Agenda and minutes

The Chair welcomed councillors, past Chairman, former councillors, guests and officers to the first Annual Council being held in the Council Chamber since at Bodicote House since May 2019.

The Chair welcomed newly elected councillors, Councillor David Hingley, Councillor Ian Harwood, Councillor Dr Chukwudi Okeke, Councillor Rebecca Biegel, Councillor Andrew Crichton, Councillor Amanda Watkins, Councillor Donna Ford, Councillor Chris Pruden, Councillor Eddie Reeves, Councillor Fiona Mawson, Councillor Jean Conway, Councillor Gemma Coton and Councillor Angus Patrick, and congratulated them and all other councillors who were returned at the recent election. The newly elected councillors each introduced themselves to Council.

There were no declarations of interest.

To receive communications from the Chair.

The Chair made the following announcements:

Former Councillors

On behalf of Council, the Chair extended paid tribute and thanked  those councillors who stood down or were not re-elected at the May elections for their service to the council, their wards and the district.

Annual Council

By convention, the minutes of Committees, questions, petitions and motions were not considered at Annual Council. These would be included on the agenda of the next scheduled Council meeting on Monday 18 July.

Revised Register of Interest Form

Councillors who were not elected or re-elected at the May elections had an updated register of interest form on their desk and were requested to complete and return the form to the Monitoring Officer via the Democratic and Elections team as soon as possible.

Chair’s Engagements

A copy of the events attended by the Chair or Vice-Chairman was published with the agenda.

The Chair 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 petitions has passed. The deadline for requests to address this meeting is noon on Tuesday 17 May 2022.  

Full details of public participation at meetings is available in the Constitution or from the Democratic & Elections Team via the email address above.  

There were no petitions or requests to address the meeting.

There were no items of urgent business.

To confirm as a correct record the Minutes of Council held on 28 February 2022. .

The minutes of the meeting held on 28 February 2022 were agreed as a correct record and signed by the Chairman.

(The outgoing Chair, Councillor Hannah Banfield, presided for the consideration of this matter and those preceding)

It was moved by Councillor Wood and seconded by Councillor Webster, that Councillor Les Sibley be appointed as Chairman for the municipal year 2022/2023. There were no other nominations.

Resolved

(1)          That Councillor Les Sibley be appointed Chairman of Cherwell District Council for the Municipal Year 202/2023.

Councillor Les Sibley, having made and signed the required Declaration of Acceptance of Office took the Chair.

Councillor Sibley thanked Members for his appointment and addressed Council.

The Chairman advised that his wife, Mary, would be his consort for the year and presented her with the Consort’s badge.

The Chairman explained that he would confirm the charity he would be supporting and raising funds for during his term of office in due course.

The Chairman paid tribute to the outgoing Chair, Councillor Banfield, thanking her for her dedication to the Council and residents.

Members paid tribute to Councillor Banfield for her term of office commending her for the dedication and commitment she had shown representing the Council both in person and virtually during the ongoing pandemic. Members also commended Councillor Banfield for chairing Council meetings in a fair and calm way.

Councillor Banfield accepted her past Chair’s badge as a token of her term of office. 

Councillor Banfield addressed Council to report on her term of office as Chair.

Councillor Banfield thanked her Vice-Chairman, Councillor Sibley, her PA, Liz Matthews, the Chief Executive, the former Monitoring Officer, Anita Bradley, and current interim Monitoring Officer and the Governance and Elections Manager for their  support during her year as Chair. Councillor Banfield also extended her thanks to all Members, for supporting her as Chair.

Councillor Banfield explained that due to the ongoing COVID-19 pandemic and restrictions she had not been able to hold a main fundraising event for her charities. She had agreed with the former Chairman, former Councillor David Hughes, that they would combine the money raised over their terms of office and she would advise of monies raised for her charities at the July Council meeting.

It was proposed by Councillor Wood and seconded by Councillor Corkin, that Councillor Jason Slaymaker be appointed as Vice-Chairman for the Municipal Year 2022/2023. There were no other nominations.

Resolved

(1)          That Councillor Jason Slaymaker be appointed Vice-Chairman of the Council for the municipal year 2022/2023.

Councillor Jason Slaymaker, having made and signed the required Declaration of Acceptance of Office was invested with the Vice-Chairman’s Chain.

Councillor Slaymaker addressed Council and thanked Members for his appointment.

** Please note this report will follow as it is being reviewed and finalised **

Report of Chief Executive

The Chief Executive submitted a report for Council to note the results of the 5 May 2022 district elections and agree the governance arrangements for the council following the elections to ensure for the municipal year 2022/2023.

Resolved

(1)          That the results of the District Elections held on 5 May 2022 be noted:

(2)          That the current constitution of the Council (48 Members) be noted:

·         25 Conservative (52.08%)

·         10 Labour / Labour & Co-operative Party (20.83%)

·         7 Liberal Democrat  (14.58%)

·         4 Independent  (8.34%)

·         2 Green  (4.17%)

(3)          That the constitution of Political Groups and notification of Group Leaders.

·         Conservative Group – 25 members (all Conservative councillors)

o   Group Leader: Councillor Barry Wood

·         Progressive Oxfordshire Group – 11 members (comprising 7 Liberal Democrat, 2 Green and 2 Independent (Cllrs Broad and Cotter) councillors)

o   Group Leader: Councillor Katherine Tyson

·         Labour Group – 10 members (comprising all Labour / Labour & Co-operative councillors)

o   Group Leader: Councillor Sean Woodcock

·         Independent Group – 2 members (comprising 2 Independent councillors, Cllrs Sibley and Webster)

o   Group Leader: Councillor Les Sibley

(4)          That Councillor Barry Wood be appointed Leader of the Council.

(5)          That the appointment of Councillor Ian Corkin as Deputy Leader of the Council and the membership of the Executive and the Executive portfolios for Municipal Year 2022/2023 be noted.

(6)          That the allocation of seats on committee that are subject to the political balance requirements be agreed:

Report of Interim Monitoring Officer

Purpose of report

To adopt a revised Members’ Code of Conduct as unanimously recommended by the Standards Committee.

Recommendations

The meeting is recommended:

1.1       To adopt the revised Members’ Code of Conduct.

1.2       To agree that:

·         it be mandatory for all Councillors to complete Code of Conduct training within 6 months of the adoption of the revised code (i.e. by mid-November).

·         It be mandatory for all Councillors to undertake Code of Conduct training within 6 months of their election (newly or re-elected) and attend a refresher at least once during their term of office. 

1.3       To endorse the revised Members’ Code of Conduct for adoption by the Town and Parish Councils in the Cherwell District.

The Interim Monitoring Officer submitted a report for Council to adopt a revised Members’ Code of Conduct as unanimously recommended by the Standards Committee.

Resolved

(1)          That the revised Members’ Code of Conduct (Annex to the Minutes as set out in the Minute Book) be adopted.  

(2)          That it be agreed that:

·         it be mandatory for all Councillors to complete Code of Conduct training within 6 months of the adoption of the revised code (i.e. by mid-November).

·         It be mandatory for all Councillors to undertake Code of Conduct training within 6 months of their election (newly or re-elected) and attend a refresher at least once during their term of office. 

(3)          That the revised Members’ Code of Conduct be endorsed for adoption by the Town and Parish Councils in the Cherwell District.

Report of Interim Monitoring Officer

Purpose of report

To appoint an Independent Person in light of the resignation of a current Independent Person.

Recommendations

The meeting is recommended:

1.1         to appoint Dr Sadie Reynolds as an Independent Person, to be appointed for a term expiring on the date of the December Council meeting in 2025.

1.2         to note that the appointment of the Independent Person may be renewable in 2025 for a further term of four years subject to the Independent Person wishing to continue in the role and Council agreeing the renewal of the appointment.

The Interim Monitoring Officer submitted a report to appoint an Independent Person in light of the resignation of a current Independent Person.

In introducing the report, the Chairman of the Standards Committee in 2021/22, Councillor Holland, paid tribute and thanked Mr Graham Matthews for his service to the Council as an Independent Person since his initial appointment to the role in July 2013 and wished him all the best for the future.

Resolved

(1)          That Dr Sadie Reynolds be appointed as an Independent Person, to be appointed for a term expiring on the date of the December Council meeting in 2025.

(2)          That it be noted that the appointment of the Independent Person may be renewable in 2025 for a further term of four years subject to the Independent Person wishing to continue in the role and Council agreeing the renewal of the appointment.

** Please note this report will follow as it is currently being reviewed and finalised **

Report of Chief Executive

The Chief Executive submitted a report to update Council on the outcome of the stage one consultation that was held between 22 November 2021 and 31 January 2022; to consider recommendations for the second consultation stage that is due to be held from 4 July to 9 September 2022; to delegate authority to the Chief Executive to confirm membership of the Parliamentary Boundary and Community Governance Review Working Group (the Working Group) in light of 5 May 2022 district elections.

In response to Member comments regarding the proposal to consult on proposed amendments to the Banbury and Bodicote parish boundaries and that this should not go forward and were opposed by Bodicote Parish Council, Councillor Mallon, Chairman of the County Governance Review Working Group, advised that in reaching its recommendations the Working Group had considered all responses received during the first consultation and had regard to national guidance in reaching it’s recommendations for the second consultation stage. The recommendations to Council had been unanimously agreed by the working group which included representatives of all political groups.

It was proposed by Councillor Hingley and seconded by Councillor Cotter that a separate vote on recommendation 1.3 be taken. The separate vote having been duly proposed and seconded. Council voted on all recommendations excluding recommendation 1.3 and held a separate vote on recommendation 1.3.

Resolved

(1)          That no changes be made to the boundary between Kidlington and Gosford & Water Eaton as part of the current Community Governance Review.

(2)          That a second stage consultation be carried out on amendments to the parish boundaries between Ambrosden and Blackthorn, area A as shown on map 2 (Annex to the Minutes as set out in the Minute Book).

(3)          That a second stage consultation be carried out on amendments to the parish boundaries between Banbury and Bodicote, areas E and F as shown on map 3, and areas F1 and F2 as shown on map 4 (Annex to the Minutes as set out in the Minute Book).

(4)          That a second stage consultation be carried out on amendments to the parish boundaries between Banbury and Drayton, areas C and D as shown on map 5 (Annex to the Minutes as set out in the Minute Book).

(5)          That a second stage consultation be carried out on amendments to the parish boundaries between Bicester, Ambrosden, Blackthorn and Launton, area L as shown on map 6 (Annex to the Minutes as set out in the Minute Book).

(6)          That a second stage consultation be carried out on amendments to the parish boundaries between Chesterton, Bucknell and Bicester, areas G and H as shown on map 7 (Annex to the Minutes as set out in the Minute Book).

(7)          That a second stage consultation be carried out on amendments to the parish boundaries between Horley and Wroxton, and Horley and Hanwell, areas N and O as shown on map 8 (Annex to the Minutes as set out in the Minute Book).

(8)          That  ...  view the full minutes text for item 16.

** Please note this report will follow as it is being reviewed and finalised **

Report of Interim Assistant Director Law, Governance & Democratic Services & Monitoring Officer

The Interim Assistant Director Law, Governance & Democratic Services and Interim Monitoring Officer submitted a regarding IT provision for Members.

In introducing the report, the Portfolio Holder for Corporate Services, Councillor Mould, explained that the review of Members’ Allowances that had been  considered by the 28 February 2022 Council meeting had included a proposal from the Independent Remuneration Panel to introduce an IT allowance to ensure a consistent approach for all councillors. Members had requested officers to review this proposal and submit a revised proposal to this meeting.

Accordingly, the report sought approval of the proposed approach to IT provision for Members. The proposals were designed to ensure that Members were equipped with the IT support they need to perform their role as CDC councillors. The IT provision and IT support needed to be sufficiently robust to safeguard CDC and individual Members from cyber-attacks and data security breaches. 

Resolved

(1)          That the following principles governing the provision of IT be approved:

i.              All Members should have access to a consistent level of IT equipment;

ii.            The IT support should enable Members to properly carry out their role;

iii.           IT officer support should be available to ensure the IT equipment runs smoothly, and software is updated on a regular basis;

iv.           CDC and Members individually should be protected against the risk of cyber-attack, malware being brough into CDC systems and from data security breaches;

v.            IT support should be complimentary to the Council’s other policies on cyber security, data security and climate change;

vi.           Members should have the same level of IT flexibility as officers.

(2)          That the establishment of a dedicated budget for Members’ IT be agreed.

(3)          That authority be delegated to the Interim Assistant Director Law, Governance & Democratic Services and Interim Monitoring Officer and Director of Digital & IT, in consultation with the Lead Member whose portfolio includes IT, to draft a Members’ IT Policy, setting out acceptable IT usage and the support Members can expect.

(4)          That it be agreed to roll out the provision of laptops and mobile phones to all new Members following the elections in May 2022.

** Please note this report will follow as it is being reviewed and finalised **

Report of Interim Assistant Director Law, Governance & Democratic Services & Monitoring Officer

The Interim Monitoring Officer submitted a report which presented updates to the Constitution which had arisen either from the end of the formal partnership working between Cherwell District Council and Oxfordshire County Council or to incorporate within the Constitution procedures that were currently followed as custom but not included in the Constitution.   

The Constitution is the document by which, in accordance with the law, the Council exercises all its powers and duties. It is essential that it is reviewed to ensure it remains fit for purpose.

Resolved

(1)          That the inclusion in the Constitution of the custom to allow the proposer of the budget, Group Leaders and proposers of amendments to speak for up to 10 minutes when Council considers the annual budget setting report be endorsed.

(2)          That the  revised Financial Procedure Rules (Annex to the Minutes as set out in the Minute Book) be adopted and authority delegated to the Monitoring Officer, in consultation with the Section 151 Officer, to make any further changes required arising from the separation from Oxfordshire County Council.

(3)          That the Officer Scheme of Delegation Transfer of Functions (Annex to the Minutes as set out in the Minute Book) be noted and it be further noted that the Monitoring Officer would undertake a detailed review of the Officer Scheme of Delegation to reflect the Cherwell District Council Leadership Team following the end of the formal partnership working arrangements with Oxfordshire County Council.

Report of Assistant Director of Finance & Section 151 Officer

Purpose of report

This report presents the annual report of the Accounts, Audit & Risk Committee 2021/22 and seeks agreement to amend the Terms of Reference of the Committee. 

Recommendations

The meeting is recommended:

1.1         To note the contents of the Annual Report of the Accounts, Audit & Risk Committee 2021/22 (Appendix 1).

1.2         To agree the updated Terms of Reference for the Accounts, Audit and Risk Committee  (Appendix 2).

The Assistant Director of Finance & Section 151 Officer submitted a report which presented the annual report of the Accounts, Audit & Risk Committee 2021/22 and sought agreement to amend the Terms of Reference of the Committee. 

In introducing the report, Councillor Brown, Vice-Chairman of the Accounts, Audit & Risk Committee in 2021/22, paid tribute to former Councillor Mike Kerford-Byrnes who had been Chairman of the Committee in 2021/22 and had stood down as a councillor as the May 2022 elections.

Councillor Brown echoed the former Chairman’s comments in his Introduction to the Annual Report and thanked officers and Committee members who had contributed and supported the work if the Committee in a positive and meaningful way during 2021/22.

In relation to proposed amendments to the Committee’s Terms of Reference, Councillor Brown advised that these related to removing the requirement for substitutes to be trained prior to attending a meeting in that capacity and adding an Independent Person (non-voting) to the Committee membership.

Resolved

(1)          That the Annual Report of the Accounts, Audit & Risk Committee 2021/22 (Annex to the Minutes as set out in the Minute Book) be noted.

(2)          That  the updated Terms of Reference for the Accounts, Audit and Risk Committee (Annex to the Minutes as set out in the Minute Book) be agreed.