Agenda, decisions and minutes

There were no declarations of interest.

To confirm as a correct record the Minutes of the meeting held on 1 September 2014.

The minutes of the meeting held on 1 September 2014 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman made the following announcement:

1.    Under the Openness of Local Government Bodies Regulations 2014,members of the public were permitted to film, broadcast and report on the meeting, subject to the efficient running of the meeting not being affected.

Report of Head of Transformation

Purpose of Report

To update the Executive on the results of the annual satisfaction survey and identify any areas to be reflected in future business and/or performance plans.

Recommendations

The meeting is recommended:

 1.1        To note the results of the customer survey, with particular reference to improvement in areas that were identified as priorities as an outcome of the survey undertaken in 2014. 

1.2         To agree the priorities and areas of focus for future action as set out in paragraphs 3.5 and 3.6.

Resolved

(1)          That the results of the customer survey, with particular reference to improvement in areas that were identified as priorities as an outcome of the survey undertaken in 2014, be noted. 

(2)          That the following priorities and areas of focus for future action be agreed:

            Customer Priorities

The ‘top 6’ key services which are perceived to be a priority by local residents in greater magnitude than other council services. 

1)    Household waste collection

2)    Household recycling collection and food/ garden waste collection service

3)    Dealing with anti-social behaviour/ nuisance

4)    Providing affordable housing

5)    Street cleaning and tackling environmental crime

6)    Supporting the creation of jobs in the local area

            Suggested Areas for Future Focus

a)    Dealing with Anti-Social Behaviour: The positive increase in satisfaction with the Council’s approach to dealing with anti-social behaviour and nuisance recorded last year has been maintained in 2014, with 56% satisfied. This is notably higher than the lowest recorded level of 30% in 2007. However ranked third in the above perceived priorities.

b)    Sports and Leisure facilities: Overall satisfaction with leisure activities provided by Cherwell District Council remains in line with previous years, with 56% satisfied with their provision and 11% dissatisfied. The leisure activities provided by the Council are the lead driver of overall satisfaction and as such, it is important to maintain satisfaction levels in this area. There are also areas of dissatisfaction to be addressed within Leisure Facilities. This year, ratings have remained stable; 68% are satisfied with the leisure facilities provided by the Council overall vs. 69% in 2013.

c)    Continuing to focus on Street Cleansing and dealing with environmental crime’ one of the ‘top 6’ priorities street cleansing is a service that is experienced by all residents and plays an important part in terms of quality of life and enjoyment living within a local area. It is a service upon which the Council is judged and valued by many residents and as such should remain an on-going area of focus.

The Head of Transformation submitted a report which updated the Executive on the results of the annual satisfaction survey and identified any areas to be reflected in future business and/or performance plans.

In introducing the report, the Lead Member for Performance and Communications reported that overall satisfaction levels now peaked at its highest recorded level of 77%. This represented a 17% increase since the council began undertaking Customer Satisfaction Surveys in 2006.

Resolved

(1)          That the results of the customer survey, with particular reference to improvement in areas that were identified as priorities as an outcome of the survey undertaken in 2014, be noted. 

(2)          That the following priorities and areas of focus for future action be agreed:

            Customer Priorities

The ‘top 6’ key services which are perceived to be a priority by local residents in greater magnitude than other council services. 

1)    Household waste collection

2)    Household recycling collection and food/ garden waste collection service

3)    Dealing with anti-social behaviour/ nuisance

4)    Providing affordable housing

5)    Street cleaning and tackling environmental crime

6)    Supporting the creation of jobs in the local area

            Suggested Areas for Future Focus

a)    Dealing with Anti-Social Behaviour: The positive increase in satisfaction with the Council’s approach to dealing with anti-social behaviour and nuisance recorded last year has been maintained in 2014, with 56% satisfied. This is notably higher than the lowest recorded level of 30% in 2007. However ranked third in the above perceived priorities.

b)    Sports and Leisure facilities: Overall satisfaction with leisure activities provided by Cherwell District Council remains in line with previous years, with 56% satisfied with their provision and 11% dissatisfied. The leisure activities provided by the Council are the lead driver of overall satisfaction and as such, it is important to maintain satisfaction levels in this area. There are also areas of dissatisfaction to be addressed within Leisure Facilities. This year, ratings have remained stable; 68% are satisfied with the leisure facilities provided by the Council overall vs. 69% in 2013.

c)    Continuing to focus on Street Cleansing and dealing with environmental crime’ one of the ‘top 6’ priorities street cleansing is a service that is experienced by all residents and plays an important part in terms of quality of life and enjoyment living within a local area. It is a service upon which the Council is judged and valued by many residents and as such should remain an on-going area of focus.

Reasons

This report presents a summary of the findings from the 2014 customer satisfaction survey. It highlights a general trend of improvement across council services as well as areas where continued focus is required.

The report also highlights customer priorities and these will be used to help inform budget setting, the development of the Council’s Business Plan, Performance Pledges and 5 year Strategy.

As well as these high level findings the survey includes a wealth of service specific detail that will be used by service managers to help underpin service planning.

Alternative Options

Option 1: To  ...  view the full minutes text for item 55.

Report of Head of Transformation

Purpose of Report

This report covers the Council’s performance for the period 01 April 2014 – 30 June 2014 as measured through the Performance Management Framework.

Recommendations

The meeting is recommended:

1.1         To note the many achievements referred to in paragraph 3.1.

1.2         To identify any performance related matters for review or consideration in future reports identified in paragraph 3.2.

Resolved

(1)          That the following achievements be noted:

Cherwell: A District of Opportunity

·      Northwest Bicester: Delivery of the Masterplan to the agreed timescales is reporting as Green. The next stage in delivering the Masterplan will be the submission and processing of planning applications for the development. It is anticipated that applications will be received for the majority of the site before the end of the year and determined during 2015.

·      Graven Hill: deliver the Council’s vision for this strategic site is reporting as Green. Huge progress has been made on concluding the S.106 issues and completion of the land transaction expected in early August 2014. The business case for creation of a 'group structure' of Companies Limited by Shares (Holding Company and Development Company) has been approved by the Executive (16th July) with companies incorporated and inaugural meeting of both companies held on the 7 July 2014.  Six key work themes have been identified as necessary to deliver the council's vision for Graven Hill: consolidation of land assembly & boundary issues; On-going engagement with Ministry of Defence (MOD); Ecology and ground investigation; Design and planning; Delivery and procurement; Sales, marketing and investment.

Safe, Green and Clean

·      Tonnage of waste sent to landfill is reporting as Green. On track and with a number of actions planned during 2014/15 to reduce amount sent to landfill.

·      Number of fly tips enforcement actions (compared with same period 2013/14) is reporting as Green*. During the quarter 50 warning letters, 13 Section 71 Notices and 1 formal caution were issued. Warning letters work very well in circumstances when it would not be suitable to take a more formal approach.

·      Percentage of nuisance cases responded to within prescribed period of 48 hours is reporting as Green. Case load increased from 183 in Quarter 4 2013/14 to 452 in Quarter 1 but despite the increasing case load response times have been maintained.

Thriving Communities

·      Average time taken to process new claims and changes for Housing Benefit in days is reporting as Green*. Changes continue to be processed well within target and this is expected to continue through the year.

·      No of households in temporary accommodation is reporting as Green*. The number of households in temporary accommodation remains within the target set.  The Housing Team continue their service delivery with an on-going focus on homelessness prevention.  This helps to keep the number of those progressing to make a statutory homeless application low, which in turn maintains the current performance for provision of temporary accommodation.

·      Maintain a minimum usage level of visits to leisure facilities (Total of visits to District Leisure Centres and WGLC, NOA and Cooper) is reporting as Green*. Throughputs are up 18,913 on June 2013 with: - Spiceball Leisure Centre up 1,907, Kidlington & Gosford Leisure Centre up by 5,144 and Bicester Leisure Centre up by 11,862 - the increase is attributed to the play and teach pool figures.

·      Processing of major applications with 13 weeks is reporting as Green*. The measures introduced last year continue to show improvements.  ...  view the full decision text for item 56.

The Head of Transformation submitted a report which presented the Council’s performance for the period 01 April 2014 – 30 June 2014 as measured through the Performance Management Framework.

Resolved

(1)          That the following achievements be noted:

Cherwell: A District of Opportunity

·      Northwest Bicester: Delivery of the Masterplan to the agreed timescales is reporting as Green. The next stage in delivering the Masterplan will be the submission and processing of planning applications for the development. It is anticipated that applications will be received for the majority of the site before the end of the year and determined during 2015.

·      Graven Hill: deliver the Council’s vision for this strategic site is reporting as Green. Huge progress has been made on concluding the S.106 issues and completion of the land transaction expected in early August 2014. The business case for creation of a 'group structure' of Companies Limited by Shares (Holding Company and Development Company) has been approved by the Executive (16th July) with companies incorporated and inaugural meeting of both companies held on the 7 July 2014.  Six key work themes have been identified as necessary to deliver the council's vision for Graven Hill: consolidation of land assembly & boundary issues; On-going engagement with Ministry of Defence (MOD); Ecology and ground investigation; Design and planning; Delivery and procurement; Sales, marketing and investment.

Safe, Green and Clean

·      Tonnage of waste sent to landfill is reporting as Green. On track and with a number of actions planned during 2014/15 to reduce amount sent to landfill.

·      Number of fly tips enforcement actions (compared with same period 2013/14) is reporting as Green*. During the quarter 50 warning letters, 13 Section 71 Notices and 1 formal caution were issued. Warning letters work very well in circumstances when it would not be suitable to take a more formal approach.

·      Percentage of nuisance cases responded to within prescribed period of 48 hours is reporting as Green. Case load increased from 183 in Quarter 4 2013/14 to 452 in Quarter 1 but despite the increasing case load response times have been maintained.

Thriving Communities

·      Average time taken to process new claims and changes for Housing Benefit in days is reporting as Green*. Changes continue to be processed well within target and this is expected to continue through the year.

·      No of households in temporary accommodation is reporting as Green*. The number of households in temporary accommodation remains within the target set.  The Housing Team continue their service delivery with an on-going focus on homelessness prevention.  This helps to keep the number of those progressing to make a statutory homeless application low, which in turn maintains the current performance for provision of temporary accommodation.

·      Maintain a minimum usage level of visits to leisure facilities (Total of visits to District Leisure Centres and WGLC, NOA and Cooper) is reporting as Green*. Throughputs are up 18,913 on June 2013 with: - Spiceball Leisure Centre up 1,907, Kidlington & Gosford Leisure Centre up by 5,144 and Bicester Leisure Centre up by 11,862 - the increase  ...  view the full minutes text for item 56.

Report of Director of Resources

Purpose of Report

This report summarises the Council’s Revenue and Capital position, treasury management and procurement performance for the first three months of the financial year 2014-15 and projections for the full 2014-15 period.

To receive information on treasury management performance and compliance with treasury management policy during 2014-15 as required by the Treasury Management Code of Practice.

Recommendations

The meeting is recommended:

 1.1        To note the projected revenue and capital position at June 2014.    

1.2         To note the quarter 1 (Q1) performance against the 2014-15 investment strategy and the financial returns from the funds.

1.3         To note the contents and the progress against the Corporate Procurement Action Plan (detailed in Appendix 1).

Resolved

(1)          That the projected revenue and capital position at June 2014 be noted.

(2)          That the quarter 1 (Q1) performance against the 2014-15 investment strategy and the financial returns from the funds be noted.

(3)          That the contents and the progress against the Corporate Procurement Action Plan be noted.

The Director of Resources submitted a report which summarised the Council’s Revenue and Capital position, treasury management and procurement performance for the first three months of the financial year 2014-15 and projections for the full 2014-15 period.

The report also presented information on treasury management performance and compliance with treasury management policy during 2014-15 as required by the Treasury Management Code of Practice

Resolved

(1)          That the projected revenue and capital position at June 2014 be noted.

(2)          That the quarter 1 (Q1) performance against the 2014-15 investment strategy and the financial returns from the funds be noted.

(3)          That the contents and the progress against the Corporate Procurement Action Plan be noted.

Reasons

The CIPFA Code of Practice on Treasury Management which this Council has adopted requires a regular budget monitoring report. This report illustrates the Council’s performance against the 2014-15 Financial Targets for Revenue, Capital and Procurement Monitoring.

Alternative Options

Option 1: As this is a monitoring report, no further options have been considered. However, members may wish to request that officers provide additional information.

Report of Director of Resources

Purpose of Report

To inform the Executive of the service and financial planning process for 2015-16, to approve the 2015-16 budget strategy and to agree the budget guidelines for issue to service managers to enable the production of the 2015-16 budget.

To present the most recent Medium Term Revenue Plan (MTRP).

To consider the Council Tax Reduction Scheme for 2015-16.

To agree the Council’s approach to Business Rates pooling for 2015-16.

Recommendations

The meeting is recommended:

 1.1        To note the updated MTRP for the Council’s revenue budget for 2015-16 to 2019-20.

1.2         To endorse the overall 2015-16 budget strategy and service and financial planning process set out in the report.

1.3         To consider and agree the proposed budget guidelines and timetable for 2015-16 (Appendices 1 and 2).

1.4         To agree to consult on the retention of the current Council Tax Reduction Scheme (CTRS) for 2015-16 and delegate authority to the Director of Resources in consultation with the lead member for Financial Management to make the final decision on the scheme.

1.5         To delegate authority to the Director of Resources in consultation with the lead member for Financial Management to make the final decision on Business Rates pooling for 2015-16.

Resolved

(1)          That the updated Medium Term Revenue Plan for the Council’s revenue budget for 2015-16 to 2019-20 be noted.

(2)          That the overall 2015-16 budget strategy and service and financial planning process be endorsed.

(3)          That the proposed budget guidelines and timetable for 2015-16 (annexes to the Minutes as set out in the Minute Book) be agreed.

(4)          That agreement be given to consult on the retention of the current Council Tax Reduction Scheme (CTRS) for 2015-16 and authority be delegated to the Director of Resources, in consultation with the Lead Member for Financial Management, to make the final decision on the scheme.

(5)          That authority be delegated to the Director of Resources, in consultation with the Lead Member for Financial Management, to make the final decision on Business Rates pooling for 2015-16.

The Director of Resources submitted a report which informed the Executive of the service and financial planning process for 2015-16, to approve the 2015-16 budget strategy and to agree the budget guidelines for issue to service managers to enable the production of the 2015-16 budget.

The report also presented the most recent Medium Term Revenue Plan (MTRP), sought consideration of the Council Tax Reduction Scheme for 2015-16 and agreement of the Council’s approach to Business Rates pooling for 2015-16.

Resolved

(1)          That the updated Medium Term Revenue Plan for the Council’s revenue budget for 2015-16 to 2019-20 be noted.

(2)          That the overall 2015-16 budget strategy and service and financial planning process be endorsed.

(3)          That the proposed budget guidelines and timetable for 2015-16 (annexes to the Minutes as set out in the Minute Book) be agreed.

(4)          That agreement be given to consult on the retention of the current Council Tax Reduction Scheme (CTRS) for 2015-16 and authority be delegated to the Director of Resources, in consultation with the Lead Member for Financial Management, to make the final decision on the scheme.

(5)          That authority be delegated to the Director of Resources, in consultation with the Lead Member for Financial Management, to make the final decision on Business Rates pooling for 2015-16.

Reasons

The Council needs to set guidelines and a timetable for the preparation of draft estimates for 2015-16. These guidelines should support the objectives contained in the Business Plan, Service Plans and the Medium Term Financial Strategy.

Alternative Options

Option 1: To disagree with the recommendations set out above. This is rejected as it will unnecessarily delay the formulation of the detailed budget for 2015-16.

Report of Commercial Director (Bicester)

Purpose of Report

To update on the outcome of the investigation into the root cause of the flooding at Hanover Gardens on 24 December 2013.

Recommendations

The meeting is recommended:

1.1       To note the proactive response provided by Cherwell District Council to assist the residents and management team at Hanover Gardens.

1.2       To note the outcome and recommended actions from the Environment Agency Report in Appendix 1.

1.3       To note that the Council has agreed to run an information campaign in October 2014 throughout the District on the importance of preventing debris from entering the River Bure.

1.4       To note that a partnership meeting with all interested parties continues to monitor any outstanding actions and the Council has representation through the Head of Housing and Regeneration.

Resolved

(1)          That the proactive response provided by Cherwell District Council to assist the residents and management team at Hanover Gardens be noted.

(2)          That the outcome and recommended actions from the Environment Agency Report (annex to the Minutes as set out in the Minute Book) be noted.

(3)          That it be noted the Council has agreed to run an information campaign in October 2014 throughout the District on the importance of preventing debris from entering all rivers in the district.

(4)          That it be noted that a partnership meeting with all interested parties continues to monitor any outstanding actions and the Council has representation through the Head of Housing and Regeneration.

The Commercial Director (Bicester) submitted a report to update on the outcome of the investigation into the root cause of the flooding at Hanover Gardens on 24 December 2013.

Executive thanked both Cherwell District Council and Oxfordshire County Council Officers for their hard work in assisting the residents and management team at Hanover Gardens and, in particular, the efforts to ensure affected residents were rehoused as quickly as possible. Executive also extended their thanks to the companies and hotels that had supported the residents.

Resolved

(1)          That the proactive response provided by Cherwell District Council to assist the residents and management team at Hanover Gardens be noted.

(2)          That the outcome and recommended actions from the Environment Agency Report (annex to the Minutes as set out in the Minute Book) be noted.

(3)          That it be noted the Council has agreed to run an information campaign in October 2014 throughout the District on the importance of preventing debris from entering all rivers in the district.

(4)          That it be noted that a partnership meeting with all interested parties continues to monitor any outstanding actions and the Council has representation through the Head of Housing and Regeneration.

Reasons

The immediate response provided by the Housing Team to the situation at Hanover Gardens on 24 December 2013 and for the period between Christmas and New Year was in line with Council policy and was at the high standard we expect. The team have been formally thanked for all the work that they undertook during the festive period.

As stated in Appendix 1 it is not possible to eliminate the risk of flooding from rivers but the recommendations identified in the report are positive steps that can be taken to reduce the risk of flooding from the River Bure in the future particularly in relation to preventing debris from entering the River Bure which was the root cause of the flood at Hanover Gardens.

.

The Council as a member of the partnership who worked together to review this issue will ensure that it fulfils its action by the agreed date and ensure that all residents of the District are aware of how important it is to prevent debris from entering the River Bure. An information campaign beginning with a press release concerning this report will run throughout October 2014.

Alternative Options

Option 1: To approve the recommendation

Option 2: To reject the recommendation

** Please note this report will follow as the financial information is currently being finalised **

Report of Director of Community and Environment

Resolved

(1)          That the installation of solar PV panels on the roof of Hanwell Fields Community Centre, Rotary Way, Banbury be approved.

(2)          That the use of capital (ref:50211”Hanwell Fields Community Development Fund”) to finance the solar PV installation be approved.

(3)          That the division of resultant income as follows be approved: CDC to retain one third of the feed in tariff income to accumulate a reserve for maintenance and the eventual replacement of the inverter which has a design life of 10 years (approximately half that of the panels) and to cover increased insurance costs of the building. The remaining two thirds of the feed in tariff income would be passed on to the Community Association.

The Director of Community and Environment submitted a report which recommended the installation of solar PV panels on the roof of Hanwell Fields Community Centre, Rotary Way, Banbury and the use of a capital fund to finance the solar PV installation.

Resolved

(1)          That the installation of solar PV panels on the roof of Hanwell Fields Community Centre, Rotary Way, Banbury be approved.

(2)          That the use of capital (ref:50211”Hanwell Fields Community Development Fund”) to finance the solar PV installation be approved.

(3)          That the division of resultant income as follows be approved: CDC to retain one third of the feed in tariff income to accumulate a reserve for maintenance and the eventual replacement of the inverter which has a design life of 10 years (approximately half that of the panels) and to cover increased insurance costs of the building. The remaining two thirds of the feed in tariff income would be passed on to the Community Association.

Reasons

The proposed project will assist the HFCA to remain solvent and continue to provide and facilitate valued community services. For this reason it is legitimate use of a fund intended to promote community development.

At minimal cost to the District Council, this project will serve as a test case for provision of solar panels in CDC’s other community centres.

The proposed project will reduce the carbon footprint of this CDC owned facility.

Alternative Options

Option 1: To amend the proposed split of income from the Feed in Tariff

Reason: Less than one third of the income is less likely to cover the council’s maintenance costs.

Option 2: To reject the recommendations

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).

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 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 these items be considered in public.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

** Please note this report will follow as discussions are ongoing **

Exempt Report of Director of Community and Environment

Resolved

(1)          As set out in the exempt decision notice.

(2)          As set out in the exempt decision notice.

(3)          As set out in the exempt decision notice.

(4)          That a further update report on the project following the receipt and evaluation of construction contract tenders be submitted to Executive.

The Director of Community and Environment submitted an exempt report relating to the South West Bicester Sports Village.

Resolved

(1)          As set out in the exempt minutes.

(2)          As set out in the exempt minutes.

(3)          As set out in the exempt minutes.

(4)          That a further update report on the project following the receipt and evaluation of construction contract tenders be submitted to Executive.

Reasons

As set out in the exempt minutes.

Alternative Options

As set out in the exempt minutes.

Exempt Report of Director of Community and Environment

Resolved

(1)          As set out in the exempt decision notice.

(2)          As set out in the exempt decision notice.

(3)          That a further report on the outcome of the tendering process be submitted to Executive.

The Director of Community and Environment submitted an exempt report relating to Woodgreen Leisure Centre.

Resolved

(1)          As set out in the exempt decision notice.

(2)          As set out in the exempt decision notice.

(3)          That a further report on the outcome of the tendering process be submitted to Executive.

Reasons

As set out in the exempt minutes.

Alternative Options

As set out in the exempt minutes.