Agenda and minutes

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

Contact: Steven Corrigan, Democratic Services Manager 01235 422526 Email: steven.corrigan@southandvale.gov.uk 

Items
No. Item

17.

Apologies for absence

To receive apologies for absence.

Minutes:

Apologies for absence were submitted on behalf of Councillors Edward Blagrove, Gervase Duffield, Anthony Hayward, Monica Lovatt, Mike Murray and Janet Shelley.

18.

Minutes pdf icon PDF 91 KB

To adopt and sign as a correct record the council minutes of the meeting held on 11 May 2016 (attached). 

Additional documents:

Minutes:

RESOLVED: to approve the minutes of the annual Council meeting and special Council meeting held on 11 May 2016 as correct records subject to the deletion of the words “Once finalised, the Local Plan will be subject to statutory consultation” (last sentence of Minute Co.14) and agree that the Chairman sign them as such.

 

19.

Declarations of interest

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

Minutes:

None.

20.

Chairman's announcements

To receive any announcements from the chairman.  

Minutes:

The chairman provided housekeeping information.

 

He thanked Ed Vaizey MP for his work as the Minister for Culture, Creative industries and Communications and especially his work on broadband rollout which had benefitted residents in the Vale.

 

He congratulated Nicola Blackwood MP on her appointment as Parliamentary Under Secretary in the Department of Health. 

 

He congratulated Ron Green, former district councillor, on the award of the British Empire Medal in recognition of his services to his local community.

 

At the request of the chairman Council formally put on record its thanks to David Buckle for his hard work for the council and wished him well for the future. He reminded councillors that they would have the opportunity to say farewell at a future event and led Council in a round of applause.

 

21.

Statements, petitions and questions from the public relating to matters affecting council.

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

 

Minutes:

Dr Les Clyne made the following statement on housing.

“One way of assessing the trend in the overall demand for housing in the Vale is to look at the figures for those on the Housing register.  Mr Hamid Khan, Interim Head of Housing, has kindly given me the following figures.  As of April 2015, 1,265 households were on Bands 1-3 of the Vale Housing register, and 2,288 were on Band 4.  A year later, April 2016, 1,143 households were on Bands 1-3, and 2,520 were on Band 4.  Thus over this period it appears that the Vale is tackling the more pressing problems for housing in the Vale (Bands 1-3), but is seeing an increase in the general demand for housing (Band 4).  Overall there has been an increase of 110 in the total on Bands 1-4. 

Thus the backdrop to the supply side of the housing is an increase in demand.  The Grove airfield development is due to deliver 2,500 housing units but it has been severely delayed.  The sooner the current impasse on this development is overcome, namely the signing of the Section 106 agreement, the sooner the Vale can see a major boost to the supply side of its housing commitments.”

Dr Les Clyne asked the following question of Councillor Matthew Barber, Leader of the council.

"Grove airfield development - the design work for the Grove airfield development was completed over three years ago. When is it expected that all parties will have signed the section 106 agreement?" 

Councillor Matthew Barber responded that talks were ongoing with the developers. He hoped to achieve a resolution by October 2016 but this could not be guaranteed as the matter was outside the control of the council.

 

Dr Andrew Pritchard of North Hinksey Parish Council and Mr Tim Comyn, Chairman, Sparsholt Parish Council made statements on the proposed constitution changes to planning set out at agenda item 9. The following points were raised:

·         welcomed the proposal to involve parish councils at an earlier stage of the planning process;

·         the current system worked well;

·         under the proposed scheme parish councils would need to hold more frequent meetings to meet the district council deadlines;and

·         under the proposed scheme district councillors would need to attend parish council planning committee meetings to ensure they were informed of the parish council comments. 

The chairman thanked the speakers for their statements and informed them that their points would be considered at agenda item 9.

 

Naomi Richardson made a statement and presented a petition on Abbey Meadows (although she noted that the petition was outdated as a result of the district council’s decision to replace the swimming pool).

She stated that members on the Abbey Meadow Consultation Discussion Group and those that have signed the two petitions she had initiated were delighted that theoutdoor pool was going to be replaced. She noted that the press release stated that: the district council will continue to engage with the wider community and special interest groups on the  ...  view the full minutes text for item 21.

22.

Petitions under standing order 13

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

Minutes:

None.

23.

Questions under standing order 12

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

 

A.      Question from Councillor Emily Smith to Councillor Matthew Barber, Leader of the Council.

 

The Oxfordshire Local Enterprise Partnership strap line says "OxLEP - driving economic growth". Which bodies are responsible for the social and environmental aspects of sustainability?

 

B.      Question from Councillor Catherine Webber to Councillor Roger Cox, Cabinet member for Planning.

 

Vale planners are reluctant to require a Construction Management Plan to manage the construction traffic on a development site (or any other highways needs) where Oxfordshire County Council Highways, who are the statutory consultees, have raised no objections. Most recently, in response to one planning committee member requesting a Construction Management Plan on a sensitive site, planning officers told members that no Construction Management Plan was possible because county had raised no objections. The Oxfordshire County Council officers don't appear to consider comments from other respondents. In light of this, should the public and members direct our parking and roads concerns directly to the Oxfordshire County Council officer instead of the Vale officer?

 

Minutes:

A.      Question from Councillor Emily Smith to Councillor Matthew Barber, Leader of the Council.

 

The Oxfordshire Local Enterprise Partnership (LEP) strap line says "OxLEP - driving economic growth". Which bodies are responsible for the social and environmental aspects of sustainability?

Councillor Matthew Barber responded as follows:

OxLep’s Strategic Economic Plan makes it clear that their approach to growth “ is focussed on the Knowledge Spine and underpinned by our high quality natural capital which delivers quality of life and supports our rural and visitor economy”. Their Strategic Economic Plan also confirms that it is the LEP’s intention to “Grow Oxfordshire’s Green Economy and Natural Capital through the development of a Strategic Environmental Economic Plan”

The plan also refers to the fact that “Oxfordshire is renowned for its innovative thinking and nowhere is this more in evidence than at the Earth Trust… which is all about new ways of working, encouraging enterprise, enhancing skills and engaging people as we strive to look after the environment” and to the fact that the SEP aims to “provide opportunities for residents throughout the county to participate in our high skills, high quality labour market, including measures specifically targeted on our rural areas”.

Growing Oxfordshire’s world-class technology clusters, achieving a more balanced economy, capitalising on the global reputation of Oxfordshire’s knowledge base and fulfilling our potential as an internationally renowned business, academic and research centre can only be achieved if efforts to achieve these objectives are matched by an equal effort to improve social and environmental sustainability.

That’s why OxLep’s plan also refers to the need to “Build on the strong base of skills, knowledge and experience of existing Oxfordshire VCFS (voluntary, community and faith sector) to support the development of social and environmentally-orientated enterprises targeted on social and employment issues such as ageing, worklessness and the number of people not in education, employment or training”.

Finally, the plan also refers to intended investment in much needed transport infrastructure improvements (including cycle and walkways) and increased high speed broadband connectivity – all of which is a major contributor to our future social sustainability.

The LEP’s main partners include Oxfordshire’s Local Authorities and the County Council, the Government and the private sector. The responsibility for delivering social and environmental aspects of sustainability at the same time as economic growth therefore falls to all partners that contributed to the development and support the delivery of OxLeps’s Strategic Economic Plan. Both Vale of White Horse and South Oxfordshire Council’s therefore bear some responsibility to make sure the LEP delivers on the social and environmental sustainability elements of their economic plan.

In response to a supplementary question as to whether the council could influence LEP to improve their consultation processes Councillor Matthew Barber stated that no consultation is perfect but that he would seek to influence the LEP.

 

B.      Question from Councillor Catherine Webber to Councillor Roger Cox, Cabinet member for Planning.

 

Vale planners are reluctant to require a Construction Management Plan to manage the construction traffic  ...  view the full minutes text for item 23.

24.

Review of the council's constitution pdf icon PDF 105 KB

To consider the report of the head of legal and democratic services on proposed changes to the council’s constitution - attached.

 

Additional documents:

Minutes:

Council considered the report of the head of legal and democratic services on proposed changes to the council’s constitution.

 

A number of councillors addressed the points raised by the speakers. Whilst acknowledging that, under the proposals, the automatic referral of planning applications to committee would stop they pointed out that a number of safeguards, thresholds and triggers would ensure major applications and controversial applications could be referred to the committee for determination at the request of parish councils. The proposals were not intended to curtail the role of parish councils but to improve their engagement in the planning process. 

 

RESOLVED: to

1.         note the further work done by the Joint Constitution Review Group and the intention to bring forward further revisions of the council’s constitution for consideration by Council;

2.         note the ongoing overall approach of the review group to develop “mirror” constitutions with Vale of White Horse District Council and commonality of wording where possible;

3.         approve the revised contracts procedure rules attached as appendix one to the report of the head of legal and democratic services to the Council meeting on 20 July 2016 for inclusion in the constitution with effect from 1 August 2016;

4.         approve the revised scheme of delegation to officers attached as appendix three to the report of the head of legal and democratic services to the Council meeting on 20 July 2016 for inclusion in the constitution with effect from 1 August 2016;

5.         authorise the head of legal and democratic services to update the proper officer and authorised officer appointments section of the constitution to reflect the revised scheme of delegation;

6.         approve the councillors’ planning code of practice attached as appendix four to the report of the head of legal and democratic services to the Council meeting on 20 July 2016 for inclusion in the constitution with effect from 1 August 2016;

7.         approve the revised petition scheme attached as appendix five to the report of the head of legal and democratic services to the Council meeting on 20 July 2016 for inclusion in the constitution with effect from 1 August 2016;

8.         authorise the head of legal and democratic services to make any minor or consequential amendments to the constitution for consistency and to reflect the councils’ style guide.

 

25.

Appointment of electoral registration officer and returning officer pdf icon PDF 141 KB

To consider the report of the head of legal and democratic services on the appointment of the council’s electoral registration officer and returning officer with effect from 1 September 2016 - attached.

Minutes:

Council considered the report of the head of legal and democratic services on the appointments of the council’s electoral registration officer and returning officer with effect from 1 September 2016.

 

RESOLVED:

1.         that in terms of the Representation of the People Act 1983 and all related legislation, with effect from 1 September 2016, to appoint David Hill as electoral registration officer and to reappoint Margaret Reed as deputy electoral registration officer;

2.         that in terms of section 41 of the Local Government Act 1972 and all related legislation, with effect from 1 September 2016, to appoint David Hill as returning officer, with authority to act in that capacity for elections to the councils and all or any parish and town councils within the councils’ areas;

3.         to authorise the councils’ electoral registration officer to act in respect
of all related electoral, poll or referendum duties, including in relation to county
council elections, elections to the European Parliament and national,
regional and local polls or referendums;

4.         that in relation to the duties of returning officer or any other electoral, referendum or polling duties arising from such appointment, to remunerate the returning officer for local elections, polls or referendums in accordance with the scale of fees approved from time to time by the councils and to note that the returning officer will be entitled to the relevant scale of fees prescribed by a fees order in respect of national, regional or European Parliament elections, polls or referendums;

5.         that in all cases where it is a legal requirement or normal practice to do so, the fees paid to the returning officer shall be superannuable and that South Oxfordshire District Council as the employing authority shall pay the appropriate employer's contribution to the superannuation fund, recovering such employer's contributions from central government or other local authorities or agencies where this can be done;

6.         that in relation to the conduct of local authority elections and polls, and elections to the United Kingdom Parliament, and all other electoral duties where the councils are entitled by law to do so, the councils shall take out and maintain in force insurance indemnifying the councils and the returning officer against legal expenses reasonably incurred in connection with the defence of any proceedings brought against the councils or the returning officer and/or the cost of holding another election in the event of the original election being declared invalid (provided that such proceedings or invalidation are the result of the accidental contravention of the Representation of the People Acts or other legislation governing the electoral process, or accidental breach of any ministerial or other duty by the returning officer or any other person employed by or officially acting for him in connection with the election or poll);

7.         that in the event of such insurance carrying an 'excess' clause by which an initial portion of risk is not insured, the councils will indemnify the returning officer up to the value of such excess.

 

26.

Vale of White Horse District Council comments on draft Strategic Economic Plan pdf icon PDF 55 KB

To note the response from the Council to the Local Enterprise Partnership (LEP) Strategic Economic Plan (SEP) - attached.

 

Minutes:

Council considered the response from the council to the Local Enterprise Partnership (LEP) Strategic Economic Plan (SEP).

 

A number of councillors welcomed the content of the council’s response in drawing attention to the Oxford centric nature of the SEP and requesting greater recognition and comment on issues in the Vale and Oxfordshire as a whole. They acknowledged the perceived lack of accountability of the LEP and the lack of public engagement referred to by the public speakers. Whilst sympathetic to the public comments some councillors noted the need for additional housing to support economic growth and provide affordable housing for nurses, teachers etc in Oxfordshire.  

Councillor Debby Hallett, Chairman of the Scrutiny Committee, confirmed that the committee would review the SEP going forward.

 

27.

Application for voluntary redundancy

The Joint Staff Committee met on 12 July 2016 to consider the confidential report of the chief executive on a request for voluntary redundancy. The report and recommendation of the Joint Staff Committee was circulated to all councillors following the meeting. 

 

Council is invited to consider the recommendation of Joint Staff Committee.

RECOMMENDATION:To agree to the voluntary redundancy of Steve Bishop effective from 31 December 2016.

 

 

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 12 July 2016. 

 

Councillor Roger Cox, a member of the Joint Staff Committee, 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, Steve Bishop had asked that he be made redundant as of 31 December. 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 Steve Bishop for his hard work for the council and wished him well for the future.  Over the last two years he had been instrumental in driving forward the five councils partnership with all the benefits that this is due to deliver shortly.

 

RESOLVED:

To agree to the voluntary redundancy of Steve Bishop effective from 31 December 2016.

 

28.

Report of the leader of the council

(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).  

Minutes:

The Leader of the council provided the following updates:

 

  • Unitary status – the Oxfordshire authorities had issued a joint statement marking a pause in plans for consultation on unitary status proposals in light of national developments (new prime minister, new secretary of state and Brexit). Publication of the reports had been postponed. The Oxfordshire councils had agreed to discuss areas of common ground, assess potential options and seek to agree a way forward building on the work done to date.
  • Abbey Meadows – he welcomed the improvements to the wider area, the availability of contingency funds to replace the pool and the opportunity to work with community groups. Although resources were limited the planned works would significantly improve the existing facility.
  • Cabinet portfolio changes – he announced the departure of councillors Mohinder Kainth and Sandy Lovatt from the Cabinet and the appointment of Councillor Robert Sharp to the Cabinet. He placed on record his thanks to councillors Mohinder Kainth and Sandy Lovatt for their hard work and looked forward to their continued service – Councillor Lovatt as a member of the Planning Committee and Councillor Kainth continuing to lead on the IT strategy.

 

The revised portfolio responsibilities are set out below:

 

Matthew Barber

 

Leader; Devolution; Corporate Strategy

Roger Cox

 

Deputy Leader; Planning (Policy & Development Management)

Robert Sharp

Finance; Corporate Services Contracts

Mike Murray

Regeneration; Economic Development; Property

Elaine Ware

Housing; Environmental Health

Charlotte  Dickson

Leisure; Parks & Grounds Maintenance; Waste

Eric Batts

Legal and democratic; community safety; HR; IT & technical services

  • Committee places – he informed Council that he had given notice to the head of legal and democratic services that councillors Monica Lovatt and Ben Mabbett would become members of the Planning Committee replacing councillors Roger Cox and Robert Sharp.

 

 

He thanked David Buckle, Chief Executive, and Steve Bishop, Strategic Director, for their hard work for the council and wished them well for the future.

 

29.

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:

The chairman agreed to take this item as an item of urgent business to allow for the appointment of a councillor to the Thames Valley Police and Crime Panel on the grounds that the next meeting of the Panel was scheduled for 9 September, prior to the next scheduled Council meeting.

 

As part of the changes set out in the previous item Council was invited to appoint Councillor Chris McCarthy as the council’s representative on the Thames Valley Police and Crime Panel.

 

RESOLVED: toappoint Chris McCarthy as the council’s representative on the Thames Valley Police and Crime Panel.

30.

Notices of motion under standing order 11

To receive notices of motion under standing order 11.

 

(1)         Motion to be proposed by Councillor Mike Badcock, Chairman, seconder to be notified:

We are proud to live in a diverse and tolerant society.   We believe that hate crimes have no place in our country, whether they are based on race, religion, sexual orientation, age, disability or gender identity. Vale of White Horse District Council condemn racism, xenophobia and hate crimes unequivocally.  We will not allow hate to become acceptable. 

We reassure all people living in the Vale that they are valued members of our community.

(2)         Motion to be proposed by Councillor Eric Batts, seconded by Councillor Sandy Lovatt:

 

Council welcomes the interim findings of the Local Plan Inspector which allows the process to move on to modifications stage ahead of final adoption. Council thanks the officers and councillors involved in directing the Local Plan process for their hard work, professionalism and perseverance and looks forward to the successful adoption of the Local Plan Part 1 in due course.

 

(3)         Motion to be proposed by Councillor Ben Mabbett, seconded by Councillor Alice Badcock:

 

Council welcomes the success of the grants scheme set up to honour HM The Queen's 90th birthday. In total more than 40 parishes benefited from grants helping to support a wide range of successful celebrations across the district.

 

(4)        Motion to be proposed by Councillor Judy Roberts, seconded by Councillor Margaret Crick

During the process of the approval of planning applications, the public sometimes has a mistaken concept of the protection afforded by the conditions attached to planning permission. This council will only attach such conditions as are deemed enforceable.

                            

(5)        Motion to be proposed by Councillor Bob Johnston, seconded by Councillor Debby Hallett

This council resolves to manage our public consultations with openness and transparency, using industry best practice. Our public consultations will use open-ended questions that encourage a range of responses, and officers will produce consultation reports that highlight all major concerns raised and the actions to be taken in response. Where we have control of the consultation, we will ensure openness and transparency. Where we are part of a governing body managing the consultation, we will openly encourage openness and transparency.

(6)        Motion to be proposed by Councillor Debby Hallett, seconded by Councillor Emily Smith

Council notes that the planning permission for West Way development in Botley, which includes 140+ new houses, will not include any provision of affordable housing. Council also notes that the developers have contributed £2,000,000 to affordable housing elsewhere. This council believes in fair play, and that communities who accept new housing developments should benefit from developer contributions; therefore the council asks officers to take the necessary steps to ring fence this donation, and any future overage, for affordable housing in Botley, and to explore options for providing such affordable housing in Botley.

 

(7)        Motion proposed by Councillor Dudley Hoddinott, seconded by Councillor Helen Pighills

We are proud to live in a diverse and tolerant society.  ...  view the full agenda text for item 30.

Minutes:

 

(1)         Motion moved by Councillor Mike Badcock, Chairman, and seconded by Councillor Matthew Barber:

“We are proud to live in a diverse and tolerant society.   We believe that hate crimes have no place in our country, whether they are based on race, religion, sexual orientation, age, disability or gender identity. Vale of White Horse District Council condemn racism, xenophobia and hate crimes unequivocally.  We will not allow hate to become acceptable. 

We reassure all people living in the Vale that they are valued members of our community”.

A number of councillors expressed the view that they could not support the motion without reference to a commitment to support groups involved in the fight against the prevention of racism and xenophobia.

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

Yvonne Constance

Bob Johnston

Roger Cox

Helen Pighills

Stuart Davenport

 

Judy Roberts

Charlotte Dickson

 

Emily Smith

St John Dickson

 

Catherine Webber

Katie Finch

Robert Hall

 

Simon Howell

 

Vicky Jenkins

 

MohinderKainth

 

Sandy Lovatt

 

Ben Mabbett

 

Chris McCarthy

 

Chris Palmer

 

Julia Reynolds

 

Robert Sharp

 

Henry Spencer

 

Reg Waite

 

Elaine Ware

 

Total: 23

Total: 0

Total: 9

RESOLVED:

We are proud to live in a diverse and tolerant society.   We believe that hate crimes have no place in our country, whether they are based on race, religion, sexual orientation, age, disability or gender identity. Vale of White Horse District Council condemn racism, xenophobia and hate crimes unequivocally.  We will not allow hate to become acceptable. 

We reassure all people living in the Vale that they are valued members of our community.

(2)         Motion moved by Councillor Eric Batts and seconded by Councillor Sandy Lovatt:

 

Council welcomes the interim findings of the Local Plan Inspector which allows the process to move on to modifications stage ahead of final adoption. Council thanks the officers and councillors involved in directing the Local Plan process for their hard work, professionalism and perseverance and looks forward to the successful adoption of the Local Plan Part 1 in due course.

 

Councillor Emily Smith moved and Councillor Debby Hallett seconded an amendment as set out below with words deleted shown with a strikethrough and additional words shown in bold, to highlight the involvement of the wider community in the Local Plan process, was accepted by the mover and seconder of the original motion.

 

“Council welcomes the interim findings of the Local Plan Inspector which allows the process to move on to modifications stage ahead of final adoption. Council thanks the officers, and councillors,parish councils, residents and community groups involved in directing the Local Plan process for their hard work, professionalism and perseverance and looks forward to the successful adoption of the Local Plan Part 1 in due course."

 

The mover and seconder accepted the amendment.

 

RESOLVED:

To welcome the interim findings of the Local Plan Inspector  ...  view the full minutes text for item 30.

 

Contact us - Democratic services

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