Agenda, decisions and minutes

There were no declarations of interest.

To confirm as a correct record the Minutes of the meeting held on 7 January 2019.

The minutes of the meeting held on  7January 2019 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

There were no Chairman’s announcements.

Report of Executive Director for Place and Growth (Interim)

Purpose of report

To seek approvals to progress the production of the Oxfordshire Plan 2050 through adopting the Statement of Community Involvement, approving an amendment to the Local Development Scheme and approving the Regulation 18 (Part 1) document for consultation.

Recommendations

The meeting is recommended:

1.1           To adopt the Statement of Community Involvement (“SCI”) as amended following the close of consultation as attached at Appendix 1.

1.2           To approve the amendment to the Local Development Scheme (“LDS”) as set out at paragraph 3.12 of this report.

1.3           To approve the Regulation 18 (Part 1) Issues Consultation Document for public consultation as attached at Appendix 2.

1.4           To authorise the Executive Director for Place and Growth (Interim), in agreement with the partner councils equivalent, to make any necessary minor and presentational changes to the draft Regulation 18 Consultation Document before formal consultation commences.

Resolved

(1)          That the Statement of Community Involvement (“SCI”) as amended following the close of consultation (annex to the Minutes as set out in the Minute Book) be adopted.

(2)          That the amendment to the Local Development Scheme (“LDS”) – revised key milestones for production of the Oxfordshire Plan – be approved.

(3)          That the Regulation 18 (Part 1) Issues Consultation Document for public consultation (annex to the Minutes as set out in the Minute Book) be approved.

(4)          That the Executive Director for Place and Growth (Interim), in agreement with the partner councils equivalent, be authorised to make any necessary minor and presentational changes to the draft Regulation 18 Consultation Document before formal consultation commences.

The Executive Director for Place and Growth (Interim) submitted a report which sought approvals to progress the production of the Oxfordshire Plan 2050 through adopting the Statement of Community Involvement, approving an amendment to the Local Development Scheme and approving the Regulation 18 (Part 1) document for consultation.

Resolved

(1)          That the Statement of Community Involvement (“SCI”) as amended following the close of consultation (annex to the Minutes as set out in the Minute Book) be adopted.

(2)          That the amendment to the Local Development Scheme (“LDS”) – revised key milestones for production of the Oxfordshire Plan – be approved.

(3)          That the Regulation 18 (Part 1) Issues Consultation Document for public consultation (annex to the Minutes as set out in the Minute Book) be approved.

(4)          That the Executive Director for Place and Growth (Interim), in agreement with the partner councils equivalent, be authorised to make any necessary minor and presentational changes to the draft Regulation 18 Consultation Document before formal consultation commences.

Reasons

The Council and its partners are producing a JSSP for Oxfordshire. Once adopted the JSSP will form part of the Council’s Development Plan against which formal planning decisions will be made and other local planning documents prepared. The Council has a statutory duty to prepare and maintain an LDS under S15 of the PCPA 2004. The preparation of the plan will require community and stakeholder involvement and the production of a SCI is a legal requirement under S18 of the PCPA 2004 to ensure compliance with statutory requirements and Government policy for plan making and consultation on planning matters.  

These documents will not replace the Councils existing LDSs and SCIs, they will remain relevant to all other planning matters. 

Alternative options

Option 1: To not adopt the SCI or the LDS nor agree to consultation on the Regulation 18 consultation paper.

The Council has a legal duty to produce an LDS and an SCI under sections 15 and 18 respectively of the Planning and Compulsory Purchase Act 2004 (as amended) and to carry out early engagement in the content of the Plan under Regulation 18 of The Town and County Planning (Local Planning) (England) Regulations (2012).

Option 2: To reconsider the content of the SCI, LDS and Regulation 18 Consultation Paper.

The SCI has been produced having regard to statutory and policy requirements for plan-making. It is considered by officers to be an appropriate document.

The LDS has been produced having regarded to the statutory responsibilities for plan making, the requirements of the Oxfordshire Housing and Growth Deal and the resources available to the JSSP Project Team.  It is considered by officers to be appropriate for the present and foreseeable circumstances.

The Council has a legal duty to produce an LDS and an SCI under sections 15 and 18 respectively of the Planning and Compulsory Purchase Act 2004 (as amended) and to carry out early engagement in the content of the Plan under Regulation 18 of The Town and County Planning (Local Planning) (England) Regulations  ...  view the full minutes text for item 93.

Report of Executive Director Finance and Governance (interim)

Purpose of report

The Business Plan and Summary Medium Term Financial Strategy are presented as an integrated report. This demonstrates the Councils strategic approach to aligning its resource to the delivery of Council’s priorities.

This report details the Business Plan 2019/20 and the Council’s Medium Term Financial Strategy (MTFS) for 2019/20 to 2023/24 prior to final approval by full Council in February 2019.    

Recommendations

The meeting is recommended:

1.1.       To consider and recommend to Council approval of the Business Plan set out in Appendix 1

1.2.       To note the Risk Register contained at Appendix 2

1.3.       To consider and recommend to Council an increase in the level of Council Tax for Cherwell District Council of £5 for 2019/20

1.4.       To consider and recommend to Council approval of the Medium Term Financial Strategy (MTFS), Revenue Budget 2019/20 and Capital Programme including recommending the growth and savings proposals included at Appendix 9

1.5.       To consider and recommend to Council a minimum level of General Fund reserves of £2m

1.6.       To consider and recommend to Council that authority be delegated to the Chief Finance Officer in consultation with the Lead Member for Finance & Governance, and where appropriate the relevant Director and Lead Member to:

·              Transfer monies to/from earmarked reserves should that become necessary during the financial year.

·              Update prudential indicators in both the Prudential Indicators Report and Treasury Management Strategy Report to Council, for any budget changes that impact on these.

1.7.       To consider and recommend to Council that the Fees & Charges set out in Appendix 7 be approved.

1.8.       To consider and recommend to Council that the Treasury Management Strategy be approved, including the Prudential Indicators, Minimum Revenue Provision (MRP) Policy and Affordable Borrowing Limit for 2019/20.

1.9.       To consider and recommend to Council that authority be delegated to the Chief Finance Officer to make any technical changes necessary to the papers for the Council meeting of 25 February 2019, including changes related to the finalisation of the national Finance Settlement and any associated changes to Parish Precepts and Council resulting from those changes.

1.10.    To note the contents of the Section 25 report from the Chief Finance Officer in relation to the robustness of estimates and adequacy of reserves.

Resolved

(1)            That, having given due consideration, Full Council be recommended to approve the Business Plan (annex to the Minutes as set out in the Minute Book).

(2)            That the Risk Register (annex to the Minutes as set out in the Minute Book) be noted.

(3)            That, having given due consideration, Full Council be recommended to agree an increase in the level of Council Tax for Cherwell District Council of £5 for 2019/20.

(4)            That, having given due consideration, Full Council be recommended to approved the Medium Term Financial Strategy (MTFS), Revenue Budget 2019/20 and Capital Programme including recommending the growth and savings proposals (annex to the Minutes as set out in the Minute Book).

(5)            That, having given due consideration, Full Council be recommended to approve a minimum level of General Fund reserves of £2m.

(6)            That, having given due consideration, Full Council be recommended to delegate authority to the Chief Finance Officer, in consultation with the Lead Member for Financial Management & Governance, and where appropriate the relevant Director and Lead Member to:

·           Transfer monies to/from earmarked reserves should that become necessary during the financial year.

·           Update prudential indicators in both the Prudential Indicators Report and Treasury Management Strategy Report to Council, for any budget changes that impact on these.

(7)            That, having given due consideration, Full Council be recommended to approve the Fees & Charges (annex to the Minutes as set out in the Minute Book).

(8)            That, having given due consideration, Full Council be recommended to approve the Treasury Management Strategy be approved, including the Prudential Indicators, Minimum Revenue Provision (MRP) Policy and Affordable Borrowing Limit for 2019/20.

(9)            That, having given due consideration, Full Council be recommended to  delegate authority to the Chief Finance Officer to make any technical changes necessary to the papers for the Council meeting of 25 February 2019, including changes related to the finalisation of the national Finance Settlement and any associated changes to Parish Precepts and Council resulting from those changes.

(10)        That the contents of the Section 25 report from the Chief Finance Officer in relation to the robustness of estimates and adequacy of reserves be noted.

The Executive Director Finance and Governance (interim) submitted a report which detailed the Business Plan 2019/20 and the Council’s Medium Term Financial Strategy (MTFS) for 2019/20 to 2023/24 prior to final approval by full Council in February 2019.   

The Business Plan and Summary Medium Term Financial Strategy were presented as an integrated report which demonstrated the Councils strategic approach to aligning its resource to the delivery of Council’s priorities.

Resolved

(1)          That, having given due consideration, Full Council be recommended to approve the Business Plan (annex to the Minutes as set out in the Minute Book).

(2)          That the Risk Register (annex to the Minutes as set out in the Minute Book) be noted.

(3)          That, having given due consideration, Full Council be recommended to agree an increase in the level of Council Tax for Cherwell District Council of £5 for 2019/20.

(4)          That, having given due consideration, Full Council be recommended to approved the Medium Term Financial Strategy (MTFS), Revenue Budget 2019/20 and Capital Programme including recommending the growth and savings proposals (annex to the Minutes as set out in the Minute Book).

(5)          That, having given due consideration, Full Council be recommended to approve a minimum level of General Fund reserves of £2m.

(6)          That, having given due consideration, Full Council be recommended to delegate authority to the Chief Finance Officer, in consultation with the Lead Member for Financial Management & Governance, and where appropriate the relevant Director and Lead Member to:

·              Transfer monies to/from earmarked reserves should that become necessary during the financial year.

·              Update prudential indicators in both the Prudential Indicators Report and Treasury Management Strategy Report to Council, for any budget changes that impact on these.

(7)          That, having given due consideration, Full Council be recommended to approve the Fees & Charges (annex to the Minutes as set out in the Minute Book).

(8)          That, having given due consideration, Full Council be recommended to approve the Treasury Management Strategy be approved, including the Prudential Indicators, Minimum Revenue Provision (MRP) Policy and Affordable Borrowing Limit for 2019/20.

(9)          That, having given due consideration, Full Council be recommended to  delegate authority to the Chief Finance Officer to make any technical changes necessary to the papers for the Council meeting of 25 February 2019, including changes related to the finalisation of the national Finance Settlement and any associated changes to Parish Precepts and Council resulting from those changes.

(10)       That the contents of the Section 25 report from the Chief Finance Officer in relation to the robustness of estimates and adequacy of reserves be noted.

Reasons

This report, alongside the appendices, sets out the Business Plan and MTFS for Council to consider alongside the setting of the 2019/20 Council Tax. It is a legal requirement to set a balanced budget and the recommendations as outlined set out a way to achieve this.

Alternative options

Option 1: To reject the current proposals and make alternative recommendations. Members will not be aware of the medium term financial forecast or implications of  ...  view the full minutes text for item 94.

Report of Executive Director: Finance and Governance (Interim) and Assistant Director: Performance and Transformation

Purpose of report

This report summarises the Council’s Performance, Risk and Finance monitoring position as at the end of each month.

Recommendations

The meeting is recommended:

 1.1          To note the monthly Performance, Risk and Finance Monitoring Report.

Resolved

(1)            That the monthly Performance, Risk and Finance Monitoring Report be noted.

The Executive Director: Finance and Governance (Interim) and Assistant Director: Performance and Transformation submitted a report which summarised the Council’s Performance, Risk and Finance monitoring position as at the end of each month.

Resolved

(1)          That the monthly Performance, Risk and Finance Monitoring Report be noted.

Reasons

The Council is committed to performance, risk and budget management and reviews progress against its corporate priorities on a monthly basis.

This report provides an update on progress made so far in 2018-19 to deliver the Council’s priorities through reporting on Performance, the Leadership Risk Register and providing an update on the financial position.

Alternative options

Option 1: This report illustrates the Council’s performance against the 2018-19 business plan. As this is a monitoring report, no further options have been considered. However, members may wish to request that officers provide additional information.