Agenda and minutes

To elect a chairman of Council for the municipal year 2014/15.

RESOLVED:  to appoint Councillor Mike Badcock as Chairman of the council for the ensuing year.

Councillor Alison Thomson read out the oath of office, signed his declaration of acceptance of office and made an acceptance speech.

To appoint a vice-chairman of Council for the municipal year 2014/15.

RESOLVED:  to appoint Councillor Eric Batts as Vice-Chairman of the council for the ensuing year.

Councillor Eric Batts read out the oath of office, signed his declaration of acceptance of office and made an acceptance speech.

To receive apologies for absence.

Councillors Julia Reynolds, Val Shaw and Margaret Turner had sent their apologies for absence.

To adopt and sign as a correct record the council minutes of the meeting held on 19 February 2014 (attached). 

RESOLVED: to adopt as a correct record the minutes of the Council meeting held on 19 February 2014 and agree that the chairman signs them, subject to the following amendment:

• Under minute Co.64 page Co.15 replace ‘to fiscal procedure’ with ‘for fiscal prudence’ in the second line of Councillor Roger Cox’s address as seconder of the motion.

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

To receive any announcements from the chairman.  

Councillor Badcock reviewed his year as Chairman of the council, thanked Councillor Batts and his escort, Marilyn Batts, for all their support and Mr Hewer for his assistance during the year.

He advised Council of his chosen charities for the coming year – Royal British Legion Poppy Appeal and the National Eczema Society and gave advance notice of his charity dinner on 7 November 2014.

The Chairman congratulated two councillors on their election as mayor - Councillor Angela Lawrence as Mayor of Abingdon and Councillor Fiona Roper as Mayor of Wantage.

In accordance with Standing Order 27(5) regarding the duration of meetings the Council meeting held on 19 February 2014 concluded at 9.30pm following a vote of councillors. In accordance with Standing Order 27(6), which provides that any business not disposed of by the end of a meeting shall be included on the agenda for the next appropriate meeting, these motions are now included on this agenda.

(1)               Motion to be proposed by Councillor Jerry Patterson, seconded by Andrew Skinner

‘Council resolves that the Vale’s Abbey House building will continue to be branded as the “Vale of White Horse District Council”, and that the signs and Vale Coat of Arms at the front and side entrances since the building’s opening in 1992, will remain permanently in place where they are, regardless of any other authority or organisation sharing the accommodation.  Furthermore, Council resolves that the official address of the Vale of White Horse District Council will continue to be at Abbey House.’

(2)               Motion to be proposed by Councillor Jenny Hannaby, seconded by Sue Marchant

‘Council notes that Network Rail is shortly to start an extensive programme of bridge works within the District, and that these have the potential to cause considerable inconvenience to Vale residents unless carefully planned and scheduled.  Council therefore asks its officers to work together with the County Council and Network Rail to ensure the disruption is kept to a minimum and that all the relevant parish and town councils are kept fully informed.’ 

(3)               Motion to be proposed by Councillor Debby Hallett, seconded by Catherine Webber

‘Council resolves to fulfil its legal responsibility to create Air Quality Action Plans for Botley and for Marcham.’ 

(4)               Motion to be proposed by Councillor Tony de Vere, seconder to be confirmed

‘Council requests Cabinet to consider modifying the grants scheme so that applications that have Vale-wide benefits are handled in a more equitable and transparent manner than currently seems to be happening.’

(5)               Motion to be proposed by Councillor Julie Mayhew-Archer, seconded by Richard Webber

‘Council congratulates all the council officers involved and all the flood action groups for their successful work in minimising the worst effects of the recent flooding in the Vale.  Council will continue to support flood management and relief efforts and encourages all possible public participation.’  

In accordance with Standing Order 27(5) regarding the duration of meetings the Council meeting held on 19 February 2014 concluded at 9.30pm following a vote of councillors. In accordance with Standing Order 27(6), which provides that any business not disposed of by the end of a meeting shall be included on the agenda for the next appropriate meeting, Council considered the following motions.

(1)          Motion proposed by Councillor Jerry Patterson and seconded by Andrew Skinner

‘Council resolves that the Vale’s Abbey House building will continue to be branded as the “Vale of White Horse District Council”, and that the signs and Vale Coat of Arms at the front and side entrances since the building’s opening in 1992, will remain permanently in place where they are, regardless of any other authority or organisation sharing the accommodation.  Furthermore, Council resolves that the official address of the Vale of White Horse District Council will continue to be at Abbey House.’

In supporting the motion councillors expressed the view that the branding of Abbey House was important to retain it as the headquarters of Vale of White Horse District Council.

However other councillors, whilst supporting the retention of the coat of arms and Abbey House as the council’s official address, expressed the view that the branding proposals set out in the motion were unnecessary. Abbey House would continue to be branded as Abbey House and street signage could refer to council offices.

The chairman called for a recorded vote on the motion. 

The chairman declared the motion lost. 

(2)          Having received the consent of Council to alter a motion of which she had given notice, Councillor Jenny Hannabymoved and Councillor Yvonne Constance seconded the following motion – additional words shown in bold in accordance with standing order 24(4).

“Council notes that Network Rail is shortly to start an extensive programme of bridge works within the District, and that these have the potential to cause considerable inconvenience to Vale residents unless carefully planned and scheduled.  Council therefore asks its officers to continue to work together with the County Council and Network Rail to seek improvements to existing structures where possible, ensure the disruption is kept to a minimum and that all the relevant parish and town councils are kept fully informed.” 

The mover and seconder welcomed the progress made. National Rail had listened to and understood residents’ concerns,  ...  view the full minutes text for item 7.

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 Debby Hallett to the Leader of the Council, Matthew Barber

At the top of every Cabinet agenda is the following assertion: “The Council’s vision is to take care of your interests across the Vale with enterprise, energy and efficiency.” 

For the people of Botley, there is one main interest at the moment: to ensure a redevelopment of West Way that’s appropriate to the needs of the local community.

At its meeting of 21 Nov 2013, in the public session about the redevelopment of West Way, Scrutiny Committee requested the following:

•Councillor Matthew Barber to clarify the site 1/2 map: when it was drawn up who it was presented to etc;

•Planning officers and planning committee to ensure that there is total separation between the strategic functions of the council, as exercised by Cabinet, and its role as the planning authority;

•Cabinet to inform the public and councillors about significant interaction with Doric;

•Cabinet to keep members properly and fully informed about this development, subject to the usual confidentiality rules;

•Cabinet to keep local members, and the public and the parish council involved where appropriate.

What concrete actions have the Leader, Cabinet and officers taken to satisfy these requests, and what outcomes have been achieved?

2.         Question from Councillor Jerry Patterson to Councillor Mike Murray

Could the Cabinet Member for Planning Policy agree with the SHMA report (page 183, para 9.63) that "The SHMA does not set housing targets"?

3.         Question from Councillor Jerry Patterson to Councillor Mike Murray

Why did the Cabinet expect town and parish councils to be responsible for distributing the Vale's housing delivery update consultation leaflets?

4.         Question from Councillor Julie Mayhew-Archer to Councillor Reg Waite

Could the Cabinet member for Waste explain to Council why the recycling rates in the Vale District have recently been below South Oxfordshire?

5.         Question from Councillor Jenny Hannaby to Councillor Reg Waite:

Could the Cabinet Member for Waste list the contamination rates for recycling collected in the Vale – either by collection day, or overall?

6.         Question from Councillor Angela Lawrence to the Leader of the Council, Matthew Barber:

Given the reorganisation of housing and environmental health following the departure of Paul Staines, what reassurance can the Leader give members that the essential and increasingly challenging management of providing appropriate homes for vulnerable people will not be compromised should someone whose skills may be more biased towards regeneration be appointed?

1.         Question from Councillor Debby Hallett to the Leader of the Council, Matthew Barber

‘At the top of every Cabinet agenda is the following assertion: “The Council’s vision is to take care of your interests across the Vale with enterprise, energy and efficiency.” 

For the people of Botley, there is one main interest at the moment: to ensure a redevelopment of West Way that’s appropriate to the needs of the local community.

At its meeting of 21 November 2013, in the public session about the redevelopment of West Way, Scrutiny Committee requested the following:

·         Councillor Matthew Barber to clarify the site 1/2 map: when it was drawn up who it was presented to etc;

·         Planning officers and planning committee to ensure that there is total separation between the strategic functions of the council, as exercised by Cabinet, and its role as the planning authority;

·         Cabinet to inform the public and councillors about significant interaction with Doric;

·         Cabinet to keep members properly and fully informed about this development, subject to the usual confidentiality rules;

·         Cabinet to keep local members, and the public and the parish council involved where appropriate.

What concrete actions have the Leader, Cabinet and officers taken to satisfy these requests, and what outcomes have been achieved?’

Councillor Matthew Barber responded that everyone wanted to see the best development possible in Botley. He responded that at the Scrutiny Committee meeting it was established that the map discussed was an outdated version of the site plan. He confirmed there had been a separation of the council’s dual roles with officers providing clear guidance. Local councillors, the parish council and the public had been informed of developments and this would continue. He stated that he would ask the chief executive to provide a list of meetings that had taken place with local members, the parish council and interested groups. Councillor Barber stated that he would be meeting with Sovereign Housing and Doric in the next few weeks to address the issue of Field house and would report back.

As a supplementary question Councillor Hallett asked when Councillor Barber would respond in writing to the points raised in Minute SC62 of the Scrutiny Committee held on 21 November 2013. 

Councillor Barber responded that he would do so forthwith.

2.         Question from Councillor Jerry Patterson to Councillor Mike Murray

‘Could the Cabinet Member for Planning Policy agree with the SHMA [Strategic Housing Market Assessment] report (page 183, para 9.63) that "The SHMA does not set housing targets"?’

Councillor Mike Murray responded that the SHMA is an evidence based document that identifies the assessed need for housing in the Vale and the rest of Oxfordshire in the period to 2013. Local authorities are required to address their identified housing need when setting housing targets. If an authority is able to demonstrate it is unable to accommodate or deliver the identified housing need then neighbouring authorities have a duty to cooperate to meet the need. This government requirement has been demonstrated in  ...  view the full minutes text for item 11.

Council will be asked to consider a recommendation from Cabinet, made at its meeting on 8 May 2014, on the financial implications of the award of the joint leisure management contract under item 18 of this agenda as an exempt item. There are no other recommendations. 

None.

(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.

To receive any details of urgent cabinet decisions taken since the last ordinary meeting of the council, (if any).

(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).  

Councillor Barber wished Matt Prosser well in his new role as Chief Executive of Weymouth and Portland and West Dorset councils.

To consider the report of the Head of Legal and Democratic Services on proposed changes to the council’s constitution (attached)

Council considered the report of the Head of Legal and Democratic Services on proposed changes to the council’s constitution.

RESOLVED: to

1.                  (a)       not reappoint the personnel committee;

(b)       note that officers have delegated authority to take responsibility for staffing and health and safety matters;

(c)        amend the terms of reference of the audit and governance committee to include responsibility for decisions on the determination of enhanced benefits in respect of redundancies and early retirements and matters relating to the Local Government Pension Scheme;

2.                  agree the revised officer employment procedure rules attached to the report of the Head of Legal and Democratic Services to Council on 14 May 2014;

3.                  agree to amend the council procedure rules to reflect The Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014 as set out in paragraph 10 of the report of the Head of Legal and Democratic Services to Council on 14 May 2014;

4.                  authorise the Head of Legal and Democratic Services to make the necessary amendments to the constitution to reflect the Crime and Policing Act 2014;

5.                  note the changes to the management structure set out in paragraphs 15 to 20 of the report of the Head of Legal and Democratic Services to Council on 14 May 2014;

6.                  authorise the Head of Legal and Democratic Services to make the necessary changes to the council’s constitution to reflect the changes set out in this report;

7.         authorise the Head of Legal and Democratic Services to make any minor or   consequential amendments to the constitution required for clarification, consistency and compliance with the council’s style guide.

To consider the report of the Head of Legal and Democratic Services (attached).

Council considered the report of the Head of Legal and Democratic Services on the appointment of those committees which are required to be politically balanced together with the Licensing Acts Committee, area committees and appointments to joint bodies.

RESOLVED: to

1.    appoint the following committees and panels for the 2014/15 year and to appoint the membership, substitutes and chairmen and vice-chairmen as indicated to sit on them;

2.         appoint all local members representing the wards covered by the relevant area committees as set out in minute Co.16 of the Council held on 21 May 2003 to those committees for the 2014/15 municipal year with the following chairmen ;

·         Abingdon – Julie Mayhew-Archer

·         North East – Jerry Patterson

·         South East – Bill Jones

·         West – Simon Howell

          3.           appoint Alison Thomson as the council’s representative on the Oxfordshire Joint Health Overview and Scrutiny Committee and Yvonne Constance as substitute;

4.         appoint Bill Jones as the council’s representative and Sandy Lovatt as an observer substitute on the Thames Valley Police and Crime Panel;

5.         appoint Mr  ...  view the full minutes text for item 15.

To receive notices of motion under standing order 11.

Motion to be proposed by Councillor Tony De Vere, seconder to be confirmed

The Vale of White Horse District Council believes that community benefit interests should be taken into account in any disposal agreement for its Old Abbey House property interests. Council therefore asks the relevant Cabinet members to consult both all the Vale's Abingdon councillors, and Abingdon Town Council before any sale agreement is made.

Councillors Jeanette Halliday and Jim Halliday declared a personal interest in this item because they live in close proximity to Old Abbey House. As this was not a disclosable pecuniary interest both councillors could take part in the discussion and voting on this motion.

Council considered the following motion submitted under standing order 11.

Motion proposed by Councillor Tony De Vere and seconded by Councillor Julie Mayhew Archer.

The Vale of White Horse District Council believes that community benefit interests should be taken into account in any disposal agreement for its Old Abbey House property interests. Council therefore asks the relevant Cabinet members to consult both all the Vale's Abingdon councillors, and Abingdon Town Council before any sale agreement is made.

An amendment moved by Councillor Lovatt to remove the words shown by a strikethrough was, with the consent of Council, accepted by the mover and seconder of the original motion with the consent of council.

The Vale of White Horse District Council believes that community benefit interests should be taken into account in any disposal agreement for its Old Abbey House property interests. Council therefore asks the relevant Cabinet members to consult both all the Vale's Abingdon councillors, and Abingdon Town Council before any sale agreement is made.

RESOLVED:

That the Vale of White Horse District Council believes that community benefit interests should be taken into account in any disposal agreement for its Old Abbey House property interests. Council therefore asks the relevant Cabinet members to consult both all the Vale's councillors.

To consider whether to exclude members of the press and public from the meeting for the following item of business under Part 1 of Schedule 12A Section 100A(4) of the Local Government Act 1972 and as amended by the Local Government (Access to Information) (Variation) Order 2006 on the grounds that:

(i)                  it involves the likely disclosure of exempt information as defined in paragraph 3, Part 1 of Schedule 12A of the Act, and

(ii)                the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

RESOLVED: to exclude members of the press and public from the meeting for the following item of business under Part 1 of Schedule 12A Section 100A(4) of the Local Government Act 1972 and as amended by the Local Government (Access to Information) (Variation) Order 2006 on the grounds that:

i.         it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, and

ii.       the public interest in maintaining the exemption outweighs the public interest in disclosing the information. 

Cabinet, at its meeting on 8 May 2014, will consider a report on the awarding of the joint leisure management contract.

The report of the Head of Economy, Leisure and Property, which Cabinet will consider on 8 May 2014, was circulated to all councillors. Please bring this report to the meeting.

The recommendation of Cabinet will be circulated to councillors on Friday 9 May.

Council considered Cabinet’s recommendation, made at its meeting on 8 May 2014, on the awarding of the joint leisure management contract. In awarding the contract Cabinet recommended Council agree the capital and revenue budgets for the next ten years.

RESOLVED: to agree the revenue and capital budgets for the next ten years as set out in the report of the Head of Economy, Leisure and Property to Cabinet on 8 May 2014.