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 4 February 2013.

The minutes of the meeting held on 4 February 2013 were agreed as a correct record and signed by the Chairman.

Report of Head of Strategic Planning and the Economy

Summary

To submit to members for their consideration an update report on the progress made to complete the Local Plan 2012.

Recommendations

The Executive is recommended:

(1)               To note the progress being made to complete the Cherwell Local Plan.

(1)               To approve the additional ‘focused’ consultation required.

Resolved

(1)               That the progress being made to complete the Cherwell Local Plan be noted.

(2)               That the additional ‘focused’ consultation required be approved.

The Head of Strategic Planning and the Economy submitted a report which presented an update report on the progress made to complete the Local Plan 2012.

In introducing the report, the Lead Member for Planning advised Executive that during the consultation, which ran from October to December 2012, about 200 organisations and individuals made comments on the Plan (excluding two action groups with multiple signatures), equating to approximately 2000 individual comments / points.

In parallel to the consultation, a substantial evidence base was nearing completion and additional studies had either been completed or were at an advanced stage.

As a result of the representations received and additional evidence, a number of changes to the Local Plan were proposed for further consideration and testing including, where necessary, through the Sustainability Appraisal.

The Lead Member for Planning explained that officers had received advice from Counsel on the final stages of plan completion and the implications of the proposed changes arising from new evidence and representations.

The Local Plan must be considered ‘sound’ at Examination by the Secretary of State to be adopted by the Council and Counsel’s advice was now shaping the process for the completion of Plan drafting and the next steps to be taken. The legal advice received was to rerun the Sustainability Appraisal to take account of the proposed changes and to carry out a six week focussed consultation on these few major changes to the Local Plan.

In response to the comments of Councillor Tim Emptage, Leader of the Liberal Democrat Group, the Lead Member for Planning confirmed that there would be a Kidlington Masterplan in due course however the Local Plan was the priority at the present time.

Members commended officers for their ongoing hard work on the Local Plan.

Resolved

(1)               That the progress being made to complete the Cherwell Local Plan be noted.

(2)               That the additional ‘focused’ consultation required be approved.

Reasons

Securing the adoption of a ‘sound’ up to date Local Plan for the District is a priority for Cherwell District Council as it will guide the growth of the District over the next 19 years.

Options

Report of Head of Transformation

Summary

To provide an update on progress in implementing robust governance of major change projects.

Recommendations

The Executive is recommended to:

(1)               Note the work done to embed the governance standards for the Place Programme and Transformation Programme for Cherwell District Council and South Northamptonshire Council, including acting on guidance offered by Internal Audit.

(2)               Note the development of a Statement of Recommended Practice in relation to how major projects are managed, and the forthcoming opportunities for Members to be briefed on the methodology.

(3)               Note the plans to acquire temporary project management resources to ensure the robust delivery of the council’s major projects, and build future project management capacity.

Resolved

(1)               That the work done to embed the governance standards for the Place Programme and Transformation Programme for Cherwell District Council and South Northamptonshire Council, including acting on guidance offered by Internal Audit, be noted.

(2)               That the development of a Statement of Recommended Practice in relation to how major projects are managed, and the forthcoming opportunities for Members to be briefed on the methodology be noted.

(3)               That the plans to acquire temporary project management resources to ensure the robust delivery of the council’s major projects, and build future project management capacity be noted.

The Head of Transformation which provided an update on progress in implementing robust governance of major change projects.

Resolved

(1)               That the work done to embed the governance standards for the Place Programme and Transformation Programme for Cherwell District Council and South Northamptonshire Council, including acting on guidance offered by Internal Audit, be noted.

(2)               That the development of a Statement of Recommended Practice in relation to how major projects are managed, and the forthcoming opportunities for Members to be briefed on the methodology be noted.

(3)               That the plans to acquire temporary project management resources to ensure the robust delivery of the council’s major projects, and build future project management capacity be noted.

Reasons

In September 2012, Executive received an update on the implementation of the governance structure for the Council’s major projects agreed earlier in the year. 

This report is to further update members on the progress made in implementing the governance, and its extension into project management, now set out in a Statement of Recommended Practice (SoRP).  A similar report is being considered by the SNC Cabinet.

Options

Report of Head of Transformation and Corporate Performance Manager

Summary

This report covers the Council’s performance for the period 01 October to 31 December 2012 as measured through the Performance Management Framework.

Recommendations

The Executive is recommended:

(1)               To note the many achievements referred to in paragraph 1.3.

(2)               To identify any performance related matters for review or consideration in future reports identified in paragraph 1.4

(3)               To note progress on issues raised in the Quarter two report highlighted in paragraph 1.5

Resolved

(1)               That the following achievements be noted:

Cherwell: A District of Opportunity

·        103 affordable homes have been delivered within the district at the end of Quarter three, exceeding the target of 100 homes and supporting opportunities for developing self builds.

·        Strengthening the leisure and retail facilities in Banbury and Bicester, Bolton Road is making good progress, a meeting has been held with Aberdeen Properties, and possible design solutions have been taken forward to a meeting with a potential supermarket.

A Cleaner Greener Cherwell

·        The Council has been involved in a successful county-wide partnership bid (led by the Health Service) that has secured funding to run the Warm Homes Healthy People scheme again this winter.  Extensive promotion is planned.

·        Eco Bicester houses are expected to for building to start in early 2013 following discharge of planning conditions and obligations. Building of houses has not started as yet.

A Safe, Healthy and Thriving District

·        Oxfordshire County Council has a list of 78 families as part of the Thriving Families group to share with the attendees of the fortnightly Joint Agency and Tasking Coordination Group.

·        75% of grass pitches in South West Bicester Sports Village are constructed (drained and seeded) but work has now been suspended until ground conditions improve in the spring.

·        Funding and planning approvals have been given for the new hospital on the existing site. Awaiting financial close and construction is due to start in early 2013.

·        Support volunteering across the district – This is now reporting as Green, development through Voluntary Organisations Forum, plus reactive support on one to one basis has been delivered. Volunteering arrangements with Citizens Advice Bureau are now back on track and volunteers have been successfully placed with several organisations.

An Accessible Value for Money Council

·        Secure savings of £800,000 to help meet medium term financial deficit has been achieved to date and savings built into the draft 2013/14 budget. (note: by the time of this meeting of the Executive, the budget will have been set).

·        Improving our website and access has been furthered by the Webteam and the Customers Services team who meet monthly to review the ‘top tasks’ features on the homepage to ensure the high demand services are easily accessible online. A re-branding exercise is underway to have the same look and feel across all service pages providing a seamless view for the customer.

·        The average speed to answer calls has improved to 1minute 9seconds from 1minute 27seconds, with a decrease of 20.8% calls being abandoned.

(2)               That the following performance related matters be identified for review or consideration in future reports:

Cherwell: A District of Opportunity

·        The Brighter Futures in Banbury programme is reporting Amber due to significant changes with the theme leads, this is a potential risk to the programme. Currently the programme is broadly on track with funding support given to the Banbury Street Pastors and also integration with the Thriving Families project supporting some of the most vulnerable families in Banbury.

A Cleaner Greener Cherwell

·        The  ...  view the full decision text for item 103.

The Head of Transformation and Corporate Performance Manager submitted a report which presented the Council’s performance for the period 01 October to 31 December 2012 as measured through the Performance Management Framework.

Resolved

(1)               That the following achievements be noted:

Cherwell: A District of Opportunity

·        103 affordable homes have been delivered within the district at the end of Quarter three, exceeding the target of 100 homes and supporting opportunities for developing self builds.

·        Strengthening the leisure and retail facilities in Banbury and Bicester, Bolton Road is making good progress, a meeting has been held with Aberdeen Properties, and possible design solutions have been taken forward to a meeting with a potential supermarket.

A Cleaner Greener Cherwell

·        The Council has been involved in a successful county-wide partnership bid (led by the Health Service) that has secured funding to run the Warm Homes Healthy People scheme again this winter.  Extensive promotion is planned.

·        Eco Bicester houses are expected to for building to start in early 2013 following discharge of planning conditions and obligations. Building of houses has not started as yet.

A Safe, Healthy and Thriving District

·        Oxfordshire County Council has a list of 78 families as part of the Thriving Families group to share with the attendees of the fortnightly Joint Agency and Tasking Coordination Group.

·        75% of grass pitches in South West Bicester Sports Village are constructed (drained and seeded) but work has now been suspended until ground conditions improve in the spring.

·        Funding and planning approvals have been given for the new hospital on the existing site. Awaiting financial close and construction is due to start in early 2013.

·        Support volunteering across the district – This is now reporting as Green, development through Voluntary Organisations Forum, plus reactive support on one to one basis has been delivered. Volunteering arrangements with Citizens Advice Bureau are now back on track and volunteers have been successfully placed with several organisations.

An Accessible Value for Money Council

·        Secure savings of £800,000 to help meet medium term financial deficit has been achieved to date and savings built into the draft 2013/14 budget. (note: by the time of this meeting of the Executive, the budget will have been set).

·        Improving our website and access has been furthered by the Webteam and the Customers Services team who meet monthly to review the ‘top tasks’ features on the homepage to ensure the high demand services are easily accessible online. A re-branding exercise is underway to have the same look and feel across all service pages providing a seamless view for the customer.

·        The average speed to answer calls has improved to 1minute 9seconds from 1minute 27seconds, with a decrease of 20.8% calls being abandoned.

(2)               That the following performance related matters be identified for review or consideration in future reports:

Cherwell: A District of Opportunity

·        The Brighter Futures in Banbury programme is reporting Amber due to significant changes with the theme leads, this is a potential risk to the programme. Currently the programme is broadly on track  ...  view the full minutes text for item 103.

Report of Head of Finance and Procurement

Summary

This report summarises the Council’s Revenue, Capital, Procurement action plan and Treasury performance for the first 9 months of the financial year 2012/13 and projections for the full 2012/13 period.

These are measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 2013/14 budget process.

Recommendations

The Executive is recommended:

(1)               To note the projected revenue and capital position at December 2012.

(2)               To note the Q3 performance against the 2012/13 investment strategy.

(3)               To note the contents and the progress against the Corporate Procurement Action Plan (detailed in Appendix 1) and the Procurement savings achieved at December 2012 (detailed in Appendix 2).

Resolved

(1)               That the projected revenue and capital position at December 2012 be noted.

(2)               That the Q3 performance against the 2012/13 investment strategy be noted.

(3)               That the contents and the progress against the Corporate Procurement Action Plan and the Procurement savings achieved at December 2012 be noted.

The Head of Finance and Procurement submitted a report which summarised the Council’s Revenue, Capital, Procurement action plan and Treasury performance for the first 9 months of the financial year 2012/13 and projections for the full 2012/13 period.

These were measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 2013/14 budget process

Resolved

(1)               That the projected revenue and capital position at December 2012 be noted.

(2)               That the Q3 performance against the 2012/13 investment strategy be noted.

(3)               That the contents and the progress against the Corporate Procurement Action Plan and the Procurement savings achieved at December 2012 be noted.

Reasons

In line with good practice budget monitoring is undertaken on a monthly basis within the Council. The revenue, capital, treasury and procurement position is reported monthly to the Joint Management Team and formally to the Executive on a quarterly basis. This report includes the position at Q3 – December 2012.

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 each of them 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.

No representations have been received from the public requesting that this item be considered in public.

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.

Exempt report of Head of Regeneration and Housing

This report is exempt from publication by virtue of paragraph 3 of Schedule 12A of Local Government Act 1972.

The Head of Regeneration and Housing submitted an exempt report regarding Bodicote Park.

Resolved

(1)               As set out in the exempt minute.

(2)               A set out in the exempt minute.

Reasons

As set out in the exempt minute.

Options

As set out in the exempt minute.