Agenda, decisions and minutes

The Chairman welcomed Members, officers and guests to the meeting.

On behalf of Council, the Chairman welcomed Ian Boll, Corporate Director Communities and Steve Hinds, Corporate Director Resources to their first Full Council meeting. The Chairman also welcomed Matt Marsh, Deputy Monitoring Officer, to the meeting.

The Chairman advised that Councillors Tyson and Conway were joining the meeting virtually and could speak on items but had no voting rights or rights to propose or second items.

There were no declarations of interest.

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

The Chairman made the following announcements:

Chairman’s Engagements

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

Chairman’s Charity

The Chairman reminded Members that when he was appointed Chairman at the Annual Meeting, he had not yet chosen his charity for the year. The Chairman advised he was pleased to report that he would be raising money for Alexandra House of Joy who plan to open a centre for adults with learning disabilities in Bicester. The charity had today launched the Buy a Brick campaign and information about how to support the initiative had been provided to Members.

Former Chair’s Charity

The Chairman invited the former Chair, Councillor Banfield, to address Council to report on the

Councillor Banfield addressed Council and advised that she and former Councillor Hughes, Chairman May 2019 to May 2021, had agreed to pool their charity funding. Former Councillor Hughes’ charities, Rosie’s Respite Caring for Young People, ARCH (Assisted Reading for Children), Katharine House Hospice, and Councillor Banfield’s charities, Green Dome Trust Community Fridge, The Sunshine Multicultural Ladies Drop In Project and the Banburyshire Benefits Advice Centre had each received £620.  

On behalf of Council, the Chairman commended Councillor Banfield and former Councillor Hughes for the donations they had made to their charities, particularly in light of the difficulties of fundraising during their terms of office due to covid restrictions.

Meeting Length

Due to the length of the agenda, out of courtesy to other Members, the Chairman asked Members to remain in your seat during items and advised, if needed, he  would adjourn the meeting to allow for a comfort break at a suitable point. 

Members’ Pigeon Holes

Members were reminded to check their pigeon hole and take any post.

Parish Liaison Meeting

The Chairman invited the Leader, Councillor Wood, to address the meeting.

The Leader referred to the Parish Liaison Meeting which had taken place on Wednesday 8 June and had been extremely well attended and received. The Leader would ensure all Members were sent the notes of the meeting when available and encouraged all Members to attend in the future.   

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 petitions and requests to address this meeting is noon on Friday 15 July 2022.

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

To confirm as a correct record the Minutes of Council held on 18 May 2022 .

The minutes of the meeting held on 18 May 2022 were agreed as a correct record and signed by the Chairman.

a)         Minutes of Executive, Portfolio Holder 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 Portfolio Holder Decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting of Council at which it was reported, 28 February 2022, one key decision has been taken by Executive, in relation to a Proposal to Consult on a Hackney Carriage Tariff Increase.

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 at which it was reported, 28 February 2022, one key decision had been taken by Executive, in relation to a Proposal to Consult on a Hackney Carriage Tariff Increase.

b)           Minutes of Committees

Resolved

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

a)         Written Questions

            No written questions have been submitted with advance notice in accordance with the Constitution. The deadline to submit written questions has now passed.

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.

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).

a) Written Questions

There were no written questions.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Councillor Broad: Cherwell Local Plan

Councillor Webb: Leadership structure

Councillor Woodcock: Housing waiting list

Councillor Watkins: Old garages, Banbury Ruscote

Councillor Middleton: Development in Kidlington

c) Questions to Committee Chairmen on the Minutes

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

Report of Assistant Director Law, Governance and Democratic Services and Monitoring Officer (interim)

Purpose of report

To agree to disband the Joint Shared Services and Personnel (JSSP) Committee as from 31 August 2022 following the end of the formal partnership arrangements between Cherwell District Council (CDC) and Oxfordshire County Council (OCC) and the conclusion of business for the Committee. 

Recommendations

The meeting is recommended:

1.1         to disband the Joint Shared Services and Personnel Committee with effect from 31 August 2022 and note the conclusion of its business.  

1.2         to disband the Joint Appeals Panel with effect from 31 August 2022.

1.3         to request that the interim Monitoring Officer update the Constitution to reflect the disbanding of the Joint Shared Services and Personnel Committee and Joint Appeals Panel accordingly effective 1 September 2022 and to add into the Chief Executive’s delegations the power to terminate, extend or vary the new arrangements.

1.4         to request that the interim Monitoring Officer submit revised proportionality calculations with the Joint Shared Services and Personnel Committee removed from the calculations and any committee allocation and appointment adjustments made accordingly to the 17 October Full Council meeting.

1.5         to note that at its meeting of 4 July 2022, the Joint Shared Services and Personnel Committee noted that operational oversight of the new arrangements for service areas would be undertaken by each respective Chief Executive and agreed delegated powers to terminated, extend or vary the new arrangements.

Resolved

(1)          That the Joint Shared Services and Personnel Committee be disbanded with effect from 31 August 2022 and the conclusion of its business noted.

(2)          That the Joint Appeals Panel be disbanded with effect from 31 August 2022.

(3)          That the interim Monitoring Officer be requested to update the Constitution to reflect the disbanding of the Joint Shared Services and Personnel Committee and Joint Appeals Panel accordingly effective 1 September 2022 and to add into the Chief Executive’s delegations the power to terminate, extend or vary the new arrangements.

(4)          That the interim Monitoring Officer be requested to submit revised proportionality calculations with the Joint Shared Services and Personnel Committee and Joint Appeals Panel removed from the calculations and any committee allocation and appointment adjustments made accordingly to the 17 October Full Council meeting.

(5)          That it be noted at its meeting of 4 July 2022, the Joint Shared Services and Personnel Committee noted that operational oversight of the new arrangements for service areas would be undertaken by each respective Chief Executive and agreed delegated powers to terminated, extend or vary the new arrangements.

The Assistant Director Law, Governance and Democratic Services and Monitoring Officer (interim) submitted a report which sought agreement to disband the Joint Shared Services and Personnel (JSSP) Committee as from 31 August 2022 following the end of the formal partnership arrangements between Cherwell District Council (CDC) and Oxfordshire County Council (OCC) and the conclusion of business for the Committee. 

Resolved

(1)          That the Joint Shared Services and Personnel Committee be disbanded with effect from 31 August 2022 and the conclusion of its business noted.

(2)          That the Joint Appeals Panel be disbanded with effect from 31 August 2022.

(3)          That the interim Monitoring Officer be requested to update the Constitution to reflect the disbanding of the Joint Shared Services and Personnel Committee and Joint Appeals Panel accordingly effective 1 September 2022 and to add into the Chief Executive’s delegations the power to terminate, extend or vary the new arrangements.

(4)          That the interim Monitoring Officer be requested to submit revised proportionality calculations with the Joint Shared Services and Personnel Committee and Joint Appeals Panel removed from the calculations and any committee allocation and appointment adjustments made accordingly to the 17 October Full Council meeting.

(5)          That it be noted at its meeting of 4 July 2022, the Joint Shared Services and Personnel Committee noted that operational oversight of the new arrangements for service areas would be undertaken by each respective Chief Executive and agreed delegated powers to terminated, extend or vary the new arrangements.

Report of Assistant Director – Law, Governance and Democratic Services (Interim)

Purpose of report

This report presents the Overview and Scrutiny Annual Report for 2021/22

Recommendations

The meeting is recommended:

1.1       To note the report.

Resolved

(1)           That the Overview and Scrutiny Committee Annual Report 2021/22 be noted.

The Assistant Director – Law, Governance and Democratic Services (Interim) submitted a report which presented the Overview and Scrutiny Annual Report for 2021/22.

Resolved

(1)          That the Overview and Scrutiny Committee Annual Report 2021/22 be noted.

Group Leaders to advise of any changes, if any, to Committee membership for their political group for Council to note.

Resolved

(1)           That the following Conservative Group changes to committee membership be noted:

Overview and Scrutiny Committee

Remove: Councillor John Donaldson

Add: Councillor Bryn Williams

Planning Committee

Remove: Councillor Barry Wood as committee member to become named substitute

Add: Councillor Colin Clarke (previously named substitute)

Remove: Councillor Donna Ford as named substitute

Add: Councillor Bryn Williams as named substitute

The Conservative Group Leader, Councillor Wood, advised Council of changes to membership of committees by Conservative Group members.  

Resolved

(1)          That the following Conservative Group changes to committee membership be noted:

Overview and Scrutiny Committee

Remove: Councillor John Donaldson

Add: Councillor Bryn Williams

Planning Committee

Remove: Councillor Barry Wood as committee member to become named substitute

Add: Councillor Colin Clarke (previously named substitute)

Remove: Councillor Donna Ford as named substitute

Add: Councillor Bryn Williams as named substitute

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

(For information: The Constitution sets out that no Motion to rescind or vary an agreed Motion can be considered within a 6 month period unless signatures or email from a recognised source from 8 councillors is received. Council considered and agreed a motion in relation to the Ukraine Crisis and support for refugees at its 28 February 2022 meeting. The Assistant Director Law, Governance and Democratic Services and Monitoring Officer (interim) has received 8 signatures and therefore confirms that the Refugee Crisis motion is valid.)

Please note that the deadline to submit motions has passed. The deadline for Members to submit amendments to motions is noon on Thursday 14 July 2022. 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 15 July 2022. Amendments for motions will be dealt with in the order submitted. 

Resolved

(1)          That the following motion be adopted:

“The long-term effects of the COVID pandemic, spiralling inflation and stagnant wages are leaving many adults and children across our communities hungry. Over 2m people in the UK are now reliant on food banks.

Many residents throughout Cherwell are facing the terrible choice of heating or eating. The situation this coming winter is set to get worse. Fuel bills and the cost of food are both likely to increase again in the autumn. The knock-on effects on declining mental health will increase the burden on the NHS.

This Council acknowledges the suffering of residents struggling to feed themselves and their families and declares a Food Poverty Emergency.

We commit to:

-        Designating a Food Champion: a lead member for food poverty at Cherwell District Council

-        Establishing and reporting to Overview and Scrutiny Committee on the scale of the food poverty crisis in Cherwell

-        Drawing up a Cherwell Food Action Plan that supports local communities in helping to relieve the food poverty emergency, in line with the new countywide food strategy

-        Developing a promotional campaign that raises awareness of underclaimed Healthy Start food vouchers

-        Supporting local communities to reduce food waste and improve the food choices of residents and continuing to be an active member of the Cherwell Community Food Network."

(2)          That the following motion, as amended, be adopted:

“We recognise the need to continue to support our communities at a time when the cost of living is increasing. We would like to thank our staff for ensuring that £6.7m of the £7.7m of Government funded resources, through the Council Tax Rebate Scheme, has already been provided to support our residents.

We will continue to work closely with the Government and the Leader of the Council will write to the  Secretary of State for Levelling Up, Housing and Communities, requesting a meeting to discuss:

1.    Subsidy for bus and train travel, to ensure people can travel affordably and sustainably

2.    A review of the energy cap to cover all types of domestic fuels and provide protection to SMEs.

3.    Expansion of the coverage of the Rural Fuel Duty Rate Relief.

4.    Additional financial support for councils to aid the most vulnerable.

5.    Increasing investment in UK renewables to decarbonise the energy sector and prevent a future energy fuelled cost of living crisis.”

(3)          That the following motion, as amended, be adopted:

"The UK government response to the Ukrainian refugee crisis has been criticised for its slow start and unnecessary bureaucracy at a time of extreme stress for people fleeing war. Local authorities, already dealing with the fallout from the pandemic and the emerging cost of living crisis, are on the frontline of sorting out the issues from the Homes for Ukraine scheme. 

Nevertheless, the generosity of our residents and the dedication and hard work of our staff  has ensured that hundreds of guests have been placed safely with hosts in Cherwell. There is  uncertainty about the longer-term prospects  ...  view the full decision text for item 31.

The Chair advised that four motions had been submitted. Amendments to two of the motions had been submitted. In line with the Constitution, no further amendments were now permitted.

Motion to declare a Food Poverty Emergency

It was proposed by Councillor Moon and seconded by Councillor Biegel that the following motion be adopted:

“The long-term effects of the COVID pandemic, spiralling inflation and stagnant wages are leaving many adults and children across our communities hungry. Over 2m people in the UK are now reliant on food banks.

Many residents throughout Cherwell are facing the terrible choice of heating or eating. The situation this coming winter is set to get worse. Fuel bills and the cost of food are both likely to increase again in the autumn. The knock-on effects on declining mental health will increase the burden on the NHS.

This Council acknowledges the suffering of residents struggling to feed themselves and their families and declares a Food Poverty Emergency.

We commit to:

-        Designating a Food Champion: a lead member for food poverty at Cherwell District Council

-        Establishing and reporting to Overview and Scrutiny Committee on the scale of the food poverty crisis in Cherwell

-        Drawing up a Cherwell Food Action Plan that supports local communities in helping to relieve the food poverty emergency, in line with the new countywide food strategy

-        Developing a promotional campaign that raises awareness of underclaimed Healthy Start food vouchers

-        Supporting local communities to reduce food waste and improve the food choices of residents and continuing to be an active member of the Cherwell Community Food Network."

No amendments to the motion having been proposed, the motion was debated as submitted. On being put to the vote the motion was unanimously agreed.

Cost of Living Crisis

It was proposed by Councillor Hingley and seconded by Councillor Middleton that the following motion be adopted:

“There is a pressing need to address the cost-of-living crisis.

Inflation is squeezing already stretched household budgets – propelled largely by energy price increases. On 1 April 2022, Ofgem increased the household energy price cap by 54 per cent - this excludes homes using solid fuel oil or bottled gas. However, the cap does not protect businesses.  Energy cost rises affect all aspects of life: from logistics and food production to home heating and cooking. Many Cherwell families face the hard choice between heating and eating.  

This crisis demonstrates the need to change our energy supply, not only to prevent a climate catastrophe, but also to maintain a functioning economy for all. The UK Government has announced tax reliefs for companies investing in "UK extraction". This move is encouraging more investment in North Sea oil and gas extraction, whilst hampering energy decarbonisation plans.

This Council therefore declares a ‘Cost of Living Crisis’ and calls on the Leader to write to the Government to:

1.    Put in place schemes for subsidising bus and train travel, to ensure people can travel affordably and sustainably 

2.    Urgently review the  ...  view the full minutes text for item 31.