Decisions

Resolved

(1)       That the draft work programme be noted

(2)       That the Youth Engagement 2017 scoping document be approved

(3)       That, subject to the second ‘purpose of review’ bullet being amended to read ‘To present our findings to Ofcom and Department for Culture, Media and Sport to inform their priorities on tackling identified black spots in the Cherwell area in the context of the £5bn agreement between the Government and the National Mobile Operator's to provide mobile voice coverage to 90% of the British Geographic Area’, the scoping document be approved

(4)       That the date of the next meeting of the Committee be changed from Tuesday 4 April to Tuesday 28 March 2017  

Resolved

(1)       That the exceptions highlighted and the proposed actions be noted

(2)       That no performance related matters be referred to Executive

Resolved

(1)       That the overview be noted

Resolved

(1)          That the update be noted.

Resolved

(1)          That, having given due consideration to the levels of allowances to be included in the 2017/2018 Members’ Allowances Scheme, the Panel’s recommendations (annex to the Minutes as set out in the Minute Book) be adopted without modification.

(2)          That the Head of Law and Governance be authorised to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of the Council for implementation with effect from 1 April 2017.

(3)          That the Head of Law and Governance be authorised to take all necessary action to revoke the current (2016/2017) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Members’ Allowances) (England) Regulations 2003 (as amended).

(4)          That the Independent Remuneration Panel (IRP) be thanked for its report and it be noted that in accordance with the fees for IRP Members agreed at the 8 November 2016 Special Council meeting, a fee of £300 would be paid to Panel Members for the work carried out on this consultation.

Resolved

(1)          That the contents of the report in approving the General Fund Revenue Budget and Capital Programme for 2017/18 be noted and that consideration be formally recorded.

(2)          That the 2017/18 General Fund Budget and 2017/18 Capital Programme (annexes to the Minutes as set out in the Minute Book) be approved.

(3)          That the Collection Fund Estimates (annex to the minutes as set out in the Minute Book) be approved.

(4)          That the 2017/18 business plan, public pledges and joint cycle of growth strategies (annexes to the Minutes as set out in the Minute Book) be approved and authority be delegated to the Director of Operational Delivery, in consultation with the Leader of the Council to make any minor amendments to the strategies and corporate values as required before final publication in March 2017.

(5)          That the contents of the section 25 statement from the Chief Finance Officer (annex to the Minutes as set out in the Minute Book) in relation to the robustness of the estimates and the adequacy of reserves.

(6)          That the impact of the proposed budget on reserves, including the use of reserves to fund a one-off pension fund contribution be noted and the list of reserves (annex to the Minutes as set out in the Minute Book) be approved.

(7)          That the Treasury Management Strategy (annex to the Minutes as set out in the Minute Book) including the Capital Prudential Indicators 2017/18 – 2019/20 be approved.

(8)          That the statement of pay policy for 2017/18 (annex to the Minutes as set out in the Minute Book) as required by the Localism Act be approved.

(9)          That it be noted that there is no change to the level of Empty Homes Premium for 2017/18, which will form a recommendation in the Council Tax Setting report.

(10)       That it be noted that there is no change to the council tax discounts for 2017/18, which will form part of the Council Tax setting report.

(11)       That agreement be given to opt-in to the LGA national Sector Led Body in order to negotiate a new External Audit Contract.

(12)       That the Business Rates 100% Rural Rate Relief Policy (annex to the Minutes as set out in the Minute Book) and the following formal resolutions that underpin the policy be approved:

·         The Council award 100% rural rate relief to eligible ratepayers from 1 April 2017.

·         The Council through the National Non-Domestic Rate return process seeks full reimbursement of the actual cost under the rates retention scheme of granting this relief.

(13)       That the Local Newspapers Policy (annex to the Minutes as set out in the Minute Book) and the following formal resolutions that underpin the policy be approved:

·         The Council award a £1,500 business rates discount for office space occupied by local newspapers, up to a maximum of one discount per local newspaper title and per hereditament, up to state aid limits for 2 years from 1 April 2017.

·         The Council through the National Non-Domestic Rate return process seeks full reimbursement of the actual cost under the rates retention scheme of granting this relief.

(14)       That the Discretionary Rate Relief Policy (annex to the Minutes as set out in the Minute Book), effective from 1 April 2017, be approved.

Resolved

(1)          That it be noted that at the Executive meeting held on 9 January 2017 the Council calculated the Council Tax Base 2017/18:

a)            for the whole Council area as 51,639.5 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (the “Act”)]; and

b)            For dwellings in those parts of its area to which a Parish Precept relates as in the annex to the Minutes (as set out in the Minute Book).

(2)          That the Council Tax requirement for the Council’s own purposes for 2017/18 (excluding Parish Precepts and Special Expenses) is £6,377,478.

(3)          That the following amounts be calculated for the year 2017/18 in accordance with Sections 31 to 36 of the Act:-

a)            £79,667,229 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2) of the Act, taking into account all precepts issued to it by Parish Councils and any additional special expenses.

b)           £68,589,401 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3) of the Act.

£11,077,828 being the amount by which the aggregate at 3(a) above exceeds the aggregate at 3(b) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its Council Tax requirement for the year (Item R in the formula in Section 31B of the Act).

c)            £214.52 being the amount at 3(c) above (Item R), all divided by Item T (6(a) above), calculated by the Council, in accordance with Section 31B of the Act, as the basic amount of its Council Tax for the year (including Parish Precepts and Special Expenses);

d)           £4,700,350 being the aggregate amount of all special items (Parish Precepts and Special Expenses) referred to in Section 34(1) of the Act as per the attached Schedule 2 (annex to the Minutes as set out in the Minute Book).

e)            £123.50 being the amount at 3(d) above less the result given by dividing the amount at 3(e) above by Item T(1(a) above), calculated by the Council, in accordance with Section 34(2) of the Act, as the basic amount of its Council Tax for the year for dwellings in those parts of its area to which no Parish Precept or special item relates;

(4)       It be noted that for the year 2017/18 the Oxfordshire County Council and the Police and Crime Commissioner for Thames Valley have issued precepts to the Council, in accordance with Section 40 of the Local Government Finance Act 1992, for each category of dwellings in the Council’s area as indicated below :-

(5)       That the Council, in accordance with Sections 30 and 36 of the Local Government Finance Act 1992, hereby sets the amounts shown in the annex to the Minutes (as set out in the Minute Book) as the amounts of Council Tax for the year 2017/18 for each part of its area and for each of the categories of dwellings.

(6)       That the Council’s basic amount of Council Tax for 2017/18 is not excessive in accordance with principles approved under Section 52ZB Local Government Finance Act 1992.

(7)       That the following discounts and exemptions be approved:

1     In respect of properties within Class A and B as defined by the Council Tax (Prescribed Classes of Dwellings) (England) (Amendment) Regulations 2012 (furnished chargeable dwelling that are not the sole or a main residence of an individual) the discount provided by Section 11a of the Local Government Finance Act 1992 shall be zero.

2     In respect of properties within Class C as defined by the Council Tax (Prescribed Classes of Dwellings) (England) (Amendment) Regulations 2012 (a property that is unoccupied and substantially unfurnished) the discount provided by the Section 11A of the said Act shall be 25% for a period of 6 months and thereafter zero.

3     In respect of properties within Class D as defined by the said Regulations (chargeable dwellings that are vacant and undergoing major repair work to render them habitable) the discount provided by Section 11A of the said Act shall be 25%

4        No council tax discount shall be applied to dwellings that are unoccupied and unfurnished for more than two years and that council tax payable on such properties is 150% (except for those properties which fall into prescribed Classes E and F).

Resolved

(1)          That in accordance with Section 4 of the Local Government and Housing Act 1989 Ian Davies be appointed as Interim Head of Paid Service for Cherwell District and South Northamptonshire Councils with effect from 13 March 2017.

(2)          That, in accordance with Section 8 of the Representation of the People Act 1983 and all related legislation, and with effect from 13 March 2017, Paul Sutton be appointed as Interim Electoral Registration Officer for Cherwell District and South Northamptonshire Councils.

(3)          That, in accordance with Section 35 of the Representation of the People Act 1983 and all related legislation, and with effect from 13 March 2017, Paul Sutton be appointed as Interim Returning Officer for Cherwell District and South Northamptonshire Councils with authority to act in that capacity for elections to the Council and all parish and town councils within the area of both councils.

(4)          That Paul Sutton be also appointed or authorised to act in respect of all related electoral, polling or referendum duties, including in relation to County Council elections, elections to the European Parliament, and for national and regional polls or referendums and be authorised to exercise all delegated powers of the Returning Officer and Electoral Registration Officer as set out in the constitution.

(5)          That, in relation to the duties of Returning Officer or any other electoral, referendum or polling duties arising from such appointment, the Returning Officer shall be entitled to be remunerated in accordance with the scale of fees approved from time to time by Council for local elections, or the relevant scale of fees prescribed by a Fees Order in respect of national, regional or European Parliament elections, polls or referendums.

(6)          That in all cases where it is a legal requirement or normal practice to do so, the Returning Officer may elect for such fees to be superannuable, and the Council shall pay the appropriate employer's contribution to the superannuation fund, recovering such employer's contributions from central government or other local authorities or agencies where this can be done.

(7)          That, in relation to the conduct of local authority elections and polls, and elections to the United Kingdom Parliament, and all other electoral duties where the Councils are entitled by law to do so, they shall take out and maintain in force insurance indemnifying the Councils, the Electoral Registration Officer and the Returning Officer against legal expenses reasonably incurred in connection with the defence of any proceedings brought against the Councils, Electoral Registration Officer or the Returning Officer and/or the cost of holding another election in the event of the original election being declared invalid (provided that such proceedings or invalidation are the result of the inadvertent contravention of  the Representation of the People Acts or other legislation governing the electoral process, and ( provided that, in the case of the Electoral Registration Officer and the Returning Officer, such proceedings or invalidation arise from an act or omission which the Officer reasonably believes is within the Officer’s powers).

(8)          That, in the event of such insurance carrying an 'excess' clause by which an initial portion of risk is not insured, the Councils, through their internal insurance fund or otherwise, will indemnify the Electoral Registration Officer and Returning Officer up to the value of such excess.

(9)          That the Councils note their duty to provide support to the Electoral Registration Officer and Returning Officer

(10)       That the Joint Commissioning Committee be asked to consider the payment of an honorarium to the interim Head of Paid Service, in recognition of the additional responsibilities and duties of the role.

Resolved

(1)          That the Joint Chief Executive or the acting Head of Paid Service, in consultation with the Leader of the Council, be given delegated authority to respond to the County Council consultation for a single county unitary on behalf of the Council and its key stakeholders, following feedback from this meeting.

(2)          That the Joint Chief Executive or the acting Head of Paid Service with the Leader of the Council continue to work in collaboration with West Oxfordshire District Council and Oxford City Council to present the opposing case for local government reform in Oxfordshire.

(3)          That the Joint Chief Executive or the acting Head of Paid Service with the Leader of the Council continue to work in collaboration with the Leaders of the other five Councils in Oxfordshire to pursue a devolution deal that will facilitate the continuation of economic growth and prosperity of our district and the county as a whole, through devolved powers and additional funding from Government.

(4)          That the Joint Chief Executive or the acting Head of Paid Service with the Leader of the Council engages with the Secretary of State/his officials regarding local government reform and/or a devolution deal on behalf of the Council.

(5)          That the provision of up to £150,000 from reserves (as agreed in the budget and policy framework), to be used only if considered necessary by the Chief Finance Officer, in consultation with the Leader and Lead Member with responsibility for Financial Management to enable the Council to respond to the proposals for a single county unitary and other related activity to protect the interests of Cherwell district residents, or to pursue a devolution deal in whatever form is necessary, be agreed.

(6)          That  following agreement of (5) above, the Executive be kept informed of actual spend against this emergency fund to enable monitoring, the effective management of risk and ensure transparency.

Reason for urgency: The Build Team is seeking approval to award a Contract for Construction works to one of its development sites. Executive approval is required due to the value of the contract. Delaying the appointment of a contractor would delay the project completion date which has been agreed with the Homes and Community Agency (HCA). Due to the value of the contract, the decision is key and the Chairman of teh Overview & Scrutiny Committee has been notified.

Resolved

(1)          That the tender for the Superstructure Contract at The Fairway, Hope Close, Banbury totalling £1.444m to Edgar Taylor (Buckingham) Limited be approved.

Approved, subject to various requirements to be set out in the Minutes

Approved, subject to various requirements to be set out in the Minutes

Refused reasons to be set out in the minutes

Approved, subject to various requirements to be set out in the Minutes

Approved, subject to various requirements to be set out in the Minutes

Refused reasons to be set out in the minutes

Approved, subject to various requirements to be set out in the Minutes

Deferred, to await the submission of an Air Quality assessment and its consideration.

Approved, subject to various requirements to be set out in the Minutes

Refused reasons to be set out in the minutes

Resolved

(1)          That the position statement be accepted.

To appoint an additional representative to the Apprenticeship and Training Company Apprenticeship and Training Agency (ATA) board for the remainder of the 2016/2017 Municipal Year. 

Resolved

(1)       That Councillor Barry Wood be appointed as an additional representative to the Apprenticeship and Training Company Apprenticeship and Training Agency (ATA) board.