Agenda, decisions and minutes

Members declared interests in the following agenda items:

7. Minutes.

Councillor Surinder Dhesi, Non Statutory Interest, in relation to the 3 November 2014 minutes of Executive as a Trustee of Banbury Citizens Advice Bureau.

Recording at meetings

The Chairman advised Council that under the Openness of Local Government Bodies Regulations 2014members of the public are permitted to film, broadcast and report on the meeting, subject to the efficient running of the meeting not being affected.

Cherwell Boundary Review – Boundary Commission draft recommendations and Special Council meeting

The Chairman reported that as part of its electoral review of Cherwell, the Boundary Commission had published its draft recommendations for consultation until 16 February 2015.

The Chairman had agreed to hold a Special Council meeting on Tuesday 27 January at which the council’s draft response would be considered.

Garden Town Announcement

The Chairman reported that as part of the Autumn Statement it was announced that Bicester had been granted Garden Town status following the submission of an Expression of Interest to a garden city prospectus. This was positive news for the delivery and homes and new jobs.

EcoBicester Academy of Champions for Energy (ACE) Award

The Chairman reported that the council’s EcoBicester project had won a prestigious EU award being named the ACE Award Overall Winner in the category Energy Smart Municipalities Best Initiative by a Local Authority 2014.

The ACE Awards recognised initiatives, organisations and projects in the field of renewable energy and energy transition.

The council’s submission focused on: The dual approach to building the first UK EcoTown combined with town wide energy efficiency programmes.

Hook Norton had won the category Energy Neutral Village.

Chairman’s Engagements

The Chairman advised Council that a list of engagements that he, or the Vice-Chairman, had attended since the last meeting of Council was included with the agenda.

Chairman’s Dinner

The Chairman reminded Members that his Chairman’s Dinner would be held on Saturday 31 January 2015 at Bicester Golf and Country Club.

Post

The Chairman reminded Members to collect post from pigeon holes.

Christmas Greetings

The Chairman reported that he had spent the morning with the Chief Executive giving out mince pies to staff and wished everyone a Merry Christmas and Happy New Year.

To confirm as a correct record the Minutes of Council held on 20 October 2014.

The minutes of the meeting held on 20 October 2014 were agreed as a correct record and signed by the Chairman.

a)         Minutes of Executive, Lead Member Decisions and Executive Decisions not included in the Forward Plan

The Leader of the Council to formally propose that the minutes of the meetings of the Executive and Lead Member Decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting four decisions have been taken by the Executive which were not included in the 28 day notice, relating to the Homeless Action Plan, Improvements to Bicester and Kidlington Leisure Centres, Asset Management Strategy Action Plan and Leisure Management Procurement (Woodgreen).

b)         Minutes of Committees

The Leader of the Council to formally propose that the minutes of committees as set out in the Minute Book (circulated separately) be received.

a)            Minutes of the Executive, Lead Member Decisions and Executive Decisions made under Special Urgency

Resolved

That the minutes of the meeting of the Executive and Lead Member decisions as set out in the Minute Book be received and that it be noted that since the last meeting four decisions have been taken by the Executive which were not included in the 28 day notice, relating to the Homeless Action Plan, Improvements to Bicester and Kidlington Leisure Centres, Asset Management Strategy Action Plan and Leisure Management Procurement (Woodgreen).

b)           Minutes of Committees

Resolved

That the minutes of Committees as set out in the Minute Book be received.

a) Written Questions

Councillor Barry Richards submitted three written questions relating to the Draft Revenue Budget which formed part of the Executive’s agenda item 11 for the 1 December 2014 meeting. Responses from Councillor Ken Atack, Lead Member for Financial Management, were tabled at the meeting:

1.    £303.000 Car park Income Reduction, I would ask the council be provided with a full breakdown of car parking income. To include car park by car park revenue showing total income and a breakdown of how this is split between length of stays paid for.

Response

The unavoidable growth on car parking is based on the income shortfall as part of budget monitoring. The attached spreadsheet shows how car park income is monitored on a monthly basis by individual car park:

Table 1 shows the current income shortfall for 2014-15 of £336,000 (as reported to Executive on 1 December 2014).

Table 2 shows the projected income for 2015-16, compares this to the 2014-15 position, and then calculates the shortfall i.e. the £303,000 unavoidable growth bid.

Table 3 shows income by individual car park during last year (2013-14).

Table 4 shows actual income collected (up to September 2014) and projected income to the year-end (October 2014 to March 2015).

The statistics to provide ‘a breakdown of how this is split between length of stays paid for’ are not immediately available.

2.    £350.000 Correction to base budget from 100% (not netted off against overpayments recovered). Could the officer give a full explanation to Council.

Response

This relates to Rent Allowances / Housing Benefit. The Council currently budgets to spend £35m on providing Housing Benefit to residents in the district. This is a statutory scheme which is also demand led so the Council has little control over what the actual spend is. The Government make monthly payments to the Council based on estimated spend provided at the start of the year. Any difference has to be repaid or reclaimed at the year-end leading to adjustments.

Currently the budget (2014-15) assumes that we receive 100% of this amount back from the Government. However the amount actually received does not always meet 100% of the cost incurred, as some elements cannot be re-imbursed. This may be the result of technical errors or mistakes in interpretation of the regulations. It may also be from an overpayment which proves irrecoverable. 

Therefore it is not prudent to expect full reimbursement. This is borne out by the level of re-imbursement received in previous years which is consistently lower than the payments made.

The plan for 2015-16 is to amend the assumption in the base budget to reflect a position which Officers believe is closer to reality and assumes 99% of the expenditure will be reclaimed and not 100%.

Whilst the change in the assumption is only 1%, the monetary impact is large as it is applied to the budget as above i.e. £350,000 and this is how the unavoidable base budget correction figure is derived.

3.    New Homes Bonus.  ...  view the full minutes text for item 53.

There were no motions.

Report of Chief Executive

Purpose of report

This report presents the draft business case for a shared service and/or confederated approach to joint working and the delivery of local authority services following consideration by the three way Joint Arrangements Steering Group (JASG) on 27 November 2014 and Executive on 15 December 2014.

Recommendations

1.1         Following endorsement by the Joint Arrangements Steering Group and subject to the feedback of the Executive meeting of 15 December 2014,  Members are recommended, subject to South Northamptonshire and Stratford on Avon District Councils resolving in similar terms, to:

                      I.        Agree an ‘in principle’ move towards scenarios 2 and/or 4 as set out in the appended business case and its supporting papers.

                    II.        Agree that the appended business case is used as the basis for public, partner and stakeholder consultation and, subject to the outcome of that consultation not leading Members to a change of view, request that a full and final business case, taking account of the responses received to this consultation, is brought to the February 2015 Council meeting.

                   III.        Agree in principle, and subject to consideration of consultation responses, to include all services within the potential scope of joint working (as set out in the appended business case scenarios 2 and 4, section 6), subject to prior approval of individual business cases on a service by service basis

                  IV.        Agree in principle, and subject to consideration of any consultation responses, that any moves towards a confederated approach are undertaken on an incremental basis and that the first phase of services considered for inclusion are back office or support services.

                   V.        Request that additional tax and pensions advice is sought to ensure that any implementation costs associated with the confederation approach are fully quantified in any final business case.

                  VI.        Request that additional legal advice is sought to prepare governance arrangements including shareholders’ agreement and exit strategy to be included as an appendix to any final business case. These arrangements should also any transitional requirements (e.g. steering groups, joint committees to oversee the establishment of the confederation).

                 VII.        Request that a full organisational development strategy is developed for adoption to aim to ensure that Members and employees have the requisite skills to operate within a confederation approach should the final business case be approved.

Resolved

(1)          That following endorsement by the Cherwell District, South Northamptonshire and Stratford On Avon District Councils Joint Arrangements Steering Group and the Executive meeting of 15 December 2014,  subject to South Northamptonshire and Stratford on Avon District Councils resolving in similar terms:

                      I.        That an ‘in principle’ move towards scenarios 2 and/or 4 as set out in the appended business case and its supporting papers (annex to the minutes as set out in the Minute Book) be agreed.

                    II.        That it be agreed the appended business case (annex to the minutes as set out in the Minute Book) be used as the basis for public, partner and stakeholder consultation and, subject to the outcome of that consultation not leading Members to a change of view, request that a full and final business case, taking account of the responses received to this consultation, be brought to the February 2015 Council meeting.

                   III.        That, agreement be given in principle, and subject to consideration of consultation responses, to include all services within the potential scope of joint working (as set out in the appended business case scenarios 2 and 4, section 6 - annex to the minutes as set out in the Minute Book), subject to prior approval of individual business cases on a service by service basis

                  IV.        That, agreement be given in principle, and subject to consideration of any consultation responses, that any moves towards a confederated approach be undertaken on an incremental basis and that the first phase of services considered for inclusion be back office or support services.

                   V.        That additional tax and pensions advice be sought to ensure that any implementation costs associated with the confederation approach are fully quantified in any final business case.

                  VI.        That additional legal advice be sought to prepare governance arrangements for scenarios 2 and/or 4. This is to include arrangements such as a shareholders’ agreement and exit strategy and the necessary transitional requirements (e.g. steering groups, shadow boards or joint committees) to oversee the establishment of joint working and/or confederation approaches. These proposals should be included as an appendix to any final business case.

                 VII.        That a full organisational development strategy be developed for adoption to aim to ensure that Members and employees have the requisite skills to operate within a shared service or confederation approach should the final business case be approved.

The Chief Executive submitted a report which presented the draft business case for a shared service and/or confederated approach to joint working and the delivery of local authority services following consideration by the three way Joint Arrangements Steering Group (JASG) on 27 November 2014 and the recommendation of Executive on 15 December 2014.

Councillor Woodcock proposed that a recorded vote be taken. Councillor Beere seconded the proposal. Members voted as follows:

Councillor Ken Atack – For

Councillor Andrew Beere – Against

Councillor Claire Bell - Against

Councillor Maurice Billington – For

Councillor Fred Blackwell – For

Councillor Norman Bolster – For

Councillor Ann Bonner – For

Councillor Mark Cherry – Against

Councillor Surinder Dhesi – Against

Councillor John Donaldson – For

Councillor Andrew Fulljames – For

Councillor Michael Gibbard – For

Councillor Carmen Griffiths - For

Councillor Tim Hallchurch MBE – For

Councillor Simon Holland – For

Councillor Alastair Milne Home – For

Councillor David Hughes – For

Councillor Russell Hurle – For

Councillor Tony Ilott – For

Councillor Ray Jelf – For

Councillor Matt Johnstone - Against

Councillor Mike Kerford-Byrnes – For

Councillor James Macnamara – For

Councillor Melanie Magee – For

Councillor Kieron Mallon – For

Councillor Nicholas Mawer – For

Councillor Nigel Morris – For

Councillor D M Pickford – For

Councillor Nigel Randall – For

Councillor G A Reynolds – For

Councillor Barry Richards - Against

Councillor Alaric Rose – For

Councillor Daniel Sames – For

Councillor Les Sibley – For

Councillor Lawrie Stratford – For

Councillor Rose Stratford – For

Councillor Lynda Thirzie Smart – For

Councillor Nicholas Turner – For

Councillor Douglas Webb – For

Councillor Douglas Williamson – For

Councillor Barry Wood – For

Councillor Sean Woodcock – Against

Resolved

(1)          That following endorsement by the Cherwell District, South Northamptonshire and Stratford On Avon District Councils Joint Arrangements Steering Group and the Executive meeting of 15 December 2014,  subject to South Northamptonshire and Stratford on Avon District Councils resolving in similar terms:

                      I.        That an ‘in principle’ move towards scenarios 2 and/or 4 as set out in the appended business case and its supporting papers (annex to the minutes as set out in the Minute Book) be agreed.

                    II.        That it be agreed the appended business case (annex to the minutes as set out in the Minute Book) be used as the basis for public, partner and stakeholder consultation and, subject to the outcome of that consultation not leading Members to a change of view, request that a full and final business case, taking account of the responses received to this consultation, be brought to the February 2015 Council meeting.

                   III.        That, agreement be given in principle, and subject to consideration of consultation responses, to include all services within the potential scope of joint working (as set out in the appended business case scenarios 2 and 4, section 6 - annex to the minutes as set out in the Minute Book), subject to prior approval of individual business cases on a  ...  view the full minutes text for item 55.

Report of Head of Finance and Procurement

Purpose of report

To enable Council to approve the Council Tax Reduction Scheme for 2015-16.

Recommendations

The meeting is recommended:

1.1         To approve the current Council Tax Reduction Scheme (CTRS) for the year 1 April 2015 to 31 March 2016 as indicated in the report.

1.2         To delegate authority to the Council’s section 151 officer in consultation with the Lead Member for Financial Management to determine if any further amendments to the CTRS are required by 31 January 2015.

Resolved

(1)          That the current Council Tax Reduction Scheme (CTRS) (annex to the minutes as set put in the Minute Book) be approved for the year 1 April 2015 to 31 March 2016.

(2)          That authority be delegated to the Council’s section 151 officer, in consultation with the Lead Member for Financial Management, to determine if any further amendments to the CTRS are required by 31 January 2015.

The Head of Finance and Procurement submitted a report to enable Council to approve the Council Tax Reduction Scheme for 2015-16.

Resolved

(1)          That the current Council Tax Reduction Scheme (CTRS) (annex to the minutes as set put in the Minute Book) be approved for the year 1 April 2015 to 31 March 2016.

(2)          That authority be delegated to the Council’s section 151 officer, in consultation with the Lead Member for Financial Management, to determine if any further amendments to the CTRS are required by 31 January 2015.

Report of Director of Resources

Purpose of report

To inform Council of a decision taken under urgency powers by the Director of Resources.

Recommendations

The meeting is recommended:

 1.1        To note the decision taking under urgency powers by the Director of Resources in consultation with the chairman of the council to include the consideration of the Joint Fraud Service Business Case on the policy framework.

Resolved

(1)          That the decision taking under urgency powers by the Director of Resources in consultation with the Chairman of the Council to include the consideration of the Joint Fraud Service Business Case on the policy framework be noted.

The Director of Resources submitted a report which informed Council of a decision he had taken under urgency powers.

Resolved

(1)          That the decision taking under urgency powers by the Director of Resources in consultation with the Chairman of the Council to include the consideration of the Joint Fraud Service Business Case on the policy framework be noted.

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.

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.”

As there were no questions arising on the exempt appendices to agenda item 10, Developing the Approach to Joint Working and the Delivery of Local Authority Service Draft Business Case, or the exempt minutes, it was not necessary to resolve to exclude the press and public.

Resolved

(1)          That the exempt appendices to agenda item 10, Developing the approach to Joint Working and the Delivery of Local Authority Service Draft Business Case, be noted.

There were no questions on exempt minutes.