Agenda, decisions and minutes

The Head of Law and Governance advised that all Members of Executive had a notional interest in agenda item 8, Graven Hill: MOD Bicester, Site D & E Ambrosden Road, Proposals for a Local Development Order, due to the Council's residual interest in the Graven Hill site. Dispensation to all Members had been granted by the Director of Resources on behalf of the Head of Paid Service.

To confirm as a correct record the Minutes of the meeting held on 2 February 2015.

The minutes of the meeting held on 2 February 2015 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 Interim Public Protection and Environmental Health Manager

Purpose of report

To seek approval of a joint draft Cherwell and South Northamptonshire Council Mobile Homes Fee Policy prior to public and stakeholder consultation.

Recommendations

The Executive is recommended:

 1.1        To approve the joint draft Cherwell and South Northamptonshire Council Mobile Homes Fee Policy; and

1.2         To delegate authority to the Interim Public Protection and Environmental Health Manager to consider responses and, if necessary amend the policy in consultation with the Deputy Leader.

Resolved

(1)          That the joint draft Cherwell and South Northamptonshire Council Mobile Homes Fee Policy be approved for consultation.

(2)          That authority be delegated to the Interim Public Protection and Environmental Health Manager to consider responses and, if necessary amend the policy in consultation with the Deputy Leader.

The Interim Public Protection and Environmental Health Manager submitted a report to seek approval of a joint draft Cherwell and South Northamptonshire Council Mobile Homes Fee Policy prior to public and stakeholder consultation.

Resolved

(1)          That the joint draft Cherwell and South Northamptonshire Council Mobile Homes Fee Policy be approved for consultation.

(2)          That authority be delegated to the Interim Public Protection and Environmental Health Manager to consider responses and, if necessary amend the policy in consultation with the Deputy Leader.

Reasons

By approving the adoption of this legislation, officers will be able to carry out their statutory duties and collect fees on a cost recovery basis.

Alternative Options

The Executive could reject the recommendations and not set a fee structure. Officers would still have to licence, inspect and enforce the provisions of the Act but would not be able to recover costs.

Report of Head of Development Management

Purpose of report

To seek the agreement of Executive to prepare a Local Development Order for phase 0 and part of phase1a of Graven Hill

Recommendations

The meeting is recommended:

1.1            To agree in principle to the proposals for a Local Development Order (LDO) for Graven Hill.

1.2            To agree to implement a pilot LDO for phase 0 and part of phase 1a of Graven Hill.

1.3            To delegate authority to the Head of Development Management (in consultation with the Lead Member for Planning and the Commercial Director (Bicester) to agree an appropriate number of houses (between 100 and 200) to be included in the LDO, from within phase 1a.

Resolved

(1)          That, in principle, the proposals for a Local Development Order (LDO) for Graven Hill be agreed.

(2)          That a pilot LDO for phase 0 and part of phase 1a of Graven Hill be implemented.

(3)          That authority be delegated to the Head of Development Management (in consultation with the Lead Member for Planning to agree an appropriate number of houses (between 100 and 200) to be included in the LDO, from within phase 1a.

The Head of Development Management submitted a report to seek the agreement of Executive to prepare a Local Development Order for phase 0 and part of phase1a of Graven Hill.

Resolved

(1)          That, in principle, the proposals for a Local Development Order (LDO) for Graven Hill be agreed.

(2)          That a pilot LDO for phase 0 and part of phase 1a of Graven Hill be implemented.

(3)          That authority be delegated to the Head of Development Management (in consultation with the Lead Member for Planning to agree an appropriate number of houses (between 100 and 200) to be included in the LDO, from within phase 1a.

Reasons

Local Development Orders give a grant of planning permission to specific types of development within a defined area. They can enable the planning process to be streamlined by removing the need for developers to make a planning application.

At Graven Hill, an LDO would allow prospective purchasers of the self-build plots to know that if they meet the requirements of a set design framework. (e.g., maximum height and built area within the plot), they can proceed with development without further cost or delay.

Alternative Options

On the basis that this will be the first LDO to deliver new build residential development in the UK, together with the risks and uncertainty associated with both delivery and the quality of the build environment, Members could consider running a pilot project in respect of only phase 0 of the Graven Hill development. Phase 1 could then be delivered through the traditional planning system with a PPA in place, ensuring certainty and transparency in both the process and the quality of built development. This would enable the success of both delivery methods to be measured.

This option is rejected because it would not allow full delivery of enough houses via the LDO approach and could result in a detrimental impact on prospective self build purchasers.

Members could consider delivering the entire the entire self-build development at Graven Hill through the traditional planning system with a PPA in place, ensuring certainty and transparency in both the process and the quality of built development.

This option is rejected because it would not allow delivery of any houses via the LDO approach and could result in a detrimental impact on prospective self build purchasers.

Report of Head of Transformation

Purpose of report

The purpose of this report is to present the Council’s performance for the period 01 October 2014 – 31 December 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

1.3         To consider any feedback from the February meeting of the Overview and Scrutiny Committee during which it considered the quarter three performance report.

Resolved

(1)          That the following achievements be noted:

Cherwell: A District of Opportunity

·           Continue to support skills development, apprenticeships and job clubs/contribute to the creation and safeguarding of jobs measures are both reporting green.  346 jobs have been created/safeguarded this year to date (against target of 150), 135 of these in quarter 3. 

·           Develop the role of the Cherwell Investment Partnership (CHIP) is also reporting green with 20 formal business enquiries being answered and assistance given to many businesses seeking to move, expand of contract. The Banbury Town Team co-ordination project has contributed to a reduction of vacant shop units from 53 to 40 during quarter three. 

·           Good progress continues against “Develop a whole Council ‘Better Business’ approach to support new and existing businesses”.  All regulatory staff have been trained on the Regulator’s code and the Enforcement Policy consultation is complete.  In addition, £5000 funding was sought and agreed by the BIS Better Regulation Delivery Office (BRDO) to improve regulatory support in a pilot in Banbury.

Safe, Green and Clean

·      Waste sent to Landfill figures have improved in quarter three, and it is anticipated that at year end we will be 250 tonnes down on last year’s residual waste to landfill.  An excellent result following a rise in landfill over the past two years. 

·      Number of All Domestic Burglary incidents reported is again reporting as Green* with 59 incidents being reported against 74 in same period last year, continuing the downward trend this year.

Thriving Communities

·      The total number of visits to the Council’s Leisure facilities (including District Leisure Centres, Woodgreen Leisure Centre, North Oxfordshire Academy and Cooper School Bicester) has significantly exceeded the year to date target 961,609 by 138,501 visits.  This is despite a fall in numbers of visits, year to date at Woodgreen

·      Processing of major applications within 13 weeks is again reporting as Green* at 89.29% (91.25% year to date). This figure represents sustained and significant progress, compared with historic performance.

·      Processing of minor applications within 8 weeks has improved from Amber in quarter two to green in quarter three – reporting right on target at 65%.

Sound Budgets and Customer Focussed Council

·      Increase our use of social media to communicate with residents and local businesses is again reporting as Green with Facebook likes now standing at 6363 and Twitter at 5042.  By using advertisements we have extended our reach into our non-follower audience which has proved successful.

·      Deliver a new approach to communications for the Bicester Master Plan is reporting as Green with a new sub-site being developed at www.all-about-bicester.co.uk which pulls all the information about Bicester together.

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

Cherwell: A District of Opportunity

·         Delivery in North West Bicester of the Eco Business Centre is again reporting Amber as a result of project delays due to external factors relating to the delivery of the local centre on phase 1.  The delay has not however had an impact on timescales or  ...  view the full decision text for item 126.

The Head of Transformation submitted a report is to present the Council’s performance for the period 01 October 2014 – 31 December 2014 as measured through the Performance Management Framework.

Resolved

(1)          That the following achievements be noted:

Cherwell: A District of Opportunity

·           Continue to support skills development, apprenticeships and job clubs/contribute to the creation and safeguarding of jobs measures are both reporting green.  346 jobs have been created/safeguarded this year to date (against target of 150), 135 of these in quarter 3. 

·           Develop the role of the Cherwell Investment Partnership (CHIP) is also reporting green with 20 formal business enquiries being answered and assistance given to many businesses seeking to move, expand of contract. The Banbury Town Team co-ordination project has contributed to a reduction of vacant shop units from 53 to 40 during quarter three. 

·           Good progress continues against “Develop a whole Council ‘Better Business’ approach to support new and existing businesses”.  All regulatory staff have been trained on the Regulator’s code and the Enforcement Policy consultation is complete.  In addition, £5000 funding was sought and agreed by the BIS Better Regulation Delivery Office (BRDO) to improve regulatory support in a pilot in Banbury.

Safe, Green and Clean

·      Waste sent to Landfill figures have improved in quarter three, and it is anticipated that at year end we will be 250 tonnes down on last year’s residual waste to landfill.  An excellent result following a rise in landfill over the past two years. 

·      Number of All Domestic Burglary incidents reported is again reporting as Green* with 59 incidents being reported against 74 in same period last year, continuing the downward trend this year.

Thriving Communities

·      The total number of visits to the Council’s Leisure facilities (including District Leisure Centres, Woodgreen Leisure Centre, North Oxfordshire Academy and Cooper School Bicester) has significantly exceeded the year to date target 961,609 by 138,501 visits.  This is despite a fall in numbers of visits, year to date at Woodgreen

·      Processing of major applications within 13 weeks is again reporting as Green* at 89.29% (91.25% year to date). This figure represents sustained and significant progress, compared with historic performance.

·      Processing of minor applications within 8 weeks has improved from Amber in quarter two to green in quarter three – reporting right on target at 65%.

Sound Budgets and Customer Focussed Council

·      Increase our use of social media to communicate with residents and local businesses is again reporting as Green with Facebook likes now standing at 6363 and Twitter at 5042.  By using advertisements we have extended our reach into our non-follower audience which has proved successful.

·      Deliver a new approach to communications for the Bicester Master Plan is reporting as Green with a new sub-site being developed at www.all-about-bicester.co.uk which pulls all the information about Bicester together.

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

Cherwell: A District of Opportunity

·         Delivery in North West Bicester of the Eco Business Centre is again reporting Amber as a  ...  view the full minutes text for item 126.

Report of Director of Resources

Purpose of report

This report summarises the Council’s Revenue and Capital position and treasury management performance for the first nine 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 Executive is recommended:

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

1.2         To note the quarter 3 (Q3) performance against the 2014-15 investment strategy and the financial returns from the funds.

Resolved

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

(2)          That the quarter 3 (Q3) performance against the 2014-15 investment strategy and the financial returns from the funds be noted.

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

The report also present 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 December 2014 be noted.

(2)          That the quarter 3 (Q3) performance against the 2014-15 investment strategy and the financial returns from the funds be noted.

Reasons

In line with good practice budget monitoring is undertaken on a monthly basis within the Council. The revenue and capital position is reported monthly to the Joint Management Team and formally to the Budget Planning Committee on a quarterly basis.

The revenue and capital expenditure in Q3 has been subject to a detailed review by Officers and reported monthly to management as part of the corporate dashboard.

The CIPFA Code of Practice on Treasury Management which this Council has adopted requires a regular budget monitoring report. This full report was reviewed by the Accounts Audit and Risk Committee on the 21 January 2015.

Alternative Options

Option 1: This report illustrates the Council’s performance against the 2014-15 Financial Targets for Revenue and Capital. 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 Community and Environment

Purpose of report

The purpose of this report is to update the Executive with the latest project position in delivering the pavilion, car park, access requirements, floodlighting and 3G synthetic sports pitch.

Recommendations

The Executive is recommended:

1.1       To note the progress in delivering phase 2 of the Bicester Sports Village project.

Resolved

(1)          That the progress in delivering phase 2 of the Bicester Sports Village project be noted.

The Director of Community and Environment submitted a to update the Executive with the latest project position in delivering the pavilion, car park, access requirements, floodlighting and 3G synthetic sports pitch.

Resolved

(1)          That the progress in delivering phase 2 of the Bicester Sports Village project be noted.

Reasons

The Bicester Sports Village project continues to progress with a slightly adjusted programme which moves the anticipated project completion date to early 2016.

Alternative Options

The project has been approved and is progressing in accordance with these approvals. There are no other options being considered at this time other than proposals to remain within the approved funding envelope.

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).

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

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, Paragraphs 3 and 5 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, Paragraphs 3 and 5 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)          As set out in the exempt decisions.

(2)          As set out in the exempt decisions.

(3)          As set out in the exempt decisions.

(4)          As set out in the exempt decisions.

The Head of Environmental Services submitted an exempt report relating to the recycling contract.

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