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 Watkins, Leader of the Opposition, Labour Group to the meeting and invited her to indicate is she wished to speak on any item.

To confirm as a correct record the Minutes of the meeting held on 2 December 2024 and the reconvened meeting held on 5 December 2024.

The Minutes of the meeting held on 2 December 2024 and the reconvened meeting held on 5 December 2024 were agreed as correct records and signed by the Chairman.

To receive communications from the Chairman.

The Chairman made the following statement in response to the Government’s English Devolution White Paper, which had been published on 16 December 2024:

“The Cherwell Executive welcomes the English Devolution White Paper, which outlines the Government’s ambition “to shift power away from Whitehall into the hands of those who know their communities best.” We believe local government works best when it is close to the people it serves, champions important local issues and gives a democratic voice to the communities it represents. 

As the Government progresses with its proposals to reorganise local government for two-tier areas such as Oxfordshire, engaging in open discussions and exploring how local councils can maintain strong connections with their communities will be vital, and this commitment to dialogue is the approach we seek to pursue here. As demonstrated by the work of district councils over the past several decades, the value of local connections cannot be overstated. 

At the same time, we recognise the Government’s focus on Mayoral Combined Authorities and the benefits of delivering at scale. Strong regional leadership, supported by a Combined Authority, has the potential to drive long-term vision, create integrated transport systems, and deliver economic benefits that support growth and prosperity across wider areas. These are opportunities that, if delivered effectively with the input of district councils to ensure local voices are heard, can directly benefit Cherwell and Oxfordshire.

While these proposals are still in the early stages, with many details yet to be clarified, it is clear they bring both opportunities and challenges. We are carefully considering what the proposals could mean for our communities, services, and decision-making in our local area and across Oxfordshire. As a modern and forward-thinking council, our goal at Cherwell is to work effectively with our neighbouring councils to shape a future structure that will deliver meaningful benefits to residents.

We firmly believe in the power of local government to create positive change and improve places, lives, and opportunities for the people we serve. As devolution moves forward, local government must continue to act in the best interests of residents and deliver the quality public services they expect. What is crucial now is that we engage swiftly and meaningfully with this process, ensuring we get the future right for our communities in this time of significant change for local authorities.”

Report of Corporate Director Resources and Transformation

Purpose of report

To outline a fourth phase of work to progress the Councils transformation programme and obtain approval to extend the contract with our partner to deliver this next phase.

Recommendations

The Executive resolves to:

1.1         Award a short contract extension to PA Consulting  for a fourth phase and final phase of work to the value of £ 116,090.

1.2         Approve the transfer of £116,090 from the reserves earmarked for transformation, to fund this additional phase of work.

1.3         Receive the “Case for Change” and associated outputs, once delivered, to consider whether and how to take forward the proposed transformation programme.

Resolved

(1)          That a short contract extension be awarded to PA Consulting  for a fourth phase and final phase of work to the value of £116,090.

(2)          That the transfer of £116,090 from the reserves earmarked for transformation, to fund this additional phase of work be approved.

(3)          That it be agreed to receive the “Case for Change” and associated outputs, once delivered, to consider whether and how to take forward the proposed transformation programme.

The Corporate Director Resources and Transformation submitted a report to  outline a fourth phase of work to progress the Councils transformation programme and obtain approval to extend the contract with our partner to deliver this next phase.

In considering the report, Executive Member commented on the importance of evaluating where interactive AI could be used to make the council more effective. In response to Executive Member comments regarding the feasibility of the transformation programme with current staffing levels and whether the proposals would be flexible enough for future devolution, the Chief Executive advised that the skills and resources needed to undertake the work properly would be reviewed and it may be necessary to bring skills in. The Corporate Director Resources and Transformation explained that the programme of work could be adapted to allow for shorter term gains.

On behalf of Executive, the Portfolio Holder for Resources thanked staff for their hard work on the project.

Resolved

(1)            That a short contract extension be awarded to PA Consulting  for a fourth phase and final phase of work to the value of £116,090.

(2)            That the transfer of £116,090 from the reserves earmarked for transformation, to fund this additional phase of work be approved.

(3)            That it be agreed to receive the “Case for Change” and associated outputs, once delivered, to consider whether and how to take forward the proposed transformation programme.

Reasons

The council has identified the key activities required to drive forward transformation. Maintaining momentum is essential to delivering transformation and achieving long-term financial sustainability.

The council possesses a significant amount of capability and knowledge with regard to service delivery and this will be key to transformation. Supported by the expertise and capacity of a trusted partner will ensure that the council is best placed to drive this next phase of transformation forward whilst also achieving best value.

Alternative options

Option 1: Undertake a new competitive procurement exercise for the key deliverables outlined in the Case for Change. The council could undertake a new competitive procurement exercise.

Benefits

·       Would give other suppliers an opportunity to tender for this work.

Dis-benefits

·       A new partner would lack the tacit knowledge and understanding that the current partner has gained through the initial three phases of work.

·       A competitive procurement exercise would take at least 4-weeks to undertake once Executive approval obtained on 6 January 2025, require more council resources and lead to a loss in momentum.

·       A new procurement exercise is unlikely to attract much interest from suppliers as only two including our current partner tendered for the original contract and the other party (if interested) is unlikely to be happy to follow another suppliers approach and they would be required to pick up where they left.

·       Opportunity for current partner to challenge this process (phase 4) as it was scoped as an option in their existing contract

This option was discounted due to the dis-benefits outweighing the benefits.

Option 2: Progress with existing resources and without external expertise
Benefits

·       No immediate budget  ...  view the full minutes text for item 85.

Report of Assistant Director Wellbeing and Housing

Purpose of report

To seek approval for a new Housing Allocations Scheme.

Recommendations

The Executive resolves:

1.1     To approve the new Housing Allocations Scheme.

Resolved

(1)          That the new Housing Allocations Scheme be approved.

The Assistant Director Wellbeing and Housing submitted a report to seek approval for a new Housing Allocations Scheme.

In considering the report, Executive members thanked officers for their work on the Scheme and commended the changes, highlighting the creatin of a banding for survivors of domestic abuse and increased priority for armed forces personnel.

Resolved

(1)          That the new Housing Allocations Scheme be approved.

Reasons

It is important that the Council has up to date policies and procedures for its statutory and key service areas and it is important that they are legislatively and operationally sound. A periodic review of policies is therefore appropriate.

Alternative options

Option 1: Not bring forward a new Allocations Scheme. This is rejected as it is important that the Council has Policies that are up to date with legislation and can respond to current challenges. 

Report of Assistant Director Property

Purpose of report

To promote an off-street Traffic Regulation Order on land the Council owns and has responsibility for outside the entrances to Franklin House including the Travelodge Hotel in order to mitigate the risks to the public at large and to the Council itself caused by unsafe parking and traffic movements in the area.

Recommendations

The Executive resolves:

1.1           To approve the promotion of an off-street Traffic Regulation Order on land the Council owns and has responsibility for outside the entrances to Franklin House including the Travelodge Hotel in order to mitigate the risks to the public at large and to the Council itself caused by unsafe parking and traffic movements in the area.

1.2           To authorise the Assistant Director Property to start formal consultation on the proposed off-street Traffic Regulation Order, and, following due consideration of any representations received at the consultation stage and in consultation with the Monitoring Officer and relevant portfolio holder, to make any decisions and exercise all powers necessary in respect of whether or not to make and/or seal the proposed Order.

Resolved

(1)            That the promotion of an off-street Traffic Regulation Order on land the Council owns and has responsibility for outside the entrances to Franklin House including the Travelodge Hotel be approved in order to mitigate the risks to the public at large and to the Council itself caused by unsafe parking and traffic movements in the area.

(2)            That the Assistant Director – Property be authorised to start formal consultation on the proposed off-street Traffic Regulation Order, and, following due consideration of any representations received at the consultation stage and in consultation with the Monitoring Officer and the Portfolio Holder for Neighbourhood Services, to make any decisions and exercise all powers necessary in respect of whether or not to make and/or seal the proposed Order.

The Assistant Director Property submitted a report to promote an off-street Traffic Regulation Order on land the Council owns and has responsibility for outside the entrances to Franklin House including the Travelodge Hotel in order to mitigate the risks to the public at large and to the Council itself caused by unsafe parking and traffic movements in the area.

Resolved

(1)            That the promotion of an off-street Traffic Regulation Order on land the Council owns and has responsibility for outside the entrances to Franklin House including the Travelodge Hotel be approved in order to mitigate the risks to the public at large and to the Council itself caused by unsafe parking and traffic movements in the area.

(2)            That the Assistant Director – Property be authorised to start formal consultation on the proposed off-street Traffic Regulation Order, and, following due consideration of any representations received at the consultation stage and in consultation with the Monitoring Officer and the Portfolio Holder for Neighbourhood Services, to make any decisions and exercise all powers necessary in respect of whether or not to make and/or seal the proposed Order.

Reasons

Approval of the promotion of an off-street Traffic Regulation Order as described will remove obstructions caused by unregulated parking and obstructions to traffic needing to access service areas.

This will improve safety for pedestrians and ensure that the existing taxi drop offs and disabled parking space are accessible and available to use.

The costs associated with promoting and implementing the Traffic Regulation Order can be met from existing budgets. Enforcement of this Off-Street Traffic Regulation Order and issue of Penalty Charge Notices will be carried out by Oxfordshire County Council at no additional cost to the Council.

Alternative options

Option 1: Do nothing.

This option has been rejected. Not promoting the off-street Traffic Regulation Order means proper enforcement to manage parking will not be available and car users will continue to abuse parking. Furthermore, the Council runs the risk of possible claims from the public if an accident were to happen.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

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

1.2         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.

1.3         To approve to virement of £1.031m from Policy Contingency to services for the Cost of Living award for 2024/25 as agreed in November.

1.4         To approve the allocation of £0.500m Policy Contingency to cover the cost of appeals.

Resolved

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

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

(3)          That the virement of £1.031m from Policy Contingency to services for the Cost of Living award for 2024/25 as agreed in November be approved.

(4)          That the allocation of £0.500m Policy Contingency to cover the cost of appeals be approved.

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

Resolved

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

(2)            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.

(3)            That the virement of £1.031m from Policy Contingency to services for the Cost of Living award for 2024/25 as agreed in November be approved.

(4)            That the allocation of £0.500m Policy Contingency to cover the cost of appeals be approved.

Reasons

The report updates 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.

Report of Assistant Director Finance (Section 151 Officer)

Purpose of report

To provide Council tax Base for 2025/26.

Recommendations

The Executive resolves to

1.1           Approve the report of the Assistant Director of Finance for the calculation of the Council’s Tax Base for 2025/26.

1.2           Agree 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 2025/26 shall be 59,853.6.

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 2025/26 in respect of special items shall be as indicated in the column titled Tax Base 2025/26.

1.4           Agree for the Flood Defence Areas which form part of its area, the amount calculated as the Council Tax Base for the year 2025/26 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 2025/26 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 2025/26 shall be 59,853.6.

(3)          That it be agreed that for the parishes which form part of its area shown in Appendix 1 to the report, the amount calculated as the Council Tax Base for the year 2025/26 in respect of special items shall be as indicated in the column titled Tax Base 2025/26.

(4)          That it be agreed that for the Flood Defence Areas which form part of its area, the amount calculated as the Council Tax Base for the year 2025/26 for the purposes of levies on Oxfordshire County Council by River Authorities, shall be:

The Assistant Director Finance (Section 151 Officer) submitted a report to  provide the Council tax Base for 2025/26.

Resolved

(1)            That the report of the Assistant Director of Finance for the calculation of the Council’s Tax Base for 2025/26 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 2025/26 shall be 59,853.6.

(3)            That it be agreed that for the parishes which form part of its area (as 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 2025/26 in respect of special items shall be as indicated in the column titled Tax Base 2025/26.

(4)            That it be agreed that for the Flood Defence Areas which form part of its area, the amount calculated as the Council Tax Base for the year 2025/26 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 taxbase in order for them (and the Council) to set their budgets for 2025/26.

Alternative options

There are no alternative options. The Council has to set a tax base in order to set its council tax for 2025/26.