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.

There were no declarations of interest.

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

Councillor Gordon Ross

The Chairman welcomed Councillor Gordon Ross who had been elected in the recent by-election for Banbury Ruscote Ward.

Council Tax Setting 2013/14

The Chairman reported it had become necessary to arrange some extra meetings of Council to deal with the complexities of Council Tax setting this year. He had therefore agreed to call a meeting on Monday 21 January at 6.30pm to consider: the Council Tax Reduction Scheme and Council Tax Base.

Additionally as there could be a delay in the newly elected Police and Crime Commissioner setting the precept, it may not be available for the scheduled for 25 February 2013, If this were the case, on the advice of the Monitoring officer and Section 151 Officer it was planned to adjourn the council tax setting item at the 25 February meeting to Friday 1 March 2013 at 4pm, which was the last possible date for setting the precept so that billing could take place.

Engagements

The Chairman reported that a list of engagements he had attended had been included in the agenda.

Councillor Simon Holland

On the request of the Chairman Council agreed that a leave of absence for up to 6 months be granted to Councillor Simon Holland for personal reasons.

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 were no items of urgent business.

To confirm as a correct record the Minutes of Council held on 15 October 2012.

The minutes of the meeting held on 15 October were agreed as a correct record and signed by the Chairman.

The Chief Constable of Thames Valley Police, Sara Thornton and her supporting officers will be invited to address Council, following which Members will be able to ask questions.

The Chairman welcomed Sara Thornton, Chief Constable of Thames Valley Police and Cherwell Local Area Commander Superintendent Andy Boyd to the meeting.

Chief Constable Thornton addressed the meeting regarding policing in Thames Valley. A number of Members asked questions and answers were duly provided.

The Chairman thanked the Chief Constable and Superintendent Boyd.

a)         Minutes of Executive, Lead Member Decisions and Executive Decisions not included in the 28 day notice

The Leader of the Council to formally propose that the minutes of the meetings of the Executive and Lead Member Decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting two decisions have been taken by the Executive under urgency procedures where 28 days notice was not given.

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, Lead Member Decisions and Executive Decisions made under Special Urgency

Resolved

That the minutes of the meeting of the Executive and Lead Member decisions as set out in the Minute Book be received and that it be noted that since the last meeting of Council, two decisions had been taken that were subject to the special urgency procedures where 28 days notice was not given, they related to a land negotiations update report and the Oxford and Central Oxfordshire and Milton Keynes and south East Midlands City Deals

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

A written question was submitted by Councillor Beere with regard to flood prevention at Banbury Canalside, an answer was provided by the Executive Lead Member Councillor Gibbard.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Living Wage: Councillor Ross

Capital Spending in Banbury, Bicester and Kidlington per head of population: Councillor Emptage

Storm Drains and Flooding: Councillor Woodcock

c) Questions to Committee Chairmen on the minutes

There were no questions to Committee Chairman on the minutes of meetings.

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

There were no motions.

Council is asked to agree the following request of the Labour Group to appoint Councillor Gordon Ross to the following vacancies arising from the resignation of Councillor George Parish:

Full Committee Member

·         Licensing Committee

·         Personnel Committee

·         Planning Committee

Substitute Committee Member

·         Overview and Scrutiny Committee

·         Resources and Performance Scrutiny Board

·         Joint Personnel Committee

The Chairman noted that the Proper Officer had received notification that the Labour Group wished to appoint Councillor Ross to the committee places left vacant by Councillor Parish. Due to an administrative error they had been incorrectly set out on the agenda front page.

Resolved

That Councillor Ross be appointed as a committee member on Planning and Licensing Committees and as a substitute on Joint Personnel Committee.

Report of Chief Executive

Summary

 To update Members on progress of the Community Governance Review, to outline timetables for consultation and consideration of responses and to appoint a Working Group to carry out detailed work on the Review.

Recommendations

Council is recommended:

(1)               To note the contents of the report.

(2)               To delegate authority to the Head of Law and Governance, in consultation with Group Leaders, to appoint two Members per Political Group to a Community Governance Review Working Group.

(3)               To delegate authority to the Head of Law and Governance to arrange dates of meetings for the Working Group.

The Chief Executive submitted a report which updated Members on progress of the Community Governance Review, to outline timetables for consultation and consideration of responses and to appoint a Working Group to carry out detailed work on the Review.

Resolved

(1)               That the contents of the report be noted.

(2)               That authority be delegated to the Head of Law and Governance, in consultation with Group Leaders, to appoint two Members per Political Group to a Community Governance Review Working Group.

(3)               That the Head of Law and Governance be given delegated authority to arrange dates of meetings for the Working Group.

Report of Head of Law and Governance

Summary

The purpose of this report is to enable Council to adopt a common set of Contract Procedure Rules and Financial Procedure Rules with South Northamptonshire Council in order to ensure that the joint procurement and accountancy teams are working to a common set of rules and procedures and to mitigate the risk arising from having different procedural rules at the two Councils.

Recommendations

Council is recommended, subject to South Northamptonshire Council resolving in similar terms at its meeting on 19 December 2012, to:

(1)               Adopt the joint Contract Procedure Rules at Appendix 1.

(2)               Adopt the joint Financial Procedure Rules at Appendix 2.

The Head of Law and Governance submitted a report which sought adoption of a common set of Contract Procedure Rules and Financial Procedure Rules for Cherwell District Council and South Northamptonshire Council in order to ensure that the joint procurement and accountancy teams were working to a common set of rules and procedures and to mitigate the risk arising from having different procedural rules at the two Councils.

Resolved

That subject to South Northamptonshire Council resolving in similar terms at its meeting on 19 December 2012,:

(1)               The joint Contract Procedure Rules (annex to these minutes as set out in the minute book) be adopted.

(2)               The joint Financial Procedure Rules (annex to these minutes as set out in the minute book) be adopted.

Report of Head of Law and Governance

Summary

Council is asked to consider the calendar of meetings for the municipal year 2013/14.

Recommendations

Council is recommended to:

(1)               Approve the calendar of meetings for the municipal year 2013/14.

The Head of Law and Governance submitted a report which sought consideration of the calendar of meetings for the municipal year 2013/14.

Resolved

(1)               That the calendar of meetings for the municipal year 2013/14 (annex to the minutes as set out in the minute book) be approved.

Report of Chief Executive (as Returning Officer and Electoral Registration Officer)

Summary

The purpose of this report is to provide Members with an update on the, changes in electoral registration and the annual canvass and to seek delegated power for the Chief Executive to resource Individual Electoral Registration in light of these developments. A similar report is being taken to South Northamptonshire Council on 19 December 2012.

Recommendations

Council is recommended to:

(1)               Note the further developments in the electoral and electoral registration programme to 2015 and request that Council receives future reports as appropriate.

(2)               Note the publication of the Electoral Registration and Administration Bill.

(3)               Give delegated authority to the Chief Executive to recruit and appoint a 0.5 FTE Project Co-ordinator from May 2013 and processing and canvass staff as required in order to meet the new statutory requirements placed upon the Council with the costs being shared between this Council and South Northamptonshire Council.

The Chief Executive as Returning Officer and Electoral Registration Officer submitted a report which updated Members on the changes in electoral registration and the annual canvass and sought seek delegated power for the Chief Executive to resource Individual Electoral Registration in light of these developments.

Resolved

(1)               That the further developments in the electoral and electoral registration programme to 2015 be noted and it be agreed that Council receives future reports as appropriate.

(2)               That the publication of the Electoral Registration and Administration Bill be noted.

(3)               That the Chief Executive be given delegated authority to recruit and appoint a 0.5 FTE Project Co-ordinator from May 2013 and processing and canvass staff as required in order to meet the new statutory requirements placed upon the Council with the costs being shared between this Council and South Northamptonshire Council.