Agenda, decisions and minutes

The Chairman welcomed councillors, officers and members of the public and  press to the virtual meeting of Full Council.

The Chairman introduced the Vice-Chairman, Councillor Hannah Banfield, and explained that if he had any technical issues and had to drop out of the meeting, Councillor Banfield would take the Chair until he was reconnected.

The Chairman welcomed Councillor Billington back to the virtual Chamber after a short illness. Councillor Billington thanked all Members who had sent him their best wishes and those who had helped him during his illness.

There were no declarations of interest.

Housekeeping

The Chairman reminded Members of the protocol and etiquette for virtual meetings.

Chairman’s Engagements

The Chairman referred to the list of events that had been included with the agenda pack and explained that whilst he had been unable to attend events, he had been joining events virtually.

Councillor Copeland

The Chairman advised Council that Councillor Copeland had contacted him  and the Monitoring Officer regarding the October Council meeting. The Chairman explained that he acknowledged the concerns raised and apologised to Councillor Copeland for the error whereby he had proposed an amendment to the Constitution Review report which was incorrectly ruled out of order. The Chairman further explained that he would refer to this at the agenda item to approve the minutes of the previous Council meeting and that he had asked the Governance and Elections Manager to reflect this matter in the minutes of the December meeting.

The Chairman observed that, as Committee Chairs would be aware, chairing virtual meetings added an additional layer of complexity and mistakes were made from time to time. The Chairman thanked Members for their patience as Members continued with these different ways of working and meeting.  

The Deputy Police and Crime Commissioner for Thames Valley, Matthew Barber, and the Chief Constable of Thames Valley Police, John Campbell, will be invited to address Council.

Members will then have an opportunity to ask questions of the Deputy Police and Crime Commissioner, the Chief Constable and Superintendent Emma Garside.

The Chairman welcomed the Deputy Police and Crime Commissioner for Thames Valley, Matthew Barber, Chief Constable John Campbell and Superintendent Emma Garside, Thames Valley Police, to the meeting and invited them to address Council regarding policing in Thames Valley.

Following the presentation, the Deputy Police and Crime Commissioner, the Chief Constable and Superintendent Garside answered questions Members had submitted in advance of the meeting and some supplementary questions.

The Chairman thanked the Deputy Police and Crime Commissioner, the Chief Constable and Superintendent Garside for their attendance.

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

Addresses may be presented by:

·       A Local Government elector for the area,

·       A person who is wholly or mainly resident in the area,

·       A Council Taxpayer or National Non-Domestic Ratepayer for the area

Addresses must be on an item on the Agenda before the meeting and not exceed 5 minutes. No person may address more than one meeting on any particular issue.

Requests to address the meeting (including the reason for the address) should be submitted to democracy@cherwell-dc.gov.uk The deadline for requests to address this meeting is noon on Friday 11 December 2020. The deadline for requests to present a petition has passed.

Full details of public participation at meetings is available in the Constitution.

The Chairman advised the meeting that there were no petitions but that there were four requests to address the meeting on agenda item 9, motions. Three of the request were in relation to the motion on the Climate and Ecological Emergency Bill and one was in relation to the motion on hunting. Each speaker would be able to speak for up to 5 minutes and would be called to address the meeting prior to the start of the motion they had registered to speak on.

There were no items of urgent business.

To confirm as a correct record the Minutes of Council held on 19 October 2020.

The Chairman referred to the statement he had made earlier under Chairman’s announcements. Subject to the inclusion of the amendment to Minute 46, Constitution Review, to reference the amendment proposed by Councillor Copeland that had been ruled out of order, the minutes of the meeting held on 19 October 2020 were agreed as a correct record to be signed by the Chairman in due course.

a)       Minutes of Executive, Lead Member Decisions and Executive Decisions not included in the 28 day notice

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 of Council held on 19 October 2020, no key decisions have been taken by the Executive which were not included in the 28 day notice.

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 of Council on 19 October 2020, no key decisions have been taken by the Executive which were not included in the 28 day notice.

b)           Minutes of Committees

Resolved

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

a)       Written Questions

          1 written question has been submitted with advance notice in accordance with the Constitution. This is are attached to the agenda. 

A written response to the question will be published on the working day before the meeting.

The Member who submitted the written question may ask a supplementary question provided it is relevant to the reply and does not introduce any new matter. The Member to whom the question was addressed may reply to such supplementary question or undertake to reply in writing.

b)       Questions to the Leader of the Council

The Chairman to invite questions to the Leader of the Council (including any matters arising from the minutes).

Following a response to their question being provided Members will be entitled to a follow up or supplementary question.

** In line with the virtual meeting procedure rules, any Member wishing to ask a question of the Leader (including on the minutes of Executive)  must notify democracy@cherwell-dc.gov.uk by noon on the day of the meeting. It is not required for the topic to be notified. No questions without notice will be permitted **

c)       Questions to Committee Chairmen on the Minutes

The Chairman to invite questions to Chairmen of Committees on any matter arising from the minutes of their committee (if any).

** In line with the virtual meeting procedure rules, any Member wishing to ask a question of a Chairman of a Committee on any matter arising from the minutes of their committee must notify democracy@cherwell-dc.gov.uk by noon on the day of the meeting. It is not required for the topic to be notified. No questions without notice will be permitted **

a) Written Questions

The Chairman advised Council that one written question addressed to the Leader of the Council, Councillor Wood, had been submitted with advance notice in accordance with the Constitution and had been published with the agenda. A responses to the question had been published as a supplement to the agenda (and are an annex to the Minutes as set out in the Minute Book).

The question was from Councillor Middleton in relation to Castle Quay shopping centre. By way of a supplementary question, Councillor Middleton asked the Leader if the Castel Quay Working Group should be more transparent. The Leader advised that the remit of the Working Group had been detailed in the published response to the written question and explained that an All Member Briefing of Castle Quay 1 and Castle Quay 2 in the New Year.  

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Councillor Reynolds: Bus services

Councillor Billington: Kidlington bollard

Councillor Woodcock: The financial settlement and the council’s budget consultation

Councillor Dhesi: Face covering littering

Councillor Moon: No deal Brexit and the implications for the council

c) Questions to Committee Chairmen on the Minutes

There were no questions to Committee Chairman on the minutes of meetings.

To debate the following motions which have been submitted with advance notice, in accordance with the Constitution (to be debated in the order submitted).

Please note that the deadline to submit motions has passed. The deadline for Members to submit amendments to motions is noon on Thursday 10 December 2020. No amendments will be permitted after this deadline.

Any amendments submitted will be published as a supplement to the agenda on the afternoon of Friday 11 December 2020. Amendments for motions will be dealt with in the order submitted. 

On being put to the vote, each of the three motions were lost and subsequently fell

The Chairman advised that three motions had been submitted.  No amendments to any of the motions had been submitted and, in line with the Constitution, no amendments to the motion were now permitted.

Climate and Ecological Emergency (CEE) Bill

The Chairman invited those people who had registered to speak on the motion to address Council prior to Council’s consideration of the motion. Council heard from the following public speakers:

Jane Rogers, local resident

Berenice Westwood, local resident

Michael Taylor, local resident 

It was proposed by Councillor Middleton and seconded by Councillor Broad that the following motion be adopted.

“In 2019 this council and many others recognised the importance of tackling impending global ecological disaster by unanimously passing a climate emergency motion.

As a next step, Green MP Caroline Lucas recently introduced the Climate and Ecological Emergency Bill (CEE) to Parliament, which seeks to ensure that the UK plays its fair and proper role in limiting global temperatures to 1.5°C. Full details can be found at https://www.ceebill.uk/.

The Bill was prepared by the CEE Bill Alliance, a team of scientists, academics, lawyers and campaigners guided by current science and has received cross party support from over 80 MPs.

It calls for urgent, far-reaching actions from the Government that take into account our entire global carbon footprint, including all emissions involved in the production and transport of goods from overseas that are consumed in the UK.

The Bill seeks to ensure that we take action now, rather that depending on new, untested future technologies, with a focus on the natural world as much as on the climate, protecting and conserving wildlife habitats in the UK and across the world.

A central mechanism for achieving these aims would be Citizen's Assemblies that would have a real influence on government strategy.

This council wishes to show support for the CEE Bill by :

·         Taking into account the goals of The Bill when setting its own strategies, policies and targets.

·         Encouraging individual councillors to join the CEE campaign

·         Calling on all Oxfordshire MPs to sign the CEE Bill Early Day Motion (no 832)”

No amendments to the motion having been proposed, the motion was debated as submitted. In the course of the debate it was proposed by Councillor Broad and seconded by Councillor Middleton that a recorded vote be taken.  Having been proposed and seconded, a recorded vote was duly taken, and Members voted as follows:

Report of Director of Finance

Purpose of report

To seek approval for a Council Tax Reduction Scheme for the year 2021-2022 on the recommendation of Budget Planning Committee and Executive.

To provide members with an update on Council Tax discounts and to seek approval for the Council Tax discounts for 2021-2022.

Recommendations

The meeting is recommended:

1.1          To approve a Council Tax Reduction Scheme (CTRS) for the year 1 April 2021 to 31 March 2022 as set out in the report and to implement the scheme with effect from 1 April 2021.

1.2          To grant delegated authority to the Section 151 Officer to make amendments to the Council Tax Regulations up to and including 31 January 2021 for pensioners in line with uprating announced by MHCLG and to amend the Working Age Regulations in line with the new income banded scheme and the uprating announced by MHCLG. 

1.3          To review the proposed level of Council Tax discounts and premiums for 2021-2022 and to approve the following:

·       Retain the discount for second homes at zero.

·       Retain the discount for empty homes (unoccupied and substantially unfurnished) at 25% for 6 months and thereafter at zero.

·       Retain the discount for empty homes undergoing major repair at 25% for 12 months and thereafter at zero.

·       Retain the empty homes premium of an additional 100% for properties that have remained empty for more than 2 years. 

Resolved

(1)           That a Council Tax Reduction Scheme (CTRS) for the year 1 April 2021 to 31 March 2022 (as set out in the annex to the Minutes as set out in the Minute Book) be approved and it be agreed the scheme be implemented with effect from 1 April 2021.

(2)           That delegated authority be granted to the Section 151 Officer to make amendments to the Council Tax Regulations up to and including 31 January 2021 for pensioners in line with uprating announced by MHCLG and to amend the Working Age Regulations in line with the new income banded scheme and the uprating announced by MHCLG. 

(3)           That, having given due consideration, the following level of Council Tax discounts and premiums for 2021-2022 be approved:

·       Retain the discount for second homes at zero.

·       Retain the discount for empty homes (unoccupied and substantially unfurnished) at 25% for 6 months and thereafter at zero.

·       Retain the discount for empty homes undergoing major repair at 25% for 12 months and thereafter at zero.

·       Retain the empty homes premium of an additional 100% for properties that have remained empty for more than 2 years. 

The Director of Finance submitted a report to seek approval for a Council Tax Reduction Scheme for the year 2021-2022 on the recommendation of Budget Planning Committee and Executive. The report also provide Members with an update on Council Tax discounts and sought approval for the Council Tax discounts for 2021-2022.

In introducing the report, the Lead Member for Financial Management and Governance, Councillor Ilott, thanked Finance Officers and the Budget Planning Committee for their work on the Scheme.

Resolved

(1)          That a Council Tax Reduction Scheme (CTRS) for the year 1 April 2021 to 31 March 2022 (as set out in the annex to the Minutes as set out in the Minute Book) be approved and it be agreed the scheme be implemented with effect from 1 April 2021.

(2)          That delegated authority be granted to the Section 151 Officer to make amendments to the Council Tax Regulations up to and including 31 January 2021 for pensioners in line with uprating announced by MHCLG and to amend the Working Age Regulations in line with the new income banded scheme and the uprating announced by MHCLG. 

(3)          That, having given due consideration, the following level of Council Tax discounts and premiums for 2021-2022 be approved:

·         Retain the discount for second homes at zero.

·         Retain the discount for empty homes (unoccupied and substantially unfurnished) at 25% for 6 months and thereafter at zero.

·         Retain the discount for empty homes undergoing major repair at 25% for 12 months and thereafter at zero.

·         Retain the empty homes premium of an additional 100% for properties that have remained empty for more than 2 years. 

Report of Corporate Director – Commercial Development, Assets and Investment & (Interim) Monitoring Officer

Purpose of report

This report presents to Council the recommendations of the Overview and Scrutiny Committee for changes to the Constitution and for procedures for its annual review.  

Recommendations

The meeting is recommended to agree the following proposals from the Overview and Scrutiny Committee: 

Rules of debate:

1.1          to make no changes to the current process as regards the order of speakers in a debate but to clarify that the seconder can speak at any point if they have reserved their right and that this does not mean they must be the penultimate speaker;

1.2          to make no change to the existing rule that once the proposer of a motion or amendments begins summing up, no further speakers will be heard

Length of speeches (including all committees):

1.3          to reduce the length of speeches for proposers to and proposers of amendments to five minutes (from current 10 minute)

1.4          to reduce the length of speeches for seconder, and seconder of amendments and all other speakers to three minutes (from current 5 minutes);

Deadlines for submitting amendments to motions:

1.5          to make no changes to the existing deadlines (5pm, two working days before the meeting)

1.6          to maintain the current word limit for amended motions as 250 words

Process for dealing with motions with budgetary implications:

1.7          to encourage members to submit motions early and discuss with officers to enable a review in the light of budgetary implications, with the introduction of a threshold of “£10,000 or more” to inform what “significant” means in terms of the current budget or capital expenditure

1.8          to allow amendments to motions deferred for budgetary reasons to be amended when resubmitted to Council

Motions without notice/procedural motions:

1.9          to make no changes to the current arrangement that a procedural motion, once proposed and seconded, requires only a simple majority to succeed

Recorded vote:

1.10       to make no changes to the current arrangement that a request for a recorded vote needs only a proposer and seconder to succeed

Public addresses (not Planning Committee):

1.11       to make no changes to current arrangements for

i)               public speakers to register by noon on the working day before the meeting

ii)              five minutes per public speaker

iii)            no time limit on the number of public speakers or the time allowed for the public address item

Order of business/finish time for Full Council:

1.12       to change the order of business for Full Council so that motions are taken after questions and reports (noting that the Constitution allows the Chairman to amend the order of business in any case in any given instance)

1.13       to introduce a finish time of 11 pm for Full Council meetings with the provisos that the meeting would not stop mid-way through an item; the Chairman of the Council has discretion to continue the meeting to conclude business, if, in the opinion of the Chairman, this would be appropriate; and that any motions not  ...  view the full agenda text for item 61.

Resolved

Rules of debate:

(1)           That no changes to the current process as regards the order of speakers in a debate be made but the Constitution to clarify that the seconder can speak at any point if they have reserved their right and that this does not mean they must be the penultimate speaker.

(2)           That no change be made to the existing rule that once the proposer of a motion or amendments begins summing up, no further speakers will be heard.

Length of speeches (including all committees):

(3)           That the length of speeches for proposers and proposers of amendments be reduced to five minutes (from current 10 minute).

(4)           That the length of speeches for seconders, seconders of amendments and all other speakers be reduced to three minutes (from current 5 minutes).

Deadlines for submitting amendments to motions:

(5)           That no changes be made to the existing deadlines (5pm, two working days before the meeting).

(6)           That the current word limit for amended motions as 250 words be maintained.

Process for dealing with motions with budgetary implications:

(7)           That Members be encouraged to submit motions early and discuss with officers to enable a review in the light of budgetary implications, and that a threshold of “£10,000 or more” be introduced to inform what “significant” means in terms of the current budget or capital expenditure

(8)           That amendments to motions deferred for budgetary reasons to be permitted when resubmitted to Council

Motions without notice/procedural motions:

(9)           That no changes be made to the current arrangement that a procedural motion, once proposed and seconded, requires only a simple majority to succeed

Recorded vote:

(10)        That no changes be made to the current arrangement that a request for a recorded vote needs only a proposer and seconder to succeed

Public addresses (not Planning Committee):

(11)        That no changes be made to current arrangements for

i)               public speakers to register by noon on the working day before the meeting

ii)              five minutes per public speaker

iii)            no time limit on the number of public speakers or the time allowed for the public address item

Order of business/finish time for Full Council:

(12)        That the order of business for Full Council be changed so that motions are taken after questions and reports (noting that the Constitution allows the Chairman to amend the order of business in any case in any given instance)

(13)        That a finish time of 11pm be introduced for Full Council meetings with the provisos that the meeting will not stop mid-way through an item; the Chairman of the Council has discretion to continue the meeting to conclude business, if, in the opinion of the Chairman, this would be appropriate; and that any motions not considered would be carried forward to be considered at the next scheduled Full Council meeting. 

Planning Committee:

(14)        That remote tools (drones) be allowed in facilitating site visits but it be clear that this does not replace the option for physical site visits and any such  ...  view the full decision text for item 61.

The Corporate Director – Commercial Development, Assets and Investment & (Interim) Monitoring Officer submitted a report which presented to Council the recommendations of the Overview and Scrutiny Committee for changes to the Constitution and for procedures for its annual review.  

It was proposed by Councillor Copeland and seconded by Councillor Broad that the recommendations relating to the Order of business/finish time for Full Council, recommendation 1.12, to change the order of business for Full Council so that motions are taken after questions and reports (noting that the Constitution allows the Chairman to amend the order of business in any case in any given instance), and 1.13, to introduce a finish time of 11 pm for Full Council meetings with the provisos that the meeting would not stop mid-way through an item; the Chairman of the Council has discretion to continue the meeting to conclude business, if, in the opinion of the Chairman, this would be appropriate; and that any motions not considered would be carried forward to be considered at the next scheduled Full Council meeting, be deleted from the recommendations.

The amendment having been proposed and seconded was duly debated. In the course of the debate it was proposed by Councillor Tyson and seconded by Councillor Copeland that a recorded vote on the amendment be taken. Having been proposed and seconded, a recorded vote was duly taken and Members voted as follows:

The vote on the amendment was lost and therefore fell.

Council debated and voted on the recommendations as submitted.

Resolved

Rules of debate:

(1)          That no changes to the current process as regards the order of speakers in a debate be made but the Constitution to clarify that the seconder can speak at any point if they have reserved their right and that this does not mean they must be the penultimate speaker.

(2)          That no change be made to the existing rule that once the proposer of a motion or amendments begins summing up, no  ...  view the full minutes text for item 61.