Agenda, decisions and minutes

The Chair welcomed Members, officers attending in person and virtually, and the press and public watching the broadcast to the meeting, the first Full Council meeting in the Chamber since February 2020.

There were no declarations of interest.

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

The Chair made the following announcements:

Sir David Amess MP

The Chair paid tribute and passed condolences on behalf of Council to the family and friends of Sir David Amess MP, who had been murdered the previous week whilst holding a constituency surgery. Sir David had been the MP for Southend West in Essex.

Council held a minute’s silence in memory of Sir David Amess MP.

Chair’s Engagements

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

Update on Written Question

The Chair referred to the July Council meeting at which Councillor Beere had  submitted a written question and as a supplementary question, asked the Leader to write to the German and Benelux embassies on behalf of the council to pass on sympathies and solidarity to people affected by the flooding in July.

Councillor Wood had duly written to the German, Luxembourg and Dutch embassies in the UK and had received letters back from the respective Ambassadors thanking the council for its support.

Addressing Council, length of speeches and voting

The Chair reminded councillors of the length of speeches and the approach she would apply with regards seconders speaking on reports and motions.  

Members’ Pigeon Holes

The Chair reminded Members to check your pigeon hole and remove any post.

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 and requests to address this meeting is noon on Friday 15 October 2021.

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

To confirm as a correct record the Minutes of Council held on 19 July 2021.

The minutes of the meeting held on 19 July 2021 were agreed as a correct record and signed by the Chair.

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 July no 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 July 2021, 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

            One written question has been submitted with advance notice in accordance with the Constitution. This is 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 Chair 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 Chair to invite questions to Chairmen of Committees on any matter arising from the minutes of their committee (if any).

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 response 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 Cherry and in relation to Regeneration of Garage Sites in Banbury.   

Councillor Cherry thanked the Leader for the response and confirmed he did not have a supplementary question.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Councillor Middleton: Oxford Cambridge Arc Consultation

Councillor Middleton: Bicester Town Council    

Councillor Middleton: Cherwell District Council free advice service to local businesses

Councillor Hussain: Provision of facilities for HGV drivers in the district

Councillor Billington: Kidlington bollard

Councillor Billington: Refurbishment of Watts Way public toilets, Kidlington

Councillor Woodcock: Support to Cherwell residents in light of end of Universal Credit uplift

Councillor Cherry: Distribution of fuel poverty grants

Councillor Mallon: Banbury United Football Club FA Cup success

Councillor Richards: Joint procurement arrangement with Oxfordshire County Council

Councillor Richards: Provision of changing places facilities as part of the public toilet refurbishment 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 – Planning and Development

Purpose of report

To consider the proposed Statement of Community Involvement (SCI) for adoption following recommendation from Executive dated 4 October 2021.

Recommendations

The meeting is recommended:

1.1         To adopt the Statement of Community Involvement (SCI) at Appendix 2 as a replacement for the current statement of community involvement (CSCI) adopted on 18 July 2016

1.2         To delegate the adoption of future Statements of Community Involvement and the approval of amendments to the Executive.

1.3         To delegate to the Assistant Director – Planning and Development the authority to modify the Statement of Community Involvement in exceptional circumstances with the agreement of the Lead Member for Planning.

Resolved

(1)          That the Statement of Community Involvement (SCI) (Annex to the Minutes as set out in the Minute Book) be adopted as a replacement for the current statement of community involvement (CSCI) adopted on 18 July 2016.

(2)          That the adoption of future Statements of Community Involvement and the approval of amendments be delegated to the Executive.

(3)          That authority to modify the Statement of Community Involvement in exceptional circumstances be delegated to the Assistant Director – Planning and Development the with the agreement of the Lead Member for Planning.

The Assistant Director – Planning and Development submitted a report to consider the proposed Statement of Community Involvement (SCI) for adoption following recommendation from Executive dated 4 October 2021.

Resolved

(1)          That the Statement of Community Involvement (SCI) (Annex to the Minutes as set out in the Minute Book) be adopted as a replacement for the current statement of community involvement (CSCI) adopted on 18 July 2016.

(2)          That the adoption of future Statements of Community Involvement and the approval of amendments be delegated to the Executive.

(3)          That authority to modify the Statement of Community Involvement in exceptional circumstances be delegated to the Assistant Director – Planning and Development the with the agreement of the Lead Member for Planning.

Report of Director Law and Governance and Monitoring Officer

Purpose of report

For Council to approve the Terms of Reference for the District Wide Community Governance Review 2021; to delegate authority to the Director Law and Governance and Monitoring Officer, in consultation with the Chairman or Vice-Chairman of the working group, to make minor amendments to the timetable if required.

Recommendations

The meeting is recommended:

1.1         To approve the Terms of Reference for the Community Governance Review (CGR) (appendix 1 to the report).

1.2         To delegate authority to the Director Law and Governance and Monitoring Officer, in consultation with the Chairman (or Vice-Chairman in the Chairman’s absence) of the Parliamentary Boundary and Community Governance Review working group, to make minor amendments to the timetable for the CGR if required. 

Resolved

(1)          That the Terms of Reference for the Community Governance Review (CGR) (Annex to the Minutes as set out in the Minute Book) be approved.

(2)          That authority be delegated to the Director of Law and Governance and Monitoring Officer, in consultation with the Chairman (or Vice-Chairman in the Chairman’s absence) of the Parliamentary Boundary and Community Governance Review working group, to make minor amendments to the timetable for the Community Governance Review if required. 

The Director Law and Governance and Monitoring Officer submitted a report for Council to approve the Terms of Reference for the District Wide Community Governance Review 2021; to delegate authority to the Director Law and Governance and Monitoring Officer, in consultation with the Chairman or Vice-Chairman of the working group, to make minor amendments to the timetable if required.

Resolved

(1)          That the Terms of Reference for the Community Governance Review (CGR) (Annex to the Minutes as set out in the Minute Book) be approved.

(2)          That authority be delegated to the Director of Law and Governance and Monitoring Officer, in consultation with the Chairman (or Vice-Chairman in the Chairman’s absence) of the Parliamentary Boundary and Community Governance Review working group, to make minor amendments to the timetable for the Community Governance Review if required. 

Report of Director of Law and Governance and Monitoring Officer

Purpose of report

Council is asked to consider and agree the proposed calendar of the meetings for the municipal year 2022/2023 (Appendix 1). 

Recommendations

The meeting is recommended:

1.1       To approve the calendar of meetings for Cherwell District Council for the municipal year 2022/2023 (Appendix 1).

Resolved

(1)          That the calendar of meetings for Cherwell District Council for the municipal year 2022/2023 (Annex to the Minutes as set out in the Minute Book) be approved.

The Director of Law and Governance and Monitoring Officer submitted a report for Council to consider and agree the proposed calendar of the meetings for the municipal year 2022/2023. 

Resolved

(1)          That the calendar of meetings for Cherwell District Council for the municipal year 2022/2023 (Annex to the Minutes as set out in the Minute Book) be approved.

Report of Director of Finance

Purpose of report

To seek Council’s approval to amend the Capital Programme for 2021/22 in line with the Financial Regulations.

Recommendations

The meeting is recommended:

1.1       to approve the increase in the Capital Programme of £1.240m Disabled Facilities Grant (DFG), funded by grant received from the Government.

Resolved

(1)          That an increase in the Capital Programme of £1.240m Disabled Facilities Grant (DFG), funded by grant received from the Government, be approved.

The Director of Finance submitted a report to seek Council’s approval to amend the Capital Programme for 2021/22 in line with the Financial Regulations.

Resolved

(1)          That an increase in the Capital Programme of £1.240m Disabled Facilities Grant (DFG), funded by grant received from the Government, be approved.

Report of the Director of Law and Governance and Monitoring Officer

Purpose of report

To provide Council with the Local Government and Social Care Ombudsman’s annual report on Cherwell District Council for the financial year 2020/21.

Recommendations

The meeting is recommended:

1.1       To receive the report and comment on the Local Government and Social Care Ombudsman’s Annual Review of Cherwell District Council for 2020/21.

Resolved

(1)          That the report and the Local Government and Social Care Ombudsman’s Annual Review of Cherwell District Council for 2020/21 be received.

The Director of Law and Governance and Monitoring Officer submitted a report to provide Council with the Local Government and Social Care Ombudsman’s annual report on Cherwell District Council for the financial year 2020/21.

Resolved

(1)          That the report and the Local Government and Social Care Ombudsman’s Annual Review of Cherwell District Council for 2020/21 be received.

Group Leaders to advise Council of any changes to the membership of committees for their political group. Council will be asked to note any amendments to committee membership.

Resolved

(1)          That the following change of Conservative Group committee membership be noted:

Accounts, Audit & Risk Committee

Remove: Councillor Tony Ilott

Add: Councillor Adam Nell

The Chairman invited the Leader of the Conservative Group, Councillor Wood, to advise Council of the amendments to Conservative Group committee membership.  

Resolved

(1)          That the following change of Conservative Group committee membership be noted:

Accounts, Audit & Risk Committee

Remove: Councillor Tony Ilott

Add: Councillor Adam Nell

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 14 October 2021. 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 October 2021. Amendments for motions will be dealt with in the order submitted. 

Resolved

(1)          That the following motion be adopted:

“This council believes that planning works best when developers and communities work closely together to shape local areas when delivering new homes, infrastructure and commercial sites.

Notwithstanding the above, this Council further believes that the ability of individual residents to support or object to planning applications is an invaluable part of the planning system.  As we await the emerging Planning Reform Bill, this council calls on the Leader of the Council to closely monitor the situation and lobby as appropriate, the Secretary of State for Levelling Up, Housing & Communities, The Local Government Association and the District Councils Network to ask them to support and uphold this vital principle”

(For information, following debate of the proposed motion, on being put to the vote the amendment was lost and subsequently fell)

(2)          That the following motion be adopted:

“This Council welcomes Banbury FM’s objective to secure a licence to provide a locally run radio station dedicated to the listeners of North Oxfordshire.

More particularly, this Council supports Banbury FM’s aspiration to operate the local DAB multiplex and to secure an FM community radio licence when they become available.

This Council requests that the Leader writes to Ofcom and the Secretary of State for Digital, Culture, Media and Sport (DCMS) to convey our support to Banbury FM for its initiative to persuade Ofcom of Banbury FM’s community-mindedness and licensing credentials to ensure that Banbury FM’s laudable aims can be realised”.

(For information, following debate of the Oxford Cambridge Arc motion, on being put to the vote the motion was lost and subsequently fell)

The Chairman advised that three motions had been submitted and would be considered in the order submitted.

One amendment to the first motion, Planning, had been submitted.  In line with the Constitution, no further amendments to motions were now permitted.

Motion 1: Planning

It was proposed by Councillor Corkin and seconded by Councillor Wood that the following motion be adopted.

“This council believes that planning works best when developers and communities work closely together to shape local areas when delivering new homes, infrastructure and commercial sites.

Notwithstanding the above, this Council further believes that the ability of individual residents to support or object to planning applications is an invaluable part of the planning system.  As we await the emerging Planning Reform Bill, this council calls on the Leader of the Council to closely monitor the situation and lobby as appropriate, the Secretary of State for Levelling Up, Housing & Communities, The Local Government Association and the District Councils Network to ask them to support and uphold this vital principle”

Councillor Middleton proposed the following amendment (amendments in italics), which was duly seconded by Councillor Walker.

“This council believes that planning works best when developers and communities work closely together to shape local areas when delivering new homes, infrastructure and commercial sites.

Notwithstanding the above, this Council further believes that the ability of individual residents to support or object to planning applications and policy is an invaluable part of the planning system and should be given due weight as part of the decision process.

As we await the emerging Planning Reform Bill, this council calls on the Leader of the Council to closely monitor the situation and lobby as appropriate, the Secretary of State for Levelling Up, Housing & Communities, The Local Government Association and the District Councils Network to ask them to support and uphold this vital principle and the Prime Minister's promise of a 'brownfield first' policy made at the Conservative Party conference.

While we wait for the Prime Minister's pledge that there will be no further unnecessary building on green fields to become national planning policy, and in view of the significant local opposition to recent proposals to remove areas in Cherwell from the Green Belt, we further call on the leader to write to the Secretary of State to review Cherwell's Local Plan Partial Review in light of the Prime Minister's words and/or to call in any planning applications proposed on former Green Belt sites to establish if there are not now, or at the point of application, more suitable brown field sites available"

The amendment was debated and on being put to the vote was lost and therefore fell.

Council debated the motion as submitted, which on being put to the vote was carried and therefore approved.

Motion 2: Banbury FM

It was proposed by Councillor Mallon and seconded by Councillor Ilott that the following motion be adopted.

“This Council welcomes Banbury FM’s objective to secure a licence to provide a locally run radio station dedicated  ...  view the full minutes text for item 44.