Apologies were received from Councillor Turner.

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

No declarations of interest were made.

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 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.

Written questions were accepted by the Chair.  Written answers were given to the questions.  The questions and the answers are attached to the minutes as Appendix 1.

The following scrutiny committee reports have been or may be submitted to this meeting from the Scrutiny Committee meeting on 2 July 2013:-

• Youth Ambition Strategy
• Low Emission Strategy and Air Quality Action Plan

Two Scrutiny reports from the Scrutiny Committee meeting on 2 July were circulated (now appended). 

Resolved:-

(1)               On the report on the Youth Ambition Strategy, that each of the recommendations in the report be agreed and that the officers be asked to incorporate the matters contained in the recommendations into the ongoing Strategy;

(2)               On the report on the Low Emission Strategy, to agree the recommendation in the report and to ask the Board Member, Cleaner Greener Oxford to take the Low Emission Strategy to the Carbon and Natural Resources Board for the purpose contained in the recommendation.

Councillors who were not members of the Board requested to speak on five items on the agenda.  The addresses are referred to at the relevant minute items.

This report of the Head of Housing seeks project approval for a scheme to provide equity loans to support the recruitment of teachers  to leadership roles in schools in the areas identified as priority for the educational attainment initiative.  The report RECOMMENDS the Board to:-

(1)               Grant project approval for the equity loan scheme for teachers;

(2)               Waive the requirement to seek quotes under Contract Rule 19.12 on the grounds that to do so would achieve no overall economic benefit to the Council;

(3)               Agree a virement of £150,000 from the Depot Relocation Feasibility Study budget;

(4)               Grant delegated authority to the Executive Director, City Regeneration to:-

(a)   approve the operational details of the scheme and the funding based on the principles set out in section 3 of the report;

                (b) in conjunction with Procurement Team and Legal Services, negotiate the operation and capital funding of the scheme with Catalyst Housing Group.

The Head of Housing submitted a report (previously circulated, now appended).

Councillor Campbell spoke on the item.  He asked questions concerning  interpretation of which teachers would qualify for the loans (described in the report as teachers who were in leadership roles) and on the success in practice of the 2005 equity loans for key workers scheme.

On the first question the Leader explained that teachers in leadership roles had a particular meaning in education (ie teachers in senior management teams).  On the 2005 scheme, the Chief Executive said he would arrange for the outcome of the 2005 scheme to be checked and evidence of its success reported upon to members.

In response to further questions the Executive Director, City Regeneration and Housing said that the equity loans for teachers scheme was likely to go live in September.

Resolved to:-

(1)               Grant project approval for the equity loan scheme for teachers;

(2)               Waive the requirement to seek quotes under Contract Rule 19.12 on the grounds that to do so would achieve no overall economic benefit to the Council;

(3)               Agree a virement of £150,000 from the Depot Relocation Feasibility Study budget;

(4)               Grant delegated authority to the Executive Director, City Regeneration to:-

(a)   approve the operational details of the scheme and the funding based on the principles set out in section 3 of the report;

                (b) in conjunction with Procurement Team and Legal Services, negotiate the operation and capital funding of the scheme with Catalyst Housing Group.

This report of the Head of Leisure, Parks and Communities seeks Board approval, following consultation, to the approval of a Youth Ambition Strategy for the Council for the period 2013-2017.

The Head of Leisure, Parks and Community Services submitted a report (previously circulated, now appended).

The Board also had before it a report (previously circulated, now appended) from the Scrutiny Committee on 2 July.

Councillor Fooks spoke on the item.  She referred to Appendix 4 to the report insofar as it dealt with the activity preferences of young people and suggested that in relation to the Strategy it appeared to her to be sport-focussed whereas the activity preferences were very much broader than sport.

Both the Board Member and the Head of Leisure, Parks and Communities responded by saying that the Strategy was not and would not be biased towards sport and that the Council would continue to respond to activity preferences of young people.

Resolved to approve the Youth Ambition Strategy for the Council for the period 2013 – 2017 as set out in Appendix 3 to the report.

This report of the Head of Leisure, Parks and Communities seeks project approval for the pavilion programme.  The report RECOMMENDS the Board to:-

(1)               To grant Project Approval of £3.143million for the Pavilion Programme as set out in Appendix 1, subject to securing the relevant external funding;

(2)               RECOMMEND to Council an increase to the project budget to £3.143million subject to securing external funding, and Capital and Asset Management Group agreeing the virements noted in Appendix 1;

(3)               Give delegated authority for the Executive Director, Community Services to undertake a procurement exercise for the construction contracts for the various pavilion projects detailed within the report and award the construction contracts to the successful tenderer(s) subject to them being within the overall budget.

The Head of Leisure, Parks and Community Services submitted a report (previously circulated, now appended).

Councillor Fooks spoke on the item.  She raised the matter of public expectation concerning the upgrading generally of pavilions and in particular she suggested that the condition of the Alexandra Courts pavilion was below the average condition referred to in Appendix 1.

In response the Leader said that, depending upon budgets, public demand for quality pavilions would be met.  But he emphasised that the programme did depend upon the availability of finance.  On the Alexandra Courts pavilion the Board Member, Parks, Sports and Events referred the councillor to the remarks in Appendix 1 concerning the opportunities for investment in the pavilion.

Resolved to:-

(1)               Grant Major Project Approval of £3.143million for the Pavilion Programme as set out in Appendix 1, subject to securing the relevant external funding;

(2)               RECOMMEND to Council an increase to the project budget to £3.143million subject to securing external funding, and Capital and Asset Management group agreeing the virements noted in Appendix 1;

(3)               Give delegated authority for the Executive Director, Community Services to undertake a procurement exercise for the construction contracts for the various pavilion projects detailed within the report and award the construction contracts to the successful tenderer(s) subject to them being within the overall budget.

This report of the Head of Leisure, Parks and Communities advises the Board of monitoring information returned by community and voluntary organisations awarded a grant by the Council in 2012/13.  The report is for noting by the Board.

The Head of Leisure, Parks and Communities submitted a report (previously circulated, now appended).

Resolved:-

(1)                 To note the contents of the report;

(2)                 To record that the information contained in the report represented a usual reference in relation to grants determinations for 2014/15 and that the absence of feedback information (paragraph 8 of the report refers) would be borne in mind for the 2014/15 grants awards.

This report of the Head of Housing and Regeneration and the Major Projects Manager seeks approval to the purchase of the affordable (social rented) housing from Barton Oxford LLP that is to be developed as part of the Barton Development.  It also seeks approval to enter into related Management of Homes, and Allocations and Lettings Agreements with Barton Oxford LLP as part of the overall transaction.

The report RECOMMENDS the Board to:-

(1)               Note the contents of the Report and progress in discussions with Barton Oxford LLP;

(2)               Grant delegated authority to the Executive Director, City Regeneration and Housing in consultation with the Head of Finance to authorise the Council’s entry into required legal documentation with Barton Oxford LLP to give effect to this matter, the terms to be consistent with the contents of the Not For Publication Appendix in relation to:-

(a)               Approval to enter into an Agreement to purchase the affordable housing (354 units approximately) noting the intention that the Agreement be novated to the successful / nominated house builders for each phase of development;

(b)               The entering into a Management of Homes Agreement;

(c)               The entering into an Allocations and Lettings Agreement;

(3)               Note that in order to maintain flexibility going forward the Council may, at its discretion at a point in the future, procure a partner (such as a Registered provider) for up to 25% of the total affordable units;

(4)               Note that Officers will present update and monitoring reports on a regular basis to both the Corporate Asset and Capital Board and the City Executive Board as the project progresses.

The Head of Housing and the Major Projects Service Manager submitted a report (previously circulated, now appended).

Resolved, having regard to the not for publication appendix to the report, to:-

(1)               Note the contents of the Report and progress in discussions with Barton Oxford LLP;

(2)               Grant delegated authority to the Executive Director, City Regeneration and Housing in consultation with the Head of Finance to authorise the Council’s entry into required legal documentation with Barton Oxford LLP to give effect to this matter, the terms to be consistent with the contents of the Not For Publication Appendix in relation to:-

(a)               Approval to enter into an Agreement to purchase the affordable housing (354 units approximately) noting the intention that the Agreement be novated to the successful / nominated house builders for each phase of development;

(b)               The entering into a Management of Homes Agreement;

(c)               The entering into an Allocations and Lettings Agreement;

(3)               Note that in order to maintain flexibility going forward the Council may, at its discretion at a point in the future, procure a partner (such as a Registered provider) for up to 25% of the total affordable units;

(4)               Note that Officers will present update and monitoring reports on a regular basis to both the Corporate Asset and Capital Board and the City Executive Board as the project progresses.

This report of the Head of Environmental Development seeks Board approval to:-

(1)               The adoption of a Low Emission Strategy for Oxford;

(2)               The approval of a draft Air Quality Action Plan for consultation.

The Head of Environmental Development submitted a report (previously circulated, now appended).  The Democratic Services Manager said that the Low Emissions Strategy had not been reproduced with the report and so could not be taken today.  However, the matter could be included on the agenda for the special City Executive Board meeting on 30 July.

The Board also had before it a report (previously circulated, now appended) of the Scrutiny Committee of 2 July.

Councillor Jones spoke on the item.  He referred to the aspirational nature of some aspects of the Strategy (eg take-up of electric vehicles, reduction in car mileage).  He also expressed some concern over consulting on the Air Quality Action Plan over a period when many people would be on holiday.

In reply the Board Member, Cleaner Greener Oxford said that the consultation period was of a sufficient length to span people’s holidays.  He also referred to air pollution in High Street and in St Aldate’s.  This was unacceptably high and the Air Quality Action Plan would address this.

Resolved to:-

(1)               Defer consideration of the adoption of the Low Emission Strategy for Oxford to the special meeting of the City Executive Board on 30 July;

(2)               Approve for consultation the draft Air Quality Action Plan for Oxford as contained in Appendix 2 to the report.

This report of the Head of City Development seeks Board approval to designate the Summertown and St Margaret’s and the Wolvercote areas as neighbourhood areas (but not as business areas) under the Localism Act 2011 and associated Regulations.  Designation of neighbourhood areas will be the first step for local groups wishing to produce neighbourhood plans. Adopted Neighbourhood Plans will contain statutory planning policies to guide development in the neighbourhood plan areas.

The Head of City Development submitted a report (previously circulated, now appended).

Councillor Fooks spoke on the item.  In particular she expressed some surprise that the Council used Ward boundaries to define neighbourhood areas because those boundaries did not necessarily coincide.

Resolved:-

(1)                           to designate the Summertown and St Margaret’s and the Wolvercote areas as shown on the maps that form Appendix 1 to the report as neighbourhood area (but not as business areas) under the provisions of the Localism Act 2011 and associated Regulations;

(2)                           To ask the Executive Director, Regeneration and Housing to cause to be checked the availability of grant assistance from the Department for Communities and Local Government, and when in the process any such grants might be available.

This report of the Head of City Development provides information on the nomination of the greyhound stadium in Sandy Lane for inclusion on the Oxford Heritage assets Register.  The report RECOMMENDS the Board to register the stadium as a heritage asset and a building of local interest on the Oxford Heritage Assets Register.

The Head of City Development submitted a report (previously circulated, now appended).

With the agreement of the Board, Mr Wheble addressed the meeting.  He explained that he was a private individual with a keen interest in greyhound racing.  He said that greyhound racing and speedway had been long established at the Oxford Stadium.  The activities had over the years provided much pleasure for many people.  He said that there were entrepreneurs willing and financially able to take over, invest in and re-open the Stadium for greyhound racing, speedway and associated activities.

Resolved to register the Oxford Stadium, Sandy Lane as a building of local interest on the Oxford Heritage Assets Register.

The Leader referred to the high quality of the work that had culminated in the submission of reports to today’s Board meeting.  He paid tribute to all the staff involved.  The Chief Executive added to the Leader’s remarks by saying that in a period of retrenchment, the City Council, through prudent financial management and innovative methods of working was providing high quality services to the people of Oxford.

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

Nothing was raised under this item.

Minutes of the meeting held on 12 June 2013.

The minutes of the meeting held on 12 June 2013 were approved as a correct record and signed by the Chair subject in minute 11 (OUTSIDE BODIES – APPOINTMENT OF REPRESENTATIVES 2013/14) to the inclusion of an Appendix setting out, in relation to Appendix 3 to the report, the appointments to outside bodies agreed by the Board.

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 21(1)(b) of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000 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.

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 33

The Board received and noted the contents of not for publication appendix to the reports at agenda item 10 (minute 26 refers).

This paper is a not for publication appendix to the report at agenda item 11.  It contains the draft principal heads of terms for the Barton development.  The public interest in maintaining the exemption from publication is in order not to compromise commercially sensitive information.

The Head of Housing and the Major Projects Service Manager submitted an appendix (previously circulated, now appended) to the report at agenda item 10 (minute xx refers).

Resolved to have regard to the appendix in reaching decisions on the report at agenda item 10.