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.

Members declared the following interest:

Councillor Barry Wood, Personal, as persons known to him have an interest in land in the area of, but outside the eco zone.

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

Councillor Carol Steward

The Chairman noted that Councillor Steward was not at the meeting as she had been very poorly over the last few months. He reported that the Chairman had already sent Councillor Steward a card from on behalf of all Members. Members joined the Chairman in sending their best wishes to Councillor Steward.

Resolved

(1)               That Councillor Carol Steward be granted a three month attendance dispensation with effect from 26 July 2011.

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.

The Chairman reported that he had agreed to submit one item of urgent business to the agenda, Oxfordshire County Boundary Review, Parliamentary Boundary Review and Cherwell District Council Polling District and Polling Place Review, as the responses needed to be prepared with Member input prior to the next meeting of Council. The item would be considered after agenda item 14.

To confirm as a correct record the Minutes of Council held on 18 May 2011.

The Minutes of the meeting held on 18 May 2011 were agreed as a correct record and signed by the Chairman.

a)         Minutes of Executive, Portfolio Holder / Lead Member Decisions and Executive Decisions not included in the Forward Plan

The Leader of the Council to formally propose that the minutes of the meetings of the Executive and Portfolio Holder / Lead Member Decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting no decisions have been taken by the Executive which were not included in the Forward Plan.

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 the Executive, Portfolio Holder/Lead Member Decisions and Executive Decisions made under Special Urgency

Resolved

That the Minutes of the meetings of the Executive and Portfolio Holder/Lead Member 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 had been taken that was 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. A written response to the question will be circulated at the meeting.

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 Chairmen 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

One question relating to Cherwell District Council’s recycling rates whereby the council had gone from being one of the top performing districts in Oxfordshire but was now being outperformed by other authorities in the county and sought assurance that the council would continue to lead the way in recycling had been submitted by Councillor Rose and was tabled together with the reply from the Leader of the Council and the Lead Member for the Environment (attached as an annex to these minutes as set out in the Minute Book).

The Lead Member for the Environment answered a supplementary question put by Councillor Rose.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Bicester Regeneration: Councillor Pickford

Bicester Community Hospital and the South West option for a new community hospital in Bicester: Councillor Sibley

Eco Bicester Strategic Delivery Board: Councillor Sibley

Conservative leaflets: Councillor Sibley

Amount of money and officer time spent on the Council’s response to HS2: Councillor Cartledge

Business rate charges: Councillor Beere

With regard to Councillor Cartledge’s question, the Leader agreed to send a written response.

c) Questions to Committee Chairmen on the minutes

There were no questions to the Committee Chairman on minutes.

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

There were no motions.

Report of Chief Executive

Summary

To update members on the management restructuring and to seek approval for the management structure and to amend the business case relating to the ring fencing of posts.

Recommendations

Council is recommended:

(1)               To agree the management structure as set out in paragraphs 1.4 and appendix 1 as recommended by the Joint Personnel Committee.

(2)               To agree that the ring fencing arrangements should be amended to allow any person placed at risk by this process to apply for any of the posts in the Joint Management Team or the three other posts as shown on the structure.

(3)               To note that a further report will be presented to Council to seek approval for the appointment of the statutory officers, namely the Section 151 Finance Officer and the Monitoring Officer.

The Chief Executive submitted a report which updated Members on the management restructuring and sought approval for the management structure and to amend the business case relating to the ring fencing of posts.

Resolved

(1)               That the management structure as set out in the annex to these minutes (as set out in the minute book) as recommended by the Joint Personnel Committee be agreed.

(2)               That it be agreed that the ring fencing arrangements should be amended to allow any person placed at risk by this process to apply for any of the posts in the Joint Management Team or the three other posts as shown on the structure.

(3)               That it be noted that a further report will be presented to Council to seek approval for the appointment of the statutory officers, namely the Section 151 Officer and the Monitoring Officer.

Report of Interim Head of Legal and Democratic Services

Summary

For Council to consider and approve the recommendation of the Joint Arrangements Steering Group that the section 113 agreement between this Council and South Northamptonshire District Council (SNC) relating to the shared senior management team be varied so that its core provisions can be applied to any other shared working arrangements that have been, or may in future be, agreed between the two Councils.

Recommendations

Council is recommended:

(1)    To approve the completion of the appended Deed of Variation.

The Interim Head of Legal and Democratic Services submitted a report which sought consideration and approval of the recommendation of the Joint Arrangements Steering Group that the section 113 agreement between Cherwell District Council (CDC) and South Northamptonshire District Council (SNC) relating to the shared senior management team be varied so that its core provisions could be applied to any other shared working arrangements that had been, or may in future be, agreed between the two Councils.

Resolved

(1)    That the completion of the Deed of Variation as set out as an annex to these minutes (as set out in the Minute Book) be approved.

Report of Head of Finance

Summary

This report presents the annual report of the Accounts, Audit and Risk Committee for 2010/11 which was approved by the Committee on 22 June 2011.

Recommendations

Council is recommended:

(1)       To note the contents of this report and activities of the Accounts Audit and Risk Committee in 2010/11.

The Head of Finance submitted a report which presented the annual report of the Accounts, Audit and Risk Committee for 2010/11 which was approved by the Committee on 22 June 2011.

Resolved

(1)       That the contents of the report and the activities of the Accounts Audit and Risk Committee in 2010/11 be noted.

Report of Head of Finance

Summary

This report presents information on treasury management performance and compliance with treasury management policy during 2010/11 as required by the Treasury Management Code of Practice.

Recommendations

Council is recommended:

(1)               To note the contents of this report in line with the Treasury Management Strategy.

The Head of Finance submitted a report which presented information on treasury management performance and compliance with treasury management policy during 2010/11 as required by the Treasury Management Code of Practice.

The Lead Member for Financial Management set out the latest position on recovery of Icelandic deposits and the prudent approach taken in 2010/11 accounts to protect capitalisation direction.

Resolved

(1)               That the contents of the Treasury Management Annual Report 2010/11, in line with the Treasury Management Strategy, be noted.

Council is asked to agree the following request of the Labour Group:

Resolved

That at the request of the Labour Group it be agreed that Councillor Parish be replaced by Councillor Sibley as a Member of the Joint Personnel Committee and that Councillor Parish be appointed as substitute member.

The Chief Executive submitted an urgent report which updated Members on the Oxfordshire County and Parliamentary Boundary Reviews and the council’s Polling District and Polling Place Review and to seek agreement to establish an informal Members’ Boundary and Polling District and Polling Place Review Working Group.

Resolved

(1)               That the update on the County and Parliamentary Boundary Reviews be noted.

(2)               That the establishment of a Boundary and Polling District and Polling Place Review Working Group, with 2 nominated representatives from each political group, be agreed.

(3)               That officers be requested to submit draft consultation responses to the September 2011 meeting of Council following consultation with the Boundary Review Working Group and political groups.