Agenda and minutes

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

Councillor Barry Wood - Personal - Persons known to him have an interest in land in Northwest Bicester, outside of the area currently under discussion.

To receive communications from the Chairman and/or the Leader of the Council.

The Chairman noted that it had been hoped that Julie Evans Strategic Director – Customer Service and Resources had been able to attend the meeting to enable members to thank her for her contribution at Cherwell and to wish her well for her new job at Slough Borough Council, however she had been unavoidably delayed.

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

There were no petitions and 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 Council held on 20 July 2009.

The minutes of the meeting of Council held on 20 July 2009 were agreed and signed by the Chairman.

Cllr Michael Waine, Cabinet Member for Schools Improvement at Oxfordshire County Council and Sally Taylor Head of the Oxfordshire Raising Achievement Service will be invited to address Council, following which members will be able to ask questions.

The Chairman welcomed Councillor Michael Waine, Cabinet member for Schools Improvement and Sally Taylor, Head of the Oxfordshire Raising Achievement Service at Oxfordshire County Council to the meeting.

Councillor Michael Waine and Sally Taylor addressed the meeting regarding school achievement within the Cherwell district. A number of members asked questions and answers were duly provided.

The Chairman thanked Councillor Michael Waine and Sally Taylor.

Councillors Fulljames and Mrs Fulljames left the meeting

a)                 Minutes of Executive, Portfolio Holder Decisions and Executive Decisions made under  Special Urgency

The Leader of the Council to formally propose that the minutes of the meetings of the Executive and Portfolio Holder decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting of Council, no Executive decisions have been taken that were subject to the special urgency provisions of the constitution.

b)                 Minutes of Committees

The Leader of the Council to formally propose that the minutes of committees as set out in the Minute Book (circulated separately) be received.

a) Minutes of Executive, Portfolio Holder Decisions and Executive Decisions made under Special Urgency

Resolved

That the minutes of the meetings of the Executive and Portfolio Holder decisions as set out in the Minute Book be received and that it be noted that since the last meeting of Council, no executive decisions have been taken that were subject to the special urgency provisions of the constitution.

b) Minutes of Committees

Resolved

That the Minutes of Committees as set out in the Minute Book be received.

a)         Written Questions

To receive any written questions and answers which have been submitted with advance notice in accordance with the constitution, written a response to the question will be circulated at the meeting

After receiving the written response the member submitting the question will be entitled to ask a follow up or supplementary question.

b)         Questions to the Leader of the Council

The Chairman to invite questions to the Leader of the Council (including any matters arising from the minutes).

Following a response to their question being provided members will be entitled to a follow up or supplementary question.

c)         Questions to Committee Chairman on the minutes

The Chairman to invite questions to Chairmen of Committees on any matter arising from the minutes of their committee (if any).

a) Written Questions

There were no written questions.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Bicester Community Hospital: Councillor Sibley

Oxfordshire County Council Incinerator Decision: Councillor Cotter

Unitary Local Government: Councillor Stratford

Anti Social Behaviour: Councillor Strangwood

RAF Bicester: Councillor Sames

Northwest Bicester: Councillor Sames

New Council Question time: Councillor Cotter

Iceland store, Bicester: Councillor Pickford

Icelandic Investment Recovery: Councillor Wyse

Bicester Town Centre Development: Councillor Hughes

Section 106 decision: Councillor Bonner

Old Place Yard, Bicester: Councillor Sibley

Bicester in Bloom: Councillor Sibley

Christmas Lights: Councillor Cotter

c) Questions to Committee Chairmen on the minutes

There were no questions to Committee Chairmen on the minutes.

To debate any motions which have been submitted with advance notice, in accordance with the constitution.

There were no motions.

Report of the Executive Portfolio Holder for Democratic Services and Member Development

The Executive recommends Council to:

(1)       Agree that in the event of an ongoing emergency an Emergency General Purpose Committee be constituted to make any decisions the Council is able to make which are not part of the Executive functions or reserved in legislation to full Council. The composition of the Emergency General Purpose Committee would be the Leader of Council with any member of the Executive as substitute, the Deputy Leader with any member of the majority group as substitute and the Leader of the opposition, with any member of the opposition group as substitute.

Council considered a report of the Executive Portfolio Holder for Democratic Services and Member Development to request Council to agree the establishment of a non proportional representation Emergency General Purpose Committee, which was subsequently carried with no member voting against.

Resolved

That in the event of an ongoing emergency an Emergency General Purpose Committee be constituted to make any decisions the Council is able to make which are not part of the Executive functions or reserved in legislation to full Council as set out in the annex to these minutes (as set out in the minute book). The composition of the Emergency General Purpose Committee would be the Leader of Council with any member of the Executive as substitute, the Deputy Leader with any member of the majority group as substitute and the Leader of the opposition, with any member of the opposition group as substitute.

Report of Head of Legal and Democratic Services

The Standards Committee recommends Council to:

(1)               Adopt the advice note for councillors serving on outside bodies as the updated version of the guidance note in place of the existing version in part three of the constitution

(2)               Continue using the annual form to councillors on outside bodies supplemented by additional reports by Councillors in the Member Weekly Bulletin where appropriate.

The Head of Legal and Democratic Services submitted a report to approve the recommendation from the Standards Committee to adopt the updated Oxfordshire wide guidance note for membership of outside bodies.

Resolved

(1)               That the advice note for councillors serving on outside bodies be adopted as the updated version of the guidance note in place of the existing version in part three of the constitution

(2)               To continue using the annual form to councillors on outside bodies supplemented by additional reports by Councillors in the Member Weekly Bulletin where appropriate.

Report of Chief Executive

Council is recommended to:

(1)               Note the consultation and development work that has been undertaken to develop the draft Sustainable Community Strategy for Cherwell.

(2)               Endorse the strategy and ask the Leader of the Council to ensure any amendments made as a result of consultation feedback reflect the policy and strategy of the District Council.

The Chief Executive submitted a report to present the draft Sustainable Community Strategy for Cherwell to Council for consideration and endorsement.

Resolved

(1)               To note the consultation and development work that has been undertaken to develop the draft Sustainable Community Strategy for Cherwell.

(2)               To endorse the strategy and ask the Leader of the Council to ensure any amendments made as a result of consultation feedback reflect the policy and strategy of the District Council.

Report of Overview and Scrutiny Committee

Councillor Donaldson, ex-Chairman Overview and Scrutiny Committee 2008/09, will present the Overview and Overview and Scrutiny Annual Report for 2008/09.

Council is recommended to:

Note the Overview and Scrutiny Annual Report for 2008/09.

The Head of Legal and Democratic Services submitted the Overview and Scrutiny Annual Report for 2008/09.

Resolved

That the contents of the Overview and Scrutiny Annual Report 2008/09 be noted.

Report of Chief Executive

Council is recommended to:

(1)               Approve that Phillip O’Dell be appointed as the Council’s Section 151 and Chief Finance Officer with effect from 26^th October 2009 until 31^st March 2010.

(2)               Note Phillip O’Dell has nominated the Head of Finance, Karen Curtin, as Deputy Section 151 and Deputy Chief Finance Officer authorised to act in his absence.

(3)               Agree that all reference to the Strategic Director Customer Services and Resources be deleted from the Council's constitution and that all the delegated powers to that post, including the section 151  functions, be transferred to the Head of Finance with a clear note that these functions will be exercised by the interim Chief Finance Officer with the Head of Finance as Deputy Section 151.

 (4)      Agree that the Monitoring Officer be authorised to amend the constitution to give effect to this arrangement.

The Chief Executive submitted a report to recommend changes to the Council’s current arrangements for a Section 151 Officer and Chief Finance Officer.

Resolved

(1)               That Phillip O’Dell be appointed as the Council’s Section 151 and Chief Finance Officer with effect from 26^th October 2009 until 31^st March 2010.

(2)               That it be noted Phillip O’Dell has nominated the Head of Finance, Karen Curtin, as Deputy Section 151 and Deputy Chief Finance Officer authorised to act in his absence.

(3)               That all reference to the Strategic Director Customer Services and Resources be deleted from the Council's constitution and that all the delegated powers to that post, including the section 151 functions, be transferred to the Head of Finance with a clear note that these functions will be exercised by the interim Chief Finance Officer with the Head of Finance as Deputy Section 151.

 (4)      That the Monitoring Officer be authorised to amend the constitution to give effect to this arrangement.