Cabinet, at its meeting on 17 September 2025, will consider a report to seek approval to adopt the Citizen and Community Engagement Policy 2025.

Councillor Nigel Chapman, Cabinet Member for Citizen Focused Services and Council Companies, Tom Hook, Deputy Chief Executive – City and Citizens’ Services, Helen Bishop, Director of Communities and Citizen Services and Jiajia Miao, Corporate Consultation Officer.

The Committee is asked to consider the report and agree any recommendations.

Cabinet, at its meeting on 17 September 2025, will consider a report to seek approval to adopt the Citizen and Community Engagement Policy 2025.

The Chair welcomed Councillor Nigel Chapman, Cabinet Member for Citizen Focused Services and Council Companies, Tom Hook, Deputy Chief Executive for City and Citizens’ Services, and Jiajia Miao, Corporate Consultation Officer, who were present to respond to questions.

Councillor Chapman presented the report and thanked the officers present for their committed work on the policy. The Committee heard that the policy focuses on understanding the views, needs, and priorities of citizens in order to support the Council’s delivery of good services with feedback incorporated to ensure accountability. Councillor Chapman summarised the context which has informed the report’s findings and noted that the policy focuses on transparency, flexibility, proportionality, inclusivity, and timeliness of feedback. The Committee understood that varied approaches were utilised to gather and manage information. Although the policy is not a statutory obligation, the Council deems it a necessity and has taken inspiration from best practice methods detailed by the LGA and Cabinet Office. Councillor Chapman also summarised changes since the previous iteration of the policy, including the Social Housing Act, which has added new obligations for councils in relation to tenant engagement and rights protection. The Committee understood that a consultation took place which received 197 responses and demonstrated broad support for the approach taken within the policy. Councillor Chapman noted that some concerns from residents regarding the timeliness of responses, trust, and communication. Officers have since worked to strengthen the policy around these aspects to ensure that residents views are taken seriously. Finally, Councillor Chapman explained that the Scrutiny Committee’s feedback to Cabinet had also been incorporated into the updated policy.

The Chair invited questions from the Committee.

Councillor Altaf-Khan commented that he considered 200 consultation responses to be poor from such a populated area such as Oxford. It was asked what is being done to engage youth and minority community groups.

Councillor Miles noted that the Scrutiny Committee had previously provided feedback on ensuring inclusive engagement by considering different languages, and therefore asked how resource allocation is determined for this provision.

Councillor Mundy joined the meeting.

In response to Councillor Altaf-Khan, Councillor Chapman explained that many consultations receive far fewer than 200 responses but noted that more would always be welcomed. It was explained that the content of the responses was consistent and helpful.

The Corporate Consultation Officer, in response to concerns regarding consultation response numbers, commented that the relevant documents had also been taken to service areas for feedback via the localities team. In relation to ethnic minority groups, it was explained that many efforts are made to reach these groups, but it has remained the case that most responses come from affluent residents. The Committee understood that challenges remain in reaching younger generations. The Committee heard that 1000 residents have signed up to the Residents Panel which will help to support the representation of more voices from across Oxford,  ...  view the full minutes text for item 37