Agenda, decisions and minutes


Executive
Monday 1 October 2018 6.30 pm

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

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

Media

Items
No. Item

38.

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.

39.

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.

40.

Minutes pdf icon PDF 216 KB

To confirm as a correct record the Minutes of the meeting held on 3 September 2018.

Additional documents:

Minutes:

The minutes of the meeting held on 3 September 2018 were agreed as a correct record and signed by the Chairman.

41.

Chairman's Announcements

To receive communications from the Chairman.

 

Additional documents:

Minutes:

There were no Chairman’s announcements.

 

42.

2018 District Sports Studies Sports Facilities Strategy pdf icon PDF 149 KB

Report of Executive Director: Wellbeing

 

Purpose of report

 

To note the findings of the District Sports Study Sports Facilities Strategy, a part of the commissioned 2018 Open Space, Sport and Recreation Assessment. These findings will be used to create the Sports & Leisure Strategy for Cherwell which will be brought to Executive in early 2019. The study models sport facility needs in Cherwell up to 2031.

 

Recommendations

            

The meeting is recommended:

 

1.1      To note the findings from the District Sports Study Sports Facilities Strategy Executive Summary.

 

1.2      To support the production of a Council Sports & Leisure strategy and subsequent delivery plan, in response to the Sports Studies findings & recommendations

Additional documents:

Decision:

Resolved

 

(1)          That the findings from the District Sports Study Sports Facilities Strategy Executive Summary (annex to the Minutes as set out in the Minute Book) be noted.

 

(2)          That the production of a Council Sports & Leisure strategy and subsequent delivery plan, in response to the Sports Studies findings and recommendations be supported.

 

Minutes:

The Executive Director: Wellbeing submitted a report for Executive to note the findings of the District Sports Study Sports Facilities Strategy, a part of the commissioned 2018 Open Space, Sport and Recreation Assessment. These findings would be used to create the Sports & Leisure Strategy for Cherwell which will be brought to Executive in early 2019. The study modelled sport facility needs in Cherwell up to 2031.

 

Resolved

 

(1)          That the findings from the District Sports Study Sports Facilities Strategy Executive Summary (annex to the Minutes as set out in the Minute Book) be noted.

 

(2)          That the production of a Council Sports & Leisure strategy and subsequent delivery plan, in response to the Sports Studies findings and recommendations be supported.

 

Reasons

 

Members are asked to note the information contained in TheDistrict Sports Study Sports Facilities as it willprovidean evidencebase for the full Sports & Leisure Strategy. Fromthis,producinga delivery approach forthedevelopmentoffurthersports facilities where needed and to ensuretheeffectiveprovisionofsport andleisure opportunitiesacross theDistrict. Our main aim is to ensure that anetworkof sportsfacilitiesis inplace tocaterforthehealth and wellbeing of thecurrent andfuturepopulation. 

 

Alternative options

 

Option 1: To reject the findings of the District Sports Study Sports Facilities Strategy, and to seek an alternative means of assessing current and future facility provision. This is not recommended, as it will be costly and will not meet Sport England assessment criteria, which is required for planning compliance and funding bids.

 

43.

Oxfordshire Joint Statutory Spatial Plan (JSSP) Local Development Scheme, Statement of Community Involvement and Scoping Document pdf icon PDF 166 KB

Report of Interim Executive Director: Place and Growth

 

Purpose of report

 

To seek approval of draft project and programme documents for the Oxfordshire Joint Statutory Spatial Plan (JSSP). These documents comprise the Draft Statement of Community Involvement 2018; the Local Development Scheme; and, the JSSP Scoping Document

 

Recommendations

            

The meeting is recommended:

 

1.1          To approve the Local Development Scheme 2018 (“LDS”) for the Joint Statutory Spatial Plan (JSSP) attached at Appendix 1.

 

1.2          To approve the draft Joint Statutory Spatial Plan (JSSP) Statement of Community Involvement 2018 (“SCI”), attached at Appendix 2 for a six week period of formal public consultation.

 

1.3          To approve the Joint Statutory Spatial Plan (JSSP) Scoping Document, attached at Appendix 3.

 

1.4          To authorise the Interim Executive Director: Place and Growth, in agreement with the other councils equivalent, to make any necessary minor and presentational changes to the draft Statement of Community Involvement before formal consultation commences.

 

1.5          To authorise the Interim Executive Director: Place and Growth to make any necessary minor and presentational changes to the Local Development Scheme and Joint Statutory Spatial Plan (JSSP) Scoping Document before publication.

 

 

Additional documents:

Decision:

Resolved

 

(1)          That the Local Development Scheme 2018 (“LDS”) for the Joint Statutory Spatial Plan (JSSP) (annex to the Minutes as set out in the Minute Book) be approved.

 

(2)          That the draft Joint Statutory Spatial Plan (JSSP) Statement of Community Involvement 2018 (“SCI”) (annex to the Minutes as set out in the Minute Book) be approved for a six week period of formal public consultation.

 

(3)          That the Joint Statutory Spatial Plan (JSSP) Scoping Document (annex to the Minutes as set out in the Minute Book) be approved.

 

(4)          That the Interim Executive Director: Place and Growth, in agreement with the other councils equivalent, be authorised to make any necessary minor and presentational changes to the draft Statement of Community Involvement before formal consultation commences.

 

(5)          That the Interim Executive Director: Place and Growth be authorised to make any necessary minor and presentational changes to the Local Development Scheme and Joint Statutory Spatial Plan Scoping Document before publication.

 

Minutes:

The Interim Executive Director: Place and Growth submitted a report to seek approval of draft project and programme documents for the Oxfordshire Joint Statutory Spatial Plan (JSSP). The documents comprised the Draft Statement of Community Involvement 2018; the Local Development Scheme; and, the JSSP Scoping Document.

 

Resolved

 

(1)          That the Local Development Scheme 2018 (“LDS”) for the Joint Statutory Spatial Plan (JSSP) (annex to the Minutes as set out in the Minute Book) be approved.

 

(2)          That the draft Joint Statutory Spatial Plan (JSSP) Statement of Community Involvement 2018 (“SCI”) (annex to the Minutes as set out in the Minute Book) be approved for a six week period of formal public consultation.

 

(3)          That the Joint Statutory Spatial Plan (JSSP) Scoping Document (annex to the Minutes as set out in the Minute Book) be approved.

 

(4)          That the Interim Executive Director: Place and Growth, in agreement with the other councils equivalent, be authorised to make any necessary minor and presentational changes to the draft Statement of Community Involvement before formal consultation commences.

 

(5)          That the Interim Executive Director: Place and Growth be authorised to make any necessary minor and presentational changes to the Local Development Scheme and Joint Statutory Spatial Plan Scoping Document before publication.

 

Reasons

 

The Council and its partners are at an early stage in the production of a JSSP for Oxfordshire. Once adopted the JSSP, will form part of the Council’s Development Plan against which formal planning decisions will be made and other local planning documents prepared. The Council has a statutory duty to prepare and maintain an LDS under S15 of the PCPA 2004. The preparation of the plan will require community and stakeholder involvement and the production of a SCI is a legal requirement under S18 of the PCPA 2004 to ensure compliance with statutory requirements and Government policy for plan making and consultation on planning matters.  

 

These documents will not replace the Councils existing LDSs and SCIs, they will remain relevant to all other planning matters. 

 

Alternative options

 

Option 1: Not to approve the draft SCI for consultation and to not approve the

LDS and Scoping Document.

 

The SCI is a requirement of S18 of the PCPA 2004. To not adopt an SCI would leave the production of the JSSP and the soundness of the development plan document open to challenge.

 

The Council has a statutory responsibility to maintain an LDS. Not to approve the LDS could undermine the confidence of the public and stakeholders about the plan making process.   

 

The JSSP Scoping Document is an informal document, not required by regulations, but which is a helpful project planning tool which seeks to set out the understanding between the various parties on the objectives of the JSSP and the processes that will be followed.  This will form an agreed framework for the project and it will be used to inform the work programme for the plan.  To not approve the Scoping Document will lead to uncertainty and possible delays in the preparation of  ...  view the full minutes text for item 43.

44.

Results of the Residents' Satisfaction Survey 2018 pdf icon PDF 325 KB

Report of Assistant Director – Performance and Transformation

 

Purpose of report

 

To provide the Executive a summary of the key results from the annual satisfaction survey and to identify areas to be reflected in future business and service plans.

 

Recommendations

 

The meeting is recommended to:

 

1.1           Note the results of the survey, with particular reference to the priority service areas identified by respondents as set out in section 3.13 and 3.14.

 

1.2           Agree that the results and priority service areas identified will be used as part of the business and service planning process for 2019-20.

 

1.3           Request that officers undertake a review of how the Council communicates with residents to ensure we reach as many residents as possible with key service updates and that we effectively communicate progress against our business plan objectives and how the Council spends its money.

 

Additional documents:

Decision:

Resolved

 

(1)          That the results of the survey, with particular reference to the following priority service areas identified by respondents:  Dealing with anti-social behaviour; Household waste collection; and, Household recycling collection and food/garden waste collection be noted.

 

(2)          That it be agreed that the results and priority service areas identified will be used as part of the business and service planning process for 2019-20.

 

(3)          That officers be requested to undertake a review of how the Council communicates with residents to ensure we reach as many residents as possible with key service updates and that we effectively communicate progress against our business plan objectives and how the Council spends its money.

 

Minutes:

The Assistant Director – Performance and Transformation submitted a report to provide the Executive a summary of the key results from the annual satisfaction survey and to identify areas to be reflected in future business and service plans.

 

Resolved

 

(1)          That the results of the survey, with particular reference to the following priority service areas identified by respondents:  Dealing with anti-social behaviour; Household waste collection; and, Household recycling collection and food/garden waste collection be noted.

 

(2)          That it be agreed that the results and priority service areas identified will be used as part of the business and service planning process for 2019-20.

 

(3)          That officers be requested to undertake a review of how the Council communicates with residents to ensure we reach as many residents as possible with key service updates and that we effectively communicate progress against our business plan objectives and how the Council spends its money.

 

Reasons

 

The satisfaction survey provides the Council with a standard source of data for gauging satisfactions levels across the district, which enables informed decision making with regard to service provision and priorities.

 

It is important that the data is used as part of business and service planning and those areas of further investigation are progressed. These further investigations by officers, coordinated by the Insight Team, will provide the council with more detailed customer feedback and insight enabling evidence-based decision making.

 

Alternative options

 

To reject the findings of the satisfaction survey results and not incorporate them as part of the business and service planning process for 2019-20. This has been rejected as the survey provides the Council with a standard source of data for gauging satisfactions levels across the district, which enables informed decision making with regard to service provision and priorities.

 

 

45.

Monthly Performance, Finance and Risk Monitoring Report - August 2018 pdf icon PDF 1 MB

Report of Assistant Director: Performance and Transformation and Assistant Director: Finance and Procurement

 

Purpose of report

 

This report summarises the Council’s Performance, Risk and Finance monitoring position as at the end of each month.

 

Recommendations

            

The meeting is recommended:

 

 1.1         To note the monthly Performance, Risk and Finance Monitoring Report.

 

Additional documents:

Decision:

Resolved

 

(1)          That the monthly Performance, Risk and Finance Monitoring Report for August 2018 be noted.

 

Minutes:

The Assistant Director: Performance and Transformation and Assistant Director: Finance and Procurement submitted a report which summarised the Council’s Performance, Risk and Finance monitoring position as at the end of each month.

 

Resolved

 

(1)          That the monthly Performance, Risk and Finance Monitoring Report for August 2018 be noted.

 

Reasons

 

The Council is committed to performance, risk and budget management and reviews progress against its corporate priorities on a monthly basis.

 

This report provides an update on progress made so far in 2018-19 to deliver the Council’s priorities through reporting on Performance, the Leadership Risk Register and providing an update on the financial position.

 

Alternative options

 

Option 1: This report illustrates the Council’s performance against the 2018-19 business plan. As this is a monitoring report, no further options have been considered. However, members may wish to request that officers provide additional information.       

46.

Banbury Strategic Investment Vision pdf icon PDF 217 KB

Report of the Executive Director – Finance and Governance

 

Purpose of report

 

This strategic vision sets out how Cherwell District Council will use its own resources to enable the overall vision for Banbury and Banbury Canalside to be realised.  This vision has been scoped following engagement with members from across all parties through a workshop designed to consider how the Council can directly and positively impact on improving the area and ensuring that the aspirations set out in our statutory planning documents can be enabled.

 

Recommendations

         

The meeting is recommended:

  

1.1         To agree the Banbury Strategic Investment Vision as set out in Appendix 1 to this report.

 

Additional documents:

Decision:

Resolved

 

(1)          That Banbury Strategic Investment Vision (annex to the Minutes as set out in the Minute Book) be agreed.

 

Minutes:

The Executive Director – Finance and Governance submitted a report which presented the Banbury Strategic Vision, which set out how Cherwell District Council would use its own resources to enable the overall vision for Banbury and Banbury Canalside to be realised.  The vision had been scoped following engagement with elected members from across all political parties through a workshop designed to consider how the Council can directly and positively impact on improving the area and ensuring that the aspirations set out in the council’s statutory planning documents can be enabled.

 

Resolved

 

(1)          That Banbury Strategic Investment Vision (annex to the Minutes as set out in the Minute Book) be agreed.

 

Reasons

 

The vision captures our statement of intent in terms of our direct investment strategy and recognises the importance of partnership working, of our enabling role and our responsibilities around sound financial management.

 

Alternative options

 

The alternative option would be to not have a laid our strategic investment vision but this would not be acceptable on the grounds that we risk not being able to make some of the key regenerative or non-commercial investments without a suitable policy.

 

 

47.

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.

48.

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 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.

 

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

 

Should Members decide not to make decisions 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 grounds 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 grounds 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.

49.

Options Paper for Maintenance at Spiceball Leisure Centre

Exempt report of Executive Director: Wellbeing

Decision:

Resolved

 

(1)           As set out in the exempt decisions.

 

 

 

Minutes:

The Executive Director: Wellbeing presented an exempt report which presented options for maintenance at Spiceball Leisure Centre.

 

Resolved

 

(1)          As set out in the exempt minutes.

 

Reasons

 

As set out in the exempt minutes.

 

Alternative options

 

As set out in the exempt minutes.

 

 

 

 

50.

Eco Business Centre: Operator Contract Award

Exempt report of Assistant Director: Economy and Regeneration

Decision:

Resolved

 

(1)          That the current status of the Eco Business Centre be noted.

 

(2)          That the authority for awarding the contract for the Operator of the Eco Business Centre be delegated to the Executive Director: Finance and Governance, in consultation with Assistant Director: Law and Governanceand the Lead Member for Economy, Regeneration and Property.

 

Minutes:

The Assistant Director: Economy and Regeneration submitted an exempt report regarding the awarding of the contract for the operator of the Eco Business Centre.

 

Resolved

 

(1)          That the current status of the Eco Business Centre be noted.

 

(2)          That the authority for awarding the contract for the operator of the Eco Business Centre be delegated to the Executive Director: Finance and Governance, in consultation with Assistant Director: Law and Governance and the Lead Member for Economy, Regeneration and Property.

 

Reasons

 

As set out in the exempt minutes.

 

Given the timescales involved in awarding the contract and the desire to avoid any delay in appointing a suitable operator it is requested that the authority to award be delegated to the Executive Director: Finance and Governance in consultation with Assistant Director: Law and Governance.

 

Alternative options

 

As set out in the exempt minutes.