The Scrutiny Committee will meet on 14 January 2025. The following reports are expected, together with any recommendations from those meetings:

• Council of Sanctuary Framework 
• HRA Rent Setting Report 2025/26 
• Withdrawal of Oxford Local Plan 2040 from Examination and Approval of the Local Development Scheme 2025-2030

Councillor Miles presented reports from the Scrutiny Committee.  

The Scrutiny Committee met on 14 January 2025 and considered reports related to Agenda Items 8, 9 and 10. They discussed flood management systems and governance changes which are being implemented regarding urgent key decisions.

Councillor Miles presented the measures and objectives that were discussed relating to the Council of Sanctuary Framework. She noted that the Scrutiny Committee and discussed queries around data protection. The Scrutiny Committee also discussed problems related to the learning of English and the anti-migrant violence which had emerged since the report was drafted. The Scrutiny Committee had also considered the needs assessment. Councillor Miles presented the following recommendations related to this report.

·       Recommendation 1: That the Council establishes and reports on clear Key Performance Indicators for its action plan, providing annual updates to the Scrutiny Committee to monitor its progress and ensure accountability.

·       Recommendation 2: That the Council updates the document’s text on National Policy Challenges to include contextual information that recognizes the evolving policy environment and anticipates potential changes to national policy.

·       Recommendation 3: That the Council acknowledges the prevalence of anti-migrant violence by adding to the Key Challenges section of the document a list of specific responses and preventative measures addressing this key issue.

·       Recommendation 4: That the Council releases the Needs Assessment report to the public to foster better understanding of the experiences of people seeking sanctuary, ensuring that any confidential data it contains is appropriately safeguarded.

Councillor Smith presented the response to these recommendations and said that they were happy to accept the first and fourth recommendations. The second and third recommendations were not being accepted. She stated that this was due to the recommendations’ references to future changes, which were beyond the scope of the purpose of the paper being presented to Cabinet. She noted that the report being considered by Cabinet involves delegating authority and will be updated as changes occur.

Councillor Miles presented the Scrutiny Committee consideration of the HRA Rent Setting Report 2025/26. She stated that the Committee had discussed the rationale behind the percentage increase in garages and concerns around the need for more dynamic pricing. Councillor Miles said that the Scrutiny Committee had also debated whether they need to consider the impact of rental price changes in the private rental market when adjusting council housing rent prices. Councillor Miles presented the Scrutiny Committee recommendations relating to this report.

• Recommendation 1: That Officers includes a modelling of the impact of limiting garage charge increases to CPI + 1% in the final report presented to Cabinet.
• Recommendation 2: That the report, and any future annual iterations, includes a section reflecting on trends in the private rental market, with any relevant anticipated changes for the year ahead.

Councillor Smith responded that both recommendations had been accepted. She said that they did not believe that a modest increase in council house rents will have any impact on the high rents that they see in the private rental sector in the city.

Councillor Miles then presented the Scrutiny Committee’s discussion regarding Flood Management. She said that they had discussed logistical challenges and clarity around the responsibilities of different agencies. Councillor Miles presented the recommendations relating to this issue.

·       Recommendation 1: That Cabinet ensures Members are informed whenever flood investigations occur within their areas; sharing findings promptly will enable Councillors to respond effectively to residents' concerns and advocate for necessary measures.

·       Recommendation 2: That Cabinet develops clear contact information for Members and distributes guidance leaflets to residents at risk of flooding, explaining proper reporting of flood incidents and actionable advice on mitigating flood risks, and support available for vulnerable residents.

·       Recommendation 3: That Cabinet commits to long-term flood resilience and preparedness in the context of the need for climate adaptation measures, by reviewing and reassessing the adequacy of emergency planning funding reserves, recognizing the growing frequency and severity of flooding in Oxford.

Councillor Railton responded that the third recommendation was agreed, and the first and second recommendations were partially agreed. With the first recommendation, Councillor Railton said that they have agreed to share that information when findings are published, not when the investigations are underway, as it can take some time for findings to be published. Councillor Railton said that she would take the second recommendation as an action item and would come up with advice regarding comms to be distributed to residents.

Councillor Turner said that looking at Councillor Railton’s response, members should use the members enquiry form to make enquiries about flood issues. He added that he would also want it to be a default that Cabinet members act as the point of contact for urgent messages.

Councillor Miles then presented the Scrutiny Committee’s discussion of the proposed governance changes to address the increase in

Urgent Key Decisions. She said that they had noted that measures are ongoing to address this and that these efforts are strengthening governance in the Council. She also noted that these decisions are being reviewed by full Council as well as Cabinet. She presented the recommendations relating to this matter.

·       Recommendation 1: That Cabinet supports the continued implementation and embedding of the actions proposed to mitigate the increased number of Urgent Key Decisions taken.

·       Recommendation 2: That Officers ensure an end-of-year report is submitted to the Scrutiny Committee, reporting the number and nature of urgent key decisions taken, including data to track trends and evaluate distinctions between capacity-related and unavoidable issues.

Councillor Brown responded that they are happy to agree the recommendations on this item.

Councillor Miles then presented the Scrutiny Committee’s discussion regarding the Withdrawal of Oxford Local Plan 2040 from Examination and Approval of the Local Development Scheme 2025-2030. She said that Scrutiny Committee’s discussion on this item focused on the local plan document, the local devolution papers, how the devolution papers might impact the local plan, the implications of extending the end date, and how that would impact neighborhood plans. Councillor Miles said that the Scrutiny Committee had noted with regret the withdrawal of the local plan and they agreed to endorse the officer recommendations. Councillor Miles said that there were no Scrutiny Committee recommendations on this item.

Councillor Brown thanked Councillor Miles for her and the Scrutiny Committee’s work and the thorough approach they had taken in their review of these matters.