Agenda, decisions and minutes


Executive
Monday 3 June 2019 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

1.

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.

2.

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.

3.

Minutes pdf icon PDF 73 KB

To confirm as a correct record the Minutes of the meeting held on 1 April 2019.

Additional documents:

Minutes:

The minutes of the meeting held on 1 April 2019 were agreed as a correct record and signed by the Chairman.

4.

Chairman's Announcements

To receive communications from the Chairman.

 

Additional documents:

Minutes:

The Chairman made the following announcements:

 

A Members workshop on the Cherwell Industrial Strategy would be held on Tuesday 11 June, in the Council Chamber. The workshop would run from 6pm to 9pm, buffet style refreshments would be available from 5:30pm. Invitations had been sent to all Members via email in the last few weeks.

 

There would also be a session on Universal Credit, with representatives attending from the DWP. The session was on Wednesday 17 July and further details would be sent out in due course.

 

 

 

 

5.

Active Communities Strategy pdf icon PDF 86 KB

Report of Assistant Director Wellbeing

 

Purpose of report

 

To provide the rationale and context for the proposed Active Communities Strategy.

 

Recommendations

            

The meeting is recommended:

 

 1.1          To approve the Active Communities Strategy and associated Delivery Plan.

 

Additional documents:

Decision:

Resolved

 

(1)          That the Active Communities Strategy and associated Delivery Plan (annexes to the Minutes as set out in the Minute Book) be approved.

Minutes:

That Assistant Director Wellbeing submitted a report to provide the rationale and context for the proposed Active Communities Strategy.

 

Resolved

 

(1)            That the Active Communities Strategy and associated Delivery Plan (annexes to the Minutes as set out in the Minute Book) be approved.

 

Reasons

 

The Active Communities Strategy places the focus of the Council’s investment into sports, recreation and physical activity into programmes of work and facilities that can improve the quality of people’s experience and their health outcomes.  The aspiration is to reduce the occurrence of preventable health conditions by encouraging residents to be more active, more often in good quality facilities and outdoor space. This will be achieved by linking with partners to deliver a wide range of attractive activities that will improve physical health and general wellbeing.

 

The strategy is recommended for approval as it serves to provide a context for the delivery plan and why we will be undertaking certain investment and activity over its lifespan

 

Alternative options

 

Option 1:  Not have a strategy

Rejected. The importance of structuring future work is essential if we are to make progress in tackling the identified priorities.

 

Option 2: Develop a strategy focused solely on built development

Rejected. The combination of facility development and flexible projects and programmes is felt to provide the best combination of opportunities to tackle inactive communities

 

 

 

6.

Bicester Garden Town - Capacity funding award 2018/19 pdf icon PDF 120 KB

Report of Assistant Director – Planning and Economy

 

Purpose of report

 

To seek Executive’s agreement for the proposed spend of the capacity funding award to Bicester Garden Town. 

 

Recommendations

            

The meeting is recommended:

 

 1.1          To agree the proposals for spending the capacity funding awarded to Bicester as set out in Table One.

 

 

Additional documents:

Decision:

Resolved

 

(1)          That the proposals for spending the capacity funding awarded to Bicester as set out in annex to the Minutes (as set out in the Minute Book) be agreed.

Minutes:

The Assistant Director – Planning and Economy submitted a report to seek Executive’s agreement for the proposed spend of the capacity funding award to Bicester Garden Town. 

 

Resolved

 

(1)            That the proposals for spending the capacity funding awarded to Bicester as set out in annex to the Minutes (as set out in the Minute Book) be agreed.

 

Reasons

 

The Garden Town capacity funding provides an opportunity to carry out work in Bicester to contribute to its development as a Garden Town. A holistic approach is proposed that seeks to support the growth of the town but also deliver on areas that are of particular concern to local people such as improving the town centre and green spaces and supporting cultural activity in thetown.

 

The proposed budget allocations are supported by the Bicester Strategic Delivery Board and have been shared with the Garden Communities team at MHCLG.

 

Alternative options

 

Option 1: Decline the funding – that would not be an appropriate response given the benefits the funding will provide to the Bicester community.

 

Option 2: Amend the proposed spend – this has already been done in line with the reduced amount of funding.

 

Option 3: Agree the proposed spend as setout in this report – subject to the Executive agreeing the recommendations this is the preferred path.

 

 

 

7.

CDC/OCC Signage Agency Agreement pdf icon PDF 81 KB

Report of Assistant Director: Environmental Services

 

Purpose of report

 

To gain the support of the Executive to go into agency agreements with Oxfordshire County Council regarding unauthorised signs, sponsorship of roundabouts and maintenance of the roundabouts outside Bicester Village.

 

Recommendations

            

The Executive is recommended:

 

1.1           To note the progress on partnership working with Oxfordshire County Council.

 

1.2           To recommend to the Council entering into Section 101 agreements with Oxfordshire County Council.

 

Additional documents:

Decision:

Resolved

 

(1)          That the progress on partnership working with Oxfordshire County Council be noted.

 

(2)          That Full Council be recommend to agree to the Council entering into Section 101 agreements with Oxfordshire County Council.

 

Minutes:

The Assistant Director: Environmental Services submitted a report to gain the support of the Executive to go into agency agreements with Oxfordshire County Council regarding unauthorised signs, sponsorship of roundabouts and maintenance of the roundabouts outside Bicester Village.

 

Resolved

 

(1)          That the progress on partnership working with Oxfordshire County Council be noted.

 

(2)          That Full Council be recommended to agree to the Council entering into Section 101 agreements with Oxfordshire County Council.

 

Reasons

 

Entering into Section 101 agreements with Oxfordshire County Council will transfer the responsibility for the removal of unauthorised signs and the landscape maintenance of the roundabouts outside Bicester Village to this Council. In addition the existing sponsorship of roundabouts will be incorporated into an agency agreement.

             

These are low risk agreements which will improve service levels.

 

Alternative options

 

Option 1: To support the adoption of the Section 101 agreements.

 

Option 2: To reject the Section 101 agreements and ask officers to reconsider the strategy.

8.

Year End Performance, Finance and Risk Monitoring Report - March 2019 pdf icon PDF 732 KB

Report of Executive Director: Finance and Governance and Assistant Director: Performance and Transformation

 

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.

 

1.2           To approve the additional expenditure and income for new grant awards in 2018/19 and 2019/20 as detailed in section 3.16 of this report.

 

1.3           That the revenue underspend for 2018/19 be transferred to the “Business Rates and Risk” earmarked reserve which will be available to mitigate any funding volatility or risks that emerge during 2019/20.

 

1.4           To approve the slippage of capital budgets from 2018/19 to 2019/20 and beyond as detailed in section 3.17.

 

Additional documents:

Decision:

Resolved

 

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

 

(2)          That the additional expenditure and income for new grant awards in 2018/19 and 2019/20 as detailed in the annex to the minutes (as set out in the Minute Book) be noted.

 

(3)          That the revenue underspend for 2018/19 be transferred to the “Business Rates and Risk” earmarked reserve which will be available to mitigate any funding volatility or risks that emerge during 2019/20.

 

(4)          That the slippage of capital budgets from 2018/19 to 2019/20 and beyond as detailed in the annex to the minutes (as set out in the Minute Book) be approved.

 

 

Minutes:

The Executive Director: Finance (Interim) and Assistant Director: Performance and Transformation submitted a report which summarise the Council’s Performance, Risk and Finance monitoring position as at the year end.

 

On behalf of Executive, the Chairman thanked all officers for their hard work in helping the council achieve a good year end report.

 

Resolved

 

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

 

(2)            That the additional expenditure and income for new grant awards in 2018/19 and 2019/20 as detailed in the annex to the minutes (as set out in the Minute Book) be noted.

 

(3)            That the revenue underspend for 2018/19 be transferred to the “Business Rates and Risk” earmarked reserve which will be available to mitigate any funding volatility or risks that emerge during 2019/20.

 

(4)            That the slippage of capital budgets from 2018/19 to 2019/20 and beyond as detailed in the annex to the minutes (as set out in the Minute Book) be approved.

 

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.  

 

 

9.

Monthly Performance, Finance and Risk Monitoring Report - April 2019 pdf icon PDF 817 KB

Report of Executive Director: Finance and Governance and
Assistant Director: Performance and Transformation

 

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.

 

1.2    To note and approve the additional income and expenditure budgets in relation to grant funding received for “Garden Town Funding” following a successful bid of £770,000 from Ministry of Housing, Communities and Local Government (MHCLG).

 

Additional documents:

Decision:

Resolved

 

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

 

(2)          That the additional income and expenditure budgets in relation to grant funding received for “Garden Town Funding” following a successful bid of £770,000 from Ministry of Housing, Communities and Local Government (MHCLG) be noted and approved.

 

Minutes:

The Executive Director Finance (Interim) and Assistant Director: Performance and Transformation 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 be noted.

 

(2)            That the additional income and expenditure budgets in relation to grant funding received for “Garden Town Funding” following a successful bid of £770,000 from Ministry of Housing, Communities and Local Government (MHCLG) be noted and approved.

 

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 2019-20 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 2019-20 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.  

 

 

 

10.

Appointment of Representatives to Partnerships, Outside Bodies and Member Champions 2019/20 pdf icon PDF 75 KB

Report of Director: Law and Governance

 

Purpose of report

 

To appoint representatives to Partnerships and Outside Bodies and Member Champions for the municipal year 2019/2020.

 

Recommendations

            

The meeting is recommended:

 

 1.1          To make and cease appointments to partnerships, outside bodies and Member Champions for 2019/2020 as set out in Appendix 1 (to follow) to this report.

 

1.2           To delegate authority to the Director: Law and Governance, in consultation with the Leader, to appoint Members to outstanding vacancies and make changes to appointments as may be required for the 2019/2020 Municipal Year. 

 

Additional documents:

Decision:

Resolved

 

(1)          That the appointment of members to partnerships, outside bodies and Member Champions for 2019/2020 be delegated to the Director: Law and Governance, in consultation with the Leader.

 

(2)          That authority be delegated to the Director: Law and Governance, in consultation with the Leader, to appoint Members to make changes to appointments as may be required during the 2019/2020 Municipal Year. 

 

Minutes:

The Director: Law and Governance submitted a report to appoint representatives to Partnerships and Outside Bodies and Member Champions for the municipal year 2019/2020.

 

Resolved

 

(1)            That the appointment of members to partnerships, outside bodies and Member Champions for 2019/2020 be delegated to the Director: Law and Governance, in consultation with the Leader.

 

(2)            That authority be delegated to the Director: Law and Governance, in consultation with the Leader, to appoint Members to make changes to appointments as may be required during the 2019/2020 Municipal Year. 

 

Reasons

 

It is proposed that representatives are appointed to Partnerships, Outside Bodies and as Member Champions to ensure that the Council is represented and maintains links with partnerships and outside bodies.

 

Delegation to the Director – Law and Governance in consultation with the Leader provides flexibility for the remainder of the Municipal Year to appoint to the outstanding vacancies, or if amendments are required to any appointments, and ensures they are made in a timely manner.

 

Alternative options

 

Option 1: Not to appoint representatives to outside bodies, partnerships and as Member Champions. This is not recommended as the internal working groups would be ineffective and the Council would not be represented on these the outside bodies and could miss valuable information and opportunities.

 

 

11.

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.

12.

Exclusion of the Press and Public

The following report 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.”

 

 

 

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 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.

13.

Use of Land at The Bourne, Hook Norton

Exempt report of Director Property Investment and Contract Management and Assistant Director Housing and Social Care Commissioning

 

Decision:

Exempt

Minutes:

The Assistant Director Property Investment and Contract Management and Assistant Director Social Care Commissioning and Housing submitted an exempt report relating to the use of land at The Bourne, Hook Norton.

 

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.

14.

Castle Quay Tenant Update

Exempt report of Executive Director Finance (Interim)

Decision:

Exempt

Minutes:

The Executive Director of Finance (Interim) submitted an exempt report to provide a Castle Quay tenant update.

 

Resolved

 

(1)            As set out in the exempt minutes.

 

(2)            As set out in the exempt minutes.         

 

(3)            As set out in the exempt minutes.

 

(4)            As set out in the exempt minutes.

 

Reasons

 

As set out in the exempt minutes.

 

Alternative options

 

As set out in the exempt minutes.