Agenda, decisions and minutes

10. Appointment of Shareholder Committee for the municipal year 2021/2022.

Councillor Dan Sames, Non Statutory Interest, as a CDC appointed non-Executive Director on Graven Hill Management Company and Graven Hill Development Company and would leave the meeting for the duration of the item.

Councillor Ian Corkin, Non Statutory Interest, as a CDC appointed non-Executive Director on Graven Hill Management Company and Graven Hill Development Company and would leave the meeting for the duration of the item.

16. Graven Hill Update.

Councillor Dan Sames, Non Statutory Interest, as a CDC appointed non-Executive Director on Graven Hill Management Company and Graven Hill Development Company and would leave the meeting for the duration of the item.

Councillor Ian Corkin, Non Statutory Interest, as a CDC appointed non-Executive Director on Graven Hill Management Company and Graven Hill Development Company and would leave the meeting for the duration of the item.

There were no petitions.

The Chairman advised the meeting that he had agreed to Councillor Broad addressing the meeting at item 6, Car Parking.

To confirm as a correct record the Minutes of the meeting held on 6 April 2021.

The minutes of the meeting held on 6 April 2021 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 Assistant Director Environment Services

Purpose of report

The purpose of this report is to update the Executive on the Car Parking Strategy & Action Plan and propose new car parking charges to be implemented by August 2021

Recommendations

The meeting is recommended:

1.1         To note the progress on delivery of the car parking strategy & action plan.

1.2         To approve changing Bolton Road car park to a short stay car park once Cherwell Drive long stay car park is completed.

1.3         To approve the change of Chapel Brook car park to a long stay car park.

1.4         To increase car park charges by August 2021 (Appendix 1).

1.5         To note the progress on the move to Civil Parking Enforcement.

Resolved

(1)          That the progress on delivery of the car parking strategy and action plan be noted.

(2)          That changing Bolton Road car park to a short stay car park once Cherwell Drive long stay car park is completed be approved.

(3)          That the change of Chapel Brook car park to a long stay car park be approved.

(4)          That it be approved to increase car park charges by August 2021 (Annex to the Minutes as set out in the Minute Book).

(5)          That the progress on the move to Civil Parking Enforcement be noted.

The Assistant Director Environmental Services submitted a report which updated the Executive on the Car Parking Strategy & Action Plan and proposed new car parking charges to be implemented by August 2021.

At the discretion of the Chairman, Councillor Broad addressed Executive, in relation to motorcycle parking and requested that proper secure parking be provided for motorcycles in the future.

In response to Councillor Broad’s address, the Chairman and Lead Member for Clean and Green confirmed that this was an area that could be looked at going forward.

Resolved

(1)          That the progress on delivery of the car parking strategy and action plan be noted.

(2)          That changing Bolton Road car park to a short stay car park once Cherwell Drive long stay car park is completed be approved.

(3)          That the change of Chapel Brook car park to a long stay car park be approved.

(4)          That it be approved to increase car park charges by August 2021 (Annex to the Minutes as set out in the Minute Book).

(5)          That the progress on the move to Civil Parking Enforcement be noted.

Reasons

The Car Parking Strategy and the associated action plan has been developed with the input of elected members and other key stakeholders. The strategy was approved last autumn and the action plan is regularly reviewed & updated

The number of pay on exit car parks are gradually increasing, Civil Parking Enforcement will be implemented in late 2021 and electric charging facilities are starting to be installed. The charges in car parks have been reviewed and are below comparable nearby towns

The recommended changes in charges brings the charges in line with towns in the neighbouring areas. This change if it had been implemented from April  2021 would have raised £400k during 2021/22. The proposed change during July will generate around £260k in 2021/22 and £400k in 2022/23 subject to car parking numbers recovering after the pandemic. To achieve higher levels of increased income in 2021/22 would require steeper rises in charges which would move parking charges above some neighbouring towns and even some other existing providers in the district.

Alternative options

Option 1: To adopt the recommendations.

Option 2: To reject the recommendations and to ask officers to review matters including the revised parking charging levels

Report of Assistant Director - Growth and Economy

Purpose of report

The purpose of this report is for the Executive to formally support and endorse the Oxfordshire Economic Recovery Plan (ERP).

Recommendations

The meeting is recommended:

1.1       To support and endorse the Oxfordshire Economic Recovery Plan

1.2       To ensure that key elements of the Economic Recovery Plan are incorporated into the emerging Recovery and Prosperity Strategy for Cherwell (formerly the Cherwell Industrial Strategy) and will incorporate key projects such as job fairs as part of a comprehensive response to the District’s economic recovery from the pandemic.

Resolved

(1)          That the Oxfordshire Economic Recovery Plan be supported and endorsed.

(2)          That officers be requested to ensure that key elements of the Economic Recovery Plan are incorporated into the emerging Recovery and Prosperity Strategy for Cherwell (formerly the Cherwell Industrial Strategy) and it be noted it will incorporate key projects such as job fairs as part of a comprehensive response to the District’s economic recovery from the pandemic.

The Assistant Director - Growth and Economy submitted a report for the Executive to formally support and endorse the Oxfordshire Economic Recovery Plan (ERP).

In considering the report, Members requested that an All Member workshop be arranged at the appropriate time to enable Members to have input into the emerging Recovery and Prosperity Strategy for Cherwell.

Resolved

(1)          That the Oxfordshire Economic Recovery Plan be supported and endorsed.

(2)          That officers be requested to ensure that key elements of the Economic Recovery Plan are incorporated into the emerging Recovery and Prosperity Strategy for Cherwell (formerly the Cherwell Industrial Strategy) and it be noted it will incorporate key projects such as job fairs as part of a comprehensive response to the District’s economic recovery from the pandemic.

Reasons

The publication of the Economic Recovery Plan (ERP) is welcomed as a positive response to tackling the serious detrimental impact of COVID-19 on the Oxfordshire economy.

The request to HM Government for £437m is a positive and ambitious one; realistically, the chances of achieving this level of funding are unlikely but even a fraction of this will be a good achievement. The critical thing is how the funding which is attracted is invested. The ERP Action Plan and the Recovery and Prosperity Strategy for Cherwell will set out the various projects and activities required to help deliver economic recovery.

Alternative options

Option 1: To do nothing and not participate in the development of the ERP.  This was rejected because the economic impact of COVID-19 was so great that positive action was needed.it was not realistic

Option 2:  To go it alone – this was rejected because HM Government had asked LEPs to lead on developing Economic Recovery Plans not tier 2 local authorities

Report of Director of Finance and Head of Insight and Corporate Programmes

Purpose of report

This report summarises the Council’s performance, risk and finance monitoring positions as at the end of March 2021.

Recommendations

The meeting recommended:

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

1.2         To note the Annual Performance Report 2020/21.

Resolved

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

(2)          That the Annual Performance Report 2020/21 (annex to the Minutes as set out in the Minute Book) be noted.

The Director of Finance and Head of Insight and Corporate Programmes submitted a report which summarised the Council’s performance, risk and finance monitoring positions as at the end of March 2021.

Resolved

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

(2)          That the Annual Performance Report 2020/21 (annex to the Minutes as set out in the Minute Book) 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 during March 2021 and also reflects on the past 12 months in delivering 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 2020-21 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.

** Please note Appendix 1 to this report will follow as the Leader is currently reviewing appointments **

Report of Director of Law and Governance

Purpose of report

To appoint representatives to Partnerships and Outside Bodies and Member Champions where these are executive functions, for the municipal year 2021/2022.

Recommendations

The meeting is recommended:

1.1       To make and cease appointments to partnerships, outside bodies and Member Champions for 2021/2022 as set out in Appendix 1 to this report (to follow).

1.2       To delegate authority to the Director of Law and Governance, in consultation with the Leader of the Council, to appoint Members to any outstanding vacancies and make changes to appointments as may be required for the 2021/2022 Municipal Year.

1.3       To request the Director of Law and Governance to undertake a review of the Member Champion terms of reference and areas appointed.

Resolved

(1)          That appointments to partnerships, outside bodies, Member Champions and advisory groups for 2021/2022 be made and ceased as set out in the annex to the Minutes (as set out in the Minute Book).

(2)          That authority be delegated to the Director of Law and Governance, in consultation with the Leader of the Council, to appoint Members to any outstanding vacancies and make changes to appointments as may be required for the 2021/2022 Municipal Year.

(3)          That the Director of Law and Governance be requested to undertake a review of the Member Champion terms of reference and areas appointed to.

The Director of Law and Governance submitted a report to appoint representatives to Partnerships and Outside Bodies and Member Champions where these are executive functions, for the municipal year 2021/2022.

Resolved

(1)          That appointments to partnerships, outside bodies, Member Champions and advisory groups for 2021/2022 be made and ceased as set out in the annex to the Minutes (as set out in the Minute Book).

(2)          That authority be delegated to the Director of Law and Governance, in consultation with the Leader of the Council, to appoint Members to any outstanding vacancies and make changes to appointments as may be required for the 2021/2022 Municipal Year.

(3)          That the Director of Law and Governance be requested to undertake a review of the Member Champion terms of reference and areas appointed to.

Reasons

It is proposed that representatives are appointed to Partnerships, Outside Bodies and as Member Champions to ensure that the Council is represented and maintains links with partnerships and outside bodies.

Delegation to the Director of Law and Governance in consultation with the Leader provides flexibility for the remainder of the Municipal Year to appoint to any outstanding vacancies, or if amendments are required to any appointments, and ensures they are made in a timely manner.

A review of the Member Champions roles and appointments will ensure that the function remains fit for purpose.

Alternative options

Option 1: Not to appoint representatives to outside bodies, partnerships and as Member Champions. This is not recommended as the internal working groups would be ineffective and the Council would not be represented on these outside bodies and could miss valuable information and opportunities.

The Shareholder Committee is a sub-committee of Executive comprising three Executive memebrs. The role of the Committee is not operational, it is the means by which the Council shall:

·           be the body for approving council nominated non-executive directors, and approving best practice policies in relation to such appointments, considering any reserved shareholder matters within the company articles;

·           be responsible for agreeing and approving the framework within which the council interfaces with Council owned/influenced companies;

·           exercise strategic functions flowing from the councils ownership of shares.

The membership of the Shareholder Committee in 2020/21 was Councillors Wood, Ilott, Donaldson. As Councillor Donaldson is no longer on Executive, it is necessary for Executive to confirm the membership of the Shareholder Committee for 2021/2022.

Recommendation

The meeting is recommended:

(1)          To appoint three Executive members to the Shareholder Committee for 2021/2022.

Resolved

(1)          That Councillors Ilott, Wing and Wood be appointed to the Shareholder Committee for 2021/2022.

Executive considered appointments to the Shareholder Committee, a sub-committee of Executive, for 2021/2022.

Resolved

(1)          That Councillors Ilott, Wing and Wood be appointed to the Shareholder Committee for 2021/2022.

Reasons

The Shareholder Committee is a sub-committee of Executive comprising three Executive members. The membership of the Shareholder Committee in 2020/21 was Councillors Wood, Ilott, Donaldson. As Councillor Donaldson is no longer on Executive, it is necessary for Executive to confirm the membership of the Shareholder Committee for 2021/2022.

Alternative options

Option 1: Not to appoint to the Shareholder Committee. This is not recommended as the Committee would not be able to fulfil its functions.

Report of Assistant Director – Planning & Development

Purpose of report

To inform the Executive of a decision taken under urgency powers by the Corporate Director – Environment & Place regarding the Weston-on-the-Green Neighbourhood Plan.

Recommendations

The meeting is recommended:

1.1       To note the urgent decision taken by the Corporate Director – Environment & Place presented at Appendix 1

Resolved

(1)          That the urgent decision taken by the Corporate Director – Environment and Place regarding the Weston-on-the-Green Neighbourhood Plan be noted.

The Assistant Director – Planning & Development submitted a report which informed the Executive of a decision taken under urgency powers by the Corporate Director – Environment & Place regarding the Weston-on-the-Green Neighbourhood Plan.

Resolved

(1)          That the urgent decision taken by the Corporate Director – Environment and Place regarding the Weston-on-the-Green Neighbourhood Plan be noted.

Reasons

In line with the Constitution this report is informing Executive of a decision that was         taken by the Corporate Director – Environment & Place under urgency powers.

Alternative options

There are no alternative options as this report is submitted in line with the Constitution to inform Executive of a decision that  was taken by the Corporate Director – Environment & Place under urgency powers.

Report of Corporate Director - Environment and Place

Purpose of report

To inform the Executive of a decision taken under urgency powers by the Corporate Director - Environment and Place regarding the Garden Town Government grant programme.

Recommendations

Recommendations

The meeting is recommended:

1.1       To note the urgent decision taken by the Corporate Director - Environment and Place presented at Appendix 1.

Resolved

(1)          That the urgent decision taken by the Corporate Director - Environment and Place regarding the Garden Town Government grant programme be noted.

The Corporate Director - Environment and Place submitted a report which informed the Executive of a decision taken under urgency powers by the Corporate Director - Environment and Place regarding the Garden Town Government grant programme.

Resolved

(1)          That the urgent decision taken by the Corporate Director - Environment and Place regarding the Garden Town Government grant programme be noted.

Reasons

Due to the urgency of the Government wanting the funding to be provided and spent in 2020/21 it was not possible to wait for the next Executive meeting for a decision to progress these proposals. The schemes already had tacit approval as phase 1 is included in the 2020/21 capital programme.  Including the schemes in the 2020/21 capital programme provided the necessary authority to spend the funding by 31 March 2021.

Alternative options

There are no alternative options as this report is submitted in line with the Constitution to inform Executive of a decision that  was taken by the Corporate Director – Environment & Place under urgency powers.

There were no items of urgent business.

The following reports contains exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

1 – Information relating to any individual

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 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 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, Paragraphs 1 and 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, Paragraphs 1 and 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 Director of Finance & Section 151 Officer

Resolved

(1)          That, having given due consideration, the proposed bad debt write offs recommended for write-off relating to Business Rates be approved.

(2)          That, having given due consideration, the proposed bad debt write offs recommended for write-off relating to other sundry debts be approved.

(3)          That, having due consideration, the proposed bad debt write offs recommended for write-off relating to Housing Benefit Overpayments be approved.

The Director of Finance submitted an exempt report which provided a summary of the accounts proposed for write-offs and requested approval for the write-offs.

Resolved

(1)          That, having given due consideration, the proposed bad debt write offs recommended for write-off relating to Business Rates be approved.

(2)          That, having given due consideration, the proposed bad debt write offs recommended for write-off relating to other sundry debts be approved.

(3)          That, having due consideration, the proposed bad debt write offs recommended for write-off relating to Housing Benefit Overpayments be approved.

Reasons

There are certain circumstances where it is practically or legally impossible to collect outstanding debts due to the Council. The Council’s financial procedure rules require that recommended write offs with an outstanding balance of £5,000 and above for Council Tax, Overpayment of Housing Benefit or Sundry Debtors, and £10,000 and above for Non- Domestic Rates must be approved by the Executive.

Alternative options

Option One: Not to agree the recommendations. This is not recommended as it is good practice to write off any irrecoverable debts on a regular basis.

Exempt report of Corporate Director Commercial Development, Assets and Investment

Resolved

(1)          That an update to the urgent exempt decision taken on 16 February by the Corporate Director – Commercial Development, Assets and Investment as detailed in the exempt decisions be noted.

The Corporate Director – Commercial Development, Asset and Investment submitted an exempt report which updated Executive in relation to the decision, in relation to Graven Hill,  taken under urgency powers by the Corporate Director – Commercial Development, Asset and Investment on 16 February 2021 and reported to the Executive on 1 March 2021.

Resolved

(1)          That an update to the urgent exempt decision taken on 16 February by the Corporate Director – Commercial Development, Assets and Investment as detailed in the exempt Minutes be noted.

Reasons

In accordance with the Constitution, this report is being submitted to the Executive advising of the change to the previously reported arrangements, as detailed in the exempt Minutes.

Alternative options

Option 1: Not to note the report. This is not recommended as the action has been taken and it is a constitutional requirement for it to be reported to the Executive