Apologies were received from Councillors Price and Lygo.

No declarations of interest were received

When the chair agrees, the public can ask questions about any item for decision at the meeting for up to 15 minutes.  Questions must have been given to the Head of Law and Governance by 9.30am one clear working day 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 written questions with answers were sent as a supplement agenda before the meeting.

Public questions were received on item 7 Revised Organisational Development Strategy (minute 117)

The City Executive Board noted the public questions.

The following scrutiny committee reports will be submitted to this meeting as a supplement:-

Scrutiny Committee

Oxfordshire Growth Board

Educational attainment

New Council controls over anti-social behaviour

Finance Panel

Capital programme process review

Banking services provider

Housing Panel

Fuel Poverty

STAR survey results

Cllr Simmons presented the following reports:

Cllr Simmons, Chair of the Scrutiny Committee explained the Scrutiny Committee’s recommendations:

• that new housing developments should be close to jobs and sustainable transport links.
• that the housing strategy was good but would like a broader remit/scope to look at right to buy and empty homes.
• that in future the Growth Board provide written documentation as it is difficult to scrutinise without paperwork.

The City Executive Board resolved to AGREE:

That the City Council’s representative on the Oxfordshire Growth Board conveys the following suggestions to the Board and reports back to Scrutiny:

1. That the Growth Board takes a more holistic approach to sustainability, ensuring that it is a key consideration in all planning and development activities. 

2. That the Growth Board considers whether it can and should have a wider brief in order to achieve greater benefits from collective working.  This could include having scope to promote innovative ways of delivering new affordable housing, and further joint lobbying to Government.

3. That all reports to the Growth Board are available in document form.

Cllr Simmons, Chair of the Scrutiny Committee presented the report.

The Chief Executive explained that:

·         The KRM programme had head teachers’ involvement in its procurement, schools volunteers to participate in the programme.

·         Officers had reviewed the County’s education programme and decided the KRM programme was complementary to the County’s programmes rather than conflicting.

·         The KRM programme is challenging as it requires changing teaching styles. Participating schools found it difficult to sustain commitment.

The City Executive Board resolved to AGREE that any future City Council educational programmes are co-designed with schools and are cohesively focused on achieving long term improvements in educational attainment and reductions in inequalities.

Cllr Simmons, Chair of the Scrutiny Committee presented the Scrutiny Committee report. The committee was happy with the powers enacted by the Council but would like to see Scrutiny representation on the oversight group and continued engagement with Area Forums regarding future applications.

Cllr Sinclair, Board member for Crime and Community Response agreed with the recommendations. She suggested 1 member of the Scrutiny Committee join the oversee group. The group is meeting soon to discuss the proposed City Centre protection order.

The City Executive Board resolved to AGREE:

1. That a Scrutiny Councillor is included in the membership of the oversight group.

2. That City Council officers engage with Local Area Forums regarding the application of new anti-social behaviour powers.

Cllr Simmons, Chair of the Scrutiny Committee presented the Finance Panel’s report. He commented:

• The gateway process was reviewed and is going well.
• Encouraged the flexibility of project delivery and the moving of resources to other projects when projects slip.

Cllr Turner, Board Member for Finance, Asset Management and Public Health agreed the recommendations. He made the following comments:

Rec 1. The Executive agrees that sustainability is a key consideration for the delivery of our capital investment programme. Sustainability is already an integral part of the key stages of our Gateway delivery process.

Rec 2. The Executive will continue to look at ways to improve our overall delivery process and will review the impact of the changes we have already made. Decisions on how we package and procure works in order to make the best use of resources and deliver value for money have been strengthened and are again an integral part of our revised processes.

The City Executive Board resolved to AGREE

1. To sustainability being formalised throughout the capital gateway process.

2. Continued development of a more flexible approach to the delivery of its capital programme.

Cllr Simmons, Chair of the Scrutiny Committee explained the recommendations. These included:

• Continual monitoring to make sure the social elements agreed in the contact with Barclays are delivered.
• Would like to see challenger banks included in the procurement process in future.

Cllr Turner, Board member for Finance, Asset Management and Public Health responded to the recommendations (attached minute 115).

The Chief Executive said that Barclays scored well on the ethical questionnaire and provided a basic bank account (requirement of the procurement process) to more people than the other banks.

The City Executive Board resolved to AGREE to

1.    Monitor the added social value provided by its new bank.

2.    Revisit the terms and conditions for all tenders to ensure that they fully reflect the Council’s ethical policies.

3.    Continue to monitor which banks other former Co-op customers are switching to, and whether ‘challenger banks’ begin taking on local authority customers. 

Cllr Seamons, Board member for Housing and Estate Regeneration agreed the two recommendations and would look into both pieces of work.

Cllr Turner explained that the consultation budget recommended a free energy efficiency review for every council home.

The City Executive Board resolved to AGREE:

1. That tenant-facing staff in Direct Services are encouraged to offer appropriate advice on the use of free electricity.  

2. To explore the possibility of buying energy in bulk.

Cllr Seamons, Board member for Housing and Estate Regeneration said the Council needed to set out its response to the STAR survey. He asked that Scrutiny assist in reviewing the methodology used to measure tenant satisfaction and said that once the Oxford standard was implemented - it would raise the standard of peoples’ homes.

The City Executive Board resolved to AGREE to

1.    Reviews the methodology used to measure tenant satisfaction, and aims to make personal contact with tenants in future.

2.    That the City Council sets out its response to the STAR Survey 2014 results, including any improvement measures taken or planned.

When the chair agrees, Councillors can address the Board about any item for decision at the meeting for up to 3 minutes.  Addresses must have been given to the Head of Law and Governance by 9.30am, one clear working day before the meeting (email executiveboard@oxford.gov.uk or telephone the person named as staff contact).  The Board Member who has political responsibility for the item for decision may respond or the Board will have regard to the points raised in reaching its decision.

There were no Councillor addresses to the Board.

The Head of Human Resources and Facilities has submitted a report which details an updated Organisational Development Strategy

Officer Recommendation: That the City Executive Board approves the revised Organisational Development Strategy attached at Appendix 1.

The Head of Human Resources and Facilities submitted a report (previously circulated, now appended) which detailed an updated Organisational Development Strategy

The Chief Executive presented the report.  He explained that 4 services had gone through the Customer services excellence accreditation with most receiving high marks.

Cllr Brown said the steps taken to improve customer service in the Council will help improve customer satisfaction.

The City Executive Board resolved to APPROVE the revised Organisational Development Strategy attached at Appendix 1.

The Head of Executive Director for Community Services has submitted a report which seeks approval to complete the memorandum of understanding -Oxford and Abingdon Flood Alleviation Schemes.

Officer Recommendation: That the City Executive Board delegate authority to the Executive Director Community Services to complete the Memorandum of Understanding in respect of the Oxford and Abingdon Flood Alleviation Schemes.

The Executive Director for Community Services submitted a report (previously circulated, now appended) which sought approval to complete the memorandum of understanding - Oxford and Abingdon Flood Alleviation Schemes.

Cllr Turner, Board Member for Finance, Asset Management and Public Health presented the report.

The Executive Director of Community Services explained how last year’s flooding made flood prevention a priority, and highlighted the need for agencies to work together.

The Chief Executive said that the MoU showed how partnership working and relationship building play an important part in making progress. He thanked the Executive Director of Community Services for his work at leading this project.

Cllr Tanner thanked the Environment Agency, Oxfordshire County Council and officers for their work. Although the measure won’t end the threat of flooding, they will make Oxford open for business for all. He explained that more was needed than a relief channel,  that Council needed to do more to clear the waterways in Oxford and put pressure on farmers and Government so that the land had a greater capacity to hold water.

The City Executive Board resolved to DELEGATE AUTHORITY to the Executive Director of Community Services to complete the Memorandum of Understanding in respect of the Oxford and Abingdon Flood Alleviation Schemes.

The Head of Housing and Property has submitted a report to initiate Compulsory Purchase proceedings in relation to a long term empty property at Cowley Road, Oxford in accordance with the approved Empty Homes Strategy 2013-2018.

Officer Recommendation: That the City Executive Board delegateauthority to the Head of Housing and Property, in consultation with the Head of Law and Governance, the Head of Finance and the Regeneration and Major Projects Service Manager, to initiate Compulsory Purchase proceedings (preferred option) to acquire all interests in the property situated in Cowley Road, Oxford and to then dispose of the property in accordance with the Disposal Options set out in this report.

The Head of Housing and Property submitted a report (previously circulated, now appended) which sought to initiate compulsory purchase proceedings in relation to a long term empty property at Cowley Road, Oxford in accordance with the approved Empty Homes Strategy 2013-2018.

Cllr Seamons, Board Member for Housing and Estate Regeneration presented the report. He explained that it was important to the Council to bring empty houses back into use. It is rare to use a compulsory purchase order to do this but this property has been empty since 1996.

The Housing Needs Manager said there were 75 properties in the city that had been out of use for longer than 2 years.

This property had had squatters and had been damaged by arson. The Council had incurred cost in securing the property.

Officers are asking the Board to authorise the use of its CPO powers as a last resort. They will continue to engage with the owner to seek to get the property back into use.  If a CPO is required the statutory process will be followed.

The Board resolved to CONTINUE the discussion in private session so that the property owner could address the Board. The press and public left the room.

Resolved to exclude the press and public from the meeting during consideration of the items in the exempt from publication part of the agenda in accordance with the provisions in Paragraph 21(1)(b) of the Local Authorities (Executive Arrangements) (England) Regulations 2000 on the grounds that their presence could involve the likely disclosure of exempt information as described in specific paragraphs of Schedule 12A of the Local Government Act 1972 and that, in all the circumstances of the case, the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

Summary of business transacted by the Board after passing the resolution contained in minute 121

The Board heard from the property owner and discussed the item.

Appendices A, B and C to item 6: Compulsory Purchase Order- Cowley Road are exempt from publication by virtue of Paragraphs 2 or 3 of Part 1 of Schedule 12A of the Local Government Act 1972 for the following reason:

Appendix A – Site Plan – Para 2: information which is likely to reveal the individual of an individual

Appendix B – letter to Owner – Para 3: commercially sensitive business affairs of an individual

Appendix C – CPO costs and valuation – Para 3: commercially sensitive business affairs of the council

The City Executive Board resolved to AUTHORISE the Head of Housing and Property to continue to work with the property owner on a timetable designed to bring the property back into use within a reasonable timeframe. In the event that officers are not satisfied with the progress or speed of these discussions, the matter to be brought back to the Board.

That any final decision to initiate Compulsory Purchase proceedings be made by the Board.

Minutes of the meetings held on 10, 17 and 23 December 2014

Recommendations: The City Executive Board NOTES the minutes of the meeting held on 10 December 2014 as a true and accurate record.

The City Executive Board NOTES the minutes of the meeting held on 17 December 2014 as a true and accurate record.

The City Executive Board NOTES the minutes of the meeting held on 23 December 2014 as a true and accurate record.

The meeting returned to public session.

The Board resolved to APPROVE the minutes of the meetings held on 10, 17 and 23 December 2014 as true and accurate records.