Agenda, decisions and minutes

There were no declarations of interest.

To confirm as a correct record the Minutes of the meeting held on 5 December 2022.

The minutes of the meeting held on 5 December 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 Assistant Director of Finance and Assistant Director – Customer Focus

Purpose of report

To update the Executive on the council’s performance, risk and financial positions for the period up to the end of November 2022.

Recommendations

The meeting is recommended:

1.1       to note the Performance, Risk and Finance Monitoring Report for November 2022.

Resolved

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

The Assistant Director of Finance and Assistant Director – Customer Focus submitted a report to update the Executive on the council’s performance, risk and financial positions for the period up to the end of November 2022.

On behalf of Executive, the Chairman thanked council officers for ensuring that targets were met and performance levels remained high. The Chairman requested that performance highlights from the monthly monitoring reports over the last year be circulated to all Members.

Resolved

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

Reasons

This report provides an update on progress made during November 2022, to deliver the council’s priorities through reporting on its performance, risk and financial positions

Alternative options

This report summarises the council’s performance, risk and financial positions up to the end of November, therefore there are no alternative options to consider. However, Members may wish to request further information from officers or for inclusion.

Report of the Assistant Director of Finance (S151 Officer)

Purpose of report

To provide the Council Tax Base for 2023-2024

Recommendations

That the Executive:

1.1      approves the report of the Assistant Director of Finance for the calculation of the Council’s Tax Base for 2023-2024

1.2      agrees that, in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Cherwell District Council as its Council Tax Base for the year 2023-2024 shall be 58,184.3.

1.3      agree for the parishes which form part of its area shown in Appendix 1, the amount calculated as the Council Tax Base for the year 2023-2024 in respect of special items shall be as indicated in the column titled Tax Base 2023-2024.

1.4      agrees for the Flood Defence Areas which form part of its area, the amount calculated as the Council Tax Base for the year 2023-2024 for the purposes of levies on Oxfordshire County Council by River Authorities, shall be:

Resolved

(1)          That the report of the Assistant Director of Finance for the calculation of the Council’s Tax Base for 2023-2024 (annex to the Minutes as set out in the Minute Book) be approved.

(2)          That it be agreed that, in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Cherwell District Council as its Council Tax Base for the year 2023-2024 shall be 58,184.3.

(3)          That it be agreed for the parishes which form part of its area shown in the annex to the Minutes (as set out in the Minute Book), the amount calculated as the Council Tax Base for the year 2023-2024 in respect of special items shall be as indicated in the column titled Tax Base 2023-2024.

(4)          That it be agreed for the Flood Defence Areas which form part of its area, the amount calculated as the Council Tax Base for the year 2023-2024 for the purposes of levies on Oxfordshire County Council by River Authorities, shall be:

The Assistant Director of Finance (S151 Officer) submitted a report to provide the Council Tax Base for 2023-2024.  

Resolved

(1)          That the report of the Assistant Director of Finance for the calculation of the Council’s Tax Base for 2023-2024 (annex to the Minutes as set out in the Minute Book) be approved.

(2)          That it be agreed that, in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Cherwell District Council as its Council Tax Base for the year 2023-2024 shall be 58,184.3.

(3)          That it be agreed for the parishes which form part of its area shown in the annex to the Minutes (as set out in the Minute Book), the amount calculated as the Council Tax Base for the year 2023-2024 in respect of special items shall be as indicated in the column titled Tax Base 2023-2024.

(4)          That it be agreed for the Flood Defence Areas which form part of its area, the amount calculated as the Council Tax Base for the year 2023-2024 for the purposes of levies on Oxfordshire County Council by River Authorities, shall be:

Reasons

The Council must legally set a tax base for the following year by 31 January.  This will allow the Council to notify its preceptors of the tax base in order for them (and the Council) to set their budgets for 2023/24.

Alternative options

There are no alternative options. The Council has to set a tax base in order to set its council tax for 2023-2024.

Report of Assistant Director – Growth and Economy

Purpose of report

To establish a workstream to set a sustainable vision for Banbury town centre and its environs through to 2050. Recognising that post pandemic, the retail sector has significantly changed and for town centres there needs to be a changed dynamic. Establishing what change is required, is an essential first step in developing a new vision.

To do this it is proposed to undertake a comprehensive consultation and engagement exercise with residents, businesses, and visitors in the fourth quarter of 2022-23 which will then inform the programme going forward in 2023-24 and onwards.

The purpose of this will be to establish what is performing well, what is performing not so well, and what stakeholders would like to see more of in their town centre with particular regard to filling the void left by retail in the current and anticipated medium term future for the town.

It is expected that the initial engagement exercise will set a bar for stakeholder expectations which will then lead to the commissioning of a series of evidence bases, modelling and development appraisals to understand and inform the ability to deliver the emerging vision. An increased emphasis on more sustainability, stronger cultural offers, increased “meanwhile” uses are expected through engagement, as will stronger employment options, opening of spaces, improved connectivity, and alternative use of retail space.

Recommendations

The meeting is recommended:

1.1       To approve the outline programme governance arrangements for the Banbury Vision 2050 Programme Board and Terms of Reference (see Appendix 1).

1.2       To approve the initiation of consultation & engagement on Banbury Vision 2050.

1.3       To approve proceeding with the appointment of consultants  for community consultation and engagement.

Resolved

(1)           That the outline programme governance arrangements for the Banbury Vision 2050 Programme Board and Terms of Reference be approved.

(2)           That the initiation of consultation and engagement on Banbury Vision 2050 be approved.

(3)           That proceeding with the appointment of consultants  for community consultation and engagement be approved.

The Assistant Director – Growth and Economy submitted a report to establish a workstream to set a sustainable vision for Banbury town centre and its environs through to 2050.

Recognising that post pandemic, the retail sector had significantly changed and for town centres there needed to be a changed dynamic so establishing what change was required, was an essential first step in developing a new vision. To do this it was proposed to undertake a comprehensive consultation and engagement exercise with residents, businesses, and visitors in the fourth quarter of 2022-23 which would then inform the programme going forward in 2023-24 and onwards.

The purpose of this would be to establish what was performing well, what was performing not so well, and what stakeholders would like to see more of in their town centre with particular regard to filling the void left by retail in the current and anticipated medium term future for the town.

It was expected that the initial engagement exercise would set a bar for stakeholder expectations which would then lead to the commissioning of a series of evidence bases, modelling and development appraisals to understand and inform the ability to deliver the emerging vision. An increased emphasis on more sustainability, stronger cultural offers, increased “meanwhile” uses were expected through engagement, as would stronger employment options, opening of spaces, improved connectivity, and alternative use of retail space.

In introducing the report, the Deputy Leader and Portfolio Holder for Regeneration and Economy advised that Banbury Town Council representatives would be involved in the Board and the officer working group with representatives from Cherwell District Council and Oxfordshire County Council.  

Resolved

(1)          That the outline programme governance arrangements for the Banbury Vision 2050 Programme Board and Terms of Reference be approved.

(2)          That the initiation of consultation and engagement on Banbury Vision 2050 be approved.

(3)          That proceeding with the appointment of consultants  for community consultation and engagement be approved.

Reasons

This report is the first of a series which will update Executive on Banbury Vision 2050 progress to March 2024, and beyond.

The reason for recommendation 1 is that to progress the regeneration on Banbury, robust governance arrangements are required to make sure that the necessary connections and synergies are made to drive effective delivery. Recommendation 2 kicks starts the conversation and process of ensuring the ‘buy-in’ of the community into this future. Recommendation 3 gives the authority to proceed on recommendation 2.

Alternative options

Option 1: Do nothing – this is not an option. Doing nothing runs the risk of not delivering on strategic priorities and Banbury not being regenerated and left behind with impaired prosperity.

Report of Assistant Director - Growth and Economy

Purpose of report

The purpose of this report is to introduce the Oxfordshire Inclusive Economy Partnership (OIEP), to engage the Council in its activities and to highlight the forthcoming launch of the OIEP’s Charter on 24 January 2023.

Recommendations

The meeting is recommended:

1.1         To broadly welcome the work of the Oxfordshire Inclusive Economy Partnership (OIEP).

1.2         To actively engage with the OIEP by delegating authority to the Corporate Director – Communities, in conjunction with the Portfolio Holder for Regeneration and Economy, to contribute to the OIEP Steering Group and Working Groups on behalf of the Council.

1.3         To authorise the Corporate Director – Communities, in consultation with the Portfolio Holder for Regeneration and Economy, to make appropriate pledges and to sign the OIEP’s Charter to reflect the commitments contained within the Council’s Delivery Plan (2022-2024).

Resolved

(1)           That the work of the Oxfordshire Inclusive Economy Partnership (OIEP) be broadly welcomed.

(2)           That it be agreed to actively engage with the OIEP by delegating authority to the Corporate Director – Communities, in conjunction with the Portfolio Holder for Regeneration and Economy, to contribute to the OIEP Steering Group and Working Groups on behalf of the Council.

(3)           That the Corporate Director – Communities, in consultation with the Portfolio Holder for Regeneration and Economy, be authorised to make appropriate pledges and to sign the OIEP’s Charter to reflect the commitments contained within the Council’s Delivery Plan (2022-2024).

The Assistant Director - Growth and Economy submitted a report to introduce the Oxfordshire Inclusive Economy Partnership (OIEP), to engage the Council in its activities and to highlight the forthcoming launch of the OIEP’s Charter on 24 January 2023.

Resolved

(1)          That the work of the Oxfordshire Inclusive Economy Partnership (OIEP) be broadly welcomed.

(2)          That it be agreed to actively engage with the OIEP by delegating authority to the Corporate Director – Communities, in conjunction with the Portfolio Holder for Regeneration and Economy, to contribute to the OIEP Steering Group and Working Groups on behalf of the Council.

(3)          That the Corporate Director – Communities, in consultation with the Portfolio Holder for Regeneration and Economy, be authorised to make appropriate pledges and to sign the OIEP’s Charter to reflect the commitments contained within the Council’s Delivery Plan (2022-2024).

Reasons

The Oxfordshire Inclusive Economy Partnership (OIEP) has developed a Charter as a statement of shared commitment to creating a more inclusive local economy, reflecting the broad ambitions of partners from throughout the county to engage everybody in the creation of stronger, more sustainable communities.

Pledges towards the aims of the Charter are being sought. It is recommended that, once the Charter and proposed pledges are clear, Cherwell District Council’s commitment reflects and promotes the policies, activities and commitments it has within its Business Plan and Delivery Plan (2022-2024). This will allow partners to understand this Council’s approach and to develop co-operative activity to address matters of shared interest.

The Charter is due to be launched in January 2023 and it is recommended that the Corporate Director – Communities be authorised, in consultation with the Portfolio Holder for Regeneration and Economy, to make appropriate pledges and to sign the OIEP’s Charter to reflect the commitments contained within the Council’s Delivery Plan (2022-2024).

Alternative options

Option 1: Not to engage with the work of the Oxfordshire Inclusive Economy Partnership and not to sign the Charter or pledge towards its delivery. This was rejected because it would miss an opportunity to reinforce its current work by working in partnership to extend the resources in Cherwell to tackle the significant issues being faced by residents who are not included within the local economy. 

Option 2: To engage with the work of the Oxfordshire Inclusive Economy Partnership but neither sign the Charter nor pledge towards its delivery. This was rejected because it would suggest that the Council is not committed to the creation of an inclusive economy.

Report of Assistant Director – Growth and Economy

Purpose of report

The purpose of this report is to:

(i)    provide an update on the process for Banbury Business Improvement District (the BID)’s renewal ballot;

(ii)  seek Member/officer delegations to establish, via a series of officer and member meetings, CDC’s voting position.

(iii)seek the necessary officer delegations for the ballot process (including delegation of authority to a senior officer to cast votes in the ballot);

Recommendations

The meeting is recommended:

1.1       To note the steps required in the process leading to Banbury BID’s renewal ballot.

1.2       To delegate authority to the Assistant Director – Growth and Economy; the Assistant Director – Finance, and the Council’s Monitoring Officer to review the draft Business Plan submitted by the BID in order to enable the Plan to be approved as compliant with the relevant BID legislation within the required timescale; or reject it, in which case, it would not be possible to proceed with the renewal ballot.

1.3      To delegate authority to the Assistant Director of Finance, as the Council’s s.151 officer, to determine the Levy Collection Fee per annum for the next five year term and negotiate as required with the BID.

1.4       To delegate authority to the Assistant Director - Growth and Economy, in conjunction with the Assistant Director of Finance and the Council’s Monitoring Officer, to enter into and amend any agreements, legal or contractual, between the Council and the BID, including the Operating Agreement; Data Sharing Agreement; and Baseline Statement.

1.5      To delegate authority to the Corporate Director – Communities, in conjunction with the Assistant Director – Growth and Economy; the Assistant Director – Finance; the Council’s Monitoring Officer; the Leader of the Council; the Portfolio Holder for Regeneration and Economy; and the Council’s Banbury BID Board elected member observer, to establish, via officer and member meetings, the Council’s voting position in the renewal ballot.

1.6     To delegate authority to the Corporate Director - Communities to cast the votes on behalf of the Council in the renewal ballot.

Resolved

(1)           That the steps required in the process leading to Banbury BID’s renewal ballot be noted.

(2)           That authority be delegated to the Assistant Director – Growth and Economy; the Assistant Director – Finance, and the Council’s Monitoring Officer to review the draft Business Plan submitted by the BID in order to enable the Plan to be approved as compliant with the relevant BID legislation within the required timescale; or reject it, in which case, it would not be possible to proceed with the renewal ballot.

(3)           That authority be delegated to the Assistant Director of Finance, as the Council’s s.151 officer, to determine the Levy Collection Fee per annum for the next five year term and negotiate as required with the BID.

(4)           That authority be delegated to the Assistant Director - Growth and Economy, in conjunction with the Assistant Director of Finance and the Council’s Monitoring Officer, to enter into and amend any agreements, legal or contractual, between the Council and the BID, including the Operating Agreement; Data Sharing Agreement; and Baseline Statement.

(5)           That it be agreed that all of the Council’s Eligible Votes be used to vote in favour of the Banbury Bid at the forthcoming ballot.

(6)           That authority be delegated to the Corporate Director - Communities to cast the votes on behalf of the Council in the renewal ballot.

The Assistant Director – Growth and Economy submitted a report to provide an update on the process for Banbury Business Improvement District (the BID)’s renewal ballot, to consider the council’s voting position and to seek the necessary officer delegations for the ballot process (including delegation of authority to a senior officer to cast votes in the ballot).

In introducing the report the Deputy Leader and Portfolio Holder for Regeneration and Economy advised that he had held informal discussions with  Executive members who agreed that all of the Council’s eligible votes be used to vote in favour of the BID. The Deputy Leader and Portfolio Holder for Regeneration and Economy proposed amended recommendations 1.4 and 1.5 to reflect that the Council’s eligible votes be used to vote in favour of the BID and that authority be delegated to the Corporate Director Communities to vote accordingly. Councillor Clarke duly seconded.

The Deputy Leader and Portfolio Holder for Regeneration and Economy advised that the Chairman of the Overview & Scrutiny Committee had agreed to waive call in for this item to allow for immediate implementation of the Executive’s decisions as it was time critical for the BID renewal ballot process that that the Council formally advise the BID as to whether or not their Business Plan was compliant with the Regulations as soon as possible after the Executive meeting.

Resolved

(1)          That the steps required in the process leading to Banbury BID’s renewal ballot be noted.

(2)          That authority be delegated to the Assistant Director – Growth and Economy; the Assistant Director – Finance, and the Council’s Monitoring Officer to review the draft Business Plan submitted by the BID in order to enable the Plan to be approved as compliant with the relevant BID legislation within the required timescale; or reject it, in which case, it would not be possible to proceed with the renewal ballot.

(3)          That authority be delegated to the Assistant Director of Finance, as the Council’s s.151 officer, to determine the Levy Collection Fee per annum for the next five year term and negotiate as required with the BID.

(4)          That authority be delegated to the Assistant Director - Growth and Economy, in conjunction with the Assistant Director of Finance and the Council’s Monitoring Officer, to enter into and amend any agreements, legal or contractual, between the Council and the BID, including the Operating Agreement; Data Sharing Agreement; and Baseline Statement.

(5)          That it be agreed that all of the Council’s Eligible Votes be used to vote in favour of the Banbury Bid at the forthcoming ballot.

(6)          That authority be delegated to the Corporate Director - Communities to cast the votes on behalf of the Council in the renewal ballot.

Reasons

The meeting is asked to note the steps required in preparation for the renewal ballot and to approve the recommendations in order to have the necessary delegations of authority in place to enable the renewal ballot’s progression in alignment with the BID Regulations 2004.

Alternative options

Option 1:  ...  view the full minutes text for item 79.