Agenda, decisions and minutes


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

1.

Welcome

Minutes:

The Chairman welcomed councillors, officers and  members of the public and  press to this extraordinary and historic meeting of Full Council explaining that this was the first time that a virtual meeting involving all Members had been held. In these difficult times it was very good that Members could still meet to ensure the important work of local democratic decision-making continued. 

 

On behalf of Council, the Chairman thanked officers in ICT and Democratic Services, who had worked hard to facilitate the meeting and other virtual Council meetings that were taking place.

 

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 reminded Members of the protocol and etiquette for virtual meetings.

 

 

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.

Minutes:

10. Appointment of Interim Monitoring Officer.

Steve Jorden, Declaration, as he was to be proposed to be appointed Monitoring Officer for Cherwell District Council on an interim basis and would leave the meeting for the duration of the item.

 

3.

Communications

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

 

Minutes:

Covid-19

The Chairman made the following statement:

 

“Twelve months ago, when I took on the role of Chairman of Cherwell District Council, I could not have imagined my year ending in the unprecedented times the world now finds itself in, in light of the Covid-19 pandemic.

 

Since May 2019 I have been lucky enough to spend time with different services and have seen the excellent work our council officers provide and are continuing to provide at this difficult time.

 

If there is one positive thing that has come out of this pandemic it is the way that the community has come together that reflects very well on our district and the wider area. People have found ways – often with excellent help from the council – to do valuable work in their communities while still complying with national guidelines to keep them and others safe from the virus.

 

Across the district, people have come together, and I would like to recognise the significant contribution made by volunteers and commend them for their ongoing and tireless efforts.

 

I’m sure Members will join me in also paying tribute to our dedicated staff, who have responded magnificently to the challenges presented. The flexibility and responsiveness with which teams across the council have adapted over the past weeks has been exemplary and has enabled crucial services to continue to be delivered as close to normal. 

 

We as councillors have benefitted from the efforts of the IT team, who have enabled us to do our jobs from home representing the interests of our local residents.

 

We are here this evening at our first full council meeting since Covid-19 changed our everyday lives. It is good to see the world of democracy overcoming the challenges and restrictions we are living with. Social distancing is likely to be with us for some time to come so I imagine our roles as councillors and the democratic process will need to continue to adapt throughout 2020.

  

My thanks once again to our staff, to you as councillors and the residents of Cherwell for your hard work and dedication and support to others during these difficult times. Please do look after yourselves and stay safe.”

 

Councillor Wood, Leader of the Conservative Group, Councillor Woodcock, Leader of the Labour Group, Councillor Tyson, Leader of the progressive Oxfordshire Group, and Councillor Sibley, Leader of the Independent Group, each addressed Council echoing the comments of the Chairman and extending their gratitude to officers, partners, communities, voluntary organisations and all residents who had, and continued, to support residents across the district during this unprecedented time.

 

Tony Brace, former Chief Executive of Cherwell District Council

The Chairman referred to the sad passing of Tony Brace, former Chief Executive of Cherwell District Council (CDC), on 9 May 2020

 

Mr Brace dedicated his working life to local government, coming to Banbury from Bicester Urban Council in 1973 to become the first Chief Executive of Cherwell District Council, with the task of building the new council out  ...  view the full minutes text for item 3.

4.

Petitions and Requests to Address the Meeting

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

Minutes:

The Chairman advised the meeting that there were no petitions but there was one request to address the meeting, on agenda item 8, Community Governance Review for Adderbury. The public speaker would be able to speak for up to 5 minutes and would be called to address the meeting at the start of the relevant agenda item.

 

 

5.

Urgent Business

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

 

Minutes:

There were no items of urgent business.

6.

Minutes of Council pdf icon PDF 141 KB

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

Minutes:

The minutes of the meeting held on 24 February 2020 were agreed as a correct record, to be signed by the Chairman in due course.

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.

Minutes:

The Director Law and Governance & Monitoring Officer submitted a 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 were in line with, and gave 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 enabled all local authority meetings before 7 May 2021 to be held remotely and removed the requirement for the annual meeting this year.

 

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.

 

 

Minutes:

Prior to Council considering the report, Denise Mobbs, on behalf of West Adderbury Residents Association, addressed the meeting.

 

The Chief Executive submitted a report to provide details of a Community Governance Review to be undertaken for Adderbury and requested the formation of a Community Governance Review Working Group. The report also sought approval of the Terms of Reference for the review with authority delegated to the Chief Executive, in consultation with the working group, to make minor amendments to the Terms of Reference and timetable for the review, if required. 

 

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.

Minutes:

The Director of Finance submitted a report to consider and approve advance payments to the Oxfordshire Pension Fund in order to lower the overall cost over a three-year period.

 

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.

Minutes:

The Chief Executive submitted a report to appoint a Monitoring Officer on an interim basis in place of Nick Graham, Director Law and Governance and current Monitoring Officer, who would leave his employment with Cherwell District Council in June 2020.

 

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

Minutes:

The Chairman advised Council that no Member had requested a dispensation and therefore this item was not required.