Agenda, decisions and minutes

Members are asked to declare any interest and the nature of that interest that they may have in any of the items under consideration at this meeting.

There were no declarations of interest.

The Chairman to report on any requests to submit petitions or to address the meeting.

There were no petitions or requests to address the meeting.

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There was no urgent business.

To confirm as a correct record the Minutes of the meeting held on 12 July 2010.

The minutes of the meeting held on 12 July 2010 were agreed as a correct record and signed by the Chairman.

Report of Chief Executive and Strategic Director Planning, Housing and Economy

Summary

To understand the implications of the Government’s proposals to create Local Enterprise Partnerships (LEP) and to seek approval for Cherwell District to be included in the submissions being made to the Secretary of State by two prospective LEPs.

Recommendations

The Executive is recommended to:

(1)               Support the inclusion of Cherwell District in both the Oxfordshire City RegionEnterprise Partnership and the South East Midlands Enterprise Partnership as they are submitted to the Secretary of State for Communities & Local Government for consideration.

(2)               Request a further report when the Secretary of State for Communities & Local Government responds to all the LEP submissions he has received and when he provides final information on any rules which might be put in place which would prevent Cherwell District being part of two LEPs simultaneously (should the Secretary of State accept both the Oxfordshire City Region and South East Midlands LEP bids).

Recommendations Approved

The Chief Executive and Strategic Director Planning, Housing and Economy submitted a report to understand the implications of the Government’s proposals to create Local Enterprise Partnerships (LEP) and to seek approval for Cherwell District to be included in the submissions being made to the Secretary of State by two prospective LEPs.

Resolved

(1)               That the inclusion of Cherwell District in both the Oxfordshire City RegionEnterprise Partnership and the South East Midlands Enterprise Partnership as they are submitted to the Secretary of State for Communities & Local Government for consideration be supported.

(2)               That a further report be requested when the Secretary of State for Communities & Local Government responds to all the LEP submissions he has received and when he provides final information on any rules which might be put in place which would prevent Cherwell District being part of two LEPs simultaneously (should the Secretary of State accept both the Oxfordshire City Region and South East Midlands LEP bids).

Reasons

The Coalition Government has announced its intention to abolish Regional Development Agencies (including the South East England Development Agency (SEEDA)) and enable the setting up of “local enterprise partnerships”.  The role of Local Enterprise Partnerships (LEPs) is to provide strategic leadership within their areas and set out local economic priorities.  The Government has asked local business and civic leaders to put forward proposals for new LEPs by 6 September 2010. There is no single model for an LEP that is uniquely suited to Cherwell District.  For the time being it is considered right to pursue membership of two and to review the situation once more is known from the Secretary of State.

Options

Report of Strategic Director Environment and Community and Head of Customer Service and Information Systems

Summary

This report seeks Executive consideration of the outcomes of the Member and Officer IT Review Group and approval for the way forward.

Recommendations

The Executive is recommended to agree:

(1)               Measures to reduce the cost of the Council’s ICT Service through the implementation of an integrated, scalable and flexible staffing structure, selective external hosting of systems and improved procurement;

(2)               By the end of 2012/13, to make savings of a minimum of £300,000 resulting in a minimum 15% reduction to the base budget and which brings the costs of the function to 2.3% total Council spend (based on 2010/11 estimated total spend);

(3)               To continue to explore further cost reductions through shared service and joint opportunities with other Councils; 

(4)               The proposed change to the ICT service desk availability from 8am – 6pm, to 7am – 5.15pm Monday to Friday;

(5)               Not to implement an additional Out Of Hours support service based on an assessed low risk of failure and impact plus additional cost;

(6)               The setting up of an Information Systems Corporate Governance group with a remit to provide a corporate overview to the use of ICT resources, approve projects for delivery and realise targeted savings identified in the project business cases.

Recommendations Approved

The Strategic Director Environment and Community and Head of Customer Service and Information Systems submitted a joint report to seek Executive consideration of the outcomes of the Member and Officer IT Review Group and approval for the way forward. The Executive thanked the ICT team for their support and flexibility with regard to the review.

Resolved

(1)               That measures to reduce the cost of the Council’s ICT Service through the implementation of an integrated, scalable and flexible staffing structure, selective external hosting of systems and improved procurement be agreed

(2)               That by the end of 2012/13, it be agreed to make savings of a minimum of £300,000 resulting in a minimum 15% reduction to the base budget and which brings the costs of the function to 2.3% total Council spend (based on 2010/11 estimated total spend)

(3)               That further cost reductions through shared service and joint opportunities with other Councils continue to be explored 

(4)               That the proposed change to the ICT service desk availability from 8am – 6pm, to 7am – 5.15pm Monday to Friday be agreed

(5)               That it be agreed not to implement an additional Out Of Hours support service based on an assessed low risk of failure and impact plus additional cost

(6)               That the setting up of an Information Systems Corporate Governance group with a remit to provide a corporate overview to the use of ICT resources, approve projects for delivery and realise targeted savings identified in the project business cases be agreed.

Reasons

It is the view of the Member and Officer ICT Review Group that outsourcing the whole of ICT Service Delivery is not a realistic option; the possible benefits do not outweigh the costs, and the national picture, and our local strategy is such that within three years other procurement options for data storage and communications will become available.

Structural changes are needed to reduce the management overhead and recognise the shifting requirements of the ICT team that will both reduce costs and put in place an integrated and scalable Information Systems team.

Establishing an IS Corporate Governance group to oversee ICT decisions with strategic significance including how we procure applications and systems in the future will improve the service overall, tying it more closely to Council objectives and priorities.

The benefits of a comprehensive out of hours monitoring and support service do not yet outweigh the costs; the proposed IS Corporate Governance group will review this as more customer services are delivered through online channels.

Options

Report of Head of Legal and Democratic Services

Summary

To consider the following overview and scrutiny reports:

• Democratic Engagement with Young People (Appendix 1)
• Crime and Anti-Social Behaviour (Appendix 2)

The Chairman of the Overview and Scrutiny Committee will attend the meeting to present the reports.

Recommendations

The Executive is recommended to:

(1)               Note the work of the Overview and Scrutiny Committee scrutiny review into the Council’s approach to Democratic Engagement with Young People.

(2)               Agree the Overview and Scrutiny Committee recommendation regarding the Council’s approach to Democratic Engagement with Young People as detailed below:

Recommendation 1:

That the Council should adopt a more pro-active and structured approach to youth engagement in local democracy and that the Young People’s Champion and officers should be invited to develop a formal policy and action plan to achieve this.

(3)               Note the work of the Task & Finish Group scrutiny review into Crime and Anti Social Behaviour.

(4)               Agree the Task & Finish Group recommendation regarding Crime and Anti Social Behaviour as  detailed below:

Recommendation 1:

That the Council take an active role in promoting the positive activities which young people in the district are involved in.

Recommendation 2:

That the Council promote the success of the Street Wardens in Bicester and Banbury and that the possibility of developing the scheme in other areas of Cherwell be investigated.

Recommendation 3:

That Overview and Scrutiny investigate how the Council engages with young people in the District in more detail.

Recommendation 4:

That the Council embarks on intergenerational activities to tackle the perception of crime in the District.

Recommendation 5:

That the Council develop a policy on youth engagement and involvement as part of the Council’s consultation and decision making arrangements.

Recommendations Approved

The Overview and Scrutiny Committee submitted a report to consider the following overview and scrutiny reports:

• Democratic Engagement with Young People (Appendix 1)
• Crime and Anti-Social Behaviour (Appendix 2)

Resolved

(1)               That the work of the Overview and Scrutiny Committee scrutiny review into the Council’s approach to Democratic Engagement with Young People be noted.

(2)               That the Overview and Scrutiny Committee recommendation regarding the Council’s approach to Democratic Engagement with Young People as detailed below be agreed:

Recommendation 1:

That the Council should adopt a more pro-active and structured approach to youth engagement in local democracy and that the Young People’s Champion and officers should be invited to develop a formal policy and action plan to achieve this.

(3)               That the work of the Task & Finish Group scrutiny review into Crime and Anti Social Behaviour be noted.

(4)               That the Task & Finish Group recommendation regarding Crime and Anti Social Behaviour as  detailed below be agreed:

Recommendation 1:

That the Council take an active role in promoting the positive activities which young people in the district are involved in.

Recommendation 2:

That the Council promote the success of the Street Wardens in Bicester and Banbury and that the possibility of developing the scheme in other areas of Cherwell be investigated.

Recommendation 3:

That Overview and Scrutiny investigate how the Council engages with young people in the District in more detail.

Recommendation 4:

That the Council embarks on intergenerational activities to tackle the perception of crime in the District.

Recommendation 5:

That the Council develop a policy on youth engagement and involvement as part of the Council’s consultation and decision making arrangements.

Reasons

These two reports present the work of the Overview and Scrutiny Committee in 2009/10 and of a Task & Finish Group from the summer of 2008 to the winter of 2009.  The reports are presented together because the themes emerging from these two separate reviews are complementary and focus our attention on the fundamental importance of creating a meaningful role for young people in our society.

Options

Report of Chief Executive and Corporate Strategy and Performance Manager

Summary

To provide an overview of our achievements relating to our equalities work during 2009/2010 and report the results in relation to the internal self assessment which has been completed under the Equality Framework for Local Government (EFLG) ‘Achieving’ standard.

Recommendations

The Executive is recommended to:

(1)               Note the progress in delivering the Corporate Equalities Action Plan and the Corporate Equalities Improvement Project.

(2)               Agree the completed ‘Achieving’ Equality Self Assessment’

(3)               Agree to continue with the equalities work programme for 2010/2011

(4)               Not seek external accreditation of our performance under the equalities standard for local government at this time and take the costs of this inspection as an efficiency saving.

Recommendations Approved

The Chief Executive and Corporate Strategy and Performance Manager submitted a joint report which provided an overview of the Council’s achievements relating to our equalities work during 2009/2010 and report the results in relation to the internal self assessment which has been completed under the Equality Framework for Local Government (EFLG) ‘Achieving’ standard.

Resolved

(1)               That the progress in delivering the Corporate Equalities Action Plan and the Corporate Equalities Improvement Project be noted.

(2)               That the completed ‘Achieving’ Equality Self Assessment’ be agreed

(3)               That the council continue with the equalities work programme for 2010/2011

(4)               That it be agreed not to seek external accreditation of our performance under the equalities standard for local government at this time and take the costs of this inspection as an efficiency saving.

Reasons

By completing the Equality Framework for local Government ‘Achieving’ Self Assessment we have been able to build a comprehensive picture of the success of our equalities work programme over the last year which will ensure we focus and streamline our future objectives which will benefit all of our local communities. We are confident that we have a structured and robust work programme which will continue to ensure that Cherwell District Council is ensuring fair access to all its services. The cost of the external inspection would have been met by the Corporate Strategy, Performance and Partnerships Team and will now act as an efficiency saving

Options

Report of Head of Regeneration and Estates

Summary

To consider the Council’s Asset Management Plan for 2010/11

Recommendations

The Executive is recommended to:

(1)               Approve the Asset Management Plan for 2010.

(2)               Approve that the proposal that vacant small industrial units be used for economic development purposes through lettings on flexible terms, and that this policy be monitored through future reporting on the Asset Management Plan.

Recommendations Approved

The Head of Regeneration and Estates submitted a report which presented the Council’s Asset Management Plan for 2010/11

Resolved

(1)               That the Asset Management Plan for 2010 be approved.

(2)               That the proposal that vacant small industrial units be used for economic development purposes through lettings on flexible terms, and that this policy be monitored through future reporting on the Asset Management Plan be approved.

Reasons

The Council’s investment portfolio provides a significant revenue income, at a yield which is much greater than that achievable on cash investments.  The Council has agreed to increase these investments in order to ensure that the Bicester town centre redevelopment is progressed.  Other small commercial investments are proving hard to let in current circumstances.  In the past these assets have been let on commercial terms, but it is proposed that vacant industrial units be offered to small businesses on flexible terms, with support from Oxfordshire Business Enterprises, in order to ensure that these properties are utilised in line with the Council’s economic development objectives.  Flexible terms are likely to comprise a reduced rental for a limited period of up to a year, the inclusion of break clauses operable by tenants at an early date, or the ability to share premises.  The precise detail will be subject to negotiation according to circumstances, but agreements will be relatively short term and without security of tenure.

Options

Report of Chief Executive and Corporate Strategy and Performance Manager

Summary

This report covers the Council’s performance for the period 1 April to 30 June 2010 as measured through the Performance Management Framework.

Recommendations

The Executive is recommended to:

(1)               Note the many achievements referred to in paragraph 1.4 of the report.

(2)               Request that officers report in the second quarter on the items identified in paragraph 1.5 of the report where performance was below target or there are emerging issues.

(3)               Agree the responses identified to issues raised in the end of year performance report in paragraph 2.1 of the report or to request additional action or information.

Recommendations Approved, with the additional resolution that officers be requested to prepare a synopsis of the changes to performance management and national performance indicators and what changes this will involve at a local level to the Cherwell Performance Management Framework.

The Chief Executive and Corporate Strategy and Performance Manager submitted a joint report which covered the Council’s performance for the period 1 April to 30 June 2010 as measured through the Performance Management Framework. The Leader of the Council requested Paragraph 1.4 of the report to be summarised in short bullet points for members to use.

Resolved

1)         That the following achievements:

2)                 That officers be requested to report in the second quarter on the following items where performance was below target or there are emerging issues:

A Cleaner Greener Cherwell

·        The recycling rate for the first quarter is 62.5% and expected to be within a range of 58-60% at year end. As such we are currently well within range of meeting the target.

·        10 parish councils have benefited from recycled items from the former Spiceball Sports Centre, including doors, flooring and sanitary ware this has helped to improve community facilities.

·        The Council has met is data centre power consumption targets and reduce costs from £33513 per year to £11,300.

A Safe and Healthy Cherwell 

·        Wood Green Leisure Centre opened as planned for Whitsun and has remained open throughout June to take advantage of the good weather.

·        The Banbury Area Cohesion Group held its second community event. A large community marquee at the Banbury Show was run by the group to showcase the work of diverse community groups in Banbury. The event was well attended and supported Banbury Town Council through participation in the Banbury Show, community groups also benefited from the fund raising opportunity.

An Accessible Value for Money Council

·        The performance for processing new benefits claims and changes to circumstances remains on target following the work to improve performance during 2009/10. 

3)                 Agree the responses identified to issues raised in the end of year performance report in paragraph 2.1 of the report  ...  view the full minutes text for item 47.

Report of Head of Finance

Summary

This report summarises the Council’s Revenue and Capital performance for the first 3 months of the financial year 2010/11 and projections for the full 2010/11 period. These are measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 2010/11 budget process currently underway.

To receive information on treasury management performance and compliance with treasury management policy during 2009/10 as required by the Treasury Management Code of Practice. This report also reviews the treasury performance in Q1 2010/11.

Recommendations

The Executive is recommended to:

(1)               Note the projected revenue & capital position at June 2010.

(2)               Approve the changes in the 2010/11 capital programme as follows:

·         Slip £4.8m of project funding into the 2011/12 capital programme (detailed in Appendix 1) and consider this as part of the 2011/12 budget process

(3)               Note the performance against the 2009/10 investment strategy and the financial returns from each of the 3 funds (Appendix 2) and recommend that this report is considered by Full Council in line with CIPFA best practice.

(4)               Note the Q1 performance against 2010/11 investment strategy

(5)               Note the change in cumulative counterparty limits from £8m to £15m.

Recommendations Approved

The Head of Finance submitted a report that summarised the Council’s Revenue and Capital performance for the first 3 months of the financial year 2010/11 and projections for the full 2010/11 period. These are measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 2010/11 budget process currently underway.

Resolved

(1)               That the projected revenue & capital position at June 2010 be noted.

(2)               That the changes in the 2010/11 capital programme be approved as follows:

·        Slip £4.8m of project funding into the 2011/12 capital programme (detailed in Appendix 1) and consider this as part of the 2011/12 budget process

(3)               That the performance against the 2009/10 investment strategy and the financial returns from each of the 3 funds be noted and that it be recommended that this report is considered by Full Council in line with CIPFA best practice.

(4)               That the Q1 performance against 2010/11 investment strategy be noted

(5)               That the change in cumulative counterparty limits from £8m to £15m be noted.

Reasons

In line with good practice budget monitoring is undertaken on a monthly basis within the Council. The revenue and capital position is reported monthly to the Corporate Management Team and formally to the Executive on a quarterly basis. The revenue and capital expenditure in Q1 has been subject to a detailed review by Officers and reported monthly to management as part of the corporate dashboard. An additional benchmark has been included this year to measure the accuracy of projections by budget holders on a month by month basis. The CIPFA Code of Practice on Treasury Management which this Council has adopted requires an Annual Report to be presented to the Executive at the end of each financial year. 

Options

Report of Head of Legal and Democratic Services

Summary

To consider arrangements for adopting the so called ‘Strong Leader’ model of Executive governance as required by the Local Government and Public Involvement in Health Act 2007, until this act is repealed later in the year.

Recommendations

The Executive is recommended to:

(1)               Note that the Government intend to repeal these requirements later in the year and consequently to agree a minimal response to ensure legislative compliance as set out in the following recommendations and endorsed by the minister in his letter as set out in Appendix 1.

(2)               Note that Cherwell already operates a Strong Leader Model

(3)               Agree the proposals in 1.3 to 1.7 in the report, including the changes to the approval process for the Scheme of Delegation, the appointment of Leader and Annual Council and recommend them to Council for approval.

(4)               Agree that a summary of the proposed changes be placed on the internet and any responses will be reported to Council.

(5)               Agree that the Head of Legal and Democratic Services be requested to draft constitutional amendments for consideration by Council to implement the changes.

Recommendations Approved

The Head of Legal and Democratic Services submitted a report to consider arrangements for adopting the so called ‘Strong Leader’ model of Executive governance as required by the Local Government and Public Involvement in Health Act 2007, until this clause is repealed later in the year.

Resolved

(1)               That it be noted that the Government intend to repeal these requirements later in the year and consequently to agree a minimal response to ensure legislative compliance as set out in the following recommendations and endorsed by the minister in his letter.

(2)               That it be noted that Cherwell already operates a Strong Leader Model

(3)               That the proposals set out below, including the changes to the approval process for the Scheme of Delegation, the appointment of Leader and Annual Council and recommend them to Council for approval be agreed:

·        That the following minimal actions be taken to ensure the council complies with legislative requirements until the requirements are repealed.

·        That the constitution be amended to confirm the Leader of the Council’s power to determine the size of the Executive, appoint members of the Executive, allocate all Executive functions and serve for a four year term of office.

·        That the constitution be amended to confirm the method by which the Leader may be removed from office.

·        That the constitution be amended to allow the Leader of the Council to make changes to the scheme of delegation, however these will not take effect until, they are reported to Council.

·        That the constitution be amended with regard to the procedure to be followed at Annual Council in light of the above proposals.

(4)               That a summary of the proposed changes be placed on the internet and any responses be reported to Council.

(5)               That the Head of Legal and Democratic Services be requested to draft constitutional amendments for consideration by Council to implement the changes.

Reasons

Under the Local Government and Public Involvement in Health Act 2007, local authorities which had previously adopted an Executive and Leader model of governance are required to consult on changing to either a directly elected mayor or new style leader and Executive. This was part of a rolling 3 year programme beginning with counties, then unitaries and finally districts by 31 December 2010.

The Local Government Act 2000 requires local authorities to consult on any such change to governance arrangements; however the coalition government has informed all district council’s that this consultation should not incur significant expenditure and should be minimal, as it is intended to repeal the legislation later in the year. However it is the law now and the council must comply with it.

Options