Agenda, decisions and minutes

There were no declarations of interest.

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

There were no petitions or requests to address the meeting.

The Chair welcomed Councillor Rogers, Chair of the Overview and Scrutiny Committee and Deputy Leader of the Cherwell Conservative and Independent Alliance, who, as proposer of the motion, would be speaking in respect of item 7, Response to Motion: Planning Support for Town and Parish Councils; Councillor Watkins, Leader of the Labour Group; and,  Councillor Sibley, Leader of the Independent Group.

To confirm as a correct record the Minutes of the meeting held on 4 November 2025 and the special meeting held on 13 November 2025.

The minutes of the meeting held on 4 November 2025 and the special meeting held on 13 November 2025 were agreed as correct records and signed by the Chair.

To receive communications from the Chair.

The Chair referred to the illegal landfill in Kidlington and advised that the previous week a joint letter from himself and the Leader of Oxfordshire County Council had been sent to the Prime Minister making it clear on behalf of the Councils that it was very important that the site was cleared as soon as possible. The Councils could not for the criminal investigation. It was very important that it was dealt with, as residents expect, so the Environment Agency and partners were being encouraged to move forward quickly. The Government was being called on to release forward funding to enable the clearance to take place.

The Chair confirmed that the council’s proposal for local government reorganisation had been submitted to the Government last Thursday ahead of the deadline. The proposal had been submitted jointly with South Oxfordshire, Vale of White Horse, West Oxfordshire and West Berkshire Councils. Feedback from the Government on the proposal was expected next year.

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

Report of Executive Director for Place and Regeneration

Purpose of report

To agree the response to the motion raised at the Council meeting on 20 October with regard to planning support for Town and Parish Councils. To seek approval for the allocation of £15,000 to provide targeted support to parish and town councils (PCs/TCs) in responding effectively to large-scale planning applications.

Recommendations

The Executive resolves:

1.1           To approve the in-year funding of up to £15,000 for the funding of a support package to Town and Parish Councils to respond to planning applications.

1.2           To approve the virement of £15,000 from Health and Wellbeing (this budget was originally intended for the heating hardship fund, however the Government reinstated the winter fuel allowance national scheme, so this is no longer required) to Planning and Development Management.

Resolved

(1)            That the in-year funding of up to £15,000 for the funding of a support package to Town and Parish Councils to respond to planning applications be approved.

(2)            That the virement of £15,000 from Health and Wellbeing (this budget was originally intended for the heating hardship fund, however the Government reinstated the winter fuel allowance national scheme, so this is no longer required) to Planning and Development Management be approved.

Executive Director for Place and Regeneration to agree the response to the motion raised at the Council meeting on 20 October with regard to planning support for Town and Parish Councils. To seek approval for the allocation of £15,000 to provide targeted support to parish and town councils (PCs/TCs) in responding effectively to large-scale planning applications.

Councillor Rogers, proposer of the motion, addressed Executive and commented that he was very pleased with the response, which acknowledged the importance of engaging and working with Town and Parish Councils.

Resolved

(1)            That the in-year funding of up to £15,000 for the funding of a support package to Town and Parish Councils to respond to planning applications be approved.

(2)            That the virement of £15,000 from Health and Wellbeing (this budget was originally intended for the heating hardship fund, however the Government reinstated the winter fuel allowance national scheme, so this is no longer required) to Planning and Development Management be approved.

Reasons

That Executive approves the allocation of £15,000 to deliver the above support package, enabling parish councils to engage more effectively with large-scale planning applications and contribute meaningfully to the planning process.

Alternative options

Option 1: Do Nothing. With a number of significant applications including nationally significant infrastructure projects, this option is not recommended as parish councils will not have access to make appropriate representations.

Report of Assistant Director Law and Governance and Monitoring Office

Purpose of report

To present the draft Executive responses to four sets of recommendations from Overview and Scrutiny Committee, following the presentation of the scrutiny reports to the Executive on 7 October 2025.

Recommendations

The Executive resolves:

1.1               To agree the Executive responses to the Overview and Scrutiny Recommendations, attached at Appendices 1 to 4.

Resolved

(1)            That the Executive Responses to the Overview and Scrutiny Recommendations in respect of Planning Application Appeals, Climate Action, Equalities, Diversity and Inclusion (EDI) and the Cherwell Safer Communities Partnership be agreed.

The Assistant Director Law and Governance and Monitoring Office submitted a report to present the draft Executive responses to four sets of recommendations from Overview and Scrutiny Committee, following the presentation of the scrutiny reports to the Executive on 7 October 2025.

The Chair congratulated Councillor Rogers on his recent appointment as Chair of the Overview and Scrutiny Committee.

Resolved

(1)            That the Executive Responses to the Overview and Scrutiny Recommendations in respect of Planning Application Appeals, Climate Action, Equalities, Diversity and Inclusion (EDI) and the Cherwell Safer Communities Partnership be agreed.

Reasons

The recommendations ensure both Overview and Scrutiny Committee and Executive comply with requirements as detailed in Section 9F of the Local Government Act 2000.

Alternative options

Option 1: Not to provide an Executive response. This is rejected, as it would be contrary to Section 9FE of the Local Government Act 2000. Regardless of Executive’s decision relating to the various recommendations, a response must be submitted to the Overview and Scrutiny Committee.

Report of Head of Development Management

Purpose of report

To seek approval of the Council’s Infrastructure Funding Statement 2024-25 for publication by 31 December 2025.

Recommendations

The Executive resolves:

1.1           To approve the Infrastructure Funding Statement 24-25 at Appendix 1 for publication by 31 December 2025 subject to any final changes considered to be necessary by the Head of Development Management to secure accuracy in consultation with the Portfolio Holder for Planning and Development Management.

Resolved

(1)            That approve the Infrastructure Funding Statement 24-25 be approved for publication by 31 December 2025, subject to any final changes considered to be necessary by the Head of Development Management to secure accuracy in consultation with the Portfolio Holder for Planning and Development Management.

The Head of Development Management submitted a report to seek approval of the Council’s Infrastructure Funding Statement (IFS) 2024-25 for publication by 31 December 2025.

In considering the report, Executive members sought clarification as to why there were no funds in 2024/25 for green infrastructure and, in respect of  s106 obligations delivered, the annual variation between funds received and funds spent.

The Assistant Director Planning explained that the IFS gave a picture over a period of time. In particular for larger strategic developments, there were trigger points which may kick in over a period of years. It could therefore be some years before some of the triggers were reached and funds received and then a further period of time before funds were spent. The Assistant Director Planning undertook to liaise with the Head of Development Management who would provide a more response incorporating more detail behind the figures.

Resolved

(1)            That approve the Infrastructure Funding Statement 24-25 be approved for publication by 31 December 2025, subject to any final changes considered to be necessary by the Head of Development Management to secure accuracy in consultation with the Portfolio Holder for Planning and Development Management.

Reasons

The publication of an Infrastructure Funding Statement (IFS) is a statutory requirement that provides transparency and accessibility to information about developer contributions secured by the Council through Section 106 Agreements.

The report has been produced in collaboration with Financial Services and the information contained within it is considered to represent the most robust data available at this time.

Alternative options

Option 1: Not to bring forward and Infrastructure Funding Statement.  This is not a lawful option and would leave the Council in breach of its statutory duty.

Option 2: Seek review of the key statistics and proposed Infrastructure Funding Statement.  Officers consider that this is not required as the information is the most accurate and available at this time.

** Due to document length, to assist access, the appendices to the report are published as a supplement to the main agenda pack **

Report of Assistant Director Planning

Purpose of report

To seek approval for publication the 2025 Annual Monitoring Report (AMR) which includes a five-year housing land supply update (as at 31 October 2025).

To seek approval of the accompanying updates to the Local Plan’s Infrastructure Delivery Plan and Brownfield Land Register update (December 2025).

To seek approval of the Regulation 10A review of the adopted policies in the Cherwell Local Plan 2011 – 2031 (Part 1) Partial Review – Oxford's Unmet Housing Need. (The Partial Review).

Recommendations

The Executive resolves:

1.1           To approve the 2025 Annual Monitoring Report (AMR) presented at Appendix 1 including a Housing Land Supply Statement and 2024/25 Infrastructure Delivery Plan update for publication.

1.2           To approve the 2024/25 Brownfield Land Register presented at Appendix 2 be approved for publication.

1.3           To approve the review of the adopted policies in the Cherwell Local Plan 2011 – 2031 (Part 1) Partial Review – Oxford's Unmet Housing Need under Regulation 10A of the Town and Country Planning (Local Planning) (England) Regulations 2012 presented at Appendix 3 be approved.

1.4           To authorise the Assistant Director Planning 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 2025 Annual Monitoring Report (AMR), including a Housing Land Supply Statement and 2024/25 Infrastructure Delivery Plan update be approved for publication.

(2)            That the 2024/25 Brownfield Land Register be approved for publication.

(3)            That the review of the adopted policies in the Cherwell Local Plan 2011 – 2031 (Part 1) Partial Review – Oxford's Unmet Housing Need under Regulation 10A of the Town and Country Planning (Local Planning) (England) Regulations 2012 be approved.

(4)            That the Assistant Director Planning 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 submitted a report to seek approval for publication of the 2025 Annual Monitoring Report (AMR) which included a five-year housing land supply update (as at 31 October 2025). The report also sought approval of the accompanying updates to the Local Plan’s Infrastructure Delivery Plan and Brownfield Land Register update (December 2025) and the Regulation 10A review of the adopted policies in the Cherwell Local Plan 2011 – 2031 (Part 1) Partial Review – Oxford's Unmet Housing Need. (The Partial Review).

In considering the report, Executive members noted that 11,000 homes had been granted permission but were, as yet, unbuilt and these figures were not taken into account by the Government when assessing housing delivery, which resulted in an inaccurate picture of local performance and put pressure on the council to approve planning developments.

In response to a query regarding what the council could do to hold developers accountable and put pressure on  developers to bring developments forward, the Portfolio Holder for Planning and Development Management explained that the Area Oversight Groups (AOGs) played an important role, Developer Forums were being organised, PR8 was coming forward and the Oxford Growth Commission was also doing work on this.     

The Portfolio Holder for Finance, Regeneration and Property reminded Members that Executive had agreed funding for the AOGs, that would allow them to identify issues with housing land supply and housing delivery. This had resulted in some additional support and external funding from the Ministry for Housing, Communities and Local Government in relation to the delivery of housing locally and finding the barriers to ensuring developments could be delivered.

Whilst noting the action the council was taking, at the request of Executive, the Chair, as Leader of the Council, undertook to write to Minister for Housing setting out the predicament and put pressure on the Government to recognise the situation as well as request that they speed up their infrastructure, including Highways England as appropriate infrastructure was essential alongside any housing development.

Resolved

(1)            That the 2025 Annual Monitoring Report (AMR), including a Housing Land Supply Statement and 2024/25 Infrastructure Delivery Plan update be approved for publication.

(2)            That the 2024/25 Brownfield Land Register be approved for publication.

(3)            That the review of the adopted policies in the Cherwell Local Plan 2011 – 2031 (Part 1) Partial Review – Oxford's Unmet Housing Need under Regulation 10A of the Town and Country Planning (Local Planning) (England) Regulations 2012 be approved.

(4)            That the Assistant Director Planning 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  ...  view the full minutes text for item 74.

Report of Interim Executive Director Neighbourhood Services

Purpose of report

To update the Executive on Flexible Home Improvement Loans Limited and its status, the alternative governance structures proposed for the company and to agree the preferred model as stated within the recommendations.

Recommendations

The Executive resolves:

1.1           To delegate authority to the Executive Director Neighbourhood Services to enter into negotiations to form a consortium with other Local Authority members.

1.2           To delegate authority to the Executive Director Neighbourhood Services to engage with the procurement of a Financial Conduct Authority (FCA) regulated provider to undertake loan administration services on behalf of the consortium.

1.3           To authorise the Executive Director Neighbourhood Services to engage with the winding up of FHIL once the net assets have been transferred with the appropriate safeguards.

1.4           To delegate to the Executive Director Neighbourhood Services in consultation with the Monitoring Officer and Section 151 Officer the authority to negotiate and agree new contracts pertaining to the future of FHIL on behalf of the Council.

Resolved

(1)            That authority be delegated to the Executive Director Neighbourhood Services to enter into negotiations to form a consortium with other Local Authority members.

(2)            That authority be delegated to the Executive Director Neighbourhood Services to engage with the procurement of a Financial Conduct Authority (FCA) regulated provider to undertake loan administration services on behalf of the consortium.

(3)            That the Executive Director Neighbourhood Services be authorised to engage with the winding up of Flexible Home Improvement Loans Limited once the net assets have been transferred with the appropriate safeguards.

(4)            That authority be delegated to the Executive Director Neighbourhood Services, in consultation with the Monitoring Officer and Section 151 Officer, to negotiate and agree new contracts pertaining to the future of Flexible Home Improvement Loans Limited on behalf of the Council.

The Interim Executive Director Neighbourhood Services submitted a report to update the Executive on Flexible Home Improvement Loans Limited (FHIL) and its status, the alternative governance structures proposed for the company and to agree the preferred model as stated within the recommendations.

In response to a question regarding the benefits of the scheme to the council, the Head of Housing explained that numerous councils in England were involved in similar projects. Following the receipt of grant funding, FHIL had been established in 2008 as a not-for-profit company, limited by guarantee, to administer home improvement loans on behalf of its local authority members. FHIL currently had twelve members, including Cherwell District Council. Local authorities assisted residents to apply for the scheme but did not provide the loans.

The Head of Housing confirmed that all twelve partners were considering a similar report, and it was anticipated that all would agree the recommendations. The Interim Executive Director Neighbourhood Services confirmed that two thirds of the

If response to a query regarding how Cherwell residents had benefited from the scheme and how many legacy loans there were in the district, the Head of Housing undertook to provide the information to Executive members after the meeting.  

Resolved

(1)            That authority be delegated to the Executive Director Neighbourhood Services to enter into negotiations to form a consortium with other Local Authority members.

(2)            That authority be delegated to the Executive Director Neighbourhood Services to engage with the procurement of a Financial Conduct Authority (FCA) regulated provider to undertake loan administration services on behalf of the consortium.

(3)            That the Executive Director Neighbourhood Services be authorised to engage with the winding up of Flexible Home Improvement Loans Limited once the net assets have been transferred with the appropriate safeguards.

(4)            That authority be delegated to the Executive Director Neighbourhood Services, in consultation with the Monitoring Officer and Section 151 Officer, to negotiate and agree new contracts pertaining to the future of Flexible Home Improvement Loans Limited on behalf of the Council.

Reasons

The future of Flexible Home Improvement Loans Limited needs to be decided given the intentions of the host authority, Royal Borough of Windsor and Maidenhead. The decisions made need to give account to our legal obligations. Both within the Memorandum of Association and in accordance with Companies Act, due to Flexible Home Improvement Loans Limited being a Limited Company of which the Council has an appointed Director.

Alternative options

Option 1: Another member council, including Cherwell DC, takes over the role of managing Flexible Home Improvement Loans Limited (FHIL). This option is not considered viable as there are no other authorities willing to host FHIL. Cherwell DC does not have the capacity or expertise to host the limited company.

Option 2: Each Council administers its own loans. This option is not considered viable as if a local authority ceases to be a member, it is not permitted to take any funds out of the available fund for its own benefit. When borrowers pay back a  ...  view the full minutes text for item 75.

Report of Executive Director Place and Regeneration

Purpose of report

This report seeks to endorse an Expression of Interest (EOI) to be made by the Oxfordshire County Council to Government. This is in response to the Government’s devolution policy and seeks to position our region in the next round of devolution for the purpose of creating a Mayoral Strategic Authority (MSA).

Recommendations

The Executive resolves:

1.1           To endorse the benefits from the proposed devolution of powers and functions, and agree to continue building on the collaborative approach across the region to date.

1.2           To endorse the Expression of Interest (EOI) to be submitted by Oxfordshire County Council as the upper-tier authority to Government, noting that the EOI is designed to proactively position our region for early consideration in the next wave of the Devolution Programme.

1.3           To acknowledge the EOI as an initial invitation to Government, opening further dialogue and engagement, and not a decision to establish a Strategic Authority.

1.4           To agree that a further report will be brought to Executive prior to any final decision by the County Council as upper-tier authority on the creation of a Strategic Authority.

1.5           To note the informal Devolution Programme Board will oversee discussions with Government, ensuring robust governance and stakeholder engagement by elected members throughout this process.

Resolved

(1)            That the benefits from the proposed devolution of powers and functions be endorsed and it be agreed to continue building on the collaborative approach across the region to date.

(2)            That the Expression of Interest (EOI) to be submitted by Oxfordshire County Council as the upper-tier authority to Government be endorsed, noting that the EOI is designed to proactively position our region for early consideration in the next wave of the Devolution Programme.

(3)            That the Expression of Interest be acknowledged as an initial invitation to Government, opening further dialogue and engagement, and not a decision to establish a Strategic Authority.

(4)            That it be agreed that a further report will be brought to Executive prior to any final decision by the County Council as upper-tier authority on the creation of a Strategic Authority.

(5)            That it be noted that the informal Devolution Programme Board will oversee discussions with Government, ensuring robust governance and stakeholder engagement by elected members throughout this process.

The Executive Director Place and Regeneration submitted a report which sought endorsement of an Expression of Interest (EOI) to be made by Oxfordshire County Council to Government. This was in response to the Government’s devolution policy and sought to position our region in the next round of devolution for the purpose of creating a Mayoral Strategic Authority (MSA).

Resolved

(1)            That the benefits from the proposed devolution of powers and functions be endorsed and it be agreed to continue building on the collaborative approach across the region to date.

(2)            That the Expression of Interest (EOI) to be submitted by Oxfordshire County Council as the upper-tier authority to Government be endorsed, noting that the EOI is designed to proactively position our region for early consideration in the next wave of the Devolution Programme.

(3)            That the Expression of Interest be acknowledged as an initial invitation to Government, opening further dialogue and engagement, and not a decision to establish a Strategic Authority.

(4)            That it be agreed that a further report will be brought to Executive prior to any final decision by the County Council as upper-tier authority on the creation of a Strategic Authority.

(5)            That it be noted that the informal Devolution Programme Board will oversee discussions with Government, ensuring robust governance and stakeholder engagement by elected members throughout this process.

Reasons

Opting to begin further discussions with Government on devolution would allow the Council to lead the definition of the strategic authority for our region.  This will provide choice over the geography and the ability to determine the key priorities for our area. 

Should this Council endorse a Mayoral Strategic Authority at a future meeting, it would have a seat at the Council of Nations and the Regions influencing government policy and ensuring local community voice is heard.

Alternative options

The White Paper is clear that the Government intends that all of England be devolved by default and is committed to ending the deals-based approach. The Government will also legislate for a ministerial directive, which will enable it to directly create Strategic Authorities in any places where local leaders in that region have not been able to agree how to access devolved powers. Therefore the “do nothing” option could mean Government legislating on our behalf for devolution. 

Assistant Director Finance (Section 151 Officer)

Purpose of report

To enable Executive to consider the proposed banded scheme for Council Tax Reduction (CTR) for 2026/2027.

Recommendations

The Executive resolves:

1.1           To note the contents of the report, and any financial implications for the Council.

1.2           To note the comments of Budget Planning Committee at Section 6.2.

1.3           To recommend to Council that the current scheme is retained for 2026/27.

Resolved

(1)            That the report and any financial implications for the Council be noted.

(2)            That the comments of Budget Planning Committee, who considered the report at their 8 July 2025 meeting and recommended that the current scheme (adjusted for inflationary purposes be retained for 2026/27, be noted.

(3)            That Council be recommended to retain the current scheme for 2026/27.

The Assistant Director Finance (Section 151 Officer) submitted a report to enable Executive to consider the proposed banded scheme for Council Tax Reduction (CTR) for 2026/2027.

In response to a query if pension credit was also applicable as a passported benefit as was not listed, the Assistant Director Finance (Section 151 Officer) understood to clarify after the meeting.

Resolved

(1)            That the report and any financial implications for the Council be noted.

(2)            That the comments of Budget Planning Committee, who considered the report at their 8 July 2025 meeting and recommended that the current scheme (adjusted for inflationary purposes be retained for 2026/27, be noted.

(3)            That Council be recommended to retain the current scheme for 2026/27.

Reasons

The current scheme is understood by customers and has enabled them to budget for their council tax payments. One of the main advantages of the banded scheme is that it reduces the number of changes that the customer will experience enabling more effective personal budgeting. There is still a lot of financial uncertainty for many customers and in the current financial climate with the ongoing cost of living crisis it is therefore recommended that the existing scheme should be retained for 2026/27.

Budget Planning Committee considered the proposed CTRS scheme for 2026/27 at its meeting on 8 July 2025 and resolved that the Executive be recommended to agree that the current scheme (adjusted for inflationary purposes) be retained for 2026/27.

Alternative options

The alternative option is to undertake a review of the current CTRS scheme but the rationale for not taking this course of action is set out under “reasons”.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To report to the Executive the council’s forecast year-end financial position as at the end of the October 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 October 2025.

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

1.3           To recommend to Council to approve the allocation of £1.65m capital budget to undertake roof replacement works at Castle Quay, details are held within 4.1.7 and 4.1.8 of this report and at Appendix 5.

Resolved

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

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

(3)            That Council be recommended approve the allocation of £1.65m capital budget to undertake roof replacement works at Castle Quay.

The Assistant Director Finance (Section 151 Officer) submitted a repot to report to the Executive the council’s forecast year-end financial position as at the end of the October 2025.

Resolved

(1)            That the council’s financial management report as at the end of October 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 Council be recommended approve the allocation of £1.65m capital budget to undertake roof replacement works at Castle Quay.

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 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.”

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.

Exempt report of Assistant Director Finance (Section 151 Officer)

Resolved

(1)            That the contract for external print and mail contract be awarded to the successful bidder, as set out in the exempt decisions.

(2)            That authority be delegated to Assistant Director Law & Governance & Monitoring Officer, in consultation with the Section 151 Officer, to enter into a contract with the successful bidder. 

The Assistant Director Finance (Section 151 Officer) submitted an exempt  report which sought approval to award a contract for the provision of the Council’s external printing and postage, also referred to as Hybrid Mail Solution to Financial Data Management following a competitive procurement process.

Resolved

(1)            That the contract for external print and mail contract be awarded to the successful bidder, as set out in the exempt decisions.

(2)            That authority be delegated to Assistant Director Law & Governance & Monitoring Officer, in consultation with the Section 151 Officer, to enter into a contract with the successful bidder. 

Reasons

Hybrid Mail is an effective cost saving and efficient solutions to manage both digital and physical mail, it offers significant benefits, such as reducing operational costs, saving time, improving quality and consistency, enhancing security and compliance and providing detailed tracking and reporting.

Alternative options

Option 1: The current revenues and benefits mail contract has expired, and we are in standard terms and conditions. The Council could decide to do nothing and continue to use the more traditional services for external print and posting. However, by doing so, it would not realise the potential cost savings of using a hybrid mail solution.