There were no declarations of interest made.

Councillor Rowley joined the meeting.

The Chair announced that there had been a change to the scheduled special meeting of the Committee to discuss the Local Government Reorganisation proposal. To facilitate more time for Members to review the papers, the meeting would now take place on Wednesday 5^th November.

The Committee is asked to approve the set of minutes of the meeting held on 5 August 2025 as a true and accurate record.

The Committee resolved to approve the minutes of the meeting held on 5 August 2025 as a true and accurate record.

The Committee resolved to approve the confidential minutes of the meeting held on 5 August 2025 as a true and accurate record.

Public addresses relating to matters of business for this agenda. Up to five minutes is available for each public address.

The request to speak accompanied by the full text of the address must be received by the Director of Law, Governance and Strategy by 5.00 pm on Wednesday, 3 September 2025.

None.

Councillor addresses relating to matters of business for this agenda. Up to five minutes is available for each address.

The request should be received by the Director of Law, Governance and Strategy by 5.00 pm on Wednesday, 3 September 2025.

None.

Cabinet, at its meeting on 17 September 2025, will consider a report to seek approval to adopt the Citizen and Community Engagement Policy 2025.

Councillor Nigel Chapman, Cabinet Member for Citizen Focused Services and Council Companies, Tom Hook, Deputy Chief Executive – City and Citizens’ Services, Helen Bishop, Director of Communities and Citizen Services and Jiajia Miao, Corporate Consultation Officer.

The Committee is asked to consider the report and agree any recommendations.

Cabinet, at its meeting on 17 September 2025, will consider a report to seek approval to adopt the Citizen and Community Engagement Policy 2025.

The Chair welcomed Councillor Nigel Chapman, Cabinet Member for Citizen Focused Services and Council Companies, Tom Hook, Deputy Chief Executive for City and Citizens’ Services, and Jiajia Miao, Corporate Consultation Officer, who were present to respond to questions.

Councillor Chapman presented the report and thanked the officers present for their committed work on the policy. The Committee heard that the policy focuses on understanding the views, needs, and priorities of citizens in order to support the Council’s delivery of good services with feedback incorporated to ensure accountability. Councillor Chapman summarised the context which has informed the report’s findings and noted that the policy focuses on transparency, flexibility, proportionality, inclusivity, and timeliness of feedback. The Committee understood that varied approaches were utilised to gather and manage information. Although the policy is not a statutory obligation, the Council deems it a necessity and has taken inspiration from best practice methods detailed by the LGA and Cabinet Office. Councillor Chapman also summarised changes since the previous iteration of the policy, including the Social Housing Act, which has added new obligations for councils in relation to tenant engagement and rights protection. The Committee understood that a consultation took place which received 197 responses and demonstrated broad support for the approach taken within the policy. Councillor Chapman noted that some concerns from residents regarding the timeliness of responses, trust, and communication. Officers have since worked to strengthen the policy around these aspects to ensure that residents views are taken seriously. Finally, Councillor Chapman explained that the Scrutiny Committee’s feedback to Cabinet had also been incorporated into the updated policy.

The Chair invited questions from the Committee.

Councillor Altaf-Khan commented that he considered 200 consultation responses to be poor from such a populated area such as Oxford. It was asked what is being done to engage youth and minority community groups.

Councillor Miles noted that the Scrutiny Committee had previously provided feedback on ensuring inclusive engagement by considering different languages, and therefore asked how resource allocation is determined for this provision.

Councillor Mundy joined the meeting.

In response to Councillor Altaf-Khan, Councillor Chapman explained that many consultations receive far fewer than 200 responses but noted that more would always be welcomed. It was explained that the content of the responses was consistent and helpful.

The Corporate Consultation Officer, in response to concerns regarding consultation response numbers, commented that the relevant documents had also been taken to service areas for feedback via the localities team. In relation to ethnic minority groups, it was explained that many efforts are made to reach these groups, but it has remained the case that most responses come from affluent residents. The Committee understood that challenges remain in reaching younger generations. The Committee heard that 1000 residents have signed up to the Residents Panel which will help to support the representation of more voices from across Oxford,  ...  view the full minutes text for item 37.

The Director of Law, Governance and Strategy has submitted a report outlining the Scope and Terms of Reference for the Budget Review Group, established by the Scrutiny Committee at their meeting on 10 June 2025.

The Scrutiny Committee are recommended to:

1.     Approve the Scope for the 2026-27 Budget Review Group

2.     Approve the Terms of Reference for the Budget Review Group

3.     Delegate authority to the Scrutiny and Governance Advisor, in consultation with the Scrutiny Chair and Budget Review Group Chair, to amend the scope as needed.

The Scrutiny Committee resolved to:

1. Approve the Scope for the 2026-27 Budget Review Group
2. Approve the Terms of Reference for the Budget Review Group
3. Delegate authority to the Scrutiny and Governance Advisor, in consultation with the Scrutiny Chair and Budget Review Group Chair, to amend the scope as needed.

The Director of Law, Governance and Strategy has submitted a report outlining the Scope and Terms of Reference for the Budget Review Group, established by the Scrutiny Committee at their meeting on 10 June 2025.

The Scrutiny and Governance Advisor explained that every year the Council is required by legislation to follow a statutory process to set the budget, for which scrutiny is a critical component. The Budget Review Group will fulfil the scrutiny function, and the report outlines the scope of this alongside the group’s terms of reference. The Committee understood that the group will meet 5 times between December 2025 and January 2026 to thematically consider the budget of each directorate and the Council’s financial assets. The Scrutiny and Governance Advisor outlined the proposed areas for discussion, as noted in the report, and clarified that the group’s recommendations would be submitted to the main Committee for approval before being passed to Cabinet and full Council.

The Chair invited any questions or comments from the Committee.

The Chair, in relation to the scope of the Budget Review Group, noted reference to maximising savings from AI and the use of digital technology in the report. It was asked whether the report could be amended to explicitly state that the group will consider savings and costs to ensure that anything the Council chooses to do when incorporating AI will be cost bearing, as well as cost saving. The Chair noted that this would appreciate the experimental nature of this technology.

The Chair proposed the minor amendment; Councillor Latif seconded. The Committee unanimously voted in favour.

Councillor Miles emphasised the issue of the Council’s Environmental Health receiving decreasing budget, despites increasing pressures and recognising the Council’s statutory responsibilities. It was proposed that this be highlighted as a specific focus area during the budget review. The Chair suggested this be inserted into the scope.

The Scrutiny and Governance Advisor confirmed that both amendments could be made to the scope of the Budget Review Group.

Councillor Ottino raised concern that Councillor Miles’ suggestion exceeded the intended broad nature of the scope outlined in the report, to which the Chair noted that the additions could provide some specific remit alongside the broad scope.

Councillor Miles and Councillor Ottino discussed the requirement to mention statutory responsibilities within the scope. The Chair suggested that the scope be amended to include consideration of the impact of discretionary spend on statutory responsibilities, for which environmental health would be an example.

Councillor Miles proposed the amendment; Councillor Ottino seconded. The Committee unanimously voted in favour.

The Committee resolved to:

1. Approve the Scope for the 2026-27 Budget Review Group as amended.

The Chair proposed, and Councillor Mundy seconded this. The Committee unanimously voted in favour.

2. Approve the Terms of Reference for the Budget Review Group

The Chair proposed, and Councillor Miles seconded this. The Committee unanimously voted in favour.

3. Delegate authority to the Scrutiny and Governance Advisor, in consultation with the Scrutiny Chair and Budget Review Group Chair, to amend the  ...  view the full minutes text for item 38.

The Work Plan is driven to a very large extent by the Cabinet Forward Plan. The Scrutiny Committee agrees its priorities for items coming onto the Forward Plan, which then form part of its Work Plan.

The Committee is recommended to confirm its agreement to the Work Plan, or agree any amendments as required.

The Scrutiny and Governance Advisor provided an update and summarised the items that the Committee will consider at the next meeting, as noted in the agenda. The Committee also heard a summary of the reports it had requested relating to climate topics which are scheduled for consideration in early 2026, as noted within the agenda. The Scrutiny and Governance Advisor also reminded the Committee that a special meeting is being convened on 5 November 2025 to consider Local Government Reorganisation proposals.

The Chair proposed one amendment to the work plan by suggesting that the item relating to litter and the environment be brought to the main Committee, rather than a working group, given the broader implications of the topic. The Committee agreed.

The Committee agreed the work plan.

At its meeting on 13 August 2025, Cabinet considered the following reports from Scrutiny and made responses to the recommendations:

·      Oxpens River Bridge Update

·      Local Plan 2042 Climate Change and Resilience

·      Annual Air Quality Status Report

The Committee is asked to:

1.    Note Cabinet’s responses to its recommendations.

The Chair noted his attendance at the meeting of Cabinet on 13 August and outlined the 6 recommendations that were presented from the Scrutiny Committee. Members understood that of these, three were agreed in full, and three were agreed in part. The Chair detailed Cabinet’s responses to each recommendation, as outlined in the report.

The Committee noted Cabinet’s responses to its recommendation.

Since the Scrutiny Committee’s previous meeting on 5 August 2025, the following Working Groups have met:

• Housing and Homelessness Working Group (2 September 2025)
• Climate and Environment Working Group (4 September 2025)
  
  

The Committee is asked to:

1. Endorse the recommendations from Working Groups.

The recommendations following these meetings will be published as a supplementary agenda.

The Chair invited members of the working groups to reflect on any recommendations made since the last meeting of the Scrutiny Committee.

The Scrutiny and Governance Advisor summarised the recommendations made by the Housing and Homeless Working Group on 2 September, noting that four items were considered, and the full recommendations were noted in the report.

Councillor Miles presented the recommendations made by the Climate and Environment Working Group and noted the matters discussed, as set out in the report.

Councillor Ottino asked whether the Climate and Environment Working Group had considered the Council’s relationship with the heat network providers given that it will sit under roads, and highways are not a responsibility of the City Council. It was asked how Oxford City Council are expected to influence the project and its outcomes. Councillor Miles detailed the partnership model that is taking shape to include the off-takers of the network in the city, including Oxford City Council. Councillor Muddiman, who was also present at the meeting of the working group, outlined the public ownership of the infrastructure and the financial agreement which is being reached between the partners and contractor. It was emphasised that there is a desire to avoid the monopolisation of the project and its infrastructure. Councillor Miles provided further details around the progress of securing funding partners for the project.

Councillor Ottino asked how it could be ensured that the Council is listened to. It was recommended that the relevant information in response to these concerns was covered in the slide deck presented to the Working Group and endeavoured to share this with members of this Committee. .

Councillor Latif left the meeting and did not return.

The Committee endorsed the recommendations from Working Groups.

Scrutiny Committee

·       14 October 2025

·       11 November 2025

·       2 December 2025

·       13 January 2026

·       3 February 2026

·       10 March 2026

·       7 April 2026

All meetings start at 6:00 pm.

The Committee noted the dates of future meetings.