Agenda and minutes
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Contact: Sarah Claridge, Committee and Member Services Officer
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Apologies for Absence Minutes: Apologies were received from Councillors Price and Lygo.
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Declarations of Interest Minutes: No declarations of interest were received
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When the chair agrees, the public can ask questions about any item for decision at the meeting for up to 15 minutes. Questions must have been given to the Head of Law and Governance by 9.30am one clear working day 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. Minutes: Full written questions with answers were sent as a supplement agenda before the meeting.
Public questions were received on item 7 Revised Organisational Development Strategy (minute 117)
The City Executive Board noted the public questions.
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Scrutiny Committee Reports PDF 85 KB The following scrutiny committee reports will be submitted to this meeting as a supplement:-
Scrutiny Committee Oxfordshire Growth Board Educational attainment New Council controls over anti-social behaviour
Finance Panel Capital programme process review Banking services provider
Housing Panel Fuel Poverty STAR survey results
Additional documents:
Minutes: Cllr Simmons presented the following reports: |
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Oxfordshire Growth Board Minutes: Cllr Simmons, Chair of the Scrutiny Committee explained the Scrutiny Committee’s recommendations:
The City Executive Board resolved to AGREE:
That the City Council’s representative on the Oxfordshire Growth Board conveys the following suggestions to the Board and reports back to Scrutiny:
1. That the Growth Board takes a more holistic approach to sustainability, ensuring that it is a key consideration in all planning and development activities.
2. That the Growth Board considers whether it can and should have a wider brief in order to achieve greater benefits from collective working. This could include having scope to promote innovative ways of delivering new affordable housing, and further joint lobbying to Government.
3. That all reports to the Growth Board are available in document form. |
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Educational Attainment Minutes: Cllr Simmons, Chair of the Scrutiny Committee presented the report.
The Chief Executive explained that: · The KRM programme had head teachers’ involvement in its procurement, schools volunteers to participate in the programme. · Officers had reviewed the County’s education programme and decided the KRM programme was complementary to the County’s programmes rather than conflicting. · The KRM programme is challenging as it requires changing teaching styles. Participating schools found it difficult to sustain commitment.
The City Executive Board resolved to AGREE that any future City Council educational programmes are co-designed with schools and are cohesively focused on achieving long term improvements in educational attainment and reductions in inequalities. |
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New Council controls over Anti-Social Behaviour Minutes: Cllr Simmons, Chair of the Scrutiny Committee presented the Scrutiny Committee report. The committee was happy with the powers enacted by the Council but would like to see Scrutiny representation on the oversight group and continued engagement with Area Forums regarding future applications.
Cllr Sinclair, Board member for Crime and Community Response agreed with the recommendations. She suggested 1 member of the Scrutiny Committee join the oversee group. The group is meeting soon to discuss the proposed City Centre protection order.
The City Executive Board resolved to AGREE:
1. That a Scrutiny Councillor is included in the membership of the oversight group.
2. That City Council officers engage with Local Area Forums regarding the application of new anti-social behaviour powers. |
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Capital Programme Process Review Minutes: Cllr Simmons, Chair of the Scrutiny Committee presented the Finance Panel’s report. He commented:
Cllr Turner, Board Member for Finance, Asset Management and Public Health agreed the recommendations. He made the following comments:
Rec 1. The Executive agrees that sustainability is a key consideration for the delivery of our capital investment programme. Sustainability is already an integral part of the key stages of our Gateway delivery process.
Rec 2. The Executive will continue to look at ways to improve our overall delivery process and will review the impact of the changes we have already made. Decisions on how we package and procure works in order to make the best use of resources and deliver value for money have been strengthened and are again an integral part of our revised processes.
The City Executive Board resolved to AGREE 1. To sustainability being formalised throughout the capital gateway process.
2. Continued development of a more flexible approach to the delivery of its capital programme. |
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Banking Services Provider PDF 21 KB Minutes: Cllr Simmons, Chair of the Scrutiny Committee explained the recommendations. These included:
Cllr Turner, Board member for Finance, Asset Management and Public Health responded to the recommendations (attached minute 115).
The Chief Executive said that Barclays scored well on the ethical questionnaire and provided a basic bank account (requirement of the procurement process) to more people than the other banks.
The City Executive Board resolved to AGREE to 1. Monitor the added social value provided by its new bank. 2. Revisit the terms and conditions for all tenders to ensure that they fully reflect the Council’s ethical policies. 3. Continue to monitor which banks other former Co-op customers are switching to, and whether ‘challenger banks’ begin taking on local authority customers. |
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Fuel Poverty Minutes: Cllr Seamons, Board member for Housing and Estate Regeneration agreed the two recommendations and would look into both pieces of work.
Cllr Turner explained that the consultation budget recommended a free energy efficiency review for every council home.
The City Executive Board resolved to AGREE: 1. That tenant-facing staff in Direct Services are encouraged to offer appropriate advice on the use of free electricity.
2. To explore the possibility of buying energy in bulk. |
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STAR Survey Results Minutes: Cllr Seamons, Board member for Housing and Estate Regeneration said the Council needed to set out its response to the STAR survey. He asked that Scrutiny assist in reviewing the methodology used to measure tenant satisfaction and said that once the Oxford standard was implemented - it would raise the standard of peoples’ homes.
The City Executive Board resolved to AGREE to
1. Reviews the methodology used to measure tenant satisfaction, and aims to make personal contact with tenants in future.
2. That the City Council sets out its response to the STAR Survey 2014 results, including any improvement measures taken or planned. |
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Councillor Addresses on any item for decision on the Board's Agenda When the chair agrees, Councillors can address the Board about any item for decision at the meeting for up to 3 minutes. Addresses must have been given to the Head of Law and Governance by 9.30am, one clear working day before the meeting (email executiveboard@oxford.gov.uk or telephone the person named as staff contact). The Board Member who has political responsibility for the item for decision may respond or the Board will have regard to the points raised in reaching its decision. Minutes: There were no Councillor addresses to the Board. |
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Revised Organisational Development Strategy PDF 154 KB The Head of Human Resources and Facilities has submitted a report which details an updated Organisational Development Strategy
Officer Recommendation: That the City Executive Board approves the revised Organisational Development Strategy attached at Appendix 1. Minutes: The Head of Human Resources and Facilities submitted a report (previously circulated, now appended) which detailed an updated Organisational Development Strategy
The Chief Executive presented the report. He explained that 4 services had gone through the Customer services excellence accreditation with most receiving high marks.
Cllr Brown said the steps taken to improve customer service in the Council will help improve customer satisfaction.
The City Executive Board resolved to APPROVE the revised Organisational Development Strategy attached at Appendix 1.
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Memorandum of Understanding – Oxford and Abingdon Flood Alleviation Schemes PDF 85 KB The Head of Executive Director for Community Services has submitted a report which seeks approval to complete the memorandum of understanding -Oxford and Abingdon Flood Alleviation Schemes.
Officer Recommendation: That the City Executive Board delegate authority to the Executive Director Community Services to complete the Memorandum of Understanding in respect of the Oxford and Abingdon Flood Alleviation Schemes. Additional documents: Minutes: The Executive Director for Community Services submitted a report (previously circulated, now appended) which sought approval to complete the memorandum of understanding - Oxford and Abingdon Flood Alleviation Schemes.
Cllr Turner, Board Member for Finance, Asset Management and Public Health presented the report.
The Executive Director of Community Services explained how last year’s flooding made flood prevention a priority, and highlighted the need for agencies to work together.
The Chief Executive said that the MoU showed how partnership working and relationship building play an important part in making progress. He thanked the Executive Director of Community Services for his work at leading this project.
Cllr Tanner thanked the Environment Agency, Oxfordshire County Council and officers for their work. Although the measure won’t end the threat of flooding, they will make Oxford open for business for all. He explained that more was needed than a relief channel, that Council needed to do more to clear the waterways in Oxford and put pressure on farmers and Government so that the land had a greater capacity to hold water.
The City Executive Board resolved to DELEGATE AUTHORITY to the Executive Director of Community Services to complete the Memorandum of Understanding in respect of the Oxford and Abingdon Flood Alleviation Schemes. |
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Compulsory Purchase Orders - Cowley Road, Oxford. PDF 96 KB The Head of Housing and Property has submitted a report to initiate Compulsory Purchase proceedings in relation to a long term empty property at Cowley Road, Oxford in accordance with the approved Empty Homes Strategy 2013-2018.
Officer Recommendation: That the City Executive Board delegateauthority to 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 (preferred option) to acquire all interests in the property situated in Cowley Road, Oxford and to then dispose of the property in accordance with the Disposal Options set out in this report. Additional documents:
Minutes: The Head of Housing and Property submitted a report (previously circulated, now appended) which sought to initiate compulsory purchase proceedings in relation to a long term empty property at Cowley Road, Oxford in accordance with the approved Empty Homes Strategy 2013-2018.
Cllr Seamons, Board Member for Housing and Estate Regeneration presented the report. He explained that it was important to the Council to bring empty houses back into use. It is rare to use a compulsory purchase order to do this but this property has been empty since 1996.
The Housing Needs Manager said there were 75 properties in the city that had been out of use for longer than 2 years.
This property had had squatters and had been damaged by arson. The Council had incurred cost in securing the property.
Officers are asking the Board to authorise the use of its CPO powers as a last resort. They will continue to engage with the owner to seek to get the property back into use. If a CPO is required the statutory process will be followed.
The Board resolved to CONTINUE the discussion in private session so that the property owner could address the Board. The press and public left the room. |
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Matters Exempt from Publication 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. Minutes: 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 121
The Board heard from the property owner and discussed the item.
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Exempt Appendices for Compulsory Purchase Order- Cowley Road Appendices A, B and C to item 6: Compulsory Purchase Order- Cowley Road are exempt from publication by virtue of Paragraphs 2 or 3 of Part 1 of Schedule 12A of the Local Government Act 1972 for the following reason:
Appendix A – Site Plan – Para 2: information which is likely to reveal the individual of an individual Appendix B – letter to Owner – Para 3: commercially sensitive business affairs of an individual Appendix C – CPO costs and valuation – Para 3: commercially sensitive business affairs of the council Minutes: The City Executive Board resolved to AUTHORISE the Head of Housing and Property to continue to work with the property owner on a timetable designed to bring the property back into use within a reasonable timeframe. In the event that officers are not satisfied with the progress or speed of these discussions, the matter to be brought back to the Board.
That any final decision to initiate Compulsory Purchase proceedings be made by the Board. |
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Minutes of the meetings held on 10, 17 and 23 December 2014
Recommendations: The City Executive Board NOTES the minutes of the meeting held on 10 December 2014 as a true and accurate record.
The City Executive Board NOTES the minutes of the meeting held on 17 December 2014 as a true and accurate record.
The City Executive Board NOTES the minutes of the meeting held on 23 December 2014 as a true and accurate record. Additional documents:
Minutes: The meeting returned to public session.
The Board resolved to APPROVE the minutes of the meetings held on 10, 17 and 23 December 2014 as true and accurate records.
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