Agenda and minutes

Apologies for absence were submitted on behalf of Jason Fiddaman, Angela Lawrence, Aidan Melville, Mike Murray and Julia Reynolds.

To adopt and sign as a correct record the council minutes of the meeting held on 15 October 2014. 

RESOLVED: to adopt as a correct record the minutes of the meeting held on 15 October 2014 and agree that the chairman sign them.

None.

The chairman reported that £3,000 was raised at his recent charity dance. He thanked officers for their hard work throughout the year and wished officers and councillors a merry Christmas and happy new year.

None.

The Chairman of the council agreed to take the following item as an urgent item because any delay in the consideration of the recommendation would delay the implementation of the programme.

Cabinet, at its meeting on Friday 5 December, considered a report on increasing superfast broadband coverage in the Vale.    Since the Council agenda was published, Cabinet received information on the extent of the work required and was able to finalise its plans and recommend Council to transfer £250,000 from the capital contingency budget to the broadband budget for the delivery of the extension of the Better Broadband for Oxfordshire programme in the Vale. 

RESOLVED: to transfer £250,000 from the capital contingency budget to the broadband budget for the delivery of the extension of the Better Broadband for Oxfordshire programme in the Vale

None.

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

1.    Question from Councillor Pat Lonergan to Councillor Mike Murray, Cabinet member for planning policy

What system was used to rank and evaluate potential strategic housing sites considered for inclusion in the Local Plan 2031?

2.    Question from Councillor Andrew Skinner to Councillor Reg Waite,  Cabinet member for human resources

Internal Audit has recently lost employees who had lengthy commutes. In the last 12 months, how many council employees have left, and, of these, how many mentioned difficulty affording housing in the area in their exit interview?

3.    Question from Councillor JudyRoberts to Councillor Matthew Barber,  Cabinet member for legal and democratic services

What response should petitioners expect when a petition is presented at full council?

4.    Question from Councillor Debby Hallett to Councillor Elaine Ware, Cabinet member for economy leisure and property

What’s the status of the free wifi the Vale planned to install in Botley?

5.    Question from Councillor JudyRoberts to Councillor Matthew Barber, Leader of the council

In the light of hundreds of people objecting to the Doric plans and signing petitions asking the Vale to terminate their land sale contract with Doric, what does the Leader of the Council have to say to the people of Botley?

6.    Question from Councillor Debby Hallett to Councillor Elaine Ware, Cabinet member for economy leisure and property

In June 2013, after completion of the Leisure and Sports Facilities Study, the Cabinet Member said there was to be a “follow up piece of work” that would include surveys of community or village halls. When is this survey due to be completed, and when will the report be available?

7.    Question from Councillor Margaret Crick to Councillor Matthew Barber, Leader of the council

Councillor Lovatt has inferred in the press (Abingdon Herald, 9th April) that developers behind the north Abingdon housing schemes could also pay for the £12m conversion of Lodge Hill to a diamond interchange. Would the leader confirm or correct this?

8.    Question from Councillor Tony de Vere to Councillor Elaine Ware Cabinet member for economy, leisure and property

Can the Leader inform Council what the position is with the redevelopment of the Charter area in Abingdon.

9.    Question from Councillor Catherine Webber to Councillor Charlotte Dickson, Chairman of the General Licensing Committee

Please would the Chair update the Council on the state of the AQMAs in Abingdon, Botley and Marcham?

10.Question from Councillor Jenny Hannaby to Councillor Roger Cox, Cabinet member for planning

Please would the Cabinet Member give the Council a brief update on the Grove Airfield s106 negotiations?

11.Question from Councillor Julie Mayhew-Archer to Councillor Mike Murray, cabinet member for planning policy

Has land been reserved in the Local Plan 2031 for the necessary widening and/or dualing along Dunmore Road and Twelve Acre Drive, which would be needed if the housing proposed in the plan is delivered?

12.Question from Councillor Richard Webber to Councillor Elaine  ...  view the full agenda text for item 50.

The chairman reported that written responses would be provided to all the questions from members of the council submitted under standing order 12 and set out in the agenda. The written responses would be circulated to all councillors and published on the council’s website.

Cabinet, at its meeting on 5 December 2014, will consider a report on the council tax base for 2015/16.

The report of the Head of Finance, which Cabinet will consider on 5 December is attached.

The recommendations of Cabinet will be circulated to councillors prior to the Council meeting.

Council considered Cabinet’s recommendations, made at its meeting on 5 December 2014, on the council tax base for 2015/16.

RESOLVED:

1.    to approve the report of the head of finance to Cabinet on 5 December 2014 for the calculation of the council’s tax base and the calculation of the tax base for each parish area for 2015/16;

2.    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 2015/16 be 47,563.1;

3.    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 2015/16 for each parish be the amount shown against the name of that parish in appendix 1 of the report of the head of finance to Cabinet on 5 December 2014.

Council tax reduction scheme grant to towns and parishes

Cabinet, at its meeting on 5 December 2014, will consider a report on the total amount of council tax reduction scheme grant that will be passed down to town and parish councils for 2015/16. 

The report of the Head of Finance, which Cabinet will consider on 5 December is attached.

The recommendations of Cabinet will be circulated to councillors prior to the Council meeting.

Council considered Cabinet’s recommendations, made at its meeting on 5 December 2014, on the total amount of council tax reduction scheme grant to pass down to town and parish councils for 2015/16 to 2017/18.

RESOLVED: 

1.    that the total council tax reduction scheme grant to be passed down to town and parish councils for financial years 2015/16 to 2017/18 be:

2015/16          £120,445

2016/17          £  80,297

2017/18          £  40,149

2.    that the individual grant amounts for towns and parishes for 2015/16 be as set out in appendix 1 of the report of the head of finance to Cabinet on 5 December 2014; and

3.    to authorise the head of finance, in consultation with the Cabinet member for finance, to determine the individual town and parish allocations in 2016/17 and 2017/18, based on the current method of distribution. 

1. Vale of White Horse District Council, in partnership with MEPC, Milton Park, has been successful in winning Enterprise Zone grant funding of £7million for MEPC to build a bio-technology innovation centre at Milton Park.

2. Vale of White Horse District Council as accountable body, is asked to accept this grant and to administer its release to MEPC in accordance with the grant conditions applied by government.

3. Government will pay the money across to Vale in two tranches, which Vale must claim at the point MEPC achieve specified milestones, in January and February 2015.

4. We are awaiting formal notification of this grant from government, which we believe is imminent. Vale’s financial procedure rules allow for us to accept this grant and incorporate it into the budget, however, given the scale of the funding officers ask that Council agree to establish a budget for the £7million. A detailed report on the allocation of and management of the grant will be the subject of an individual cabinet member decision and will be subject to the usual scrutiny arrangements.

      Recommendation: Council is asked to agree to establish a budget on receipt of the grant funding of £7million Enterprise Zone grant funding for MEPC to build a bio-technology innovation centre at Milton Park.

Council considered a proposal to establish a budget for £7million for the administration of the government grant to build a bio-technology innovation centre at Milton Park.

     RESOLVED: to agree to establish a budget on receipt of the grant funding of £7million Enterprise Zone grant funding for MEPC to build a bio-technology innovation centre at Milton Park.

Council considered the independent remuneration panel’s report on the councillors’ allowances scheme.

RESOLVED: to

1.    agree a revised councillors’ allowances scheme with effect from 11 May 2015, taking into consideration the recommendations of the Independent Remuneration Panel subject to the approval of the necessary budget as part of the council’s budget setting process for 2015/16; and

2.    authorise the head of legal and democratic services to finalise a councillors’ allowances scheme based on the decision in 1 above, to make any consequential amendments to the constitution, and advertise the changes.    

Council considered the report of the head of legal and democratic services on a proposal to appoint a joint remuneration panel with South Oxfordshire District Council for the purposes of reviewing the councillors’ allowances schemes and making recommendations to the councils.

A number of councillors did not support the proposal. They noted that the two councils were separate organisations, had different allowances and that a joint panel would achieve limited efficiencies. However, the view was expressed that the new Council should consider the issue following the May 2015 elections.

RESOLVED: to

1.    not appoint a joint remuneration panel with South Oxfordshire District Council at this time;

2.    consider the issue following the May 2015 elections.

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 declaration of a vacancy in the Grove ward.

RESOLVED: to:

1.    note that Kate Precious has ceased to be a member of this authority;

2.    declare as vacant the office held by Kate Precious as a councillor for the  Grove ward;

3.    note that no by election will be held to fill the vacancy.

To consider the report of the returning officer on the setting of fees and charges for the 2015 district and parish elections (attached). 

Council considered the report of the returning officer on the setting of fees and charges for district and parish elections, parish polls and neighbourhood planning referendums in 2015/16.

RESOLVED: to

                     1. agree the scales of fees for district and parish council elections, parish polls  and neighbourhood planning referendums for 2015/16 as set out in the Appendix to the report of the returning officer to Council on 10 December 2015;

2. agree to continue to charge parish and town councils for running elections on their behalf.

(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.

Councillor Matthew Barber, Leader of the council will report that on 10 October 2014 he took a confidential decision to enter into a new contract for an electoral management system to address problems with the current provider and to vire funds from the capital contingency budget for the purchase of the system and the revenue contingency to cover training on the new system and cover the existing contract costs. The chairman of the scrutiny committee agreed to waive call-in because any delay could impact on the council’s delivery of Individual Electoral Registration (IER.

(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). 

In accordance with the overview and scrutiny procedure rules, Councillor Matthew Barber, Leader of the council reported that on 10 October 2014 he took a confidential decision to enter into a new contract for an electoral management system to address problems with the current provider and to vire funds from the capital contingency budget for the purchase of the system and the revenue contingency to cover training on the new system and cover the existing contract costs. The chairman of the scrutiny committee agreed to waive call-in because any delay could impact on the council’s delivery of Individual Electoral Registration (IER).

To receive notices of motion under standing order 11.

1.  Motion to be proposed by Councillor Richard Webber, seconded by Councillor Catherine Webber

                      This council believes that the present system of s106 negotiations leaves much to be desired, and that council should begin immediately the revision of our present process to produce a system which is more open, more transparent and includes input from parish and town councils.

2.  Motion to be proposed by Councillor Debby Hallett, seconded by  Councillor Jim Halliday

 Council recognises that residents have reported that they rely on written communications to get their council information. To better serve the people of the Vale, Council requests Cabinet to include in their 2015-16 budget, a programme for circulating, on a regular basis to all Vale households, written information about Vale activities, services and programmes.

Council considered the following motions submitted under standing order 11.

1.  Motion proposed by Councillor Richard Webber and seconded by Councillor Catherine Webber

                      This council believes that the present system of s106 negotiations leaves much to be desired, and that council should begin immediately the revision of our present process to produce a system which is more open, more transparent and includes input from parish and town councils.

The following amendment moved by Councillor Roger Cox and seconded by Councillor Matthew Barber, with additional words shown in bold and deleted words marked with a strikethrough, was accepted by the mover and seconder of the original motion with the consent of Council.

‘This council believes that the present system of s106 negotiations leaves much to be desired, and that the council should continue to revise the begin immediately the revision of our presentprocess to produce a system which is more open, more transparent and includes input from parish and town councils.’ 

RESOLVED:     

THAT this council believes that the present system of s106 negotiations leaves much to be desired, and that the council should continue to revise the process to produce a system which is more open, more transparent and includes input from parish and town councils.

2.  Motion proposed by Councillor Debby Hallett, seconded by Councillor Jim Halliday

 Council recognises that residents have reported that they rely on written communications to get their council information. To better serve the people of the Vale, Council requests Cabinet to include in their 2015-16 budget, a programme for circulating, on a regular basis to all Vale households, written information about Vale activities, services and programmes.

Councillor Yvonne Constance moved and Councillor St John Dickson seconded the following amendment with additional words shown in bold and deleted words marked with a strikethrough:

‘Council recognises that some residents have reported that they rely on written communications to get their council information. To better serve the people of the Vale, and in the interests of efficiency, Council requests Cabinet to include in their 2015-16 budget, a programme for circulating, on a regular basis to all Vale households,written information about Vale activities, service and programmes with future council tax demands.’ 

In supporting the original motion a number of councillors expressed the view that residents rely on regular written communication to remain informed about council services and events. However, other councillors expressed the view that regular written communication was an inefficient use of resources with the majority of resident’s accessing information online.

The chairman called for a recorded vote on the amendment.