Agenda, decisions and draft minutes

There were no declarations of interest.

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

Meeting Length and Etiquette

The Chairman referred to the email sent by the Monitoring Officer to all Members regarding budget setting at the Council meeting. It was the responsibility of all Members to ensure that the district council set a lawful budget at the meeting this evening.

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.

17 March Council meeting

The Chairman advised that the next scheduled Council meeting was on Monday 17 March. This meeting would include questions and motions. The submission deadlines were set out in the agenda.

All Member Briefing – Local Government Reform update

The Chairman reminded Members that a briefing on Local Government Reform was taking place the following day at 5.30pm.

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 21 February 2025.

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

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

There were no petitions or requests to address the meeting.

Report of Assistant Director Law and Governance and Monitoring Officer

Purpose of report

To determine the levels of the allowances to be paid to Members for the forthcoming 2025/2026 financial year and proposed changes to the Members Allowance Scheme, following the consideration of the report of the Council’s Independent Remuneration Panel (the “Panel”) attached at Appendix 1. 

Recommendations

Council resolves:

1.1         To consider the levels of allowances to be included in the 2025/2026 Members’ Allowances Scheme, and whether the Panel’s recommendations (as set out at paragraph 3.1 of this report and section 2) should be adopted or modified in any way.

1.2         To authorise the Assistant Director Law and Governance to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of Council for implementation with effect from 1 April 2025. 

1.3         To authorise the Assistant Director of Law and Governance to take all necessary action to revoke the current (2024/2025) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Member’s Allowances) (England) Regulations 2003 (as amended). 

1.4         To thank the Independent Remuneration Panel for its report and set a fee of £300 for each Panel Member for the work carried out on this review and propose the same level of fee for any reviews carried out in 2025/2026 capped at a maximum of £1200 per person, which can be funded from existing budgets. 

Resolved

(1)          That, having given due consideration, the following levels of allowance be included in the 2025/2026 Members’ Allowances Scheme:

·         That the Basic Allowance be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That all Special Responsibility Allowances be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That the co-optees allowance be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That the Independent Persons allowance be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That Dependents’ Carers’ and Childcare Allowances remain at the current level, are paid on the basis of the actual costs incurred up to the maximum hourly rate set out below and to a maximum cap of 40 hours per month, subject to production of receipts and cannot be paid to a member of the claimant’s household:

o   Childcare: £10 per hour

o   Dependent Relative care - £20 per hour

·         That mileage remain at the current level in line with HMRC approved mileage rates, and if any adjustments are implemented by HMRC then the revised rates should be applied to Members’ travel allowances effective from the date of implementation by HMRC.

·         That, having regard to the detailed review of staff subsistence, the rates for subsistence allowance be aligned with the revised maximum staff subsistence levels, with claims permitted on approved duties of over 5 hours outside the district* subject to the submission of receipts (*subsistence allowances cannot be claimed for any duties within the district as the basic allowance is deemed to cover all within district expenses).

o   Breakfast: £7.50

o   Lunch: £10.50

o   Tea / coffee: £4.00

o   Evening Meal: £12.50

·         That Democratic Services continue to book overnight accommodation if required.

·         That there be no change to the list of approved duties for which claims may be made.

·         That Non-Executive Director allowances be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025 and costs recharged to the relevant company.

·         That an in-depth “root and branches” review of the Members’ Allowance Scheme be undertaken with implementation to be determined when further information on local government reorganisation, devolution and the Cherwell boundary review is known.  

(2)          That the Assistant Director Law and Governance be authorised to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of Council for implementation with effect from 1 April 2025.

(3)          That the Assistant Director of Law and Governance be authorised to take all necessary action to revoke the current (2024/2025) Scheme and to publicise the revised Scheme pursuant to The Local Authorities (Member’s Allowances)(England) Regulations 2003 (as amended).

(4)          That the Independent Remuneration Panel be thanked for its report and a  ...  view the full decision text for item 56.

The Assistant Director Law and Governance and Monitoring Officer for Council to determine the levels of the allowances to be paid to Members for the forthcoming 2025/2026 financial year and proposed changes to the Members Allowance Scheme, following the consideration of the report of the Council’s Independent Remuneration Panel.

Resolved

(1)          That, having given due consideration, the following levels of allowance be included in the 2025/2026 Members’ Allowances Scheme:

·         That the Basic Allowance be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That all Special Responsibility Allowances be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That the co-optees allowance be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That the Independent Persons allowance be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025.

·         That Dependents’ Carers’ and Childcare Allowances remain at the current level, are paid on the basis of the actual costs incurred up to the maximum hourly rate set out below and to a maximum cap of 40 hours per month, subject to production of receipts and cannot be paid to a member of the claimant’s household:

o   Childcare: £10 per hour

o   Dependent Relative care - £20 per hour

·         That mileage remain at the current level in line with HMRC approved mileage rates, and if any adjustments are implemented by HMRC then the revised rates should be applied to Members’ travel allowances effective from the date of implementation by HMRC.

·         That, having regard to the detailed review of staff subsistence, the rates for subsistence allowance be aligned with the revised maximum staff subsistence levels, with claims permitted on approved duties of over 5 hours outside the district* subject to the submission of receipts (*subsistence allowances cannot be claimed for any duties within the district as the basic allowance is deemed to cover all within district expenses).

o   Breakfast: £7.50

o   Lunch: £10.50

o   Tea / coffee: £4.00

o   Evening Meal: £12.50

·         That Democratic Services continue to book overnight accommodation if required.

·         That there be no change to the list of approved duties for which claims may be made.

·         That Non-Executive Director allowances be increased in in line with the 2025/2026 staff pay award (3.5%), rounded up to give 12 equal payments from 1 April 2025 and costs recharged to the relevant company.

·         That an in-depth “root and branches” review of the Members’ Allowance Scheme be undertaken with implementation to be determined when further information on local government reorganisation, devolution and the Cherwell boundary review is known.  

(2)          That the Assistant Director Law and Governance be authorised to prepare an amended Members’ Allowances Scheme, in accordance with the decisions of Council for implementation with effect from 1 April 2025.

(3)          That  ...  view the full minutes text for item 56.

Report of Assistant Director of Finance

Purpose of report

To consider and approve the Budget Setting for 2025/26 and MTFS 2029/30 as per the recommendations.

Recommendations

The Council resolves to:

1.1           Have regard to the statutory report of the Chief Finance Officer (Section 25 report) at Appendix 3 in approving recommendations 1.2 – 1.9.

1.2           Approve the proposed Fees and Charges schedule for 2025/26 (Appendix 7) and statutory notices be placed where required.

1.3           Consider and note the Equality Impact Assessments of the Budget (Appendix 8)

1.4           In relation to the Corporate Plan (Section 4.1) to:

1.4.1 Approve the Corporate Plan set out in Appendix 1.

1.4.2 Note the Internal Perspectives set out in Appendix 2.

1.5     In relation to the Revenue Budget Strategy (Section 4.2) and Medium-Term Financial Strategy (MTFS) (Section 4.5) to approve:

1.5.1   The net revenue budget for the financial year commencing on 1 April 2025, as set out in Table 4.2.1, and further analysed in the Budget Book provided at Appendix 12.

1.5.2   The MTFS and Revenue Budget 2025/26 (Sections 4.5 and 4.2 respectively), including the Savings Proposals and Investments included at Appendices 4 and 5, respectively.

1.6     In relation to Council Tax to approve:

1.6.1   An increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2025 of £5, resulting in a Band D charge of £158.50 per annum.

1.6.2   For long term empty properties, from 1 April 2025 an additional council tax premium will be charged of 100 per cent for properties empty for one year or more, replacing the current 100 per cent premium that begins after 2 years of a property being empty. All other empty property premiums will remain.

1.6.3   It be noted that the Council Tax Base 2025/26 was determined at the Executive meeting held on 6 January 2025:

a)    for the whole Council area as 59,853.6 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (“the 1992 Act”)]; and

b)    For dwellings in those parts of its area to which a Parish Precept relates as in the attached Appendix 21.

1.6.4   That the Council Tax requirement for the Council’s own purposes for 2025/26 (excluding Parish Precepts and Special Expenses) is £9,486,796.

1.6.5   That the following amounts be calculated for the year 2025/26 in accordance with Sections 31 to 36 of the 1992 Act:

a)    £140,304,768 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (2) of the 1992 Act, taking into account all precepts issued to it by Parish Councils and any additional special expenses.

b)    £124,192,690 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A (3) of the 1992 Act.

c)     £16,112,078 being the amount by which the aggregate at 3(a) above exceeds the aggregate at 3(b) above, calculated by the Council, in accordance with Section 31A (4) of the 1992 Act,  ...  view the full agenda text for item 57.

Resolved

(1)          That, having due regard, the statutory report of the Chief Finance Officer and the comments of the Chief Finance Officer in respect of the proposed amendments, be noted.

(2)          That, subject to the following amendment, with authority delegated to the Section 151 Officer to update the budget papers to reflect the amendment, the proposed Fees and Charges schedule for 2025/26 be approved and it be noted that statutory notices would be placed where required.

·         That the proposed increase of £6 in garden waste charges in 2025/26 be delayed by one year and this increase be applied in 2026/27 as well as other planned changes and it be noted that this will reduce income in 2025/26 by £0.143m.

(3)          That, having given due consideration, the Equality Impact Assessments of the Budget be noted.

(4)          That the Corporate Plan be approved and the Internal Perspectives be noted.

(5)          That, in relation to the Revenue Budget Strategy and Medium-Term Financial Strategy,  the following net directorate budgets, as amended, be agreed, with authority delegated to the Section 151 Officer to update the budget papers to reflect the amendments.

(6)          That, subject to the following amendments with authority delegated to the Section 151 Officer to amend the budget papers to reflect the amendments, the Medium-Term Financial Strategy and Revenue Budget 2025/2026, including Savings Proposals and Investments be approved:

·         To introduce the following service investments:

o   Heating Hardship Fund of £0.100m to support pensioners who are struggling during the cost-of-living crisis

o   Additional Homelessness Prevention Support of £0.065m.

o   £0.051m to fund a Land Drainage Officer to provide additional flood support

·         To delay service investment DPD2504 – Conservation Areas by one year, reducing costs in 2025/2026 only, by £0.020m.

·         To remove the proposed investment in the Waste Collection Partnership Working Fund of £0.150m.

(7)          That an increase in the Basic Amount of Council Tax for Cherwell District Council for the financial year beginning on 1 April 2025 of £5, resulting in a Band D charge of £158.50 per annum, be agreed.

(8)          That it be agreed for long term empty properties, from 1 April 2025 an additional council tax premium will be charged of 100 per cent for properties empty for one year or more, replacing the current 100 per cent premium that begins after 2 years of a property being empty, and that all other empty property premiums will remain.

(9)          That it be noted that the Council Tax Base 2025/26 was determined at the Executive meeting held on 6 January 2025:

a)    for the whole Council area as 59,853.6 [item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (“the 1992 Act”)]; and

b)    For dwellings in those parts of its area to which a Parish Precept relates, Appendix 21 to the report.

(10)       That it be agreed the Council Tax requirement for the Council’s own purposes for 2025/26 (excluding Parish Precepts and Special Expenses) is £9,486,796.

(11)       That, subject to delegation to the Section  ...  view the full decision text for item 57.

Prior to consideration of the item, the Chairman advised that the Conservative Group had proposed amendments to the budget which had been published as a supplement to the agenda. There were no amendments proposed by any other Political Group.

The Chairman explained that once the budget had been proposed and seconded, the Leader of the Conservative Group, Councillor Reeves, would respond to the budget and propose the Group’s amendment. Once seconded, the amendment would be debated and voted on.

The Chairman reminded Members that the arrangements for debating the budget were set out in the meeting procedure rules. The proposer, when presenting the budget, and Group Leaders, when responding to the budget, may speak for up to 10 minutes. All other speakers had a three-minute time limit. 

The Chairman further reminded Members that it was required in legislation that the vote on any motion on or amendment to the budget and council tax setting reports must be a recorded vote. This would be taken at the appropriate time.

The Assistant Director of Finance (Section 151 Officer) submitted a report for Council to consider and approve the Budget Setting for 2025/26 and MTFS 2029/30 as per the recommendations.

In introducing the report, the Portfolio Holder for Finance, Property and Regeneration, Councillor McLean, explained that the report was the culmination of the Budget and Business Planning process for 2025/26 to 2029/30 and sets out the Executive’s proposed Corporate Plan and related revenue budget for 2025/26, medium term financial strategy to 2029/30, capital programme to 2029/30 and all supporting policies, strategies, and information being recommended to Council.

The Portfolio Holder for Finance, Property and Regeneration, Councillor McLean, paid tribute to the Assistant Director of Finance and the finance team for their hard work on the budget process.

Having presented the report, Councillor McLean proposed the recommendations. Councillor Hingley seconded the proposal.

Councillor Reeves, Leader of the Conservative Group, addressed Council in response to the budget and proposed the Group’s amendments to the budget. Councillor Simpson seconded the amendment.

The amendment having been proposed and seconded was debated by Council. As required in legislation, a recorded vote on the amendment was taken. Members voted as follows:

Councillor Tom Beckett                   For

Councillor Rebecca Biegel             For

Councillor Gordon Blakeway         For                 

Councillor Chris Brant                     For

Councillor Besmira Brasha            For

Councillor John Broad                    Against

Councillor Phil Chapman               For

Councillor Mark Cherry                   For

Councillor Becky Clarke MBE        For

Councillor Jean Conway                For

Councillor Gemma Coton               For

Councillor Donna Ford                    For

Councillor Ian Harwood                  For

Councillor David Hingley                For

Councillor Matt Hodgson                For

Councillor Frank Ideh                      For

Councillor Harry Knight                   Abstain

Councillor Simon Lytton                 For

Councillor Kieron Mallon                For

Councillor Fiona Mawson              For

Councillor Andrew McHugh           For

Councillor Lesley McLean              For

Councillor Ian Middleton                 For

Councillor Dr Chukwudi Okeke     For

Councillor Rob Parkinson              For

Councillor Lynne Parsons              For

Councillor Rob Pattenden              For

Councillor Chris Pruden                 For

Councillor Edward F Reeves         For

Councillor David Rogers                 For

Councillor Alisa Russell                  For

Councillor Les Sibley                      For

Councillor Nigel Simpson               For

Councillor Dr Kerrie  ...  view the full minutes text for item 57.