Agenda, decisions and minutes

There were no declarations of interest.

To receive communications from the Chairman.

There were no Chairman’s announcements.

** Please note that due to the size of the documents, appendices Two (Sustainability Appraisal) – to follow - and Three (Consultation Statement) will be published as supplements to the main agenda pack. Only the cover report and appendices One (Proposed Submission Document – Partial Review of the Cherwell Local Plan 2011-2031 – Oxford’s Unmet Housing Needs) and Four (Equality Impact Assessment Screening) will be printed for Executive members **

Report of Head of Strategic Planning and the Economy

Purpose of report

To seek approval of a ‘Proposed Submission Document’ for the Partial Review of the adopted Cherwell Local Plan 2011-2031 for the purpose of inviting representations. The Document contains proposals for residential development to assist Oxford City Council in meeting its unmet housing needs and has been prepared to fulfil a commitment set out at paragraph B.95 of the adopted Local Plan.

Recommendations

 1.1        That the Proposed Submission Document at Appendix 1 be approved for the purpose of inviting representations.

1.2       That the Head of Strategic Planning and the Economy be authorised to approve the final presentation of the Proposed Submission Document and to make any necessary minor amendments and corrections prior to formal publication.

Resolved

(1)          That the Proposed Submission Document (annex to the Minutes as set out in the Minute Book) be approved for the purpose of inviting representations.

(2)          That the Head of Strategic Planning and the Economy be authorised to approve the final presentation of the Proposed Submission Document and to make any necessary minor amendments and corrections prior to formal publication.

The Head of Strategic Planning and the Economy submitted a report to seek approval of a ‘Proposed Submission Document’ for the Partial Review of the adopted Cherwell Local Plan 2011-2031 for the purpose of inviting representations. The Document contained proposals for residential development to assist Oxford City Council in meeting its unmet housing needs and had been prepared to fulfil a commitment set out at paragraph B.95 of the adopted Local Plan.

At the discretion of the Chairman, Councillor Nigel Simpson, ward member for Kidlington West, Councillor Maurice Billington, ward member for Kidlington East and Councillor Alan Mackenzie-Wintle, ward member for Kidlington West, addressed Executive.

Resolved

(1)          That the Proposed Submission Document (annex to the Minutes as set out in the Minute Book) be approved for the purpose of inviting representations.

(2)          That the Head of Strategic Planning and the Economy be authorised to approve the final presentation of the Proposed Submission Document and to make any necessary minor amendments and corrections prior to formal publication.

Reasons

A Proposed Submission Document for the Partial Review of the Local Plan has been prepared in the interest of delivering Cherwell’s share of the unmet housing needs of Oxford to 2031. The Proposed Submission Document is presented to Members for approval for the purpose of inviting representations.

The Plan’s strategy has been prepared to meet objectives and a vision to specifically meet Oxford’s needs in the Cherwell context.  It seeks to meet Oxford’s specific needs while achieving substantial benefit for Cherwell’s communities.

It provides for development that will support the city’s economy, universities and its local employment base and ensure that people have convenient, affordable and sustainable travel opportunities to the city’s places of work and to its services and facilities.  It prioritises the need for development to be well connected to Oxford, to be fully integrated with the County Council’s sustainable transport policies, to be distinctive and for a consolidated approach to green infrastructure and for the achievement of net gains in biodiversity.

The Plan provides for 4,400 homes in addition to the existing Cherwell Local Plan requirement of 22,840 homes (2011-2031).  It focuses development on a geographic area extending north from Oxford to south Kidlington, along the A44 corridor to Yarnton and Begbroke, and up to Woodstock in West Oxfordshire.

Officers consider the document to be a ‘sound’ Plan; one that is positively prepared, justified, effective and fully consistent with national policy.

An Equality Impact Assessment Screening concludes that a full Equality Impact Assessment is not required.

Alternative options

Option 1: Not to progress the Proposed Submission Document

The Council has committed to undertaking the Partial Review of the Local Plan in para. B.95 of the adopted Plan.  Not progressing the Partial Review would make it likely that Oxford’s unmet needs would need to be met within Cherwell through the consideration of applications for planning permission for unplanned development elsewhere in the District. The total housing requirement for Cherwell’s share of Oxford’s unmet needs would remain untested on a  ...  view the full minutes text for item 18.

** Please note that this report will follow as discussions and negotiations on the matter are currently ongoing **

Report of Interim Chief Executive

Item withdrawn from agenda

The Chairman advised that this item had been withdrawn from the agenda.

Resolved

(1)          That agreement be given to award the contract to tenderer 1 for the operation of Stratfield Brake Sports Ground on behalf of Kidlington Parish and Gosford and Water Eaton Parish Councils.

(2)          That the contract be let subject to the completion of a funding agreement with the local parishes for the costs arising.

(3)          That agreement be given to support in principle Kidlington Parish and  Gosford and Water Eaton Parish Councils with transitional funding of up to £100,000 for 2017/18 only.

(4)          That the use of urgent action in consultation with the Council Vice-Chairman be supported in lieu of a recommendation to Council to approve the allocation of the extra budget needed for transitional support.

(5)          That the matter be reported to the July Full Council meeting for information.

The Chairman advised that he had agreed to add one item of urgent business to the agenda relating to Stratfield Brake Sports Ground, Kidlington. The matter had arisen after publication of the agenda and if a decision were not made at this meeting, there would be a delay in addressing the matter which could be detrimental.

As the item was exempt, Members were also recommended to resolve to exclude the press and public on the grounds that if they were present, it was likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them and that in all of 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 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.

The Interim Chief Executive submitted an exempt report to consider the award of an operating contract for Stratfield Brake Sports Ground and transitional financial support to Kidlington Parish Council and a number of urgency actions to progress in a timely manner.

This subject was considered by Kidlington Parish Council and Gosford and Water Eaton Parish Council only on 15 June and given the need to consider a contract award for commencement in September, the Leader of the Council has agreed that this report be submitted as a late and urgent item.

Resolved

(1)          That agreement be given to award the contract to tenderer 1 for the operation of Stratfield Brake Sports Ground on behalf of Kidlington Parish and Gosford and Water Eaton Parish Councils.

(2)          That the contract be let subject to the completion of a funding agreement with the local parishes for the costs arising.

(3)          That agreement be given to support in principle Kidlington Parish and  Gosford and Water Eaton Parish Councils with transitional funding of up to £100,000 for 2017/18 only.

(4)          That the use of urgent action in consultation with the Council Vice-Chairman be supported in lieu of a recommendation to Council to approve the allocation of the extra budget needed for transitional support.

(5)          That the matter be reported to the July Full Council meeting for information.

Reasons

The operation of Stratfield Brake Sports Ground requires change. The most logical change is to a professionally run contracted operation which provides the opportunity to deliver wider community use. Whilst this will put operational finances on a firmer footing, it will increased the budgeted costs of the operation and result in a change of free use by clubs to them becoming hirers of the facility.

The competitive tender process has been completed and a contract award is necessary to retain the benefit of the process and commence from September 2017.

Transitional funding support will be required to assist the parishes and the sports clubs for the coming season given the financial effect and short period prior to implementation.

Due to the urgency of the matter agreement of the Chairman of Overview and Scrutiny Committee has been provided to include as an urgent item in the Forward Plan in light of this key decision not being part of the previously published Forward Plan and urgent action to approve the unallocated budget in lieu of a report to Council is recommended. This action would be taken in consultation with the Vice-Chairman of the Council as the Council Chairman is a member of both KPC and G&WEPC and therefore has a conflict of interest.

Alternative options

Option 1: Continue as at present. This is not proposed due to the current inadequate building condition, health and safety and operational arrangements

Option 2: Parish Council direct management. This is not proposed due to the limited experience of Kidlington Parish Council and likely additional cost above that of a contracted operation.