Agenda, decisions and minutes


Venue: Bodicote House, Bodicote, Banbury, OX15 4AA

Contact: Natasha Clark, Democratic and Elections  Email: natasha.clark@cherwellandsouthnorthants.gov.uk, 01295 221589

Media

Items
No. Item

19.

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:

Minutes:

9. Motions.

Councillor G A Reynolds, Declaration, as he had an Uncle who would fall into the category were there to be a major development in Shutford.

 

14. Build! Programme - Capital Budget.

Councillor John Donaldson, Declaration, as a non-Executive Director of Cherwell Community Build and would leave the meeting for the duration of the item.

 

Ian Davies, Declaration, as a non-Executive Director of Cherwell Community Build and would leave the meeting for the duration of the item.

 

18. Build! Programme - Capital Budget - Exempt Appendix.

Councillor John Donaldson, Declaration, as a non-Executive Director of Cherwell Community Build and would leave the meeting for the duration of the item.

 

Ian Davies, Declaration, as a non-Executive Director of Cherwell Community Build and would leave the meeting for the duration of the item.

 

20.

Communications pdf icon PDF 260 KB

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

 

Additional documents:

Minutes:

The Chairman made the following announcements:

 

Chairman’s Engagements

A copy of the events he or the Vice-Chairman had attended was included in the agenda pack. The Chairman referred to the Royal Garden Party he had attended at Buckingham Palace, which had been particularly enjoyable.

 

Post

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

 

21.

Petitions and Requests to Address the Meeting

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

Additional documents:

Minutes:

There were no petitions or requests to address the meeting.

 

22.

Urgent Business

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

 

Additional documents:

Minutes:

There were no items of urgent business.

23.

Minutes of Council pdf icon PDF 381 KB

To confirm as a correct record the Minutes of Council held on 16 May 2017.

Additional documents:

Minutes:

The minutes of the meeting held on 16 May 2017 were agreed as a correct record and signed by the Chairman.

24.

Minutes pdf icon PDF 3 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 3 decisions have been taken by the Executive which were not included in the 28 day notice. These decisions related to Strategic Property Acquisition in Banbury; Stratfield Brake Sports Ground, Kidlington; and, New Homes Bonus: Construction Apprenticeships and Skills.

 

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:

Minutes:

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, 3 decisions had been taken by the Executive which were not included in the 28 day notice. These decisions related to Strategic Property Acquisition in Banbury; Stratfield Brake Sports Ground, Kidlington; and, New Homes Bonus: Construction Apprenticeships and Skills.

 

b)           Minutes of Committees

 

Resolved

 

That the minutes of Committees as set out in the Minute Book be received.

 

 

25.

Questions pdf icon PDF 134 KB

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.

 

            Question From:       Councillor Andrew Beere

 

Question To:           Lead Member for Planning, Councillor Colin Clarke

 

Topic:                        Planning Applications and Appeals

 

Question

Please could you supply the following information based on figures since 2016, when the Whole Council was elected with 3 member wards.

 

1.    The number of household applications by ward across the District.

 

And for the District as a whole

 

2.    The number of Major residential [10 plus units] and commercial / industrial / infrastructure applications

 

3.    The number of Major and Minor applications that have been deferred once placed on the published agenda

 

And associated with Planning aspects

 

4.    The cost of Legal representation, including counsel advice / representation in that period related to Appeals and Inquiries.

 

 

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).

Additional documents:

Minutes:

a) Written Questions

 

The Chairman advised Council that one written question had been submitted with advance notice in accordance with the Constitution. The question was from Councillor Beere and addressed to the Lead Member for Planning, Councillor Clarke, and was in relation to planning applications and appeals. A written answer had been tabled at the meeting (annex to the Minutes as set out in the Minute Book).

 

 

b) Questions to the Leader of the Council

 

Questions were asked and answers received on the following issues:

 

Payment of council tax / NNDR by properties running as AirBnB and regulation lettings: Councillor Mawer

Fire safety in Cherwell District Council owned buildings: Councillor Woodcock

Voter registration: Councillor Dhesi

Local Green Space designation of Bicester Rugby Playing fields as part of the Local Plan Part 2: Councillor Sames

Security of Cherwell District Council owned buildings: Councillor Cherry

Government pay cap on public sector pay: Councillor Richards

Student debt: Councillor Mallon

Housing of Syrian refugees: Councillor Gaul

                       

 

c) Questions to Committee Chairmen on the minutes

 

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

 

26.

Motions

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

 

Naming of Roads and Streets

To mark the centenary of the end of WW1, this council recognises those who made the ultimate sacrifice during the Great War of 1914-1918 from North Oxfordshire and wishes to honour those who gave their lives and commemorate the local families they left behind. 

 

To this end, we as the principle planning authority,  let it be known that if Towns and Villages within the Cherwell District wish to honour those who died and are recorded on the local War Memorials by naming roads and streets in new developments after the fallen from within the parish we will look favourably on the request.

 

Cherwell will work with those Towns and Parishes to research and where possible accommodate such a request in any new developments that the towns and villages may have within the parish boundaries in the coming years.

 

Proposer: Councillor Mallon

 

 

Additional documents:

Decision:

Resolved

 

That the following motion be adopted:

 

Naming of Roads and Streets

To mark the centenary of the end of WW1, this council recognises those who made the ultimate sacrifice during the Great War of 1914-1918 and conflicts since then from North Oxfordshire and wishes to honour those who gave their lives and commemorate the local families they left behind. 

 

To this end, we as the principle planning authority,  let it be known that if Towns and Villages within the Cherwell District wish to honour those who died and are recorded or are on the local War Memorials by naming roads and streets in new developments after the fallen from within the parish we will look favourably on the request.

 

Cherwell will work with those Towns and Parishes to research and where possible accommodate such a request in any new developments that the towns and villages may have within the parish boundaries in the coming years.

 

Minutes:

a) Naming of Roads and Streets

 

In presenting his motion, Councillor Mallon referred to the tabled version which contained a minor amendment to the motion included on the published agenda. It was moved by Councillor Mallon, and seconded by Councillor Woodcock that the following motion be adopted:

 

“To mark the centenary of the end of WW1, this council recognises those who made the ultimate sacrifice during the Great War of 1914-1918 and conflicts since then from North Oxfordshire and wishes to honour those who gave their lives and commemorate the local families they left behind.

 

To this end, we as the principle planning authority, let it be known that if Towns and Villages within the Cherwell District wish to honour those who died and are recorded or are on the local War Memorials by naming roads and streets in new developments after the fallen from within the parish we will look favourably on the request.

 

Cherwell will work with those Towns and Parishes to research and where possible accommodate such a request in any new developments that the towns and villages may have within the parish boundaries in the coming years.”

 

The motion was debated and subsequently agreed.

 

Resolved

 

That the following motion be adopted:

 

“To mark the centenary of the end of WW1, this council recognises those who made the ultimate sacrifice during the Great War of 1914-1918 and conflicts since then from North Oxfordshire and wishes to honour those who gave their lives and commemorate the local families they left behind.

 

To this end, we as the principle planning authority, let it be known that if Towns and Villages within the Cherwell District wish to honour those who died and are recorded or are on the local War Memorials by naming roads and streets in new developments after the fallen from within the parish we will look favourably on the request.

 

Cherwell will work with those Towns and Parishes to research and where possible accommodate such a request in any new developments that the towns and villages may have within the parish boundaries in the coming years.”

 

 

27.

Community Governance Review Update pdf icon PDF 225 KB

Report of Assistant Director – Transformational Governance

 

Purpose of report

 

To consider the draft recommendations from the Community Governance Review (CGR) Working group, ahead of the second consultation phase which will start on 31 July 2017.

 

Recommendations

            

The meeting is recommended to approve the following for consultation:

 

 1.1        The separation of the existing Upper Heyford Parish into two, as shown on the map at Appendix 1.

 

1.2      The parishes being named Upper Heyford and Heyford Park.

 

1.3      Upper Heyford Parish retaining six parish councillors, and Heyford Park having seven parish councillors.

 

1.4      The number of Parish Councillors for Fritwell being increased by one, from six to seven.

 

1.5      The number of Parish Councillors for Stratton Audley being increased by two, from five to seven.

 

1.6      The number of Parish Councillors for Tadmarton remaining at seven.

 

1.7      The number of Parish Councillors for Weston-on-the-Green being increased by one, from seven to eight.

 

1.8      The number of Parish Councillors for Yarnton being increased by one, from nine to 10.

 

Additional documents:

Decision:

Resolved

 

(1)          That the separation of the existing Upper Heyford Parish into two, as shown on the map at the annex to the Minutes (as set out in the Minute Book) be approved for consultation.

 

(2)          That, further to resolution (1),  the parishes being named Upper Heyford and Heyford Park be approved for consultation.

 

(3)          That, further to resolutions (1) and (2), Upper Heyford Parish retaining six parish councillors, and Heyford Park having seven parish councillors be approved for consultation

 

(4)          That the number of Parish Councillors for Fritwell being increased by one, from six to seven be approved for consultation.

 

(5)          That the number of Parish Councillors for Stratton Audley being increased by two, from five to seven, be approved for consultation.

 

(6)          That the number of Parish Councillors for Tadmarton remaining at seven be approved for consultation.

 

(7)          That the number of Parish Councillors for Weston-on-the-Green being increased by one, from seven to eight, be approved for consultation.

 

(8)          That the number of Parish Councillors for Yarnton being increased by one, from nine to ten, be approved for consultation.

 

Minutes:

The Assistant Director – Transformational Governance submitted a report to consider the draft recommendations from the Community Governance Review (CGR) Working group, ahead of the second consultation phase which will start on 31 July 2017.

 

Resolved

 

(1)          That the separation of the existing Upper Heyford Parish into two, as shown on the map at the annex to the Minutes (as set out in the Minute Book) be approved for consultation.

 

(2)          That, further to resolution (1),  the parishes being named Upper Heyford and Heyford Park be approved for consultation.

 

(3)          That, further to resolutions (1) and (2), Upper Heyford Parish retaining six parish councillors, and Heyford Park having seven parish councillors be approved for consultation

 

(4)          That the number of Parish Councillors for Fritwell being increased by one, from six to seven be approved for consultation.

 

(5)          That the number of Parish Councillors for Stratton Audley being increased by two, from five to seven, be approved for consultation.

 

(6)          That the number of Parish Councillors for Tadmarton remaining at seven be approved for consultation.

 

(7)          That the number of Parish Councillors for Weston-on-the-Green being increased by one, from seven to eight, be approved for consultation.

 

(8)          That the number of Parish Councillors for Yarnton being increased by one, from nine to ten, be approved for consultation.

 

28.

Approval of Amendments to the Joint Contract Procedure Rules pdf icon PDF 129 KB

Report of Assistant Director Transformational Governance

 

Purpose of report

 

 To seek approval to amendments required to be made to the Joint Contract Procedure Rules in place at Cherwell District Council and South Northamptonshire Council in order to ensure those Rules continue to reflect current law and procurement practice. 

 

Recommendations

            

The meeting is recommended, subject to South Northamptonshire Council resolving in similar terms at its meeting on 19 July 2017,

 

1.1       To agree the changes made to the Joint Contract Procedure Rules at Appendix 1.

 

 

Additional documents:

Decision:

Resolved

 

(1)          That, subject to South Northamptonshire Council resolving in similar terms at its meeting on 19 July 2017, the changes made to the Joint Contract Procedure Rules (annex to the minutes as set out in the Minute Book) be agreed.

 

Minutes:

The Assistant Director Transformational Governance submitted a report to seek approval to amendments required to be made to the Joint Contract Procedure Rules in place at Cherwell District Council and South Northamptonshire Council in order to ensure those Rules continue to reflect current law and procurement practice.

 

Resolved

 

(1)          That, subject to South Northamptonshire Council resolving in similar terms at its meeting on 19 July 2017, the changes made to the Joint Contract Procedure Rules (annex to the minutes as set out in the Minute Book) be agreed.

 

29.

2016/17 Treasury Management Annual Report pdf icon PDF 132 KB

Report of Chief Finance Officer

 

Purpose of report

 

This report presents information on treasury management performance and compliance with treasury management policy during 2016/17 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.

 

Additional documents:

Decision:

Resolved

 

(1)          That the 2016/17 Treasury Management Annual Report, in line with the Treasury Management Strategy, be noted.

Minutes:

The Chief Finance Officer submitted a report which presented information on treasury management performance and compliance with treasury management policy during 2016/17 as required by the Treasury Management Code of Practice.

 

Resolved

 

(1)          That the 2016/17 Treasury Management Annual Report, in line with the Treasury Management Strategy, be noted.

30.

Overview and Scrutiny Annual Report 2016/17 pdf icon PDF 116 KB

Report of Assistant Director – Transformational Governance

 

Purpose of report

 

This report presents the Overview and Scrutiny Annual Report for 2016/17.

 

Recommendations

            

The meeting is recommended:

 

 1.1        To note the contents of the Overview and Scrutiny Annual Report 2016/17.

 

Additional documents:

Decision:

Resolved

 

(1)          That the contents of the Overview and Scrutiny Annual Report 2016/17 be noted.

Minutes:

The Assistant Director – Transformational Governance submitted a report which presented the Overview and Scrutiny Annual Report for 2016/17.

 

Resolved

 

(1)          That the contents of the Overview and Scrutiny Annual Report 2016/17 be noted.

31.

Build! Programme - Capital Budget pdf icon PDF 120 KB

Report of Chief Finance Officer

 

Purpose of report

 

To approve the capital budget of £200,000 for pre-development costs for Phase 1(b) of the Build! project as recommended by Executive.

 

Recommendations.

 

The meeting is recommended:

 

1.1         That in accordance with the agreed recommendations of the Executive, the capital budget of £200,000 for pre-development costs for Phase 1(b) of the Build Programme be approved.

 

Additional documents:

Decision:

Resolved

 

(1)          That, in accordance with the agreed recommendations of the Executive, the capital budget of £200,000 for pre-development costs for Phase 1(b) of the Build Programme be approved.

Minutes:

The Chief Finance Officer submitted a report to approve the capital budget of £200,000 for pre-development costs for Phase 1(b) of the Build! project as recommended by Executive.

 

Resolved

 

(1)          That, in accordance with the agreed recommendations of the Executive, the capital budget of £200,000 for pre-development costs for Phase 1(b) of the Build Programme be approved.

32.

Woodpiece Road Parking Project - Capital Budget pdf icon PDF 209 KB

Report of Director of Operational Delivery

 

Purpose of report

 

To consider a capital budget of £40,000 for Phase 1 of the Woodpiece Road parking project as recommended by the Executive.

 

Recommendations

 

The meeting is recommended:

 

1.1       To approve the creation of a capital budget of £40,000 necessary to carry out the Phase 1 works with delegated authority given to the Chief Finance Officer to approve the final cost.

 

Additional documents:

Decision:

Resolved

 

(1)          That  the creation of a capital budget of £40,000 necessary to carry out the Phase 1 works be approved with delegated authority given to the Chief Finance Officer to approve the final cost.

Minutes:

The Director of Operational Delivery submitted a report to consider a capital budget of £40,000 for Phase 1 of the Woodpiece Road parking project as recommended by the Executive.

 

Resolved

 

(1)          That  the creation of a capital budget of £40,000 necessary to carry out the Phase 1 works be approved with delegated authority given to the Chief Finance Officer to approve the final cost.

33.

Yvonne Rees, Chief Executive

Additional documents:

Minutes:

On behalf of Council, the Chairman welcomed Yvonne Rees, the new Joint Chief Executive for Cherwell District Council and South Northamptonshire Council.

 

The Chief Executive thanked Members for the welcome she had received and commented that she was excited by her new role and she looked forward to working with Members and officers to address the future challenges and opportunities at both Cherwell District Council and South Northamptonshire Council.

 

34.

Exclusion of the Press and Public

The following items contain exempt information as defined in the following paragraph 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 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.”

 

 

Additional documents:

Minutes:

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.

35.

Questions on Exempt Minutes

Members of Council willask questions on exempt minutes, if any.

Additional documents:

Minutes:

There were no questions on exempt minutes.

36.

Build! Programme - Capital Budget - Exempt Appendix

Decision:

Resolved

 

(1)          That the exempt appendix be noted.

Minutes:

Resolved

 

(1)          That the exempt appendix be noted.

37.

Woodpiece Road Parking Project - Capital Budget - Exempt Appendix

Decision:

Resolved

 

(1)          That the exempt appendix be noted.

 

Minutes:

Resolved

 

(1)          That the exempt appendix be noted.

 

38.

Strategic Property Acquisition Update

Exempt report of Chief Finance Officer

Decision:

Resolved

 

(1)          As set out in the exempt decisions.

 

(2)          That the reasonable assumptions within the development appraisals completed both in-house and by Gerald Eve be accepted.

 

Minutes:

The Chief Finance Officer submitted an exempt report which provided an update on a strategic property acquisition.

 

Resolved

 

(1)          As set out in the exempt minutes.

 

(2)          That the reasonable assumptions within the development appraisals completed both in-house and by Gerald Eve be accepted.