Agenda and draft minutes

Council - Wednesday, 6 October 2021 7.00 pm

Venue: First floor, 135 Eastern Avenue, Milton Park, Milton, OX14 4SB

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

Items
No. Item

50.

Apologies for absence

To record apologies for absence.

Minutes:

None.

51.

Minutes pdf icon PDF 621 KB

To adopt and sign as a correct record the Council minutes of the meeting held on 14 July 2021 - attached. 

Minutes:

RESOLVED: to approve the minutes of the meeting held on 14 July 2021 as a correct record and agree that the Chair sign them as such.

 

 

52.

Declarations of disclosable pecuniary interest

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

Minutes:

None.

53.

Urgent business and chair's announcements

To receive notification of any matters which the chair determines should be considered as urgent business and the special circumstances which have made the matters urgent, and to receive any announcements from the chair. 

Minutes:

The Chair provided general housekeeping advice. She reported that she, together with the council’s Cycling Champion, Councillor de la Harpe, had attended the Women’s Tour cycling race (Oxfordshire stage).

 

54.

Public participation

To receive any questions or statements from members of the public that have registered to speak. 

Minutes:

No members of the public had registered to address Council.

 

55.

Petitions

To receive any petitions from the public. 

Minutes:

None.

56.

Making the Appleton with Eaton Development Plan pdf icon PDF 211 KB

To consider the recommendations of the Cabinet member for corporate services and transformation, made on 20 September 2021, regarding the neighbourhood plan for Appleton with Eaton following the referendum held on 9 September 2021. 

 

The Individual Cabinet Member Decision is attached.

 

RECOMMENDATION TO COUNCIL: to

 

1.   make the Appleton with Eaton Development Plan so that it continues to be part of the council’s development plan; and 

 

2.   authorise the head of planning, in consultation with the Cabinet member  for corporate services and transformation, and in agreement with the Qualifying Body, to correct any spelling, grammatical, typographical or factual errors together with any improvements from a presentational perspective. 

 

 

Minutes:

Council considered the recommendation of Councillor Hallett, Cabinet member for Corporate Services and Transformation, made on 20 September 2021, to make the Appleton with Eaton Neighbourhood Development Plan part of the development plan for Vale.

 

RESOLVED:

 

1.    To make the Appleton with Eaton Development Plan so that it continues to be part of the council’s development plan.

 

2.    To authorise the head of planning, in consultation with the appropriate

Cabinet member and in agreement with the Qualifying Body, the correction  

of any spelling, grammatical, typographical or factual errors together with 

any improvements from a presentational perspective.

 

 

57.

Making the Chilton Development Plan pdf icon PDF 210 KB

To consider the recommendations of the Cabinet member for corporate services and transformation, made on 20 September 2021, regarding the neighbourhood plan for Chilton following the referendum held on 9 September 2021. 

 

The Individual Cabinet Member Decision is attached.

 

RECOMMENDATION TO COUNCIL: to

 

1.   make the Chilton Development Plan so that it continues to be part of the council’s development plan; and 

 

2.   authorise the head of planning, in consultation with the Cabinet member  for corporate services and transformation, and in agreement with the Qualifying Body, to correct any spelling, grammatical, typographical or factual errors together with any improvements from a presentational perspective. 

 

 

Minutes:

Council considered the recommendation of Councillor Hallett, Cabinet member for Corporate Services and Transformation, made on 20 September 2021, to make the Chilton Neighbourhood Development Plan part of the development plan for Vale.

 

RESOLVED:

 

1.    To make the Chilton Development Plan so that it continues to be part of the council’s development plan.

 

2.    To authorise the head of planning, in consultation with the appropriate

Cabinet member and in agreement with the Qualifying Body, the correction  

of any spelling, grammatical, typographical or factual errors together with 

any improvements from a presentational perspective.

 

58.

Making the West Hanney Development Plan pdf icon PDF 210 KB

To consider the recommendations of the Cabinet member for corporate services and transformation, made on 20 September 2021, regarding the neighbourhood plan for West Hanney following the referendum held on 2 September 2021. 

 

The Individual Cabinet Member Decision is attached.

 

RECOMMENDATION TO COUNCIL: to

 

1.   make the West Hanney Development Plan so that it continues to be part of the council’s development plan; and 

 

2.   authorise the head of planning, in consultation with the Cabinet member for corporate services and transformation, and in agreement with the Qualifying Body, to correct any spelling, grammatical, typographical or factual errors together with any improvements from a presentational perspective. 

 

 

Minutes:

Council considered the recommendation of Councillor Hallett, Cabinet member for Corporate Services and Transformation, made on 20 September 2021, to make the West Hanney Development Plan part of the development plan for Vale.

 

RESOLVED:

 

1.    To make the West Hanney Development Plan so that it continues to be part of the council’s development plan.

 

2.    To authorise the head of planning, in consultation with the appropriate

Cabinet member and in agreement with the Qualifying Body, the correction  

of any spelling, grammatical, typographical or factual errors together with 

any improvements from a presentational perspective.

 

59.

Community Infrastructure Levy (CIL) Charging Schedule - Adoption pdf icon PDF 325 KB

Cabinet, at its meeting on 1 October, will consider the report of the head of planning on the Community Infrastructure Levy (CIL) Charging Schedule.

 

The report of the head of planning, which Cabinet will consider on 1 October 2021, is attached.

 

The recommendations of Cabinet will be circulated to all councillors.

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 1 October 2021 on the council’s Community Infrastructure Levy Charging Schedule.

 

RESOLVED: to adopt the Community Infrastructure Levy Charging Schedule (set out at Appendix 2 to the head of planning’s report to Cabinet on 1 October 2021) and the Community Infrastructure Levy Instalments Policy (set out at Appendix 3 to the report), with an implementation date of 1 November 2021.

 

60.

Treasury Management Outturn 2020-21 pdf icon PDF 327 KB

Cabinet, at its meeting on 1 October, will consider the report of the head of finance on the outturn performance of the treasury management function for the financial year 2020/21.

 

The report of the head of finance, which the Joint Audit and Governance Committee will consider on 28 September 2021 and Cabinet will consider on 1 October 2021, is attached.

 

The recommendations of Cabinet will be circulated to all councillors.

Additional documents:

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 1 October 2021, on the outturn performance of the treasury management function for the financial year 2020/21. The Joint Audit and Governance Committee and Cabinet had considered the head of finance’s report and were satisfied that the treasury activities had been carried out in accordance with the treasury management strategy and policy.

 

 

RESOLVED: to

 

1.          approve the treasury management outturn report 2020/21; and

2.          approve the actual 2020/21 prudential indicators within the report. 

 

61.

Councillors' Allowances Scheme pdf icon PDF 199 KB

To consider the report of the head of legal and democratic, and the recommendations of the Joint Independent Remuneration Panel, on a revised councillors’ allowances scheme - attached.

 

Additional documents:

Minutes:

Council considered the report of the Head of Legal and Democratic covering the recommendations of the Independent Remuneration Panel on a revised councillors’ allowances scheme.

 

Councillor Smith moved, and Councillor Boyd seconded, the following motion.

 

 It is recommended that Council agrees: 

 

  1. The recommendations of the Independent Remuneration Panel set out in their report as to the levels of basic and special responsibility allowances as set out in paragraph 7 of the report, with the exception of the recommended minimum threshold on the payment of the special responsibility allowance to the Leader of the main opposition group which will be disapplied 

 

  1. That the revised scheme should apply from 1 April 2022 

 

  1. That a task group comprising a member from each group consider the proposed content of a Parental Leave Policy for elected members and report back to Council with its recommendations at its meeting in December 2021 

 

  1. To authorise the Head of Legal and Democratic to finalise and implement a councillors’ allowances scheme based on the decision in 1 and the IRP report 

 

  1. To thank the members of the IRP for their work in reviewing the councillors’ allowances scheme. 

 

In supporting the motion councillors supported the view that there should be no lower threshold on the payment of the special responsibility allowance to the Leader of the largest opposition group. The role, irrespective of the size of the group, provided an important scrutiny challenge and helped keep councillors engaged in the council business. A number of councillors welcomed the proposal to introduce a councillors’ parental leave policy.

 

On being put to the vote the motion was agreed:

 

RESOLVED: to

1.    approve the recommendations of the Independent Remuneration Panel set out in their report as to the levels of basic and special responsibility allowances as set out in paragraph 7 of the report of the Head of Legal and Democratic to Council on 7 October 2021, with the exception of the recommended minimum threshold on the payment of the special responsibility allowance to the Leader of the main opposition group which will be disapplied; 

 

2.    apply the revised scheme from 1 April 2022; 

 

3.    establish a task group comprising a member from each group consider the proposed content of a Parental Leave Policy for elected members and report back to Council with its recommendations at its meeting in December 2021; 

 

4.    authorise the Head of Legal and Democratic to finalise and implement a councillors’ allowances scheme based on the decision in 1 and the IRP report; and 

 

5.    thank the members of the IRP for their work in reviewing the councillors’ allowances scheme. 

 

 

62.

Report of the leader of the council

To receive the report of the leader of the council.

 

 

 

 

Minutes:

Councillor Smith, Leader of the council, provided an update on a number of matters. The text of her address is available on the council’s website.

63.

Update on Oxfordshire Growth Board pdf icon PDF 126 KB

To receive an update on the Oxfordshire Growth Board from Councillor Fawcett, Cabinet member for strategic partnerships and place.

 

 

Minutes:

Council received a written update report on the Oxfordshire Growth Board (now known as The Future Oxfordshire Partnership) from Councillor Fawcett, Cabinet member for Strategic Partnerships and Place.

 

 

64.

Questions on notice pdf icon PDF 326 KB

To receive questions from councillors in accordance with Council procedure rule 33. 

 

A.   Question from Councillor Bob Johnston to Councillor Neil Fawcett, Cabinet Member for Strategic Partnerships and Place
Could Cabinet Member Neil Fawcett update the Council and the public on the imminent roll out of the civic enforcement programme?

 

B.   Question from Councillor Eric de la Harpe to Councillor Catherine Webber, Cabinet member for Strategic Partnerships and Place

Could the Cabinet Member summarise the new Tree Policy for residents and explain how it may apply in cases where Vale residents wish to plant trees on land that is owned by South Oxfordshire District Council? In particular, the Rye Farm area on the south bank of the Thames at Abingdon.

C.   Question from Councillor Elaine Ware to Councillor Emily Smith Leader of the Council

Following your previous answers and follow up to the March motion that was passed, could you update us, and residents, on the status of discussions with the Swindon CCG and whether a meeting has been held yet?  A very informative meeting was held with Oxfordshire CCG and that helped all members understand the intersection points and complexities of the interaction. Therefore, could you please provide figures of the number of residents registered for each of the CCG’s that serve Vale, and what funding has been allocated in the last 5 years from S106 to each of those CCG’s?

 

D.   Question from Councillor Elaine Ware to Councillor Judy Roberts Cabinet Member for Development and Infrastructure

      Has the Oxfordshire Community Land Trust received Register Provider Status for the Dean Court Affordable Housing Project?

 

E.    Question from Councillor Simon Howell to Councillor Crawford,Cabinet Member for Finance and Corporate Assets
Could the Cabinet Member advise Council of how many customers have cancelled their direct debits for the garden waste/brown bin service since the start of August, by each week to the end of September, and confirm how much lost annual income this equates to for the Council.

 

F.    Question from Councillor Nathan Boyd to Councillor Thomas,Cabinet Member Community Engagement
Land banking is a pitfall in our complex planning system where developers buy and store a pipeline of land and obtain planning permission for that land, with no immediate intention to build the homes that have been approved.
Could the Cabinet Member for Planning advise the current number of homes to which planning has been granted yet construction has yet to be started?

 

G.   Question from Councillor Elaine Ware to Councillor Helen Pighills Cabinet Member for Healthy Communities

A meeting was held in March this year to discuss the Leisure Needs for Wantage, Faringdon and the surrounding area. The issues raised at this meeting were to form part of the formal consultation to identify leisure needs throughout the area and use of S106 funds. It has now been over six months and there has been no further update. Would the Cabinet Member inform Council of the current status of this project and when will a formal consultation take place?  ...  view the full agenda text for item 64.

Additional documents:

Minutes:

A.   Question from Councillor Bob Johnston to Councillor Neil Fawcett, Cabinet Member for Strategic Partnerships and Place


Could Cabinet Member Neil Fawcett update the Council and the public on the imminent roll out of the civic enforcement programme?

Written response

Oxfordshire County Council (OCC) are planning to start Civil Parking Enforcement (CPE) on-street on 1 November 2021.  Details can be found on OCC website  https://www.oxfordshire.gov.uk/new-parking-enforcement .  In addition, OCC are conducting a major communications campaign to get the message across to users and we are pushing the messages on social media (as attached).  Throughout the process we have updated all councillors, town and parish councils and will continue to do so as we reach the start date. 

When the scheme is introduced in November the initial approach will be advisory helping residents to get used to the new scheme and then enforcement officers will move to issuing penalty enforcement notices.

If councillors are aware of any places where enforcement of existing restrictions could create a serious problem, please report them using the form on the website. Please encourage town and parish councils to do the same.

The Vale of White Horse District Council is in the process of making minor amendments required to the car parking Orders to bring them in line with CPE.  For example, the levels of fines will reduce slightly.  This work will be completed early 2022 in the interim the Vale Council will continue to enforce our off-street pay and display car parks as we do at the moment.

Once enforcement starts there will be regular monitoring meetings of the scheme. We will be able to pick up on any problems that have been identified and raise any ‘hot spots’.

 

As enforcement improves, and the inevitable knock on impact becomes clear, we expect to see more applications for new restrictions and/or residents parking zones. Again, it would be very useful if councillor and town and parish councils feed those requests in.

In the meantime, I would like to thank all the officers who have worked so hard on this scheme against a tight timetable.

 

B.   Question from Councillor Eric de la Harpe to Councillor Catherine Webber, CabinetMember for Climate Emergency and Environment

 

Could the Cabinet Member summarise the new Tree Policy for residents and explain how it may apply in cases where Vale residents wish to plant trees on land that is owned by South Oxfordshire District Council? In particular, the Rye Farm area on the south bank of the Thames at Abingdon.

 

Written response

The Policy for the planting of trees on Council Land is a joint policy across both South Oxfordshire District Council and Vale of White Horse District Council. As you can imagine, one of the key benefits of having a joint policy of this nature is that it also allows for a common application form and process for residents. As a result, residents of either district will be in a position to submit an application to plant trees on  ...  view the full minutes text for item 64.

65.

Motions on notice

To consider motions from councillors in accordance with Council procedure rule 38. 

 

(1)       Motion to be proposed by Councillor Councillor Catherine Webber, seconded by Councillor Councillor Hayleigh Gascoigne:

 

Council Notes:

Vale of White Horse District Council declared a Climate Emergency in February 2019, and since then has included the Climate Emergency in its Corporate Plan, set up a Climate Emergency Advisory Committee and declared its ambitions by setting its own carbon targets.

Our climate action targets are to become:

-          carbon neutral within our own operations by 2030, with an aim for a 75 per cent reduction in carbon emissions in our own operations by 2025

-          a carbon neutral district by 2045, with an aim for a 75 per cent reduction in carbon emissions in the district by 2030

UK100 is a network of highly ambitious local government leaders, which seeks to devise and implement plans for the transition to clean energy that are ambitious, cost effective and take the public and business with them.

It supports decision-makers in UK towns, cities and counties in their transition to Net Zero. It is the only network for UK local leaders focused solely on climate, clean energy and clean air policy.

Over 100 councils have already joined this group and taken the pledge to reach net zero by 2030 for all council owned assets and wider by 2045. By working together with other councils, we are fulfilling one of the corporate plan projects of partnership, and together we show greater strength.

 

The Climate Emergency is something that affects not just the residents in our council area, but the whole country, and in fact the whole world.

 

We will need to work together and learn from each other if we are to find workable solutions for tackling Climate Change.

We will have the best chance of meeting our carbon targets by being part of a wider community, sharing knowledge with partners who face similar issues, by translating ambitions into concrete actions.

 

Council resolves to become a member of the UK:100 Network, which requires the Council to:

-          reaffirm our commitment to council operations to become carbon neutral by 2030 and become a carbon neutral district by 2045

-          report our carbon emissions annually

-          commit to limiting the use of offsets, and if used, to be as local as possible

-          sign up to the UK:100 Pledge www.uk100.org/membership

 

 

 

 

(2)       Motion to be proposed by Councillor Councillor Samantha Bowring, seconded by Councillor Bethia Thomas:

 

 

In March 2020, as we were faced with the economic fallout from the pandemic, the Government did the right thing and increased Universal Credit and Working Tax Credit by £20 a week.

 

Council notes that this £20 a week ?payment is now to be cut, coming into effect for families on Universal Credit from 6 October. This cut will mean the biggest overnight cut to the basic rate of social security since the modern welfare state began, more than 70 years ago.

 

According to analysis  ...  view the full agenda text for item 65.

Minutes:

Council considered the following motions from councillors in accordance with Council Procedure Rule 38. 

 

(1)       Councillor Catherine Webber moved, and Councillor Hayleigh Gascoigne seconded the motion as set out in the agenda at agenda item 16:

 

After debate and on being put to the vote the motion was agreed.

 

RESOLVED: that

 

Council notes:

Vale of White Horse District Council declared a Climate Emergency in February 2019, and since then has included the Climate Emergency in its Corporate Plan, set up a Climate Emergency Advisory Committee and declared its ambitions by setting its own carbon targets.

Our climate action targets are to become:

-          carbon neutral within our own operations by 2030, with an aim for a 75 per cent reduction in carbon emissions in our own operations by 2025

-          a carbon neutral district by 2045, with an aim for a 75 per cent reduction in carbon emissions in the district by 2030

UK100 is a network of highly ambitious local government leaders, which seeks to devise and implement plans for the transition to clean energy that are ambitious, cost effective and take the public and business with them.

It supports decision-makers in UK towns, cities and counties in their transition to Net Zero. It is the only network for UK local leaders focused solely on climate, clean energy and clean air policy.

Over 100 councils have already joined this group and taken the pledge to reach net zero by 2030 for all council owned assets and wider by 2045. By working together with other councils, we are fulfilling one of the corporate plan projects of partnership, and together we show greater strength.

 

The Climate Emergency is something that affects not just the residents in our council area, but the whole country, and in fact the whole world.

 

We will need to work together and learn from each other if we are to find workable solutions for tackling Climate Change.

We will have the best chance of meeting our carbon targets by being part of a wider community, sharing knowledge with partners who face similar issues, by translating ambitions into concrete actions.

 

Council resolves to become a member of the UK:100 Network, which requires the Council to:

-          reaffirm our commitment to council operations to become carbon neutral by 2030 and become a carbon neutral district by 2045

-          report our carbon emissions annually

-          commit to limiting the use of offsets, and if used, to be as local as possible

-          sign up to the UK:100 Pledge www.uk100.org/membership

 

 

 

 

(2)       Councillor Samantha Bowring moved, and Councillor Bethia Thomas seconded the motion as set out in the agenda at agenda item 16:

 

After debate and on being put to the vote the motion was agreed.

 

RESOLVED: that

In March 2020, as we were faced with the economic fallout from the pandemic, the Government did the right thing and increased Universal Credit and Working Tax Credit by £20 a week.

 

Council notes that this £20 a week ?payment  ...  view the full minutes text for item 65.

66.

Exclusion of the public

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 paragraphs 1-7 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. 

Minutes:

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 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. 

 

67.

Office Accommodation Inter Authority Agreement

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 1 October 2021, on the inter authority agreement between Vale of White Horse District Council and South Oxfordshire District Council in respect of a new office building.

 

In accordance with Council Procedure Rule 67, which provides for a recorded vote if three members request one, the chair called for a recorded vote on the motion which was declared carried with the voting as follows:

For

Against

Abstentions

Councillors

Councillors

Councillors

Jerry Avery

 

Nathan Boyd

Paul Barrow

 

Simon Howell

Ron Batstone

 

Ben Mabbett

Samantha Bowring

 

Janet Shelley

Cheryl Briggs

Andy Cooke

 

 

Andrew Crawford

 

 

Margaret Crick

 

 

Eric de la Harpe

 

Andy Foulsham

 

 

Hayleigh Gascoigne

 

 

David Grant

 

Jenny Hannaby

 

 

Alison Jenner

 

 

Diana Lugova

 

 

Sarah Medley

 

 

Patrick O’Leary

 

 

Helen Pighills

 

 

Judy Roberts

 

Emily Smith

 

 

Bethia Thomas

 

Max Thompson

 

 

Catherine Webber

 

Richard Webber

 

 

Total: 24

Total: 0

Total: 4

 

Council agreed Cabinet’s recommendation to include a budget in the capital programme for Vale of White Horse District Council’s share of the fit-out costs.