Agenda, decisions and minutes

Members are asked to declare any interest and the nature of that interest that they may have in any of the items under consideration at this meeting.

Members declared interest with regard to the following agenda items:

6. Local Development Framework Core Strategy.

Councillor Barry Wood, Personal, as persons known to him have a land interest in the area of, but outside the ecotown.

Councillor G A Reynolds, Personal, as a County Councillor due to the County Council having a land interest at Gowell's Farm.

Councillor Kieron Mallon, Personal, as a County Councillor due to the County Council having a land interest at Gowell's Farm and as a land tenant of one of the landowners in the original draft Core Strategy but not mentioned in the current draft Core Strategy.

Councillor Michael Gibbard, Personal, as a County Councillor due to the County Council having a land interest at Gowell's Farm.

Councillor Nicholas Turner, Personal, as a County Councillor due to the County Council having a land interest at Gowell's Farm, as a tenant of Trinity College, at Drayton Lodge Farm, that has had land put forward as a reserved site and also being leasee of Drayton Leisure Golf Centre that is adjacent to one of the reserve sites mentioned in the draft Core Strategy

Councillor Nigel Morris, Prejudicial, as having an interest in land very close to the land at Bankside (Policy BAN 3).

Councillor Norman Bolster, Personal, as a County Councillor due to the County Council having a land interest at Gowell's Farm.

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

There were no petitions or requests to address the meeting.

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

There was no urgent business.

To confirm as a correct record the Minutes of the meeting held on 11 January 2010.

The minutes of the meeting held on 11 January 2010 were agreed as a correct record and signed by the Chairman.

Councillor Morris left the meeting for the duration of the following agenda item.

** Appendix 1 to follow **

Report of Head of Planning and Affordable Housing

Summary

To seek approval of the Executive for a Draft Core Strategy and to seek approval for the Council to undertake a period of public consultation on this document

Recommendations

The Executive is recommended to:

(1)               Approve the Draft Core Strategy (appendix 1 to this report) as the Council’s draft proposed development strategy for the district for the period to 2026 and as the basis for public consultation.

(2)               Approve that the Council undertakes a public consultation on this Draft Core Strategy broadly in accordance with the proposals in paragraph 2.25 in the report.

Agreed, with the amendment to recommendation 1 that the Head of Planning and Affordable Housing Policy in consultation with the Portfolio Holder Planning and Housing be delegated to make any minor changes before the public consultation commences

The Head of Planning and Affordable Housing Policy submitted a report which sought approval of the Executive for a Draft Core Strategy and sought approval for the Council to undertake a period of public consultation on this document.       

The Portfolio Holder Planning and Housing reported that he had received a number of responses to the Draft Core Strategy from Councillor Andrew Fulljames; Councillor Mrs Catherine Fulljames; Councillor Devena Rae; Kidlington Parish Council; Hanwell Parish Council; a developer promoting a technological centre in Kidlington; and, Mr Radtke of Bodicote.

The Portfolio Holder Planning and Housing assured the meeting that these responses would be considered with all the responses received during the full public consultation.

Resolved

(1)               That the Draft Core Strategy be approved as the Council’s draft proposed development strategy for the district for the period to 2026 and as the basis for public consultation and that the Head of Planning and Affordable Housing Policy in consultation with the Portfolio Holder Planning and Housing be delegated to make any further changes before the public consultation commence.

(2)               To approve that the Council undertakes a public consultation on this Draft Core Strategy broadly in accordance with the proposals as set out below:

            This public consultation is likely to include the following elements.

·        Production of a summary leaflet on the contents of the Core Strategy

·        Workshops with Parish and Town Councils

·        Extensive publicity through the local media

·        Public Exhibitions

·        Use of the website

·        Offers to attend public meetings hosted by parish and town councils

Reasons – The Draft Core Strategy provides a comprehensive series of strategic policies which will help shape the growth and development of the district over the next 16 years.  It makes some difficult decisions on the locations for new development and provides a basis upon which the Council can consult with local people. 

Options

Councillor Reynolds took the Chair for the duration of the following agenda item.

Report of Head of Housing Services

Summary

For Executive to formally adopt the housing strategy for older people following consultation and to agree the delivery plan.

Recommendations

The Executive is recommended to:

(1)               Formally adopt the Housing Strategy for Older People 2009-2014.

(2)               Endorse the delivery plan for the strategy.

Agreed

The Head of Housing Services submitted a report which sought for Executive to formally adopt the housing strategy for older people following consultation and to agree the delivery plan.

Resolved

(1)               That the Housing Strategy for Older People 2009-2014 be formally adopted.

(2)               That the delivery plan for the Housing Strategy for Older People 2009-2014 be endorsed.

Reasons - This strategy is an essential part of the District’s response to the needs of our older people and seeks to deliver improvements within existing resources. Housing and related services are at the heart of enabling older people to live independent and active lives and helps prevent older people falling into crisis and the need for high cost care. 

Options

Report of Head of Legal and Democratic Services

Summary

To update members on the progress in member development since the approval of the Member Development and Support Strategy in September 2009.

Recommendations

The Executive is recommended to:

(1)               Note the improvements since the Member Development and Support Strategy was agreed in September 2009.

(2)               Request officers to explore options for external accreditation of Cherwell’s Member Development and support arrangements.

Agreed

The Head of Legal and Democratic Services submitted a report which updated members on the progress in member development since the approval of the Member Development and Support Strategy in September 2009.

Resolved

(1)               That the improvements since the Member Development and Support Strategy was agreed in September 2009 be noted.

(2)               That officers be requested to explore options for external accreditation of Cherwell’s Member Development and support arrangements.

Reasons – The Member Development Strategy has had a positive impact on member development and support informed through the member support interviews process and evidenced by the increased member attendance at development events. It is also believed that this has been assisted through the increased focus the organisation has given to member development and support, evidenced by the appointment of a specific Portfolio Holder. It is important that if the Council is to build on these achievements, this increased profile in the organisation should be maintained.

Options

Report of the Chief Executive and Community and Corporate Planning Manager

Summary

This report covers the Council’s performance for the period 1 October to 31 December 2009 as measured through the Performance Management Framework.

Recommendations

The Executive is recommended to:

(1)               Note the many achievements referred to in paragraph 1.3 of the report.

(2)               Request that officers report in the fourth quarter on the items identified in paragraph 1.4 of the report where performance was below target or there are emerging issues.

(3)               Agree the responses identified to issues raised in the last quarterly performance report in paragraph 2.1 of the report or to request additional action or information.

Agreed

The Chief Executive and Community and Corporate Planning Manager submitted a report which covered the Council’s performance for the period 1 October to 31 December 2009 as measured through the Performance Management Framework.

Resolved

(1)               That the many achievements as set out below be noted:

Cherwell: A District of Opportunity

·        In November 2009 Councillor Gibbard and Chairman Diana Edwards joined staff and tenants of Charter Community Housing in planting a tree to mark the opening of twenty affordable flats at Merton Street in Banbury. The council supported the development of these flats by investing gap funding so that Sanctuary Housing Group could make use of homes which a developer was struggling to sell.

·        The council continues to work with partners to hold weekly job clubs. An apprenticeships scheme is being finalised to support opportunities for younger people.

A Cleaner Greener Cherwell

·        Successful roll out of the food waste collection to 17,000 properties before Christmas. 

·        We have launched a resource point for recycling of redundant equipment from local businesses to voluntary organisations.

A Safe and Healthy Cherwell 

·        Successful opening of the new Spiceball Leisure Centre, ahead of schedule. 

·        The first Drinks Banning Order in the country has been obtained in Banbury and the success recognised by the Home office.

·        An ASBO has been granted for a persistent offender in Bicester.

·        The ‘Scores on the Doors’ website (for information about local food hygiene ratings) achieved 3415 hits during December.

An Accessible Value for Money Council

·        As at 31 December 2009 we have secured £924,000 of our £1 million savings target for 2009/10. We are also projecting £693,000 of efficiencies against a target of £600,000.

·        The council has received its Comprehensive Area Assessment (CAA) organisational rating and has scored strong threes across all assessment areas:

o       Managing performance 3 out of 4

o       Use of resources 3 out of 4

o       Managing finances 3 out of 4

o       Governing the business 3 out of 4

o       Managing resources 3 out of 4

The CAA is a tougher test of performance than the CPA (Comprehensive Area Assessment) and whilst we have not achieved our aim of scoring a four there are several areas of excellence and strong performance that have been identified through the assessment. These include our performance in helping local people and businesses respond to the recession, community leadership and the pace of improvement, the way we deal with waste, clean streets, falling crime, affordable housing, homelessness and temporary accommodation performance, access to services, electronic transactions, our website and improved value for money.

(2)               That officers be requested to report in the fourth quarter on the items set out below where performance was below target or there are emerging issues:

Cherwell: A District of Opportunity

·        Processing of major planning applications (NI 157a processing of major planning applications within 13 weeks), performance is off target but improving. The service expects to be within target by the year end. This target has been affected by the reduced number of major applications  ...  view the full minutes text for item 111.

Report of Head of Finance

Summary

This report summarises the Council’s Revenue and Capital performance for the first 9 months of the financial year 09/10 and projections for the full 09/10 period. These are measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 09/10 budget process currently underway.

This report also considers progress against the 2009/10 Procurement Action plan which contributes to our annual efficiency target.

Recommendations

The Executive is recommended to:

(1)               Note the projected revenue & capital position at December 2009.

(2)               Approve the changes in the 2009/10 capital programme as follows:

(3)               Slip £2,734K of project funding into the 2010/11 capital programme (detailed in Appendix 1) and consider this as part of the 2010/11 budget process

(4)               Note the contents and the progress against the procurement action plan (detailed in Appendix 2).

Agreed

The Head of Finance submitted a report which summarised the Council’s Revenue and Capital performance for the first 9 months of the financial year 09/10 and projections for the full 09/10 period. These were measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 09/10 budget process currently underway. The report also considered progress against the 2009/10 Procurement Action plan which contributes to the Council’s annual efficiency target.

Resolved

(1)               That the projected revenue & capital position at December 2009 be noted.

(2)               That the changes in the 2009/10 capital programme as detailed in resolution 3 below be approved.

(3)               That £2,734K of project funding into the 2010/11 capital programme be slipped and that this be considered as part of the 2010/11 budget process

(4)               That the contents and the progress against the procurement action plan be noted.

Reasons - Due to the downturn in the economy, impact of the credit crunch on Council services and the volatility of the financial markets, the Council is keeping a watching brief on any challenges that they may need to face which may result in a redirection of budgets.

Options

** Appendix 3 to follow **

Report of Head of Finance

Summary

The Council is required to produce a balanced budget for 2010/11 as the basis for calculating its level of Council Tax.  It has to base that budget on its plans for service delivery during the year, recognising any changes in service demand that may arise in future years.  The first draft was reported to the December 7 2009 Executive meeting and a second draft to the January 11th 2010 Executive meeting.  The information has now been updated to reflect changes since then and, subject to any further changes Members may wish to include tonight, this final draft will be used to prepare a final budget proposal to be presented to full Council on 22 February 2010.

Recommendations

The Executive is recommended to:

(1)               Approve the changes to the draft budget since 11 January 2010 and consider the draft revenue budget (detailed in Appendix 1) in the context of the Council’s service objectives and strategic priorities.

(2)               Agree the approach to the overall capital programme and 10/11 new scheme bids (detailed in Appendix 2).

(3)               Approve the treasury management strategy for 2010/11 (detailed in Appendix 3).

(4)               Approve the election fees payable for 2010/11 (detailed in Appendix 4)

(5)               Recommend that the draft corporate plan be endorsed (detailed in Appendix 5).

(6)               Note the latest MTFS financial forecast is currently being refreshed and will be part of the budget book.

(7)               Request officers to produce the formal 10/11 budget book on the basis of Appendices 1-5.

(8)               Recommend ,subject to any further changes Members may wish to include tonight, the updated draft budget  and treasury management strategy for adoption by the Council on 22 February 2010 (as a key decision).

Agreed

The Head of Finance submitted a report which provided Executive with the final of three opportunities to shape and refine the interaction between the corporate plan service plans and financial matters before the final budget is presented to Council on 22 February 2010.

The Chief Finance Officer circulated a 2010/11 Budget update relating to Local Authority special grant funding for concessionary travel to Members for consideration.

Resolved

(1)               That the changes to the draft budget since 11th January 2010 be approved and that the draft revenue budget in the context of the Council’s service objectives and strategic priorities be considered.

(2)               That the approach to the overall capital programme and 2010/11 new scheme bids be agreed.

(3)               That the treasury management strategy for 2010/11 be approved.

(4)               That  the election fees payable for 2010/11 be approved.

(5)               That it be recommended that the draft corporate plan be endorsed.

(6)               That it be noted that the latest MTFS financial forecast was currently being refreshed and would be part of the budget book.

(7)               That officers be requested to produce the formal 2010/11 budget book on the basis of Appendices 1-5 as set out in the minute book.

(8)               That the updated draft budget and treasury management strategy be recommended for adoption by the Council on 22 February 2010 (as a key decision).

Reasons – The budget will form the financial expression of the Council’s strategic priorities and service delivery plans for 2010/11; the allocation of resources against agreed service priorities is necessary in order to achieve its strategic points.

Options