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 interests in the following agenda items

6. Commissioning of Advice, Volunteering and Voluntary Car Driving Schemes in Cherwell.

Councillor G A Reynolds, Personal, as a County Councillor.

Councillor John Donaldson, Personal, as a management board member of CCBS and WRVS.

Councillor Ken Atack, Personal, as a board member of Oxfordshire Rural Communities Council and CCBS.

Councillor Michael Gibbard, Personal, as a County Councillor.

Councillor Nicholas Turner, Personal, as a County Councillor.

Councillor Norman Bolster, Personal, as a County Councillor.

8. Local Development Framework (LDF) - Next Steps.

Councillor Barry Wood, Personal, due to persons known to him having a land interest in land outside but in the vicinity of Eco-Bicester.

Councillor G A Reynolds, Personal, as Drayton Parish Clerk.

Councillor Nicholas Turner, Personal, due to interest in Drayton Manor Golf, should this issue arise a prejudicial interest will be declared.

Councillor Nigel Morris, Personal, due to interest in a site within the report.

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

The Chairman confirmed there were no petitions and that he had agreed to Councillors Beere, Cartledge and Clarke to address the meeting.

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

There were no items of urgent business.

To confirm as a correct record the Minutes of the meeting held on 4 April 2011.

The minutes of the meeting held on 4 April 2011 were agreed as a correct record and signed by the Chairman.

Report of Strategic Director Environment and Community

Summary

To consider a review of the first year of the Brighter Futures Programme in Banbury and the proposed emphasis in the second and subsequent years.

Recommendations

The Executive is recommended:

(1)               To note the very good progress made in the first year of the Brighter Futures Programme.

(2)               To support the areas of emphasis and proposed activity in 2011/12.

(3)               To receive further reports as appropriate on progress.

Approved

The  Strategic Director Environment and Community  submitted a report to consider a review of the first year of the Brighter Futures Programme in Banbury and the proposed emphasis in the second and subsequent years.

Councillors Beere and Cartledge addressed the Executive as ward members and officers agreed to provide  further details to them on the issues they raised.

Resolved

(1)               That the very good progress made in the first year of the Brighter Futures Programme be noted.

(2)               That the areas of emphasis and proposed activity in 2011/12 be supported.

(3)               That further reports be received as appropriate on progress.

Reasons

The proposals in this report are about making a difference to those families and individuals in greatest need. They include continued effectiveness of multi-agency working, helping those in greatest need, having a common purpose and understanding, taking a long-term approach, making best use of current and anticipated reducing resources and engaging with local people and communities in Banbury.

Options

Report of Head of Housing Services

Summary

To consider a commissioning exercise to deliver a consistent and equitable approach to the funding of advice, volunteering and volunteer driving services in Cherwell and to consider the implications for a potential countywide Dial-a-Ride service.

Recommendations

The Executive is recommended:

(1)               To cease existing funding arrangements for organisations funded through the Council’s Voluntary Sector (Community Development) Grants Programme and Community Transport Grants Programme as from 31 March 2012.

(2)               To commence a commissioning process to fund strategically relevant Advice, Volunteering and Volunteer Car Driving services across three geographical areas within Cherwell.

(3)               To note ongoing officer discussions with Oxfordshire County Council regarding County Council proposals to develop a countywide Dial-a-Ride Service and how this might serve District residents most in need of this service.

(4)               To receive a further report on the outcome of this exercise as part of the 2012/13 Service and Financial Planning process in the Autumn.

Approved, with the amendment that recommendation1 should read:

To cease signify a likely cessation of existing funding arrangements for organisations funded through the Council’s Voluntary Sector (Community Development) Grants Programme and Community Transport Grants Programme as from 31 March 2012.

The Head of Housing Services submitted a report to consider a commissioning exercise to deliver a consistent and equitable approach to the funding of advice, volunteering and volunteer driving services in Cherwell and to consider the implications for a potential countywide Dial-a-Ride service.

Councillor Cartledge addressed the Executive as a ward councillor and officers agreed to provide further details to him on the issues he raised.

In the course of the debate the Leader of the Council confirmed that he would like the Council to look hard at the relationship between the council and Banbury Community Transport and additionally he would like Overview and Scrutiny to help ensure the engagement of all councillors on this issue.

Resolved

(1)                           To signify a likely cessation of existing funding arrangements for organisations funded through the Council’s Voluntary Sector (Community Development) Grants Programme and Community Transport Grants Programme as from 31 March 2012.

(2)                           To commence a commissioning process to fund strategically relevant Advice, Volunteering and Volunteer Car Driving services across three geographical areas within Cherwell.

(3)                           To note ongoing officer discussions with Oxfordshire County Council regarding County Council proposals to develop a countywide Dial-a-Ride Service and how this might serve District residents most in need of this service.

(4)                           To receive a further report on the outcome of this exercise as part of the 2012/13 Service and Financial Planning process in the Autumn.

Reasons

This proposal marks a shift from grant funding organisations to commissioning strategically relevant services.  We are in a time when it is important that the Council funds services which target those most in need, are delivered on an equitable basis and support the Council to deliver its statutory responsibilities.  This proposal sets out to do this in the context of a national agenda of Localism and Big Society.

Options

** Please note that due to the size of the Planning Obligations Draft Supplementary Planning Document, appendix 1 will be published separately to the main agenda pack. A hard copy is available on deposit in the Members’ room. Hard copies will be circulated to Executive members following confirmation of committee membership at Annual Council on 19 May 2011 **

Report of Strategic Director, Planning, Housing and Economy

Summary

To report back on the progress of the Planning Obligations Draft Supplementary Planning Document (SPD) and to approve the use of the draft SPD as informal guidance with immediate effect.

Recommendations

The Executive is recommended:

(1)               To approve the use of the draft Supplementary Planning Document as informal guidance with immediate effect.

Approved

The  Strategic Director, Planning, Housing and Economy submitted a report to report back on the progress of the Planning Obligations Draft Supplementary Planning Document (SPD) and to approve the use of the draft SPD as informal guidance with immediate effect.  The Strategic Director, Planning, Housing and Economy drew members attention to the Planning Obligations Draft Supplementary Planning Document, which had published separately

Resolved

(1)               That the use of the draft Supplementary Planning Document (annex 1 to the minutes as set out in the minute book) as informal guidance with immediate effect be approved.

Reasons

There is an urgent need to replace the now outdated current guidance ‘Planning Obligations – Interim Planning Guidance 2007’.  The draft SPD can be used as a practical and up to date basis for development control negotiations whilst the document is finalised and formalised through the LDF process.The draft SPD replaces and supersedes all previous documents relating to planning obligations including the Affordable Housing Code of Practice  Supplementary Planning Guidance (SPG) 2004 (with addendum 2007) and the Residential and Amenity Open Space Provision SPG (2004 and revised adoption procedures 2006)

Options

Report of Head of Planning Policy and Economic Development

Summary

To agree to undertake an informal consultation on locally generated population and household growth projections, a responding development strategy and other revisions to the Draft LDF Core Strategy.  

Recommendations

The Executive is recommended:

(1)               To agree a revised development strategy as set out in Paragraph 1.18 of the report and to include the PPS Eco-Town Standards as a new policy element of the Core Strategy.

(2)               To agree to progress an informal public consultation on a Revised Draft Core Strategy which incorporates locally generated population and household growth projections and a revised development strategy set out in this report and:

(3)               To delegate the preparation of the detailed wording of the Revised Draft Core Strategy and any consultation material to the Head of Planning Policy & Economic Development in consultation with the Portfolio Holder for Planning and Housing. 

Approved, with the additional resolution that the Head of Planning Policy and Economic Development in consultation with the Lead member for Planning be delegated to agree the presentation and apportionment of the housing numbers for Kidlington and rural areas within the ceiling as set out in the report.

The Head of Planning Policy and Economic Development submitted a report o agree to undertake an informal consultation on locally generated population and household growth projections, a responding development strategy and other revisions to the Draft LDF Core Strategy.  

Resolved

(1)               That a revised development strategy as set out below be agreed and to include the PPS Eco-Town Standards as a new policy element of the Core Strategy also be agreed:

“Work be undertaken regarding revisions to Policy RA2 (Distribution of Housing in the Rural Areas) in the Draft Core Strategy.  This option incorporates all of the proposed strategic sites in the Draft Core Strategy: 

Eco-Town NW Bicester 3000 dwellings - during plan period

Canalside Banbury 1200 dwellings

Bankside Phase 2 Banbury 400 dwellings

Bretch Hill Banbury 400 dwellings

This gives a total development programme on identified sites of 5000 dwellings to set against projections which show a potential need of approximately 5600.  The balance (c600) would be met within the rural areas and Kidlington.

Neighbourhood planning initiatives will be encouraged in rural locations.  This, combined with the expectation of acceptable planning application proposals, will deliver sufficient new village housing and ensure that there is some scope for continued rural development. 

No further strategic employment land allocations are proposed other than land included in the Eco-Town proposal.”

(2)               That it be agreed to progress an informal public consultation on a Revised Draft Core Strategy which incorporates locally generated population and household growth projections and a revised development strategy set out in this report and:

(3)               That the preparation of the detailed wording of the Revised Draft Core Strategy and any consultation material to the Head of Planning Policy & Economic Development be delegated in consultation with the Portfolio Holder for Planning and Housing. 

(4)               That the Head of Planning Policy and Economic Development in consultation with the Lead member for Planning be delegated to agree the presentation and apportionment of the housing numbers for Kidlington and rural areas within the ceiling as set out in the report.

Reasons

The preparation of the Local Development Framework is a statutory requirement.  However, the Government has proposed that changes to the statutory procedures for the preparation of Local Development Frameworks will be introduced in April 2012.  These changes are expected to include greater responsibility for local planning authorities in assessing their local housing needs.

Options

Report of Head of Environmental Services

Summary

This report considers the progress of the Use of Natural Resources Delivery Group and the overall progress of the Council in responding to climate change and energy efficiency within its own operations.

Recommendations

The Executive is recommended:

(1)               To note the achievements of the Use of Natural Resources project.

(2)               To support Cherwell’s Carbon Management Plan (Appendix 1) reducing 22% of the Council’s carbon emissions by 2014/15 through improving the energy efficiency of its own operations.

(3)               To approve the Energy Policy (Appendix 2) which sets out the how the Council will use energy efficiently.

Approved

The Head of Environmental Services submitted a report that considered the progress of the Use of Natural Resources Delivery Group and the overall progress of the Council in responding to climate change and energy efficiency within its own operations.

Resolved

(1)               That the achievements of the Use of Natural Resources project be noted.

(2)               That Cherwell’s Carbon Management Plan (annex 2 to the minutes as set out in the minute book) reducing 22% of the Council’s carbon emissions by 2014/15 through improving the energy efficiency of its own operations be supported.

(3)               To approve the Energy Policy (annex 3 to the minutes as set out in the minute book) which sets out the how the Council will use energy efficiently.

Reasons

A co-ordinated cross-service approach has been employed to take action and to drive forward and support Cherwell’s Carbon Management Plan reducing 22% of its carbon emissions by 2014/15.   The strategic themes of the Carbon Management Plan will derive largely from the Use of Natural Resource Delivery Group and its work streams. A new Energy Policy will help further the success of carbon reduction work as part of the Carbon Management Plan.

Options

Report of Strategic Director Environment and Community

Summary

To provide an update on the development of the Bicester Multi-SportsVillage project, to award the contract for the construction of Phase 1 (construction of grass pitches and landscaping) and to consider the revenue implications of the project when it becomes operational in 2014.

Recommendations

The Executive is recommended:

(1)               To award a contract for the construction of Phase 1 of the Sports Village, subject to planning consent for the outstanding reserved matters, to Agripower Ltd.

(2)               To request Bicester Town Council to consider funding for the revenue implications from 2014/15.

(3)               To progress with the design of Phase 2 and investigate funding opportunities to deliver the full scheme.

Approved

The Strategic Director Environment and Community submitted a report o provide an update on the development of the Bicester Multi-Sports Village project, to award the contract for the construction of Phase 1 (construction of grass pitches and landscaping) and to consider the revenue implications of the project when it becomes operational in 2014.

In the course of consideration the Executive noted the exempt annex to the report.

Resolved

(1)               That a contract for the construction of Phase 1 of the Sports Village, subject to planning consent for the outstanding reserved matters, be awarded to Agripower Ltd.

(2)               That Bicester Town Council be requested to consider funding for the revenue implications from 2014/15.

(3)               That the design of Phase 2 be progressed and funding opportunities investigated to deliver the full scheme.

Reasons

The Sports Village development is soon to begin the construction phase and a realistic timetable to deliver the project has been established. The project is being progressed in three phases, Phases 1 and 2 would ensure that planning obligations are met with Phase 1 commencing this summer. Phase 3 will only be progressed if the relevant funding can be secured.

Options

Report of Head of Finance

Summary

To seek endorsement from the Executive, following a review by the Head of Finance – in association with the Portfolio Holder for Resources – of the Councils revenue reserves, to determine whether they are set an appropriate level with regard to purpose, anticipated timing of need, degree of risk and level of potential expenditure.

Recommendations

The Executive is recommended:

(1)               To consider and endorse the contents of this report.

(2)               To approve the transfers between earmarked reserves and the creation of 1 new reserve detailed in Appendix 1.

(3)               To approve that authority is delegated to the Head of Finance, in consultation with the Portfolio Holder for Resources, to transfer sufficient funds from earmarked reserves to general fund balances as part of the closedown processes for 2010-11 to avoid general fund balances falling below the minimum amount stated in the medium term financial strategy.

Approved

The Head of Finance submitted a report to seek endorsement from the Executive, following a review by the Head of Finance – in association with the Portfolio Holder for Resources – of the Councils revenue reserves, to determine whether they are set an appropriate level with regard to purpose, anticipated timing of need, degree of risk and level of potential expenditure.

Resolved

(1)               That the contents of the report be noted and endorsed.

(2)               That the transfers between earmarked reserves and the creation of 1 new reserve detailed in annex 4 to the minutes (as set out in the minute book) be approved.

(3)               That the Head of Finance, in consultation with the Portfolio Holder for Resources, be delegated to transfer sufficient funds from earmarked reserves to general fund balances as part of the closedown processes for 2010-11 to avoid general fund balances falling below the minimum amount stated in the medium term financial strategy.

Reasons

Cherwell District Council is required to maintain adequate financial reserves to meet the needs of the organisation. The purpose of the reserves policy is to set out how the Council will determine and review the level of general fund reserves. The Council’s general fund is where all the revenue income and expenditure of the Council is accounted for. It does not include specific funds such as the collection fund or the housing revenue account. Sections 32 and 43 of the Local Government Finance Act 1992 require local authorities to have regard to the level of reserves needed for meeting estimated future expenditure when calculating the budget requirement.

Options

The following reports 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 items have 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 form the meeting for the following items 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.”

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.

Report of Head of Housing Services

Summary

The purpose of this report is to update the Executive on work on community led and self build housing development opportunities following the approach agreed in a report to January Executive on “Housing in Cherwell and the Current Economic Climate”. 

Recommendations approved as set out in the exempt report.

The Head of Housing Services submitted a report to update the Executive on work on community led and self build housing development opportunities following the approach agreed in a report to January Executive on “Housing in Cherwell and the Current Economic Climate”. 

Resolved

That the resolutions as set out in the exempt minute be approved.