Agenda and decisions


Council - Monday 22 February 2021 6.30 pm

Venue: Virtual meeting

Contact: Natasha Clark, Democratic and Elections  Email: democracy@cherwell-dc.gov.uk, 01295 221589

Media

Items
No. Item

2.

Declarations of Interest

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.

Additional documents:

3.

Communications

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

 

Additional documents:

4.

Petitions and Requests to Address the Meeting

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

 

Addresses may be presented by:

·         A Local Government elector for the area,

·         A person who is wholly or mainly resident in the area,

·         A Council Taxpayer or National Non-Domestic Ratepayer for the area

 

Addresses must be on an item on the Agenda before the meeting and not exceed 5 minutes. No person may address more than one meeting on any particular issue.

 

Requests to address the meeting (including the reason for the address) should be submitted to democracy@cherwell-dc.gov.uk The deadline for petitions and requests to address this meeting is noon on Friday 19 February 2021.

 

Full details of public participation at meetings is available in the Constitution.

 

Additional documents:

5.

Urgent Business

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

 

Additional documents:

6.

Minutes of Council pdf icon PDF 296 KB

To confirm as a correct record the Minutes of Council held on 14 December 2020.

Additional documents:

7.

Minutes pdf icon PDF 1 MB

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 of Council held on 14 December 2020 no key decisions have been taken by the Executive which were not included in the 28 day notice.

 

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.

Additional documents:

8.

Questions

a)         Written Questions

 

            No written questions have been received.

 

 

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.

 

** In line with the virtual meeting procedure rules, any Member wishing to ask a question of the Leader (including on the minutes of Executive)  must notify democracy@cherwell-dc.gov.uk by noon on the day of the meeting. It is not required for the topic to be notified. No questions without notice will be permitted **

 

 

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).

 

** In line with the virtual meeting procedure rules, any Member wishing to ask a question of a Chairman of a Committee on any matter arising from the minutes of their committee must notify democracy@cherwell-dc.gov.uk by noon on the day of the meeting. It is not required for the topic to be notified. No questions without notice will be permitted **

 

Additional documents:

9.

Members' Allowances 2021/2022 pdf icon PDF 384 KB

** Please note that this report and appendix (the report of the Independent Remuneration Panel) will follow as it is currently being reviewed and finalised **

 

Report of Director Law and Governance

 

Purpose of report

 

To determine the levels of the allowances to be paid to Members for the forthcoming 2021/2022 financial year following the submission of the report of the Council’s Independent Remuneration Panel (IRP).

Recommendations

            

Council is recommended to:

 

 1.1        Consider the levels of allowances to be included in the 2021/2022 Members’ Allowances Scheme, and whether the Panel’s recommendations should be adopted or modified in any way

 

1.2         Authorise the Director Law and Governance to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of Council for implementation with effect from 1 April 2021.

 

1.3         Authorise the Director Law and Governance to take all necessary action to revoke the current (2020/2021) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Member’s Allowances) (England) Regulations 2003 (as amended).

 

1.4         Thank the Independent Remuneration Panel for its report and set a fee of £300 for each Panel Member for the work carried out on this review for 2021/2022 and propose the same level of fee for any reviews carried out in 2021/2022 capped at a maximum of £1200, which can be funded from existing budgets.

 

Additional documents:

Decision:

Resolved

 

(1)          That, having given due consideration to the levels of allowances to be included in the 2021/2022 Members’ Allowances Scheme, the Independent Remuneration Panel’s recommendations, as set out below, be adopted:

 

·         The Basic Allowance be frozen at the current level of £4512

 

·         All Special Responsibility Allowances (SRA’s) be frozen and remain at the current level:

o   Leader of the Council*: £7680

o   Deputy Leader of the Council*: £2652

o   Executive Members holding a portfolio: £6708

o   Leader of the Opposition: £3096

o   Chairman of the Accounts, Audit & Risk Committee: £3732

o   Chairman of the Budget Planning Committee: £3732

o   Chairman of the Overview & Scrutiny Committee: £3732

o   Chairman of Planning Committee: £4464

o   Chairman of Appeals Panel: £264 SRA plus £264 per meeting to a capped limit of £1056

o   Chairman of Licensing Committee: £264 SRA plus £264 per meeting to a capped limit of £1056

o   Chairman of Personnel Committee: £264 SRA plus £264 per meeting to a capped limit of £1056

o   Chairman of Standards Committee: £264 SRA plus £264 per meeting to a capped limit of £1056

*Leader and Deputy Leader receive the respective SRA and the SRA for Executive Members holding a portfolio

 

·         All Co-optee and Independent Persons Allowances be frozen and remain at the current level of £768.

 

·         The Dependant Carers’ allowance be frozen and remain at the current level of £20 per hour and claims capped at 40 hours per month.

 

·         The Childcare allowance be frozen and remain at the current level of £10 per hour and claims capped at 40 hours per month.

 

·         There be no change to Travelling and Subsistence Allowances

o   Bicycles: 20p per mile

o   Motorcycles: 24p per mile

o   Motor vehicles including electric vehicles: 45p per mile

o   Breakfast allowance: £6.02 per meal

o   Lunch allowance: £8.31 per meal

o   Evening meal allowance: £10.29 per meal

 

·         The Democratic Services Team to book overnight accommodation.

 

·         Non-Executive Director allowances to be frozen and remain at the current level of £4464 and expenses paid at the same levels as district councillors and recharged to the relevant company

 

(2)          That the Director Law and Governance be authorised to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of Council for implementation with effect from 1 April 2021.

 

(3)          That the Director Law and Governance be authorised to take all necessary action to revoke the current (2020/2021) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Member’s Allowances) (England) Regulations 2003 (as amended).

 

(4)          That the Independent Remuneration Panel be thanked for its report and  a fee of £300 set for each Panel Member for the work carried out on this review for 2021/2022 and the same level of fee be agreed for any reviews carried out in 2021/2022 capped at a maximum of £1200, which can be funded from existing budgets.

 

10.

Budget Setting for 2021/22 and the Medium-Term Financial Strategy 2025/26 pdf icon PDF 863 KB

Report of the Director of Finance

 

Purpose of report

 

This report is the culmination of the Budget and Business Planning process for 2021/22 to 2025/26 and sets out the Executive’s proposed Business Plan and related revenue budget for 2021/22, medium term financial strategy to 2025/26, capital programme to 2025/26 and all supporting policies, strategies and information.

 

To detail the Calculations for the amounts of Council Tax for 2021/22 and the setting of Council Tax for 2021/22.

 

Recommendations           

 

Council is recommended to:

 

1.1         In relation to the Business Plan:

 

1.1.1              Approve the Business Plan at Appendix 1.

 

1.2         Have regard to the statutory report of the Chief Finance Officer (Section 25 report) at Appendix 2 in approving recommendations 1.3 to 1.5.

 

1.3         In relation to the Revenue Budget and Medium-Term Financial Strategy (MTFS):

 

1.3.1              Approve the net revenue budget for the financial year commencing on 1 April 2021 of £22.374m, including the budget allocations to the Directorates of the Council, as set out in Table 2;

 

1.3.2              Approve the MTFS and Revenue Budget 2021/22, including the Savings Proposals, Pressures and the Revenue Impacts of Capital Schemes included at Appendices 3, 4 and 5 respectively.

 

1.4         In relation to the Capital Programme and related strategies:

 

1.4.1              Approve the Capital Bids and Capital Programme at Appendix 15 and 16 respectively;

 

1.4.2              Approve the Capital and Investment Strategy at Appendix 17;

 

1.4.3              Approve the Treasury Management Strategy, including the Prudential Indicators, Minimum Revenue Provision (MRP) Policy and Affordable Borrowing Limit for 2021/22 at Appendix 18;

 

1.4.4              Approve the Property Investment Strategy at Appendix 19.

 

1.5         In relation to reserves:

 

1.5.1              Approve the reserves policy at Appendix 12;

 

1.5.2              Approve the planned level of reserves for 2021/22 – 2025/26 at Appendix 14;

 

1.5.3              Approve the Chief Finance Officer’s recommended minimum level of General Balances of £5m.

 

1.6         In relation to Council Tax:

 

1.6.1              Approve an increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2021 of £5, resulting in a Band D charge of £138.50 per annum;

 

1.6.2              Note that on 4 January 2021 Executive approved Cherwell District Council’s calculated Council Tax Base for 2021/22:

a)            for the whole Council area as 55,615.9 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended by sections 72 to 79 of the Localism Act 2011 (“the 1992 Act”)]; and

b)            for dwellings in those parts of its area to which a Parish Precept relates as in the attached Appendix 22.

 

1.6.3              That the Council Tax requirement for the Council’s own purposes for 2021/22 (excluding Parish Precepts and Special Expenses) is £7,702,802.

 

1.6.4              That the following amounts be calculated for the year 2021/22 in accordance with Sections 31 to 36 of the 1992 Act:

 

a)            £115,532,120 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the 1992 Act, taking into account all precepts issued to it by Parish Councils and  ...  view the full agenda text for item 10.

Additional documents:

Decision:

Resolved

 

(1)          That the Business Plan (annex to the Minutes as set out in the Minute Book) be approved.

 

(2)          That, having due regard, the statutory report of the Chief Finance Officer (Section 25 report) be noted.

 

(3)          That the net revenue budget for the financial year commencing on 1 April 2021 of £22.374m, including the budget allocations to the Directorates of the Council (annex to the Minutes as set out in the Minute Book) be approved.

 

(4)          That the Medium Term Financial Strategy and Revenue Budget 2021/22, including the Savings Proposals, Pressures and the Revenue Impacts of Capital Schemes (annexes to the Minutes as set out in the Minute Book) be approved

 

(5)          That the Capital Bids and Capital Programme (annexes to the Minutes as set out in the Minute Book) be approved.

 

(6)          That the Capital and Investment Strategy (annex to the Minutes as set out in the Minute Book) be approved.

 

(7)          That the Treasury Management Strategy, including the Prudential Indicators, Minimum Revenue Provision (MRP) Policy and Affordable Borrowing Limit for 2021/22 (annexes to the Minutes as set out in the Minute Book) be approved.

 

(8)          That the Property Investment Strategy (annex to the Minutes as set out in the Minute Book) be approved.

 

(9)          That the Reserves Policy (annex to the Minutes as set out in the Minute Book) be approved.

 

(10)       That the planned level of reserves for 2021/22 – 2025/26 (annex to the Minutes as set out in the Minute Book) be approved.

 

(11)       That the Chief Finance Officer’s recommended minimum level of General Balances of £5m be approved.

 

(12)       That an increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2021 of £5, resulting in a Band D charge of £138.50 per annum be approved.

 

(13)       That it be noted that on 4 January 2021 Executive approved Cherwell District Council’s calculated Council Tax Base for 2021/22:

 

a)            for the whole Council area as 55,615.9 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended by sections 72 to 79 of the Localism Act 2011 (“the 1992 Act”)]; and

 

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

 

(14)       That it be agreed that the Council Tax requirement for the Council’s own purposes for 2021/22 (excluding Parish Precepts and Special Expenses) be £7,702,802.

 

(15)       That the following amounts be calculated for the year 2021/22 in accordance with Sections 31 to 36 of the 1992 Act:

 

a)            £115,532,120 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the 1992 Act, taking into account all precepts issued to it by Parish Councils and any additional special expenses;

 

b)            £102,378,407 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3)  ...  view the full decision text for item 10.

11.

Adjournment of Council Meeting

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.

Additional documents:

12.

Final Recommendations for the Adderbury Community Governance Review pdf icon PDF 373 KB

Report of Chief Executive

 

Purpose of report

 

To report the results of the second consultation stage of the Community Governance Review (CGR) for Adderbury.

 

To consider the final recommendations of the CGR Working Group, that will bring the review to a close. 

 

Recommendations

            

The meeting is recommended:

 

1.1       To note the results of the second consultation stage of the Adderbury Community Governance Review

 

1.2       To approve the final recommendations that no warding of Adderbury Parish Council take place, and that the number of parish councillors for Adderbury Parish Council should remain as 12.

 

Additional documents:

Decision:

Resolved

 

(1)          That the results of the second consultation stage of the Adderbury Community Governance Review be noted.

 

(2)          That the final recommendations that no warding of Adderbury Parish Council take place, and that the number of parish councillors for Adderbury Parish Council should remain as 12 be approved.

 

13.

(Draft) Statement of Licensing Policy pdf icon PDF 365 KB

Report of Assistant Director – Regulatory Services

 

Purpose of report

 

This report introduces a final draft of the revised Statement of Licensing Policy (attached as Appendix 1) following consultation. It explains the reason for the review, provides a summary of the main changes to the current policy, and outlines the consultation process followed.

 

Recommendations

 

The meeting is recommended:

 

1.1       To approve and adopt the revised Statement of Licensing Policy.

 

Additional documents:

Decision:

Resolved

 

(1)          That the revised Statement of Licensing Policy (annex to the Minutes as set out in the Minutes Book) be approved for adoption.

14.

Amendment to Outside Body Representative

Councillor Mallon was appointed the council’s representative to the to the Oxfordshire Joint Health Overview and Scrutiny Committee at the 14 May 2019 Annual Council meeting. As no Annual Meeting was held in May 2020, the appointment continued.

 

Councillor Mallon has advised that, due to other commitments, he is no longer able to act as the council’s representative.

 

Councillor Chapman has on occasion substituted for Councillor Mallon at Oxfordshire Joint Health Overview and Scrutiny Committee meetings and has indicated that he would be willing to be appointed as the council’s permanent representative in place of Councillor Mallon.

 

Recommendation

 

The meeting is recommended:

 

1.1       To appoint Councillor Phil Chapman as the council’s representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.  

Additional documents:

Decision:

Resolved

 

(1)          That Councillor Phil Chapman be appointed as the council’s representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

15.

Motions pdf icon PDF 149 KB

To debate the following motions which have been submitted with advance notice, in accordance with the Constitution (to be debated in the order submitted).

 

Topic

Proposer

Seconder

Paper Lite

Councillor Ian Corkin

TBC

Twenty is Plenty

Councillor Dan Sames

TBC

Horton General Hospital

Councillor Andrew McHugh

Councillor Kieron Mallon

Flooding

Councillor Ian Middleton

Councillor Katherine Tyson

 

Please note that the deadline to submit motions has passed. The deadline for Members to submit amendments to motions is noon on Thursday 18 February 2021. No amendments will be permitted after this deadline.

 

Any amendments submitted will be published as a supplement to the agenda on the afternoon of Friday 19 February 2021. Amendments for motions will be dealt with in the order submitted. 

 

 

Additional documents:

Decision:

Resolved

 

(1)          That the following motion be adopted:

 

“Last year Cherwell District Council consumed 1.4million sheets of paper.  A third of this was sent to elected members in the form of committee papers, reports and general communications.  There is obviously a considerable financial cost associated with this, including the cost of the paper, officer time, printing and distribution. Equally importantly, there is also a very considerable environmental cost that we must address if we are to meet our zero carbon by 2030 commitment. 

 

Over the last 9 months this authority has shown enormous resilience and resourcefulness:  Our dispersed workforce is successfully operating from home, we are developing an agile model of working that will ensure we capture the best practice of operating during the pandemic and, of course, members are now successfully fulfilling their democratic responsibilities remotely, mastering Teams and tech in a way we could have barely imagined at the beginning of the year. 

 

This motion draws on this innovation and asks members to deploy the same resourcefulness to embrace a “paper-lite” culture and calls on this council to:

 

·         Recognise that continuing to have printed media as the default position for this council is unsustainable

·         To resolve that from 7 May 2021 the default position will be “paper-lite” and members will have to opt into hardcopy print and that it will remain an option for those that need it.

·         To ensure that adequate training and support will be provided to all members who require it to make the transition.”

 

(2)          That the following motion be adopted:

 

“This Council notes :


1. The recent endorsement of the "Twenty is Plenty" campaign by Oxfordshire County Council in its role as Highways Authority which means all new residential roads will have a 20 mph speed limit, unless there is compelling evidence for a higher limit.


2. The evidence that introduction of 20mph limits even without formal enforcement results in much safer speed profiles and this is particularly beneficial in the vicinity of schools, community hubs and care facilities.

 

This Council believes that as the Local Planning Authority we should support the County Council as Local Highway Authority in securing 20 MPH speed limits (instead of 30 MPH) in new developments in the interest of securing a more usable and more attractive environment for those not travelling by motor vehicle.

 

The Council further believes that there may be a role for a "best practice guide" produced by OCC and would ask the county council to consider how it might best advise Parish Councils to help them facilitate 20mph limits where there is local demand.”

 

(3)          That the following motion be adopted:

 

“This Council fully recognises the value of the much-loved Horton General Hospital to the residents of Banbury and its surrounding catchment area, which uniquely covers four counties.

 

Local efforts to retain acute services at the Horton have been welcomed by Councils at all tiers in recent months and by community groups and residents alike. This Council’s position has always been  that the  ...  view the full decision text for item 15.