Apologies were received from Councillors Smith and Turner.

Board Members are asked to declare any disclosable pecuniary interests they may have in any of the following agenda items.  Guidance on this is set out at the end of these agenda pages

No declarations of interest were received

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 on a day so that there are at least 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.

No public questions were received.

The following scrutiny committee reports have been submitted to this meeting:-

The following reports from scrutiny were submitted:-

(1)   Periodic reporting, Finance, Performance and Risk 2012/2013 – integrated report, 2^nd Quarter 2012/2013.  Councillor Mike Rowley presented this report to the Board. Comments are detailed under the appropriate agenda item (minute 64 refers);

(2)   Treasury Management mid year review - Councillor Mike Rowley presented this report to the Board. Comments are detailed under the appropriate agenda item (minute 65 refers);

(3)   Homelessness Strategy Review – Councillor Stuart McCready presented the report.  Councillor Scott Seamons gave the following responses to the scrutiny recommendations:-

(a)     The City Council had reached an agreement with Oxfordshire County Council to keep the hostel open for 2013, and will work together to develop and approach for the future. This cut is the responsibility of Oxfordshire County Council. District Councils within Oxfordshire have a desire to protect this budget;

(b)      The ring fence around the Supporting People budget was removed by Government, thus enabling councils to use the funding elsewhere. Many Councils have started to cut budgets;

(c)      Consultation with landlords is ongoing and the suggestion made at recommendation 2 will be taken forwards;

(d)     The Action Plan that is to be presented to CEB in February witll deal with mediation services and monitoring;

(e)     It was agreed that the Action Plan could be presented to the Housing Scrutiny Panel for review and monitoring.

(4)   Procurement Strategy - Pat Jones, Principal Scrutiny Officer presented the report to the Board. Comments are detailed under the appropriate agenda item (minute 59 refers);

(5)   Charging for parking in City-owned Parks - Pat Jones, Principal Scrutiny Officer presented the report to the Board. This item was the subject of a call in which was not upheld, however comments were made about signage. Tim Sadler Executive Director, Community services, observed that he was mindful of all the recommendations, however he felt that the balance of signs was now correct and that there was nothing further to do.

(6)   Area Forum – Review of first year - Pat Jones, Principal Scrutiny Officer presented the report to the Board. Councillor Bob price explained that a cross party working group was considering the whole issue of Council Governance, and intended to have a report ready by the end of the Council year. Ho noted that “variable geometry” had always been part of Area Forums since their inception.  Councillor Dee Sinclair thanked Councillors Saunders and Wilkinson for all their hard work on this topic. She noted that forums were only one of many tools for engaging the public. She endorsed the scrutiny recommendations.

Resolved to agree the following recommendations:-

(1)    That an informed debate takes place between Councillors in their area grouping and community development officers to agree how Councillors’ community leadership roles can best be delivered and supported in their areas, within the Councillor, officer and likely resident resources available;

(2)    For the various mechanisms already available to councillors to   champion the views of their communities within the organisation to be detailed clearly within protocols and  ...  view the full minutes text for item 57.

Lead Member: Councillor Price

Report of the Chief Executive (attached)

The report presents for approval and adoption a new Organisational Development Strategy.

Recommendation

The Board is recommended to approve and formally adopt the Organisational Development Strategy attached at Appendix 1.

The Chief Executive submitted a report (previously circulated, now appended) which presented for approval and adoption a new Organisational Development Strategy.

Councillor Bob Price introduced the report to the Board and Invited Simon Howick, Head of HR and Facilities, to give some background and context.

Simon Howick informed the Board that sickness levels had improved greatly and that the Council was heading towards 7 days per employee this year. Over 700 members of staff had no sick leave during the last year and a further 200 had fewer than 3 days sick leave. If this was placed on a table for comparison with other local authorities, the City Council would be mid-range. The target was to achieve 6 days per employee. It was more difficult for the City Council than it was for many other authorities because Oxford City had a large operative workforce. The public sector average was 6.5 days.

Councillor Price noted and thanks the Unions for their support in this process over the past year.

Resolved:  To approve and adopt the Organisational Development Strategy as attached at Appendix 1 of the report.

Report of the Head of Business Improvement and Technology (attached)

The report seeks approval from City Executive Board to adopt the Council’s new Procurement Strategy 2013 to 2016.

Recommendation

The Board is recommended to approve the new Procurement Strategy for 2013 to 2016 as set out at Appendix 1.

The Head of Business Improvement and Technology submitted a report (previously circulated, now appended) seeking approval from CEB to adopt the Council’s new Procurement Strategy 2013-2016.

Councillor Bob Price presented the report to the Board. He informed the Board that the City Council was now within the County Procurement Hub.

Value and Performance Scrutiny Committee submitted comments. The response from the Board Member and Director are attached as an appendix to the minutes. The Board accepted the following scrutiny comments:-

(1)   In order to meet the requirements of the Social value Act 2012, the Council should review all new tender opportunities and include within all tender evaluation criteria  a range of criteria that meets the requirements within this Act to encourage a more diverse range of organisations to be able to successfully win Council business;

(2)   That the strategy as a living document should be kept under frequent review.

The following recommendation was not accepted:-

(3)   That a more formal and robust environmental assessment of the impact of products and services procured by the Council should be required as part of the tender process.

Report of the Head of Housing (attached)

The report seeks approval of a Tenancy Strategy and Policy following consultation with partners, stakeholders, tenants and the public.

Recommendations:

The Board is recommended to recommend Council to adopt a Tenancy Strategy for Oxford City and a Tenancy Policy for Council homes.

The Head of Housing submitted a report (previously circulated, now appended) seeking approval for the Tenancy Strategy and Policy for Oxford following consultation with stakeholders, tenants and the public.

Councillor Scott Seamons presented the report to the Board. He confirmed that the Council intended to stay with the social rent model..

Resolved to recommend to Council for formal adoption the Tenancy Strategy for Oxford City and Tenancy Policy for Council homes.

Report of the Head of Housing (attached)

The report provides the Board with an update on the Council’s progress against the Housing Strategy Action Plan priorities for the period April to September 2012.

Recommendation

The Board is asked to note and comment upon the progress made from April to September 2012 against the tasks identified in the Housing Strategy.

The Head of Housing submitted a report (previously circulated, now appended) which gave an update on the Council’s progress against the Housing Strategy Action Plan priorities for April to September 2012.

Councillor Scott Seamons introduced the report to the Board.

He indicated that the comments made by scrutiny had been taken on board and that he would be happy to work with them to produce a more accessible document. Councillor Seamons confirmed that there would be 6 monthly reviews in September and March each year.

Resolved to:-

(1)   Note the report;

(2)   Request that a further update concerning the progress on debt advice (and other items that are currently “in the red”) be emailed to all Councillors before March.

Lead Member: Councillor Price.

Report of the Executive Director, Community Services (attached)

The report provides an update on the progress of charging for discretionary services following the approval of the approach in a report to the Board on 21^st September 2011.

Recommendations

The Board is recommended to:-

(1)   Note the report;

(2)   Continue to support the recommendations agreed in the report of 21^st September 2011.

The Executive Director, Community Service, submitted a report which updated the City Executive Board on the progress of charging for discretionary services, following the approval of the approach in a report to CEB on 21^st September 2011.

Councillor Bob Price presented this report to the Board and explained its background.  Peter Sloman (Chief Executives) observed that many other public sector bodies wanted to trade with the Council, and that the Council had a long tradition of doing this.

Resolved to:-

(1)   Note the report;

(2)   Continue to support the recommendations agreed in the report to CEB given on 21^st September 2011.

Lead Member: Councillor Tanner

Report of the Head of Direct Services (attached).

The report suggests a policy change to domestic waste and recycling collections for sites with communal bin storage, and also for Houses in Multiple Occupation. The aim is to reduce waste and increase recycling

Recommendation

The Board is asked to approve the following proposed change to the Council’s waste and recycling collection policy:-

“At all relevant sites, the Council shall seek to collect no greater quantity of waste from domestic refuse bins than from domestic recycling bins.”

The Head of Direct Services submitted a report (previously circulated, now appended) which sought a revision of the policy in respect of waste collection from flats.  The intention was to ensure that adequate recycling facilities were available at privately owned or rented flats, and that recycling rates at these properties should increase to at least 50%.

Councillor John Tanner presented the report to the Board. He confirmed that the Council would contact landlords, not tenants, and that although the Council could not afford to subsidise landlords, it would advise on where the cheapest bins could be obtained.

Lindsay Cane (Legal) confirmed his understanding that this would be rolled out on a pilot basis.

Resolved:-

To approve the following proposed change to the Council’s waste and recycling collection policy:-

“At all relevant sites, the Council shall seek to collect no greater quantity of waste from domestic refuse bins than from domestic recycling bins”

Report of the Head of Finance and the Head of Business Improvement and Technology (attached).

The report provides an update on Finance, Risk and Performance at the end of Quarter 2 – 1^st July - 30^th September 2012.

Recommendation

The Board is asked to note the contents of the report.

The Head of Finance and the Head of Business Improvement and Technology submitted a report (previously circulated, now appended) which updated the Board on Finance, Risk and Performance statistics at the end of Quarter 2 (30^th September 2012). This was the first integrated report and intended to give a more holistic picture.

Nigel Kennedy, Head of Finance, presented the report to the Board and explained its aims and intention.

The Finance and Performance Panel presented its comments on the report which were noted by the City Executive Board. The Board Member and Director comments in response are attached as an appendix to this agenda.

Resolved to:-

(1)   Note the report;

(2)   Inform the Finance and Performance Panel that, should it wish to make further comments about pressures form this year as part of its scrutiny of the budget process, that would be appreciated.

Report of the Head of Finance (attached)

This report concerns the performance of the treasury management function for the period April to September 2012, and outlines the investment strategy for the remainder of the financial year.

Recommendations

The Board is asked to:-

(1)               Note the performance of the treasury management function for the first six months of 2012/13, and;

(2)               Agree the Investment Strategy for the remainder of 2012/13 and the continuation of the operational strategy as highlighted in paragraph 37.

The Head of Finance submitted a report (previously circulated, now appended) that reported the performance of the treasury management function for the period April to September 2012, and outlined the investment strategy for the remainder to the financial year.

The Finance and Performance Panel had submitted comments. The Board Member and Director comments in response are attached as an appendix to this agenda.

Jackie Yates, Executive Director, Finance, added that it was not clear, in the recommendations from scrutiny what type of “local investments” the panel had in mind. Investing to ensure a decent return was difficult at present.

City Executive Board noted the comments from the Finance and Performance Panel and the responses given.

Resolved to:-

(1)   Note the performance of the treasury management function for the first six months of 2012/13;

(2)   Agree the Investment Strategy for the remainder of 2012/13 and the continuation of the operational strategy as highlighted in paragraph 37 of the report.

Report of the Head of City Development (attached)

The report seeks approval of the Annual Planning Monitoring Report for publication.

Recommendations

The Board is asked to:-

(1)   Approve the Annual Planning Monitoring Report for publication;

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

The Head of City Development submitted a report (previously circulated, now appended) which sought approval of the Annual Monitoring Report 2011/2012 (Local Development Framework).

Councillor Colin Cook presented the report to City Executive Board.   He noted in particular the continuing vitality of the City centre and District centres in terms of retail, and that there had been a considerable improvement in vacancy rates.

Councillor John Goddard asked four questions. These, with responses, are attached as an appendix to these minutes.

Michael Crofton Briggs, Head of City Development, informed the Board that Oxford Brookes University had apparently met its student housing targets. The Board noted paragraph 14 of the report, which explained that, for Oxford University during the 12/13 academic year, an additional 154 places would be available  arising from recent developments including Pembroke College, and a further 279 places were under construction. This would bring Oxford University below the 3,000 threshold.

 It was intended that a mid year review of these figures would be carried out, and that CEB would be asked to approve the Sites and Houses Plan in Spring 2013.

It was noteworthy that there had been pre-application discussions about 3 sites of 200 (plus) housing units; the first such discussions for approximately 4 years.

Resolved to:-

(1)   Approve the Annual Monitoring Report 2011/12 for publication;

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

Report of the Head of Finance (attached).

The purpose of the report is to recommend project approval and award of the contract to Tenderer B for the supply of insurance services to the Council.

Recommendations

The Board is asked to:-

(1)   Grant project approval for the supply of insurance services to Oxford City Council and award the contract to Tenderer B from 1^st January 2013 for a period of 3 years, with an option to extend for 1 year plus 1 year;

(2)   Agree the changes to excesses outlined in paragraphs 4.4 to 4.5 of the report.

The Head of Finance submitted a report (previously circulated, now appended) which recommended project approval and award of contract for the supply of insurance services to the Council to Tenderer B.

Resolved to:-

(1)   Grant project approval for the supply of insurance services to oxford City council, and award the contract to Tenderer B from 1^st January 2013, for a period of 3 years, with an option to extend for 1 year plus 1 year;

(2)   Agree the changes to excesses outlined in paragraph 4.4 to 4.5 of the report.

Report of the Executive Director, Housing and Regeneration (attached)

The report provides information about the bid to the Government for £5m from the Urban Broadband Fund (Phase Two) Super Connected Cities Programme, and recommends that the Council agrees the £300,000 capital commitment and £25,000 start up cost if the bid is successful.

Recommendations

The Board is asked to:-

(1)   Note the bid;

.

(2)   Recommend to Council £300,000 capital commitment and £25,000 start up cost if the bid is successful;

(3)   Delegate authority to the  Executive Director, City Regeneration to lead on negotiations with Government on the bid as required;

(4)   Receive a further report if the bid is successful.

The Executive Director, Housing and Regeneration, submitted a report (previously circulated, now appended) concerning a bid to Government for £5m from the Urban Broadband Fund (Phase 2) Super Connected cities programme.

Councillor Price explained that the report had been somewhat superseded as the Council had heard that its bid had been successful.

Sebastian Johnson (City Partnerships Manager) added that the Council had not yet been given details of its winning bid, so it was still not clear how much the funding would be. Further details were expected in the next few days.  The time frame for spending the funding was quite tight – everything needed to be done by March 2014.

The City Executive Board congratulated Sebastian Johnson for his hard work which had resulted in a successful bid.

Resolved to:-

(1)    Note the bid;

(2)    Recommend to Council a £300,000 capital commitment and £25,000 revenue and staff resource required as the bid has been successful;

(3)    Delegate authority to David Edwards, Executive Director Housing and Regeneration, to lead on negotiations with Government on the bid as required;

(4)    Receive a further report following the successful bid.

Report of the Head of City Development (attached)

The report provides information on considerations for the Oxford Heritage assets criteria, nomination process and character statements formats arising from East and West Area Planning Committees.

Recommendations

The Board is recommended to:-

(1)   Endorse the proposal for a Heritage Assets Register for Oxford and adopt the proposed criteria and selection process including clarifications recommended by Area Planning Committees;

(2)   Recommend Full Council endorse the proposal for a Heritage Assets Register and adopt the proposed criteria and selection process.

The Head of City Development submitted a report (previously circulated, now appended), concerning the preparation of a city-wide register of local heritage assets.

Councillor Colin Cook presented the report to City Executive Board. Nick Worlledge (Heritage and Specialist services Team Leader) gave further information about the purpose of the proposed register, including that there would be 3 initial pilot areas.

Resolved to:-

(1)   Endorse the proposal for a Heritage Assets Register for Oxford;

(2)   Adopt the proposed criteria and selection process, including clarifications recommended by Area Planning Committees;

(3)   Recommend to Council that it endorses the proposal for a Heritage Assets Register and adopts the proposed criteria and selection process.

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

Nothing was raised under this item.

Minutes of the meetings (attached) held on

• 12^th September 2012;
• 20^th September 2012;
• 23^rd November 2012

Resolved to confirm as a correct record the minutes of the meeting held on 12^th September, 20^th September and 23^rd November 2012.

It was noted that an announcement about the low carbon project will be made shortly, and that the Deed of Dedication for Oxpens is going ahead.

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 4(2)(b) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 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.

None