Agenda and minutes

To receive apologies for absence.

Apologies for absence were submitted on behalf of Councillors Julia Bricknell, Charlotte Dickson, St John Dickson, Bill Johnston, Bill Jones, Mohinder Kainth, Gill Morgan, Janet Shelley and Catherine Webber.

To adopt and sign as a correct record the council minutes of the annual meeting held on 15 May 2013 (attached). 

RESOLVED: to adopt the minutes of the annual meeting held on 15 May 2013 as a correct record, subject to the inclusion of Councillor Pat Lonergan in the list of apologies and correctly recording Judy Roberts as a member of the Audit and Governance Committee, and agree that the Chairman signs them.

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

None.

To receive any announcements from the chairman.  

The Chairman welcomed Councillor Jeanette Halliday to the council following her election at the Abingdon Fitzharris ward by election on 4 July 2013. He also congratulated councillors Catherine and Richard Webber on the arrival of their second grandchild.

Any statements, petitions and questions from the public under standing order 32 will be made or presented at the meeting.

None.

To receive notification of any matters which the chairman determines should be considered as urgent business and the special circumstances which have made the matters urgent. 

None.

To receive petitions from members of the council under standing order 13 (if any).

None.

To receive questions from members of the council under standing order 12:

(1)       Question from Councillor Tony de Vere to the Leader of the Council, Councillor Matthew Barber:

‘Please would the Leader reassure council that under no circumstances will he allow a change in the branding of ‘Science Vale UK’ before bringing the issue back to full council?’ 

(2)               Question from Councillor Judy Roberts to the Cabinet member for economic development, Councillor Elaine Ware:

‘Please would the Cabinet member update Council on the % Retail Occupancy rates for each of our Market Towns?’

(3)       Question from Councillor Julie Mayhew-Archer to the Leader of the Council, Councillor Matthew Barber:

‘Please would the Leader of the Council report to Council on the present state of the Vale Lease of Abbey Fishponds and its future?’

(4)       Question from Councillor Debby Hallett to the Cabinet member for environmental heath, Councillor Roger Cox:

‘The Botley Air Quality Management Area was created in 2008.  The Air Quality Updating & Screening Assessment report of 2012 concluded that it was necessary to develop an Air Quality Action Plan for Botley.  Please would the Cabinet member for environmental health comment on the efficacy of the Vale's current Action Plan for reducing nitrogen dioxide air pollution in the Botley AQMA along the A34 corridor, and point us to where the public can see that Action Plan.’ 

1.         Question from Councillor Tony de Vere to the Leader of the Council, Councillor Matthew Barber:

‘Please would the Leader reassure council that under no circumstances will he allow a change in the branding of ‘Science Vale UK’ before bringing the issue back to full council?’ 

Councillor Matthew Barber responded that there were no plans to change the branding but that it was a matter for the Science Vale Board.

In response to a supplementary question asking whether he was aware that Oxfordshire County Council had already discussed a change of name, Councillor Matthew Barber responded that as far as he was aware no proposal had been submitted to the Science Vale Board and it had not been raised as an agenda item.

2.             Question from Councillor Judy Roberts to the Cabinet member for economic development, Councillor Elaine Ware:

‘Please would the Cabinet member update Council on the percentage Retail Occupancy rates for each of our Market Towns?’

Councillor Elaine Ware responded as follows:

“Economic Development undertakes annual retail vacancy surveys in each of the towns in September as there is evidence that vacancies are affected by seasonality, particularly around Christmas, Easter and summer. As a result we will not have a full updated vacancy position for all the towns until later this year.

However, I am pleased to report that due to ongoing work in two of the towns the retail vacancy rate in Wantage has decreased from 26 units in September 2012 to 15 units in July 2013. The vacancy rate in Wantage has therefore fallen from 14% to 8%. In Faringdon the number of vacant units increased from 1 to 3 in the same period but 2 of these units will shortly be in use which means that the vacancy rate remains unchanged at just under 2%. 

Additionally in Botley there is 100% occupancy and therefore 0% vacancy rate.

The figures quoted may be compared to the National retail vacancy rate of 14.1% published in May 2013.

With regard to Abingdon, as already mentioned there will be a full survey undertaken in September. The shopping centre redevelopment has only recently been finalised and although there are a number of vacant units one of the larger units in the centre will shortly be let and we are hopeful that once there is an anchor tenant in place that the other units will quickly be filled. There will be an announcement about this by Scottish Widows early next week. In addition the former West End News shop (next door to Costa) is to become a Parsons Bakery, work has already begun and Costa Coffee will be expanding into the former Jessop’s store that closed when the company went into administration nationally. Officers tell me that another shop outside the centre has recently been purchased and will start trading by the end of summer – more details will be available once legal work is completed. Weatherspoon’s are investing significant sums of money in the Old Post Office  ...  view the full minutes text for item 19.

To consider the following recommendations from Cabinet, individual Cabinet members, or committees since the last Council meeting. 

Hackney Carriage Tariff in Vale of White Horse District Council area

At its meeting on 9 July 2013 the General Licensing Committee was due to consider a report on the removal or retention of a council set hackney carriage tariff in Vale of White Horse District council area.

The report of the head of legal and democratic services, which General Licensing Committee considered on 9 July 2013, was circulated to all councillors with the committee agenda. Please bring this report to the meeting. 

As the committee meeting follows the publication of this agenda, the committee’s recommendation to Council will follow. 

Recommendation: to consider the committee’s recommendation (to follow). 

Council considered the following recommendation from the General Licensing Committee

Hackney Carriage Tariff in Vale of White Horse District Council area

At its meeting on 9 July 2013 the General Licensing Committee had considered a report on the removal or retention of a council set hackney carriage tariff in Vale of White Horse District Council area.  The committee recommended council to retain a council-set hackney carriage tariff and undertake a statutory consultation with the trade to restructure and update the tariff. 

RESOLVED: to retain a council-set hackney carriage tariff and undertake a statutory consultation with the trade to restructure and update the tariff. 

To consider the report of the strategic director on the appointment of the shared Head of Finance as the section 151 chief financial officer. 

Council considered the report of the strategic director on the appointment of the head of finance as the section 151 chief financial officer. 

RESOLVED: to

1.         designate William Jacobs, the Head of Finance, as the council’s section 151 chief financial officer from 1 September 2013;

2.         authorise the head of legal and democratic services to make any consequential changes required to the council’s constitution to reflect this change. 

To consider the report (to follow) of the head of legal and democratic services regarding changes to the make-up and membership of committees following the by election for the Abingdon Fitzharris Ward vacancy. 

The election result was:

Halliday, Jeanette           479     Elected

Lovatt, Monica Mary       378

Ryall, George                     96

Council considered the report of the head of legal and democratic services regarding changes to the make-up and membership of committees following the by election for the vacancy in the Abingdon Fitzharris Ward, held on 4 July 2013. 

RESOLVED: to

1.         agree the revised membership of the Planning Committee as 8 Conservative and 6 Liberal Democrat members;  

2.                  allocate an additional seat on the Planning Committee to the Liberal Democrat Group; and

3.                  authorize the head of legal and democratic services to make the appointment to the vacant planning committee seat in accordance with the wish of the Liberal Democrat Group Leader.

To consider the report of the chief executive on draft terms of reference for a community governance review – a review of parish arrangements within the district.

Recommendations: to

1.                  approve the draft terms of reference set out in Appendix A for a community governance review of the Vale of White Horse; and  

2.                  establish a working group to oversee the review and determine its make-up. 

Council considered the report of the chief executive on draft terms of reference for a community governance review. 

RESOLVED: to

1.            approve the draft terms of reference set out in Appendix A of the report of the chief executive to the Council meeting on 17 July 2013 for a community governance review of the Vale of White Horse; 

2.            establish a working group comprising five councilors (three conservatives and two Liberal Democrats) to oversee the review and determine its make-up; and

3.            authorise the head of legal and democratic services to make appointments to the working group in accordance with the wishes of the relevant group leader. 

(1)       Urgent cabinet decisions

In accordance with the overview and scrutiny procedure rules, a cabinet decision can be taken as a matter of urgency, if any delay by the call-in process would seriously prejudice the council’s or the public’s interest.  Treating the decision as a matter of urgency must be agreed by the chairman of the Scrutiny Committee and must be reported to the next meeting of the council, together with the reasons for urgency.

The Leader of Council to report that Councillor Elaine Ware, Cabinet member for economy, leisure and property, took a decision on 30 May 2013 to enter into a contract for the replacement of the two artificial turf pitches at Tilsley Park, Abingdon and approve the virement of £29,913.18 from the Vale council’s contingency budget to the YC16 Tilsley Park-replacement of artificial pitches capital budget.  The chairman of the Scrutiny Committee and Chairman of Council agreed that any delay caused by the call-in process would prejudice the council’s and public’s interest because such a delay would threaten the manufacture of the carpet before the summer factory closure, disrupt the hockey season, risk injury to users and potentially increase the loss of income claims from the council’s contractor for loss of business.

(2)       Delegation of cabinet functions

To receive details of any changes to the leader’s scheme of delegation. 

(3)       Matters affecting the authority arising from meetings of joint committees, partnerships and other meetings

To receive the report of the leader (if any). 

The Leader of Council reported that Councillor Elaine Ware, Cabinet member for economy, leisure and property, had taken a decision on 30 May 2013, as a matter of urgency, to enter into a contract for the replacement of the two artificial turf pitches at Tilsley Park, Abingdon and approve the virement of £29,913.18 from the Vale council’s contingency budget to the YC16 ‘Tilsley Park-replacement of artificial pitches' capital budget.  The Chairman of the Scrutiny Committee and Chairman of Council had agreed that any delay caused by the call-in process would prejudice the council’s and public’s interest because such a delay would threaten the manufacture of the carpet before the summer factory closure, disrupt the hockey season, risk injury to users, and potentially increase the loss of income claims from the council’s contractor for loss of business. 

He reported that following an appeal against the council’s refusal to grant permission to build 159 houses to the east of Drayton Road in Abingdon (P12/V2266/FUL) the Planning Inspectorate had granted planning permission. Because this had implications for the whole of the district he had instructed officers to seek legal advice on the potential for challenging the decision and if positive to consider involving other parties in any challenge.

To receive notices of motion under standing order 11.

(1)               Motion to be proposed by Councillor Sandy Lovatt, seconder to be confirmed:

‘This Council instructs officers to review the policy on street trading to consider including as consent streets in Abingdon the following areas of the Town Centre:

a. The Market Place

b. The Undercroft of the CountyHall Museum

c. The Abbey Gateway

d. Bath Street from the High Street to Stratton Way

e. The Square

f.  The High Street from the Market Place to Ock Street

and to bring a report to the General Licensing Committee for consideration.’ 

(2)               Motion to be proposed by Councillor Robert Sharp, seconder to be confirmed:

‘This Council requests the Licensing Acts Committee to consider restricting the use of Chinese lanterns as a condition for licensed events in the Vale.’

(3)               Motion to be proposed by Councillor Jerry Patterson, seconder Councillor Richard Webber:

‘When considering sharing accommodation with others, it is this council’s will that Vale of White Horse District Council should continue to be based at Abbey House, Abingdon.’ 

1.      Having received the consent of Council to alter a motion of which he had given notice, Councillor Sandy Lovatt moved and Councillor Jason Fiddaman seconded the following motion – additional words shown in bold and deleted words crossed through. 

 ‘This Council instructs officers to bring forward the planned review of the policy on street trading for the whole district, and in particular to consider including as consent streets in Abingdon the following areas of the Town Centre:

a. The Market Place

b. The Undercroft of the CountyHall Museum

c. The Abbey Gateway

d. Bath Street from the High Street to Stratton Way

e. The Square Old Station Yard

f.  The High Street from the Market Place to Ock Street

and to bring a report to the General Licensing Committee for consideration.’

RESOLVED:

That Council instructs officers to bring forward the plannedreview of the policy on street trading for the whole district, and in particular to consider including as consent streets in Abingdon the following areas of the Town Centre:

a. The Market Place;

b. The Undercroft of the CountyHall Museum;

c. The Abbey Gateway;

d. Bath Street from the High Street to Stratton Way;

e. Old Station Yard;

f. The High Street from the Market Place to Ock Street; and

to bring a report to the General Licensing Committee for consideration.

2.     Motion proposed by Councillor Robert Sharp and seconded by Councillor  Melinda Tilley:

‘This Council requests the Licensing Acts Committee to consider restricting the use of Chinese lanterns as a condition for licensed events in the Vale.’

With the consent of Council the mover and seconder of the original motion accepted a proposal to include a request that officers also investigate prohibiting the use of Chinese lanterns on council owned land

RESOLVED:

That Council requests the Licensing Acts Committee to consider restricting the use of Chinese lanterns as a condition for licensed events in the Vale and requests officers to investigate the option of prohibiting the use of Chinese lanterns on council owned land.

3.      Motion proposed by Councillor Jerry Patterson and seconded by Councillor Richard Webber:

‘When considering sharing accommodation with others, it is this council’s will that Vale of White Horse District Council should continue to be based at Abbey House, Abingdon.’

In seconding the motion Councillor Richard Webber stated that whilst supporting the guiding principle behind the sharing of accommodation to achieve savings, Abingdon is the historic centre of the Vale and Abbey House should be seen as the home of Vale of White Horse District Council, retain a staffing presence and all Vale only activities.

RESOLVED:

That when considering sharing accommodation with others, it is this council’s will that Vale of White Horse District Council should continue to be based at Abbey House, Abingdon.