Agenda and minutes

Venue: First floor, 135 Eastern Avenue, Milton Park, Milton, OX14 4SB

Contact: Steven Corrigan, Democratic Services Manager 07717 274704 Email: steven.corrigan@southandvale.gov.uk 

Link: This meeting will be broadcast live - you can watch it here

Items
No. Item

68.

Apologies for absence

To record apologies for absence.

Minutes:

Apologies for absence were submitted on behalf of Councillors Eric de la Harpe, Debby Hallett and Robert Maddison.

69.

Minutes pdf icon PDF 273 KB

To adopt and sign as a correct record the minutes of the extraordinary Council meeting held on 21 September 2021 and the Council meeting held on 6 October 2021. 

Additional documents:

Minutes:

RESOLVED: to approve the minutes of the extraordinary meeting held on 21 September 2021 and the meeting held on 6 October (both the public and confidential minutes) as correct records and agree that the Chair sign them as such.

70.

Declarations of interest

To receive any declarations of disclosable pecuniary interests and any conflicts of interest in respect of items on the agenda for this meeting.  

Minutes:

The Chair provided advice that the Monitoring Officer had advised that there was no requirement for councillors to declare an interest in agenda item 13, Parental Leave Policy.

 

Councillor David Grant Cooke made a statement that he would not participate or vote on item 13 as a potential beneficiary of the policy, if adopted, in the near future.

 

71.

Urgent business and chair's announcements

To receive notification of any matters which the chair determines should be considered as urgent business and the special circumstances which have made the matters urgent, and to receive any announcements from the chair. 

Minutes:

The Chair provided general housekeeping advice. She reported her attendance at the Remembrance Day Service in Abingdon and at the Pantomine at the Play House.

                                                

72.

Public participation

To receive any questions or statements from members of the public that have registered to speak. 

Minutes:

Chris Wilding, Chair of Steventon Parish Council, Sally Povolotsky, Oxfordshire County Councillor for Hendreds & Harwell Division and Derek Stork, Honorary Chair of the Group Against Reservoir Development, addressed Council in support of motion 2 “Concerns raised about Thames Water’s proposed reservoir south of Abingdon” of agenda item 17.

 

Kate Oldridge addressed Council in support of motion 3 “to support the principles of the climate and ecological emergency bill” of agenda item 17.

 

Hannah Massie addressed Council in support of motion 4 “Becoming a trans inclusive Council” of agenda item 17.

Martin Egglestone, Beverley Pagan and Anni Byard addressed Council in opposition to motion 4 “Becoming a trans inclusive Council” of agenda item 17.

73.

Petitions

To receive any petitions from the public. 

Minutes:

None.

74.

Review of Joint Gambling policy pdf icon PDF 216 KB

Cabinet, at its meeting on 3 December 2021, will consider a report on the review of the Joint Gambling Policy following statutory consultation.

 

The report of the head of health and housing, which Cabinet will consider on 3 December, is attached.

 

Cabinet’s recommendations will be circulated to all councillors.

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 3 December 2021, on a review of the Joint Gambling Policy. 

 

RESOLVED to:

 

1.    adopt the proposed joint gambling policy attached to the report of the head of housing and environment to Cabinet on 3 December 2021;

 

2.    authorise the head of housing and environment to make minor editorial changes to the joint gambling policy; and

 

3.    authorise the head of housing and environment to publish the joint gambling policy in accordance with the Gambling Act 2005 (Licensing Authority Policy Statement) (England and Wales) Regulations 2006. 

 

75.

Treasury management mid-year monitoring report 2021/22 pdf icon PDF 462 KB

Cabinet, at its meeting on 3 December 2021, will consider a monitoring report on the treasury management activities for the first six months of 2021/22 and an update on the current economic conditions with a view to the remainder of the year. 

 

The Joint Audit and Governance Committee will consider the report at its meeting on 30 November 2021.

 

The report of the head of finance, which Cabinet will consider on 3 December 2021, is attached.

 

Cabinet’s recommendations will be circulated to all councillors.

 

Minutes:

 

Council considered Cabinet’s recommendations, made at its meeting on 3 December 2021, on the treasury management performance in the first six months of 2021/22.

 

Councillor Andy Crawford, Cabinet member for finance, reported that the income from treasury activities was under the budget forecast; this was largely due to the lower than expected interest rates during that period.  The council had met its benchmark performance and there had been no need to borrow funds during the first six months of the financial year, nor was there any expectation to borrow during the remainder of the year. 

 

He reported a correction that in paragraph 25 of the report; the interest rates quoted should be amended from 10 per cent and 25 per cent to read 0.1 per cent and 0.25 per cent respectively. 

 

Both the Joint Audit and Governance Committee at its meeting on 30 November and Cabinet at its meeting on 3 December 2021 were content that the treasury management activities had been carried out in accordance with the treasury management strategy and policy. 

 

RESOLVED to:

 

1.    note the treasury management mid-year monitoring report 2021/22; and

 

2.    note that Cabinet is satisfied that the treasury activities are carried out in accordance with the treasury management strategy and policy. 

 

 

76.

Council tax base 2022/23 pdf icon PDF 275 KB

Cabinet, at its meeting on 3 December 2021, will consider a report on the council tax base for 2022/23.

 

The report of the head of finance, which Cabinet will consider on 3 December, is attached.

 

Cabinet’s recommendations will be circulated to all councillors.

 

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 3 December 2021, on the council tax base for 2022/23.

 

RESOLVED to:

 

1.          approve the report of the head of finance for the calculation of the council’s tax base and the calculation of the tax base for each parish area for 2022/23;

 

2.          agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as its council tax base for the year 2022/23 is 55,362.8; and

 

3.          agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as the council tax base for the year 2022/23 for each parish be the amount shown against the name of that parish in Appendix A of the report of the head of finance to Cabinet on 3 December 2021. 

 

 

77.

War and War Widow(er)s Pension Disregard top up in Housing Benefit pdf icon PDF 214 KB

Cabinet, at its meeting on 3 December 2021, will consider a report on the War Pensions and War Widow(er)s Pension in calculating Housing Benefit entitlement. 

 

The report of the head of finance, which Cabinet will consider on 3 December 2021, is attached.

 

Cabinet’s recommendations will be circulated to all councillors.

 

 

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 3 December 2021, to continue to disregard war pensions and war widow(er)’s pensions in calculating housing benefit entitlement.

 

RESOLVED to re-affirm its decision to approve the disregard of War Pensions and War Widow(er)’s pensions:

 

1.          in full as income above the statutory £10.00 per week disregard in the calculation of Housing Benefit entitlement; and

 

2.          in full as income in relation to the means tested assessment of Council Tax Reduction Scheme discount. 

 

78.

Constitution Review Task Group

Council is invited to agree the establishment of a joint Constitution Review Task Group with South Oxfordshire District Council to undertake a review of the constitution and make recommendations to Council.

 

Officers propose that the task group comprises 6 councillors with three from South Oxfordshire and three from Vale of White Horse.  

 

RECOMMENDATION: That Council

1.    establishes a joint Constitution Review Task Group with South Oxfordshire District Council comprising three councillors from each council;

2.    agrees that any councillors on the council may substitute for this council’s appointed representatives;

3.    authorises the head of legal and democratic to make appointments to the task group in accordance with the wishes of the relevant group leader.

 

 

Minutes:

Council considered a proposal to establish a Joint Constitution Review Task Group with South Oxfordshire Horse District Council to undertake a review of the constitution and make recommendations to Council.

 

Council considered the officer’s recommendation to establish a task group of six councillors with three from South Oxfordshire District Council and three from Vale of White Horse District Council. Whilst there was support for the officer’s recommendation, noting that a larger membership would be unwieldly, Council noted that South Oxfordshire District Council would consider the matter at its Council meeting on Thursday 9 December. In light of this, Councillor Smith moved and Councillor Boyd seconded a motion to ensure Vale of White Horse District Council secured the same representation as that to be agreed by South Oxfordshire District Council. On being put the motion was declared carried.

 

RESOLVED: to

1.  establish a joint Constitution Review Task Group with South Oxfordshire District Council comprising an equal number of councillors from each council with ?the number of members to match that agreed at South Oxfordshire District Council’s meeting on 9 December 2021;

2.  authorise the head of legal and democratic to make appointments to the task group in consultation with group leaders;

3.  agree that councillors from the same political group may substitute for an appointed representative(s).

 

79.

Arrangements for investigating allegations under the member code of conduct pdf icon PDF 222 KB

The Joint Audit and Governance Committee, at its meeting on 30 November 2021, will consider a report on draft arrangements for dealing with complaints under the code of conduct.

 

The report of the monitoring officer, which the committee will consider on 30 November, is attached.

 

The committee’s recommendations will be circulated to all councillors.

 

 

Additional documents:

Minutes:

Council considered the Joint Audit and Governance Committee’s recommendation, made at its meeting on 30 November 2021, on revised arrangements for dealing with complaints under the code of conduct.

 

Councillor Andy Foulsham, Co-Chair of the Joint Audit and Governance Committee introduced the recommendations of the committee, which if adopted would come into effect immediately.

 

He advised that the Monitoring Officer had reviewed the existing process since coming into post and formed the view that the process needed to be updated given the manner in which complaints were made and dealt with.  The new arrangements provide for an informal resolution of complaints and implement a public interest test to ensure that resources are focussed on those complaints which involve a serious breach of the Nolan Principles. The review was undertaken against the backdrop of the best practice recommendations set out in the Committee on Standards in Public Life report called “Local Government Ethical Standards” dated 30 January 2019.

 

RESOLVED: to agree the arrangements for investigating complaints appended to the report of the monitoring officer to the Joint Audit and Governance Committee on 30 November 2021.

 

80.

Councillors' Parental Leave Policy pdf icon PDF 210 KB

To consider the report of the head of legal and democratic on the adoption of a Parental Leave Policy for councillors – attached.

Minutes:

Council considered the report of the head of legal and democratic on the adoption of a Parental Leave Policy for councillors.

 

Council supported the policy in contributing towards increasing the diversity of experience, age and background of councillors, the retention of experienced councillors and making public office more accessible. Council noted that the policy was based on the Local Government Association Labour Group model and welcomed the gender neutral aspect of the provisions in the Vale’s policy. 

 

RESOLVED: to adopt the Parental Leave Policy attached at appendix 1 to the report of the head of legal and democratic to the Council meeting on 8 December 2021.

 

81.

Progress on approved Council motions pdf icon PDF 142 KB

To note progress on the approved Council motions – to follow.

 

Additional documents:

Minutes:

Council received and noted a progress report on motions approved by Council since May 2019.

 

82.

Report of the leader of the council

To receive the report of the Leader of the council, Councillor Emily Smith. 

Minutes:

Councillor Smith, Leader of the council, provided an update report on a number of matters. The text of her address is available on the council’s website.

 

83.

Questions on notice

No questions were submitted from councillors under Council procedure rule 33. 

Minutes:

No questions were submitted from councillors under Council procedure rule 33. 

 

84.

Motions on notice

To consider motions from councillors in accordance with Council procedure rule 38. 

 

Motion 1: For the establishment of a long-term sustainable programme of Domestic Retrofitting

 

Motion to be proposed by Councillor David Grant, seconded by Councillor Andy Cooke

 

Council notes that:

·        The Climate Emergency is a clear and present issue globally, and nationally we have committed to reaching net carbon zero by 2050. Locally, the Vale of White Horse District Council has set its ambition to reduce the whole district’s carbon emissions by 75% by 2030 and for them to reach net carbon zero by 2045.

·        Home energy demand accounts for 20% of greenhouse gas emissions nationally. To reduce these the Institute of Engineering and Technology (IET) has stated that there are 26 million homes in the UK that need retrofitting between now and 2050 – at a rate of nearly 1 million homes per year.

·        In Oxfordshire, around 25% of greenhouse gas emissions are residential. Following consultation with local retrofit expert organisations, educational establishments and relevant business groups, a Task and Finish Group of the Joint Scrutiny Committee between this council and South Oxfordshire District Council has published a report which concluded that to achieve our 2030 target, 2,250 properties would have to be deep retrofitted every year. The cost of such retrofitting, although it significantly reduces energy bills, requires one-off up-front capital investment and is therefore beyond the reach of most homeowners.

·        The recent government subsidy announced of £5,000 for households to switch to heat pumps only covers 90,000 homes over three years, representing small fraction of housing stock, and does not account for the whole cost of transition. Previously, the Green Homes Grant was made available for 6 months but was difficult to claim, accreditation times were long and complex, and the amount wholly inadequate for the task and withdrawn quickly.

Council believes that:

·        This issue should be given a high priority and that government support nationally needs to be long term, reliable and as simple as possible.

·        A coordinated whole house retrofit approach or one-off deep retrofitting, as made clear by the IET, is required to get homes ready for net carbon zero, rather than sporadic one-off upgrades.

·        There is an ongoing lack of funding support for householders to carry out these retrofits and that Nationally, there is a lack of relevant skills, which is reflected locally, and there is a need for upskilling and training to fill this gap.

 Council resolves to request:

·       The Leader of the Council writes to government to urge them to set up a long-term national funding programme for retrofitting homes that would support a rate of deep retrofits to at least 2,250 homes per year for the Vale of White Horse (and a million homes per year nationwide), and that this programme to be simple and straightforward to administer and claim.

·       Write to the Minister of State for Business, Energy and Industrial Strategy, Rt Hon Kwasi Kwarteng MP, the Minister of State for Levelling Up, Homes and Communities,  ...  view the full agenda text for item 84.

Minutes:

Council considered the following motions from councillors in accordance with Council Procedure rule 38.

 

Prior to the expiry of two and a half hours, Council agreed, in accordance with council procedure rule 12, to extend the meeting by half an hour to allow Council to complete the consideration of the agenda items.

 

1.    Councillor David Grant moved, and Councillor Andy Cooke seconded the motion as set out in the agenda at agenda item 16:

 

After debate and on being put to the vote the motion was agreed.

 

RESOLVED: that

 

Council notes that:

·        The Climate Emergency is a clear and present issue globally, and nationally we have committed to reaching net carbon zero by 2050. Locally, the Vale of White Horse District Council has set its ambition to reduce the whole district’s carbon emissions by 75% by 2030 and for them to reach net carbon zero by 2045.

·        Home energy demand accounts for 20% of greenhouse gas emissions nationally. To reduce these the Institute of Engineering and Technology (IET) has stated that there are 26 million homes in the UK that need retrofitting between now and 2050 – at a rate of nearly 1 million homes per year.

·        In Oxfordshire, around 25% of greenhouse gas emissions are residential. Following consultation with local retrofit expert organisations, educational establishments and relevant business groups, a Task and Finish Group of the Joint Scrutiny Committee between this council and South Oxfordshire District Council has published a report which concluded that to achieve our 2030 target, 2,250 properties would have to be deep retrofitted every year. The cost of such retrofitting, although it significantly reduces energy bills, requires one-off up-front capital investment and is therefore beyond the reach of most homeowners.

·        The recent government subsidy announced of £5,000 for households to switch to heat pumps only covers 90,000 homes over three years, representing small fraction of housing stock, and does not account for the whole cost of transition. Previously, the Green Homes Grant was made available for 6 months but was difficult to claim, accreditation times were long and complex, and the amount wholly inadequate for the task and withdrawn quickly.

Council believes that:

·        This issue should be given a high priority and that government support nationally needs to be long term, reliable and as simple as possible.

·        A coordinated whole house retrofit approach or one-off deep retrofitting, as made clear by the IET, is required to get homes ready for net carbon zero, rather than sporadic one-off upgrades.

·        There is an ongoing lack of funding support for householders to carry out these retrofits and that Nationally, there is a lack of relevant skills, which is reflected locally, and there is a need for upskilling and training to fill this gap.

 Council resolves to request:

·       The Leader of the Council writes to government to urge them to set up a long-term national funding programme for retrofitting homes that would support a rate of deep retrofits to at least 2,250 homes per year for the Vale  ...  view the full minutes text for item 84.

 

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Vale of White Horse District Council
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OX14 3JE