Agenda, decisions and minutes


Venue: Bodicote House, Bodicote, Banbury, OX15 4AA

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

Media

Items
Note No. Item

135.

Declarations of Interest

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.

Additional documents:

Minutes:

There were no declarations of interest.

136.

Petitions and Requests to Address the Meeting

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

Additional documents:

Minutes:

There were no petitions or requests to address the meeting.

137.

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.

138.

Minutes pdf icon PDF 220 KB

To confirm as a correct record the Minutes of the meeting held on 6 February 2017 and the special meeting held on 20 February 2017.

Additional documents:

Minutes:

The minutes of the meetings held on 6 February 2017 and 20 February 2017 were agreed as correct records and signed by the Chairman.

139.

Chairman's Announcements

To receive communications from the Chairman.

 

Additional documents:

Minutes:

There were no Chairman’s announcements.

 

6.35pm

140.

Air Quality Action Plan pdf icon PDF 142 KB

Report of Public Protection Manager

 

Purpose of report

 

To approve the Air Quality Action Plan for Banbury, Bicester and Kidlington.

 

Recommendations

 

The meeting is recommended:

 

1.1       To approve the Air Quality Action Plan.

 

Additional documents:

Decision:

Resolved

 

(1)  That the Air Quality Action Plan be deferred to enable the report to go to the Overview and Scrutiny Committee to review prior to consideration by Executive.

Minutes:

The Public Protection Manager submitted a report to approve the Air Quality Action Plan for Banbury, Bicester and Kidlington.

 

The Chairman advised Executive that he had received a request from the Chairman of the Overview and Scrutiny Committee for the item to be deferred to enable the Overview and Scrutiny Committee to consider and make any comments to Executive prior to Executive considering the report.

 

Resolved

 

(1)          That the Air Quality Action Plan be deferred to enable the report to go to the Overview and Scrutiny Committee to review prior to consideration by Executive.

 

Reasons

 

Deferred to allow consideration of the report by the Overview and Scrutiny Committee

 

Alternative options

 

N/A

 

 

6.40pm

141.

Annual Monitoring Report 2016 pdf icon PDF 229 KB

Report of Head of Strategic Planning and the Economy

 

Purpose of report

 

To seek approval of the Annual Monitoring Report (AMR) 2016, and to present the District’s current housing land supply position.

 

Recommendations

 

The meeting is recommended:

 

1.1       That the Annual Monitoring Report presented at Appendix 1 be approved and the Head of Strategic Planning and the Economy be authorised to make any necessary minor amendments before publication.

 

1.2       That that the District’s housing delivery position be noted.

 

Additional documents:

Decision:

Resolved

 

(1)          That the Annual Monitoring Report (annex to the Minutes as set out in the Minute Book) be approved and the Head of Strategic Planning and the Economy be authorised to make any necessary minor amendments before publication.

 

(2)          That that the District’s housing delivery position be noted.

 

Minutes:

The Head of Strategic Planning and the Economy submitted a report which sought approval of the Annual Monitoring Report (AMR) 2016, and presented the District’s current housing land supply position.

 

In considering the report, Executive commented that the report was very positive and fitted with the Governments housing requirements and requested that all Members of the Planning Committee receive a copy of the report.

 

Resolved

 

(1)          That the Annual Monitoring Report (annex to the Minutes as set out in the Minute Book) be approved and the Head of Strategic Planning and the Economy be authorised to make any necessary minor amendments before publication.

 

(2)          That that the District’s housing delivery position be noted.

 

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 conclusion is that the District continues to demonstrate a five year housing land supply.

 

Alternative Options

 

To seek amendment of the 2016 AMR in consultation with the Lead Member for Planning Officers consider the AMR to be a robust report supported by data and research.  Delay could lead to uncertainty within the development industry and risks for decision making.

 

Not to approve the AMR

Production of a monitoring report is a statutory requirement and is used to monitor implementation of the Local Plan. The AMR includes both prescribed and non-prescribed monitoring information and assists continued plan-making.

6.50pm

142.

Tenancy Strategy 2017 pdf icon PDF 153 KB

Report of Head of Regeneration and Housing

 

Purpose of report

 

To provide Executive with an overview of the final draft of the updated Tenancy Strategy and recommend it for adoption.

 

Recommendations

 

The meeting is recommended:

 

 1.1        To note the contents of this report

 

1.2         To approve the refreshed and updated Tenancy Strategy for adoption

 

Additional documents:

Decision:

Resolved

 

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

 

(2)          That the refreshed and updated Tenancy Strategy (annex to the Minutes as set out in the Minute Book) be approved for adoption.

Minutes:

The Head of Regeneration and Housing submitted a report which provided Executive with an overview of the final draft of the updated Tenancy Strategy and recommended it for adoption.

 

Resolved

 

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

 

(2)          That the refreshed and updated Tenancy Strategy (annex to the Minutes as set out in the Minute Book) be approved for adoption.

 

Reasons

 

The Tenancy Strategy forms an important part of the Council’s vision for the provision of Affordable Housing in the District and it complements the objectives within the Housing Strategy. It provides an overview to Registered Providers the expectations on its partners in delivering affordable housing as well as the Council’s willingness to work positively with new ways of delivery, while safeguarding the interests of some of the District’s more vulnerable residents.

 

To a large extent the fundamental principles which the Council approved in its Tenancy Strategy in 2012 are still relevant and there is no proposal within this review and redraft to change any of those positions. Therefore this is more a refresh of the 2012 Strategy rather than a change in position.

 

Given the fast changing environment in housing and related policy, the Strategy will be reviewed on an annual basis to ensure it remains relevant and in line with the Council’s requirements.

 

Alternative Options

 

Option 1: Not to agree to adopt the final draft of the Tenancy Strategy

 

Option 2: Members to make additional amendments to the document with a view of the Tenancy Strategy being presented for adoption at a later date

 

 

 

6.55pm

143.

Business Rates Incentives Scheme pdf icon PDF 136 KB

Report of Head of Strategic Planning and the Economy

 

Purpose of report

 

To seek approval of the Business Rates Incentives Scheme which details proposals for awarding business rates incentives to bring back into use empty properties and sustain the vitality and diversity of Banbury and Bicester town centres.

 

Recommendations

            

The meeting is recommended:

 

 1.1        To note the contents of the report.

 

1.2       To consider any amendments to the proposed draft Business Rates Incentives Scheme and to approve the scheme for adoption.

 

Additional documents:

Decision:

Resolved

 

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

 

(2)          That final approval of the Business Rates Incentives Scheme be delegated to the Chief Finance Officer, in consultation with the Lead Member for Financial Management and the Business Support Unit Manager.

 

Minutes:

The Head of Strategic Planning and the Economy submitted a report which sought approval of the Business Rates Incentives Scheme which detailed proposals for awarding business rates incentives to bring back into use empty properties and sustain the vitality and diversity of Banbury and Bicester town centres.

 

In presenting the report, the Lead Member for Financial Management explained that the Budget Planning Committee had considered the report at their meeting of 28 February 2017 and had made recommended some amendments to the scheme. The Lead Member for Financial Management confirmed that he and officers agreed with the recommended amendments and therefore final approval of the Policy would be delegated to the Chief Finance Officer in consultation with the Lead Member for Financial Management and the Business Support Unit Manager.

 

Resolved

 

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

 

(2)          That final approval of the Business Rates Incentives Scheme be delegated to the Chief Finance Officer, in consultation with the Lead Member for Financial Management and the Business Support Unit Manager.

 

Reasons

 

Cherwell District Council is committed to ensuring the town centres for both Banbury and Bicester are supported to retain their economic vitality and diversity. Business rates incentives have a role to play as part of the measures taken by Cherwell District Council to support the economy of each town. Further, business rates incentives more generally can be used to promote economic growth by helping local companies to expand thus securing high quality and high value jobs.

 

The Budget Planning Committee considered the report at their 28 February 2017 meeting and recommended a number of amendments which will be incorporated in the final version of the Scheme. Consideration will also be given to including Kidlington within the scheme.

 

Alternative Options

 

Option 1: Members could choose not to approve the proposed scheme, but Business Rates Incentives have a role to play as part of the measures taken by Cherwell District Council to support the economy of each town.

 

 

 

 

7.00pm

144.

Quarter 3 2016/17 Performance Update pdf icon PDF 310 KB

Report of Director – Strategy and Commissioning

 

Purpose of report

 

To provide an update on the Cherwell Business Plan progress to the end of Quarter Three 2016/17.

 

Recommendations

            

The meeting is recommended to:

 

1.1         Note the exceptions highlighted and proposed actions.

 

1.2         Note that having considered the Quarter 3 Performance Report, the Overview and Scrutiny Committee have referred no performance related matters which to Executive.

 

Additional documents:

Decision:

Resolved

 

(1)          That the exceptions highlighted and proposed actions be noted.

 

(2)          That it be noted that having considered the Quarter 3 Performance Report, the Overview and Scrutiny Committee have referred no performance related matters which to Executive.

 

Minutes:

The Director of Strategy and Commissioning submitted a report which provided an update on the Cherwell Business Plan progress to the end of Quarter Three 2016/17.

 

Resolved

 

(1)          That the exceptions highlighted and proposed actions be noted.

 

(2)          That it be noted that having considered the Quarter 3 Performance Report, the Overview and Scrutiny Committee have referred no performance related matters to Executive.

 

Reasons

 

This is the third report based on the new Business Plan presented in the new reporting style. Slight amendments in style and appendices have been made to try and improve how the report works.  This is an evolutionary process and we will continue to develop the reports, including any changes from feedback received from the Overview and Scrutiny Committee.

 

As agreed previously, this report focuses on the exceptions.  The performance and insight team have also picked out some ‘good news’ stories to provide a balance and provide case studies supporting the generally excellent levels of delivery.

 

Alternative Options

 

None identified.

 

 

7.05pm

145.

Quarter 3 2016-17 - Revenue and Capital Budget Monitoring Report pdf icon PDF 245 KB

Report of Chief Finance Officer

 

Purpose of report

 

This report summarises the Council’s Revenue and Capital position and Reserves position for the first nine months of the financial year 2016-17 and projections for the full year.

 

Recommendations

            

The meeting is recommended:

 

1.1         To note the projected revenue and capital position at the end of December 2016.

 

1.2         To note the current position on Reserves at the end of December 2016.    

 

Additional documents:

Decision:

Resolved

 

(1)          That the projected revenue and capital position at the end of December 2016 be noted.

 

(2)          That the current position on Reserves at the end of December 2016 be noted.     

 

Minutes:

The Chief Finance Officer submitted a report which summarised the Council’s Revenue and Capital position and Reserves position for the first nine months of the financial year 2016-17 and projections for the full year.

 

Resolved

 

(1)          That the projected revenue and capital position at the end of December 2016 be noted.

 

(2)          That the current position on Reserves at the end of December 2016 be noted.     

 

Reasons

 

In line with good practice budget monitoring is undertaken on a monthly basis within the Council. The revenue and capital position is formulated in conjunction with the joint management team and reported formally to the Budget Planning Committee on a quarterly basis. The report is then considered by the Executive.

 

Alternative Options

 

Option 1: This report illustrates the Council’s performance against the 2016-17 Financial Targets for Revenue and Capital. As this is a monitoring report, no further options have been considered. However, members may wish to request that officers provide additional information.

 

146.

Exclusion of the Press and Public

The following reports contain 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 items have 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 these items 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 items 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.”

 

 

 

Additional documents:

Minutes:

Resolved

 

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items 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.

7.10pm

147.

Woodpiece Road Options Appraisal

Exempt report of Head of Housing and Regeneration

Decision:

Resolved

 

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

 

(2)          That it be agreed that another report be brought to Executive following further work on this project.

 

Minutes:

The Head of Regeneration and Housing submitted an exempt report to provide an overview of the options appraisal at Woodpiece Road, Arncott and to summarise a second stage appraisal of possible options.

 

Resolved

 

(1)          That the contents of the exempt report be noted.

 

(2)          That it be agreed that another report be brought to Executive following further work on this project.

 

Reasons

 

There has now been a two stage options appraisal assessment carried out. This report is not requesting that members make a decision on any item at this stage, but simply to note this report and the Stage 2 Options Appraisal.

 

Subject to further work which will increase the detail and understanding of what (if any) option in the Appraisal is suitable a further report should be brought to Executive in order to highlight this work as well as present a number of options and recommendations for members to consider.

 

Alternative options

 

Option 1: Not to accept the report or appended Options Appraisal

 

Option 2: Not to agree to a further report to be presented

 

 

7.15pm

148.

Franklins House Ground Floor Business Incubator

Exempt report of Commercial Director

Decision:

Resolved

 

(1)          As set out in the exempt decisions

 

(2)          As set out in the exempt decisions

 

Minutes:

The Commercial Director submitted an exempt report relating to the Franklins House Ground Floor Business Incubator.

 

Resolved

 

(1)          As set out in the exempt minutes.

 

(2)          As set out in the exempt minutes.

 

Reasons

 

As set out in the exempt minutes.

 

Alternative options

 

As set out in the exempt minutes.

 

 

7.20pm

149.

Pioneer Square Defects Update

** Please note that this report will follow as the report is currently being reviewed and finalised **

 

Exempt report of Commercial Director

Decision:

Resolved

 

(1)          That the report and the actions being taken by Cherwell District Council in respect of the defects and in particular the defective fins.

 

(2)          As set out in the exempt decisions.

 

(3)          As set out in the exempt decisions.

 

Minutes:

The Commercial Director submitted an exempt report relating to an update on Pioneer Square defects be noted.

 

Resolved

 

(1)          That the report and the actions being taken by Cherwell District Council in respect of the defects and in particular the defective fins.

 

(2)          As set out in the exempt minutes.

 

(3)          As set out in the exempt minutes.

 

Reasons

 

As set out in the exempt minutes

 

Alternative options

 

The options available for consideration are identified in the exempt report (exempt annex to the Minutes as set out in the Minute Book). Officers are recommending at this stage CDC pursues Option 4 but in the event that this is not satisfactory then Options 1-3 will be reconsidered,