Agenda, decisions and minutes

There were no declarations of interest.

To receive communications from the Chair and/or the Leader of the Council.

Chair’s Engagements

A copy of the events attended by the Chair or the Vice-Chair was published with the agenda.

The Chair referred to recent correspondence regarding the postponement of her Chair’s Chairty lunch, which would now take place on 7 March at Exeter Hall, Kidlington. An updated invitation would be sent in the New Year.  

Meeting Length

Due to the length of the agenda, out of courtesy to other Members, the Chair asked Members to remain in their seat during items and advised, if needed, she  would adjourn the meeting to allow for a comfort break at a suitable point. 

Members’ Pigeon Holes

Members were reminded to check their pigeon hole and take any post.

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

Addresses may be presented by:

·       A Local Government elector for the area,

·       A person who is wholly or mainly resident in the area,

·       A Council Taxpayer or National Non-Domestic Ratepayer for the area

Addresses must be on an item on the Agenda before the meeting and not exceed 5 minutes. No person may address more than one meeting on any particular issue.

Requests to address the meeting (including the agenda item and reason for the address) should be submitted to democracy@cherwell-dc.gov.uk  The deadline for requests to address this meeting is noon on Friday 12 December.

The deadline to present a petition to this meeting has passed.

Full details of public participation at meetings is available in the Constitution.

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

To confirm as a correct record the Minutes of Council held on 20 October 2025 and the Special Council  held on 10 November 2025.

The minutes of the Council meeting held on 20 October 2025 and the Special Council meeting held on 10 November 2025 were agreed as a correct records and signed by the Chair.

a)       Minutes of Executive, Portfolio Holder Decisions and Executive Decisions not included in the 28 day notice

The Leader of the Council to formally propose that the minutes of the meetings of the Executive and Portfolio Holder Decisions as set out in the Minute Book (circulated separately) be received and to report that since the last meeting of Council at which this was reported on 20 October 2025, no key or exempt decisions have been taken by the Executive which were not included in the 28 day notice.

b)       Minutes of Committees

The Leader of the Council to formally propose that the minutes of committees as set out in the Minute Book (circulated separately) be received.

a)            Minutes of the Executive, Portfolio Holder Decisions and Executive Decisions made under Special Urgency

Resolved

That the minutes of the meeting of the Executive and Portfolio Holder decisions as set out in the Minute Book be received and that it be noted that since the last meeting of Council on 20 October 2025, no decisions have been taken by the Executive which were not included in the 28-day notice.

b)           Minutes of Committees

Resolved

That the minutes of Committees as set out in the Minute Book be received.

a)       Written Questions

          Four written questions have been submitted with advance notice in accordance with the Constitution. These are attached to the agenda.  The deadline for written questions has now passed.  

A written response to the questions will be published on the working day before the meeting.

The Member who submitted the written question may ask a supplementary question provided it is relevant to the reply and does not introduce any new matter. The Member to whom the question was addressed may reply to such supplementary question or undertake to reply in writing.

b)       Questions to the Leader of the Council

The Chair to invite questions to the Leader of the Council (including any matters arising from the minutes).

Following a response to their question being provided Members will be entitled to a follow up or supplementary question.

c)       Questions to Committee Chairs on the Minutes

The Chair to invite questions to Chairs of Committees on any matter arising from the minutes of their Committee (if any).

a) Written Questions

The Chair advised that four written questions, addressed to the Leader, had been submitted with advance notice in accordance with the Constitution and had been published with the agenda. Responses to the questions had been published as a supplement to the agenda (and as an annex to the Minutes as set out in the Minute Book).

The first question was from Councillor Reeves, regarding the illegal fly-tipping at Kidlington. By way of a supplementary question, Councillor Reeves sought clarification on the chronology of events, the Leader advised that this was a matter for the Environment Agency to respond to, but he would provide further information in writing. 

The second question was from Councillor Reeves, regarding Government funding. By way of a supplementary question, Councillor Reeves asked the Leader to comment on the implications for CDC if the anticipated 5% – 7.5% reduction were confirmed. The Leader referred to the written response that set out ways that the Executive was working with officers to address future budget challenges, including through the Cherwell Futures Programme and identifying savings to avoid reductions to frontline services. Consultation on budget proposal was currently underway and the scrutiny of budget proposals by Budget Planning Committee had taken place. Lobbying of Government would also continue.

The third question was from Councillor Reeves, regarding CCTC services across Oxfordshire. By way of a supplementary question, Councillor Reeves sought clarification as to why CDC had not yet committed if there were benefits to the council. The Portfolio Holder for Safer Communities, Councillor Parkinson, provided background and context to the negotiations since CDC had agreed to join the CCTV Partnership in September 2024. Discussions were ongoing regarding the draft agreement, and it was important that matters were satisfactorily addressed. The Chief Executive would be meeting the Police and Crime Commissioner the following day to reinforce the council’s commitment to finding a mutually acceptable way forward on behalf of our district and our residents.

The fourth question was from Councillor Roger, regarding the illegal fly-tipping at Kidlington. By way of a supplementary question, Councillor Rogers asked if the Leader could share any information regarding how the Environment Agency would fund clearing the site and if it would result in cuts elsewhere. The Leader undertook to respond in writing.

b) Questions to the Leader of the Council

Questions were asked and answers received on the following issues:

Councillor Rogers: Local Government Reform

Councillor Dr Okeke: Garages on Evenlode, Ruscote Estate 

Councillor Biegel: Flytipping

Councillor Clarke MBE: Safety of pedestrians in Banbury town centre

Councillor Coton: Campsfield House Immigration Detention Centre on Langford Lane in Kidlington

Councillor Sibley: TVP Forensic Laboratory Building - Parking of Construction Vehicles

Councillor Sibley: A4095 Realigned Howes Lane Bicester

Councillor Mallon: Historic Banbury Borough Council Minute Books

Councillor Rogers: Discussion with Leader and CDC representative on the Joint Health Overview and Scrutiny Committee

Councillor Wood: Potential move to three-weekly residual waste collection

c) Questions to Committee Chairs on the Minutes

There were no questions to Committee  ...  view the full minutes text for item 52.

Report of Assistant Director of Finance (Section 151)

Purpose of report

To enable Members to consider the proposed banded scheme for Council Tax Reduction (CTR) for 2026/27.

Recommendations

Council resolves:

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

1.2           To approve:

·       The option of no change to the Council Tax Reduction Income Banded Scheme for Working Age Applicants for 2026/27

·       To amend Working Age Regulations in line with annual uprating and to amend the Council Tax Regulations for pensioners in line with uprating announced by Department for Levelling Up Housing and Communities.

Resolved

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

(2)            That the option of no change to the Council Tax Reduction Income Banded Scheme for Working Age Applicants for 2026/27 be approved and the Working Age Regulations be amended in line with annual uprating and Council Tax Regulations be amended for pensioners in line with uprating announced by Department for Levelling Up Housing and Communities.

The Assistant Director of Finance (Section 151) submitted a report to enable Members to consider the proposed banded scheme for Council Tax Reduction (CTR) for 2026/27.

Resolved

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

(2)            That the option of no change to the Council Tax Reduction Income Banded Scheme for Working Age Applicants for 2026/27 be approved and the Working Age Regulations be amended in line with annual uprating and Council Tax Regulations be amended for pensioners in line with uprating announced by Department for Levelling Up Housing and Communities.

Report of Assistant Director Law and Governance and Monitoring Officer

Purpose of report

Council is asked to consider and agree the proposed calendar of meetings for the municipal year 2026/2027 (Appendix 1). 

Recommendations

Council resolves:

1.1     To approve the calendar of meetings for Cherwell District Council for the municipal year 2026/2027 (Appendix 1).

The Assistant Director Law and Governance and Monitoring Officer submitted a report for Council to consider and agree the proposed calendar of meetings for the municipal year 2026/2027. 

Resolved

(1)            That the calendar of meetings for Cherwell District Council for the municipal year 2026/2027 (annex to the Minutes as set out in the Minute Book) be approved.

Report of Monitoring Officer

Purpose of report

To appoint a second Independent Person to the Accounts, Audit and Risk Committee.

Recommendations

Council resolves:

1.1           To endorse the appointment of Nelly Lukwo as an Independent Person, to be appointed for a four-year term expiring on the date of the December Council meeting in 2029 and to delegate authority to the Monitoring Officer to make the appointment.

1.2           To note that the appointment may be renewable in 2029 for a further term of four years subject to the Independent Person wishing to continue in the role and Council agreeing the renewal of the appointment.

Resolved

(1)            That the appointment of Nelly Lukwo as an Independent Person, to be appointed for a four-year term expiring on the date of the December Council meeting in 2029, be endorsed and authority be delegated to the Assistant Director Law and Governance and Monitoring Officer to make the appointment.

(2)            That it be noted that the appointment may be renewable in 2029 for a further term of four years, subject to the Independent Person wishing to continue in the role and Council agreeing the renewal of the appointment.

The Monitoring Officer submitted a report to appoint a second Independent Person to the Accounts, Audit and Risk Committee.

Resolved

(1)            That the appointment of Nelly Lukwo as an Independent Person, to be appointed for a four-year term expiring on the date of the December Council meeting in 2029, be endorsed and authority be delegated to the Assistant Director Law and Governance and Monitoring Officer to make the appointment.

(2)            That it be noted that the appointment may be renewable in 2029 for a further term of four years, subject to the Independent Person wishing to continue in the role and Council agreeing the renewal of the appointment.

Report of Assistant Director of Law and Governance and Monitoring Officer

Purpose of report

To appoint statutory Independent Persons as part of the standards arrangements.

Recommendations

Council resolves:

1.1     To appoint Tom Edwards and Terry Williams as Independent Persons for a four-year term expiring on the date of the December Council meeting in 2029.

Resolved

(1)            That Tom Edwards and Terry Williams be appointed as Independent Persons for Standards for a four-year term expiring on the date of the December Council meeting in 2029.

The Assistant Director of Law and Governance and Monitoring Officer submitted a report to appoint statutory Independent Persons as part of the standards arrangements.

Resolved

(1)            That Tom Edwards and Terry Williams be appointed as Independent Persons for Standards for a four-year term expiring on the date of the December Council meeting in 2029.

Report of Assistant Director Property

Purpose of report

That the utilisation of Capital Programme funds of £1.65 Million to undertake landlords works to ensure a fit for purpose watertight roof to mitigate loss of rent and further claims from occupiers at Castle Quay Banbury be approved.

Recommendations

Council resolves:

1.1     To approve the utilisation of Capital Programme funds of £1.65m to undertake landlords works to ensure a fit for purpose watertight roof to mitigate loss of rent and further claims from occupiers at Castle Quay, Banbury.

Resolved

(1)            That the utilisation of Capital Programme funds of £1.65m to undertake landlords works to ensure a fit for purpose watertight roof to mitigate loss of rent and further claims from occupiers at Castle Quay, Banbury be approved.

The Assistant Director Property submitted a report which sought approval of the utilisation of Capital Programme funds of £1.65 Million to undertake landlords works to ensure a fit for purpose watertight roof to mitigate loss of rent and further claims from occupiers at Castle Quay Banbury.

Resolved

(1)            That the utilisation of Capital Programme funds of £1.65m to undertake landlords works to ensure a fit for purpose watertight roof to mitigate loss of rent and further claims from occupiers at Castle Quay, Banbury be approved.

Report of Assistant Director of Finance (Section 151 Officer)

Purpose of report

To provide information on treasury management performance and compliance with treasury management strategy for 2024-25 as required by the Treasury Management Code of Practice.

To demonstrate that all treasury management activities undertaken during the reporting period complied with the CIPFA Code of Practice and the council’s approved Treasury Management Strategy.

Recommendations

Council resolves:

1.1           To note the contents of this Treasury Management mid-year review as  recommended by the Accounts, Audit and Risk Committee on the 19 November 2025.

Resolved

(1)            That the Treasury Management mid-year review, as  recommended by the Accounts, Audit and Risk Committee on the 19 November 2025, be noted.

The Assistant Director of Finance (Section 151 Officer) submitted a report to provide information on treasury management performance and compliance with treasury management strategy for 2024-25 as required by the Treasury Management Code of Practice.

In introducing the report, the Portfolio Holder for Finance, Regeneration and Property confirmed that the report demonstrated that all treasury management activities undertaken during the reporting period complied with the CIPFA Code of Practice and the council’s approved Treasury Management Strategy.

Resolved

(1)            That the Treasury Management mid-year review, as  recommended by the Accounts, Audit and Risk Committee on the 19 November 2025, be noted.

To note amendment(s), if any, to Committee membership notified to the Monitoring Officer by Group Leaders.

The Chair advised that no amendments to Committee membership had been notified to the Monitoring Officer by Group Leaders.

The Chair advised that no amendments to Committee membership had been notified to the Monitoring Officer by Group Leaders.

The deadline to submit motions has passed.

The following motions have been submitted with advance notice, in accordance with the Constitution (to be considered in the order submitted).

In accordance with Procedure Rule 4.18, as the detail of motions 1 and 2 falls within the remit of Executive, there will be no Council debate on these motions. 

The proposer of the motion will propose the motion, the seconder will confirm, the Leader of the Council response and the motions will stand referred to Executive for consideration.

Motion 3 is for debate by Council. The deadline for amendments to this motion is noon on Thursday 11 December. No amendments will be permitted after this deadline. Any amendments submitted will be published as a supplement to the agenda on the afternoon of Friday 12 December. Amendments for motions will be dealt with in the order submitted. 

Resolved

(1)            That the following motion be adopted:

“Council notes

1.     That Oxfordshire County Council is currently considering proposals that merge Rewley Fire Station with Kidlington Fire Station into a single Fire Station.

2.     The proposals also include the loss of four full time Firefighters at Banbury Fire Station,  and the implementation of 12 hour day shifts for firefighters at Bicester Fire Station.

3.     Cherwell is a growing district which places greater demand on local emergency response capacity.

4.     The proposals could affect response times and lead to diminished fire cover for incidents across Cherwell and Oxfordshire. The FBU has said the implementation of 12 hour shifts is unsafe.

Council believes

1.     Closing and merging stations could increase average response times, when Oxfordshire Fire and Rescue Service's response times are already significantly longer than the national average.

2.     The loss of four full time Firefighter positions in Banbury and implementation of 12 hour shifts at Bicester could have a detrimental impact on public safety in Cherwell.

3.     That decisions on fire service changes must prioritise public safety above financial or administrative considerations. 

Council therefore resolves to:

1.     Support residents and Firefighters in Oxfordshire by making clear our opposition to the reduction in Firefighter numbers, implementation of 12 hour shifts, and the merger of Kidlington and Rewley Fire Stations.”

(For information, an amendment to the motion was proposed, seconded and debated. On being put to the vote, the amendment was lost and the motion was subsequently adopted as submitted).  

For information, having been proposed, seconded and responded to by the Leader, the motions “Free Parking on Remembrance Sunday” and “Supporting our High Streets” were referred to Executive. 

The Chair advised that three motions had been submitted. In accordance with Procedure Rule 4.18, motions were debated at Full Council on any issue over which the meeting has power or affects the District.

The detail of two motions, Free Parking on Remembrance Sunday, and Supporting our High Streets, fell within the remit of Executive, and there would therefore be no Council debate on the motions. The proposer of the motion would propose the motion and address Council, the seconder would confirm their seconding, and the Leader, Councillor Hingley, would respond to the motion. The motions would then be referred to Executive for consideration.

The detail of the third motion, Fire Services in Cherwell, was for debate by Council.

Motion One: Free Parking on Remembrance Sunday

Councillor Ford proposed and presented the following motion, which was duly seconded by Councillor Harwood. Councillor Hingley, Leader of the Council, responded to the motion.

“This Council notes that Remembrance Sunday is a solemn national occasion when communities come together to honour the memory of all who have served and sacrificed to protect our freedoms and way of life.

Many residents depend on Council-operated car parks to attend such commemorations. At present, standard parking charges apply, meaning serving personnel, veterans, bereaved families, and other attendees may face unnecessary financial barriers when paying their respects.

This Council recognises the profound sacrifice made by our Armed Forces and considers that providing free parking on this day is a practical and meaningful gesture of support for the Armed Forces community.

The financial impact of suspending charges for one day is minimal, while the benefit to residents and veterans is significant.

This Council therefore resolves to:

1.    Suspend parking charges in all Cherwell District Council-operated car parks on Remembrance Sunday each year, beginning from the next Remembrance Sunday following this motion.

2.    Publicise this measure in advance through the Council’s communications channels to ensure residents are aware of the free-parking provision.

3.    Work with local Royal British Legion branches, Armed Forces organisations, and town and parish councils to support attendance and ensure the policy benefits those it is intended to help.”

Motion Two: Supporting our High Streets

Councillor Dr Okeke proposed and presented the following motion, which was duly seconded by Councillor Reeves. Councillor Hingley, Leader of the Council, responded to the motion.

“Local hospitality businesses across North Oxfordshire — from family-run restaurants, pubs and cafés to small independent venues — face substantial and growing financial pressures due to rising operating costs, higher taxes and a stagnating economy.

There is now a growing political consensus about the need to provide meaningful help to small independent retailers and hospitality businesses on our high streets.

This Council notes that District councils also have certain discretionary powers to support vulnerable local businesses where urgent relief is justified.

This Council resolves to:

1.    Request that the Executive reviews any policies that are already in effect surrounding discretionary business rates relief, involving local independent business groups, together with the Overview & Scrutiny and/or Budget  ...  view the full minutes text for item 60.