Agenda, decisions and minutes

The Vice-Chairman welcomed councillors and officers, whether attending virtually or in person, to the meeting.

The Vice-Chairman advised that the Chair was unwell and he would therefore be chairing the meeting. On behalf of Council, the Vice-Chairman extended  best wishes to the Chair.  

The Vice-Chairman explained that in light of the new COVID measures, to ensure that the council followed the guidance, protected public health, minimised risk whilst complying with the statutory requirements for formal meetings, a hybrid meeting was being held. To enable decisions to be made, a quorum of councillors, with each Group represented, were attending the meeting in person in the Chamber and all other councillors are attending virtually. Only the councillors in the Chamber may propose, second and vote but all councillors may speak on items.

The Vice-Chairman confirmed Cllr Webster was representing the Independent Group and that he would abstain from speaking on items and voting.

There were no declarations of interest.

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

The Vice-Chairman made the following announcements:

Chair’s Engagements

A copy of the events he or the Chair had attended was published with the agenda.

Addressing Council, length of speeches and voting

The Vice-Chairman reminded councillors of the length of speeches and the approach he would apply with regards seconders speaking on reports and motions.  

The Police and Crime Commissioner for Thames Valley, Matthew Barber, and the Chief Constable of Thames Valley Police, John Campbell, will be invited to address Council.

Members will then have an opportunity to ask questions of the Police and Crime Commissioner, the Chief Constable and Superintendent Emma Garside.

The Vice-Chairman welcomed the Police and Crime Commissioner for Thames Valley, Matthew Barber, Chief Constable John Campbell and Superintendent Emma Garside, Thames Valley Police, to the meeting and invited them to address Council regarding policing in Thames Valley.

Following the presentation, the Police and Crime Commissioner, the Chief Constable and Superintendent Garside answered questions Members had submitted in advance of the meeting and some supplementary questions.

The Vice-Chairman thanked the Police and Crime Commissioner, the Chief Constable and Superintendent Garside for their attendance.

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

The deadline to request to present a petition has passed (29 November 2021).

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 requests to address this meeting is noon on Friday 10 December 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 18 October 2021.

The minutes of the meeting held on 18 October 2021 were agreed as a correct record and signed by the Vice-Chairman.

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 18 October 2021, one key decision has been taken by the Executive which was not included in the 28 day notice, an exempt decision relating to Castle Quay.

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 held on 18 October 2021, one key decision has been taken by the Executive which was not included in the 28 day notice, an exempt decision relating to Castle Quay.

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 questionswill 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 Vice-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 the Sunshine Centre, 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

Councillor Woodcock: Virtual formal committee meetings

c) Questions to Committee Chairmen on the Minutes

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

** Please note this report will follow. Executive are considering the matter at their 6 December 2021 meeting and will agree a recommendation to Council **

Report of Director of Finance  

Resolved

(1)          That the contents of the report and any financial implications for the Council.

(2)          That the following be agreed:  

·            the option of no-change to the Council Tax Reduction Income Banded Scheme for Working Age Customers for 2022-23;

·            to amend the Working Age Regulations in line with annual uprating; and

·            to amend the Council Tax Regulations for pensioners in line with uprating announced by Department for Levelling Up, Housing and Communities.

(3)          That it be agreed that the levels of Council Tax discounts and premiums for 2022- 23 remain unchanged and remain as follows

·         Retain the discount for second homes at zero

·         Retain the discount for empty homes (unoccupied and substantially unfurnished) at 25% for 6 months and thereafter zero.

·         Retain the empty homes premium of an additional 100% for properties that have remained empty for more than 2 years.

The Director of Finance submitted a report which, following the recommendation of Executive at their 6 December 2021 meeting, sought approval of the proposed levels of Council Tax discounts for the financial year 2022-23 and the banded scheme for Council Tax Reduction Scheme for the financial year 2022-23.

Resolved

(1)           That the contents of the report and any financial implications for the Council.

(2)           That the following be agreed: 

·         the option of no-change to the Council Tax Reduction Income Banded Scheme for Working Age Customers for 2022-23;

·         to amend the Working Age Regulations in line with annual uprating; and

·         to amend the Council Tax Regulations for pensioners in line with uprating announced by Department for Levelling Up, Housing and Communities.

(3)           That it be agreed that the levels of Council Tax discounts and premiums for 2022- 23 remain unchanged and remain as follows

·       Retain the discount for second homes at zero

·       Retain the discount for empty homes (unoccupied and substantially unfurnished) at 25% for 6 months and thereafter zero.

·       Retain the empty homes premium of an additional 100% for properties that have remained empty for more than 2 years.

** Please note that this report will follow as interviews do not conclude until after agenda publication **

Report of Director of Law and Governance and Monitoring Officer

Resolved

(1)          That Mr Graham Matthews be appointed as an Independent Person pursuant to section 28(7) of the Localism Act 2011 for a term of four years expiring on the date of the  December meeting of Council in 2025.

(2)          That Mr Tom Edwards be appointed as an Independent Person pursuant to section 28(7) of the Localism Act 2011 for a term of four years expiring on the date of the December meeting of Council in 2025.

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

The Director of Law and Governance and Monitoring Officer submitted a report to appoint statutory Independent Persons as part of the standards arrangements following a recruitment process.

Resolved

(1)           That Mr Graham Matthews be appointed as an Independent Person pursuant to section 28(7) of the Localism Act 2011 for a term of four years expiring on the date of the  December meeting of Council in 2025.

(2)           That Mr Tom Edwards be appointed as an Independent Person pursuant to section 28(7) of the Localism Act 2011 for a term of four years expiring on the date of the December meeting of Council in 2025.

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

Report of Director of Finance

Purpose of report

This report asks the Council to agree how external auditors will be appointed from the financial year 2023/24.

Recommendations

The meeting is recommended to:

1.1       allow Public Sector Audit Appointments Ltd (PSAA) to appoint external auditors on behalf of the Council.

Resolved

(1)          That it be agreed to allow Public Sector Audit Appointments Ltd (PSAA) to appoint external auditors on behalf of the Council.

The Director of Finance submitted a report which requested the Council to agree how external auditors will be appointed from the financial year 2023/24.

Resolved

(1)           That it be agreed to allow Public Sector Audit Appointments Ltd (PSAA) to appoint external auditors on behalf of the Council.

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 Labour Group committee membership be noted:

Accounts, Audit & Risk Committee

Remove: Councillor Matt Hodgson

Add: Councillor Andy Beere

The Vice-Chairman invited the Leader of the Labour Group, Councillor Woodcock, to advise Council of an amendment to Labour Group committee membership.  

Resolved

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

Accounts, Audit & Risk Committee

Remove: Councillor Matt Hodgson

Add: Councillor Andy Beere

Councillor Donaldson was appointed the council’s representative to the to the Oxfordshire Joint Health Overview and Scrutiny Committee at the 19 May 2021 Annual Meeting.

Councillor Donaldson has advised that, due to other commitments, he is no longer able to act as the council’s representative. The Leader of the Council will report on the proposed representative in place of Councillor Donaldson.

Recommendation

The meeting is recommended:

1.1       To appoint a representative to the Oxfordshire Joint Health Overview and Scrutiny Committee. 

Resolved

(1)          That Councillor Sandy Dallimore be appointed as the council’s representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

The Vice-Chairman reported that Councillor Donaldson had been appointed the council’s representative to the to the Oxfordshire Joint Health Overview and Scrutiny Committee at the 19 May 2021 Annual Council meeting. Councillor Donaldson had advised that, due to other commitments, he was no longer able to act as the council’s representative and it was therefore necessary to appoint a new representative.

Resolved

(1)           That Councillor Sandy Dallimore be appointed as the council’s representative to the Oxfordshire Joint Health Overview and Scrutiny Committee.

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 9 December 2021 to democracy@cherwell-dc.gov.uk  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 10 December 2021. Amendments to motions will be dealt with in the order submitted. 

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

The Vice-Chairman advised that one motion had been submitted. Not amendments to the motion had been submitted. In line with the Constitution, no amendments to the motion were now permitted.

Climate Change Emergency Response

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

“The COP26 Glasgow Climate Pact recognises the crucial role of local authorities in addressing and responding to climate change, and the urgent need for multilevel cooperation with, and active involvement of, local communities in designing and implementing action on climate change.

Shortly before COP26, the Government published its Net Zero Strategy report, including the proposal to establish a Net Zero Forum to coordinate with local councils.

The report recommended that Government should work with local authorities on a net zero delivery framework, establishing roles and responsibilities for local and central government and recognising the critical part local councils play in delivering a just transition to zero carbon. However it also noted that there was no clear commitment to a significant level of long-term government funding to facilitate this.

Therefore, as part of our climate change emergency response, this council resolves to :

1.    Recognise a hierarchy of action with direct investment in facilities, infrastructure and changes to services first, and off-setting as a last resort.

2.    Ensure critical enabling processes, such as planning policy and appraisal methodologies are aligned to zero carbon pathways in accordance with national planning policy where required.

3.    Request that the Leader lobby government for predictable and long-term funding settlements to help realise effective local delivery of climate action goals.”

No amendments to the motion having been proposed, the motion was debated as submitted. On being put to the vote the motion was lost and therefore fell.