Apologies were received from Councillor Turner.

Councillor Susan Brown declared a pecuniary interest in agenda item 11 – Jericho Canalside SPD (minute 55 refers) on the grounds that she lives close to the Community centre that will be impacted by this document. She stated her intention to withdrawn from the room while this item is considered.

Full written questions with answers were distributed at the start of the meeting. These are attached to the minutes as appendix one.

Resolved to note the questions and answers provided.

The following scrutiny committee reports have been, or may be, submitted to this meeting:-

·         Customer Contact Strategy

·          

The following Scrutiny reports (now appended) were submitted to the meeting:-

Allocations Scheme Review

Customer Contact Strategy

Treasury Management Quarter 1

Quarter 1 Spending.

They were considered when the relevant item on the agenda was reached.

Councillor Jean Fooks attended the meeting and addressed the Board on agenda item 12 – Finance, Performance and Risk; Quarter 1 progress.

This report asks the Board to agree a draft Customer Contact Strategy for consultation.  Following consultation, the outcome of that exercise and the proposed Strategy for adoption will be brought back to the Board in February 2014.

The Head of Customer Services submitted a report (previously circulated, now appended) concerning the draft Customer Contact Strategy. The Board was asked to agree this for consultation, following which the proposed strategy for adoption would return to the Board in February 2014.

Councillor Susan Brown (Board member for Benefits and Customer Services) presented the report to the Board and provided some background and context.

The following Scrutiny recommendations were submitted:-

Recommendation 1: To ensure that separate arrangements for consultation with the Business Community are included in the information gathering to inform the final strategy.

Agreed by the Board

Recommendation 2: To explore the use of Skype as a communication tool within this strategy

Councillor Mark Mills (Scrutiny Chair) explained that scrutiny considered Skype to be a useful method to contact customers in specific situations, and asked the Board to consider it.

Comment from the Board: Understanding how our customers wish to engage with us and through which mediums is fundamental to the consultation approach.  This and all other communication mediums are to be considered.   The consultation findings will be reported to CEB in due course and inform the final strategy. The Board would be willing to investigate the use of Skype in order to ensure that our methods of communication reflect modern conditions, but would not wish to consider it in isolation.

Recommendation 3: To ensure that any service developments are evaluated financially around clear value for money principles.

Agreed by the Board.

Resolved: To approve the Draft Customer Contact Strategy for consultation, with recommendations from Scrutiny as shown above.

This report provides the Board with an update of the Council’s progress against the Housing Strategy Action Plan priorities.  It proposes revisions to Housing Strategy Action Plan targets.

The report recommends the Board to:-

(1)  Note the progress made against the tasks in the Plan;

(2)  Revise Pan targets as detailed in Appendix B to the report;

(3)  Note that progress will be reported annually to the Board.

The Head of Housing and Property submitted a report (previously circulated, now appended) concerning the Housing Strategy Action Plan 2012-2016 Periodic Review.

Councillor Scott Seamons (Board Member for Housing) presented the report to the Board and clarified those indicators that were currently red. The Action Plan would go for consultation and return to the Board in December.

Resolved to:-

(1)  Note the progress made against the tasks in the Plan;

(2)  Revise Plan targets as detailed in Appendix B to the Report;

(3)  Note that progress will be reported annually to the Board;

(4)  Note that the refresh of the Housing Strategy Action Plan would return to the Board in December 2013 following consultation with partners.

The report concerns the supply of temporary accommodation in order to meet the Council’s duties to homeless households.  It proposes improvements to it.

The report recommends the Board as follows:-

(1)  To endorse the approach being taken to procure additional properties for temporary accommodation as part of the discharge of the Council’s homelessness duties;

(2)  To give project approval to the Homeless Accommodation Supply Project identified in the report, and to grant delegated authority to the Executive Director for Regeneration and Housing in consultation with the Chief Executive to decide on the final management model, to tender contracts to set up and operate a scheme, and to award appropriate contracts and, as necessary, to agree property acquisitions, that are the most financially advantageous for the Council with respect to the Council’s Medium Term Financial Plan, following approval from the Council’s Head of Finance;

(3)  To ask officers report progress to the Board after the first £5million spend to evaluate the impact of the scheme;

(4)  To recommend Council as follows:-

(a)  That the 2013/14 General Fund Capital Budget be updated with the inclusion of a new scheme, namely “Homeless Property Acquisitions”, estimated at £5 million, funded from borrowing, and to include a further £5 million budget in 2014/15;

(b)  To increase General Fund external borrowing of up to £10 million to finance the capital expenditure.

.

The Head of Housing and Property submitted a report (previously circulated, now appended) concerning the supply of temporary accommodation in order to meet the Council’s duties to homelessness households, and proposes improvements to it.

Councillor Scott Seamons (Board Member for Housing) introduced the report and provided some background and context.

Resolved:-

(1) To endorse the approach being taken to procure additional properties for temporary accommodation as part of the discharge of the Council’s homelessness duties;

(2) To give project approval to the Homeless Accommodation Supply Project identified in the report, and to grant delegated authority to the Executive Director for Regeneration and Housing in consultation with the Chief Executive to decide on the final management model, to tender contracts to set up and operate a scheme, and to award appropriate contracts and, as necessary, to agree property acquisitions, that are the most financially advantageous for the Council with respect to the Council’s Medium Term Financial Plan, following approval from the Council’s Head of Finance; and that the final management model will be agreed in consultation with the Leader of the Council, Board Member for Housing and the Leaders of the two Opposition Groups;

(3) To ask officers report progress to the Board after the first £5million spend to evaluate the impact of the scheme;

(4)  To recommend Council as follows:-

(a)  That the 2013/14 General Fund Capital Budget be updated with the inclusion of a new scheme, namely “Homeless Property Acquisitions”, estimated at £5 million, funded from borrowing, and to include a further £5 million budget in 2014/15;

(b)  To increase General Fund external borrowing of up to £10 million to finance the capital expenditure.

This report reminds the Board that it agreed to consultation upon changes to the Housing Allocation Scheme at its meeting in February 2013.  The report asks the Board to approve a new Housing Allocations Scheme following consultation.  Specifically, it recommends the Board to:-

(1)  Note the proposed changes to the existing Allocation Scheme and responses to consultation:

(2)  Recommend Council to approve the new Allocation Scheme;

(3)  Give delegated authority to the Head of Housing and Property to introduce the new Allocations Scheme within three months of its approval by Council (in order to allow time to implement the changes);

(4)  To agree to the Council leaving the Oxfordshire sub-regional Choice-Based Lettings Scheme.

The Head of Housing and Property submitted a report (previously circulated, now appended) concerning the Allocations Review and changes to the Allocations Scheme.

Councillor Scott Seamons presented this report to the Board and explained the background to it. He added that the Oxfordshire sub-regional Choice Based Lettings scheme was in effect disbanded because there were now different schemes in place across the County. Arrangements for reciprocal lettings were, and would remain, in place.

Scrutiny recommendation

A Communications Strategy should be in place to explain the scheme as agreed, what it means for the applicants, alongside some general information on the likelihood of being housed. Communications should include the opportunity for feedback on the scheme itself and the understandability of it.

Agreed by the Board.

The following amendment to the scheme was also AGREED by the Board, following comments from the Scrutiny Housing Panel:-

(1)  Section 1.3 Oxford City Council’s Principal Housing Objectives (agenda page 103, bottom of the page)

Changed from:

•      To not discriminate against members of the armed forces/former members of the armed forces in housing need, with regard to local connection

To:

•      To treat members of the armed forces/former members of the armed forces in housing need, equally with regard to local connection (see section 3.3.3)”

(2)  Section 3.3:  Qualification For Inclusion On the General Register List (agenda pages 112, 113)

Added:

“5. The applicant met one or more of the criteria in 1 to 4 above at the time they entered the armed forces, they will then retain this Local Connection when applying for housing on leaving the Armed Forces.”  & “in accordance with Section 3.4” at the end of each paragraph shown in Sections 3.3.3 & 3.3.4.

Resolved to:-

(1)  Note the proposed changes to the existing Allocation Scheme and responses to consultation;

(2)  Recommend Council to approve the new Allocations scheme (as amended above);

(3)  Give delegated authority to the Head of Housing and Property to introduce the new Allocations Scheme within three months of its approval by Council (in order to allow time to implement the changes);

(4)   To agree to the Council leaving the Oxfordshire sub-regional Choice Based Lettings Scheme.

This report recommends the Board to adopt an Affordable Housing and Planning Obligations Supplementary Planning Document.  The report also refers, in paragraph 11, to the submission of related reports to Council in September and the Board in October.

The Head of City Development submitted a report (previously circulated, now appended) concerning the Affordable Housing and Planning Obligations Supplementary Planning Document.

Councillor Colin Cook (Board Member for City Development) introduced this report. And commended it to the Board as he felt it would offer further clarity and guidance.

Resolved to:-

(1)  Adopt the Affordable Housing and Planning Obligations SPD;

(2)  Authorise the Head of City Development to make any necessary editorial corrections to the document prior to publication;

(3)  Note that a separate report will go to Council on 30^th September in order to approve the bringing into force of the CIL on 21^st November 2013 [to allow a clean break between the old system and the new]. Linked to this, a report will be presented at CEB on 9^th October to agree the Regulation 123 list that details the infrastructure projects that may be funded in part or whole by CIL.

This report asks the Board to approve a draft Jericho Canalside Supplementary Planning Document for consultation. It also asks the Board at this stage to approve the draft Supplementary Planning Document as a material consideration in determining planning applications.  It asks the Board to endorse the strategic environmental assessment screening report referred to in paragraph 34 of and Appendix 4 to the report.  And it asks the Board to authorise the Head of City Development to make editorial corrections as and if necessary to the Supplementary Planning Document (in consultation with the Board Member) before consultation starts.

The Head of City Development submitted a report (previously circulated, now appended) concerning the Jericho Canalside SPD Consultation.

Councillor Colin Cook (Board Member for City Development) presented the report to the Board and asked to make one minor change to the draft SPD document as follows:

·         Paragraph 6.15 – to remove the reference to 1,000m square gross external area as a guideline for the Community Centre, pending further work with the Community Centre and consultees.

Laura Goddard (Planning Policy) outlined two further changes, the wording of which would be agreed with Councillor Cook and the Head of City development:-

·         Paragraph 6.13- planning consent had not lapsed; and the stated 1,400m square gross external area should be 1,600m square;

·         Paragraph 6.14 needs further clarity generally and this will be agreed as above.

Laura Goddard indicated that the consultation was expected to start on Friday 13th September and would last for six weeks. The final report would return to CEB in December 2013.

Resolved to:-

(1)  Approve the draft Jericho Canalside SPD for public consultation with amendments as listed above;

(2)  Approve the draft Jericho SPD as a material consideration in determining planning applications;

(3)  Endorse the accompanying Strategic Environmental Assessment screening Report;

(4)  Authorise the Head of City Development to make any necessary editorial corrections to the document prior to publication in consultation with the Board Member.

(Having declared a pecuniary interest in this item, Councillor Susan Brown withdrew from the room whilst the matter was discussed, and took no part in the proceedings)

This report provides an update to the Board on financial and non-financial performance and corporate risk for the period April to June 2013 (Quarter 1).  It recommends the Board generally to note the position but specifically in relation to waste, to:-

(1)  Agree that the Council’s performance indicator for the recycling rate target be amended to 44% for 2013/14 and 2014/15 and 45% for 2015/16 and 2016/17 as referred to in paragraph 8 of and Appendix B to the report;

(2)  Agree that the weight of residual waste per household per annum should in future be used as the Council’s key indicator (published in the Corporate Plan) to measure its recycling performance as referred to in paragraph 8 of and Appendix B to the report.

The Executive Director, Organisational Development and Corporate Services submitted a report (previously circulated, now appended) that updated the Board on Finance, Risk and Performance at the end of Quarter 1 (30^th June 2013)

In the absence of the Board Member for Finance, Efficiency and Strategic Asset Management, Councillor Bob Price presented this report to the Board. He invited Councillor John Tanner, Board Member for Cleaner, Greener Oxford, to introduce the section on recycling rates.

Councillor Jean Fooks attended the meeting and addressed the Board on the contents of this report.

Scrutiny Recommendations

The following recommendations were submitted:-

Recommendation 1: To express concern about the availability of resources to deliver the Capital Programme.

Response: The Council’s 2013/14 capital programme is significantly greater than in previous years. The administration involved in delivering this programme is similarly considerable and whilst every effort is made to use the councils in-house resources there are occasions when this is not always possible. Consequently the monitoring report identifies a number of additional external posts which will be required to facilitate key capital projects.

Recommendation 2: To reconsider the reporting of the Commercial Property rental measure using dates that align to produce a more accurate picture of performance.   

Response: Agree that the reporting of this indicator needs improving to mitigate the timing differences highlighted in the report. Officers will ensure that this is undertaken going forward

Recommendation 3: That the City Executive Board bring forward their strategy for the provision of contingencies with the forthcoming medium Term Financial Strategy to the next meeting of the Panel in November. 

Response: The Medium Term Financial Plan and Consultation Budget for 2014-15  is scheduled to be presented to CEB in December 2013 at which point the Finance Panel will be able to consider the strategy for the provision of contingencies in the context of the pressures and risks identified.

Resolved to:-

(1)  Note the financial position and performance of the Council for the first quarter of 2013/14, and also the position of risks outstanding as at 30^th June 2013;

(2)  That the Council’s performance indicator for the Recycling Rate Target be amended to a floor target of 44% for 2013/14 and 2014/15, and to 45% for 2015/16 and 2016/17 in accordance with paragraph 8 of the report. The Council still aspires to reach a 50% target for recycling;

(3)   That the Board agrees that the weight of residual waste per household, per annum, should in future be used as the Council’s key indicator (published in the Corporate Plan) to measure its recycling performance in accordance with paragraph 8 of the report.

This report asks the Board to receive and to note the contents of this report which sets out the Council’s treasury management activity and performance for 2012/13.

The Head of Finance submitted a report (previously circulated, now appended) that outlined the Council’s treasury management activity and performance for 2012/13.

Nigel Kennedy (Head of Finance) presented the report to the Board and provided some background and context.

Scrutiny Recommendations

The following recommendations were submitted:-

Recommendation 1: To raise the non-specified investment limits from their currents levels and redefine what is grouped in this area to manage risk, in an effort to encourage investment diversity and higher rates of return. 

Response: The limit on non-specified investments contained within the Treasury Management Strategy agreed by Council in February 2013 is 25% of the total investment portfolio. Non- specified investments are considered inherently more risky in nature, but are used to increase the diversity, the number of counterparties. 

The Council already makes use of non-specified investments including non-rated building societies and to a limited extent property funds. The Council is actively considering placing further deposits with property funds to gain higher rates of interest. However, property funds require longer term investments which are more illiquid.  

As a consequence the 25% limit is considered reasonable given the level of ‘core cash’ held and our advisors assessment of the amount of risk the council should bear.   

Recommendation not accepted by the Board.

Recommendation 2: Wherever it provides for good value for money to consider using investment funds for internal borrowing in order to avoid prudential borrowing.

Response: Agreed - where it provides better value for money the Council will continue to use internal rather than external borrowing, i.e. where the return on investment income is less than interest payable on PWLB loans.

Resolved to note the report.

This report asks the Board to recommend Council to transfer non-dwelling assets from the Housing Revenue Account to the General Fund together with a proportion of Housing Revenue Account cash balances.

The Head of Finance submitted a report (previously circulated, now appended) that sought approval for the transfer of assets from the HRA to the General Fund, together with a proportion of HRA cash balances.

Jackie Yates (Executive Director for Organisational Development and Corporate Services) presented the report to the Board and provided some background and context.  The Board noted that the proposed £7million transfer was to be used in such a way that it could in future achieve long term savings and solid value; and should not be allowed to fund ephemeral schemes of the moment, no matter how well meaning.

Resolved to recommend that Council:-

(1)  Transfers the non-dwelling assets identified in Appendix B of the report with a net book value of around £18 million from the HRA to the General Fund;

(2)  Transfers with immediate effect cash balances of £7 million from the HRA to the General Fund in order to fund future projects that achieve on-going General Fund savings.

This report asks the Board to agree to a restructuring of the lease of parts of 15-19 George Street so that a hotel development can proceed. 

There are not for publication appendices to this report.

The Head of Housing and Property submitted a report (previously circulated, now appended) that sought approval for the restructuring of the lease of the part basement and upper floors and roof of 15-19 George Street in order to facilitate a hotel development.

Jane Winfield presented the report to the Board and provided some further detail of what was proposed.

Resolved to:-

(1)  Approve the acceptance of a surrender of the existing lease, together with the simultaneous grant of an Agreement for Lease, to be followed by a new lease of the part basement, upper floors and roof of 15-19 George Street for hotel development; on the terms and conditions attached in the “not for publication” appendix to the report, and otherwise on terms and conditions to be approved by the Service Manager of Regeneration and Major Projects;

(2)  Give authority to the Service Manager of Regeneration and Major Projects to vary the proposed terms as detailed herein, in line with any further negotiation with the tenant, provided the transaction continues to represent best consideration.

This report seeks Board approval to initiate compulsory purchase proceedings in relation to a dwelling in Lanham Way that has been unoccupied for ten years. 

The report has a not for publication appendix.

The Head of Housing and Property submitted a report (previously circulated, now appended) concerning a proposed Compulsory Purchase Order for a property in Lanham Way, Oxford.

Councillor Bob Price, Leader of the Council, explained that in the light of very recent correspondence on this item, consideration of it should be deferred pending further legal discussions.

Resolved to defer this item to the next meeting of CEB.

This report concerns the outcome of consultation on a revised Statement of Gambling Licensing Policy.  Local licensing authorities are required periodically to review their Gambling Licensing Policies and to renew them.  It is for Council to decide upon the adoption of the Gambling Licensing Policy.

A review of the Council’s Gambling Licensing Policy has taken place.  The Licensing and Gambling Acts Committee on 5^th September will consider the consultation outcome of the review The Committee will recommend the Board to recommend Council upon a renewed Policy. 

The Committee’s recommendation will be reported orally to the Board.

The Head of Environmental Development submitted a report (previously circulated, now appended) concerning the Council’s Statement of Licensing Policy.

Councillor Colin Cook, Board Member for City Development, presented the report to the Board. Julian Alison (Licensing Team Leader) clarified that the Council was able to formally adopt a “no casino” policy as its Council meeting, should it wish to do so.

Resolved to:-

(1)  Approve the recommendation of the Licensing and Gambling Acts Committee that the draft revised statement of Gambling Licensing Policy be recommended to Council for adoption, and,

(2)  Recommend to Council that the said Policy be adopted, including the re-adoption of a “no casinos” policy.

This report concerns the introduction of certain amendments, as follows, to the hackney carriage and private hire vehicle ‘conditions of fitness’ criteria:-

·         Age limit for vehicles

·         Annual tests for vehicles that are eight or more years old

It is for Council to reach the final decision on this policy matter.

Last Autumn the General Purposes Licensing Committee asked for consultation to be carried out on the implementation of age limits.  The Committee will be considering a report on the outcome of that consultation on 5^th September.  The Committee’s recommendations will be reported orally to the Board and it will be for the Board to frame a recommendation to Council.  

The Head of Environmental Development submitted a report (previously circulated, now appended) concerning the age limits and euro emissions of Hackney Carriages and Private Hire Vehicles.

Councillor Colin Cook, Board Member for City development, presented the report to the Board. He confirmed that the taxi licensing trade had been consulted on this issue.

The Board noted that the Law Commission was due to report on the reform of Taxi and Private Hire Services at the end of 2013, but that any proposed reforms were unlikely to come into force during the lifetime of the current Government. The age limits proposed to Council would not take effect until after 1^st January 2016 in order to allow both a lead in period for the taxi trade, and a period for further progress in relation to the Law Commission proposals.

Resolved to recommend to Council the following age limits for Hackney carriage and Private Hire Vehicles:-

·         New Hackney Carriage and Private Hire Vehicles – 5 years;

·         Existing Hackney Carriage Vehicles – 12 years;

·         Existing Private Hire Vehicles -10 years.

The Board is asked to consider the recommendation of the General Purposes Licensing Committee of 21^st May 2013 in relation to the Policy on hackney carriage quantity control.

The Board is recommended to:-

(1)  Approve the recommendation of the General Purposes Licensing Committee that accepted the conclusions of the hackney carriage “unmet demand” survey report prepared by Halcrow Group Limited, that there is currently no significant unmet demand for hackney carriage vehicles;

(2)  Agree that there is currently no significant demand for the services of hackney carriage vehicles which is unmet and to therefore resolve to maintain the Council’s policy of quantity control on the number of hackney carriage vehicle licences;

(3)  Agree that a further unmet demand survey be commissioned in 2015, subject to any future changes to legislation,

and to recommend Council accordingly.

The Head of Environmental Development submitted a report (previously circulated, now appended) concerning the policy on Hackney Carriage Quantity Control.

Councillor Colin Cook, Board Member for City Development presented the report to the Board, and confirmed that no change to present arrangements was proposed.

Resolved to:-

(1)  Approve the recommendation of the General Purposes Licensing Committee that accepted the conclusions of the hackney carriage “unmet demand” survey report prepared by Halcrow Group Limited, that there is currently no significant unmet demand for hackney carriage vehicles;

(2)  Agree that there is currently no significant demand for the services of hackney carriage vehicles which is unmet and to therefore resolve to maintain the Council’s policy of quantity control on the number of hackney carriage vehicle licences;

(3) Agree that a further unmet demand survey be commissioned in 2015, subject to any future changes to legislation,

And that the above is therefore recommended to Council.

Minutes of the meetings held on 10^th and 31^st July 2013.

Resolved to confirm as a correct record the minutes of the meetings held on 10th and 31^st July 2013.

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 66

The Board received and noted the contents of not for publication appendix to the reports at item 15 (minute 59 refers).

The Board noted that the report at item 16 had been deferred to the next meeting (minute 60 refers).

This paper is a not for publication appendix to the report at agenda item 15.

It contains information concerning the terms of the lease restructure.

The public interest in maintaining the exemption from publication is in order not to compromise commercially sensitive information.

The Board received and noted the contents of a not for publication appendix (previously circulated, now appended) to the report at agenda item 15 (minute 59 refers)

The Board decided not to release the appendix from confidentiality because the information contained within it was, and remains, commercially sensitive.

This paper is a not for publication appendix to the report at agenda item 16.

It contains information concerning legal action the Council is contemplating.

The public interest in maintaining the exemption from publication is in order not to compromise commercially sensitive information.

Resolved to note that this item had been deferred to the next meeting (minute 60 refers)