Agenda, decisions and minutes

12. The Granting of a New Lease at 36/37 Bridge Street, Banbury.

Councillor Rob Pattenden, Other Registerable Interest, as a trustee of Banbury Charities and would leave the meeting for the duration of the item.

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

To confirm as a correct record the Minutes of the meeting held on 10 June 2025.

The minutes of the meeting held on 10 June 2025 were agreed as a correct record and signed by the Chair.

To receive communications from the Chair.

The Chair reminded Members that a Special Executive meeting had been scheduled for 6.30pm on Tuesday 22 July.

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

** Due to the size of the documents, to assist access, the appendices are published as a series of supplements to the main agenda pack **

Report of Assistant Director Planning and Development

Purpose of report

To present the Cherwell Local Plan Review 2042 (draft) and to seek approval for its submission to the Secretary of State for Housing, Communities and Local Government for independent examination.

Recommendations

The Executive resolves:

1.1           To recommend to the Council:

a)    the proposed submission Regulation 19 draft of the Cherwell Local Plan Review 2042 (December 2024) (Appendix 1) and;

b)    approve the submission of the draft (the “Proposed Submission Local Plan”) to the Secretary of State for Housing, Communities and Local Government for independent examination with all necessary prescribed and supporting documents.

1.2           To note:-

a)    the responses to the consultation on the Proposed Submission Local Plan draft of the Cherwell Local Plan Review 2042 summarised in the Statement of Consultation at Appendix 6;

b)    the supporting documents relevant to the preparation of the Cherwell Local Plan Review 2042 presented at Appendices 3 to 9 and available online at https://www.cherwell.gov.uk/local-plan-review-2042-submission .

1.3           To approve:-

a)    the Schedule of Proposed Changes and Minor Modifications to the Proposed Submission Local Plan draft of the Cherwell Local Plan Review presented at Appendix 2;

b)    the Local Development Scheme (July 2025), presented at Appendix 10.

c)     the use of £300,000 from the Council’s reserve for the costs of the examination

1.4           To delegate authority to the Assistant Director - Planning and Development in consultation with the Portfolio Holder for Planning and Development Management and Corporate Director - Communities:-

a)    to make any necessary presentational changes to the Submission draft of the Cherwell Local Plan Review 2042 and to necessary prescribed and supporting documents before submission to full Council;

b)    to propose changes and corrections to the Cherwell Local Plan Review 2042 and supporting documents, including policy updates, editorial changes, and correction of typographical and grammatical errors during the examination.

c)     to invite the examining inspector(s), post submission, to recommend any modifications they consider to be necessary in accordance with section 20(7C) of the Planning and Compulsory Purchase Act 2004.

Resolved

(1)            That the proposed submission Regulation 19 draft of the Cherwell Local Plan Review 2042 (December 2024) (Appendix 1) be recommended to Council.

(2)            That Council be recommended to approve the submission of the draft (the “Proposed Submission Local Plan”) to the Secretary of State for Housing, Communities and Local Government for independent examination with all necessary prescribed and supporting documents.

(3)            That the responses to the consultation on the Proposed Submission Local Plan draft of the Cherwell Local Plan Review 2042 summarised in the Statement of Consultation (Appendix 6) be noted.

(4)            That  the supporting documents relevant to the preparation of the Cherwell Local Plan Review 2042 (Appendices 3 to 9 and online at https://www.cherwell.gov.uk/local-plan-review-2042-submission ) be noted.

(5)            That the Schedule of Proposed Changes and Minor Modifications to the Proposed Submission Local Plan draft of the Cherwell Local Plan Review (Appendix 2) be approved.

(6)            That the Local Development Scheme (July 2025) (Appendix 10) be approved.

(7)            That the use of £300,000 from the Council’s reserve for the costs of the examination be approved.

(8)            That authority be delated to the Assistant Director Planning and Development in consultation with the Portfolio Holder for Planning and Development Management and Corporate Director Communities:-

a)    to make any necessary presentational changes to the Submission draft of the Cherwell Local Plan Review 2042 and to necessary prescribed and supporting documents before submission to full Council;

b)    to propose changes and corrections to the Cherwell Local Plan Review 2042 and supporting documents, including policy updates, editorial changes, and correction of typographical and grammatical errors during the examination.

c)     to invite the examining inspector(s), post submission, to recommend any modifications they consider to be necessary in accordance with section 20(7C) of the Planning and Compulsory Purchase Act 2004.

The Assistant Director Planning and Development submitted a report to present the Cherwell Local Plan Review 2042 for approval and subsequent presentation to Council as a draft 'Submission' Local Plan. Subject to approval by Council the Proposed Submission Local Plan would be submitted to the Secretary of State for Housing, Communities and Local Government for independent examination. This report also sought approval of an updated Local Development Scheme (LDS). An up-to-date LDS must support submission of the Plan.

In introducing the report, the Portfolio Holder for Planning and Development Management thanks officers for their hard work bringing the Cherwell Local Plan Review 2042

The adopted Local Plan was the main part of the statutory Development Plan, the starting point for considering development proposals.The review of the Cherwell Local Plan had commenced in 2020 with three public consultations were undertaken prior to the publication of the Proposed Submission Local Plan in December 2024. Following Executive approval in December 2024, consultation on the Proposed Submission Local Plan commenced on 19 December 2024 and closed on 25 February 2025.

The 345 consultation responses had been considered by officers in reviewing whether the Cherwell Local Plan Review 2042 (the ‘Plan’) was 'sound' and legally compliant, the tests of the independent examination of the Plan started when the Proposed Submission Local Plan was submitted.

The view of officers was that the Plan was sound but that a number of 'proposed changes' and 'minor modifications' should be suggested to the examining inspector(s) in the interests of its improvement, clarification and updating and to address minor presentational, grammatical and typographical issues.

In response to Executive Member comments, the Portfolio Holder for Planning and Development Management confirmed that the Plan was sound, and evidence based and worthy of submission for independent examination.

The Leader, having apologised for being unable to attend the meeting in person due to being at the LGA Conference in Liverpool, highlighted that the Cherwell Local Plan Review 2042 was one of the most important documents for the district and added thanks to officers for their hard work. The Leader also thanked the Portfolio Holder for Planning and Development Management, and other political Groups for their engagement in the process through the Member Advisory Group. Thanks was also extended to parishes, residents and parties who had engaged in the process.  

The Labour Group Leader commended officers and the Portfolio Holder for Planning and Development Management and confirmed the Labour Group supported the Proposed Submission Local Plan, the sooner it was adopted, the better for the Cherwell district.

Resolved

(1)          That the proposed submission Regulation 19 draft of the Cherwell Local Plan Review 2042 (December 2024) be recommended to Council.

(2)          That Council be recommended to approve the submission of the draft (the “Proposed Submission Local Plan”) to the Secretary of State for Housing, Communities and Local Government for independent examination with all necessary prescribed and supporting documents.

(3)          That the responses to the consultation on the Proposed Submission Local Plan draft of the Cherwell  ...  view the full minutes text for item 17.

Report of Assistant Director Wellbeing and Housing

Purpose of report

To seek approval for a new Temporary Accommodation Policy.

Recommendations

The Executive resolves:

1.1     To approve the new Temporary Accommodation Policy.

Resolved

(1)            That the new Temporary Accommodation Policy be approved.

The Assistant Director Wellbeing and Housing submitted a report to seek approval for a new Temporary Accommodation Policy.

In introducing the report, the Portfolio Holder for Housing explained that the Council had a duty to provide temporary accommodation for certain households who approach the Council for assistance and who are in housing crisis. The policy outlined the Council’s approach, including how placements were made and managed providing clarity for those requiring assistance and a framework for officers in deploying resources.

Resolved

(1)          That the new Temporary Accommodation Policy be approved.

Reasons

It is important that the Council has up to date policies and procedures for its statutory and key service areas and it is important that they are legislatively and operationally sound.

Alternative options

Option 1: Not to bring forward a Temporary Accommodation Policy. There is no statutory need to have a Temporary Accommodation Policy, so this is an option that could be considered. It is however considered good practice for Council’s to have a Temporary Accommodation Policy in the Council’s conversations with its homelessness advisors from the Ministry of Housing, Communities and Local Government, and also is an approach that is and has been replicated by other Council’s across the Country. This is therefore rejected.

Report of Assistant Director (S151 Officer)

Purpose of report

To report to the committee the council’s forecast yearend financial position as at the end of the May 2025 further detail can be found in the report and its appendices.

Recommendations

The Executive resolves:

1.1           To consider and note the contents of the council’s financial management report as at the end of May 2025.

1.2           To approve the Use of Reserve and Grant Funding Requests set out in Appendix 4.

1.3           To approve the proposed write offs set out at exempt Appendix 5.

Resolved

(1)            That the council’s financial management report as at the end of May 2025 be noted.

(2)            That the Use of Reserve and Grant Funding Requests (Appendix 4 to the report) be approved.

(3)            That the proposed write offs (exempt Appendix 5) be approved.

The Assistant Director Finance (S151 Officer) submitted a report to report to Executive the council’s forecast yearend financial position as at the end of the May 2025.

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

Resolved

(1)          That the council’s financial management report as at the end of May 2025 be noted.

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

(3)          That the proposed write offs be approved.

Reasons

The report updates the Committee on the projected year-end financial position of the council for 2025/26.  Regular reporting is key to good governance and demonstrates that the council is actively managing its financial resources sustainably.

Alternative options

Option 1: This report summarises the council’s forecast revenue financial position up to the end of March 2026, therefore there are no alternative options to consider.

The following items contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

1 – Information relating to any individual

2 – Information which is likely to reveal the identity of an individual

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 this item 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 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, Paragraphs 1, 2 and 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.”

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.

As set out under item 9

There being no questions on the exempt appendix, this item had been agreed as set out under Minute 19.

Exempt report of Assistant Director Property

Resolved

(1)            As set out in the exempt decisions.

(2)            As set out in the exempt decisions.  

The Assistant Director Property submitted an exempt report in respect of the granting of a new lease at 36/37 Bridge Street, Banbury.

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.   

Exempt report of Assistant Director Property

Resolved

(1)            As set out in the exempt decisions.

The Assistant Director Property submitted an exempt report in respect of the relocation of Greggs PLC from Unit 30 to Unit 6&7 Castle Quay. 

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.