Agenda, decisions and minutes

There were no declarations of interest.

There were no petitions or requests to address the meeting.

The Chair welcomed Councillor Ford, who, as proposer of the motion, would be speaking in respect of item 7, Response to Motion: Free Parking on Remembrance Sunday; Councillor Dr Okeke, who as proposer of the motion, would be speaking in respect of item 8, Non-Domestic Rate Discretionary Relief Policy and Response to Motion: Supporting our High Streets”; and, Councillor Sibley, Leader of the Independent Group.

To confirm as a correct record the Minutes of the meeting held on 3 February 2026.

The minutes of the meeting held on 3 February 2026 were agreed as a correct record and signed by the Chair.

To receive communications from the Chair.

There were no Chair’s announcements.

The Chair to advise whether they have agreed to any item of urgent business being admitted to the agenda.

Report of Assistant Director Property

Purpose of report

To respond to the motion raised at Full Council in December 2025 requesting Executive to consider providing free car parking each year in Council owned and managed car parks on Remembrance Sunday.

Recommendations

The Executive resolves:

1.1         To provide free car parking each year in Council owned and managed car parks, except those at Castle Quay, on Remembrance Sunday. 

Resolved

(1)          That free car parking be provided each year in Council owned and managed car parks, except those at Castle Quay, on Remembrance Sunday.

The Assistant Director Property submitted a report to respond to the motion raised at Full Council in December 2025 requesting Executive to consider providing free car parking each year in Council owned and managed car parks on Remembrance Sunday.

Councillor Ford, who had proposed the motion at Council, thanked Executive for the positive response agreeing to implement the motion.

In considering the report, Executive members thanked Councillor Ford for bringing the motion forward. The provision of free parking in Council owned and managed car parks on Remembrance Sunday, was, as the motion set out, a practical and meaningful gesture of support for the Armed Forces community.

Resolved

(1)          That free car parking be provided each year in Council owned and managed car parks, except those at Castle Quay, on Remembrance Sunday.

Reasons

Provision of free car parking in council owned car parks (excluding Castle Quay) supports Remembrance Sunday is a national day of remembrance to honour the service and sacrifice of the Armed Forces, veterans, and their families.

Alternative options

Option 1: Not supporting the motion could infer that the Council is not supportive of the wider purpose and aims of Remembrance Sunday.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To inform Executive of the reviewed policy for Non-Domestic Rate Discretionary Rate Relief and seek approval of the updated policy and respond to the motion from Council on supporting our high streets.

Recommendations

The Executive resolves:

1.1           To note the contents of the reviewed policy for Non-Domestic Rate Discretionary Rate Relief.

1.2           To approve the policy for Non-Domestic Rate Discretionary Rate Relief.

1.3           To note the response to the motion “Supporting our High Streets”.

Resolved

(1)          That the contents of the reviewed policy for Non-Domestic Rate Discretionary Rate Relief be noted.

(2)          That the policy for Non-Domestic Rate Discretionary Rate Relief be approved.

(3)          That the response to the motion “Supporting our High Streets” be noted.

The Assistant Director Finance (Section 151 Officer) submitted a report to inform Executive of the reviewed policy for Non-Domestic Rate Discretionary Rate Relief and seek approval of the updated policy and respond to the motion from Council on supporting our high streets.

Councillor Dr Okeke, who had proposed the motion at Council, addressed Executive, commenting on the importance of supporting local businesses and thanked Executive for the response.

Resolved

(1)          That the contents of the reviewed policy for Non-Domestic Rate Discretionary Rate Relief be noted.

(2)          That the policy for Non-Domestic Rate Discretionary Rate Relief be approved.

(3)          That the response to the motion “Supporting our High Streets” be noted.

Reasons

The Non-Domestic Rate Discretionary Rate Relief policy was last reviewed in 2024.  It is good practice to review policies to ensure they remain relevant and in line with supporting the delivery of the Council’s policies.

The report also sets out a response to the motion “Supporting our High Streets”. Council supports the intent of the motion and acknowledges the ongoing challenges faced by high streets, including changes in consumer behaviour, rising costs, and the legacy of wider economic disruption. Cherwell District Council has already taken, and continues to take, a range of targeted and place?based actions to support town centres and high streets, working closely with partners and stakeholders.

Alternative options

Option 1: To not approve the discretionary rate relief policy. Members could choose not to agree the proposed policy, but it would mean that we wouldn’t be able to continue to support local businesses, charities and voluntary organisations and would also reduce our financial flexibility in the future. The local authority must have a system in place to allow a person to make the request.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To inform Executive of the reviewed policy for Housing Payment (HP), formally known as Discretionary Housing Payments (DHP), and proposed updates.

Recommendations

The Executive resolves:

1.1           To note the contents of the reviewed policy for Housing Payments.

1.2           To approve the policy for Housing Payments (Appendix 1).

Resolved

(1)          That the contents of the reviewed policy for Housing Payments be noted.

(2)          That the policy for Housing Payments be approved.

The Assistant Director Finance (Section 151 Officer) submitted a report to inform Executive of the reviewed policy for Housing Payment (HP), formally known as Discretionary Housing Payments (DHP), and proposed updates.

Resolved

(1)          That the contents of the reviewed policy for Housing Payments be noted.

(2)          That the policy for Housing Payments be approved.

Reasons

Housing Payments are vital for residents in the current economic climate and help to support our most vulnerable residents with housing costs.  It is recommended that the policy is endorsed by Executive to continue delivering support to these customers.

Alternative options

Option 1: Returning the funds to Department for Works and Pensions has been rejected as this would not be in line with Cherwell’s objectives of continuing to respond to the cost-of-living crisis and working to prevent homelessness.

Report of Executive Director Place and Regeneration

Purpose of report

To consider and endorse the Biodiversity Duty Report 2024-25.

Recommendations

The Executive resolves:

1.1           To endorse the Biodiversity Dury Report 2024-25.

1.2           To note that following the completion and adoption of a Community Biodiversity Plan, an annual update be presented to the Executive.

Resolved

(1)          That the Biodiversity Duty Report 2024-25 be endorsed.

(2)          That it be noted following the completion and adoption of a Community Biodiversity Plan, an annual update be presented to the Executive.

The Executive Director Place and Regeneration submitted a report to consider and endorse the Biodiversity Duty Report 2024-25.

Resolved

(1)          That the Biodiversity Duty Report 2024-25 be endorsed.

(2)          That it be noted following the completion and adoption of a Community Biodiversity Plan, an annual update be presented to the Executive.

Reasons

The Biodiversity Duty Report is presented for the reporting year 2024-25 to demonstrate what the Council is doing to conserve and enhance biodiversity, to highlight the relevant policies and objectives that are contributing to meeting the biodiversity objective and where delivery is being achieved. It also identifies the future actions necessary for on-going statutory compliance and to demonstrably improve the variety of the living organisms and ecosystems that comprise Cherwell’s natural environment.  Members are invited to endorse the report and the proposal for an annual report following the completion of the Community Biodiversity Plan which will also be presented to the Executive.

Alternative options

Option 1: The Executive could decide not to endorse the Biodiversity Duty Report. This option is not recommended as the Report will assist in meeting statutory requirements notwithstanding the on-going commitment to produce the Community Biodiversity Plan within the new Biodiversity and Climate Resilience Service.

Report of Interim Executive Director Neighbourhood Services

Purpose of report

To obtain Executive Approval to commence next steps on the development of a new 3G Football Pitch at Whitelands Farm Sports Ground in Bicester. The report outlines any financial risks.

Recommendations

The Executive resolves:

1.1           To approve the next steps in developing a new 3G Football Pitch at Whitelands Farm Sports Ground in Bicester accounting for any financial risk outlined within the report.

Resolved

(1)          That the next steps in developing a new 3G Football Pitch at Whitelands Farm Sports Ground in Bicester, accounting for any financial risk, be approved.

The Interim Executive Director Neighbourhood Services (at the time of agenda publication) submitted a report to obtain Executive Approval to commence next steps on the development of a new 3G Football Pitch at Whitelands Farm Sports Ground in Bicester. The report outlined any financial risks.

In considering the report, Executive members commended the hard work of officers to secure external funds.

In response to comments from Councillor Ford and Councillor Sibley who welcomed and were supportive of the additional facilities but sought clarification regarding the communication and engagement with Bicester Town Council, the Portfolio Holder for Healthy and Safe Communities explained he had spoken with the Bicester Town Council Policy Committee Chair regarding the signing of the lease agreement. The Assistant Director Wellbeing and Housing confirmed that CDC had answered all questions raised by Bicester Town Council and confirmed the lease arrangements had now been signed.

The Portfolio Holder for Healthy and Safe Communities confirmed that he, together with the Assistant Director Wellbeing and Housing, would be happy to meet Bicester Town Councillors.

Resolved

(1)          That the next steps in developing a new 3G Football Pitch at Whitelands Farm Sports Ground in Bicester, accounting for any financial risk, be approved.

Reasons

An opportunity has been identified to increase and enhance the leisure facilities within Cherwell with the development of a new 3G Football Pitch at Whitelands Farm Sports Ground in Bicester which would add to the current provision. The funding for the proposed new 3G pitch is through identified S106 and partnership funding of up to 75% of project costs with the Football Foundation.

It is recommended that officers are to be instructed to continue to work in partnership with the Football Foundation to seek to secure grant funding. Whilst there is a risk that should the Council not wish to proceed with the project even after a grant offer from the Football Foundation the level of this risk is capped at circa £35,000.

Alternative options

Option 1: Not to apply for grant funding from the Football Foundation

This to be rejected on the basis that without Football Foundation/3^rd Party Funding then the delivery of new facilities becomes unaffordable and the unmet demand for 3G pitches in Bicester remains. The ability to deliver on the actions within the Playing Pitch Strategy and provide excellent leisure facilities to residents is extremely important

Report of Assistant Director of Finance (Section 151 Officer)

Purpose of report

To report to the Executive the council’s forecast year-end financial position as at the end of the January 2026. Further detail can be found in the report and its appendices.

Recommendations

The Executive resolves:

1.1           To consider and note the contents of the council’s financial management report as at the end of January 2026.

1.2           To approve the Use of Reserves as detailed in Appendix 4.

1.3           To approve the Write Offs as detailed in exempt Appendix 5.

1.4           To approve the Corporate Debt Policy as set out at Appendix 6.

Resolved

(1)          That the council’s financial management report as at the end of January 2026 be noted.

(2)          That the Use of Reserves (Appendix 4 to the report) be approved.

(3)          That Write Offs (exempt Appendix 5 to the report) be approved.

(4)          That the Corporate Debt Policy be approved.

The Assistant Director of Finance (Section 151 Officer) submitted a report to report to the Executive the council’s forecast year-end financial position as at the end of the January 2026.

Resolved

(1)          That the council’s financial management report as at the end of January 2026 be noted.

(2)          That the Use of Reserves (Annex to the Minutes as set out in the Minute Book) be approved.

(3)          That Write Offs (exempt Annex to the Minutes as set out in the Minute Book) be approved.

(4)          That the Corporate Debt Policy be approved.

Reasons

The report updates Executive on the projected year-end financial position of the council for 2025/26. Regular reporting is key to good governance and demonstrates that the council is actively managing its financial resources sustainably.

Alternative options

Option 1: This report summarises the council’s forecast revenue financial position up to the end of March 2026, therefore there are no alternative options to consider.

The following items 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

2 – Information which is likely to reveal the identity of an 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, 2 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, 2 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.

As set out under item 12

There being no questions on the exempt appendix, this had been agreed as set out under Minute 119.

Exempt report of Assistant Director Property

Resolved

(1)          As set out in the exempt decisions.

The Assistant Director Property submitted an exempt report in respect of roof replacement at Thorpe Lane Industrial Estate Banbury.

Resolved

(1)          As set out in the exempt Minutes.

Reasons

As set out in the exempt Minutes.

Alternative options

As set out in the exempt Minutes.

Exempt report of Assistant Director Human Resources

Resolved

(1)          As set out in the exempt decisions.

(2)          As set out in the exempt decisions.

The Assistant Director Human Resources submitted an exempt report to seek approval to award a contract for the provision of the Council's HR and Payroll System and Managed Payroll Service

Resolved

(1)          As set out in the exempt Minutes.

Reasons

As set out in the exempt Minutes.

Alternative options

As set out in the exempt Minutes.