Agenda and decisions


Extraordinary Council, Council - Wednesday 20 May 2020 6.30 pm

Venue: Virtual meeting, please click on the link below or copy and paste this link in your browser https://bit.ly/CDCFullCouncil200520

Contact: Natasha Clark, Democratic and Elections  Email: democracy@cherwellandsouthnorthants.gov.uk, 01295 221589

Link: Please click here to view this meeting online

Items
No. Item

2.

Declarations of Interest

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting.

3.

Communications

To receive communications from the Chairman and/or the Leader of the Council.

 

4.

Petitions and Requests to Address the Meeting

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

5.

Urgent Business

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

 

6.

Minutes of Council pdf icon PDF 141 KB

To confirm as a correct record the Minutes of Council held on 24 February 2020.

7.

Constitution Changes pdf icon PDF 84 KB

Report of Director Law and Governance & Monitoring Officer

 

Purpose of report

 

To advise Council of proposed temporary changes necessary for the effective running of remote meetings during the restrictions brought about by the corona virus pandemic. The changes are in line with, and give practical effect to, The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 that came into force on 4 April 2020. The Regulations enable all local authority meetings before 7 May 2021 to be held remotely and removes the requirement for the annual meeting this year.

 

Recommendations

            

The meeting is recommended:

 

 1.1         To note the Virtual Meetings Procedure Rules (Appendix 1) and Councillor Protocol for Virtual Meetings (Appendix 2) that the Monitoring Officer has drafted following publication of The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 to give effect to the principles of open decision making and public engagement.

 

1.2          To agree to postpone the holding of an Annual Council meeting until the scheduled Annual Council meeting in May 2021.

 

1.3          To authorise the Monitoring Officer, in consultation with the Chairman of Council, to make minor changes to the process and, as necessary, the Constitution in in light of the practical experience of remote working and virtual meetings.

 

Additional documents:

Decision:

Resolved

 

(1)           That the Virtual Meetings Procedure Rules (annex to the Minutes as set out in the Minute Book) and Councillor Protocol for Virtual Meetings (annex to the Minutes as set out in the Minute Book) that the Monitoring Officer has drafted following publication of The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 to give effect to the principles of open decision making and public engagement be noted.

 

(2)           That it be agreed to postpone the holding of an Annual Council meeting until the scheduled Annual Council meeting in May 2021.

 

(3)           That the Monitoring Officer, in consultation with the Chairman of Council, be authorised to make minor changes to the process and, as necessary, the Constitution in in light of the practical experience of remote working and virtual meetings.

8.

Community Governance Review for Adderbury pdf icon PDF 69 KB

Report of Chief Executive

 

Purpose of report

 

To provide details of a Community Governance Review to be undertaken for Adderbury; requesting the formation of a Community Governance Review Working Group; approving the Terms of Reference for the review, and delegating authority to the Chief Executive to make minor amendments to the timetable for the review, if required. 

Recommendations

            

The meeting is recommended:

 

1.1     To approve the Terms of Reference for the Adderbury Community Governance Review (appendix 1 to the report).

 

1.2     To delegate authority to the Chief Executive, in consultation with group leaders/spokespeople, to appoint two members from each of the Conservative and Labour groups, and one member from each of the Progressive Oxfordshire and Independent groups, to a Community Governance Review working group.

 

1.3     To delegate authority to the Chief Executive, in consultation with the Community Governance Review working group, to make minor amendments to the Terms of Reference, including the timetable for the review, if required.

 

Additional documents:

Decision:

Resolved

 

(1)           That the Terms of Reference for the Adderbury Community Governance Review (annex to the Minutes as set out in the Minute Book) be approved.

 

(2)           That authority be delegated to the Chief Executive, in consultation with group leaders/spokespeople, to appoint two members from each of the Conservative and Labour groups, and one member from each of the Progressive Oxfordshire and Independent groups, to a Community Governance Review working group.

 

(3)           That authority be delegated to the Chief Executive, in consultation with the Community Governance Review working group, to make minor amendments to the Terms of Reference, including the timetable for the review, if required.

 

 

9.

Pension Fund - Advance Payment pdf icon PDF 63 KB

Report of Director of Finance

 

Purpose of report

 

To consider and approve advance payments to the Oxfordshire Pension Fund in order to lower the overall cost over a three-year period.

 

Recommendations

 

The meeting is recommended:

 

1.1          To consider and approve making an advance payment at the end of May 2020 of £3.4m to the Oxfordshire Pension Fund covering the payments due of £1.7m for 2021/22 and 2022/23, reducing the overall cost to the Council.

 

Decision:

Resolved

 

(1)           That, having given due consideration, making an advance payment at the end of May 2020 of £3.4m to the Oxfordshire Pension Fund covering the payments due of £1.7m for 2021/22 and 2022/23, reducing the overall cost to the Council be approved.

10.

Appointment of Interim Monitoring Officer pdf icon PDF 64 KB

Report of Chief Executive

 

Purpose of report

 

To appoint a Monitoring Officer on an interim basis in place of Nick Graham, Director Law and Governance, who leaves his employment with Cherwell District Council in June 2020.

 

Recommendations

            

The meeting is recommended:

 

 1.1         To appoint Steve Jorden on an interim basis as the Council’s Monitoring Officer with effect from 11 June 2020.

 

Decision:

Resolved

 

(1)           That Steve Jorden be appointed as the Council’s Monitoring Officer on an interim basis with effect from 11 June 2020.

11.

Dispensations

Section 85(1) Local Government Act 1972 requires a member of a Local Authority to attend at least one meeting of the Authority within a six month consecutive period, in order to avoid being disqualified as a Councillor.  

 

Whilst no notification has been received by the Monitoring Officer seeking approval for an extension to the usual six month attendance rule, if at the date of the meeting there are any Councillors that, by virtue of not be able to attend, would fall foul of that rule, then Council is recommended to grant a dispensation pursuant to S85(1) Local Government Act 1972 for such a Councillor. 

Decision:

For information, no decision taken as no dispensations requested