Agenda and minutes

Venue: The Ridgeway, The Beacon, Portway, Wantage, OX12 9BY

Contact: Steven Corrigan, Democratic Services Manager 01491 823049 Email: steven.corrigan@southandvale.gov.uk 

Items
No. Item

1.

Election of chairman

To elect a chairman of the Council for the municipal year 2016/17.

Minutes:

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

 

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

He thanked his escort, Marilyn Badcock, and Councillor Reg Waite, his Vice-Chairman, for their support.

 

2.

Appointment of vice chairman

To appoint a vice-chairman of the Council for the municipal year 2016/17.

 

Minutes:

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

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

 

3.

Apologies for absence

To receive apologies for absence.

Minutes:

Apologies for absence were submitted on behalf of councillors Yvonne Constance, Charlotte Dickson, St John Dickson, Stuart Davenport, Gervase Duffield, Mike Murray and Robert Sharp.

 

4.

Minutes pdf icon PDF 179 KB

To adopt and sign as a correct record the council minutes of the meeting held on 17 February 2016 (attached). 

Minutes:

RESOLVED: to approve the minutes of the meeting held on 17 February 2016 as a correct record and agree that the Chairman sign them as such.

5.

Declarations of interest

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

Minutes:

None.

6.

Chairman's announcements

To receive any announcements from the chairman.  

Minutes:

The chairman provided housekeeping information and gave details of his charities for the forthcoming year – Riding for the Disabled Association and the Amber Phillpott Trust.

7.

Urgent business

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. 

Minutes:

None.

8.

Petitions under standing order 13

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

Minutes:

None.

9.

Questions under standing order 12 pdf icon PDF 79 KB

To receive the following questions from councillors under standing order 12.

 

A.           Question from Councillor Judy Roberts to Councillor Charlotte Dickson, Cabinet member for leisure.

 

Could the Cabinet member please explain the reasons for the delay in publication of the Village and Community Halls Survey, which was due in July 2015?

B.           Question from Councillor Helen Pighills to Councillor Charlotte Dickson, Cabinet member for leisure.

In the consultation on Abbey Meadows the public were overwhelmingly in support of Scenario A: ‘A place to swim and play’

The consultation leaflet stated ‘We would aim to carry out essential repairs to the swimming pool and changing rooms'.

Furthermore under ‘Improvements we can make', the leaflet listed 'Repair the outdoor swimming pool' with ‘refurbish the changing rooms’ appearing in the ‘Additional improvements we will consider’.

Why then does the recently issued cabinet decision include refurbishment of the changing rooms with no mention of essential repairs to and upgrading of the pool including its ageing pool tank and heating/filtration system?

 

C.           Question from Councillor Dudley Hoddinott to Councillor Roger Cox, Cabinet member for planning (development management and enforcement)

Objectors to planning applications often raise the issue of cumulative harm. There may be many applications in one area that together cause significant harm. Or there may be many harms from a single application where each one alone is not reason enough to refuse but cumulatively they might be. How do we consider the impact of cumulative harm and what can the council do to prevent it?

 

D.           Question from Councillor Emily Smith to Councillor Mike Murray, Cabinet member for planning policy

The planning department’s Statement of Community Involvement defines what the public can expect in term of communications and consultations from planning. It's so out of date it lists Dr Evan Harris as our MP to be consulted. Why hasn't this important policy document been kept up to date?

 

E.           Question from Councillor Debby Hallett to Councillor Mike Murray, Cabinet member for planning policy

The Cabinet has promised to take care of my interests across the Vale with enterprise, energy and efficiency. I don’t know what they mean by ‘enterprise’. ‘Energy’ isn’t enough if it doesn’t produce a good result. Tonight I’m interested in ‘efficiency’. Could the Cabinet member please report the total costs so far to create the emerging Local Plan? Please include all costs: officers, consultants, travel & food, phone calls, consultation, printing and distribution, and everything else that we have invested so far in producing our emerging Local Plan.

 

Minutes:

A.   Question from Councillor Judy Roberts to Councillor Charlotte Dickson, Cabinet member for leisure.

 

“Could the Cabinet member please explain the reasons for the delay in publication of the Village and Community Halls Survey, which was due in July 2015?”

In the absence of Councillor Charlotte Dickson the chairman confirmed that a written response would be provided in accordance with Standing Order 12(7) (c).

 

B.   Question from Councillor Helen Pighills to Councillor Charlotte Dickson, Cabinet member for leisure.

“In the consultation on Abbey Meadows the public were overwhelmingly in support of Scenario A: ‘A place to swim and play’

The consultation leaflet stated ‘We would aim to carry out essential repairs to the swimming pool and changing rooms'.

Furthermore under ‘Improvements we can make', the leaflet listed 'Repair the outdoor swimming pool' with ‘refurbish the changing rooms’ appearing in the ‘Additional improvements we will consider’.

Why then does the recently issued cabinet decision include refurbishment of the changing rooms with no mention of essential repairs to and upgrading of the pool including its ageing pool tank and heating/filtration system?”

 

In the absence of Councillor Charlotte Dickson the chairman confirmed that a written response would be provided in accordance with Standing Order 12(7) (c).

 

 

C.   Question from Councillor Dudley Hoddinott to Councillor Roger Cox, Cabinet member for planning (development management and enforcement)

“Objectors to planning applications often raise the issue of cumulative harm. There may be many applications in one area that together cause significant harm. Or there may be many harms from a single application where each one alone is not reason enough to refuse but cumulatively they might be. How do we consider the impact of cumulative harm and what can the council do to prevent it?”

 

Councillor Roger Cox responded as follows:

 

“Any change to the built form will impact the environment whether it is a single dwelling or a large development – the difference would be the scale.  In each case a wide range of issues would be assessed and qualified by specialist officers and measures or conditions would be recommended to help mitigate the potential harm identified.

 

With large applications an ’environmental impact assessment’ may be required. However, where a proposal does not exceed 150 dwellings and the site is under five hectares it falls beneath the threshold set in schedule 2 of the Town and Country Planning (Environmental Impact Assessment) (Amendment) Regulations 2015 and there would be no requirement under it to provide a screening opinion.

 

When it or the combination of sites exceeds these parameters it is likely that the cumulative impact would have a significant effect then the applicant would apply for a screening opinion to verify whether an environmental impact assessment was required.

 

Where a development needs an environmental impact assessment we would consider the cumulative impact of a proposal in relation to other committed or emerging developments within the area as required by regulations. For example, the impact on traffic and highways (water supply, waste water treatment and potential flooding) could  ...  view the full minutes text for item 9.

10.

Corporate plan review pdf icon PDF 107 KB

Cabinet, at its meeting on 15 April 2016, considered a report on the council’s corporate plan for the period 2016 – 2020.

 

The Scrutiny Committee, at its meeting on 14 April, considered the report and made a number of suggested amendments which the Leader of the council and Cabinet member for the corporate plan agreed to take into consideration before the submission of a final version to Council on 11 May.

 

An updated corporate plan is attached.

 

RECOMMENDATION: to adopt the Corporate Plan 2016 – 2020. 

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 15 April 2016, on the council’s corporate plan for the period 2016 – 2020.

 

RECOMMENDATION: to adopt the Corporate Plan 2016 – 2020 as attached to the agenda for the annual meeting of Council on 11 May 2016. 

 

11.

Appointment of chief executive pdf icon PDF 130 KB

To consider the report of the head of HR, IT & technical services on the appointment of a chief executive and head of paid service (attached).

 

The Joint Staff Committee will meet on 10 May 2016 to consider the appointment of a chief executive. The recommendations of the committee will be reported at the Council meeting.

 

Minutes:

Council considered the report of the head of HR, IT and technical services and the recommendation of the Joint Staff Committee on the appointment of a chief executive.

 

Councillor Matthew Barber, Leader of the council, advised that 25 applications were received for the post of chief executive. Eight of these were selected for initial interviews with council leaders and four were then shortlisted for final interview. The final assessment took place on Tuesday 10 May with candidates seeing three different panels in the morning and having their final interviews in the afternoon. All four candidates gave a strong performance and the Joint Staff Committee reached a unanimous conclusion to offer the position to David Hill.

 

He thanked Andrew Down, Head of HR, IT and technical services, and Penna (HR consultants) for their work during the recruitment process.

 

RESOLVED: subject to South Oxfordshire District Council agreeing the appointment of the shared chief executive: to

1.         appoint David Hill shared chief executive of South Oxfordshire District Council and Vale of White Horse District Council on a salary of £140,000 per annum;

2.         agree that the chief executive will be employed by South Oxfordshire District Council and placed at the disposal of Vale of White Horse District Council in accordance with the existing agreement between the two councils under section 113 of the Local Government Act 1972;

3.         appoint the chief executive as each council’s head of paid service with effect from the commencement of his employment;

4.         authorise the head of HR, IT & technical services to finalise the terms and conditions of the contract of employment of the chief executive in accordance with the recommendations of the Joint Staff Committee;

5.         authorise the head of HR, IT & technical services to make any necessary amendments to the councils’ published pay policy statement arising from the agreed terms and conditions of appointment of the chief executive.

 

12.

Appointments to committees, panels and joint committees for 2016/17 pdf icon PDF 114 KB

To consider the report of the head of legal and democratic services on the appointment to those committees required to be politically balanced together with the Licensing Acts Committee and joint committees and to agree any consequential changes to the constitution(attached). 

 

Minutes:

Council considered the report of the head of legal and democratic services on the appointment of those committees and joint 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 2016/17 year and to appoint the membership, substitutes and chairmen and vice-chairmen as indicated to sit on them:

Names

Planning Committee, 11 Members

Conservative (8)

Liberal Democrat (3)

Eric Batts

Jenny Hannaby

Roger Cox

Bob Johnston

Stuart Davenport

Catherine Webber

Anthony Hayward

 

Sandy Lovatt (Vice-Chairman)

 

Chris McCarthy

 

Robert Sharp (Chairman)

 

Janet Shelley

 

SUBSTITUTES: All other councillors from the relevant political group provided they have received the appropriate training.

 

Names

Scrutiny Committee, 9 Members        

Conservative (7)

Liberal Democrat (2)

Alice Badcock (Vice-Chairman)

Debby Hallett (Chairman)

Ed Blagrove

Judy Roberts

Katie Finch

 

Vicky Jenkins

 

Monica Lovatt

 

Ben Mabbett

 

Chris Palmer

 

SUBSTITUTES: All other councillors from the relevant political group (not Cabinet members). 

 

Names

Joint Scrutiny Committee, 5 Members

Conservative (4)

Liberal Democrat (1)

Alice Badcock

Debby Hallett (Co-Chairman)

Katie Finch

 

Monica Lovatt

 

Ben Mabbett

 

SUBSTITUTES: All other councillors from the relevant political group (not Cabinet members). 

 

Names

Corporate Services Joint Scrutiny Committee, 2 Members

Conservative (1)

Liberal Democrat Group (1)

Ed Blagrove

Debby Hallett

 

 

SUBSTITUTES: All other councillors from the relevant political group (not Cabinet members).

 

 

Names

Joint Audit and Governance Committee, 4 Members

Conservative (3)

Liberal Democrat (1)

Simon Howell (Co-Chairman)

Dudley Hoddinott

Chris Palmer

 

Henry Spencer

 

SUBSTITUTES: All other councillors from the relevant political group.

 

Names

Community Governance and Electoral Issues Committee, 6 Members

Conservative (5)

Liberal Democrat Group (1)

Ed Blagrove

Debby Hallett

Yvonne Constance (Chairman)

 

Charlotte Dickson

 

Gervase Duffield

 

Ben Mabbett

 

SUBSTITUTES: All other councillors from the relevant political group.

 

Names

General Licensing Committee, 12 Members

Conservative (9)

Liberal Democrat Group (3)

Mike Badcock (Vice-Chairman)

Margaret Crick

Eric Batts

Jenny Hannaby

Charlotte Dickson (Chairman)

Dudley Hoddinott

St John Dickson

 

Robert Hall

 

Ben Mabbett

 

Chris McCarthy

 

Julia Reynolds

 

Reg Waite

 

SUBSTITUTES: All other councillors from the relevant political group provided they have received the appropriate training.

 

 

 

Names

Licensing Acts Committee, 12 Members

Conservative (9)

Liberal Democrat Group (3)

Mike Badcock (Vice-Chairman)

Margaret Crick

Eric Batts

Jenny Hannaby

Charlotte Dickson (Chairman)

Dudley Hoddinott

St John Dickson

 

Robert Hall

 

Ben Mabbett

 

Chris McCarthy

 

Julia Reynolds

 

Reg Waite

 

NO SUBSTITUTES

 

Names

Appeals Panel, 3 Members

Conservative (2)

Liberal Democrat Group (1)

Matthew Barber

Debby Hallett

Roger Cox

 

SUBSTITUTES: All other councillors from the relevant political group.

 

2.    (with no councillor voting against) allocate one of the Conservative Group’s seats on the Corporate Services Joint Committee to the Liberal Democrat Group;

 

3.    appoint all local members representing the wards covered by the relevant area committees to those committees for the 2016/17 municipal year with the following chairmen:

  • Abingdon and North East – Ed Blagrove
  • Faringdon – Simon Howell  
  • Wantage – St John Dickson

 

4.    appointMonica Lovatt as the council’s representative on the Oxfordshire Joint Health Overview and Scrutiny Committee  ...  view the full minutes text for item 12.

13.

Local Authorities (Members' Allowances) (England) Regulations 2003 - proposal to appoint a joint Independent Remuneration Panel pdf icon PDF 121 KB

To consider the report of the head of legal and democratic services. 

Minutes:

Council considered the report of the head of legal and democratic services on a proposal to appoint a joint independent remuneration panel. 

RESOLVED:

Subject to the agreement of South Oxfordshire District Council, to:

 

1.     dissolve the existing independent remuneration panel with effect from the appointment of a joint independent remuneration panel;

 

2.     appoint a joint independent remuneration panel with South Oxfordshire District Council to carry out reviews of the councillors’ allowances schemes at both councils and make recommendations on any changes to the schemes to the relevant Council;

 

3.     make the appointment of the joint independent remuneration panel effective until May 2020, one year after the 2019 district council elections; 

 

4.     authorise the head of legal and democratic services to make appointments to the joint independent remuneration panel, and advise councillors in due course of the outcome of the appointments process. 

 

 

14.

Report of the leader of the council pdf icon PDF 258 KB

(1)       Urgent cabinet decisions

 

In accordance with the scrutiny committee 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). 

Minutes:

Matthew Barber, Leader of the council, provided an update on the progress towards a devolution deal for Oxfordshire since the joint announcement by the seven district council leaders of the intention to seek a series of new local unitary councils for Oxfordshire as part of the Government’s current devolution agenda. A copy of the report is attached to these minutes.

 

He also provided an update on progress with the Local Plan. The council has submitted proposed modifications to the plan to the planning inspector. The inspector will publish interim findings in due course indicating whether he considers the Local Plan is likely to be capable of being found sound. Once finalised, the Local Plan will be subject to statutory consultation,

15.

Notices of motion under standing order 11

To receive the following notices of motion under standing order 11.

 

(1)          Motion to be proposed by Councillor Barber, seconded by Councillor Cox:

This Council supports the proposal by district council leaders for the abolition of existing councils and the creation of new local unitary councils for Oxfordshire. Furthermore this Council welcomes the appointment of Pricewaterhouse Coopers to examine all options ahead of a public consultation this summer.

(2)          Motion to be proposed by Councillor Jenny Hannaby, seconded by Councillor Dudley Hoddinott

This Council calls for our officers to work with Oxfordshire County Council (and other relevant local authorities, Network Rail and Great Western Railway) to produce a business case for an express rail link from Bristol to Milton Keynes via a new station at Grove/Wantage. It must include new track and signalling so as not to obstruct present and future high speed services from Paddington and link with the current electrification scheme.

 

(3)          Motion to be proposed by Councillor Bob Johnston, seconded by Councillor Catherine Webber

Air quality in the Vale is deteriorating. Therefore, this Council calls on HM Government to tighten the regulations on diesel engine vehicles especially in respect of particulates and oxides of nitrogen to address this. Any such regulations should ensure that the new limits are rigorously enforced and they should make the removal of the particle filter from diesel engines a criminal offence.

Minutes:

(1)          Councillor Matthew Barber moved and Councillor Roger Cox seconded the following motion:

This Council supports the proposal by district council leaders for the abolition of existing councils and the creation of new local unitary councils for Oxfordshire. Furthermore this Council welcomes the appointment of Pricewaterhouse Coopers to examine all options ahead of a public consultation this summer.

Those councillors in support of the motion expressed the view that the current two tier system of local government was expensive, not the most effective method for the delivery of local services and confusing for the public. The creation of new local unitary councils would save money and build on the quality of district councils, some of which had a track record of joint working. The creation of one unitary council for Oxfordshire was not feasible due to its large geographical area and significant population.

However, other councillors, whilst supporting the need for change, expressed the view that the motion was premature. Council should await the outcome of the options study before supporting a particular approach. 

The chairman called for a recorded vote on the motion which was carried with the votes recorded as follows:

 

For

Against

Abstentions

Councillors

Councillors

Councillors

Alice Badcock

Margaret Crick

Mike Badcock

Debby Hallett

 

Matthew Barber

Jenny Hannaby

 

Eric Batts

Dudley Hoddinott

 

Edward Blagrove

Bob Johnston

Roger Cox

Helen Pighills

Katie Finch

Judy Roberts

Robert Hall

Emily Smith

Anthony Hayward

Catherine Webber

Simon Howell

 

Vicky Jenkins

 

MohinderKainth

 

Monica Lovatt

 

Sandy Lovatt

 

Ben Mabbett

 

Chris McCarthy

 

Chris Palmer

 

Julia Reynolds

 

Janet Shelley

 

Henry Spencer

 

Reg Waite

 

Elaine Ware

 

Total: 22

Total: 9

Total: 0

 

(2)          Councillor Jenny Hannaby moved and Councillor Dudley Hoddinott seconded the following motion:

This Council calls for our officers to work with Oxfordshire County Council (and other relevant local authorities, Network Rail and Great Western Railway) to produce a business case for an express rail link from Bristol to Milton Keynes via a new station at Grove/Wantage. It must include new track and signalling so as not to obstruct present and future high speed services from Paddington and link with the current electrification scheme.

 

In supporting the motion councillors expressed the view that the scheme would provide a valuable transport link to Milton Park and Oxford, provide the infrastructure necessary to support the growing number of houses and jobs in the area and alleviate pressure on Didcot Parkway station. The proposal had the support of both Network Rail and Great Western Railways but required a business case. 

 

RESOLVED: That Council calls for officers to work with Oxfordshire County Council (and other relevant local authorities, Network Rail and Great Western Railway) to produce a business case for an express rail link from Bristol to Milton Keynes via a new station at Grove/Wantage. It must include new track and signalling so as not to obstruct present and future high speed services from Paddington and link with the current electrification scheme.

 

 

(3)          Councillor Bob Johnston moved and Councillor Catherine Webber seconded the  ...  view the full minutes text for item 15.

16.

Application for voluntary redundancy

The Joint Staff Committee will meet on 10 May 2016 to consider the report of the chief executive on a request for voluntary redundancy. The recommendation of the committee will be reported at the Council meeting.

Minutes:

Council considered the confidential report of the chief executive on a request for voluntary redundancy.  The report and recommendation of the Joint Staff Committee were circulated to all councillors on 11 May. 

 

Matthew Barber, Leader of the council, advised that in light of plans to implement a slimmer and flatter management structure and in the expectation that the role of strategic director is highly unlikely to remain in the revised structure, Anna Robinson had asked that she be made redundant as of 30 September. As required by the council’s officer employment procedure rules, all Cabinet members had been consulted about the recommendation. No objection was received.

 

At the request of the chairman council formally put on record its thanks to Anna Robinson for her hard work over the last eight years and wished her well for the future.  She had made an important contribution to the Vale in her time with the council, particularly in promoting economic growth and securing the two enterprise zones covering Harwell, Milton Park and the Didcot power station site.

 

RESOLVED:

 

To agree to the voluntary redundancy of Anna Robinson effective from 30 September 2016.

 

 

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Vale of White Horse District Council
Abbey House, Abbey Close,
Abingdon
OX14 3JE