Agenda, decisions and minutes

There were no declarations of interest.

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

Councillor Dr Chukwudi Okeke

On behalf of Council, the Chairman congratulated Councillor Dr Okeke on his recent marriage and wished him and his wife all the best for their future. 

Meeting Etiquette

The Chairman asked councillors to be respectful of each other when addressing the meeting and out of courtesy, to remain in their seat during items. If necessary, the Chairman would adjourn the meeting to allow for a comfort break at a suitable point.

Chairman’s Engagements

A copy of the events attended by the Chairman was published with the agenda. The Chairman reminded Members that his fundraising dinner to raise money for his charity, Alexandra House of Joy, would be taking place on Saturday 18 November.

Members’ Allowance Survey

The Chairman referred to the annual survey on Members’ allowances. A paper copy had been given to all councillors and a link to complete the survey online would be emailed.

All councillors were encouraged to complete the survey as the feedback was valued by the Independent Remuneration Panel when considering its recommendations on Members’ Allowances. The Panel’s recommendations for the 2024/25 Allowance Scheme would be submitted to the 26 February 2024 Council meeting.

Members’ Pigeon Holes

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

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 agenda item and 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 13 October 2023.

The deadline to present a petition to this meeting has passed.

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

To confirm as a correct record the Minutes of Council held on 17 July 2023.

Subject to the correction of her/she to his/her against Councillor Middleton under Minute 19, Declarations of Interest, the spelling correction of Councillor McClean, under Minutes 25, Appointment of Representative to the Oxfordshire Joint Health Overview and Scrutiny Committee and the spelling correction of Councillor Hingley under Minute 26, Motions, the minutes of the meeting held on 17 July 2023 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 held on 17 July 2023, no key or exempt 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, Portfolio Holder Decisions and Executive Decisions made under Special Urgency

Resolved

That the minutes of the meeting of the Executive and Portfolio Holder decisions as set out in the Minute Book be received and that it be noted that since the last meeting of Council at which this was report, on 17 July 2023, no key or exempt 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

            No written questions have been submitted. The deadline for 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 Okeke: Empty properties in Banbury Town Centre

Councillor Biegel: E-scooter safety in Cherwell

Councillor Watkins: Working with Parish Councils to reduce food waste and distribute surplus food

Councillor Cherry: CCTV on Bretch Hill update

Councillor Mallon: Banbury Food for Charities

Councillor Mawer: Israel – Gaza war

Councillor Creed: Charging benches in Princess Diana Park

Councillor Middleton: Affordable housing threshold on sites within the draft Cherwell Local Plan

Councillor Hingley: Concerns from rural parishes regarding suspected drug dealing

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 and Governance and Monitoring Officer

Purpose of report

Council is asked to consider and agree the proposed calendar of meetings for the municipal year 2024/2025 (Appendix 1). 

Recommendations

The meeting is recommended:

1.1         To approve the calendar of meetings for Cherwell District Council for the municipal year 2024/2025 (Appendix 1).

Resolved

(1)          That the calendar of meetings for Cherwell District Council for the municipal year 2024/2025 be agreed and authority be delegated to the Assistant Director Law and Governance to made amendments to the calendar.

The Assistant Director Law and Governance and Monitoring Officer submitted a report for Council is asked to consider and agree the proposed calendar of meetings for the municipal year 2024/2025. 

In response to a Member comment regarding an incorrect date,  the Monitoring Officer suggested Council agree to delegate authority to the Monitoring Officer to make any necessary amendments to the meeting calendar.

Resolved

(1)          That the calendar of meetings for Cherwell District Council for the municipal year 2024/2025 be agreed.

(2)          That authority be delegated to the Assistant Director Law and Governance & Monitoring Officer to made any necessary amendments to the calendar.

The Labour Group Leader, Councillor Woodcock, has notified the Proper Officer of the following amendment to Labour Group committee membership:

Appeals Panel

Remove – Councillor Sean Woodcock

Add – Councillor Dr Chukwudi Okeke

Personnel Committee

Remove – Councillor Dr Chukwudi Okeke

Add – Councillor Sean Woodcock

Recommendations

The meeting is recommended:

1.1       To note the Labour Group committee membership amendment.

The Chairman referred to the agenda which set out that the Labour Group Leader, Councillor Woodcock, had notified the Proper Officer of a Labour Group committee membership change.

Resolved

(1)          That the following Labour Group committee membership amendment be noted:

Appeals Panel

Remove – Councillor Sean Woodcock

Add – Councillor Dr Chukwudi Okeke

Personnel Committee

Remove – Councillor Dr Chukwudi Okeke

Add – Councillor Sean Woodcock

The following item of business contains exempt information as defined in the following paragraph 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 and the Council itself in having access to the information. In considering their decision, 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, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following item of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following item of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt report of Corporate Director Resources

The exempt recommendation was agreed as set out in the exempt report

The Corporate Director Resources submitted an exempt report in relation to Town Centre House.

Resolved

(1)          As set out in the exempt Minutes.

Council to resolve to readmit the press and public to the meeting

Resolved

That the press and public be readmitted to the meeting.

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 12 October. 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 13 October. Amendments to motions will be dealt with in the order submitted. 

Resolved

(1)           That the following motion be adopted:

“The council notes Cherwell District Council declared a climate emergency in 2019.  

Since that declaration, every month brings news of another extreme weather event and associated loss of life and habitat. Anthropogenic global heating is a reality and we are now catching a glimpse of its devastating consequences. Worse is certainly yet to come.  

It is paramount, therefore, that communities work together to attempt to mitigate the worst effects of this very great threat to all life on this planet, and that residents are provided with opportunities to have positive, meaningful and actionable input into Cherwell District Council’s necessarily evolving and adapting climate action plan.  

This Council asks the Executive to: 

·       Initially undertake a one-off community forum, inviting local residents and representatives from local climate-action groups, with the aim to best map out the future agenda of Cherwell’s climate response. 

·       Action by January 2024.  

·       Consider how best to continue community engagement regularly thereafter.” 

(2)           That the following motion be adopted:

“In the Oxfordshire Net Zero Route Map & Action Plan presented to the Overview and Scrutiny Committee on the 14^th of March 2023, CDC commits Net Zero Target for the District by 2030 which includes the Domestic Energy Sector. It was noted in the original Tenant Charter presented in the Full Council meeting on the 19^th of December 2022 that 50% of properties in Cherwell do not meet basic energy efficiency standards. It is most likely that without retrofitting, the CDC's commitments to Net Zero will not be met. Retrofitting properties not only ensures that CDC meets its Net Zero Target commitments and makes the Council-adopted Tenant Charter more beneficial to the residents, but it will also create jobs in the district.

This Council calls on the Executive to:

·       Develop a retrofitting action plan for council-owned housing, showing how it will become carbon neutral by 2030.

·       Engage with relevant partners to investigate retrofitting prospects across the district, spanning retrofitting properties in social housing, privately rented and owner-occupied.

·       Acknowledge the benefit of retrofitting to the economy

·       Seek relevant possible funding sources to advance this work.

·       With the consent of the Overview & Scrutiny Committee, this work is included within the Climate Action group.”

(3)           That the following motion be adopted:

“This Council has always believed with cross Party support, that the provision of quality and affordable Sport and Leisure facilities are integral to the quality of life enjoyed by our residents. There is a strong connection between health, wellbeing and fitness. Healthy bodies, healthy minds.

This Council further believes that proactive forward planning for either refurbished or new additional projects is essential and that this requires active engagement with Members, Parish and Town Councils, and the Sports and Leisure stakeholders both local and national as appropriate. 

The Council notes the current Leisure facilities forward plan that includes:

* modernisation of the Fitness changing rooms at Kidlington Leisure Centre. 

* remedial works to cure roof leaks at Spiceball Leisure Centre.

* replacement of gym  ...  view the full decision text for item 40.

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

Motion One: Cherwell Community Climate Forum

It was proposed by Councillor Cherry and seconded by Councillor Hodgson that the following motion be adopted:

“The council notes Cherwell District Council declared a climate emergency in 2019.  

Since that declaration, every month brings news of another extreme weather event and associated loss of life and habitat. Anthropogenic global heating is a reality and we are now catching a glimpse of its devastating consequences. Worse is certainly yet to come.  

It is paramount, therefore, that communities work together to attempt to mitigate the worst effects of this very great threat to all life on this planet, and that residents are provided with opportunities to have positive, meaningful and actionable input into Cherwell District Council’s necessarily evolving and adapting climate action plan.  

This Council asks the Executive to: 

·         Initially undertake a one-off community forum, inviting local residents and representatives from local climate-action groups, with the aim to best map out the future agenda of Cherwell’s climate response. 

·         Action by January 2024.  

·         Consider how best to continue community engagement regularly thereafter.” 

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

Motion Two: Retrofitting

It was proposed by Councillor Woodcock and seconded by Councillor Okeke that the following motion be adopted:

“In the Oxfordshire Net Zero Route Map & Action Plan presented to the Overview and Scrutiny Committee on the 14^th of March 2023, CDC commits Net Zero Target for the District by 2030 which includes the Domestic Energy Sector. It was noted in the original Tenant Charter presented in the Full Council meeting on the 19^th of December 2022 that 50% of properties in Cherwell do not meet basic energy efficiency standards. It is most likely that without retrofitting, the CDC's commitments to Net Zero will not be met. Retrofitting properties not only ensures that CDC meets its Net Zero Target commitments and makes the Council-adopted Tenant Charter more beneficial to the residents, but it will also create jobs in the district.

This Council calls on the Executive to:

·         Develop a retrofitting action plan for council-owned housing, showing how it will become carbon neutral by 2030.

·         Engage with relevant partners to investigate retrofitting prospects across the district, spanning retrofitting properties in social housing, privately rented and owner-occupied.

·         Acknowledge the benefit of retrofitting to the economy

·         Seek relevant possible funding sources to advance this work.

·         With the consent of the Overview & Scrutiny Committee, this work is included within the Climate Action group.”

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

Motion Three: Facilitating Sport and Leisure in our District

It was proposed by Councillor Simpson and seconded by Councillor Chapman that the following  ...  view the full minutes text for item 40.