Agenda and minutes

To receive apologies for absence.  

None.

To adopt and sign as a correct record the public minutes of the meeting of the Executive held on 4 August 2006, (previously circulated). 

The public Minutes of the meeting of the Executive held on 4 August 2006 were adopted and signed as a correct record.

To receive any declarations of Personal or Personal and Prejudicial Interests in respect of items on the agenda for this meeting. 

In accordance with Part 2 of the Local Code of Conduct and the provisions of Standing Order 34, any Member with a personal interest must disclose the existence and nature of that interest to the meeting prior to the matter being debated.  Where that personal interest is also a prejudicial interest, then the Member must withdraw from the room in which the meeting is being held and not seek improperly to influence any decision about the matter unless he/she has obtained a dispensation from the Standards Committee.

Councillor Richard Farrell declared a personal interest in Agenda Item 15 – Treasury Management - Review of Activities in 2005/06, insofar as he was previously employed by Investec, the Council’s External Investment Fund Manager.  Councillor Roz Smith declared a personal interest in Agenda Item 14 – Reservoir, insofar as she had previously been involved in a Scrutiny Review Panel on water usage, in her capacity as a Member of Oxfordshire County Council.

To receive notification of any matters which the Chair determines should be considered as urgent business and the special circumstances which have made the matters urgent, and to receive any announcements from the Chair.

Chair’s Announcements

The Chair advised that with the consent of the meeting he would take Agenda Item 14 – Reservoir immediately after Agenda Item 8, as a representative of Thames Water Utilities Ltd had registered to make a statement at Agenda Item 5 regarding the Reservoir.  This was agreed.

The Chair advised that there were two property matters to consider in the exempt part of the meeting.

Finally, he announced that the Council was actively seeking to finalise all legal matters, which were at an advanced stage, in respect of the proposed lease extension and associated improvements to the Bury Street Precinct, Abingdon.   The successful conclusion of these negotiations would then allow the leaseholder to begin the process of bringing forward a scheme to improve the precinct.

Any statements and/or petitions from the public under Standing Order 32 will be made or presented at the meeting. 

Mr R Aylard – Thames Water Utilities Ltd

Mr Aylard made a statement regarding Thames Water’s plans to commence public consultation on proposals for a new reservoir in the District.  He explained the two stage consultation process and the associated timetable.  In this regard he explained that the timetable for the first stage of consultation would have to be strictly adhered to, although Thames Water would be content to receive both formal and informal submissions from the Council, an important consultee, at any time leading up to the planned submission date of mid 2008.

The Chair thanked Mr Aylard for his statement, the contents of which would be taken into account in consideration of the reservoir report.

Any questions from members of the public under Standing Order 32 will be asked at the meeting.

None.

None

None.

None

None.

Members are requested to consider any significant budget variances and any requests for virement or permanent budget adjustment.

Recommendation

With regard to approved supplementary estimate 4 (set out on page 8), the Deputy Director (Contracts and Procurement) is requested to report the effectiveness of the use of the promotional budget to the Executive after the year-end.

Time: (3.17pm to 3.20pm)

The Executive received and considered requests to approve four permanent budget adjustments totalling £96,500 and noted that six supplementary estimates totalling £34,200 had been approved by the Strategic Director under delegated authority.

The Strategic Director and Chief Finance Officer amended the Supplementary Estimates report, as follows:-

• The cost centre name for Nos 2 and 3 should read “Contingency”
• The “Account to” for No 2 should read “901”
• The Description for No 2 should read “New income from…”

One Member welcomed the provision of a promotions budget for the Guildhall, Abingdon and Civic Hall, Wantage. 

RESOLVED (nem con )

(a)               that the permanent budget adjustments be approved, as set out in the agenda report;

(b)        that the Deputy Director (Contracts and Procurement) be requested to report back on the effectiveness of the use of the promotional budget for the Vale Halls to the Executive after the year-end.

To receive the Forward Plan containing Executive decisions to be taken from September to December 2006. 

Recommendation

that the Forward Plan be received. 

(Time: 3.20pm to 3.21pm)

The Executive received the Forward Plan setting out Executive decisions to be taken from September to December 2006.

RESOLVED (nem con)

that the Forward Plan for September to December 2006 be received.

To receive and consider report 59/06 of the Directors' Group. 

Introduction and Report Summary

To receive the Corporate Governance Report for the first quarter of 2006/07.

The Contact Officer for this report is Tim Sadler, Strategic Director (01235) 540360.

Recommendation

That the Directors’ Group Corporate Governance Report for the first quarter 2006/07 be noted.

(Time: 3.21pm to 3.46pm)

The Executive received and considered report 59/06 of the Directors which reported on corporate governance for the first quarter 2006/07.  The report looked at the key areas of:-

·         Corporate Priorities

·         CPA Corporate High Level Improvement Action Plan

·         Best Value Performance Indicators

·         Local Performance Indicators linked to priorities for improvement

·         Financial Information

·         Key staffing data.

In considering the report, the Executive made the following observation/comments:-

Corporate Priorities Report – Creating a Cleaner, Greener, Safer and Healthier Community and Environment (Page 20)

The achievement of a combined Recycling and Composting rate of 29% for 2006/07 was on target. The take up of brown wheeled bins for garden waste was continuing to increase and a report on the roll out of the next 4000 would be made to the next meeting of the Executive.

Building our Capacity through Managerial & Organisational Development

The Deputy Director (Organisational Development) was making good progress with the implementation of a permanent structure to enable delivery of Organisational Development programme of work.  Those staff affected by the re-structuring were content with the proposals.

The Executive welcomed the detail set out in the Corporate Priorities report and stressed the importance of this being communicated both internally and externally.  Officers responsible for the work undertaken were commended.

Best Value Performance Indicators (BVPIs)

BVPI 213 – This indicator was on target and should be coloured green in the report.

BVPI 82a – Disappointment that the amount of dry recyclate had not increased at the expected rate and the Council would have to consider an alternative approach.

BVPI 84a – Performance in this indicator had declined due to the increase in the amount of green waste collected.  The Council still had one of the lowest waste arisings per household in the Country.

BVPI 109a,b and c – Latest performance showed the Council above the Government target in respect of b and c and just below target in respect of a.

Financial Report

The adjusted variance amounting to £837,331 was due largely to a timing issue and the Joint Head of Finance was currently reviewing the budgeting procedures of both the Vale and South Oxfordshire to put in place more accurate financial reporting.  It was hoped that in the next financial year, the Council would be in a position to report the predicted financial outturn on a quarterly basis.

RESOLVED (nem con)

that the Director’s Group Corporate Governance Report 59/06 be noted.

This report sets out in one place the commitments made by this Council in respect of the Oxfordshire Local Area Agreement

The Council has agreed to support in principle the generality of the Local Area Agreement for Oxfordshire and to support both stretch and non-stretch targets by adjustments to work plans where this does not conflict with Council policies and priorities and is achievable within existing resources.

In addition more specific support has been signalled in respect of certain elements of the four blocks of the agreement and the twelve specific targets agreed with the Government Office for the South East.

Appendix 1 (report 60/06) sets out these specific agreements.

Recommendations

(a)        that the Executive confirms that the commitments made by the Council in respect of the Local Area Agreement for Oxfordshire are those as set out in Appendix 1; and

(b)        that these are communicated to Members, staff and partners.

(Time:3.40pm to 3.46pm)

The Executive received and considered report 60/06, setting out the Oxfordshire Local Area Agreement (LAA) and the commitments made by the Council.  The Council had agreed to support in principle the generality of the LAA, together with the stretch and non-stretch targets by adjusting work plans where this did not conflict with Council policies and priorities and was achievable within existing resources.

The Chief Executive confirmed that the Council had not yet formally signed off the LAA as the Government had still to agree the stretch targets contained therein.   It was agreed that the heading of the last column should be amended to read “Vale Service Commitments”.

It was noted that the Vale would attend meetings in respect of the Children and Young People’s Strategic Partnership but not direct additional resource to these areas.

RESOLVED (nem con)

(a)        that the commitments made by the Council in respect of the Local Area Agreement for Oxfordshire be confirmed as those set out in Appendix 1 (report 60/06); and

(b)        that these commitments be communicated to Members, staff and partners.

To receive and consider report 61/06 of the Strategic Director.

Introduction and Report Summary

The strategy employed by the Council in respect of waste minimisation, recycling and composting and residual waste collection has been influenced by a wide range of considerations.  An extensive programme of joint working between the Oxfordshire Councils has led to a revised Oxfordshire Joint Household Waste Strategy.  As one of the partner councils the Vale is invited by the Oxfordshire Waste Partnership (OWP) to approve the new strategy.

In order to assist Members in considering the strategy this report: summarises its scope and content; refers to the associated developments and Action Plans; outlines the main strategic considerations for the Vale’s own waste strategy; and identifies which of the waste collection options modelled by OWP should be developed further in Oxfordshire.

The contact officer for this report is David Stevens, Assistant Director (Environmental Health) telephone (01235 540378). 

Recommendations

That Executive recommend to Council:

(a)               that Members confirm support for  “No time To Waste” – The Oxfordshire Joint Municipal Waste Strategy of August 2006 (The Strategy)and adopt its principles in the development of the Vale’s strategy for waste management;

(b)               that Members note the outcome of the modelling work set out in Appendix A;

(c)               that Members recommend to the Oxfordshire Waste Partnership (OWP) that on the basis of the results of the modelling work, the Strategy and the additional information presented in this report, Option I as detailed in the Appendix A is supported for further development in Oxfordshire;

(d)               that Members delegate to the Executive authority to agree the individual Action Plan for the Vale as required by The Strategy.

(Time: 3.46pm to 3.59pm)

The Executive received and considered report 61/06 of the Strategic Director, which sought the Council’s support for the “No time to Waste” – The Oxfordshire Joint Municipal Waste Strategy.  The report summarised the scope and content of the Strategy; referred to the associated developments and Action Plans; outlined the main strategic considerations for the Vale’s own waste strategy; and identified which of the waste collection options modelled by the Oxfordshire Waste Partnership should be developed further across the County.

It was noted that the Strategy had strategic implications for the Vale.   The 50% target for recycling had major cost implications and provision would need to be made in the Medium Term Plan.  Discussions would also need to be held with Oxfordshire County Council on identifying a more effective way to credit collected recyclate and achiever the higher recycling target.  It was noted that improved partnership working with other Oxfordshire Districts and the County Council would be an important consideration.

R E C O M M E N D E D (nem con)

(a)               that Members confirm support for  “No time To Waste” – The Oxfordshire Joint Municipal Waste Strategy of August 2006 (The Strategy)and adopt its principles in the development of the Vale’s strategy for waste management;

(b)               that support for the Strategy is subject to affordable action plans being agreed by relevant other parties;

(c)               that Members note the outcome of the modelling work set out in Appendix A to report 61/06;

(d)               that Members recommend to the Oxfordshire Waste Partnership (OWP) that on the basis of the results of the modelling work, the Strategy and the additional information presented in this report, Option I as detailed in the Appendix A is supported for further development in Oxfordshire;

(e)               that Members note that it is an Executive function to agree the individual Action Plan for the Vale as required by the Strategy.

To receive and consider report 62/06 of the Chief Executive and Deputy Director (Planning and Community Strategy). 

Introduction and Report Summary

Thames Water Utilities (TW) has announced its intention to begin public consultation on 14^th September 2006.  It is understood that an exhibition will be open to the public at the Guildhall in Abingdon, followed by venues in Steventon, East Hanney and Wantage and that the consultation period will last 8 weeks.  It is further understood that this first consultation will set out the needs case for a reservoir and the case for it being located in the Vale of White Horse area. It is possible that an indication only of its location will be provided at this stage with no more than a concept design.

TW has indicated that it foresees a second public consultation on design and after use proposals taking place early in 2007, again with an 8 week consultation period.

The purpose of this report is to draw some of the immediate issues for this Council to the attention of the Executive inviting it to set a framework for this Council’s response and to consider future working arrangements with potential partner organisations involved in assessing the reservoir proposal.

The contact officer for this report is Mike Gilbert (01235 540681)

Recommendations

(a)        that the Head of Communications and Leader of the Council be designated as the official contact points at the Council;

(b)        that all members of the Council be invited to a private briefing on the proposal prior to the submission of the Council’s response to the first consultation;

(c)        that an extension of time by four weeks be sought from Thames Water to enable this Council to consult widely on views before submitting its response;

(d)        that the Council should consult its residents for views in a variety of ways, including

·                     a special Vale Voice exercise

·                     a special edition of Vale Views

·                     an invitation to each Town and Parish Council to express a view

·                     a whole area structured survey undertaken by an accredited organisation such as IPSOS MORI;

(e)        that the County Council and South Oxfordshire District Council be invited to join the proposed consultation exercise, both to avoid duplication and to share the costs;

(f)         that the Environment Agency be approached to see whether agreement can be reached to share consultants on those aspects which directly affect both bodies;

(g)        that the County Council and South Oxfordshire District Council be approached to explore the scope for joint working in order to avoid duplication and additional costs;

(h)        to request the Officers to bring a further report to the next meeting of the Executive, in the light of the public consultation by TW, on the resource implications (in both time and finance) and proposals on how the Council could best approach its obligations to respond to this potential major development.

(Time: 2.41pm to 3.17pm)

(Councillor Roz Smith had declared a personal interest in this item and in accordance with Standing Order 34 she remained in the meeting during its consideration)

The Executive received and considered report 62/06 of the Chief Executive and Deputy Director (Planning and Community Strategy) which drew some of the immediate issues of Thames Water Utilities Ltd intention to begin public consultation on its plans for a reservoir in the District.  The report invited the Executive to set a framework for this Council’s response and to consider future working arrangements with potential partner organisations involved in assessing the reservoir proposal.

The Executive noted Thames Water’s inability to formally extend the eight week first stage consultation period and the reasons for this but stressed the importance of the Vale setting its own timescale to respond in full to the stage 1 consultation and advising Thames Water accordingly.  It was recognised that time required to submit a full response would be dependent on the level of public consultation undertaken by the Council.  The Executive was grateful for the acknowledgement by Thames Water of the significance of the Vale’s contribution to the consultation and that it would be willing to receive submissions from the Council throughout the stage 1 process.  The need for the Council to agree its own consultation plan as a matter of urgency and the role of the Council’s Reservoir Advisory Group in offering advice on the most appropriate type of consultation was acknowledged, together with the suggestions for consultation set out in the report.  Officers stressed that any response to Thames Water within the eight week period would have to be on an interim basis given the scale of the documentation to be examined and the need to undertake meaningful consultation.

The important role of the Environment Agency in the consultation process was recognised and in this regard it was noted that an officer level meeting had been arranged for 8 September with the Environment Agency, to explore the scope for joint working and the sharing of information.  The Chief Executive reported that he had received a letter from the Environment Agency offering a private briefing to all Members of the Council on 29 September.

RESOLVED (nem con)

(a)        that the Head of Communications and Leader of the Council be designated as the official contact points at the Council;

(b)        that all Members of the Council be invited to a private briefing on the proposal prior to the submission of the Council’s response to the first consultation;

(c)        that the Executive is grateful for the acknowledgement by Thames Water Utilities Ltd that the Council is considered to be a major consultee and it would be willing to receive both formal and informal submissions from the Council at any time leading up to the planned submission date of mid 2008;

(d)        that the Chief Executive be delegated authority in consultation with the Reservoir Advisory Group to decide on the most appropriate form of public consultation  ...  view the full minutes text for item 97.

To receive and consider report 63/06 of the Strategic Director. 

Introduction and Report Summary

The Council’s Treasury Management Policy requires a report to be made on Treasury Management performance in the previous financial year.

The purpose of this report is to detail the Council’s cash investment performance in the financial year 2005/06 and to raise any treasury management issues.

The Contact Officer for this report is Steve Lawrence, Head of Asset Management, tel: 01235 540321.

Recommendations

(a)               To note the return on cash invested during 2005/06 and the balances of the funds at 31 March 2006; and

(b)               To note the prospects for the return on cash investments in 2006/07.

(Time: 3.59pm to 4.07pm)

(Councillor Richard Farrell had declared a personal interest in this item and in accordance with Standing Order 34 he remained in the meeting during its consideration).

The Executive received and considered report 63/06 of the Strategic Director which detailed the Council’s cash investment performance in the financial year 2005/06 and to raise any treasury management issues.

It was suggested by one member that it might be an appropriate time to review the service provided by the External Fund Manager.  In response the Strategic Director and Chief Finance Officer advised that the Council Investment Adviser provided quarterly reports on the performance of the External Fund Manager and he could make these available to Members.  He advised that it would be appropriate to review the service provide by the current External Fund Manager towards the end of the current contract, in 12 – 18 months.  Councillor Farrell undertook to look at the quarterly reports provided by the Council’s Investment Adviser in the first instance.

The Executive congratulated the In house team on its performance during the past year and asked that this be so recorded in the Minutes.

RESOLVED (nem con)

(a)               that the return on cash invested during 2005/06 and the balances of the funds at 31 March 2006 be noted; and

(b)               that the prospects for the return on cash investments in 2006/07 be noted.

An invitation has been received from the Friends of Abbey Meadow Outdoor Pool for the Vale to nominate a representative to sit on this management committee.  A copy of the invitation is attached. 

Recommendation

that the Executive determines whether it wishes to nominate a representative to the Friends of Abbey Meadow Outdoor Pool. 

(Time: 4.07pm to 4.13pm)

The Executive considered an invitation from the Friends of Abbey Meadow Outdoor Pool to nominate a representative to sit on the Friends of Abingdon Pool Management Committee.

The Executive, although appreciative of the offer to nominate a representative to sit on the Management Committee, felt that it would be more appropriate to appoint an observer member, who could offer advice and information to the Management Committee but not speak authoritatively on behalf of, or contractually bind, the Council.

RESOLVED

(a)               that the Friends of Abingdon Pool be thanked for its invitation to appoint a Council representative to serve its Management Committee but that the offer be declined (by 7 votes to nil);

(b)        that if the Friends of Abingdon Pool was minded to invite the Council to appoint an observer member to sit on the Management Committee, Councillor Janet Morgan be appointed as the observer member for the remainder of the 2006/07 Municipal Year (by 6 votes to 1).

The Chair to move that in accordance with Section 100A(4) of the Local Government Act 1972, the public, including the press, be excluded from the remainder of the meeting to prevent the disclosure to them of exempt information, as defined in Section 100(I) and Part 1 of Schedule 12A, as amended, to the Act when the following items are considered:-

Item 18      Minutes

(Category 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information.)

Item 19      Oxfordshire County-Wide Waste Strategy

                  (Category 3)

Item 20       Property Matters (if any)

                   (Category 3)

RESOLVED

that in accordance with Section 100A(4) of the Local Government Act 1972, the public, including the press, be excluded from the remainder of the meeting to prevent the disclosure to them of exempt information, as defined in Section 100(I) and Part 1 of Schedule 12A, as amended, to the Act when the following items are considered:

Minutes

(Category 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information.)

Oxfordshire County-Wide Waste Strategy

(Category 3)

Property Matters

(Category 3)

SUMMARY OF EXEMPT ITEMS CONSIDERED AT THE MEETING OF THE EXECUTIVE ON FRIDAY 1 SEPTEMBER 2006 AT 2.30PM

To adopt and sign as a correct record the Exempt minutes of the meeting of the Executive held on 4 August 2006, (previously circulated).

The Exempt Minutes of the Executive meeting held on Friday 4 August 2006 were adopted and signed as a correct record.

To receive and consider Exempt Appendix B to report 61/06.

The Executive received and considered exempt Appendix B to report 61/06.

To consider any property matters.  

The Executive considered two property matters.