Agenda, decisions and minutes

There were no declarations of interest.

To confirm as a correct record the Minutes of the meeting held on 1 December 2014 and the Minutes of the special meeting of Executive held on 15 December 2014.

The minutes of the meeting held on 1 December 2014 and the Minutes of the special meeting held on 15 December 2014 were agreed as correct records 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 Environmental Services

Purpose of report

To consider the future direction of the Waste Collection Service ensuring that it delivers a high quality service and good value and to ensure that it complies with the Waste Framework Directive from January 2015.

Recommendations

The meeting is recommended:

1.1         To endorse the current high performing waste collection system which delivers high quality recycling and is considered to meet the requirements of the Waste Framework Directive (WFD).

1.2         To note the waste collection system is providing good value to residents, delivering increasing levels of customer satisfaction, while ensuring high quality recycling is collected.

1.3         To approve the proposed changes regarding S106 planning agreement requirements for the waste collection service in new developments.

Resolved

(1)          That the current high performing waste collection system which delivers high quality recycling and is considered to meet the requirements of the Waste Framework Directive (WFD) be endorsed.

(2)          That it be noted the waste collection system is providing good value to residents, reducing the amount of waste going to landfill, while ensuring high quality recycling is collected.

(3)          That the proposed changes regarding S106 planning agreement requirements for the waste collection service in new developments be approved.

The Head of Environmental Services submitted a report which sought consideration of the future direction of the Waste Collection Service ensuring that it delivers a high quality service and good value and to ensure that it complies with the Waste Framework Directive from January 2015.

Resolved

(1)          That the current high performing waste collection system which delivers high quality recycling and is considered to meet the requirements of the Waste Framework Directive (WFD) be endorsed.

(2)          That it be noted the waste collection system is providing good value to residents, reducing the amount of waste going to landfill, while ensuring high quality recycling is collected.

(3)          That the proposed changes regarding S106 planning agreement requirements for the waste collection service in new developments be approved.

Reasons

The use of the WFD roadmap has shown that the waste collection scheme produces high quality recycling with low rejection. It also shows that it is not Technically, Environmentally, Economically Practicable to collect the four waste streams separately.

The current system has been successful with residents but it is important that residents’ satisfaction levels continue at high levels and further service development and promotion is pursued to improve performance further.

Alternative Options

Option 1: To reject the current waste collection service and consider an alternative

Option 2: To request that officers consider alternative amendments to the current service.

Report of Head of Finance and Procurement

Purpose of report

To consider the calculation of the Council Tax base for 2015/16.

Recommendations

The meeting is recommended:

 1.1        To approve the report of the Head of Finance and Procurement, made pursuant to the Local Authorities [Calculation of Tax Base] [England] Regulations 2012 and the calculations referred to therein for the purposes of the Regulations.

1.2         To resolve that, in accordance with the Regulations, as amended, the amount calculated by Cherwell District Council as its council tax base for the year 2015/16 shall be 48,253.

1.3         To resolve that the tax base for parts of the area be in accordance with the figures shown in column 10 of Appendix 2.

1.4         To resolve to recommend to full Council that it continue with any discretionary and locally set discount awards which it previously resolved to give as follows:

a.    Unoccupied and unfurnished discount for maximum period of 6 months without reoccupation of 6 weeks in between – 25% discount.

b.    Unfurnished and uninhabitable discount for a maximum period of 12 months without reoccupation of 6 weeks in between – 50% discount

c.    Second home (non-work related) discount – 0% discount.

d.    Furnished properties 0% discount for second homes.

e.    Empty and unfurnished long term empty property discount - 0% discount.

Resolved

(1)          That the report of the Head of Finance and Procurement, made pursuant to the Local Authorities [Calculation of Tax Base] [England] Regulations 2012 and the calculations referred to therein for the purposes of the Regulations (annex to the Minutes as set out in the Minute Book) be approved.

(2)          That, in accordance with the Regulations, as amended, the amount calculated by Cherwell District Council as its council tax base for the year 2015/16 shall be 48,253.

(3)          That the tax base for parts of the area be in accordance with the figures shown in column 10 of Appendix 2 (annex to the Minutes as set out in the Minute Book).

(4)          That Full Council be recommended to continue with any discretionary and locally set discount awards which it previously resolved to give as follows:

a.    Unoccupied and unfurnished discount for maximum period of 6 months without reoccupation of 6 weeks in between – 25% discount.

b.    Unfurnished and uninhabitable discount for a maximum period of 12 months without reoccupation of 6 weeks in between – 50% discount

c.    Second home (non work related) discount – 0% discount.

d.    Furnished properties 0% discount for second homes.

e.    Empty and unfurnished long term empty property discount - 0% discount.

(5)          That authority be delegated to the Section 151 Officer, in consultation with the Lead Member for Financial Management, for final approval of the Council Tax Base for 2015-2016.

The Head of Finance and Procurement submitted a report to consider the calculation of the Council Tax base for 2015/16.

Resolved

(1)          That the report of the Head of Finance and Procurement, made pursuant to the Local Authorities [Calculation of Tax Base] [England] Regulations 2012 and the calculations referred to therein for the purposes of the Regulations (annex to the Minutes as set out in the Minute Book) be approved.

(2)          That, in accordance with the Regulations, as amended, the amount calculated by Cherwell District Council as its council tax base for the year 2015/16 shall be 48,253.

(3)          That the tax base for parts of the area be in accordance with the figures shown in column 10 of Appendix 2 (annex to the Minutes as set out in the Minute Book).

(4)          That Full Council be recommended to continue with any discretionary and locally set discount awards which it previously resolved to give as follows:

a.    Unoccupied and unfurnished discount for maximum period of 6 months without reoccupation of 6 weeks in between – 25% discount.

b.    Unfurnished and uninhabitable discount for a maximum period of 12 months without reoccupation of 6 weeks in between – 50% discount

c.    Second home (non work related) discount – 0% discount.

d.    Furnished properties 0% discount for second homes.

e.    Empty and unfurnished long term empty property discount - 0% discount.

(5)          That authority be delegated to the Section 151 Officer, in consultation with the Lead Member for Financial Management, for final approval of the Council Tax Base for 2015-2016.

Reasons

The collection rate used is a best estimate of the percentage of the total amount due for 2015/16. It is based on previous year’s collection rates. Over the most recent years, the amount collected has been steady at between 98.25% and 98.5% and there is no suggestion that this will change for 2015/16.

The change from council tax benefit to a local council tax reduction scheme has had little impact on ability to pay and as the scheme remains the same for 2015/16 there should be no effect on the collection levels. New homes and businesses are being created across the district which should aid the economic situation generally. It is therefore recommended to maintain the 98% collection rate used in previous years.

The estimate of adjustments applied to take account of new properties likely to become available during the year could be varied. However, the estimate is based on conversations with developers and known planning approvals and is factored downwards to allow for delays and other unforeseen problems.

The appendices show the most up to date position of the Council Tax base and the adjustments have been made to take account of changes during 2014/15.

Alternative Options

Option 1: To reject the tax base calculation. The figures in this report could be rejected and a new calculation made. However, this would result in further delays for all preceptors in calculating their own precept to be levied on the Council.  ...  view the full minutes text for item 105.

Report of Commercial Director (Bicester)

Purpose of report

To update the Executive regarding Bicester being designated as a Garden Town in the Autumn Statement on 3 December 2014 and the next steps.

Recommendations

The meeting is recommended to:

1.1         Note the announcement in the Autumn Statement on 3December 2014 that allocated Bicester as a garden town that could bid for funds to expedite the delivery of key infrastructure required for the planned growth.

1.2         Note that up to £50k from the economic development new homes bonus pot is available to progress the work required to prepare formal infrastructure bids in advance of the Council receiving a capacity grant for this activity.

1.3         Note that regular updates on the garden town status and outcome of the funding bids will be presented to the Executive.

Resolved

(1)          That the announcement in the Autumn Statement on 3December 2014 that allocated Bicester as a garden town that could bid for funds to expedite the delivery of key infrastructure required for the planned growth be noted.

(2)          That it be noted that that up to £50k from the economic development new homes bonus pot is available to progress the work required to prepare formal infrastructure bids in advance of the Council receiving a capacity grant for this activity.

(3)          That regular updates on the garden town status and outcome of the funding bids will be presented to the Executive.

The Commercial Director (Bicester) submitted a report which updated the Executive regarding Bicester being designated as a Garden Town in the Autumn Statement on 3 December 2014 and the next steps.

Resolved

(1)          That the announcement in the Autumn Statement on 3December 2014 that allocated Bicester as a garden town that could bid for funds to expedite the delivery of key infrastructure required for the planned growth be noted.

(2)          That it be noted that that up to £50k from the economic development new homes bonus pot is available to progress the work required to prepare formal infrastructure bids in advance of the Council receiving a capacity grant for this activity.

(3)          That regular updates on the garden town status and outcome of the funding bids will be presented to the Executive.

Reasons

Funding to support infrastructure will greatly assist the growth in Bicester and bring benefits to existing residents and new.

We have begun dialogue with DCLG on the process and will continue to provide updates to the Executive as work progresses along with proposals to consult with the residents and businesses of Bicester.

Alternative Options

There is an option not to provide funding during 2014/15 and submit bids for the 2015/16 budget process. This is not recommended as a number of priority actions require resources now.

The following report contains 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 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.

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 under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item 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 item 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.

Exempt Report of Head of Environmental Services

Resolved

(1)       That a contract for Landscape Management Services from 1 April 2015 to 31 March 2021 with the option, purely at the discretion of the Council, to extend by up to a further three years, be awarded to Quadron Services Ltd.

The Head of Environmental Services submitted an exempt report to seek approval for the award of a contract for Landscape Management Services to Cherwell District Council.

Resolved

(1)       That a contract for Landscape Management Services from 1 April 2015 to 31 March 2021 with the option, purely at the discretion of the Council, to extend by up to a further three years, be awarded to Quadron Services Ltd.

Reasons

As a result of a compliant, competitive and robust procurement process that the most economically advantageous tender for the Council was provided by Quadron Services Ltd for a Bill of Quantities sum of £546,580.70 per annum.

A contract for the provision of Landscape Management Services should therefore be awarded to Quadron Services Ltd for a period of six years from 1 April 2015 with the option, purely at the discretion of the Council to extend the contract by up to three years.

Alternative Options

Option 1: Award to another one of the four tendering companies. None of the rest represented as good value for money in terms of quality and price.

Option 2: Going back out to market via another procurement exercise. There is both insufficient time to undertake another exercise and no reason to doubt that the accepted bid represents value for money.

Exempt Report of Commercial Director (Bicester)

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

The Commercial Director (Bicester) submitted an exempt report regarding the Bolton Road Multi Storey Car Park Agreement with Vinci Park Services UK Ltd.

Resolved

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

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

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

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)          As set out in the exempt decision notice

(4)          As set out in the exempt decision notice

The Director of Community and Environment submitted an exempt report relating to negotiations with Parkwood Leisure Limited regarding Benchmarking and Contract Structure.

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)          As set out in the exempt minutes.

Reasons

As set out in the exempt minutes.

Alternative Options

As set out in the exempt minutes.