Agenda, decisions and draft minutes

There were no declarations of interest.

There were no petitions or requests to address the meeting.

The Chairman welcomed Councillor Crichton, Deputy Leader of the Opposition, Labour Group, and Councillor Creed, Chair of the Overview and Scrutiny Committee, to the meeting and invited them to indicate is they wished to speak on any item.

To confirm as a correct record the Minutes of the meeting held on 4 November 2024.

The minutes of the meeting held on 4 November 2024 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman advised that he and the Deputy Leader had visited Castle Quay earlier that day to see the fitting out of the new council offices. It had been an interesting visit and they were pleased to see everything was on track.

** Due to the size of the documents, to assist access, the appendices are published as a supplement to the main agenda pack **

Report of Assistant Director Growth and Economy

Purpose of report

To seek approval of the Public Realm Strategy Frameworks for Banbury, Bicester and Kidlington by Executive for inclusion within  the evidence base for the Local Plan and as guidance for the Area Oversight Groups.

For the avoidance of doubt, the Frameworks are presented as high level policy documents. The Frameworks’ suggested public realm interventions are therefore aspirational at this stage and do not have funding allocated to them, with the exception of the three projects which are currently being developed for (i) Bicester Market Place; (ii) Bicester Bure Place and (iii) Kidlington High Street.

Recommendations

The Executive resolves:

1.1           To approve the inclusion of the Public Realm Strategy Frameworks for Banbury, Bicester and Kidlington as part of the evidence base for the Local Plan and as guidance for the Area Oversight Groups.

1.2           To agree delegated authority for the Assistant Director for Growth and Economy, in consultation with the Portfolio Holder for Finance, Property and Regeneration, to arrange the final presentation of the Plan and make any necessary minor amendments to it, including any typographic or formatting errors prior to publication.

Resolved

(1)            That the inclusion of the Public Realm Strategy Frameworks for Banbury, Bicester and Kidlington as part of the evidence base for the Local Plan and as guidance for the Area Oversight Groups be approved.

(2)            That delegated authority for the Assistant Director for Growth and Economy, in consultation with the Portfolio Holder for Finance, Property and Regeneration, to arrange the final presentation of the Frameworks and make any necessary minor amendments to it, including any typographic or formatting errors prior to publication, be agreed.

The Assistant Director Growth and Economy submitted a report to seek approval of the Public Realm Strategy Frameworks for Banbury, Bicester and Kidlington by Executive for inclusion within  the evidence base for the Local Plan and as guidance for the Area Oversight Groups.

In introducing the report, the Portfolio Holder for Finance, Property and Regeneration explained that the Frameworks were presented as high level policy documents. The Frameworks’ suggested public realm interventions were therefore aspirational at this stage and didnot have funding allocated to them, with the exception of the three projects which were currently being developed for (i) Bicester Market Place; (ii) Bicester Bure Place and (iii) Kidlington High Street.

Resolved

(1)          That the inclusion of the Public Realm Strategy Frameworks for Banbury, Bicester and Kidlington as part of the evidence base for the Local Plan and as guidance for the Area Oversight Groups be approved.

(2)          That delegated authority for the Assistant Director for Growth and Economy, in consultation with the Portfolio Holder for Finance, Property and Regeneration, to arrange the final presentation of the Frameworks and make any necessary minor amendments to it, including any typographic or formatting errors prior to publication, be agreed.

Reasons

The Public Realm Strategy Frameworks for Banbury, Bicester and Kidlington (urban centres) identify the constraints and opportunities facing Cherwell’s three urban centres and propose a number of key public realm interventions for each urban centre. 

Executive’s approval of the Strategy Frameworks will enable the Frameworks to sit as guidance within the evidence base for the draft Local Plan 2042 and act as guidance for the Area Oversight Groups, with the Frameworks’ suggested interventions for public realm improvements to be considered for inclusion in the development of the future Area Plans for Banbury; Bicester; and the Four Parishes area (Kidlington, Water Eaton, Begbroke and Yarnton).

Alternative options

Option 1:  The Council could decide not to approve the Frameworks for use as guidance. If this option is chosen, the Frameworks would not be approved as Executive guidance and added to the evidence base for the Local Plan Review, nor would the Frameworks be used as guidance by the Area Oversight Groups.

** Due to the size of the documents, to assist access, the appendices are published as a series of supplements to the main agenda pack **

Report of Assistant Director Planning and Development

Purpose of report

To seek approval of the Proposed Cherwell Local Plan 2042 for the purpose of inviting representations.

Recommendations

The Executive resolves:

1.1           To consider the comments made by the Overview and Scrutiny Committee on 12 November 2024 (Appendix 8a) and 26 November 2024 (Appendix 8b – to follow).

1.2           To agree that the Proposed Cherwell Local Plan 2042 at Appendix 1 be approved for the purpose of inviting representations under Regulations 19 and 20 of The Town and Country Planning (Local Planning) (England) Regulations 2012 (as amended).

1.3           To agree that the Assistant Director – Planning and Development be authorised to approve the final presentation of the Plan and to make any necessary minor administrative amendments and corrections to it prior to formal publication and in consultation with the Portfolio Holder for Planning and Development.

1.4           To agree that the Assistant Director – Planning and Development be authorised to publish any necessary supporting documents, including an Infrastructure Delivery Plan, and other background papers in consultation with the Portfolio Holder for Planning and Development.

Consideration of item adjourned to 1pm on Thursday 5 December 2024, due to adjournment of Overview & Scrutiny Committee (OSC) to 6pm on Wednesday 4 December 2024 to enable Executive to consider comments from OSC.

The Assistant Director Planning and Development submitted a report to seek approval of the Proposed Cherwell Local Plan 2042 for the purpose of inviting representations.

The Chairman advised that the Overview and Scrutiny Committee (OSC) had considered the proposed Cherwell Local Plan 2042 at their extraordinary meeting on 12 November and scheduled meeting on 26 November. The Committee had adjourned their consideration of the proposed Cherwell Local Plan 2042 to 6pm on Wednesday 4 December. As it was extremely important for Executive to have all comments from OSC prior to their own deliberations, the Chairman proposed that Executive consideration of the proposed Cherwell Local Plan 2042 be adjourned to 1pm on Thursday 5 December. The proposal was duly seconded by Councillor Conway and, on being put to the vote, agreed unanimously.

Resolved

(1)          That consideration of this item be adjourned to 1pm on Thursday 5 December 2024, due to adjournment of Overview & Scrutiny Committee (OSC) to 6pm on Wednesday 4 December 2024 to enable Executive to consider comments from OSC.

Report of Assistant Director Planning and Development

Purpose of report

To seek approval of an updated Local Development Scheme (LDS) to produce the Council’s key planning policy documents.

Recommendations

The Executive resolves:

1.1           To approve  the updated Local Development Scheme (LDS)  presented at Appendix 1 be approved.

Consideration of item adjourned to 1pm on Thursday 5 December 2024, due to adjournment of Executive consideration of item 8, Proposed Cherwell Local Plan 2042, as this item is linked to item 8.

The Assistant Director Planning and Development submitted a report to seek approval of an updated Local Development Scheme (LDS) to produce the Council’s key planning policy documents.

The Chairman advised that as the meeting had adjourned consideration of the proposed Cherwell Local Plan 2042, as the Local Development Scheme was linked to this item, he proposed that Executive consideration of the Local Development Scheme also be adjourned to 1pm on Thursday 5 December. The proposal was duly seconded by Councillor Conway and, on being put to the vote, agreed unanimously.

Resoved

(1)          That consideration of the Local Development Scheme (LDS) be adjourned to 1pm on Thursday 5 December 2024, due to the adjournment of Executive consideration of the proposed Cherwell Local Plan 2042, as the LDS was linked to the proposed Cherwell Local Plan 2042. 

Report of Assistant Director Planning and Development

Purpose of report

To seek approval of the Council’s Infrastructure Funding Statement 2023-24 for publication by 31 December 2024.

Recommendations

The Executive resolves:

1.1     To approve the Infrastructure Funding Statement 23-24 at Appendix 1 for publication by 31 December 2024 subject to any final changes considered to be necessary by the Assistant Director – Planning and Development to secure accuracy in consultation with the Portfolio Holder for Planning and Development Management.

Resolved

(1)            That the Infrastructure Funding Statement 2023-2024 be approved for publication by 31 December 2024 subject to any final changes considered to be necessary by the Assistant Director – Planning and Development to secure accuracy in consultation with the Portfolio Holder for Planning and Development Management.

The Assistant Director Planning and Development submitted a report to seek approval of the Council’s Infrastructure Funding Statement 2023-24 for publication by 31 December 2024.

Resolved

(1)          That the Infrastructure Funding Statement 2023-2024 be approved for publication by 31 December 2024 subject to any final changes considered to be necessary by the Assistant Director – Planning and Development to secure accuracy in consultation with the Portfolio Holder for Planning and Development Management.

Reasons

The publication of an Infrastructure Funding Statement (IFS) is a statutory requirement that provides transparency and accessibility to information about developer contributions secured by the Council through Section 106 Agreements.

The report has been produced in collaboration with Financial Services and the information contained within it is considered to represent the most robust data available at this time.

Alternative options

Option 1: Not to bring forward and Infrastructure Funding Statement. This is not a lawful option and would leave the Council in breach of its statutory duty.

Option 2: Seek review of the key statistics and proposed Infrastructure Funding Statement. Officers consider that this is not required as the information is the most accurate and available at this time.

Report of Assistant Director Wellbeing and Housing

Purpose of report

To propose the utilisation of 15 rooms at Whately Hall, Banbury for use as temporary accommodation, continuing the current provision

Recommendations

The Executive resolves:

1.1     To approve the extension of the continuous booking of 15 rooms at the Whately Hall for use as temporary accommodation until the end of the financial year.

Resolved

(1)            That the extension of the continuous booking of 15 rooms at the Whately Hall for use as temporary accommodation until the end of the financial year be approved.

The Assistant Director Wellbeing and Housing submitted a report to propose the utilisation of 15 rooms at Whately Hall, Banbury for use as temporary accommodation, continuing the current provision.

Resolved

(1)          That the extension of the continuous booking of 15 rooms at the Whately Hall for use as temporary accommodation until the end of the financial year be approved.

Reasons

Extending the agreement with the Whately Hall would assist the Council in meeting the temporary accommodation responsibilities it has to homeless households until other options outlined within the report become available. Households are currently placed in the accommodation, so extending would give some certainty to those households in the short term regarding the location of their placement.

Alternative options

Option 1: To end the arrangement with the Whately Hall and end block bookings

This is an option. It would however not lead to an overall reduction in hotel placements. It would also mean that the households currently placed in the 15 rooms would require immediate rehousing in establishments that are not identified and would have to be sourced within the commercial hotel market. It would also not allow time for other options to become available. This is rejected.

Option 2: To end the arrangement with the Whately Hall and explore alternative options for a block booking.

The Council has explored making a block booking with commercial hotels within the last 3 months. The offer at the Whately Hall is considered favourably for the reasons outlined in the report. A wider procurement exercise could take place to ensure that the Council is certain it is receiving best value. Due to the fact that residents are placed at the hotel currently and due to the other factors outlined in the report, this is rejected at this point, but will be reviewed again within the next 3 months following a review of demand and supply or temporary accommodation.

It is anticipated that Town Centre House will be available from February 2025, based on current demand levels being maintained, it is not anticipated that the provision at Whately Hall will be required when Town Centre House is available.

Option 3: End the arrangement with the Whately Hall and do nothing.

If the Council did nothing, 15 households would require immediate rehoming in alternative temporary accommodation. This is highly likely to be another hotel. Many of these households would be housed in other hotels within Cherwell, but depending on availability, some may have to be housed out of the area. The issues with this approach for the Council and the households within temporary accommodation are outlined within the background of the report.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To enable members to consider the proposed banded scheme for Council Tax Reduction (CTR) for 2025/26.

Recommendations

The Executive resolves:

1.1           To note the contents of the report, and any financial implications for the Council.

1.2           To note the comments of Budget Planning Committee at Section 6.

1.3           To recommend to Council that the current scheme is retained for 2025/26.

Resolved

(1)            That the report, and financial implications for the Council be noted.

(2)            That the comments of Budget Planning Committee, which endorsed and recommended and unchanged Scheme, be noted.

(3)            That Full Council be recommended to agree to retain the current scheme for 2025/2026.

The Assistant Director Finance (Section 151 Officer) submitted a report to enable members to consider the proposed banded scheme for Council Tax Reduction (CTR) for 2025/26.

Resolved

(1)          That the report, and financial implications for the Council be noted.

(2)          That the comments of Budget Planning Committee, which endorsed and recommended and unchanged Scheme, be noted.

(3)          That Full Council be recommended to agree to retain the current scheme for 2025/2026.

Reasons

The current scheme is understood by customers and has enabled them to budget for their council tax payments. One of the main advantages of the banded scheme is that it reduces the number of changes that the customer will experience enabling more effective personal budgeting.

Budget Planning Committee considered the proposed CTRS scheme for 2025/26 at its meeting 16 July 2024 it resolved that the Executive be recommended to agree that the current scheme (adjusted for inflationary purposes ) be retained for 2025/26.

Alternative options

Option 1: The alternative option is to undertake a review of the current CTRS scheme but the rational for not taking this course of action is that the current scheme is understood by customers and has enabled them to budget for their council tax payments. The current scheme has also been recommended by the Budget Planning Committee.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To report to the committee the council’s forecast financial position as at the end of the October 2024.

Recommendations

The Executive resolves:

1.1           To consider and note the contents of the council’s financial management report as at the end of October 2024.

1.2           To approve the movements in reserves requested (Appendix 5).

1.3           To approve the reprofiling of capital projects beyond 2024/25 (section 4.2.3 and Appendix 1) and the subsequent update to the programme budget for this financial year 2024/25.

1.4           To approve the reduction in capital budget for S106 Development of Activity Play Zones from £0.600m to £0.142m to reflect the actual cost to the Council. The remaining £0.458m is to be met by the Football Foundation. 

Resolved

(1)          That the council’s financial management report as at the end of October 2024 be noted.

(2)          That the movements in reserves requested as set out in Appendix 5 to the report be approved.

(3)         That the reprofiling of capital projects beyond 2024/25 as set out at section 4.2.3 of the report and Appendix 1 to the report and the subsequent update to the programme budget for this financial year 2024/25 be approved.

(4)         That the reduction in capital budget for S106 Development of Activity Play Zones from £0.600m to £0.142m to reflect the actual cost to the Council be approved and it be noted that the remaining £0.458m is to be met by the Football Foundation. 

The Assistant Director Finance (Section 151 Officer) submitted a report which updated Executive on the council’s forecast financial position as at the end of the October 2024.

Resolved

(1)          That the council’s financial management report as at the end of October 2024 be noted.

(2)          That the movements in reserves requested as set out in the annex top the Minutes (as set out in the Minute Book) be approved.

(3)         That the reprofiling of capital projects beyond 2024/25 and the subsequent update to the programme budget for this financial year 2024/25 be approved.

(4)         That the reduction in capital budget for S106 Development of Activity Play Zones from £0.600m to £0.142m to reflect the actual cost to the Council be approved and it be noted that the remaining £0.458m is to be met by the Football Foundation. 

Reasons

The report updates the Executive on the projected year-end financial position of the council for 2024/25. 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 financial position up to the end of March 2025, therefore there are no alternative options to consider.

Having concluded the items of business, in line with the resolutions under items 8 and 9 (Minutes 71 and 72), at 7.20pm the Chairman adjourned the meeting to 1pm on Thursday 5 December for consideration of the Proposed Cherwell Local Plan 2042 and Local Development Scheme.