Agenda, decisions and minutes

There were no declarations of interest.

There were no petitions or requests to address the meeting.

To confirm as a correct record the Minutes of the meeting held on 7 February 2022.

The minutes of the meeting held on 7 February 2022 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman (Vice-Chairman in the Chair) advised that Councillor Wood as Councillor Wood was joining the meeting virtually, he would not be proposing, seconding or voting on any item but could speak on items.

** Please note this report will follow as it is currently being reviewed and finalised **

Report of Assistant Director – Planning and Development

Resolved

(1)           That the adoption of the revised Oxfordshire Plan Statement of Community Involvement (Annex to the Minutes as set out in the Minute Book) be approved and it be noted that the statement will be kept under regular review as the project continues.

The Assistant Director – Planning and Development submitted a report which provided an update on the preparation of the Oxfordshire Plan and proposed an update to the Statement of Community Involvement. Once adopted, the Oxfordshire Plan would provide a high-level spatial framework to shape the future planning of the county up to 2050 and would sit alongside Local Plan Reviews and Neighbourhood Plans.

Resolved

(1)          That the adoption of the revised Oxfordshire Plan Statement of Community Involvement (Annex to the Minutes as set out in the Minute Book) be approved and it be noted that the statement will be kept under regular review as the project continues.

Reasons

The Statement of Community Involvement outlines how the community and stakeholders will be consulted during the preparation of the Oxfordshire Plan.

Alternative options

Option 1: Not to adopt the proposed Statement of Community Involvement. Officers consider the proposed Statement of Community Involvement (SCI) to be robust and appropriate. An SCI is required to meet statutory requirements. 

Report of Chief Executive

Purpose of report

This report asks the Executive to support the joint COVID Recovery and Renewal Framework, as set out in Appendix1. 

Recommendations

The meeting is recommended to:

1.1         Adopt the Oxfordshire System Recovery and Renewal Framework, as set out in Appendix1, as the key partnership document guiding joint programme planning beyond the COVID-19 Pandemic period.

1.2         Delegate final revisions to the Oxfordshire System Recovery and Renewal Framework to the Chief Executive, in consultation with the Leader of the Council, as partnership organisations complete their engagement and decision-making processes.

Resolved

(1)          That the Oxfordshire System Recovery and Renewal Framework (Annex to the Minutes as set out in the Minute Book) be adopted as the key partnership document guiding joint programme planning beyond the COVID-19 Pandemic period.

(2)          That final revisions to the Oxfordshire System Recovery and Renewal Framework be delegated to the Chief Executive, in consultation with the Leader of the Council, as partnership organisations complete their engagement and decision-making processes.

The Chief Executive submitted a report to seek Executive support of the joint COVID Recovery and Renewal Framework. 

Resolved

(1)          That the Oxfordshire System Recovery and Renewal Framework (Annex to the Minutes as set out in the Minute Book) be adopted as the key partnership document guiding joint programme planning beyond the COVID-19 Pandemic period.

(2)          That final revisions to the Oxfordshire System Recovery and Renewal Framework be delegated to the Chief Executive, in consultation with the Leader of the Council, as partnership organisations complete their engagement and decision-making processes.

Reasons

Effective partnership working across Oxfordshire has been at the heart of the local system response to the COVID-19 pandemic. As the national and local picture improves, agreeing a joint approach for Recovery and Renewal will set overarching common ambitions for the issues and themes to be worked on together as organisations and the community learn from the pandemic. The framework aims to ensure that Cherwell and Oxfordshire are best placed to recover from the immediate impacts of the pandemic, to support the long-term renewal of communities and places, and enhance our joint impact on national and international challenges.

Alternative options

Option 1: Do not adopt the joint framework. Rejected: working in partnership will support Cherwell District Council to deliver on its priorities, as set out in the Council’s plan.

Report of Assistant Director Wellbeing

Purpose of report

Enabling communities across the Cherwell District to celebrate Her Majesty Queen Elizabeth II’s Platinum Jubilee by establishing a new small grants scheme.

Giving communities in Cherwell sufficient time to get plans in place, including necessary approvals for road closures, temporary event notices and licences.

Recommendations

The meeting is recommended:

1.1         To establish a Platinum Jubilee budget to a maximum of £55,000 from reserves.

1.2         To agree the grant scheme and promotional measures as outlined in the report and to delegate authority to administer the grant scheme, and enter the grant agreements, as outlined in paragraph 3.2.7 of this report.

1.3         To request officers work with colleagues from neighbouring authorities and the Lord Lieutenant’s office to coordinate and join up support for communities planning celebrations.

1.4         To request officers curate an online gallery of residents’ photographs celebrating Cherwell over the reign of Her Majesty Queen Elizabeth II.

1.5         To request officers promote the available local and national funding streams through a co-ordinated communications plan and dedicated webpage with links to the Department of Levelling Up, Housing and Communities information.

Resolved

(1)          That a Platinum Jubilee budget to a maximum of £55,000 from reserves be established.

(2)          That the grant scheme and promotional measures be agreed and to authority to administer the grant scheme and enter the grant agreements be delegated as set out below:

·         Decision making: Applications will be assessed by the Healthy Communities Manager, and grant awards made by the Assistant Director Wellbeing, in consultation with the Assistant Director Finance as the s.151 Officer, Lead Member for Health and Wellbeing and Leader of the Council or his deputy.

(3)          That officers be requested work with colleagues from neighbouring authorities and the Lord Lieutenant’s office to coordinate and join up support for communities planning celebrations.

(4)          That officers be requested to curate an online gallery of residents’ photographs celebrating Cherwell over the reign of Her Majesty Queen Elizabeth II.

(5)          That officers be requested to promote the available local and national funding streams through a co-ordinated communications plan and dedicated webpage with links to the Department of Levelling Up, Housing and Communities information.

The Assistant Director Wellbeing submitted a report to seek agreement to establish a new small grants scheme to enable communities across the Cherwell District to celebrate Her Majesty Queen Elizabeth II’s Platinum Jubilee. This would give communities in Cherwell sufficient time to get plans in place, including necessary approvals for road closures, temporary event notices and licences.

Resolved

(1)          That a Platinum Jubilee budget to a maximum of £55,000 from reserves be established.

(2)          That the grant scheme and promotional measures be agreed and to authority to administer the grant scheme and enter the grant agreements be delegated as set out below:

·         Decision making: Applications will be assessed by the Healthy Communities Manager, and grant awards made by the Assistant Director Wellbeing, in consultation with the Assistant Director Finance as the s.151 Officer, Lead Member for Health and Wellbeing and Leader of the Council or his deputy.

(3)          That officers be requested work with colleagues from neighbouring authorities and the Lord Lieutenant’s office to coordinate and join up support for communities planning celebrations.

(4)          That officers be requested to curate an online gallery of residents’ photographs celebrating Cherwell over the reign of Her Majesty Queen Elizabeth II.

(5)          That officers be requested to promote the available local and national funding streams through a co-ordinated communications plan and dedicated webpage with links to the Department of Levelling Up, Housing and Communities information.

Reasons

The proposed grant scheme will honour Her Majesty Queen Elizabeth.  It will encourage community cohesion and neighbourliness in Cherwell’s parishes and urban communities.

Alternatives options

Option 1: Consideration has been given to extending eligibility to informal neighbourhood groups.  This has not been recommended because the money would be paid over to individuals rather than established, accountable organisations.

Option 2: Consideration has been given to restricting grants to events taking place on the Queen’s official Jubilee weekend (02-05 June).  Given the work involved in organising an event and the short lead-in times to apply for this grant, it is considered fairer to extend eligibility to events throughout the summer.

Option 3: Not to establish a grants scheme to celebrate the Queen’s Platinum Jubilee has been rejected as Cherwell usually supports communities to participate in significant Royal events.

Report of Assistant 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 January 2022.

Recommendations

The meeting is recommended:

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

1.2      To approve the proposed changes in use of reserves at Appendix 7.

1.3      To approve the revised fees and charges schedule at Appendix 8.

Resolved

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

(2)          That the proposed changes in use of reserves as set out in the annex to the Minutes (as set out in the Minute Book, appendix 7 to the report) be approved.

(3)          That the revised fees and charge schedule as set out in the annex to the Minutes (as set out in the Minute Book, appendix 8 to the report) be approved.

The Assistant 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 January 2022.

Resolved

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

(2)          That the proposed changes in use of reserves as set out in the annex to the Minutes (as set out in the Minute Book) be approved.

(3)          That the revised fees and charge schedule as set out in the annex to the Minutes (as set out in the Minute Book) be approved.

Reasons

This report provides an update on progress made during January 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. Executive is recommended to agree a change in the use of reserves in accordance with the Council’s Reserves Policy and to agree the revised Con29 Fee for 2022/23 as set by Oxfordshire County Council.

Alternative options

Option 1: This report illustrates the Council’s performance against the 2021-22 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 not to reject the change of use, however, the request is in accordance with the councils Reserves Policy and within existing budgets.  If members chose not to agree to the changes in transfers to reserves then this would mean resource would need to be found for these projects separately in future years.

Report of Assistant Director – Growth and Economy and Assistant Director of Finance

Purpose of report

To inform the Executive of two decisions taken under urgency powers by the Chief Executive regarding (i) the approval of the adoption of the Additional Restrictions Grant policy 2022; and (ii) the defrayal of residual Additional Restrictions Grant funding to OxLEP.

Recommendations

The meeting is recommended:

1.1         To note the urgent decision taken by the Chief Executive to approve the adoption of the Council’s Additional Restrictions Grant policy 2022 (Appendix 1).

1.2         To note the urgent decision taken by the Chief Executive regarding the transfer of residual Additional Restrictions Grant funds to OxLEP (Exempt Appendix 2).

Resolved

(1)          That the urgent decision taken by the Chief Executive to approve the adoption of the Council’s Additional Restrictions Grant policy 2022 be noted.

(2)          That the urgent decision taken by the Chief Executive regarding the transfer of residual Additional Restrictions Grant funds to OxLEP be noted.

The Assistant Director – Growth and Economy and Assistant Director of Finance submitted a report to inform the Executive of two decisions taken under urgency powers by the Chief Executive regarding (i) the approval of the adoption of the Additional Restrictions Grant policy 2022; and (ii) the defrayal of residual Additional Restrictions Grant funding to OxLEP.

Resolved

(1)          That the urgent decision taken by the Chief Executive to approve the adoption of the Council’s Additional Restrictions Grant policy 2022 be noted.

(2)          That the urgent decision taken by the Chief Executive regarding the transfer of residual Additional Restrictions Grant funds to OxLEP be noted.

Reasons

In line with the Constitution, this report is informing Executive of two decision which were taken by the Chief Executive under urgency powers.

Alternative options

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

The following item contains exempt information as defined in the following paragraph 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.