Agenda, decisions and minutes


Venue: Virtual meeting

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

Media

Items
No. Item

12.

Welcome

Additional documents:

Minutes:

The Chairman welcomed councillors, officers and  members of the public and  press to the virtual meeting of Full Council.

 

The Chairman introduced the Vice-Chairman, Councillor Hannah Banfield, and explained that if he had any technical issues and had to drop out of the meeting, Councillor Banfield would take the Chair until he was reconnected.

 

 

13.

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:

14. Capital Programme Virement - Graven Hill.

Councillor Dan Sames, Non Statutory Interest, as a CDC appointed non-Executive Director on Graven Hill Management Company and Graven Hill Development Company.

 

14. Capital Programme Virement - Graven Hill.

Councillor Ian Corkin, Non Statutory Interest, as a CDC appointed non-Executive Director on Graven Hill Management Company and Graven Hill Development Company.

 

 

(The meeting adjourned between 6.45pm and 7.20pm to enable technical issues with the broadcast to be resolved)

 

14.

Communications pdf icon PDF 193 KB

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

 

Additional documents:

Minutes:

Housekeeping

The Chairman reminded Members of the protocol and etiquette for virtual meetings.

 

Chairman’s PA - Liz Matthews and Clare Addison

The Chairman explained that normally at the Annual Meeting in May the outgoing Chairman pays tribute to their PA. As an Annual Meeting had not been held in May and he was continuing as Chairman, he would take this opportunity to thank Liz Matthews and Clare Addison for their support as his PAs  during the past 15 months.

 

The Chairman introduced Clare and Liz to the meeting and explained that he had sent them each a bunch of flowers as a token of his gratitude.

 

Chairman’s Engagements

The Chairman reported that a copy of the events attended by himself or the Vice-Chairman had been included in the agenda pack and explained that due to Covid-19 restrictions and in line with Government guidelines, all other events he had been due to attend were cancelled or postponed, including his own Charity Dinner.

 

The Chairman advised that he hoped to rearrange his Charity Dinner in the future, when restrictions allowed, in order to raise vital funds for my chosen charities:  Katharine House Hospice, ROSY (Respite Care for Oxfordshire’s Sick Youngsters) and ARCh (Assisted Reading for Children).

 

All Member Briefing, Tuesday 21 July

The Chairman reminded Councillors that an All Member Briefing on the Budget Strategy would be taking place via MS Teams at 6.30pm on Tuesday 21 July. All Members were encouraged to attend what would be a very important seminar.

 

 

15.

Petitions and Requests to Address the Meeting pdf icon PDF 37 KB

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@cherwellandsouthnorthants.gov.uk The deadline for petitions and requests to address this meeting is noon on Friday 17 July 2020.

 

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

 

Additional documents:

Minutes:

The Chairman advised the meeting that there were no petitions but there was one request to address the meeting, on agenda item 9 in relation to the Peat-free compost motion. The public speaker would be able to speak for up to 5 minutes and would be called to address the meeting prior to the motion being debated by Council.

 

 

16.

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.

17.

Minutes of Council pdf icon PDF 141 KB

To confirm as a correct record the Minutes of Council held on 20 May 2020.

Additional documents:

Minutes:

The minutes of the meeting held on 20 May 2020 were agreed as a correct record, to be signed by the Chairman in due course.

18.

Minutes pdf icon PDF 2 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 24 February 2020, one key decision has been taken which was not included in the 28 day notice. This related to Discretionary Business Grant Fund Policy.

 

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 at which this was reported on 24 February 2020, one decision had been taken by the Executive which were not included in the 28 day notice, relating to Discretionary Business Grant Fund Policy.

 

b)             Minutes of Committees

 

Resolved

 

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

 

 

19.

Questions pdf icon PDF 262 KB

a)       Written Questions

 

          Three written questions have been submitted with advance notice in accordance with the Constitution. These are attached to the agenda. 

 

Question from: 

Question topic:

Councillor Conrad Copeland

Castle Quay  

Councillor Ian Middleton

Climate Emergency Motion

Councillor Perran Moon

Coronavirus

 

A written response to the questions will be published on the working day before the meeting.

 

The Member who submitted the written question may ask a supplementary question provided it is relevant to the reply and does not introduce any new matter. The Member to whom the question was addressed may reply to such supplementary question or undertake to reply in writing.

 

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 (inclduing on the minutes of Executive)  must notify democracy@cherwellandsouthnorthants.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@cherwellandsouthnorthants.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:

Minutes:

a) Written Questions

 

The Chairman advised Council that three written questions addressed to the Leader of the Council, Councillor Wood, had been submitted with advance notice in accordance with the Constitution and had been published with the agenda. Responses to each question had been published as a supplement to the agenda (and are an annex to the Minutes as set out in the Minute Book).

 

The first question was from Councillor Copeland in relation to Castle Quay. By way of a supplementary question, Councillor Copeland asked the Leader if councillors could see the updated risk assessment. The Leader advised that this had been shared with the Castle Quay Management Group.

 

The second question was from Councillor Middleton in relation to the Climate Emergency Motion. By way of a supplementary question, Councillor Middleton  asked the Leader if there was any progress on establishing a Member Working Group, which had been mentioned when the motion was first passed in July 2019. The Leader advised that he would provide a written response to Councillor Middleton.

 

The third question was from Councillor Moon in relation to Coronavirus. By way of a supplementary question, Councillor Moon referred to the Local Outbreak Plan and the asked the Leader when and through what media the Local Outbreak Plan would be communicated. The Leader advised that he would provide a written response to Councillor Moon.

 

b) Questions to the Leader of the Council

 

Questions were asked and answers received on the following issues:

 

Councillor Wing: CDC markets terms and conditions and signing up to be fur free markets

Councillor Corkin: Cherwell as a prime location for inward investment   

Councillor Reynolds: Council owned leisure facilities (as part of his question, Councillor Reynolds thanked all Cherwell District Council staff and legacy leisure staff for their hard work enabling the sports facilities to reopen)

Councillor Middleton: Change to planning policy consultation procedures for the Community Involvement Paper

Councillor Middleton: Local Plan Member Working Group

 

c) Questions to Committee Chairmen on the Minutes

 

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

 

20.

Motions pdf icon PDF 157 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

Councillor Hannah Banfield

Councillor Dan Sames

Peat-free Compost

Councillor Sean Woodcock

TBC

Brighter Futures Banbury

Councillor Barry Wood

TBC

Black Lives Matter

Councillor Ian Middleton

Councillor John Broad

Government Covid-19 Recovery Plan

Councillor Conrad Copeland

Councillor Katherine Tyson

Motion to Guarantee Democratic Accountability in 2021 

 

Please note that the deadline to submit motions has passed. The deadline for Members to submit amendments to motions is noon on Thursday 16 July 2020. Any amendments submitted will be published as a supplement to the agenda on the afternoon of Friday 17 July 2020. Amendments for motions will be dealt with in the order submitted. 

 

Additional documents:

Decision:

Resolved

 

(1)           That the following motion be adopted:

 

“Peatlands located within the UK and The Republic Of Ireland, play a vital role in absorbing and storing large amounts of carbon dioxide and thus help to mitigate climate change. This council agrees that any supplier of our bedding plants at this time and in the future will from this juncture use no more than 50% peat compost within the cultivation of our plants and that the suppliers of our bedding plants now and in the future must make the commitment to be peat-free as soon as practicable and most definitely by 2030. In making this commitment we will conserve this diminishing natural resource and help to safeguard our peatlands. 

 

This Council agrees that officers will investigate sustainable alternatives in relation to the design and planting of our bedding schemes which will include perennial plants that are cost-effective, insect-friendly, and attractive to pollinators.”

 

(for information: On being put to the vote the proposed amendment to the  motion was lost and subsequently fell)

 

(2)           That the following motion, as amended, be adopted:

 

"This council notes with concern that in the last three years this district recorded the biggest increase in child poverty in the whole of Oxfordshire. 

 

This council agrees that 1 in 8 children living below the poverty line in Cherwell is completely unacceptable. Reducing child poverty is and has been a long term objective for this council. The council notes the great work of ‘Brighter Futures in Banbury’ in addressing child poverty since it was set up in over 10 years ago. The  economic  impact  of  the  COVID-19  pandemic  anticipated  to  be extremely negative, and likely to exacerbate the situation.

 

This council commits to the following in order to continue to tackle child povertywithin the district:

·       Continuing the  'Brighter  Futures'  programme which has  continued to run throughout the pandemic. 

·       Receive annual reports to this council’s committees from the Chairman of Brighter Futures, beginning  Autumn 2020.

·       Build on the work from the Brighter Futures workstream ‘Addressing Childhood Poverty’.

·       Use the Cherwell Industrial Strategy to attract high skilled, well paid jobs to the district as part of a green revolution.

·       Work with stakeholders to take actions that improve educational attainment, reduce exploitation and provide positive activities for young people

·       Support families to reduce inactivity and health inequalities”

 

(3)           That the following motion be adopted:

 

“This Council notes recent national awareness around the Black Lives Matter Movement.


This Council believes that of course all lives matter but knows that the evidence points to BAME communities being particularly vulnerable to deprivation, poorer life chances and racism. This is reflected in, among other indicators, disproportionate deaths from Covid 19.


The Council has a good record with things like help for the Sunshine Centre, the Bretch Hill Centre, the FAST programme and Banbury Brighter Futures, but a good Council always refreshes and updates its work.


To that end the Council resolves to request Officers to consider an engagement exercise with BAME communities and individuals to effectively  ...  view the full decision text for item 20.

Minutes:

The Chairman advised that five motions had been submitted and would be debated in the order submitted. Amendments to four of the motions had been received and published as a supplement to the agenda.

 

a)    Peat Free Compost

 

The Chairman advised Council that Councillor Banfield had withdrawn the motion she had submitted on peat free compost to the 24 February 2020 Council meeting, which had been adjourned to allow for consideration of the budgetary implications of the motion, and submitted a revised motion.

 

The Chairman invited Linda Newbery, a local resident, who had registered to speak on the motion, to address Council.

 

It was proposed by Councillor Banfield and seconded by Councillor Sames that the following motion be adopted:

 

“Peatlands located within the UK and The Republic Of Ireland, play a vital role in absorbing and storing large amounts of carbon dioxide and thus help to mitigate climate change. This council agrees that any supplier of our bedding plants at this time and in the future will from this juncture use no more than 50% peat compost within the cultivation of our plants and that the suppliers of our bedding plants now and in the future must make the commitment to be peat-free as soon as practicable and most definitely by 2030. In making this commitment we will conserve this diminishing natural resource and help to safeguard our peatlands. 

 

This Council agrees that officers will investigate sustainable alternatives in relation to the design and planting of our bedding schemes which will include perennial plants that are cost-effective, insect-friendly, and attractive to pollinators.”

 

Councillor Middleton proposed the following amendments to the motion which were duly seconded by Councillor Cotter:

 

“Peatlands located within the UK and The Republic Of Ireland, play a vital role in absorbing and storing large amounts of carbon dioxide and thus help to mitigate climate change.

 

This council agrees that the current any supplier of our bedding plants at this time and in the futurewill from this juncture use no more than 50% peat compost within  the cultivation of our  plants and  that the suppliers of our  bedding  plants now and  in  the future must make the commitment to  be peat-free as soon  as practicable and most definitely by 2030 by the end of their contract in 2022 they should commit to supply us with peat free plants without significant cost increases. If they are unable or unwilling to do so, officers should investigate alternative procurement options to achieve that goal. The use of peat based products will be banned from all future landscaping and supply contracts.

 

In making this commitment we will conserve this diminishing natural resource and help to safeguard our peatlands.

 

This Council agrees that officers will investigate and adopt sustainable peat free alternatives in relation to the design and planting of our bedding schemes which will include perennial plants that are drought resistant, cost-effective, insect-friendly, and attractive to pollinators.

 

Alternative landscaping practices such as rewilding should also be applied where possible  ...  view the full minutes text for item 20.

21.

Amendments to Proportionality Calculations and Committee Membership and Outside Body Representative pdf icon PDF 429 KB

Report of Chief Executive

 

Purpose of report

 

To note the amendments to the constitution of political groups and amendments to the proportionality calculations and committee membership arising from a change to political Group membership. To appoint a new Cherwell District Council representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

 

Recommendations

            

The meeting is recommended:

 

 1.1         To note the amended constitution of Political Groups.

 

1.2          To note the amended allocation of seats on committees that are subject to the political balance requirements as set out in Table 1.

 

1.3          To note the amended allocation of seats on committees that are not subject to political balance requirements as set out in Table 2.

 

1.4          To note the amendments to committee membership, as advised by the respective Leaders of the Independent Group, Progressive Oxfordshire Group and Conservative Group (to follow).

 

1.5          To appoint a representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

 

Additional documents:

Decision:

Resolved

 

(1)           That the amended constitution of Political Groups be noted.

 

(2)           That the amended allocation of seats on committees that are subject to the political balance requirements be noted.

 

(3)           That the amended allocation of seats on committees that are not subject to political balance requirements be noted.

 

(4)           That the following amendments to committee membership, as advised by the respective Leaders of the Independent Group, Progressive Oxfordshire Group and Conservative Group be noted:

 

Appeals Panel

Remove: Councillor John Broad (was previously appointed as an Independent Group Member)

Add: Councillor John Broad (appointed as Progressive Oxfordshire Group member)

 

Licensing Committee

Add: Councillor Tim Hallchurch (Conservative Member)

(NB. No member is removed as there was previously an Independent Group vacant seat on the Committee)

 

Planning Committee

Remove: Cllr John Broad (was previously named substitute for the Independent Group)

Remove: Councillor Conrad Copeland (as Full Member for the Progressive Oxfordshire Group)

Remove: Cllr Nick Cotter (as named substitute for the Progressive Oxfordshire Group)

Add: Cllr Fraser Webster as named substitute for the Independent Group

Add: Cllr John Broad as Full Member for the Progressive Oxfordshire Group

Add: Cllr Conrad Copeland as names substitute for the Progressive Oxfordshire Group

 

Standards Committee

Remove: Councillor Tim Hallchurch (Conservative Group Member)

Add: Councillor Ian Middleton (Progressive Oxfordshire Group member

 

(5)           That Councillor Kieron Mallon be appointed as the council’s representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

 

 

Minutes:

The Chief Executive submitted a report for Council to note the amendments to the constitution of political groups and amendments to the proportionality calculations and committee membership arising from a change to political Group membership. The report also sought appointment to a new Cherwell District Council representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

 

Resolved

 

(1)           That the amended constitution of Political Groups: 31 Conservative (65%); 9 Labour (19%); 5 Progressive Oxfordshire (10%); 2 Independent (4%) and 1 vacant seat (2%) be noted.

 

(2)           That the amended allocation of seats on committees that are subject to the political balance requirements be noted.

 

(3)           That the amended allocation of seats on committees that are not subject to political balance requirements be noted.

 

(4)           That the following amendments to committee membership, as advised by the respective Leaders of the Independent Group, Progressive Oxfordshire Group and Conservative Group be noted:

 

Appeals Panel

Remove: Councillor John Broad (was previously appointed as an Independent Group Member)

Add: Councillor John Broad (appointed as Progressive Oxfordshire Group member)

 

Licensing Committee

Add: Councillor Tim Hallchurch (Conservative Member)

(NB. No member is removed as there was previously an Independent Group vacant seat on the Committee)

 

Planning Committee

Remove: Cllr John Broad (was previously named substitute for the Independent Group)

Remove: Councillor Conrad Copeland (as Full Member for the Progressive Oxfordshire Group)

Remove: Cllr Nick Cotter (as named substitute for the Progressive Oxfordshire Group)

Add: Cllr Fraser Webster as named substitute for the Independent Group

Add: Cllr John Broad as Full Member for the Progressive Oxfordshire Group

Add: Cllr Conrad Copeland as names substitute for the Progressive Oxfordshire Group

 

Standards Committee

Remove: Councillor Tim Hallchurch (Conservative Group Member)

Add: Councillor Ian Middleton (Progressive Oxfordshire Group member

 

(5)           That Councillor Kieron Mallon be appointed as the council’s representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

 

 

22.

Move-on Plans for Homeless People Accommodated During the Pandemic pdf icon PDF 127 KB

Report of Assistant Director, Housing and Social Care Commissioning

 

Purpose of Report

 

The purpose of the report is to outline our plans for helping people accommodated in hotels during the pandemic to move on to settled or interim accommodation and to recommend to Council that budget provision be made to cover these costs.

 

Recommendations

 

The meeting is recommended to:

 

1.1     Make budget provision of £150,000 in 2020/21 to cover the cost of supporting homeless people to move-on from emergency accommodation post-pandemic, should alternative funding be unavailable.

 

Additional documents:

Decision:

Resolved

 

(1)           That budget provision of £150,000 in 2020/21 be agreed to cover the cost of supporting homeless people to move-on from emergency accommodation post-pandemic, should alternative funding be unavailable.

Minutes:

The Assistant Director, Housing and Social Care Commissioning submitted a report to outline the council’s plans for helping people accommodated in hotels during the pandemic to move on to settled or interim accommodation and to seek agreement that budget provision be made to cover these costs.

 

Resolved

 

(1)           That budget provision of £150,000 in 2020/21 be agreed to cover the cost of supporting homeless people to move-on from emergency accommodation post-pandemic, should alternative funding be unavailable.

23.

Overview and Scrutiny Committee Annual Report 2019/2020 pdf icon PDF 393 KB

** Please note that this report will follow after it has been considered by the Overview and Scrutiny Committee at their meeting of Tuesday 14 July 2020 **

 

Report of Monitoring Officer (Interim)

 

Purpose of report

 

This report presents the Overview and Scrutiny Annual Report for 2019/2020.

 

Recommendations

            

The meeting is recommended:

 

 1.1         To note the contents of the Overview and Scrutiny Annual Report 2019/2020.

 

 

Additional documents:

Decision:

Resolved

 

(1)           That the Overview and Scrutiny Committee Annual Report 2019/2020 be noted.

Minutes:

The Monitoring Officer (Interim) submitted a report which presented the Overview and Scrutiny Annual Report for 2019/2020.

 

Resolved

 

(1)           That the Overview and Scrutiny Committee Annual Report 2019/2020 be noted.

24.

Amendments to the Officer Scheme of Delegation pdf icon PDF 418 KB

** Please note that this report will follow as it is currently being reviewed and finalised to ensure it encapsulates all recent legislation **

 

Report of Corporate Director Commercial Development, Assets and Investment & Monitoring Officer (Interim)  

 

 

Additional documents:

Decision:

Resolved

 

(1)           That the revised scheme of officer delegations as set out in the annex to the Minutes (as set out in the Minute Book) be amended with immediate effect.

 

(2)           That authority be delegated to the Monitoring Officer, in consultation with the Chief Executive, to determine any amendments to the Officer Scheme of Delegations that are necessary to address (i) post titles changing (ii) current service responsibilities being revised (iii) new service responsibilities being introduced and/or (iv) new or existing powers being identified for or demanding allocation by the Monitoring Officer, pending update to Council at the first practicable opportunity.

 

Minutes:

The Monitoring Officer (interim) submitted a report to request specific amendments to the Officer Scheme of Delegation and clarify the extent to which the Monitoring Officer can make changes to the Officer Scheme from time to time pending update to Council.

 

Resolved

 

(1)           That the revised scheme of officer delegations as set out in the annex to the Minutes (as set out in the Minute Book) be amended with immediate effect.

 

(2)           That authority be delegated to the Monitoring Officer, in consultation with the Chief Executive, to determine any amendments to the Officer Scheme of Delegations that are necessary to address (i) post titles changing (ii) current service responsibilities being revised (iii) new service responsibilities being introduced and/or (iv) new or existing powers being identified for or demanding allocation by the Monitoring Officer, pending update to Council at the first practicable opportunity.

 

25.

Capital Programme Virement - Graven Hill pdf icon PDF 125 KB

Report of Director of Finance

 

Purpose of report

 

To approve the virement of capital programme funding to support a Graven Hill development pilot part exchange scheme, recently approved by the Shareholder Committee.

 

Recommendations

 

The meeting is recommended:

 

1.1          To approve the virement of £2m from the existing ceased Bespoke Mortgage Scheme capital programme to finance a loan arrangement with Graven Hill Village Development Limited to support the offering of pilot part exchange scheme.

 

Additional documents:

Decision:

Resolved

 

(1)           That the virement of £2m from the existing ceased Bespoke Mortgage Scheme capital programme to finance a loan arrangement with Graven Hill Village Development Limited to support the offering of pilot part exchange scheme be approved.

Minutes:

The Director of Finance submitted a report to approve the virement of capital programme funding to support a Graven Hill development pilot part exchange scheme, recently approved by the Shareholder Committee.

 

Resolved

 

(1)           That the virement of £2m from the existing ceased Bespoke Mortgage Scheme capital programme to finance a loan arrangement with Graven Hill Village Development Limited to support the offering of pilot part exchange scheme be approved.