Agenda, decisions and minutes

There were no declarations of interest.

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

There were no petitions or requests to address the meeting.

To confirm as a correct record the minutes of the meetings held on 26 November and 4 December 2024.

The minutes of the meetings of the Committee held on 26 November and 4 December 2024 were agreed as correct records and signed by the Chairman.

To receive communications from the Chairman.

There were no Chairmans announcements.

There were no items of urgent business.

Resolved

(1)    That having given due consideration, the presentation on Resettlement and Migration be noted.

(2)    That officers be requested to consider publishing key information on resettlement and migration data that is frequently requested though Freedom of Information (FOI) requests, to help manage future FOI requests.

(3)    That mandatory member training on resettlement, asylum and migration be included in the member development programme.

The Committee considered resettlement and migration schemes in Cherwell to assist asylum seekers and refugees. The Portfolio Holder for Housing provided introductory remark, and the Committee received a presentation from the Head of Resettlement that detailed the ongoing work carried out by the Resettlement and Migration department.

Committee members posed questions to the Portfolio Holder for Housing, the Assistant Director – Wellbeing and Housing and the Head of Resettlement, including on the definition of “legal” / “illegal” routes, the financial, resource and social impacts of the scheme to the Council and wider community, as well as the impact on housing supply and the volume of Freedom of Information (FOI) requests issued.

A question was asked about the resource burden arising from Freedom of Information requests and whether there was a resource limit placed on dealing with this. The Assistant Director – Wellbeing and Housing explained that there is a statutory limit on the number of hours a response takes before the council can place a charge. It was very rare to receive individual requests that exceeded this limit. Notwithstanding, dealing with the volume of Freedom of information requests was a resource pressure on the department.

In response to a question seeking clarification on what extent the schemes are compulsory and to want extent were local choice, the Assistant Director – Wellbeing and Housing explained that the Homes for Ukraine programme was based on sponsors and hosts within the district, so the Council had no control over the numbers of people wishing to live in Cherwell. It was very much a local offer to a group of people who needed housing.

The UK Resettlement Scheme (UKRS) was an initial agreement to settle 18 families predominantly from Syria. This programme had significantly reduced over time. The Afghan families’ schemes placed all people in properties that were formally Ministry of Défense (MOD) (so not social housing or private housing). Whilst the Council could refuse to support families and not get involved in the programs at all, there had been an expectation nationally that local authorities would play their part.

Further questions had been submitted by members of the Committee in writing and the Assistant Director – Wellbeing and Housing said that she would be happy to provide a written answer to those.

It was proposed by Councillor Lynne Parsons to recommend that the Executive make training on Resettlement and Migration mandatory as part of the member development programme. This was seconded by Councillor Andrew Crichton.

The Committee discussed the motion. On being put to the vote, there were 4 votes for, 4 votes against and 1 abstention.  The Chairman used their casting vote in favour of the proposal. It was agreed that mandatory member training on resettlement, asylum and migration be included in the member development programme.

Resolved

(1)       That having given due consideration, the presentation on Resettlement and Migration be noted.

(2)       That the Council Executive be recommended to publish key information on resettlement and migration data that is frequently requested though  ...  view the full minutes text for item 49.

Resolved   

(1)  That having given due consideration, the Council’s Performance Monitoring Report Quarter 3 2024 - 2025 be noted.

(2)  That Executive be requested to consider writing to social housing providers in the district to enquire how the providers are spending government grants to improve their stock in relation to the energy efficiency of housing in Cherwell with particular reference to the eradication of damp and mould.

The Committee considered a report from the Assistant Director – Customer Focus that detailed the Council’s performance position at the end of Quarter 3 2024-2025.

In introducing the report, the Portfolio Holder for Corporate Services advised that out of the 55 measures the Council, 44 were on track, 8 measures were slightly behind target and 3 measures were behind target. Of the 16 business plan measures 12 were not met, or achieved within the agreed tolerance, 2 were slightly behind and 2 were behind target. The two behind target were: -

-          Number of homeless households in temporary accommodation, with 77 households in temporary accommodation against the target of 45. And reflects national statistics.

-          Number of affordable homes delivered, with 38 affordable homes delivered against the target of 50 for quarter 3, this was reflected against the annual target, which was reported ahead, with 192 homes delivered against the target of 150.

Of the 15 annual delivery plan milestones, 12 were achieved and 3 were slightly behind schedule. All priorities except one were on track for delivery by year end. Of the 24 EDI action plan activities, 3 were slightly delayed.

Members were advised that the Quarter 4 monitoring report would be the final monitoring report under the current business plan. The 2025-26 business plan had been consulted on and would be submitted to the 24 February Council meeting alongside the 2025-2026 for agreement.  The Priority areas were:

-          Economic Prosperity

-          Community Leadership

-          Environmental Stewardship

-          Quality Housing and Place Making

Members were also advised of the development of a new draft vision for a modern Council inspiring and enabling positive lasting change. The draft vision had been positively received by residents surveyed. This would also be submitted to the 24 February Council meeting.

In considering the report, Members commented that the number of households in Temporary Accommodation was the same as the previous quarter last quarter and queried if this meant that as one household moved into permanent accommodation another household took their place and sought clarity on ow much temporary accommodation the council had.

In response to the question, the Portfolio Holder for Housing explained there was no secondary waiting and offered to follow up with a written supplementary response.

In response to a committee question on the cost of temporary accommodation to the council and impact on the overall Council budget, the Committee was advised that spend for the last financial year was £634,000. The Council had thus far been able to operate within existing budgets in delivering that temporary accommodation. There was a base budget provided for that provision but there were also government grants that the Council received annually that had been unspent in previous years creating financial reserves.

Having received several written questions in advance the Portfolio Holder for Housing agreed that responses would be provided in writing after the meeting.

In response to a question regarding the allocation of Government funds to tackle the condition of social housing within the  ...  view the full minutes text for item 50.

Resolved

(1)          That the progress of the Scrutiny Working Groups be noted.

(2)          That it be noted that the Resettlement and Migration Scrutiny Working Group has been concluded through the agenda item at the Overview and Scrutiny Committee on 28 January 2025.

(3)          That it be noted the Planning and Appeals Scrutiny Working Group would meet on 25 February 2025 for a Spotlight Review and report back to the next meeting of the Overview and Scrutiny Committee.

The Committeereceived anupdate onthe progressof theScrutiny Working Groups established by the Committee since the last Overview and Scrutiny Committee on 26 November 2024, including verbal updates from the Chairmen of the Working Groups.

The Chairman of the Food InsecurityScrutiny WorkingGroup, CouncillorRebecca Biegel, provided an update on the Scrutiny Working Group

The Chairman of the Food InsecurityScrutiny WorkingGroup, CouncillorGrace Conway-Murray, provided an update on the Scrutiny Working Group.

The Chairman of the Equality, Diversityand InclusionScrutiny WorkingGroup, Councillor RebeccaBiegel, provided an update on the ScrutinyWorking Groups.

An updatewas providedon thefocus andscope ofthe WorkingGroups for 2024 – 2025, which was set out in the respective terms of reference submitted to the Overview and Scrutiny Committee for agreement.

The Committee notedthat Resettlementand Migration scrutiny had now undertaken, earlier during this meeting and would therefore be removed from the work programme.

Resolved

(1)            Thatthe progressof theScrutiny WorkingGroups benoted.

(2)            Thatit benoted thatthe Resettlementand MigrationScrutiny Working Group had been concluded through the agenda item at the Overview and Scrutiny Committee on 28 January 2025.

(3)            That it be noted the Planning and Appeals Scrutiny Working Group wouldmeet on25 February2025 fora SpotlightReview andreport back to the next meeting of the Overview and ScrutinyCommittee.

Resolved

(1)          That subject to the following addition, the Scrutiny Work Programme 2024-25 be agreed. - Housing Development Action Plan to be submitted to a future meeting of the Committee

The Chairmanprovided anupdate onCommittee’s WorkProgramme 2024-25 advising that due to the large volume of remaining items on the work programmethat itwas agreedto hold anadditional meetingin Marchto better disperse the items over the two meetings. The Committee would therefore meet on both 11 March and 18 March.

It was proposed by Councillor Chapman and seconded by Councill Wood that due to the change in housing targets as a result of the updatedNational PlanningPolicy Framework(NPPF) resultingin alower than expected housing supply, officers be requested to submit a report  to the Overview and Scrutiny Committee to cover any possible actions or mitigations that could be implemented in light of the current housing situation.

Members discussedthe suggestionseeking advicefrom officers. On being put to the vote, there were 8 votes in favour, no votes against and 1 abstention. Democratic and Elections Officers would liaise with Planning regarding the scheduling of the item. 

The Committee also requested thata reporton theHousing DevelopmentAction Planbe submitted to a future meeting of the Committee.

Resolved

(1)                             Thatsubject tothe followingaddition, theScrutiny WorkProgramme 2024-25 be agreed.

(2)                             HousingDevelopment ActionPlan tobe submittedto afuture meeting of the Committee.

The following report contains exempt information as defined in the following paragraph 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.

Should Members decide not to make a decision in public, they are recommended to resolve as follows:

“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 grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, 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.”

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.

Exempt report of Assistant Director Property.

Resolved   

(1)            That having given due consideration, the Council’s report on the Sale of Bodicote House be noted.

The Assistant Director Property submitted an exempt report detailing the process and progress of the proposed sale of Bodicote House.

Officers responded to a range of questions regarding the content of the report.

Resolved   

(1)          That having given due consideration, the Council’s report on the Sale of Bodicote House be noted.