Agenda, decisions and minutes

There were no declarations of interest.

There were no petitions or requests to address the meeting.

The Chairman welcomed Councillor Watkins, Leader of the Opposition, Labour Group, Councillor Sibley, Leader of the Independent Group, Councillor Chapman and Councillor Roger to the meeting and invited them to indicate is they wished to speak on any item.

To confirm as a correct record the Minutes of the meeting held on 6 January 2025.

The minutes of the meeting held on 6 January 2025 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

There were no Chairman’s announcements.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To consider and approve the Budget Setting for 2025/26 and MTFS 2029/30 as per the recommendations.

Recommendations

The Executive resolves to:

1.1         Delegate authority to the Section 151 Officer (S151), following consultation with the Leader of the Council and Portfolio Member for Finance, to complete the legal Council Tax calculations once all the information required has been received and submit as appendices to the budget report to Council.

1.2         Delegate authority to the S151, following consultation with the Leader of the Council and Portfolio Holder for Finance, Regeneration and Property to make appropriate changes to the Executive’s proposed budget to Council including policies and plans.

The Executive resolves to recommend to Council as follows:

1.3         Approve the proposed Fees and Charges schedule for 2025/26 (Appendix 7) and statutory notices be placed where required.

1.4         Consider and note the Equality Impact Assessments of the Budget (Appendix 8)

1.5         In relation to the Corporate Plan (Section 4.1) to:

1.5.1    Approve the Corporate Plan set out in Appendix 1.

1.5.2    Note the Internal Perspectives set out in Appendix 2.

1.6         In relation to the Revenue Budget Strategy (Section 4.2) and Medium-Term Financial Strategy (MTFS) (Section 4.5) to approve:

1.6.1    The net revenue budget for the financial year commencing on 1 April 2025, as set out in Table 4.2.1, and further analysed in the Budget Book provided at Appendix 12.

1.6.2    The MTFS and Revenue Budget 2025/26 (Sections 4.5 and 4.2 respectively), including the Savings Proposals and Investments included at Appendices 4 and 5 respectively.

1.7         In relation to Council Tax to approve:

1.7.1    An increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2025 of £5, resulting in a Band D charge of £158.50 per annum.

1.8         In relation to the Capital Programme and related strategies (Section 4.3) to approve:

1.8.1    The Capital Bid(s) and Capital Programme at Appendices 17 and 18 respectively.

1.8.2    The Capital and Investment Strategy 2025/26 (Appendix 19), including the Minimum Revenue Provision (MRP) Policy.

1.8.3    The Treasury Management Strategy, including the Prudential Indicators, and Affordable Borrowing Limit for 2025/26 (Appendix 21).

1.9         In relation to reserves (Section 4.4) to approve:

1.9.1    A minimum level of General Balances of £7.8m as supported by Appendix 15.

1.9.2    The Reserves Policy (Appendix 14).

1.9.3    The medium-term reserves plan described in Appendix 16.

1.10      In relation to the Pay Policy Statement approve:

1.10.1The Pay Policy Statement, as required by the Localism Act 2010, detailed in Appendix 9.

Resolved

(1)          That authority be delegated to the Section 151 Officer (S151), following consultation with the Leader of the Council and Portfolio Member for Finance, Regeneration and Property to complete the legal Council Tax calculations once all the information required has been received and submit as appendices to the budget report to Council.

(2)          That authority be delegated to the S151 Officer, following consultation with the Leader of the Council and Portfolio Holder for Finance, Regeneration and Property to make appropriate changes to the Executive’s proposed budget to Council including policies and plans.

(3)          That Council be recommended to approve the proposed Fees and Charges schedule for 2025/26 (Appendix 7 to the report) and statutory notices be placed where required.

(4)          That Council be recommended to consider and note the Equality Impact Assessments of the Budget (Appendix 8 to the report).

(5)          That Council be recommended to approve the Corporate Plan (Appendix 1 to the report) and to note the Internal Perspectives (Appendix 2 to report).

(6)          That,  in relation to the Revenue Budget Strategy (Section 4.2 of the report) and Medium-Term Financial Strategy (MTFS) (section 4.5 of the report), Council be recommended to approve:

                      i.        The net revenue budget for the financial year commencing on 1 April 2025, as set out in Table 4.2.1 of the report, and further analysed in the Budget Book (Appendix 12 to the report).

                    ii.        The MTFS and Revenue Budget 2025/26 (Sections 4.5 and 4.2 respectively), including the Savings Proposals and Investments included at Appendices 4 and 5 of the report respectively.

(7)          That, in relation to Council Tax, Council be recommended to approve:

                     i.        An increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2025 of £5, resulting in a Band D charge of £158.50 per annum.

                    ii.        That for long term empty properties, from 1 April 2025 an additional council tax premium will be charged of 100 per cent for properties empty for one year or more, replacing the current 100 per cent premium that begins after 2 years of a property being empty.  All other empty property premiums will remain.

(8)          That, in relation to the Capital Programme and related strategies (Section 4.3 of the report), Council be recommended to approve:

                    i.          The Capital Bid(s) and Capital Programme at Appendices 17 and 18 to the report respectively.

                   ii.          The Capital and Investment Strategy 2025/26 (Appendix 19 of the report), including the Minimum Revenue Provision (MRP) Policy.

                 iii.          The Treasury Management Strategy, including the Prudential Indicators, and Affordable Borrowing Limit for 2025/26 (Appendix 21 of the report).

(9)          That, in relation to reserves (section 4.4 of the report), Council be recommended to approve:

                    i.          A minimum level of General Balances of £7.8m as supported by Appendix 15 to the report.

                   ii.          The Reserves Policy (Appendix 14 to the report).

                 iii.          The medium-term reserves plan described in Appendix 16 to the report.

(10)       That Council be recommended to approve The Pay Policy  ...  view the full decision text for item 96.

The Assistant Director Finance (Section 151 Officer) submitted a report for Executive to consider and approve the Budget Setting for 2025/26 and Medium Term Financial Strategy 2029/30 as per the recommendations.

Executive members thanked the Portfolio Holder for Finance, Regeneration and Property, Assistant Director Finance (Section 151 Officer) and the Finance team for their hard work in putting forward the proposed budget.

Resolved

(1)            That authority be delegated to the Section 151 Officer (S151), following consultation with the Leader of the Council and Portfolio Member for Finance, Regeneration and Property to complete the legal Council Tax calculations once all the information required has been received and submit as appendices to the budget report to Council.

(2)            That authority be delegated to the S151 Officer, following consultation with the Leader of the Council and Portfolio Holder for Finance, Regeneration and Property to make appropriate changes to the Executive’s proposed budget to Council including policies and plans.

(3)            That Council be recommended to approve the proposed Fees and Charges schedule for 2025/26 and statutory notices be placed where required.

(4)            That Council be recommended to consider and note the Equality Impact Assessments of the Budget.

(5)            That Council be recommended to approve the Corporate Plan and to note the Internal Perspectives.

(6)            That,  in relation to the Revenue Budget Strategy and Medium-Term Financial Strategy (MTFS), Council be recommended to approve:

                           i.          The net revenue budget for the financial year commencing on 1 April 2025, as set out below, and further analysed in the Budget Book.

Directorate; Net budget 2025/26 £m

Communities: 12.120

Resources: 7.528

Service Sub-total: 19.648

Corporate Costs: 3.926

Policy Contingency: 2.620

Net Cost of Services: 26.194

                          ii.          The MTFS and Revenue Budget 2025/26, including the Savings Proposals and Investments.

(7)            That, in relation to Council Tax, Council be recommended to approve:

                          i.          An increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2025 of £5, resulting in a Band D charge of £158.50 per annum.

                         ii.          That for long term empty properties, from 1 April 2025 an additional council tax premium will be charged of 100 per cent for properties empty for one year or more, replacing the current 100 per cent premium that begins after 2 years of a property being empty.  All other empty property premiums will remain.

(8)            That, in relation to the Capital Programme and related strategies, Council be recommended to approve:

                         i.            The Capital Bid(s) and Capital Programme.

                       ii.            The Capital and Investment Strategy 2025/26, including the Minimum Revenue Provision (MRP) Policy.

                      iii.            The Treasury Management Strategy, including the Prudential Indicators, and Affordable Borrowing Limit for 2025/26.

(9)            That, in relation to reserves, Council be recommended to approve:

                         i.            A minimum level of General Balances of £7.8m.

                       ii.            The Reserves Policy.

                      iii.            The medium-term reserves plan.

(10)        That Council be recommended to approve The Pay Policy Statement, as required by the Localism Act 2010.

Reasons

This report provides information around the various building blocks  ...  view the full minutes text for item 96.

Report of Assistant Director Wellbeing and Housing

Purpose of report

To seek approval for the new Cherwell District Council Housing Strategy 2025-2030.

Recommendations

The Executive resolves:

1.1       To approve the Cherwell District Council Housing Strategy 2025-2030.

Resolved

(1)          That the Cherwell District Council Housing Strategy 2025-2030 be approved.

The Assistant Director Wellbeing and Housing submitted a report to seek approval for the new Cherwell District Council Housing Strategy 2025-2030.

In response to a question from the Leader of the Independent regarding whether any sites in the district had been identified as suitable for keyworker housing, the Portfolio Holder for Housing explained that keyworker housing was important and the Strategy was broad enough to allow for future discussions on this.

Resolved

(1)          That the Cherwell District Council Housing Strategy 2025-2030 be approved.

Reasons

It is important that the Council has up to date policies for its key service areas and it is important that they are legislatively and operationally sound. A periodic review of policies is therefore appropriate.

Alternative options

Option 1: Not bring forward a new Housing Strategy. This is rejected as it is a best practice that the Council produces and reviews its housing strategy.

Report of Assistant Director Planning and Development

Purpose of report

To seek approval for publication the 2024 Annual Monitoring Report (AMR) which includes a housing land supply update (December 2024).

To seek approval of the accompanying updates to the Local Plan’s Infrastructure Delivery Plan and Brownfield Land Register update (December 2024).

Recommendations

The Executive resolves:

1.1           To approve the 2024 Annual Monitoring Report (AMR) presented at Appendix 1 including a Housing Land Supply Statement and a 2023/24 Infrastructure Delivery Plan update for publication.

1.2           To approve the 2023/24 Brownfield Land Register presented at Appendix 2 for publication.

1.3           To instruct the Assistant Director Planning and Development to prepare a Housing Delivery Action Plan in consultation with the Portfolio Holder for Planning and Development Management.

1.4           To authorise the Assistant Director Planning and Development to approve the final presentation of the AMR and Brownfield Land Register and to make any necessary minor administrative amendments and corrections to them prior to formal publication and in consultation with the Portfolio Holder for Planning and Development Management.

Resolved

(1)          That the 2024 Annual Monitoring Report (AMR) (Appendix 1 to the report) including a Housing Land Supply Statement and a 2023/24 Infrastructure Delivery Plan update be approved for publication.

(2)          That the 2023/24 Brownfield Land Register (Appendix 2 to the report) be approved for publication.

(3)          That the Assistant Director Planning and Development be instructed to prepare a Housing Delivery Action Plan in consultation with the Portfolio Holder for Planning and Development Management.

(4)          That the Assistant Director Planning and Development be authorised to approve the final presentation of the AMR and Brownfield Land Register and to make any necessary minor administrative amendments and corrections to them prior to formal publication and in consultation with the Portfolio Holder for Planning and Development Management.

The Assistant Director Planning and Development submitted a report to seek approval for publication the 2024 Annual Monitoring Report (AMR) which included a housing land supply update (December 2024). The report also sought approval of the accompanying updates to the Local Plan’s Infrastructure Delivery Plan and Brownfield Land Register update (December 2024).

In introducing the report, the Portfolio Holder for Planning and Development explained that the most significant conclusions were that Cherwell continued to deliver homes and employment land, albeit fewer homes than in recent years, and affordable housing completions had increased. The Council could not  however, now demonstrate a five-year supply of deliverable housing land and the preparation of an action plan to assist housing delivery was recommended. 

In response to comments from Executive members, the Leader of the Opposition and Councillor Chapman, the Portfolio Holder for Planning and Development explained that the increase in local housing need was due to the Government revising the National Planning Policy Framework (NPPF) and the standard method in December 2024 and confirmed the importance of the Local Plan being submitted to the Planning Inspectorate as soon as possible.

The Housing Delivery Action Plan work would include consideration of developments with planning permission that were not being progressed and infrastructure issues and there would be opportunity for all Members to have input. Additionally, at its 28 January 2025 meeting, the Overview and Scrutiny Committee (OSC) had requested that the Action Plan be submitted to a future OSC meeting.  

Resolved

(1)            That the 2024 Annual Monitoring Report (AMR) including a Housing Land Supply Statement and a 2023/24 Infrastructure Delivery Plan update be approved for publication.

(2)            That the 2023/24 Brownfield Land Register be approved for publication.

(3)            That the Assistant Director Planning and Development be instructed to prepare a Housing Delivery Action Plan in consultation with the Portfolio Holder for Planning and Development Management.

(4)            That the Assistant Director Planning and Development be authorised to approve the final presentation of the AMR and Brownfield Land Register and to make any necessary minor administrative amendments and corrections to them prior to formal publication and in consultation with the Portfolio Holder for Planning and Development Management.

Reasons

The Annual Monitoring Report provides important information to measure the effectiveness of planning policies and to assist policy making and development management decision making. It is the statutory mechanism for monitoring housing delivery.

Its most significant conclusions are that Cherwell continues to deliver homes and employment land, albeit fewer homes than in recent years. Affordable housing completions has increased. The Council cannot however, now demonstrate a five-year supply of deliverable housing land and the preparation of an action plan to assist housing delivery is recommended.  

It is recommended that the AMR and Brownfield Land Register be approved for publication.

Alternative options

Option 1: Deferment to seek significant amendment of the: 2024 Annual Monitoring Report, Infrastructure Delivery Plan or Brownfield Land Register

Officers consider the documents to comprise robust factual reporting and updating against relevant indicators and requirements, supported by  ...  view the full minutes text for item 98.

Report of Assistant Director Finance (Section 151 Officer) and Assistant Director Customer Focus

Purpose of report

To report to Executive the council’s forecast financial position, performance and risk as at the end of the Quarter 3 2024-25.

Recommendations

The Executive resolves:

1.1           To consider and note the contents of the council’s financial, performance and risk report as at the end of Quarter 3 2024 -25.

1.2           To approve the reprofiling of capital projects beyond 2024/25 (section 4.2.3 and Appendix 1) and the subsequent update to the programme budget for this financial year 2024/25.

1.3           To approve the Use of Reserve Requests set out in Appendix 5.

1.4           To approve the proposed write offs set out in exempt Appendix 6.

1.5           To note the Minimum Revenue Provision (MRP) underspend of (£1.600m) due to the reprofiling of capital projects within the programme and to approve the moving of this to the Projects Reserve as detailed in Appendix 2 and 5.

Resolved

(1)            That the council’s financial, performance and risk report as at the end of Quarter 3 2024 -25 be noted.

(2)            That the reprofiling of capital projects beyond 2024/25 (set out section 4.2.3 of the report and Appendix 1 to the report) and the subsequent update to the programme budget for this financial year 2024/25 be approved.

(3)            That the Use of Reserve Requests (set out in Appendix 5 to the report) be approved.

(4)            That the proposed write offs (set out in exempt Appendix 6 to the report) be approved.

(5)            That the Minimum Revenue Provision (MRP) underspend of (£1.600m) due to the reprofiling of capital projects within the programme and be noted and the moving of this to the Projects Reserve (as detailed in Appendices 2 and 5 of the report) be approved.

The Assistant Director Finance (Section 151 Officer) and Assistant Director Customer Focus submitted a report to report to Executive the council’s forecast financial position, performance and risk as at the end of the Quarter 3 2024-25.

Resolved

(1)            That the council’s financial, performance and risk report as at the end of Quarter 3 2024 -25 be noted.

(2)            That the reprofiling of capital projects beyond 2024/25 and the subsequent update to the programme budget for this financial year 2024/25 be approved.

(3)            That the Use of Reserve Requests (Annex to the Minutes as set out in the Minute Book) be approved.

(4)            That the proposed write offs (Exempt Annex to the Minutes as set out in the Minute Book) be approved.

(5)            That the Minimum Revenue Provision (MRP) underspend of (£1.600m) due to the reprofiling of capital projects within the programme be noted and the moving of this to the Projects Reserve (Annexes to the Minutes as set out in the Minute Book) be approved.

Reasons

The report updates Executive on the projected year-end financial position of the council for 2024/25, and performance and risk position as of the end of Quarter 3 2024-25.  Regular reporting is key to good governance and demonstrates that the council is actively managing its resources sustainably.

Alternative options

Option 1: This report summarises the council’s forecast financial position up to the end of March 2025, and performance and risk position as of the end of Quarter 3 2024-25, therefore there are no alternative options to consider.

The following item contains exempt information as defined in the following paragraphs 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.

No representations have been received from the public requesting that this item be considered in public.

Should Members decide not to make a decision 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 item 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.”

There being no questions on the exempt appendix, it was not necessary to exclude the press and public.

As set out under item 10

There being no questions on the exempt appendix, it had been agreed under item 10 (Minute 99).