Apologies were received from Councillor Tanner.

No public questions were submitted.

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

·         City Deal

·         Community and Voluntary Organisations – Grants

Councillor Mark Mills, Scrutiny Chair, presented the reports and their recommendations to the Board and provided some background and context.

City Deal Bid

Scrutiny made the following recommendations:-

(1)  For the expected future reports (recommendation 4 in the City Deal report) to establish the principle of public scrutiny through local Authority Scrutiny Committees and discuss how this might work.

Agreed by the Board

(2)  In developing the ambitions and programmes within the “Skills” heading for Joint Committee members to ensure that education, training and apprenticeship programmes are accessible to all through local schools and other educational bodies, with an emphasis on early advice and guidance to young people so that they are “work ready” for real jobs. For the emphasis of these programmes to be in areas of highest deprivation.

Agreed by the Board.

Grants Programme Commissioning Review

Scrutiny made the following recommendation:-

That a member of the Scrutiny Committee has a seat on the Welfare Reform Members’ Panel. This would be Councillor Van Coulter until May 2014

Response from Board Member: Councillor Susan Brown, Board Member for Benefits and Customer Services, understood that Scrutiny wanted member input into the process of welfare advice commissioning. Whilst she was happy for a scrutiny member to be involved, she was concerned that there could be a conflict if both scrutiny and executive members sat on the same body.

In reply, Councillor Mills indicated that he understood that Councillor Coulter would be happy to adopt an observer role on the Welfare Reform Members Panel.

Councillor Susan Brown was content with that suggestion and the Board therefore agreed the recommendation from scrutiny, amended so that Councillor Coulter was an observer to the Panel.

The following Councillors indicated a wish to speak when the following agenda items were reached:-

Councillor Goddard – agenda item 8 (Planning Annual Monitoring Report);

Councillor Jean Fooks – agenda items 6 (Westgate Temporary Car and Coach Parking), 10 (City Deal Bid) and 11 (Oxford Super Connected Cities Project)

The report seeks approval for the inclusion of the above scheme into the Council’s capital programme to provide temporary car and coach parking during the construction of the Westgate redevelopment scheme.

The Board is requested to:-

(1)  Recommend to Council the inclusion of an amount of £3.3 million funded from an earmarked reserve in the Council’s capital programme for the scheme as detailed herein relating to the provision of temporary car and coach parking during construction of the Westgate scheme of redevelopment, together with approval to transfer funding from the Council’s Park and Ride works budget, if required;

(2)  To grant formal project approval for the temporary car and coach parking scheme detailed herein;

(3)  To grant delegated authority to the Executive Director, Housing and Regeneration to award any required contracts in relation to the implementation of this matter;

(4)   Subject to approval and the obtaining of necessary planning and any other consents note the intention to, upon the Development Agreement for the main scheme with the Westgate Oxford Alliance going unconditional, to procure the implementation of this scheme in accordance with required timescales.

There is a not for publication annexe attached to this report – please refer to agenda item

The Head of Corporate Property submitted a report (previously circulated, now appended) that sought approval for the inclusion of the Westgate temporary car and coach parking scheme into the Council’s capital programme.

Councillor Bob Price, Board Member for Corporate Governance, Strategic Partnerships and Economic Development, and David Edwards, Executive Director, Housing and Regeneration, presented the report to the Board and explained the background to it. He indicated that an additional 200 car parking spaces may be made available close to Oxpens. Oxfordshire County Council was satisfied that the proposed drop off and pick up arrangements could work.

Councillor Jean Fooks, Liberal Democrat Leader, addressed the Board on the contents of the report, and in particular asked about the current usage figures of the Westgate Car Park.

Peter Sloman (Chief Executive) explained that the Council had obtained external valuation advice in order to confirm that the Council was not subsidising the Westgate development; since the Council was not permitted to subsidise a private operator.

Resolved to:-

(1)  Recommend to Council the inclusion of an amount of £3.3 million funded from an earmarked reserve in the Council’s capital programme for the scheme as detailed herein relating to the provision of temporary car and coach parking during construction of the Westgate scheme of redevelopment, together with approval to transfer funding from the Council’s Park and Ride works budget, if required;

(2)  Grant formal project approval for the temporary car and coach parking scheme detailed herein;

(3)  Grant delegated authority to the Executive Director, Housing and Regeneration to award any required contracts in relation to the implementation of this matter;

(4)   Subject to approval and the obtaining of necessary planning and any other consents note the intention to, upon the Development Agreement for the main scheme with the Westgate Oxford Alliance going unconditional, to procure the implementation of this scheme in accordance with required timescales.

The report sets out proposals for refreshing the City council’s approach to promoting design quality in new development.

The Board is asked to agree that a new Oxford Design Review Panel be established.

The Head of City Development submitted a report (previously circulated, now appended) that set out proposals for refreshing the City Council’s approach to promoting design quality in new developments.

Councillor Colin Cook, Board Member for City Development, presented the report to the Board and provided some background and context. The intention of the design review panel was to achieve some good quality design and architecture in Oxford.

Councillor Price added that the work of the design panel would run parallel to, but separate from, the planning process.

Resolved to agree that a new Oxford Design Review Panel be established.

This seeks approval of the Annual Monitoring Report for Publication.

The Board is asked to:-

(1)  Approve the Annual Monitoring Report 2012/13 for publication;

(2)  Authorise the Head of City development to make any necessary additional corrections to the document prior to publication.

The Head of City Development submitted a report (previously circulated, now appended) that sought approval Annual Monitoring Report for publication.

Councillor Colin Cook, Board Member for City Development, presented the report to the Board and provided some background and context. He noted that there was one indicator that was in the “red” category (new Class B1 use), but this was not of great concern as it was expected to be “green” next year. Councillor Price added that there was much good work being carried out on, for example, the introduction of CIL, Barton and the Northern Gateway developments.

Councillor John Goddard addressed the Board, and emphasised that there was a lot of delivery to be done to ensure that things that matter – homes, jobs and the retention of decent green space – were achieved.

Resolved to:-

(1)  Approve the Annual Monitoring Report 2012/2013 for publication;

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

The report seeks approval of the Barton and Northway Regeneration Strategy.

The Board is recommended to:-

(1)     Approve the Barton and Northway Regeneration Strategy. The development of the land at Barton provides an opportunity to contribute to the regeneration of the wider Barton / Northway area;

(2)     Approve the Delivery Plan which sets out the ‘indicative financials’ of the projects and programmes that will be expected to be delivered through the City Council’s main stream funding and that of our partners alongside any direct benefits brought forward by the new development;

(3)     Authorise the Head of City Development to make any necessary editorial changes, updates and or corrections to the document prior to publication, in consultation with the Board Member.

The Head of City Development submitted a report (previously circulated, now appended) that sought the approval of the Board for the Barton and Northway Regeneration Strategy.

Councillor Bob Price, Board Member for Corporate Governance, Strategic Partnerships and Economic Development, introduced the report.

Councillor Mike Rowley, Board Member for Leisure, provided some background and context to the report.  He welcomed the input from members, officers and the Barton Community Association, and in particular the emphasis on educational attainment and the enhancement of community facilities.  Councillor Ed Turner, Board Member for Finance, Efficiency and Strategic Asset Management, added that it would be important to ensure that Oxfordshire County Council was fully on board with the aims and ambitions of the strategy.

Resolved to:-

(1)     Approve the Barton and Northway Regeneration Strategy. The development of the land at Barton provides an opportunity to contribute to the regeneration of the wider Barton / Northway area;

(2)     Approve the Delivery Plan which sets out the ‘indicative financials’ of the projects and programmes that will be expected to be delivered through the City Council’s main stream funding and that of our partners alongside any direct benefits brought forward by the new development;

(3)     Authorise the Head of City Development to make any necessary editorial changes, updates and or corrections to the document prior to publication, in consultation with the Board Member

The report provides and update on progress on the City deal bid to Government, the commitments asked of the City council, the proposed governance arrangements, and the timetable for presentation to the ad-hoc Ministerial Group.

The Board is recommended to:-

(1)  Note this report;

(2)  Formally support the overarching focus of the City Deal Bid;

(3)  Agree in principle to the commitments being asked of Oxford City Council;

(4)  Note the governance arrangements in principle, and to receive future reports which will provide the detail of what the Joint Statutory Committee will be carrying out and what delegations will need to be made to it;

(5)   Delegate authority to the Chief Executive to lead on negotiations with partners and Government

The Executive Director, City Regeneration and Housing, submitted a report (previously circulated, now appended) concerning the progress of the City Deal bid to Government.

Councillor Bob Price, Board Member for Corporate Governance and Strategic Partnerships, presented the report to the Committee, and provided some background and context. David Edwards added that presentation to the Ad Hoc Ministerial Group was provisionally booked for the end of October (still to be confirmed). There was strong Government interest in helping with the Oxpens development.

Councillor Jean Fooks addressed the Board and welcomed the City Deal bid.

Councillor Price referred to the recommendations from Scrutiny. He clarified that the Joint Statutory Committee would handle the decision making process, and that only local authorities would have voting rights on it. Scrutiny of the process should be handled by local authorities.

Resolved to:-

(1)  Note this report;

(2)  Formally support the overarching focus of the City Deal Bid;

(3)  Agree in principle to the commitments being asked of Oxford City Council;

(4)  Note the governance arrangements in principle, and to receive future reports which will provide the detail of what the Joint Statutory Committee will be carrying out and what delegations will need to be made to it;

(5)   Delegate authority to the Chief Executive to lead on negotiations with partners and Government

The report updates the Board on the successful bid to Government for funding of £4.83million from the Urban Broadband Fund (Phase 2) Super Connected Cities Programme. It requests that Council officers be authorised to deliver this project with the support of a specialist organisation using the funding secured, plus the previously agreed £300,000 capital commitment and £25,000 start-up costs.

The Board is recommended to:-

(1)  Note the update report and the positive funding outcome;

(2)  Agree that CEB recommends to Council approval of an additional £4.83 million within the Councils General Fund Capital Programme in 2014/15 to be funded by Government Grant;

(3)  Agree that CEB gives project approval based on the information provided in this report;

(4)  To delegate authority to David Edwards, Executive Director to lead on management and delivery of the project and give delegated authority to award a contract to a specialist organisation to assist the Council in the delivery of this project.

The Executive Director, Housing and Regeneration submitted a report (previously circulated, now appended) that updated the Board on the successful bid to Government for funding of £4.83 million from the Urban Broadband Fund (Phase 2) Super Connected Cities Programme.

Councillor Bob Price, Board Member for Corporate Governance, Strategic Partnerships and Economic Development, presented the report to the Board and provided some background and context. He paid tribute to Sebastian Johnson, City Partnerships Manager, who had been especially involved with this project and had worked so hard upon it. It was anticipated that the scheme would be rolled out early in 2014.

Councillor Jean Fooks addressed the Board and welcomed this project.

Resolved to:-

(1)  Note the update report and the positive funding outcome;

(2)  Agree that CEB recommends to Council approval of an additional £4.83 million within the Councils General Fund Capital Programme in 2014/15 to be funded by Government Grant;

(3)  Agree that CEB gives project approval based on the information provided in this report;

(4)  To delegate authority to David Edwards, Executive Director to lead on management and delivery of the project and give delegated authority to award a contract to a specialist organisation to assist the Council in the delivery of this project.

The report informs the Board of the review of the community and voluntary organisations grants programme, and requests agreement for the approach to commissioning from April 2014.

The Board is recommended to:-

(1)  Approve the programme for the (one-year) annual open bidding grants programme, youth ambition grants programme and the social inclusion programme for 2014/2015;

(2)  Continue the 3 year commissioned funding approach from April 2014 for all themes except the advice and money management theme, which for a transition year will be a one year programme from April 2014, subsequently reverting to a three year cycle;

(3)  Approve the funding themes and commissioning approach as outlined in Appendix

The Head of Leisure, Parks and Communities and the Head of Customer Services submitted a report (previously circulated, now appended) concerning the review of the community and voluntary organisations grants programme.

Councillor Bob Price, Board Member for Corporate Governance, Strategic Partnerships and Economic Development, presented the report to the Board. Councillor Steve Curran, Board Member for Youth and Communities, provided some background and context; and Councillor Susan Brown, Board Member for Benefits and Customer Services, added that there was an intention to work closely with the money advice centres.

Councillor Ed Turner, Board Member for Finance, Efficiency and Strategic Asset Management, pointed out that Oxford City Council was one of only five Councils that had expanded its investment in this area.

Resolved to:-

(1)  Approve the programme for the (one-year) annual open bidding grants programme, youth ambition grants programme and the social inclusion programme for 2014/2015;

(2)  Continue the 3 year commissioned funding approach from April 2014 for all themes except the advice and money management theme, which for a transition year will be a one year programme from April 2014, subsequently reverting to a three year cycle;

(3)  Approve the funding themes and commissioning approach as outlined in Appendix 2

The report seeks approval to tender for Commercial Waste collections and Environmental Improvement services to a public body, as the potential value of the contract exceeds delegated authority levels.

It is recommended that:-

(1)  The Executive Director of Community Services be authorised in conjunction with the Head of Finance to enter into an appropriate contract with the public sector body identified in the Not for Publication Annex attached to the report for the supply of various commercial waste services;

(2)  The Board notes that in the event that the tender is successful that capital expenditure will be required to fulfil the contract, which will require an addition to the Council’s Capital Programme.

There is a not for publication annexe attached to this report at agenda item….

The Executive Director Community Services submitted a report (previously circulated, now appended) seeking the Board’s approval to tender for commercial waste collections and environmental improvement services to a public body.

Councillor Ed Turner, Board Member for Finance, Efficiency and Strategic Asset Management presented the report to the Board and provided some background and context. He paid tribute to officers whose hard work had enabled to proposal to reach this stage.

Resolved that:-

(1)  The Executive Director of Community Services be authorised in conjunction with the Head of Finance to enter into an appropriate contract with the public sector body identified in the Not for Publication Annex attached to the report for the supply of various commercial waste services;

(2)  The Board notes that in the event that the tender is successful that capital expenditure will be required to fulfil the contract, which will require an addition to the Council’s Capital Programme.

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, and the Service Manager Regeneration and Major Projects, submitted a report concerning compulsory purchase proceedings in relation to a long term empty property in Lanham Way.

Councillor Scott Seamons, Board Member for Housing, presented the report to the Board and explained the background to it. It was important to explore all avenues in order to bring properties back into use. The Council had tried, since 2006, to bring this particular property into use, but without success.

Mel Mutch, Empty Property Officer, added that the Council had offered encouragement, and many suggestions concerning the means by which this property could be brought back into use over a considerable period. However, the progress made was not considered to be significant.

Resolved to:-

(1)  Authorise 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 to acquire all interests in the property situated in Lanham way, on the basis set out in the report;

(2)  In the event that the decision is taken to initiate compulsory purchase proceedings, to authorise the Head of Law and Governance to take all necessary steps to secure the making, confirmation and implementation of the Compulsory Purchase Order pursuant to section 226(1)(a) of the Town and Country Planning Act 1990, including the publication and service of all notices and presentation of the Council’s case at any public enquiry;

(3)  Authorise the Service Manager of Regeneration and Major Projects to take all necessary action to acquire and obtain possession of the property, either compulsorily or by agreement, and to negotiate and agree all matters related to compensation payments;

(4)  Authorise the Service Manager of Regeneration and Major Projects to dispose of the property in accordance with the Disposal options set out in the report;

(5)  Recommend to Council that provision is made in the 2013/2014 budget for the Compulsory Purchase of the property as detailed in the confidential appendices.

Minutes of the meeting held on 11^th September 2013.

Resolved to confirm as a correct record the minutes of the meeting held on 11th September 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 85

The Board received and noted the contents of not for publication appendix to the reports at item 6 (minute 74 refers);

The Board received and noted the contents of not for publication appendix to the reports at item 13 (minute 81 refers);

The Board received and noted the contents of not for publication appendix to the reports at item 14 (minute 82 refers).

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

It contains information concerning

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) to the report at agenda item 6 (minute 74 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

It contains information concerning a commercial contract that the Council is contemplating.

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) to the report at agenda item 13 (minute 81 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

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.

The Board received and noted the contents of a not for publication appendix (previously circulated) to the report at agenda item 14 (minute 82 refers).

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