 95 of the report.

v     Adopt and approve the Prudential Indicators and limits for 2012/13 to 2015/16 as set out in Sections 71 – 95 of the report.

v     Approve the Minimum Revenue Provision (MRP) statement at Sections  15 - 19 of the report which sets out the Council’s policy on the payment of debt.

v     Approve the Treasury Management Strategy 2012/13, and the Treasury Prudential Indicators at Sections 20 – 48 of the report.

v     Approve the Investment Strategy for 2012/13 contained in the Treasury Management Strategy, and the detailed investment criteria as set out in Sections  49 – 70 of and Appendices 1 and 2 to the report.

The Head of Finance submitted a report (previously circulated, now appended) presenting a revised Treasury Management Strategy for 2011/12 to take account of HRA reform, and the Treasury Management Strategy for 2012/13 together with the Prudential Indicators for 2011/12 – 2015/16.

Resolved to RECOMMEND Council to:-

(1)       Adopt and approve the revised Treasury Management Strategy and Prudential Indicators and limits for 2011/12, which had been amended to allow for Housing Revenue Account borrowing, as set out in sections 71 - 95 of the report;

(2)       Adopt and approve the Prudential Indicators and limits for 2012/13 to 2015/16 as set out in sections 71 - 95 of the report;

(3)       Approve the Minimum Revenue Provision statement at paragraphs 15 - 19 of the report which sets out the Council’s policy on repayment of debt;

(4)       Approve the Treasury Management Strategy 2012/13, and the Treasury prudential indicators at paragraphs 20 – 48 of the report; and

(5)       Approve the Investment Strategy for 2012/13 contained in the Treasury Management Strategy, and the detailed investment criteria as set out in paragraphs 49 – 70, and appendices 1 and 2 of the report.

This report sets out the forecast outturn position for the Council’s Capital and Revenue budgets as at 31^st December 2011 compared to the approved 2011-12 budget. In addition it provides information on key financial indicators in order to provide an assessment of the overall financial health of the Council.

The report contains a number of recommendations, as follows:-

v     Recommend to Council the inclusion of £400,000 Feed-In-Tariff solar panel capital works to the 2011/12 Housing Revenue Account capital programme and to recommend to Council the approval of the use of Capital Programme under spends to fund this project.

v     Determine how, if at all, the Board wishes to fund the inclusion of £300,000 Feed-In-Tariff solar panel capital works within the 2011/12 General Fund Capital Programme in the absence of any underspend on the  Programme and recommend to Council the approval of such funding as appropriate.

v      Approve the budget movements within the Housing Revenue Account as detailed in the report relating to the virement of £500,000 from the responsive repairs budget to both planned gas maintenance (£300,000) and void repairs (£200,000), together with budget movements of £212,000 from other planned maintenance schemes to cover overspends within the Tenancy Management area.

v     Agree that £50,000 of capital expenditure be brought forward from 2013-14 to 2011-12 to fund feasibility work associated with the £2m Depot Relocation Project planned for 2013/14 and recommend to Council  approval of this work being brought forward.

The Head of Finance submitted report (previously circulated, now appended) setting out the forecast outturn position for the Council’s Capital and Revenue budgets as at 31st December 2011 compared to the approved 2011-12 budget as well as information on key financial indicators in order to provide an assessment of the overall financial health of the organisation.

Resolved to:-

(1)                                       RECOMMEND Council to:-

(a)       Agree the inclusion of £400k feed-in-tariff solar panel capital works to the 2011/12 HRA capital programme and the approval of the use of Capital Programme underspends to fund this project;

(b)       Agree to the inclusion of £300k feed-in-tariff solar panel capital works within the 2011/12 General Fund Capital Programme in the absence of any underspend on the Programme and the approval of such funding as appropriate;

(c)        On the basis of Council agreeing the additional funding in regard to the fitting of solar photovoltaic  panels (as set out in Minute 74 above), to grant project approval for the fitting of such solar photovoltaic panels to appropriate Council-owned sheltered housing accommodation blocks and leisure centres; to waive the Council’s procurement rules in regard to selecting an appropriate contractor or contractors for this work on the basis that following such rules would not help to achieve overall best value; and to delegate the authority to award such contract or contracts to the Chief Executive;

(d)       Agree that £50k of capital expenditure be brought forward from 2013-14 to 2011-12 to fund feasibility work associated with the £2m Depot Relocation Project planned for 2013/14.

(2)       Approve the budget movements within the HRA as detailed in the report relating to the virement of £500k from the responsive repairs budget to both planned gas maintenance (£300k) and void repairs (£200k), together with budget movements of £212k from other planned maintenance schemes to cover overspends within the Tenancy Management area.

This report provides the Board with an update of the Council’s progress against the twenty Corporate Plan targets for Quarter 3.

The Head of Business Improvement submitted a report (previously circulated, now appended) providing the Board with an update of the Council’s progress against the 20 Corporate Plan targets for the period April to December 2011.

Resolved to note progress made by the third quarter of 2011/12 against Corporate Plan targets set for 2011/12.

This report provide an update on the Corporate Risk Register and Service Risk Registers as at end of Quarter 2 and Quarter 3.

The Head of Finance submitted a report (previously circulated, now appended) providing an update on the Corporate Risk Register and Service Risk Registers as at end of Quarter 2 and Quarter 3 of 2011/12.

Resolved to note the report.

This report seeks Board approval to revised commercial terms with the Westgate Oxford Alliance to enable the entering into of a revised Development Agreement and Agreement to Lease in relation to the proposed redevelopment of Westgate.  The report also advises the Board on outstanding issues and detail that remains to be negotiated, and sets out an indicative delivery timetable.

There are two not for publication appendices to the report, circulated to those entitled to receive them.

The Head of Corporate Assets submitted a report (previously circulated, now appended) seeking approval of revised commercial terms with the Westgate Oxford Alliance to enable the entering into of a revised Development Agreement and Agreement to Lease in relation to the proposed redevelopment of the Westgate Centre.

Resolved to:-

(1)       Grant delegated authority to the Executive Director for Housing and City Regeneration to authorise the Council’s entry into required legal documentation with the Westgate Oxford Alliance to give effect to this matter, the terms to be consistent with the contents of the Not For Publication Appendix to the report;

(2)       Agree the placing of any voluntary notice in regard to this matter as was considered appropriate to give adequate notice of the Council’s intention to enter into development documentation as detailed in the report; and

(3)       Note the progress of discussions with the Westgate Oxford Alliance.

This report reminds the Board that it resolves as follows in March 2010:-

v      To instruct officers to investigate further the option of transferring ownership of the land at Oxpens Meadow, shown unhatched in the plan attached to (the March 2010) report, across to a Community Trust and to report back to the Board.

The report now before the Board updates it and confirms the Council’s strategy for Oxpens Meadow, including the application for the meadow to be designated as a Town Green, once works to allow compensatory flood storage are completed.

The Executive Director for Housing and City Regeneration submitted a report (previously circulated, now appended) reporting the current position on the Town Green application and the proposals to safeguard Oxpens Meadow.     

Resolved to agree to apply for Town Green status for Oxpens Meadow after works to the area for compensatory flood storage were completed.

This report presents five employment policies / procedures for adoption, namely:-

v     Adoption Policy

v     Flexible Working Policy

v     Maternity Policy

v     Parental Leave Procedure

v     Paternity Policy

The Head of People and Equalities submitted a report (previously circulated, now appended) presenting, for approval and adoption, five new employment policies and procedures and seeking the removal of two policies.

Resolved to:-

(1)       Approve the following policies, agreed with Trade Unions and appended to the report with immediate effect:-

            Maternity Policy

            Adoption Policy

            Paternity Policy        

            Parental Leave Procedure

            Flexible Working Policy

(2)       Remove the Fixed Term Contract Policy and Procedure and Job Share Policy because their contents were now included in other policies; and

(3)       Authorise the Head of People and Equalities to implement the approved policies and procedures and make changes to the policies and procedures if required to put right clerical mistakes or to reflect changes in the law.

 The Oxford Cycle City project will, through joint working with stakeholders, identify gaps in the provision of cycle network links as well as cycle parking provision and subsequently cross reference this with the available funding. This will lead to a prioritised list of cycle path schemes being developed, and may also include wider initiatives to promote cycling.  The City Council is the lead authority on the project. 

The project objectives are:-

v     To establish a stakeholder working group tasked with progressing Oxford Cycling City;

v     To identify an integrated package of cycle improvement and promotional measures, and

v     To identify the means of delivering some of these measures over a 4 year period, with early wins and longer-term goals.

The Board is being recommended to endorse the objectives and project plan and receive a further report in due course on specific initiatives.

The Head of City Development submitted a report (previously circulated, now appended) seeking endorsement of the Oxford Cycle City project and draft Project Plan contained in the report.

Resolved to endorse the objectives and draft project plan set out in the report and request a subsequent report in due course on the specific initiatives and schemes proposed by the working group.

This report is the annual grants allocation to community and voluntary organisations report.  Recommendations to the Board are made subject to the grants budget for 2012/13 being agreed by full Council on 20^th February 2012.  The recommendations concern grant allocations for partnership / commissioning and as a result of the open bidding exercise.  There is also a specific recommendation relating to grant allocation to the Oxford Community Work Agency for welfare advice.

The Head of Housing and Communities submitted a report (previously circulated, now appended) detailing proposals for the allocation of grant funding for community and voluntary organisations in 2012/2013

Resolved that subject to full Council agreeing the grants budget for 2012/13 as set out in Table 1 of the report to approve the:-

(1)       Recommendations for commissioning in 2012/13, as set out in Appendix 1 to the report;

(2)       Recommendation to allocate Oxford Community Work Agency additional funding of £28,611; and

(3)       Recommendations for the applications received to the grants 2012/13 open bidding programme as set out in Appendix 2 to the report.

This report proposes changes to the Executive scheme of delegation that will flow from and be made at the same time as the adoption of changes to the Finance and Contract Rules being recommended to full Council on 20^th February.

The Head of Law and Governance submitted a report (previously circulated, now appended) proposing changes to the Executive scheme of delegation contained within Part 4 of the Constitution.

Resolved to amend the Executive scheme of delegation in Part 4 of the Constitution in accordance with the contents of the report with effect from the adoption by full Council of the consequential amendments to the Finance and Contract Rules.

This item is included on the agenda to give members the opportunity to raise issues on the Forward Plan or update the Board about future agenda items.

Nothing was raised under this item.

Minutes of the meeting held on 7^th December 2011

The minutes of the meeting held on 7 December 2011 were approved as a correct record and signed by the Chair.

If the Board wishes to exclude the press and the public from the meeting during consideration of any of the items on the exempt from publication part of the agenda, it will be necessary for the Board to pass a resolution in accordance with the provisions of Paragraph 21(1)(b) of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000 on the grounds that their presence could involve the likely disclosure of exempt information as described in specific paragraphs of Schedule I2A of the Local Government Act 1972.

The Board may maintain the exemption if and so long as, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Resolved that under regulation 21(a) of the Local Authorities (Executive Arrangements) (Access to information) (England) Regulations that the public be excluded from the meeting for the next item of business on the grounds that it involved the likely disclosure of exempt information as defined in Schedule 12(A) of the Local Government Act 1972, as indicated below and it is considered that the public interest in maintaining the exemption outweighed the public interest in disclosing the information

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

The Head of Corporate Assets submitted two confidential appendices containing not for publication information on certain financial aspects of the proposed development of the Westgate Centre (minute 81 refers).

Resolved to note the detail in the report.