The Overview and Scrutiny Committee met on Wednesday, 3 June 2026, to discuss a range of council performance reports and strategies. Key discussions included a new community grants scheme hosted by Crowdfunder UK and the council's financial and service performance for the 2025-26 financial year.

Supporting Community Services - Crowdfunder UK Approach

The committee reviewed the proposed application and assessment processes for a new grants scheme, which will be hosted by Crowdfunder UK. Councillor Sandra Coleman, Executive Member for Stronger, Healthy Communities, introduced the report, explaining that the council had decided not to extend its contract with Spacehive and would instead enter into a three-year agreement with Crowdfunder UK. This new platform will host a funding scheme with an annual budget of £120,000, offering grants for projects that support community wellbeing, environmental improvement, and community resilience. A significant advantage highlighted was the absence of platform fees for project creators, a key difference from the previous Spacehive arrangement.

Concerns were raised by Councillor Alex Wilson regarding the delegation of decision-making to the Director of Place, suggesting that ward member input or scrutiny should be incorporated. Councillor Coleman clarified that while ward members are not involved in the final decision-making, projects are encouraged to contact their ward members for advocacy and support. It was also noted that the decision-making would involve two executive members, Councillor Coleman and Councillor Tim Sumner, Executive Member for Arts, Culture and Sports.

Councillor Genny Early, Vice-Chair of the Overview and Scrutiny Committee and Deputy Leader of the Green Group, questioned the mechanisms for supporting smaller, rural, or deprived communities to mobilise the required number of backers and upfront funding. It was explained that the emphasis is on the number of people supporting a project, not just the amount raised, and that the council's community fundraising officer, Lucy Empson, provides significant support to project creators.

A discussion also took place regarding the eligibility criteria, specifically concerning projects that involve changes to land or buildings not owned by the applicant. Councillor Andrew Beaney, Chair of the Overview and Scrutiny Committee, raised a hypothetical scenario about a Men in Sheds project on parish council land. It was suggested that landowner approval and a clear agreement on land use for a defined period would be necessary to safeguard investment. Councillor Paul Marsh also raised concerns that the eligibility criteria might exclude community garden projects where applicants do not own the land. The committee noted the report and made recommendations for the Executive to consider.

Quarterly Financial Performance Report Q4

Councillor Alaric Smith, Executive Member for Finance, presented the council's financial performance for the 2025-26 financial year. The report indicated a strong and resilient financial position, with an outturn better than originally budgeted. A surplus of £203,155 was reported, attributed to strong income performance in areas such as trade waste and development management, higher-than-expected treasury investment returns (£800,000), and cost efficiencies.

The council has used this positive outturn to strengthen its financial position by transferring resources into earmarked reserves, which will support key priorities and future risks, including local government reorganisation, the Oxfordshire Waste and Environmental Services Programme (WESP), and investment in council assets.

However, the report also highlighted significant financial challenges ahead, with a projected funding gap of over £3 million in the next three years, rising to over £10 million in five years, driven by reductions in retained business rates and changes to income streams like the leisure contract.

Councillor Simon Watson raised concerns about the income from green waste licences being £68,000 behind target, questioning whether the focus had shifted from encouraging recycling to generating income. Councillor Smith clarified that the focus remains on encouraging recycling and that the green waste licence fee is the cheapest in the county.

Councillor Liam Mackenzie inquired about the £341,000 additional income for WESP, asking for clarification on what WESP is and what the investment is earmarked for. Councillor Smith explained that WESP is a transformation programme across the whole county, aiming to rationalise routes, assets, and provide a more efficient and value-for-money service.

The committee noted the report and made applicable recommendations for the Executive to consider.

Quarterly Service Performance Report Q4

Councillor Alaric Smith also introduced the Quarterly Service Performance Report for Q4 2025-26. The report indicated strong performance across many key services, with high customer satisfaction, excellent planning determination times, and growth in leisure participation. Council tax collection met its target, and affordable housing delivery exceeded expectations, with 352 homes delivered against a target of 274.

However, some services experienced pressure, including processing times for Housing Benefit and Council Tax Support, which remained above target due to case complexity and demand. Land charges performance was impacted by staffing capacity, although recovery actions are underway. Recycling rates were noted as being below target.

Councillor Watson raised concerns about the low percentage of fixed penalty notices issued per fly-tip (1.15%), questioning the reasons behind this rate. It was explained that the service is focusing on preventative work, and that improved reporting accuracy and the introduction of new technology (Alloy licences for waste vehicles) will provide better data. Councillor Watson also requested information on the number of fly-tipping officers in other councils for comparative purposes.

Councillor Genny Early made a specific recommendation for the communications team to include video content in their efforts to increase recycling rates, suggesting a fun and engaging approach. She also raised concerns about data capture issues affecting leisure visits and requested that reporting on disability facility grants be reinstated, including customer satisfaction with the application process.

Councillor Stuart McCarroll raised questions about the land charge search process, noting that some functions have migrated to the Land Registry. It was clarified that while personal searches are now handled by the Land Registry, the CON29 questions remain with the council, and more complex searches are still completed by the team.

Councillor Andrew Beaney raised a question about the Windrush Whitney funding project, noting that it has been on the work programme for some time without apparent progress. He was informed that this would be investigated.

The committee noted the report and made applicable recommendations for the Executive to consider.

Procurement and Contract Management Strategy

Councillor Alaric Smith presented the updated draft Procurement and Contract Management Strategy. The strategy has been revised in response to an external audit recommendation and changes brought about by the Procurement Act 2023. It aims to ensure that commissioning, procurement, supplier management, and contract management activities deliver value for money, support council priorities, and mitigate risk. The strategy also aims to prepare the council for Local Government Reorganisation (LGR).

Key aspects of the strategy include a focus on sustainable procurement, supporting local SMEs by potentially reserving below-threshold contracts for suppliers within Oxfordshire, and addressing modern slavery risks within supply chains. Social value is also a key consideration, particularly for procurements above threshold. The strategy emphasizes the importance of robust contract management, with clear responsibilities outlined for services and the procurement team providing support.

Councillor Alex Wilson asked about the council's awareness of procurement contracts in other authorities, particularly in light of LGR and the potential for different tiers of authority. It was confirmed that a central database of contracts and pipelines is being compiled for analysis by the LGR contracts management workstream. Councillor Beaney inquired about the geographical scope of local suppliers, specifically whether Gloucestershire would be included alongside Oxfordshire. It was clarified that the provision can be limited to a county, but does not have to be, allowing for wider reach if necessary.

The committee noted the report and made applicable recommendations for the Executive to consider.

Annual Update on Investment Property Portfolio

Councillor Alaric Smith introduced the annual update on the council's investment property portfolio for 2025/26. The report detailed the performance of the council's investment properties, which are held to support the revenue budget and protect income streams from interest rate volatility. The total value of the investment portfolio was £42.44 million, a reduction from the previous year due to the sale of Knights Court. The council's property assets now represent 67% of its total long-term assets, slightly exceeding the target ratio.

The report highlighted that while some individual properties are underperforming against their purchase price, the overall portfolio has achieved an unrealised valuation gain and a positive rental performance. The running yield on the commercial property portfolio is approximately 6.79%, which is significantly higher than returns from long-dated cash investments. The strategy of investing in property has cumulatively saved the council over £20 million compared to holding cash-based investments.

Councillor Paul Marsh expressed his appreciation for the officers' professionalism and skill in managing the council's finances and investments, particularly noting the complexity of the reports and the clarity provided by the officers. Councillor Carl Rylett, Chair of West Oxfordshire District Council, echoed these sentiments, thanking the officers for their work.

The committee noted the report.

Report back on recommendations

Andrew Brown, Head of Democratic Services, presented the report back on recommendations from the previous Overview and Scrutiny Committee meeting. He explained that the committee's comments on the proposed reforms to the planning system and the National Planning Policy Framework had been considered by the Head of Planning, and the council's response to the government consultation had been submitted. The committee noted the report.

Committee Work Programme

Councillor Andrew Beaney presented the committee's work programme. He suggested a change in the way working groups report back, proposing more detailed reports to the committee to allow for better scrutiny and recommendations. Councillor Alex Wilson proposed working groups on licensing and Section 106 funding. Councillor Genny Early supported the idea of a working group on Section 106 funding, suggesting a focus on deed of variance to allow for flexibility in how Section 106 money is spent. She also proposed a working group on licensing processes, not the granting of licences themselves, but the procedures and issues arising from them.

Councillor Stuart McCarroll raised a point about the timing of committee meetings, noting that they had been consistently long and suggested revisiting the timing of future meetings. Councillor Beaney agreed to add this to the agenda for the next meeting.

The committee also discussed the process for submitting questions for future meetings, with Councillor Beaney requesting that questions for the upcoming Leisure Update and Quarterly Finance Review be submitted in advance to allow officers to prepare comprehensive answers.

Councillor Kessa Marsh made a specific request regarding the Woodford Way update, asking for a focus on maximising the number of social housing properties on the site. Councillor Beaney acknowledged the importance of this question and stated that officers would address it. Councillor Rachel Crouch also raised concerns about the politicisation of the Woodford Way discussion and urged for a focus on facts.

The committee noted and commented on the work programme.

Executive Work Programme

The committee had the opportunity to comment on the Executive Work Programme. No specific comments were raised, and the committee agreed to note the programme.

The meeting concluded with thanks to the officers and executive members for their reports.