Agenda, decisions and minutes

Members are asked to declare any interest and the nature of that interest that they may have in any of the items under consideration at this meeting.

There were no declarations of interest.

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

There were no petitions or requests to address the meeting.

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There were no items of urgent business.

To confirm as a correct record the Minutes of the meeting held on 6 December 2011.

The minutes of the meeting held on 6 December 2011 were agreed as a correct record and signed by the Chairman.

Report of Director of Environment and Community

Summary

To consider the changes to the local health sector as a consequence of the health sector reforms and the resultant new structures and functions       

Recommendations

The Executive is recommended to:

(1)       Note the new Oxfordshire and local arrangements for the Health and Wellbeing Functions, Healthwatch and Clinical Commissioning.

(2)       Support and promote the District Council’s involvement in the appropriate parts of the Health & Wellbeing partnerships structure.

(3)       Continue to support the Community Partnership Network as a means of ensuring that local issues are adequately addressed in all parts of the health and social care sector.

Recommendations approved.

The Director of Environment and Community submitted a report which sought consideration of the changes to the local health sector as a consequence of the health sector reforms and the resultant new structures and functions.

In introducing the report, the Lead Member for the Environment explained that whilst Cherwell District Council does not provide the main health services, it was important for the Council to be involved as the proposals provided many opportunities for the Council and its partners to make a contribution to and influence what, and how, health services were provided in Cherwell.

In response to a request from Councillor Tim Emptage, Leader of the Liberal Democrat Group, regarding the role of district councillors in the reforms, the Leader agreed that it would be important to consider a suitable feedback structure to all Members.

Resolved

(1)       That the new Oxfordshire and local arrangements for the Health and Wellbeing Functions, Healthwatch and Clinical Commissioning. Be noted

(2)       That the District Council’s involvement in the appropriate parts of the Health & Wellbeing partnerships structure be supported and promoted.

(3)       That the Community Partnership Network continue to be supported as a means of ensuring that local issues are adequately addressed in all parts of the health and social care sector.

Reasons

The changes to the local health and social care sector are very significant and provide a range of opportunities for the Council and its partners to influence what and how services are provided to meet local needs in a much more coherent and joined up way. 

Options

Report of Head of Finance and Procurement

Summary

To consider the calculation of the council tax base for 2012/13.

Recommendations

The Executive is recommended to:

(1)       Approve the report of the Head of Finance and Procurement, made pursuant to the Local Authorities (Calculation of Tax Base) Regulations 1992, as amended, and the calculations referred to therein for the purposes of the Regulations.

(2)       Resolve that, in accordance with the Regulations, as amended, the amount calculated by the Cherwell District Council as its council tax base for the year 2012/2013 shall be 50,615.

(3)       Resolve that the tax base for parts of the area be in accordance with the figures shown in column 13 of Appendix 1b.

(4)       Resolve to continue with the discretionary awards that it resolved to give on December 1 2009.

Recommendations approved.

The Head of Finance and Procurement submitted a report which sought consideration of the calculation of the council tax base for 2012/13.

Resolved

(1)       That the report of the Head of Finance and Procurement, made pursuant to the Local Authorities (Calculation of Tax Base) Regulations 1992, as amended, and the calculations referred to therein for the purposes of the Regulations be approved.

(2)       That, in accordance with the Regulations, as amended, the amount calculated by the Cherwell District Council as its council tax base for the year 2012/2013 shall be 50,615.

(3)       That the tax base for parts of the area be in accordance with the figures shown in column 13 of Appendix 1b (as set out as an annex to the Minutes in the Minute Book).

(4)       That it be agreed to continue with the discretionary awards that it resolved to give on December 1 2009.

Reasons

The Collection Rate to be used in the tax base calculation is a best estimate of the percentage of the total amount due for 2012/2013 that will be collected.  It is based on the level of in-year collection achieved in previous years.  Over recent years the in-year collection rate has increased each year, from 95.75% in 2000/01 to 98.38% last year.  The Collection Rate was last increased, from 97 to 98%, in the tax base calculation for 2007/08.  Actual in-year collection for 2010/11 was 98.38% and it is on target to achieve the same for 2011/12 financial year.

The issues that affect the collection rate estimate centre around the ability to pay.  With a recession beginning there will be a number of local residents whose ability to pay their council tax will be affected over the next year and these residents may not qualify for help through council tax benefits, in which case they may find it difficult to maintain their outgoings.

Given the unknown factors that will arise from the current economic situation in the next year it is to be recommended that the collection rate used in the tax base calculation remain at 98%.

The estimate of adjustments applied to take account of new properties likely to become available during the next year could also be varied.  The adjustments made, on the basis of the information obtained by the Service Assurance team take into account known planning applications and the progress that is to be made on them during the remainder of this year and next.

Options

Report of Chief Executive

Summary

This report seeks support for the proposals to address the gaps in skills or capacity identified following the appointment to the posts in the new Joint Management Team.

Recommendations

The Executive is recommended to:

(1)               Note the outcome of the resource review.

(2)               Approve the proposals for the one-off funding requirement (6.1).

(3)               Note that business cases for any further funding requirements are being developed for member consideration.

(4)               Ask Overview and Scrutiny Committee to review the joint working arrangements during 2012/13.

Recommendations approved, subject to the following amendment to recommendation 2:

(2)       That authority be delegated to the Chief Executive, in consultation with the Leader and the Lead Member for Finance, to approve the proposals for the one-off funding requirement following further consideration of them by the Joint Arrangements Steering Group.

The Chief Executive submitted a report which sought support for the proposals to address the gaps in skills or capacity identified following the appointment to the posts in the new Joint Management Team.

In introducing the report, the Chief Executive explained that there were currently a large number of projects underway at Cherwell District Council and South Northamptonshire Council and a rigorous approach was required to manage them.

In considering the report, Members commented that elected Member could add value to project boards but any involvement should be relevant. In terms of the request for one-off funding, Members agreed that the proposals should be given further consideration by the Joint Arrangements Steering Group and authority delegated to the Chief Executive, in consultation with the Leader and the Lead Member for Finance, to approve subject to this review.

Resolved

(1)               That the outcome of the resource review be noted.

(2)               That authority be delegated to the Chief Executive, in consultation with the Leader and the Lead Member for Finance, to approve the proposals for the one-off funding requirement following further consideration of them by the Joint Arrangements Steering Group.

(3)               That it be noted that business cases for any further funding requirements were being developed for member consideration.

(4)               That the Overview and Scrutiny Committee be requested to review the joint working arrangements during 2012/13.

Reasons

The joint management arrangements are still new and are being embedded in both organisations, whilst also delivering services.  Each council also has a number of major projects and in addition there are many changes at national level that will have an impact on all councils, such as localism, the Local Government Resource Review and the changes to the planning regime. However, the implementation of the first phase of the business case for joint working has been delivered on time and within budget, but will be kept under review as future phases are delivered.

Options

The following report 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 or the Council itself in having access to the information. In considering their discretion 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 form 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.”

Resolved

That, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded form 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.

Report of Interim Head of Regeneration and Housing

Recommendations approved (recommendation 1 as set out in the exempt report), with the additional resolution:

(5)       That officers be requested to submit a progress report on the Community Land Trust to the Executive in six months.

The Interim Head of Regeneration and Housing submitted an exempt report which updated Members on community led and self build housing development opportunities following the approach agreed in an exempt report to Executive on 23 May 2011.

Resolved

That recommendation 1 as set out in the exempt minute be agreed and:

(2)               That the progress to date in developing Build! ® as the Council’s ‘invest and develop’ approach to the delivery of self build housing and renovation of empty homes, through the acquisition and development of land and premises be noted. 

(3)               That the establishment by the Council of a District-Wide Community Land Trust in Cherwell be approved.

(4)               That it be agreed to appoint an Elected Member as a nominee to serve as a Custodian Board Member on the Community Land Trust and approve the involvement of Council Officers as required to provide specialist advice and input.

(5)               That officers be requested to submit a progress report on the Community Land Trust to the Executive in six months.

Reasons

At a time of national changes with welfare reform and reduced public spending the proposals in this report aim to ensure that Cherwell is in a strong position to access new forms of funding and provide innovative and entrepreneurial solutions to the delivery of affordable housing. 

Options

Report of Head of Finance and Procurement

Summary

This report seeks support for the business case to implement a shared ICT service across Cherwell District Council (CDC) and South Northamptonshire Council (SNC), and agreement to fund the set up costs of such a service.

Recommendations

The Executive is recommended, subject to approval of the staffing implications by Personnel Committee and similar approval by the respective SNC decision making bodies, to:

(1)               Endorse the appended business case for insourcing the ICT function at the end of the current SNC contract with Capita.

(2)               Request that the ICT Programme Board progress the insource.

(3)               Approve revised Terms of Reference for the ICT Programme Board as set out in the business case and delegating the authority to take all necessary non staffing decisions to implement it to the Director of Resources in consultation with the Board Chairman.

(4)               Approve the supplementary capital estimate to fund the investment required to develop a shared platform and delegate authority to the Director of Resources in consultation with the Lead Member for Financial Management to fund the one off revenue costs from ICT earmarked reserves.

Recommendations approved.

The Head of Finance and Procurement submitted an exempt report which sought support for the business case to implement a shared ICT service across Cherwell District Council (CDC) and South Northamptonshire Council (SNC), and agreement to fund the set up costs of such a service.

Resolved

Subject to approval of the staffing implications by Personnel Committee and similar approval by the respective SNC decision making bodies:

(1)               That the business case for insourcing the ICT function at the end of the current SNC contract with Capita be endorsed.

(2)               That the ICT Programme Board be requested to progress the insource.

(3)               That the revised Terms of Reference for the ICT Programme Board as set out in the business case be approved and the authority to take all necessary non staffing decisions to implement it be delegated to the Director of Resources in consultation with the Board Chairman.

(4)               That the supplementary capital estimate to fund the investment required to develop a shared platform be approved and authority be delegated to the Director of Resources in consultation with the Lead Member for Financial Management to fund the one off revenue costs from ICT earmarked reserves.

Reasons

There is a compelling business case to take forward the information services shared project with South Northamptonshire Council. In addition to the financial savings and contribution to funding reductions, the ICT shared service would enable other ICT projects to deliver further savings (from further rationalisation of systems) and enable the taking forward of wider transformation opportunities that would generate cashable savings and service improvements to both authorities.

Options