Agenda, decisions and minutes

Interests were declared in the following agenda items:

15. Appointment of Section 151 Officer.

Paul Sutton, Declaration, as he was to be proposed to be appointed as the Interim Section 151 Officer for Cherwell District and South Northamptonshire Councils and would leave the meeting for the duration of the item.

The Chairman made the following announcements:

Recording at meetings

Members of the public were permitted to film, broadcast and report on the meeting, subject to the efficient running of the meeting not being affected.

Chairman’s Engagements

A copy of the events attended by the Chairman or the Vice-Chairman had been included in the agenda pack.

Calvin Bell and Martin Henry

The Chairman advised Council that Calvin Bell, Director of Development, and Martin Henry, Director of Resources, were attending their last meeting before leaving the council.

The Chairman thanked both Calvin and Martin for all their hard work, and the contributions they had made to the Council, and wished them all the best for the future. These sentiments were warmly endorsed by Council.

Members’ Post

The Chairman reminded Members to collect any post from their pigeon holes.

The Chairman reported that she had agreed to add one item of urgent business to the agenda. The item was a recommendation from the Joint Commissioning Committee meeting of 16 February 2016, which had been held after publication of the Council agenda. To ensure the timely progress of the recommendations, a decision of Council could not wait until the next meeting of Council in May.  

To confirm as a correct record the Minutes of Council held on 14 December 2015.

The minutes of the meeting held on 14 December 2015 were agreed as a correct record and signed by the Chairman.

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 5 decisions have been taken by the Executive which were not included in the 28 day notice. These decisions related to the Local Development Scheme, Asset Management Quarterly Update, Progress of Superfast Broadband, Award of Contract - Refuse Collection Vehicles and Award of Delivery of Capital Works Programme

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, 5 decisions had been taken by the Executive which were not included in the 28 day notice. These decisions related to the Local Development Scheme, Asset Management Quarterly Update, Progress of Superfast Broadband, Award of Contract - Refuse Collection Vehicles and Award of Delivery of Capital Works Programme.

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

There were no written questions.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Prosecutions for flytipping: Councillor Dhesi

Social Housing:Councillor Cherry

Fly tipping: Councillor Richards

Litter blitzes and graffiti: Councillor Sibley

Clean for the Queen: Councillor Mallon

c) Questions to Committee Chairmen on the minutes

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

To debate a motion which has been submitted with advance notice, in accordance with the constitution.

Oxfordshire Clinic Commissioning Group

This Council calls on Oxfordshire Clinic Commissioning Group to clarify and confirm the future arrangements for General Practice provision across Bicester especially in the context of projected housing growth.

This Council instructs the Executive to work closely and constructively with the CCG to protect and expand GP provision in a growing Bicester.

Proposer: Councillor Lynn Pratt

Seconder: Councillor Richard Mould

Resolved

That the following motion be adopted:

This Council calls on Oxfordshire Clinic Commissioning Group (CCG) to clarify and confirm the future arrangements for General Practice (GP) provision across Bicester and Banbury especially in the context of projected housing growth.

This Council instructs the Executive to work closely and constructively with the CCG to protect and expand GP provision in a growing Bicester and Banbury.

a) Oxfordshire Clinic Commissioning Group

It was moved by Councillor Pratt, and seconded by Councillor Mould, that the following motion be adopted:

“This Council calls on Oxfordshire Clinic Commissioning Group to clarify and confirm the future arrangements for General Practice provision across Bicester especially in the context of projected housing growth.

This Council instructs the Executive to work closely and constructively with the CCG to protect and expand GP provision in a growing Bicester.”

The motion was debated and Councillor Dhesi proposed that “and Banbury” be added after “Bicester” in each paragraph. Councillor Woodcock seconded the proposal.

The motion as amended was debated and subsequently put the vote. The amendment was adopted and subsequently became the substantive motion.

The substantive motion was debated and subsequently put to the vote.

Resolved

That the following motion be adopted:

This Council calls on Oxfordshire Clinic Commissioning Group to clarify and confirm the future arrangements for General Practice provision across Bicester and Banbury especially in the context of projected housing growth.

This Council instructs the Executive to work closely and constructively with the CCG to protect and expand GP provision in a growing Bicester and Banbury.

Report of Head of Law and Governance

Purpose of report

To determine the levels of the allowances to be paid to Members for the forthcoming 2016/2017 financial year following the submission of the report of the Council’s Independent Remuneration Panel (IRP) and to approve a mechanism to ensure the legality of any remuneration that might be paid, in future, to councillor directors on council controlled companies.

Recommendations

The meeting is recommended:

 1.1        To consider the levels of allowances to be included in the 2016/2017 Members’ Allowances Scheme, and whether the Panel’s recommendations should  be adopted or modified in any way

1.2         To authorise the Head of Law and Governance to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of the Council for implementation with effect from 1 April 2016.

1.3         To authorise the Head of Law and Governance to take all necessary action to revoke the current (2015/2016) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Members’s Allowances)(England) Regulations 2003 (as amended).

1.4         To thank the Independent Remuneration Panel for its report and set a fee of £300 for Panel Members for the work carried out in 2015/2016 and propose the same level of fee for 2016/2017.

1.5      In the event that any council controlled or influenced company (as defined by the Local Authorities (Companies) Order 1995) determines that its councillor directors should be remunerated, to delegate authority to the section 151 officer in consultation with the monitoring officer and the Lead Member for Financial Management to determine a comparable duty within the Members’ Allowances Scheme in order to ensure compliance with statutory requirements.

Resolved

(1)          That, subject to the following amendment, the recommendations of the Independent Remuneration Panel (annex to the Minutes as set out in the Minute Book) be agreed for inclusion in Members’ Allowances Scheme:

·         A 0% increase to be applied to all allowances

(2)          That the Head of Law and Governance be authorised to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of the Council for implementation with effect from 1 April 2016.

(3)          That the Head of Law and Governance be authorised to take all necessary action to revoke the current (2015/2016) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Members’s Allowances)(England) Regulations 2003 (as amended).

(4)          That the Independent Remuneration Panel be thanked for its report and a fee of £300 be set for Panel Members for the work carried out in 2015/2016 and the same level of fee proposed for 2016/2017.

(5)          That, in the event that any council controlled or influenced company (as defined by the Local Authorities (Companies) Order 1995) determines that its councillor directors should be remunerated, authority be delegated to the section 151 officer in consultation with the monitoring officer and the Lead Member for Financial Management to determine a comparable duty within the Members’ Allowances Scheme in order to ensure compliance with statutory requirements.

The Head of Law and Governance submitted a report to determine the levels of the allowances to be paid to Members for the forthcoming 2016/2017 financial year following the submission of the report of the Council’s Independent Remuneration Panel (IRP).

In presenting the report, Councillor Wood, Leader of the Council, thanked the Panel for their hard work in producing the report and acknowledged the recommendations and the Panel’s reasoning. Councillor Wood proposed that a 0% increase be applied to all allowances. Councillor Reynolds seconded the proposal.  

Resolved

(1)          That, subject to the following amendment, the recommendations of the Independent Remuneration Panel (annex to the Minutes as set out in the Minute Book) be agreed for inclusion in Members’ Allowances Scheme:

·         A 0% increase to be applied to all allowances

(2)          That the Head of Law and Governance be authorised to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of the Council for implementation with effect from 1 April 2016.

(3)          That the Head of Law and Governance be authorised to take all necessary action to revoke the current (2015/2016) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Members’s Allowances)(England) Regulations 2003 (as amended).

(4)          That the Independent Remuneration Panel be thanked for its report and a fee of £300 be set for Panel Members for the work carried out in 2015/2016 and the same level of fee proposed for 2016/2017.

(5)          That, in the event that any council controlled or influenced company (as defined by the Local Authorities (Companies) Order 1995) determines that its councillor directors should be remunerated, authority be delegated to the section 151 officer in consultation with the monitoring officer and the Lead Member for Financial Management to determine a comparable duty within the Members’ Allowances Scheme in order to ensure compliance with statutory requirements.

** Please note that appendix 8 to this report will follow as is it currently being reviewed and finalised **

Report of Director of Resources

Purpose of report

To set the Council’s General Fund Budget and to seek formal adoption of all parts of the Council’s financial plans for the 2016/17 budget year.

The report also details the proposed strategic priorities, the underpinning key objectives and outcomes for 2016/17 which have now been converted into a proposed business plan for the Council.  The proposed business plan sits alongside the proposed budget for 2016/17 so as to demonstrate that the Council adopts a strategic and integrated approach to managing all of its resources by aligning the development and delivery of the Council’s strategic business priorities and key outcomes to the proposed budget.

Recommendations

The meeting is recommended:

1.1         To consider the contents of this report in approving the General Fund Revenue Budget and Capital Programme for 2016/17 and to formally record that consideration.

1.2      To approve the 2016/17 General Fund Budget (in table 1) and 2016/17 Capital Programme (in Appendices 2 and 3).

1.3       To approve the Collection Fund Estimates contained in Appendix 4

1.4         To approve 2016/17 business plan and public pledges (detailed in Appendices 5 and 6) and to delegate authority to the Head of Transformation in consultation with the Leader of the Council to make any minor amendments to the plan or pledges as required before final publication in March 2016.

1.5         To note the contents of the section 25 statement from the Director of Resources contained in paragraphs 2.1 to 2.7 in relation to the robustness of the estimates and the adequacy of reserves.

1.6         To approve the Treasury Management Strategy as detailed in Appendix 7 including the Capital Prudential Indicators 2016/17 – 2018/19

1.7         To approve the appended statement of pay policy for 2016/17 as required by the Localism Act and detailed in Appendix 8 (to follow).

1.8         To confirm and approve the Transitional Relief Policy contained in Appendix 9.

1.9         To note the level of Empty Homes Premium at 50% as recommended by Executive Committee on 7 September 2015, see table 3 below which will form a recommendation in the Council Tax Setting report.

1.10      To note the council tax discounts for 2016/17 set out in table 3 below and recommended by Executive Committee on 1 February 2016 which will form part of the Council Tax setting report..

Resolved

(1)          That the contents of the report in approving the General Fund Revenue Budget and Capital Programme for 2016/17 be noted and that consideration be formally recorded.

(2)          That the 2016/17 General Fund Budget and 2016/17 Capital Programme (contained in the annexes to the Minutes as set out in the Minute Book) proposed by Executive on 1 February 2016 be approved.

(3)          That the Collection Fund Estimates (annex to the minutes as set out in the Minute Book) be approved.

(4)          That the 2016/17 business plan and public pledges (annexes to the Minutes as set out in the Minute Book) be approved and authority  delegated to the Head of Transformation in consultation with the Leader of the Council to make any minor amendments to the plan or pledges as required before final publication in March 2016.

(5)          That the contents of the section 25 statement from the Director of Resources in relation to the robustness of the estimates and the adequacy of reserves be noted.

(6)          That the Treasury Management Strategy (annex to the Minutes as set out in the Minute Book) including the Capital Prudential Indicators 2016/17 – 2018/19 be approved.

(7)          That the statement of pay policy for 2016/17 as required by the Localism Act (annex to the Minutes as set out in the Minute Book) be approved.

(8)          That the Transitional Relief Policy (annex to the Minutes as set out in the Minute Book) be confirmed and approved.

(9)          That it be noted that the level of Empty Homes Premium at 50% as recommended by Executive on 7 September 2015 would form a recommendation in the Council Tax Setting report.

(10)       That it be noted that the council tax discounts for 2016/17 as recommended by Executive on 1 February 2016 which will form part of the Council Tax setting report.

The Head of Finance and Procurement and Head of Transformation submitted a report to set the Council’s General Fund Budget and to seek formal adoption of all parts of the Council’s financial plans for the 2016/17 budget year.

The report also detailed the proposed strategic priorities, the underpinning key objectives and outcomes for 2016/17 which had now been converted into a proposed business plan for the Council. The proposed business plan sits alongside the proposed budget for 2016/17 so as to demonstrate that the Council adopts a strategic and integrated approach to managing all of its resources by aligning the development and delivery of the Council’s strategic business priorities and key outcomes to the proposed budget.

Councillor Atack introduced and proposed the Corporate Plan, Revenue and Capital Budgets and Treasury Strategy 2016/17.

Councillor Wood seconded the adoption of the budget. Councillor Woodcock, on behalf of the Labour Group, addressed Council in response to the budget.

Councillor Wood paid tribute to the Lead Member for Finance, the Director of Resources, Head of Finance and Procurement and the finance team who had worked hard on the budget process and submitted a balanced budget to Council.

A recorded vote was taken and members voted as follows:

Councillor Ken Atack – For

Councillor Andrew Beere – Against

Councillor Maurice Billington – For

Councillor Norman Bolster – For

Councillor Mark Cherry – Against

Councillor Colin Clarke - For

Councillor Ian Corkin – For

Councillor Surinder Dhesi – Against

Councillor John Donaldson – For

Councillor Carmen Griffiths – For

Councillor Tim Hallchurch MBE – For

Councillor Chris Heath – For

Councillor Simon Holland – For

Councillor David Hughes – For

Councillor Russell Hurle – For

Councillor Shaida Hussain – Against

Councillor Tony Ilott – For

Councillor Ray Jelf – For

Councillor Matt Johnstone - Against

Councillor Mike Kerford-Byrnes – For

Councillor James Macnamara – For

Councillor Melanie Magee – For

Councillor Kieron Mallon – For

Councillor Nicholas Mawer – For

Councillor Alistair Milne Home – For

Councillor Nigel Morris – For

Councillor Richard Mould – For

Councillor D M Pickford – For

Councillor James Porter – For

Councillor Lynn Pratt – For

Councillor Neil Prestidge - For

Councillor Nigel Randall – For

Councillor G A Reynolds – For

Councillor Barry Richards - Against

Councillor Daniel Sames – For

Councillor Les Sibley – For

Councillor Lawrie Stratford – For

Councillor Rose Stratford – For

Councillor Lynda Thirzie Smart – For

Councillor Douglas Webb – For

Councillor Barry Wood – For

Councillor Sean Woodcock – Against

Resolved

(1)          That the contents of the report in approving the General Fund Revenue Budget and Capital Programme for 2016/17 be noted and that consideration be formally recorded.

(2)          That the 2016/17 General Fund Budget and 2016/17 Capital Programme (contained in the annexes to the Minutes as set out in the Minute Book) proposed by Executive on 1 February 2016 be approved.

(3)          That the Collection Fund Estimates (annex to the minutes as set out in the Minute Book) be approved.

(4)  ...  view the full minutes text for item 73.

The Council to adjourn, if necessary to allow the Executive to meet to consider any proposals which do not accord with the Executive’s recommendations.

The Leader of the Council confirmed that he did not require Council to adjourn to allow Cabinet to meet discuss any issues arising from the budget.

Report of the Chief Finance Officer and Head of Finance and Procurement

Purpose of report

To detail the Calculations for the amounts of Council Tax for 2016/17 and the setting of Council Tax for 2016/17.

Recommendations

It is recommended that the Council resolves:-

(1)          That it be noted that at the Executive meeting held on 4 January 2016 the Council calculated the Council Tax Base 2016/17:

a)            for the whole Council area as 50,357.1 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (the “Act”)]; and

b)            For dwellings in those parts of its area to which a Parish Precept relates as in the attached Appendix 1.

(2)          That the Council Tax requirement for the Council’s own purposes for 2016/17 (excluding Parish Precepts and Special Expenses) is £6,219,102.

(3)          That the following amounts be calculated for the year 2016/17 in accordance with Sections 31 to 36 of the Act:-

a)            £77,831,075 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the Act, taking into account all precepts issued to it by Parish Councils and any additional special expenses.

b)           £67,156,898 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3) of the Act.

£10,674,177 being the amount by which the aggregate at 3(a) above exceeds the aggregate at 3(b) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its Council Tax requirement for the year (Item R in the formula in Section 31B of the Act).

c)            £211.97 being the amount at 3(c) above (Item R), all divided by Item T (6(a) above), calculated by the Council, in accordance with Section 31B of the Act, as the basic amount of its Council Tax for the year (including Parish Precepts and Special Expenses).

d)            £4,455,075 being the aggregate amount of all special items (Parish Precepts and Special Expenses) referred to in Section 34(1) of the Act as per the attached Schedule 2.

e)            £123.50 being the amount at 3(d) above less the result given by dividing the amount at 3(e) above by Item T(1(a) above), calculated by the Council, in accordance with Section 34(2) of the Act, as the basic amount of its Council Tax for the year for dwellings in those parts of its area to which no Parish Precept or special item relates.

(4)       It be noted that for the year 2016/17 the Oxfordshire County Council and  the Police and Crime Commissioner for Thames Valley have issued precepts to the Council, in accordance with Section 40 of the Local Government Finance Act 1992, for each category of dwellings in the Council’s area as indicated below :-

(5)       The  ...  view the full agenda text for item 75.

Resolved

(1)          That it be noted that at the Executive meeting held on 4 January 2016 the Council calculated the Council Tax Base 2016/17:

a)            for the whole Council area as 50,357.1 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (the “Act”)]; and

b)            For dwellings in those parts of its area to which a Parish Precept relates as in the attached annex to the Minutes (as set out in the Minute Book).

(2)          That the Council Tax requirement for the Council’s own purposes for 2016/17 (excluding Parish Precepts and Special Expenses) be £6,219,102.

(3)          That the following amounts be calculated for the year 2016/17 in accordance with Sections 31 to 36 of the Act:-

a)            £77,831,075 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the Act, taking into account all precepts issued to it by Parish Councils and any additional special expenses.

b)           £67,156,898 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3) of the Act.

£10,674,177 being the amount by which the aggregate at 3(a) above exceeds the aggregate at 3(b) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its Council Tax requirement for the year (Item R in the formula in Section 31B of the Act).

c)            £211.97 being the amount at 3(c) above (Item R), all divided by Item T (6(a) above), calculated by the Council, in accordance with Section 31B of the Act, as the basic amount of its Council Tax for the year (including Parish Precepts and Special Expenses).

d)            £4,455,075 being the aggregate amount of all special items (Parish Precepts and Special Expenses) referred to in Section 34(1) of the Act as per the attached Schedule 2.

e)            £123.50 being the amount at 3(d) above less the result given by dividing the amount at 3(e) above by Item T(1(a) above), calculated by the Council, in accordance with Section 34(2) of the Act, as the basic amount of its Council Tax for the year for dwellings in those parts of its area to which no Parish Precept or special item relates.

(4)       That it be noted that for the year 2016/17 the Oxfordshire County Council and the Police and Crime Commissioner for Thames Valley have issued precepts to the Council, in accordance with Section 40 of the Local Government Finance Act 1992, for each category of dwellings in the Council’s area as indicated below :-

(5)       That the Council, in accordance with Sections 30 and 36 of the Local Government Finance Act 1992, hereby sets the amounts shown in the annex to the Minutes (as set out in the  ...  view the full decision text for item 75.

The Chief Finance Officer and Head of Finance and Procurement submitted a report to detail the Calculations for the amounts of Council Tax for 2015-16 and the setting of Council Tax for 2015-2016.

Councillor Atack introduced and proposed the Council Tax for 2015-16, which was duly seconded by Councillor Wood.

A recorded vote was taken and members voted as follows:

Councillor Ken Atack – For

Councillor Andrew Beere – Abstain

Councillor Maurice Billington – For

Councillor Norman Bolster – For

Councillor Mark Cherry – Abstain

Councillor Colin Clarke - For

Councillor Ian Corkin – For

Councillor Surinder Dhesi – Abstain

Councillor John Donaldson – For

Councillor Carmen Griffiths – For

Councillor Tim Hallchurch MBE – For

Councillor Chris Heath - For

Councillor David Hughes – For

Councillor Shaida Hussain – Abstain

Councillor Tony Ilott – For

Councillor Matt Johnstone - Abstain

Councillor Mike Kerford-Byrnes – For

Councillor James Macnamara – For

Councillor Melanie Magee – For

Councillor Kieron Mallon – For

Councillor Nicholas Mawer – For

Councillor Alistair Milne Home – For

Councillor Nigel Morris – For

Councillor Richard Mould – For

Councillor D M Pickford – For

Councillor James Porter – For

Councillor Lynn Pratt – For

Councillor Neil Prestidge - For

Councillor Nigel Randall – For

Councillor G A Reynolds – For

Councillor Barry Richards - Abstain

Councillor Daniel Sames – For

Councillor Les Sibley – For

Councillor Lawrie Stratford – For

Councillor Rose Stratford – For

Councillor Lynda Thirzie Smart – For

Councillor Douglas Webb – For

Councillor Barry Wood – For

Councillor Sean Woodcock – Abstain

Resolved

(1)          That it be noted that at the Executive meeting held on 4 January 2016 the Council calculated the Council Tax Base 2016/17:

a)            for the whole Council area as 50,357.1 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (the “Act”)]; and

b)            For dwellings in those parts of its area to which a Parish Precept relates as in the attached annex to the Minutes (as set out in the Minute Book).

(2)          That the Council Tax requirement for the Council’s own purposes for 2016/17 (excluding Parish Precepts and Special Expenses) be £6,219,102.

(3)          That the following amounts be calculated for the year 2016/17 in accordance with Sections 31 to 36 of the Act:-

a)            £77,831,075 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the Act, taking into account all precepts issued to it by Parish Councils and any additional special expenses.

b)           £67,156,898 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3) of the Act.

£10,674,177 being the amount by which the aggregate at 3(a) above exceeds the aggregate at 3(b) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its Council Tax requirement for the year (Item R in the formula in Section 31B of the Act).

c)            £211.97 being the amount  ...  view the full minutes text for item 75.

Report of Head of Strategic Planning and the Economy

Purpose of report

To seek formal adoption of the North West Bicester Supplementary Planning Document.

Recommendations

The meeting is recommended:

1.1        To resolve that Cherwell District Council as local planning authority adopt the North West Bicester Supplementary Planning Document (SPD) as SPD and a Local Development Document in accordance with the Town and Country Planning (Local Planning) (England) Regulations 2012.

1.2         To authorise the Head of Strategic Planning and the Economy, prior to the publication of the Supplementary Planning Document, the correction of any minor typographical, spelling or grammatical errors, and the undertaking of any minor presentational improvements, if required prior to the SPD being published by the Council.

Resolved

(1)          That it be resolved that Cherwell District Council, as local planning authority, adopt the North West Bicester Supplementary Planning Document (SPD) as amended (annex to the Minutes as set out in the Minute Book) as SPD and a Local Development Document in accordance with the Town and Country Planning (Local Planning) (England) Regulations 2012.

(2)          That prior to the publication of the Supplementary Planning Document, the Head of Strategic Planning and the Economy be authorised to correct any minor typographical, spelling or grammatical errors, and undertake any minor presentational improvements, if required prior to the SPD being published by the Council.

The Head of Strategic Planning and the Economy submitted a report to seek formal adoption of the North West Bicester Supplementary Planning Document.

In introducing the report, the Leader referred to the following list of amendments that had been published prior to the meeting and tabled for Members.

·         Paragraph 4.265: delete existing text and insert: “The creation of a balanced and mixed community is a fundamental requirement of eco-towns and sustainable development. The development of approaches to Community Governance and the decisions on them will involve the Bicester Town Council.

·         Paragraph 4.268: Add new bullet point: “Governance proposals should be appropriate to the scale and complexity of the development, and should complement existing democratic arrangements for parish and local governance.”

·         Paragraph 4.270: after “Planning applications should be accompanied by long term governance structures” add “that complement the existing democratic arrangements.”

·         Paragraph 6.7 after “to meet future needs” add “and that complement existing democratic arrangements for local governance (See appendix II paragraphs ET22.1 and ET 22.2).”

This requires the addition of ET 22.2 at the Appendix.

·         Under ET 22 Community and Governance add reference ET 22,2 as well as ET 22.1

Councillor Wood proposed the adoption of the North West Bicester Supplementary Planning Document (SPD), subject to the amendments detailed above. Councillor Sames seconded to proposal.

Resolved

(1)          That it be resolved that Cherwell District Council, as local planning authority, adopt the North West Bicester Supplementary Planning Document (SPD) as amended (annex to the Minutes as set out in the Minute Book) as SPD and a Local Development Document in accordance with the Town and Country Planning (Local Planning) (England) Regulations 2012.

(2)          That prior to the publication of the Supplementary Planning Document, the Head of Strategic Planning and the Economy be authorised to correct any minor typographical, spelling or grammatical errors, and undertake any minor presentational improvements, if required prior to the SPD being published by the Council.

Report of Chief Executive

Purpose of report

To appoint an Interim Section 151 Officer to replace Martin Henry who leaves the Council on 31 March 2016. 

Recommendations

The meeting is recommended to:

 1.1        Appoint Paul Sutton as the Council’s Interim Section 151 officer with effect from 1April 2016 and request him to appoint a suitably qualified and experienced Deputy Section 151Officer from the same date.

Resolved

(1)          That Paul Sutton be appointed as the Council’s Interim Section 151 officer with effect from 1April 2016 and he be requested to appoint a suitably qualified and experienced Deputy Section 151Officer from the same date.

The Chief Executive submitted a report to appoint an Interim Section 151 Officer to replace Martin Henry who leaves the Council on 31 March 2016.

Resolved

(1)          That Paul Sutton be appointed as the Council’s Interim Section 151 officer with effect from 1April 2016 and he be requested to appoint a suitably qualified and experienced Deputy Section 151Officer from the same date.

(Paul Sutton left the meeting for the duration of this item)

Resolved

(1)          That the decision of the Executive that, following discussions with Stratford on Avon DC (SDC), no further three way joint working proposals with SDC be developed as SDC have indicated they do not wish to pursue the confederation as their future operating model, be noted.

(2)          That it be noted that the three councils have agreed to continue the operation of the three way transformation team until the secondment period finishes in March 2017 and that it be agreed that the Transformation Team Section 113 agreement (between Cherwell, South Northants and Stratford on Avon) be extended to reflect this (subject to a similar decision being made by SDC).

(3)          That the decision of the Joint Commissioning Committee (16 February 2016) following consideration of a review that the legal and ICT services for  Cherwell District Council and South Northamptonshire Council be provided by two way shared teams once the three way teams are disbanded, be noted. 

(4)          That, in light of resolution (3) above, it be agreed that the section 113 agreement setting out the arrangements by which legal and ICT services are shared with Stratford on Avon DC be terminated and the specified six month notice period be used to the extent that it is necessary to wind down the three way services and that the Head of Law and Governance be delegated to waive this notice period should an early wind down be possible for either service.

The Chief Executive submitted a report which provided an update on progress with regards to the implementation of the business case for the confederation approach to joint working agreed by Council in February 2015. The report included an update on the position with Stratford on Avon District Council who did not take any decisions in 2015 regarding their participation in the proposed confederation. The report also provided an update on the decisions to cease joint working with Stratford on Avon DC with the exception of the externally funded Transformation team.

The report requested Council to bring to an end the Section 113 agreements which enable shared working with Stratford and to extend the Section 113 agreement for the Transformation team.

Resolved

(1)          That the decision of the Executive that, following discussions with Stratford on Avon DC (SDC), no further three way joint working proposals with SDC be developed as SDC have indicated they do not wish to pursue the confederation as their future operating model, be noted.

(2)          That it be noted that the three councils have agreed to continue the operation of the three way transformation team until the secondment period finishes in March 2017 and that it be agreed that the Transformation Team Section 113 agreement (between Cherwell, South Northants and Stratford on Avon) be extended to reflect this (subject to a similar decision being made by SDC).

(3)          That the decision of the Joint Commissioning Committee (16 February 2016) following consideration of a review that the legal and ICT services for  Cherwell District Council and South Northamptonshire Council be provided by two way shared teams once the three way teams are disbanded, be noted. 

(4)          That, in light of resolution (3) above, it be agreed that the section 113 agreement setting out the arrangements by which legal and ICT services are shared with Stratford on Avon DC be terminated and the specified six month notice period be used to the extent that it is necessary to wind down the three way services and that the Head of Law and Governance be delegated to waive this notice period should an early wind down be possible for either service.

The following report contains exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

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

Members are reminded that whilst the following item has been marked as exempt, it is for the meeting to decide whether or not to consider it in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt Report of Head of Environmental Services

Resolved

(1)          As set out in the exempt decisions.

(2)          As set out in the exempt decisions.

(3)          As set out in the exempt decisions.

(4)          As set out in the exempt decisions.

(5)          As set out in the exempt decisions.

(6)          As set out in the exempt decisions.

The Head of Environmental Services submitted an exempt report relating to Bicester Depot.

Resolved

(1)          As set out in the exempt minutes.

(2)          As set out in the exempt minutes.

(3)          As set out in the exempt minutes.

(4)          As set out in the exempt minutes.

(5)          As set out in the exempt minutes.

(6)          As set out in the exempt minutes. 

There were no questions on exempt minutes.