Agenda, decisions and draft minutes

There were no declarations of interest.

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

Chair’s Engagements

A copy of the events attended by the Chair or the Vice-Chair was published with the agenda.

The Chair thanked all who attended and supported her recent charity lunch, which had raised funds for her three Chair’s charities, Asylum Welcome, Homeless Oxfordshire, and the Oxfordshire Homeless Movement. If anyone wished to donate, they were requested to contact the Chair’s PA.

Meeting Length

The Chair asked Councillors to be respectful of each other when addressing the meeting and to address the meeting through the Chair. If necessary, the Chair would adjourn the meeting to allow for a comfort break at a suitable point.

Banbury Borough Council Minute Books Update

The Chair updated Members on the question from Councillor Mallon to the Leader regarding about historic Banbury Borough Council minute books at previous Council meetings. Following investigation by the Governance and Elections Manager and Councillor Mallon himself, it was discovered that the Minute Books were already with Banbury Town Council.

Members’ Pigeon Holes

Members were reminded to check their pigeon hole and take any post.

The Chair 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 agenda item and reason for the address) should be submitted to democracy@cherwell-dc.gov.uk  The deadline for requests to address this meeting is noon on Friday 13 March 2026.

The deadline to present a petition to this meeting has passed.

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

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

To confirm as a correct record the Minutes of Council held on 23 February 2026.

The minutes of the meeting held on 23 February 2026 were agreed as a correct record and signed by the Chair.

a)       Minutes of Executive, Portfolio Holder 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 Portfolio Holder Decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting of Council held on 15 December 2025 one key decision has been taken which was not included in the 28 day notice relating to HR System award of contract (exempt).

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, Portfolio Holder Decisions and Executive Decisions made under Special Urgency

Resolved

That the minutes of the meeting of the Executive and Portfolio Holder 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, 15 December 2025, one key and exempt decision had been taken by the Executive which was not included in the 28-day notice, relating to the award of contract for an HR system.

b)           Minutes of Committees

Resolved

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

a)         Written Questions

            No written questions have been submitted with advance notice in accordance with the Constitution. The deadline for written questions has now passed.

b)         Questions to the Leader of the Council

The Chair 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 Chairs on the Minutes

The Chair to invite questions to Chairs 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:

Councillor Sibley: Free parking trial in Bicester

Councillor Pruden: Pioneer Square, Bicester    

Councillor Rogers: Submission to Joint HOSC working group

Councillor Clarke MBE: Letter to Oxfordshire County Council Leader regarding online booking system for waste recycling centres

Councillor Cherry: Oxfordshire County Council tree planting in Banbury

Councillor Mawer: Doorstep glass collection and bring bang glass collection bins

Councillor Reeves: Free parking trial in Banbury

Councillor Wood: Consideration of similar covenant currently in place in Kidlington for all CDC operated car parks when transferred to the new unitary

Councillor Creed: Fly tipping in Banbury at clothing banks where glass bring banks have been removed

c) Questions to Committee Chairs on the Minutes

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

Report of Monitoring Officer

Purpose of report

The Constitution is the document by which, in accordance with the law, the Council exercises all its powers and duties. It is essential that it is reviewed to ensure it remains fit for purpose. This is to update Members with the latest changes agreed following meetings of the Constitution Review Working Group (CRG).

Recommendations

Council resolves:

1.1           To approve the changes to Part 3, Officer Scheme of Delegation (Appendix 1) and the organisation chart (Appendix 2).

1.2           To approve the proposed Access to Information Procedure Rules (Appendix 3).

1.3           To approve the composition of the Planning Committee be amended to 11 members (with 11 named substitutes) effective from the Municipal Year 2026/2027.

1.4           To agree the Key Decision threshold on revenue expenditure/savings be £250,000.

1.5           To approve the renaming of the Accounts, Audit and Risk Committee to the Audit and Governance Committee, with a Standards Hearing Sub-Committee established under its remit; and that, consequently, the existing standalone Standards Committee be removed from the committee structure.

1.6           To delegate authority to the Monitoring Officer to make amendments to the committee terms of reference, including stating the purpose of the committees, and to make any minor amendments to the Constitution as appropriate.

1.7           To delegate authority to the Monitoring Officer to change the frequency of Planning Committee, if required, in consultation with the Chair of the Committee.

Resolved

(1)          That the changes to Part 3, Officer Scheme of Delegation and the organisation chart be approved.

(2)          That the Access to Information Procedure Rules be approved.

(3)          That the composition of the Planning Committee be amended to 11 members (with 11 named substitutes) effective from the Municipal Year 2026/2027.

(4)          That it be agreed that the Key Decision threshold on revenue expenditure/savings be £250,000.

(5)          That the renaming of the Accounts, Audit and Risk Committee to the Audit and Governance Committee, with a Standards Hearing Sub-Committee established under its remit; and that, consequently, the existing standalone Standards Committee be removed from the committee structure, effective from the Municipal Year 2026/2027, be approved.

(6)          That authority be delegated to the Monitoring Officer to make amendments to the committee terms of reference, including stating the purpose of the committees, and to make any minor amendments to the Constitution as appropriate.

(7)          That authority be delegated to the Monitoring Officer to change the frequency of Planning Committee, if required, in consultation with the Chair of the Committee.

The Monitoring Officer submitted a report to update Members with the latest changes agreed following meetings of the Constitution Review Working Group (CRG). The Constitution is the document by which, in accordance with the law, the Council exercises all its powers and duties. It is essential that it is reviewed to ensure it remains fit for purpose.

In introducing the report, the Portfolio Holder for Corporate Services, Councillor Chris Brant, thanked all Members and officers who had been involved in the process with the recommendations to Council reached through collaboration.  

Resolved

(1)          That the changes to Part 3, Officer Scheme of Delegation and the organisation chart be approved.

(2)          That the Access to Information Procedure Rules be approved.

(3)          That the composition of the Planning Committee be amended to 11 members (with 11 named substitutes) effective from the Municipal Year 2026/2027.

(4)          That it be agreed that the Key Decision threshold on revenue expenditure/savings be £250,000.

(5)          That the renaming of the Accounts, Audit and Risk Committee to the Audit and Governance Committee, with a Standards Hearing Sub-Committee established under its remit; and that, consequently, the existing standalone Standards Committee be removed from the committee structure, effective from the Municipal Year 2026/2027, be approved.

(6)          That authority be delegated to the Monitoring Officer to make amendments to the committee terms of reference, including stating the purpose of the committees, and to make any minor amendments to the Constitution as appropriate.

(7)          That authority be delegated to the Monitoring Officer to change the frequency of Planning Committee, if required, in consultation with the Chair of the Committee.

Report of Monitoring Officer

Purpose of report

To consider and agree the Member Development Framework and Programme for the municipal year 2026 – 27.

Recommendations

Council resolves:

1.1         To note the Member Development Framework for 2026 – 27.

1.2         To approve the Member Development Programme for 2026 – 27.

Resolved

(1)          That the Member Development Framework for 2026–27 be noted.

(2)          That the Member Development Programme for 2026–27 be approved.

The Monitoring Officer submitted a report to consider and agree the Member Development Framework and Programme for the municipal year 2026 – 27.

Resolved

(1)          That the Member Development Framework for 2026–27 be noted.

(2)          That the Member Development Programme for 2026–27 be approved.

To note amendment(s), if any, to Committee membership notified to the Monitoring Officer by Group Leaders.

None notified to the Monitoring Officer

The Chair advised that no amendments to Committee membership had been notified to the Monitoring Officer by Group Leaders.

The following item of business contains 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 each of 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 a decision in public, they are recommended to pass the following recommendation:

“That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following item of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act 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, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following item of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt report of Assistant Director Property

Recommendation agreed as set out in the exempt report.

The Assistant Director Property submitted an exempt report to approve the utilisation of Capital Programme funds of £365,000 to undertake landlords works to ensure a fit for purpose watertight roof to mitigate loss of rental incomes and further claims for loss from occupiers at Thorpe Place Industrial Estate, Banbury.

Resolved

(1)          That a £365,000 budget be allocated to undertake roof replacement works at Thorpe Place industrial units, Banbury.

The meeting is recommended to resolve to readmit the press and public to the meeting.

Resolved

That the press and public be readmitted to the meeting.

The following motions have been submitted with advance notice, in accordance with the Constitution (to be considered in the order submitted). Please note that the deadline to submit motions has passed.

In accordance with Procedure Rule 4.18, as the detail of the motions falls within the remit of Executive, there will be no Council debate on these motions. 

In the order submitted, the proposer of the motion will propose their motion, the seconder will confirm, the Leader of the Council will respond. The motions will stand referred to Executive for consideration.

For information, having been proposed, seconded and responded to by the Leader, the motions “Consultation on move to three-weekly bin collections” and “Keep Cherwell Tidy” were referred to Executive. 

The Chair advised that two motions had been submitted. In accordance with Procedure Rule 4.18, as the detail of both submitted motions fell within the remit of Executive, there would be no Council debate on the motions. The proposer of the motion would propose the motion and address Council, the seconder would confirm their seconding, and the Leader, Councillor Hingley, would respond to the motion. The motions would then be referred to Executive for consideration.

Motion One: Consultation on move to three-weekly bin collections

Councillor Reeves proposed and presented the following motion, which was duly seconded by Councillor Rogers. Councillor Hingley, Leader of the Council, responded to the motion.

“This Council considers that its plans to move to three-weekly bin collections from as early as April 2027 have, on balance, been poorly communicated to members of the public. 

Mindful of the need for public support for such a significant change in a vital public service, this Council resolves to undertake a wider public consultation exercise than first envisaged, including but not limited to writing to all Town and Parish clerks with a view to more fully explaining the environment and commercial benefits of the policy to residents.

Given this authority's aspiration to be a "listening Council", it further resolves to listen to, and properly take on board, residents' views surrounding any proposed change to current bin collections."

Motion Two: Keep Cherwell Tidy

Councillor Biegel proposed and presented the following motion, which was duly seconded by Councillor Cherry. Councillor Hingley, Leader of the Council, responded to the motion.

“Cherwell is a district that members are proud to represent and we want the best for our communities.

We recognize and value the significant work already undertaken by Cherwell District Council to investigate, take enforcement action and clear incidents of fly-tipping and littering,

However, we also acknowledge that towns and villages from Banbury to Bicester and Kidlington continue to suffer from litter-strewn verges and streets, public litter bins being filled with household waste and repeated fly-tipping in hotspots.

Litter and fly-tipping harms the environment and wildlife, degrades our shared spaces and imposes costs on our taxpayers to clean up.

While strong enforcement action and prompt clearance is essential, we can further prioritize prevention with a campaign to increase awareness and encourage behaviour change.

This Council therefore resolves to:

1. Strengthen prevention with a Keep Cherwell Tidy district-wide awareness campaign

Including targeted messaging, signage in hotspot areas, and clear communication about enforcement outcomes and working in partnership with parish councils, schools, businesses and community groups to foster civic pride and shared responsibility for maintaining a clean and welcoming district

2. Maintain robust enforcement action against and prompt clearance of fly-tipping

Ensuring accountability for offenders while protecting public spaces and countryside.

3. Consider providing help and support for Keep Cherwell Tidy clean-up days

Work with partners to facilitate Keep Cherwell Tidy community clean up days and provide equipment, promotion and waste collection support where possible.”

The Chair invited Councillor Wood to address the meeting as this was the last Full Council meeting, he would be attending before standing down after 36 years as a district councillor.

Councillor Wood gave a reflective farewell, expressing gratitude to the voters who had elected him in 1983 to represent the Bicester East ward, where he served 12 years and subsequently the electors of the Fringford Ward from 2002 until 2016, and, following boundary changes, the enlarged Fringford and Heyfords ward from 2016. Councillor Wood described his time in local government as enjoyable and rewarding, emphasising he hoped he had made a positive contribution to the lives of those he served.

Councillor Wood paid tribute to Conservative councillor colleagues past and present, acknowledging their support, friendship, and shared commitment to improving local services. Councillor Wood also noted the importance of cross-party relationships and expressed appreciation for the professionalism and leadership of successive Chief Executives, as well as the dedication of council staff in delivering high-quality services. Special thanks were given to the Leader’s PA and Chair’s secretary for the support provided during his over 20 years as Leader.

In closing, Councillor Wood offered personal thanks to his wife, Ibi, for her help and longstanding support and concluded by describing his time in local government as a fulfilling and worthwhile career, and extending well wishes to the community and the Council’s future work.