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.

The Chairman reported that there had been one requested to address the meeting however the individual was not present at 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 5 November 2012.

The minutes of the meeting held on 5 November 2012 were agreed as a correct record and signed by the Chairman.

Report of Head of Strategic Planning and the Economy

Summary

To receive an update on the development of the Banbury Masterplan.

Recommendations

The Executive is recommended:

(1)               To receive the update presentation.

(2)               Offer comments to WYG in response to the presentation.

Resolved

(1)               That the Banbury Masterplan update presentation be noted.

The Head of Strategic Planning and the Economy submitted a report which provided an update on the development of the Banbury Masterplan.

Gordon Lewis of WYG, the consultants appointed by Cherwell District Council to prepare a Masterplan for Banbury, gave a presentation which updated Executive on progress being made with the development of the Masterplan. Since the endorsement of the Conceptual Plan by Executive in October 2012, WYG had begun the drafting of the full Masterplan to set out the infrastructure needs of the town including future education, health, green infrastructure and leisure requirements.

The Banbury Masterplan would assist with the completion of the Local Plan for the District having considered the issues facing the development of the town as a whole in depth. It would show potential phasing of development to illustrate how key development areas might best be delivered. As part of the preparation of the Masterplan additional studies were being undertaken to inform its content and to act as evidence for the Local plan including a) a movement assessment, b) additional landscape analysis.

It was intended that the Banbury Masterplan would be adopted as part of the Development Plan process after adoption of the Local Plan.

In considering the report and presentation Members expressed their gratitude to officers and the consultants for the work undertaken on the draft Banbury Masterplan.

In response to Members’ queries regarding the Banbury Transport Study, Gordon Lewis explained that the Banbury Movement Strategy would be a companion report to the Masterplan and would address traffic issues. Consultation on the Strategy would take place in tandem with the Masterplan.

Resolved

(1)               That the Banbury Masterplan update presentation be noted.

Reasons

A Masterplan to guide the future development of Banbury is in preparation. It is considering future employment needs and how the town centre might be further strengthened; the potential for major transport improvements and how the integration of new communities with the existing town to form ‘one’ town might best be secured.

The Banbury Masterplan will be used to provide the detailed underpinning for the Banbury chapter of the Local Plan for the District due for Examination in 2013.

Options

Option One:               To take no actions

Option Two:               To accept the recommendation

Option Three:             To continue with a piecemeal approach to development that fails to ensure integration with the existing town or to ensure that opportunities are realised for the benefit of residents and businesses in Banbury.

Report of Head of Strategic Planning and the Economy

Summary

To provide an update on the completion of the Cherwell Local Plan.

Recommendations

The Executive is recommended:

(1)               To note the report, issues being examined and next steps.

Resolved

(1)       That the report, issues being examined and next steps be noted.

The Head of Strategic Planning and the Economy submitted a report which provided an update on the completion of the Cherwell Local Plan.

In introducing the report, the Lead Member for Planning explained that the adoption of a ‘sound’ up to date Local Plan was a priority for Cherwell District Council as it would guide the growth of the District over the next 19 years. The Council was required to complete a plan which was ‘sound’ in terms of current planning guidance, capable of being accepted by the Planning Inspectorate for Examination and not being found wanting in terms of process followed or how evidence supports the proposals made. In view of the complexity of some of the issues, focus was now on a number of areas of refinement of the current Proposed Submission Local Plan.

A public consultation on the Proposed Submission Local Plan had taken place between 29 August 2012 and 10 October 2012. 277 organisations and individuals had responded, making a large number of specific comments and proposals on parts of the Plan and the Plan as a whole. Work was continuing on responding to the comments and developing evidence in readiness for public examination.

In response to Members questions regarding the response of the Environment Agency and any additional consideration to be given to the recent flooding in Banbury, the Head of Strategic Planning and the Economy explained that dialogue was taking place regarding proposed developments in the area to ensure the Environment Agency’s comments were addressed.

In considering the Local Plan update, Members commented that it was important to ensure that proportionality between rural settlements and the logicality of village clusters were addressed. The Local Plan would be the most important piece of work for elected Members over the next twelve months. It was necessary to comply with the National Planning Policy Framework and to progress the Local Plan with speed with a view to it being submitted around Easter 2013.

Executive commended the work undertaken to date.

Resolved

(1)       That the report, issues being examined and next steps be noted.

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.

Without this the District faces an imminent challenge of piecemeal development by appeal, in which Cherwell District Council would lose the ability to ensure that development takes place in the most sustainable locations and future community needs are properly planned for and maximum community gain (and mitigation) secured.

Options

Option One:               To take no actions

Option Two:               To amend the steps proposed

Option Three:             To abandon plan making and allow a piecemeal approach to development that fails to ensure integration with existing settlements, fails to plan for the long term needs of the District, or to ensure that opportunities are realised for the benefit of residents and businesses across the District

Report of Head of Strategic Planning and the Economy

Summary

To consider the use of the Town Centre Innovation Fund.           

Recommendations

The Executive is recommended:

(1)               To receive the report and approve the proposed allocations set out in paragraph 1.4.

(2)               To approve funding for the Christmas Parking Initiative set out in paragraph 1.7.

(3)               To approve the process for developing projects and releasing resources to Town Centre projects set out in paragraphs 1.8, 1.9 & 1.10.

Resolved

(1)               That the report be received and the proposal to initially allocate the £100,000 awarded for ‘Town Centre Innovation’ by the DCLG in the following proportions be agreed:-

·        50% to Banbury - £50,000.

·        30% to Bicester - £30,000.

·        20% to Kidlington - £20,000.

(2)               That the proposal to commit £40,000  to the Christmas Parking Initiative that will operate in Banbury and Bicester be approved.

(3)               That the process for developing projects and releasing resources to Town Centre projects be approved.

The Head of Strategic Planning and the Economy submitted a report which sought consideration of the use of the Town Centre Innovation Fund.          

In introducing the report, the Lead Member for Estates and the Economy explained that like a number of other Districts, Cherwell District Council had been awarded £100,000 to promote ‘town centre innovation’. The Department for Communities and Local Government (DCLG) had not prescribed what the funding should be used for and had left this for local determination. Whilst there was no time limit on the use of the funding, there was a need to account for these of the monies.

In response to Members’ comments, the Lead Member for Estates and the Economy confirmed that the fund would be held by the Economic Development Team and allocated by the Head of Strategic Planning and the Economy to local projects in each town/village which were developed with the local retail/traders groups, subject to consultation with the Lead Member for Estates and the Economy who would consult local ward councillors.

Resolved

(1)               That the report be received and the proposal to initially allocate the £100,000 awarded for ‘Town Centre Innovation’ by the DCLG in the following proportions be agreed:-

·        50% to Banbury - £50,000.

·        30% to Bicester - £30,000.

·        20% to Kidlington - £20,000.

(2)               That the proposal to commit £40,000 to the Christmas Parking Initiative that will operate in Banbury and Bicester be approved.

(3)               That the process for developing projects and releasing resources to Town Centre projects be approved.

Reasons

Cherwell District Council has been awarded £100,000 to promote ‘town centre innovation’. The DCLG has not prescribed what the funding should be used for and has left this for local determination. There is no time limit on the use of the funding, but there is a need to account for these of the monies.

The proposed distribution of the funding will contribute to the strengthening of the economies of the town centres and to meet the objectives of the Cherwell Economic Strategy, Town Masterplans and Cherwell Local Plan.

Options

Option One: To take no action and retain the funding for other purposes.

Option Two: To be more prescriptive about what can be funded.

Option Three: To change the proposed allocation of funding.

Report of Head of Transformation

Summary

This report covers the Council’s performance for the period 01 July to 30 September 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 further performance or risk related matters for review or consideration in future reports.

Resolved

(1)               That the following achievements be noted:

Corporate Pledges

Cherwell: A District of Opportunity

§         Continuing to support Job Clubs – a total of 65 held this year – including work with Career Contact and Career and Opportunities Gateway Job clubs to help professional /managers. A Job Club Engagement Officer has been appointed through OCC Libraries Services to provide additional focus upon Neithrop & Ruscote.

§         Affordable housing progress with the Eco Bicester demonstration project at Bryan house completed. This is the highest level of sustainable affordable housing ever delivered in Cherwell district. Also, 18 Units of affordable homes have been completed at Dashwood Primary School, meeting the needs of the conservation area and a significant contribution to the Brighter Futures in Banbury initiative.

§         Bicester Town Centre is on target to open in summer 2013 as planned. A brief will be issued following architects discussion around Bolton Road. Spiceball environmental works are on-going.

A Cleaner Greener Cherwell

·        Recycling rate is at similar level to last year. Garden waste tonnage has increased but dry recycling has decreased a little. The reduction in recycling rate will also be affected by not being able to compost street sweepings. Publicity of recycling is planned to be promoted from Oct – Dec to increase recycling further.

§         Satisfaction with Street Cleanliness has risen this year to 69% which is the second highest we have attained.

§         The Cocoon discounted insulation scheme closed for new applications on 30/09/12. Final output details should be available before Christmas. Residents will be able to obtain insulation and other energy saving measures at no upfront cost through the Green Deal. The council has committed to participation in a Community Interest Company which will act as a Green Deal Provider. This service is not yet available due to government delays, but should launch in the near future. Recent Warm Front promotion has resulted in 98 referrals to date; final output figures will be available in April 2013.

§         Eco Bicester site preparation expected in late 2012 and construction of the first Eco Bicester houses expected in early 2013.

A Safe, Healthy and Thriving District

·        Best Bar None scheme (working with Local Police and Licence Holders) is behind schedule, however discussions with Head of Service have taken place and service delivery has been planned.

·        Oxfordshire County Council to attend fortnightly Joint Agency and Tasking Coordination Group with the Thriving Families lists to discuss and disseminate to all partners for regular feedback.

·        South West Bicester Sports Villages have had delays in laying out the grass pitches due to the inclement weather earlier this year. Revised programme now in place.

·        Sportivate initiative is being delivered across the district inspiring young people to take up sporting opportunities.

·        Planning approval for the new hospital has been granted in Bicester on the existing hospital site. The preferred bidder is still in place. On-going dialogue between the Primary Care Trust and Strategic Health Authority to progress the report.

·        Supporting volunteering across the district – We received  ...  view the full decision text for item 71.

The Head of Transformation submitted a report which presented the Council’s performance for the period 01 July to 30 September 2012 as measured through the Performance Management Framework.

In considering the report, the Lead Member for Clean and Green highlighted the increased recycling rates across the district and explained that landfill tonnages were slightly higher than the previous year due to it no longer being possible to compost fallen leaves.

The Lead Member for Housing highlighted the progress on the delivery of affordable housing making particular reference to the 18 units of affordable homes that had been completed at Dashwood Primary School, meeting the needs of the conservation area and making a significant contribution to the Brighter Futures in Banbury initiative.

Members commented on the value and importance of performance management and monitoring as it enabled monitoring across the breadth of the Council, enabled achievements to be highlighted and areas performing below target or issues emerging to be identified and addressed in a timely manner. At the present time, there were no further performance or risk related matters for review or consideration in future reports be identified.

Resolved

(1)               That the following achievements be noted:

Corporate Pledges

Cherwell: A District of Opportunity

§         Continuing to support Job Clubs – a total of 65 held this year – including work with Career Contact and Career and Opportunities Gateway Job clubs to help professional /managers. A Job Club Engagement Officer has been appointed through OCC Libraries Services to provide additional focus upon Neithrop & Ruscote.

§         Affordable housing progress with the Eco Bicester demonstration project at Bryan house completed. This is the highest level of sustainable affordable housing ever delivered in Cherwell district. Also, 18 Units of affordable homes have been completed at Dashwood Primary School, meeting the needs of the conservation area and a significant contribution to the Brighter Futures in Banbury initiative.

§         Bicester Town Centre is on target to open in summer 2013 as planned. A brief will be issued following architects discussion around Bolton Road. Spiceball environmental works are on-going.

A Cleaner Greener Cherwell

·        Recycling rate is at similar level to last year. Garden waste tonnage has increased but dry recycling has decreased a little. The reduction in recycling rate will also be affected by not being able to compost street sweepings. Publicity of recycling is planned to be promoted from Oct – Dec to increase recycling further.

§         Satisfaction with Street Cleanliness has risen this year to 69% which is the second highest we have attained.

§         The Cocoon discounted insulation scheme closed for new applications on 30/09/12. Final output details should be available before Christmas. Residents will be able to obtain insulation and other energy saving measures at no upfront cost through the Green Deal. The council has committed to participation in a Community Interest Company which will act as a Green Deal Provider. This service is not yet available due to government delays, but should launch in the near future. Recent Warm Front  ...  view the full minutes text for item 71.

Report of Head of Transformation

Summary

To provide an overview of the results of the 2012 Annual Customer Satisfaction Survey undertaken with residents of Cherwell district.

Recommendations

The Executive is recommended to:

(1)               Note the results of the 2012 Annual Customer Satisfaction Survey, and in particular the increase in customer satisfaction.

(2)               Agree that the findings should be used to inform the service business planning process.

(3)               Agree that all results to be published on the Cherwell District Council website.

(4)               Agree that results are included in the Joint Management Team Away days or additional workshops for managers.

(5)               Congratulate staff for maintaining very high levels of satisfaction during this period of transformation.

Resolved

(1)               That the results of the 2012 Annual Customer Satisfaction Survey, and in particular the increase in customer satisfaction be noted.

(2)               That it be agreed that the findings should be used to inform the service business planning process.

(3)               That it be agreed that all results be published on the Cherwell District Council website.

(4)               That it be agreed that the results are included in the Joint Management Team Away days or additional workshops for managers.

(5)               That staff be congratulated for maintaining very high levels of satisfaction during this period of transformation.

The Head of Transformation submitted a report which provided an overview of the results of the 2012 Annual Customer Satisfaction Survey undertaken with residents of Cherwell district.

In considering the report, Members noted that satisfaction levels were at the highest level ever since the survey was first undertaken in 2006 and commended staff for maintaining high levels of satisfaction during a period of transformation.

Resolved

(1)               That the results of the 2012 Annual Customer Satisfaction Survey, and in particular the increase in customer satisfaction be noted.

(2)               That it be agreed that the findings should be used to inform the service business planning process.

(3)               That it be agreed that all results be published on the Cherwell District Council website.

(4)               That it be agreed that the results are included in the Joint Management Team Away days or additional workshops for managers.

(5)               That staff be congratulated for maintaining very high levels of satisfaction during this period of transformation.

Reasons

The results of the 2012 Annual Customer Satisfaction Survey are presented to Executive for information.

Options

Option One:               Agree the recommendations as set out

Option Two:               Not to agree the recommendations as set out

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 6 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 currently underway.

To provide an update on the Local Government Resources Review Project.

Recommendations

The Executive is recommended:

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

(2)               To note the Quarter 2 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 September 2012 (detailed in Appendix 2).

(4)               To note the latest update on the Local Government Resources Review detailed in section 5.

Resolved

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

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

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

(4)               That the latest update on the Local Government Resources Review detailed including the verbal update on the pooling of NNDR in Oxfordshire and the Council’s continuing intention to participate pending a final decision in January 2013, 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 6 months of the financial year 2012/13 and projections for the full 2012/13 period, which were measured by the budget monitoring function and reported via the Performance Management Framework (PMF) informing the 2013/14 budget process currently underway.

The report also provided an update on the Local Government Resources Review Project. The Lead Member for Financial Management updated Executive on the pooling of business rates advising Members that the Government had issued new detail relating to levies which could impact on councils’ decisions to pool, however further information was expected in due course. At present CDC would continue with its intention to participate in the Oxfordshire pooling and a final decision would be made in January 2013 when further information had been made available. 

Resolved

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

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

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

(4)               That the latest update on the Local Government Resources Review detailed including the verbal update on the pooling of NNDR in Oxfordshire and the Council’s continuing intention to participate pending a final decision in January 2013, 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 Q2.

Options

Option One:               To review current performance levels and considers any actions arising.

Option Two:               To approve or reject the recommendations above or request that Officers provide additional information.

Any other items which the Chairman has decided is urgent.

The Chairman reported that he had agreed to one urgent item of business being added to the agenda relating to the acquisition of Crown House, Banbury. A decision was required before the next Executive meeting due to the need for ongoing negotiations to be progressed as quickly as possible in order not to prejudice the financial interests of the Council. The Chairman of the Overview and Scrutiny Committee has been informed and was in agreement that the need for a decision was urgent and could not be deferred.

The exempt report would be considered as agenda item 16.

The following reports contain exempt information as defined in the following paragraphs 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).

5- Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

No representations have been received from the public requesting that these items be considered in public.

Members are reminded that whilst the following items have 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.

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 items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 3 and 5 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 items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 3, 5 and 6 of Schedule 12A of that Act and that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt Report of Head of Finance and Procurement and Head of Regeneration and Housing

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

Resolved

(1)               That contracts be awarded under a framework to:

·      Jeakins Weir Ltd

·      FSG Property Services Ltd

·      Barker & Evans Limited

·      Knowles & Son (Oxford) Ltd

for the provision of reactive property maintenance over a maximum period of four years commencing on 1 January 2013.

The Head of Finance and Procurement and Head of Regeneration and Housing submitted an exempt report which sought approval for the award of contracts under a framework for the provision of reactive property maintenance services to Cherwell District Council.

Resolved

(1)               That contracts be awarded under a framework to:

·      Jeakins Weir Ltd

·      FSG Property Services Ltd

·      Barker & Evans Limited

·      Knowles & Son (Oxford) Ltd

for the provision of reactive property maintenance over a maximum period of four years commencing on 1 January 2013.

Reasons

To award contracts under a framework for the provision of reactive property maintenance services to Cherwell District Council

Options

N/A

Exempt report of Director of Development

This report is exempt from publication by virtue of paragraphs 3 and 5 of part 1 of Schedule 12A of Local Government Act 1972

Resolved

(1)       That the contents of the report be noted and it be agreed to take forward the production of a business case which will advise on the future development of Canalside.

(2)               That the use of existing Planning revenue reserves to fund the production of the business case be agreed.

The Director of Development submitted an exempt report which sought  consideration of the funding of a business case to support the future development of Canalside.

Resolved

(1)       That the contents of the report be noted and it be agreed to take forward the production of a business case which will advise on the future development of Canalside.

(2)               That the use of existing Planning revenue reserves to fund the production of the business case be agreed.

Reasons

As set out in the exempt minute.

Options

As set out in the exempt minute.

The Head of Regeneration and Housing submitted an exempt report regarding the acquisition of Crown House, Banbury.

Resolved

(1)               That the Head of Regeneration and Housing be authorised to make a formal offer to the owner of the Crown House Site based on the most recent valuation verified by an independent valuer as reflecting the open market value for the property.

(2)               That, subject to the Head of Law and Governance and the Head of Finance and Procurement being satisfied that the necessary legal and financial tests are met, the Head of Regeneration and Housing, in consultation with the Head of Law and Governance, the Head of Finance and Procurement, the Leader of the Council, the Lead Member for Housing and the Lead Member for Estates and the Economy be authorised to proceed with CPO proceedings, should the owner of the Crown House site not accept the open market value offer

(3)               As set out in the exempt minute.

Reasons

As set out in the exempt minute and because there is a compelling case in the public interest to exercise the Council’s CPO powers pursuant to section 17 of the Housing Act 1985 in the event that its attempts to acquire the land and property by negotiation continue to be unsuccessful.

Options

As set out in the exempt minute