Agenda, decisions and minutes

There were no declarations of interest.

There were no petitions or requests to address the meeting.

The Chairman welcomed Councillor Dallimore, Chairman of Overview & Scrutiny Committee, to the meeting. Councillor Dallimore would be  reporting the Committee’s feedback on item 10, Cherwell Sports Studies.

To confirm as a correct record the Minutes of the meeting held on 3 October 2022.

The minutes of the meeting held on 3 October 2022 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 Chief Executive

Purpose of report

This report recommends the Annual Delivery Plan for 2022/24 to achieve the vision, aims and ambitions of our Council as contained in our Council’s Business Plan on behalf of the local communities and businesses we are here to serve.

Recommendations

The meeting is recommended:

1.1       To agree the key Strategic Priorities for our Council.

1.2       To approve the Annual Delivery Plan 2022/24.

1.3       To approve the requirement for future amendments to our Council’s Finance, Performance and Risk reporting to incorporate progress on the key Strategic Priorities as recommended in this report.

Resolved

(1)          That the key Strategic Priorities for our Council be agreed.

(2)          That the Annual Delivery Plan 2022/24 (annex to the Minutes as set out in the Minute Book) be approved.

(3)          That the requirement for future amendments to our Council’s Finance, Performance and Risk reporting to incorporate progress on the key Strategic Priorities be approved. 

The Chief Executive submitted a report which recommended the Annual Delivery Plan for 2022/24 to achieve the vision, aims and ambitions of our Council as contained in our Council’s Business Plan on behalf of the local communities and businesses we are here to serve.

Resolved

(1)          That the key Strategic Priorities for our Council be agreed.

(2)          That the Annual Delivery Plan 2022/24 (annex to the Minutes as set out in the Minute Book) be approved.

(3)          That the requirement for future amendments to our Council’s Finance, Performance and Risk reporting to incorporate progress on the key Strategic Priorities be approved. 

Reasons

Through the agreement of the recommendations contained in this report the Council is ensuring the focussed delivery of the priorities contained within the Business Plan on behalf of the local communities we are here to serve.

Alternative options

Option One: No Annual Delivery Plan – given the challenges and opportunities facing the Council the need for a clear plan which enables the Council’s achievement of the Business Plan is essential.

Option Two: Annual Delivery 2023/24 - given the challenges and opportunities facing the Council the need for a timely plan which enables the Council’s achievement of the Business Plan is essential.

Report of Assistant Director of Finance and Interim Assistant Director  Customer Focus

Purpose of report

This report summarises the Council’s Performance, Risk and Finance monitoring positions as at the end of September 2022.

Recommendations

The meeting is recommended:

1.1         To note the monthly Performance, Risk and Finance Monitoring Report September 2022.

1.2         To approve the changes to reserves in Appendix 5.

1.3         To approve the release of the remaining funds from capital budget 40238 “IT Shared Services”. The original proposal in 2019 was to complete activities to support the IT Strategy revolving around the joining up with Oxfordshire County Council (OCC). Cherwell District Council (CDC) decoupling from OCC has marked that chapter of the IT Strategy as complete. However, ahead of the creation of CDC’s Digital Strategy, we are exploring areas of improvement to reduce the demand on services and provide proactive services to our citizens. This aligns with the original proposal of exploring revenue savings and adding efficiencies.

Resolved

(1)          That the monthly Performance, Risk and Finance Monitoring Report September 2022 be noted.

(2)          That the following changes to reserves be approved:

·         Directorate: Communities

·         Type: Earmarked

·         Description: Heat Networks

·         Reason: Return of Heat Networks funding no longer required

·         Amount £m: (0.017)

·         Total Earmarked Reservices £m: (0.017)

(3)          That the release of the remaining funds from capital budget 40238 “IT Shared Services” be approved.

The Assistant Director of Finance and Interim Assistant Director  Customer Focus submitted a report which summarised the Council’s Performance, Risk and Finance monitoring positions as at the end of September 2022.

At the discretion of the Chairman, Councillor Woodcock addressed Executive.

In response to Councillor Woodcock’s comments regarding action being taken to address net housing completions, the number of affordable homes being delivered and the number of households in temporary accommodations that were reporting amber or red, the Portfolio Holder for Corporate Services explained that there were labour issues, supply chain issues with builders were having difficulties getting supplies but, if there were no more supply chain issues, it was hoped targets would be achieved by year end. The Chairman added that the question could be rephrased to ask if there was anything to do to help providers and developers. The Assistant Director Wellbeing and Housing undertook to provide a written response to Councillor Woodcock and copy to the Executive.

In response to Councillor Woodcock’s comments regarding car park income, the Portfolio Holder for Finance explained that this area was still recovering from the covid pandemic and in Banbury, the impact of Castle Quay had been difficult to forecast. The Assistant Director Environmental Services highlighted that the council’s Car Parking Strategy expired at the end of March 2023 and was therefore due for review.

Resolved

(1)          That the monthly Performance, Risk and Finance Monitoring Report September 2022 be noted.

(2)          That the following changes to reserves be approved:

·         Directorate: Communities

·         Type: Earmarked

·         Description: Heat Networks

·         Reason: Return of Heat Networks funding no longer required

·         Amount £m: (0.017)

·         Total Earmarked Reservices £m: (0.017)

(3)          That the release of the remaining funds from capital budget 40238 “IT Shared Services” be approved.

Reasons

This report provides an update on progress made during September 2022, to deliver the Council’s priorities through reporting on Performance, Leadership Risk Register and providing an update on the Financial Position. The Council is committed to performance, risk and budget management and reviews progress against its corporate priorities on a monthly basis.

With regards the release of the remaining funds from capital budget 40238 “IT Shared Services”, the original proposal in 2019 was to complete activities to support the IT Strategy revolving around the joining up with Oxfordshire County Council (OCC). Cherwell District Council (CDC) decoupling from OCC has marked that chapter of the IT Strategy as complete. However, ahead of the creation of CDC’s Digital Strategy, we are exploring areas of improvement to reduce the demand on services and provide proactive services to our citizens. This aligns with the original proposal of exploring revenue savings and adding efficiencies.

Alternative options

Option 1: This report illustrates the Council’s performance against the 2022-23 Business Plan. Regarding the monitoring aspects of the report, no further options have been considered. However, members may wish to request that officers provide additional information. Regarding the recommendation to approve changes in use of reserves, members could choose to reject the change of use, however, the request  ...  view the full minutes text for item 54.

Report of Assistant Director Environmental Services

Purpose of report

To set the garden waste collection charges for 2023/24

Recommendations

The meeting is recommended:

1.1         To Launch the Garden Waste Subscription service for 2023/24 from 1 December 2022.

1.2       To Implement the revised prices as set out in Appendix 1.

Resolved

(1)          That it be agreed to launch the Garden Waste Subscription service for 2023/24 from 1 December 2022.

(2)          That the following revised prices be implemented:

·         Annual Charge: £43/year

·         ‘Early bird’ Charge (order before 1 March 2023): £39/year

·         Additional bins: £33/year for each additional bin

The Assistant Director Environmental Services submitted a report which set the garden waste collection charges for 2023/24.

Resolved

(1)          That it be agreed to launch the Garden Waste Subscription service for 2023/24 from 1 December 2022.

(2)          That the following revised prices be implemented:

·         Annual Charge: £43/year

·         ‘Early bird’ Charge (order before 1 March 2023): £39/year

·         Additional bins: £33/year for each additional bin

Reasons

The garden waste subscription will be launched on 1 December 2022 to give residents certainty on prices in 2023/24 and to smooth demand for licences over a reasonable period.

Alternative options

Option 1: Launch the garden waste subscription service for 2023/24 from a later date with revised prices. This has been rejected as it compresses timescales and makes administration of the process more difficult & mistakes are more likely.

Option 2: Launch the garden waste subscription service for 2023/24 with unchanged prices. This has been rejected due to the rising costs of service delivery, especially fuel costs.

Option 3: Launch the garden waste subscription service for 2023/24 with higher prices than set out. This has been rejected as subscriptions are likely to fall resulting in less overall income

Report of Assistant Director Wellbeing and Housing

Purpose of report

Tonote theemerging evidence of the District Sports Studies findings. These will be used as an evidence base for the new Local Plan, and provide the basis of future sports facility developer contribution requests. It is not the intention that all the recommendations should be acted upon by the Council alone, and this report focuses on those where the Council can have an influence. The study models sport facility needs in Cherwell up to 2040.

Recommendations

The meeting is recommended:

1.1       To recognise the 2022 Sports Studies as influential strategic documents, and agrees they should be used to seek developer contributions / influence capital bids / seek external funding.

1.2       To agree that the documents are shared with partners to ensure wider understanding and influence.

1.3       To request that the documents are annually reviewed by officers, Sport England and National Governing Body representatives, and Members are kept abreast of key changes.

Resolved

(1)          That the 2022 Sports Studies be recognised as influential strategic documents and it be agreed they should be used to seek developer contributions / influence capital bids / seek external funding.

(2)          That it be agreed that the documents are shared with partners to ensure wider understanding and influence.

(3)          That officers, Sport England and National Governing Body representatives be requested to annually review the documents and Members be kept abreast of key changes.

The Assistant Director Wellbeing and Housing submitted a report which presented theemerging evidence of the District Sports Studies findings. These will be used as an evidence base for the new Local Plan, and provide the basis of future sports facility developer contribution requests. It was not the intention that all the recommendations should be acted upon by the Council alone, and this report focussed on those where the Council could have an influence. The study modelled sport facility needs in Cherwell up to 2040.

Councillor Dallimore, Chairman of the Overview and Scrutiny Committee, presented the comments of the Committee who had received a presentation of the item at their 11 October 2022 meeting.

Councillor Dallimore advised that the Committee had endorsed the recommendations had asked officers for clarification on the process regarding how a balanced weighting had been reached, given the varying requirements across the district. Clarification was also requested in relation to commercial facilities. Specific comments were made regarding: smaller sports clubs not being overlooked when discussions were taking place with developers for contributions, as participants frequently come from a wider area than the town/village the facility is located; the importance of suitable changing facilities for women and disabled people; and, the environmental impacts of 3G pitches.

At the discretion of the Chairman, Councillor Woodcock addressed Executive. Councillor Woodcock commended the Member Briefing session he had attended in relation to Banbury. Referring to the Overview and Scrutiny Committee’s comments, Councillor Woodcock highlighted that many small village sports clubs have a wider catchment area beyond  the village and can therefore have a bigger impact on the village.

In response to Councillor Woodcock’s comments regarding the development of a new ground for Banbury United, the Chairman explained that the council was facilitating meetings between the club and developers. The Portfolio Holder for Healthy Communities advised he was in regular contact with the Chairman of Banbury United.

Resolved

(1)          That the 2022 Sports Studies be recognised as influential strategic documents and it be agreed they should be used to seek developer contributions / influence capital bids / seek external funding.

(2)          That it be agreed that the documents are shared with partners to ensure wider understanding and influence.

(3)          That officers, Sport England and National Governing Body representatives be requested to annually review the documents and Members be kept abreast of key changes.

Reasons

The final Sports Study documents will be used to work with partners and other organisations on delivery models to improve and developsports facilities where needed, to ensuretheeffectiveprovisionofsport andleisure opportunitiesacross theDistrict. The main aim is to ensure that anetworkof sportsfacilitiesis inplace tocaterforthehealth and  ...  view the full minutes text for item 56.

Report of Assistant Director Wellbeing and Housing

Purpose of report

To delegate authority to Assistant Director Wellbeing and Housing Service to award the contract for the provision of  “General Information and Money Advice Services”.

Recommendations

The meeting is recommended:

1.1         To delegate authority to Assistant Director Wellbeing and Housing to award the contract for the provision of an Agency and Temporary Staff Managed Service in consultation with the Monitoring Officer and s151 Officer.

1.2         To delegate authority to the Monitoring Officer to enter into the agreement with the successful provider.

Resolved

(1)          That authority be delegated to the Assistant Director Wellbeing and Housing to award the contract for the provision of an Agency and Temporary Staff Managed Service in consultation with the Monitoring Officer and s151 Officer.

(2)          That authority be delegated to the Monitoring Officer to enter into the agreement with the successful provider.

The Assistant Director Wellbeing and Housing submitted a report to delegate authority to Assistant Director Wellbeing and Housing Service to award the contract for the provision of  “General Information and Money Advice Services”.

Resolved

(1)          That authority be delegated to the Assistant Director Wellbeing and Housing to award the contract for the provision of an Agency and Temporary Staff Managed Service in consultation with the Monitoring Officer and s151 Officer.

(2)          That authority be delegated to the Monitoring Officer to enter into the agreement with the successful provider.

Reasons

As the setting of the 2022 budget required a saving in the commissioning of a Money Advice service, an extension of the current provision was not an option to explore in ensuring a continued Money Advice Service. For this reason, it was agreed that an entirely new commission would take place. The process was open to any operator in the market with a “general information” and “money advice” specialism.

The current contract ends on 31 December 2022. To achieve the required savings, the new contract must begin at the lower rate on 1 January 2023.

An exhaustive procurement exercise was undertaken whereby value for money

research was undertaken, a specification that met current and future needs of

Cherwell residents was formulated, and in conjunction with Oxford County Council, procurement team, a tender was launched to the market.

Two respondents submitted tenders and these tenders were assessed by the CDC procurement specialist for eligibility and by the Housing Commissioning officer, Housing Manager and by Cherwell’s Housing consultant to assess quality assurance.

It was unanimously agreed that Tender 2 has met and exceeded the stated tender requirements.

Alternative options

Option 1: Do not award a Contract. This option has been rejected because Cherwell District Council is in need of a Free money Advice and General information service for its residents

Option 2: Extend Current contract at current cost. This option has been rejected because Cherwell District Council is Committed to making savings in 2021/2022. The current cost is unsustainable and when considering comparable public services, not optimal value for money

The following item 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.”

There being no questions on the exempt appendix, it was not necessary to exclude the press and public.

Resolved

(1)          That the exempt appendix be noted.

Resolved

(1)          That the exempt appendix be noted.