Agenda, decisions and minutes

There were no declarations of interest.

The Lord Lieutenant of Oxfordshire, Tim Stevenson OBE, will unveil the new portrait of Her Majesty The Queen

The Chairman welcomed the Lord Lieutenant of Oxfordshire, Tim Stevenson OBE to the meeting to unveil the portrait of Her Majesty. The new portrait of the Queen was to celebrate the 90^th birthday of Her Majesty.

The Chairman made the following announcements:

Change to agenda order

The Chairman advised that she would be changing the order of the agenda. The presentation and report, agenda item 11, Oxfordshire Health and Social Care Transformation Programme and Implications for the Horton District General Hospital would be taken after agenda item 9 and before the motions as the presentation would provide useful information for the debate on the motion submitted by Councillor Ilott. 

Chairman’s Engagements

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

Safeguarding Training, Tuesday 26 July, 5.45pm, Council Chamber

The Chairman advised Members that Safeguarding Training would be taking place at 5.45pm on Tuesday 26 July.

The Council had duties and responsibilities for safeguarding children and vulnerable adults under a range of legislation. CDC had an approved joint safeguarding policy with South Northamptonshire Council.

This session would cover the safeguarding responsibilities of district councils and advise how safeguarding issues can and do impact on all communities as well as our responsibilities as elected members with regards to safeguarding.

Code of Conduct Training, Thursday 28 July 2016, 6pm, Council Chamber

The Chairman advised Members that Code of Conduct Training would be taking place at 6pm on Thursday 28 July.

This very important session, particularly for newly elected members, would  be delivered by Simon Goacher, Head of Local Government at Weightmans LLP.

The session would be approximately an hour and a half to two hours in length, and would consist of two parts. The first part was a presentation setting out the legislative requirements, the requirements of the council’s code and the consequences of any failure to comply, as well as covering bias and predetermination. The second part would involve an interactive session considering scenarios and discussion, applying the knowledge from the first half into practice. 

Post

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

To confirm as a correct record the Minutes of Council held on 17 May 2016.

The minutes of the meeting held on 17 July 2016 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 this was reported at (22 February 2016), 4 decisions have been taken by the Executive which were not included in the 28 day notice. These decisions related to Public Space Protection Order and Closure Order, Remuneration of Directors on Council Controlled Companies and the Council's Role as Shareholder, A Review of the Self-Build Programme and Approval of Additional Funding for Coach House Mews and Lincoln Close and Future Projects: Approval of Pipeline Projects, Outline of Potential Future Projects and Recommendations for a Review of Self Build Delivery.

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, and that since the last meeting this was reported at (22 February 2016), 4 decisions had been taken by the Executive which were not included in the 28 day notice. These decisions related to Public Space Protection Order and Closure Order, Remuneration of Directors on Council Controlled Companies and the Council's Role as Shareholder, A Review of the Self-Build Programme and Approval of Additional Funding for Coach House Mews and Lincoln Close and Future Projects: Approval of Pipeline Projects, Outline of Potential Future Projects and Recommendations for a Review of Self Build Delivery.

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:

Council owned and operated car parks and change from ticket machines: Councillor Dhesi

Bolton Road Car Park: Councillor Dhesi

Street Wardens: Councillor Cherry

Support to Victoria Prentis MP in campaign to reinstate train services to London: Councillor Macnamara

Banbury Brighter Futures: Cllr Macnamara

Overpayment to Department for Communities and Local Government: Councillor Woodcock

Appointment of Nicola Blackwood MP as a Minister in the Department of Health: Councillor Hallchurch MBE

c) Questions to Committee Chairmen on the minutes

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

Report of Director of Operational Delivery

Purpose of report

To receive a presentation about the Oxfordshire Health and Transformation Programme, the specific work arising from this related to the Horton District General Hospital and emerging options for alternative service models. 

Recommendations

The meeting is recommended to:

1.1      Note the presentation from the Oxford University Hospitals Foundation Trust.

Resolved

(1)          That the presentation from the Oxford University Hospitals Foundation Trust be noted.

The Director of Operational Delivery submitted a report regarding the Oxfordshire Health and Transformation Programme, the specific work arising from this related to the Horton District General Hospital and emerging options for alternative service models.

In introducing the report, the Lead Member for Public Protection, Councillor Tony Ilott, welcomed Dame Fiona Caldicott, Chairman Oxford University Hospitals NHS Foundation Trust, Andrew Stevens, Director of Planning and Information, Paul Brennan, Director of Clinical Services, Dr James Price and Miss Veronica Miller, a consultant obstetrician, and invited them to give a presentation on the Oxfordshire Health and Transformation Programme.

Following the presentation a number of Members asked questions and answers were duly provided.

The Chairman thanked Dame Fiona Caldicott, Andrew Stevens, Paul Brennan, Dr James Price and Miss Veronica Miller for their presentation and informative answers to Members’ questions.

Resolved

(1)          That the presentation from the Oxford University Hospitals Foundation Trust be noted.

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

Hospital Services in the District

This Council notes emerging proposals for changes to hospital services in the District and resolves to instruct officers to engage with relevant stakeholders and prepare a case that looks to protect consultant led paediatrics and maternity provision at the Horton and the existing services at the Bicester Community Hospital.

Proposer: Councillor Tony Ilott

Open Space, Tree, Grass, Shrub and Verge Maintenance and Safety Matters within the District

The Council notes associated land title issues which complicate matters, when attending to open space, tree, grass, shrub and verge maintenance and safety matters within the District.

Further the Council resolves to explore all statutory remedies to ensure, in liaison with Oxfordshire County Council, Town Councils and other Parishes within the District, that maintenance of these areas is up to the standard residents expect.

Proposer: Councillor Andy Beere

Resolved

That the following motions be adopted:

i.              Hospital Services in the District

This Council notes emerging proposals for changes to hospital services in the District and resolves to instruct officers to engage with relevant stakeholders and prepare a case that looks to protect consultant led paediatrics, maternity and A&E provision at the Horton and the existing services at the Bicester Community Hospital and that an allocation be made from approved reserves of £50k to enable the Council to support and protect Health Services for the district and that expenditure be authorised by Lead Member decision.

ii          Open Space, Tree, Grass, Shrub and Verge Maintenance and Safety

Matters within the District

The Council notes associated land title issues which complicate matters, when attending to open space, tree, grass, shrub and verge maintenance and safety matters within the District.

Further the Council resolves to explore all statutory remedies to ensure, in liaison with Oxfordshire County Council, Town Councils and other Parishes within the District, that maintenance of these areas is up to the standard residents expect.

a) Hospital Services in the District

It was moved by Councillor Tony Ilott, and seconded by Councillor Sean Woodcock, that the following motion be adopted:

This Council notes emerging proposals for changes to hospital services in the District and resolves to instruct officers to engage with relevant stakeholders and prepare a case that looks to protect consultant led paediatrics, maternity provision at the Horton and the existing services at the Bicester Community Hospital and that an allocation be made from approved reserves of £50k to enable the Council to support and protect Health Services for the district and that expenditure be authorised by Lead Member decision.

In seconding the motion, Councillor Woodcock proposed by way of a friendly amendment that “and A&E” be inserted after “…maternity…”, which was agreed by the proposer of the motion.

The motion was debated and subsequently agreed.

Resolved

That the following motion be adopted:

“This Council notes emerging proposals for changes to hospital services in the District and resolves to instruct officers to engage with relevant stakeholders and prepare a case that looks to protect consultant led paediatrics, maternity and A&E provision at the Horton and the existing services at the Bicester Community Hospital and that an allocation be made from approved reserves of £50k to enable the Council to support and protect Health Services for the district and that expenditure be authorised by Lead Member decision.”

b) Open Space, Tree, Grass, Shrub and Verge Maintenance and Safety

Matters within the District

It was moved by Councillor Beere, and seconded by Councillor Richards, that the following motion be adopted:

“The Council notes associated land title issues which complicate matters, when attending to open space, tree, grass, shrub and verge maintenance and safety matters within the District.

Further the Council resolves to explore all statutory remedies to ensure, in liaison with Oxfordshire County Council, Town Councils and other Parishes within the District, that maintenance of these areas is up to the standard residents expect.”

The motion was debated and subsequently agreed.

Resolved

That the following motion be adopted:

“The Council notes associated land title issues which complicate matters, when attending to open space, tree, grass, shrub and verge maintenance and safety matters within the District.

Further the Council resolves to explore all statutory remedies to ensure, in liaison with Oxfordshire County Council, Town Councils and other Parishes within the District, that maintenance of these areas is up to the standard residents expect.”

Report of Head of Strategic Planning and the Economy

Purpose of report

To present the results of public consultation on the draft Statement of Community Involvement (SCI) 2016 and to seek adoption of the completed SCI as Council policy.

Recommendations

The meeting is recommended:

1.1         To adopt the completed Statement of Community Involvement (SCI) 2016 presented at Appendix 1 to this report as Council policy subject to final presentational requirements.

1.2         To note that upon adoption the SCI 2016 will replace the current adopted SCI 2006.

Resolved

(1)          That the completed Statement of Community Involvement (SCI) 2016 (annex to the Minutes as set out in the Minute Book) be adopted as Council policy, subject to final presentational requirements and the following amendment:

·         P41: Section “Processing the Application”, add “stakeholders” after “Dialogue between applicants…”

(2)          That it be noted that upon adoption the SCI 2016 will replace the current adopted SCI 2006.

The Head of Strategic Planning and the Economy submitted a report which presented the results of public consultation on the draft Statement of Community Involvement (SCI) 2016 and to seek adoption of the completed SCI as Council policy.

In introducing the report, the Lead Member for Planning, Councillor Colin Clarke, advised referred Members to the tabled version of the SCI which included tracked changes making it clear where amendments had been made to the proposed policy. The Lead Member for Planning advised Council that he was proposing one additional change to the tabled SCI, P41: Section “Processing the Application”, add “stakeholders” after “Dialogue between applicants…”

Resolved

(1)          That the completed Statement of Community Involvement (SCI) 2016 (annex to the Minutes as set out in the Minute Book) be adopted as Council policy, subject to final presentational requirements and the following amendment:

·         P41: Section “Processing the Application”, add “stakeholders” after “Dialogue between applicants…”

(2)          That it be noted that upon adoption the SCI 2016 will replace the current adopted SCI 2006.

Report of Chief Finance Officer

Purpose of report

This report presents information on treasury management performance and compliance with treasury management policy during 2015/16 as required by the Treasury Management Code of Practice.

Recommendations

The meeting is recommended:

1.1         To note the contents of this report in line with the Treasury Management Strategy.

Resolved

(1)          That, in line with the Treasury Management Strategy, the contents of the report be noted.

The Chief Finance Officer submitted a report which presented information on treasury management performance and compliance with treasury management policy during 2015/16 as required by the Treasury Management Code of Practice.

Resolved

(1)          That, in line with the Treasury Management Strategy, the contents of the report be noted.

Report of Head of Law and Governance

Purpose of report

This report presents the Overview and Scrutiny Annual Report for 2015/16.

Recommendations

The meeting is recommended:

 1.1        To note the contents of the Overview and Scrutiny Annual Report 2015/16.

Resolved

(1)          That the Overview and Scrutiny Committee Annual Report 2015/16 be noted.

The Head of Law and Governance submitted a report which presented the Overview and Scrutiny Annual Report for 2015/16.

Resolved

(1)          That the Overview and Scrutiny Committee Annual Report 2015/16 be noted.

The following reports contain 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 items have been marked as exempt, it is for the meeting to decide whether or not to consider them 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 decisions 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 items 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 items 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.

** Please note this report will follow as it is currently being reviewed and finalised  **

Exempt Report of Director of Operational Delivery

Resolved

(1)          That, following the endorsement and recommendation of the Special Executive meeting of 18 July 2016, a supplementary capital estimate of £891,861 be approved to enable the completion of the SW Bicester Sports Village project.

The Director of Operational Delivery submitted an exempt report to consider additional capital funding to enable the commitment and contract award to phase 2 of the SW Bicester Sports Village Project, the pavilion and car park.

Resolved

(1)          That, following the endorsement and recommendation of the Special Executive meeting of 18 July 2016, a supplementary capital estimate of £891,861 be approved to enable the completion of the SW Bicester Sports Village project.

Exempt Report of Head of Regeneration and Housing

Resolved

(1)          That, following the endorsement and recommendation of the Special Executive meeting of 18 July 2016, an amendment to the approved 2016/2017 Capital Programme to allow the additional sum of £2,609,000 to be spent on the essential pre-development works identified within the report (exempt annex to the Minutes as set out in the Minute Book) be approved.

The Head of Regeneration and Housing submitted an exempt report which sought approval to the necessary funding subject to the recommendation of the Special Executive relating to the finishing works for the 2 schemes at Lincoln Close and Coach House Mews totalling £2,609,000.

Resolved

(1)          That, following the endorsement and recommendation of the Special Executive meeting of 18 July 2016, an amendment to the approved 2016/2017 Capital Programme to allow the additional sum of £2,609,000 to be spent on the essential pre-development works identified within the report (exempt annex to the Minutes as set out in the Minute Book) be approved.

Exempt Report of Head of Regeneration and Housing

Resolved

(1)          That, following the endorsement and recommendation of the Special Executive meeting of 18 July 2017, an amendment to the approved 2016/2017 Capital Programme to allow the additional sum of £200,000 to be spent on the essential pre-development works identified within the exempt report (exempt annex to the Minutes as set out in the Minute Book) be approved.

The Head of Regeneration and Housing submitted an exempt report which sought approval to the necessary funding subject to the recommendation of the Special Executive meeting of essential pre-development activities on the sites identified within the report including the appointment of appropriate architectural design advice and the achieving of planning consents. 

Resolved

(1)          That, following the endorsement and recommendation of the Special Executive meeting of 18 July 2017, an amendment to the approved 2016/2017 Capital Programme to allow the additional sum of £200,000 to be spent on the essential pre-development works identified within the exempt report (exempt annex to the Minutes as set out in the Minute Book) be approved.

Members of Council will ask questions on exempt minutes, if any.

There were no questions on exempt minutes.