Agenda, decisions and minutes

There were no declarations of interest.

The Chairman to report on any requests to submit petitions or to address the meeting.

There were no petitions or requests to address the meeting.

To confirm as correct records the minutes of the meetings held on 15 October and 12 November 2024.

The minutes of the meetings of the Committee held on 15 October and 12 November 2024 were agreed as correct records and signed by the Chairman.

To receive communications from the Chairman.

The Chairman drew members attention to an email sent from the Monitoring Officer regarding two webinars  on Overview and Scrutiny.

The first was on Thursday 12 December run by the Local Government Association and the second was on Thursday 20 February 2025, run by the Centre for Governance and Scrutiny

Members were invited to register their interest, and details would then be forwarded by officers after the meeting.

There were no items of urgent business.

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.

Should Members decide not to make a decision in public, they are recommended to resolve as follows:

“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 grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, 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.”

A public supplement to the agenda was published on Monday 25 November. It was therefore not necessary to exclude the public and press for this item.

The Overview and Scrutiny Committee considered a report of the Assistant Director Planning and Development on the draft proposed Cherwell Local Plan 2042 at its extraordinary meeting on 12 November 2024.

At the meeting, the Committee requested that the following supporting documents be submitted to this meeting for consideration prior to submission to Executive on 2 December 2024.

a1)      Draft Sustainability Appraisal Non-technical Summary

a2)      Draft Sustainability Appraisal WIP

b)         Draft WIP Habitats Regulation Assessment

c)         the Health and Equalities Impact Assessment

d)         Interim Duty to Cooperate Statement

e)        Local Plan Appendix 4 - Strategic Gaps associated with Banbury, Bicester and Heyford Park: Key Characteristics and Recommendations 

All documents listed above are exempt. Due to the size of the exempt documents, they are supplements to the main agenda.

The Committee was advised at the 12 November meeting that the Heritage Impact Assessment was published and is available on the Cherwell District Council website.

Recommendations

The Overview and Scrutiny Committee resolves:

 1.1        To review the exempt supplementary documents and identify any comments for consideration by the Executive at its meeting on 2 December 2024.

The draft versions of these documents were previously published as Exempt papers with the original agenda publication, for the reasons set out in that agenda, but have subsequently been finalised and made available for publication on Monday 25 November. 

Resolved  

(1)       To adjourn the Proposed Local Plan 2042 to allow members 5 clear days to read the public supplements published on the 25 November.

The Assistant Director Planning and Development and Monitoring Officer addressed the meeting to request an adjournment of Proposed Local Plan 2042 to allow members the 5 clear days to read the public supplements published on the 25 November.

Members then discussed the officers request and agreed to adjourn the agenda item on the Proposed Local Plan 2042 to be held at a later date to allow time to review the published supplements. It was requested that officers follow up with members to arrange a date best suited to reconvene the meeting.

The Committee to resolve to readmit the press and public.

A public supplement to the agenda was published on Monday 25 November. It was therefore not necessary to exclude and readmit the public and press for this item.

Presentation of Assistant Director - Wellbeing and Housing (Attached)

Purpose of report

To update members on the safeguarding self-assessment ahead of review in February 2025.

Recommendations

The Overview and Scrutiny Committee resolves:

1.1       To consider and comment on the presentation.

Resolved 

(1)  That having given due consideration, the Council’s Report on Safeguarding and the annual return be noted.

Officers gave a verbal presentation on the Safeguarding Self-assessment 2024 and highlighted that it was on hold whilst the Safeguarding Partnership was agreed and that the boards would be replaced by a Designated Safeguarding Partnership & Lead Safeguarding Partnership.

Officers gave an overview of the work carried out year to date, highlighting key challenges and successes achieved as well as statistics on the internal “See it Report it” (SIRI) and the reporting of safeguarding concerns.

In response to a question regarding completion of member safeguarding training the Assistant Director – Housing and Wellbeing explained that training was ongoing and that officers were working with members to ensure sufficient training was provided.

Members also took the opportunity to thank officers for their hard work and dedication.

Resolved 

(1)  That having given due consideration, the Council’s Report on Safeguarding and the annual return be noted.

Report of Assistant Director – Customer Focus

Purpose of report

To report to the committee the council’s performance position at the end of Quarter 2 2024-25.

Recommendations

The Overview and Scrutiny resolves:

1.1       To consider and note the contents of the council’s performance Quarter 2 report.

Resolved 

(1)       That having given due consideration, the Council’s Performance Monitoring Report Quarter 2 2024 - 2025 be noted.

The Committee considered a report from the Assistant Director – Customer Focus that detailed the council’s performance position at the end of quarter 2 2024-2025.  

In introducing the report, the Portfolio Holder for Corporate Services advised that of the 17 business plan measures with set targets, 14 were either achieved or within the agreed tolerance, one was slightly behind target, and two behind target. The two measures that were operating behind target related temporary accommodation where 77 households were reported in temporary accommodation against the maximum target of 45, and that the net additional housing completions to meet Cherwell needs where 307 housing completions (provisional) were reported against a target of at least 571 for the first half of the year.

In response to a question asking for more detailed figures in the rise of people in temporary accommodation and the support provided to single people with complex needs facing evictions from home office accommodation the Assistant Director – Housing and Wellbeing explained that residents who have not intentionally made themselves homeless are eligible to apply for emergency temporary accommodation, and that the process was designed to aid those with complex needs. With regards to more detailed figures, it was explained that due to the complexity and flux of homelessness applications detailed figures as to specific rise in reasons for homelessness are difficult to pinpoint.

In relation to a question on unmet housing needs, noting the position of 307 provisional housing completionsagainst the target of at least 571 for the first half of 2024, and whether it was due for concern, the Assistant Director Planning and Development explained that it was a concern, and that it is due to many complex site specific challenges related to infrastructure and the housing needs of neighbouring authorities. It was also stated that the Councils position reflects national trends in unmet housing needs.

Resolved 

(1)       That having given due consideration, the Council’s Performance Monitoring Report Quarter 2 2024 - 2025 be noted.

An update on the Equality, Diversity and Inclusion, Food Insecurity and Climate Action Scrutiny Working Groups since the last Overview and Scrutiny Committee on 15 October 2024. 

Recommendation   

The Overview and Scrutiny Committee resolves: 

1.1       To note the Scrutiny Working Groups update.

1.2       To agree the terms of reference for the Climate Action Scrutiny Working Group, as set out in Appendix 1 of the briefing note.

Resolved 

(1) That the Scrutiny Working Groups update be noted.

(2) That the terms of reference for the Climate Action Scrutiny Working Group be agreed.

(3)  That the terms of reference for the Equality, Diversity and Inclusion Scrutiny Working Group be agreed.

(4)  That a Scrutiny Working Group be established to consider Planning Application Appeals, and the terms of reference be agreed, as follows: -

i).    To consider a report from the Assistant Director Planning and Development on planning application appeals performance monitoring.

ii).   To consider the main planning policy issues in relation to planning application refusals and planning decisions overturned at appeal.

iii).  To consider the main reasons for planning application refusals for planning decisions overturned at appeal.

iv).To consider the cost implications to the Council.

v).  To consider any lessons learned from planning applications that might inform planning policy and practise.

(5)  That a Scrutiny Working Group be established to consider Resettlement and Migration, and the terms of reference be agreed, as follows: -

i).    To consider a report of the Assistant Director Wellbeing and Housing on resettlement and migration.

ii).   To consider the Council's resettlement activities throughout the year to identify successes and challenges in the council's policy and approach.

The chair provided an update on the Equality, Diversity and Inclusion, Food Insecurity and Climate Action Scrutiny Working Groups since the last Overview and Scrutiny Committee on 15 October 2024. 

The Interim Principal Scrutiny Officer, gave a brief update on the first meeting of the Climate action and EDI working groups, advising the appointment of Councillor Grace Conway-Murray as Chair and Councillor John Broad as Vice-chair of the Climate Action Working Group, and advising the appointment of Councillor Rebecca Biegel as the Chair and Councillor Gemma Coton as Vice-Chair of the EDI working Group. An update was then provided on the focus and scope of the Working Groups for 2024 – 2025, which was set out in the respective terms of reference submitted to the Overview and Scrutiny Committee for agreement. 

Members then agreed to a request by officers to alleviate the density of the remaining work programme items that dedicated sub-working groups be appointed to meet and provide updates to the committee on the following subjects –

• Planning Application Appeals
• Resettlement and Migration Annual Report

Resolved 

(1)       That the Scrutiny Working Groups update be noted.

(2)       That the terms of reference for the Climate Action Scrutiny Working Group be agreed.

(3)       That the terms of reference for the Equality, Diversity and Inclusion Scrutiny Working Group be agreed.

(4)       That a Scrutiny Working Group be established to consider Planning Application Appeals, and the terms of reference be agreed. as follows:-

i).    To consider a report from the Assistant Director Planning and Development and on planning application appeals performance monitoring.

ii).   To consider the main planning policy issues in relation to planning application refusals and planning decisions overturned at appeal.

iii).  To consider the main reasons for planning application refusals for planning decisions overturned at appeal.

iv).To consider the cost implications to the Council.

v).  To consider any lessons learned from planning applications that might inform planning policy and practise.

(5)       That a Scrutiny Working Group be established to consider Resettlement and Migration, and the terms of reference be agreed. , as follows:-

i).    To consider a report of the Assistant Director Wellbeing and Housing on resettlement and migration.

ii).   To consider the Council's resettlement activities throughout the year to identify successes and challenges in the council's policy and approach.

An update on the Overview and Scrutiny Work Programme 2024/25.

Recommendation

The Overview and Scrutiny Committee resolves: 

1.1       To consider and agree the Scrutiny Work Programme 2024/2025 update.

Resolved 

(1)   That the updated Scrutiny Work Programme 2024/2025 be agreed.

i).    Add item on the sale of Bodicote House with the report from the Corporate Director for Resources and Transformation for consideration at the next meeting.

ii).   Remove the item on Council Owned Companies (Graven Hill and Crown House) from 11 March 2025 and referred for possible consideration by the committee in the next municipal year.

The Chair provided an update on Committee’s Work Programme 2024-25 advising that due to time constraints and officer availability there had been some changes to the proposed Work Programme the changes were set out as below –

• New Council Offices at Castle Quay (Exempt item) - Moved from 26 November to 28 January 2025

• Transformation Programme - Moved from 28 January 2025 to 11 March 2025

• Planning Application Appeals – delegated to dedicated sub-working group meeting TBC

• Resettlement and Migration Annual Report – delegated to dedicated sub-working group meeting TBC

Resolved 

(1)   That the updated Scrutiny Work Programme 2024/2025 be agreed. as set out in the report, with the following amendments:-

i).    To include an item on the sale of Bodicote House with the report from the Corporate Director for Resources and Transformation for consideration at the next meeting.

ii).   To remove the item on Council Owned Companies (Graven Hill and Crown House) from 11th of March 2025 and referred for possible consideration by the committee in the next municipal year.

iii).  In addition to the new scrutiny working groups already agreed on Planning Application Appeals and Resettlement and Migration to agree the work programme as set out in the report.