Agenda and minutes

To receive apologies for absence.

Councillors Julia Bricknell, Mohinder Kainth, Aidan Melville, and Gill Morgan had sent their apologies for absence. 

To adopt and sign as a correct record the council minutes of the meeting held on 11 December 2013 (previously published). 

RESOLVED: to adopt as a correct record the minutes of the Council meeting held on 11 December 2013 and agree that the chairman signs them, subject to the following amendments:

• Under minute Co.50 B, add Councillor Jeanette Halliday’s name to those voting against the motion
• Under minute Co.54(2), in the third paragraph amend to read ‘…Abbey Meadows Outdoor Pool…’

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

None

To receive any announcements from the chairman.  

The chairman advised councillors of a forthcoming charity sale, invited councillors to join him at the Abingdon-on-Thames Mayor’s Ball, and reported that the Lord Lieutenant had presented him with the Commonwealth Flag to be flown on Commonwealth Day, 10 March. 

The chairman also thanked everyone who had helped and continued to help during the flooding.  He thanked the council’s staff and contractors, Abingdon-on-Thames Town Council’s outdoor staff, Oxfordshire County Council, the Environment Agency, and emergency services, including the Fire and Rescue Service, the eighty soldiers from 32 Brigade Support Squadron, 3 Close Support Regiment, the Royal Logistics Corps, based at Dalton Barracks for their work in South Hinksey, residents from various flood groups and all Vale residents affected for their fortitude.  The chairman would write to thank them and would arrange a formal thank you after the floods had receded.  He also thanked Councillor Matthew Barber for providing regular updates and for his attendance at floods all over the Vale. 

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

Two members of the public addressed the Council. 

(1)               Cumnor Parish Councillor Harry Dickinson spoke against the council’s proposals to change the parish boundary as part of the community governance review.  He opposed the changes to the boundaries at Henwood and at Hurst Rise Road/Cumnor Rise Road.  He believed that neither change would lead to improvements for residents. 

(2)               St Helen Without Parish Council Chairman Geoff Fitzgerald spoke in favour of the proposed boundary change for Cothill but opposed the proposal to move the northern part of the parish into Wootton parish.  He asked the Council to reject this proposal and retain the existing boundary. 

To receive notification of any matters which the chairman determines should be considered as urgent business and the special circumstances which have made the matters urgent. 

None

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

None

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

Question from Councillor Richard Webber to the Leader of the council, Councillor matthew Barber

Is the Leader aware that there is a commonly held perception in the area that Vale of White Horse District Council and South Oxfordshire District Council are effectively merged?

Question from Councillor Richard Webber to the Leader of the Council, Councillor Matthew Barber under standing order 12:

‘Is the Leader aware that there is a commonly held perception in the area that Vale of White Horse District Council and South Oxfordshire District Council are effectively merged?’ 

Councillor Barber reported that he was not aware that this was a commonly held perception and did not believe it was.  He clarified that there were no plans to merge the council with South Oxfordshire District Council; such a merger would require primary legislation.  However, the two councils shared resources, continuing the move by the previous administration of this council to share senior officers.  The changes to office accommodation and moving shared staff to the Crowmarsh Gifford offices would save the council taxpayer £3.5 million over the ten-year agreement.  He asked Councillor Webber where the commonly held perception had come from. 

Councillor Webber was pleased to hear that this was not a commonly held perception but asked Councillor Barber a supplementary question: would he explain this to the Member of Parliament for Wantage? 

Councillor Barber reported that Ed Vaizey MP was aware of the position but Councillor Barber agreed to reinforce this. 

To consider the following recommendations from Cabinet, individual Cabinet members, or committees since the last Council meeting held on 11 December 2013. 

(1)       Office accommodation

Cabinet, at its meeting on 7 February 2014, considered the report of the strategic director on office accommodation. 

The report of the strategic director, considered by the Cabinet on 7 February 2014, was circulated to all councillors.  Please bring this report to the meeting. 

RECOMMENDATION TO COUNCIL: to approve a revenue virement for £170,000 from identified underspending budgets in 2013/14 to cover the refurbishment costs of Abbey House, Abingdon. 

 (2)      Treasury management mid-year monitoring report 2013/14

Cabinet, at its meeting on 7 February 2014, considered the treasury management mid-year monitoring report of the head of finance.

The report of the head of finance, considered by the Cabinet on 7 February 2014, was circulated to all councillors.  Please bring this report to the meeting. 

RECOMMENDATION TO COUNCIL: to approve the head of finance’s report. 

(3)       Treasury management and investment strategy 2014/15

Cabinet, at its meeting on 7 February 2014, considered the report of the head of finance on the treasury management strategy, the annual investment strategy and the prudential indicators. 

The report of the head of finance, considered by the Cabinet on 7 February 2014, was circulated to all councillors.  Please bring this report to the meeting. 

RECOMMENDATION TO COUNCIL to:

(a)               approve the treasury management strategy 2014/15 as set out in Appendix A to the head of finance’s report;

(b)               approve the prudential indicators and limits for 2014/15 to 2016/17 as set out in table 2, appendix A to the report;

(c)               approve the annual investment strategy 2014/15 set out in appendix A to the report and the lending criteria detailed in table 5. 

(4)       Budget 2014/15

The setting of the budget is covered in agenda item 10. 

Council considered the following recommendations from Cabinet.  

(1)       Office accommodation

Council considered Cabinet’s recommendation, made at its meeting on 7 February 2014, to approve a revenue virement to cover the Abbey House refurbishment costs. 

RESOLVED: to approve a revenue virement for £170,000 from identified underspending budgets in 2013/14 to cover the refurbishment costs of Abbey House, Abingdon. 

(2)       Treasury management mid-year monitoring report 2013/14

Council considered Cabinet’s recommendation, made at its meeting on 7 February 2014, on the treasury management mid-year monitoring report.

RESOLVED: to approve the head of finance’s report. 

(3)       Treasury management and investment strategy 2014/15

Council considered Cabinet’s recommendation, made at its meeting on 7 February 2014, on the treasury management strategy, the annual investment strategy and the prudential indicators. 

RESOLVED: to

(a)               approve the treasury management strategy 2014/15 as set out in Appendix A to the head of finance’s report;

(b)               approve the prudential indicators and limits for 2014/15 to 2016/17 as set out in table 2, appendix A to the report;

(c)               approve the annual investment strategy 2014/15 set out in appendix A to the report and the lending criteria detailed in table 5. 

(4)       Budget 2014/15

Council noted that Cabinet budget recommendations were set out in agenda item 10.  

The Cabinet, at its meeting on 7 February 2014, considered a report on the council’s revenue budget 2014/15, medium term financial plan to 2018/19 and capital programme to 2018/19.

The Cabinet’s budget proposal is bound separately and will follow this agenda. 

The Scrutiny Committee will consider this item at its meeting on 12 February 2014.  Any alternative recommendation will be circulated prior to the Council meeting.  

Council considered Cabinet’s recommendations, made on 7 February 2014, on the council’s revenue budget 2014/15, the medium term financial plan and the capital programme to 2018/19.  Cabinet’s budget proposal was set out in the head of finance’s report. 

The chairman announced that new regulations would come into force on 25 February 2014 requiring councils to record the names of those councillors voting in favour, against or abstaining from any vote on the budget, including amendments, and the council tax.  Although the regulations were not in force, he would call for a named vote on each of these matters at this meeting.   

The chairman reminded councillors that they were not entitled to vote on any issue affecting the level or administration of the council tax or other decisions which might affect the making of any such calculation such as the budget, if they were over two months in arrears with their council tax payments.  Where such circumstances applied, councillors were under a statutory obligation to disclose the restriction placed on them and refrain from voting.  No councillor made any such declaration. 

Council considered the report from the chief finance officer on the robustness of the budget estimates and the adequacy of the reserves.  The chief finance officer reported that Cabinet’s budget proposal was robust and the level of reserves was adequate.  Council noted the chief finance officer’s report. 

The chairman moved to suspend Standing Order 31(4) to allow one councillor from each political group to speak for up to 10 minutes to make their budget statements.  Council agreed to this. 

RESOLVED: to suspend Standing Order 31(4) to allow one councillor from each political group to speak for up to 10 minutes to make their budget statements. 

Councillor Matthew Barber moved Cabinet’s budget proposal, seconded by Councillor Roger Cox. 

Councillor Barber made his budget speech, and reported that on 5 February 2014, the government had announced the final 2014/15 local government settlement together with illustrative figures for 2015/16.  The revised 2014/15 figure increased the funding due to the council by £618.  As the change was insignificant, the provisional figures included in the proposed budget had not been changed.  The amended figure could be managed within use of general fund balances so there would be no change to the council tax requirement for 2014/15.  There was no change to the illustrative figures for 2015/16. 

Councillor Barber believed that the local government settlement was a good place to start when looking at this year’s budget.  The direct support the council received through the revenue support grant had dropped by around £5 million in the last five years.  Government had redirected some of this money back to the council in different forms, but what was also inescapable was that there was more pressure than ever on the local taxpayer.  That was why Cabinet proposed freezing council tax for yet another year and would do so for at least a further year.  Despite freezing the payments made  ...  view the full minutes text for item 64.

To consider the report of the head of finance regarding the setting of the council tax for the 2014/15 financial year (report to follow). 

Council considered the head of finance’s report on setting the council tax for the 2014/15 financial year. 

The chairman reminded councillors that they were not entitled to vote on any issue affecting the level or administration of the council tax, if they were over two months in arrears with their council tax payments.  Where such circumstances applied, councillors were under a statutory obligation to disclose the restriction placed on them and refrain from voting.  No councillor made any such declaration. 

The chairman called for a recorded vote on the recommendations. 

RESOLVED:

(a)               to note that at its meeting on 11 December 2013 the council calculated the council tax base 2014/15:

(i)         for the whole council area as 46,640.5 [Item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (the “Act”)];

(ii)        for dwellings in those parts of its area to which a parish precept relates as in column 1 of appendix 1 of the head of finance’s report.

(b)       that the council tax requirement for the council’s own purposes for 2014/15 (excluding parish precepts) is £5,442,480.

(c)        that the following amounts be calculated for the year 2014/15 in accordance with Sections 31 to 36 of the Act:

(i)         £73,643,953 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(2) of the Act taking into account all precepts issued to it by parish councils.

(ii)        £65,287,306 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(3) of the Act.

(iii)       £8,356,647 being the amount by which the aggregate at (3)(a) above exceeds the aggregate at (3)(b) above, calculated by the council, in accordance with Section 31A(4) of the Act as its council tax requirement for the

(iv)       £179.17 being the amount at (3)(c) above (Item R), all divided by Item T (1(a) above), calculated by the council, in accordance with Section 31(B) of the Act, as the basic amount of its council tax for the year (including parish precepts).

(v)        £2,914,167 being the aggregate amount of all special items referred  ...  view the full minutes text for item 65.

To consider the report of the head of legal and democratic services (report attached). 

Council noted that as Mr John Morgan had resigned from the Council, the report from the head of legal and democratic services no longer required the Council’s consideration. 

To consider the report of the chief executive on behalf of the Community Governance Review Working Group (report attached). 

Council considered the report of the chief executive on behalf of the Community Governance Review Working Group.  The report invited Council to agree the revised terms of reference for the community governance review and to agree the draft recommendations set out in the schedules CGR1 to CGR25 appended the report.  Council noted the recommendations would be subject to consultation until 31 May 2014.  Council would consider the consultation responses in July 2014. 

Councillors asked that the comments made at this meeting by Cumnor and St Helen Without Parish Councils were taken as consultation responses. 

RESOLVED: to

(a)               agree the revised terms of reference for the review set out in Appendix A to the chief executive’s report;

(b)               agree the draft recommendation in relation to each item under review as set out in schedules CGR1 to CGR25, which form Appendix B to the chief executive’s report and make these subject to public consultation; and

(a)               accept the comments made at this meeting by Cumnor and St Helen Without Parish Councils as consultation responses. 

To consider the report of the head of HR, IT and customer services on the adoption of a pay policy statement to meet the requirements of the Localism Act (report attached). 

Council considered the report from the Head of HR, IT and Customer Services to approve the council’s statement of pay policy for 2014/15.  The council was required to produce and publish annually a pay policy statement. 

RESOLVED: to approve the council’s statement of pay policy for 2014/15. 

(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). 

(1)       Urgent cabinet decisions

Council noted that no cabinet decisions had been taken as a matter of urgency since the last meeting of the council.

(2)       Delegation of cabinet functions

Council noted that the Leader had not changed his scheme of delegation. 

(3)       Matters affecting the authority arising from meetings of joint committees, partnerships and other meetings

The Leader of the Council gave thanks to all those who had helped tackle the recent flooding events.  He believed that the hard work of the council’s staff and contractors had been remarkable, and had helped to protect a large number of properties in the district that would otherwise have been flooded.  Staff had been dealing with the unprecedented rainfall since last year, and continued to assist residents on a daily basis.  He was grateful to the many volunteers across the district who had not only been active over the past few months, but had spent many more months and years clearing watercourses and building defences, all of which had helped to protect the Vale’s residents. 

Sadly, a number of properties were flooded, with devastating consequences for householders.  The council would continue to support residents and help with the clean up where it could.  The nature of the flooding was such that in many places, ground water appeared in areas that would not normally be at first risk of flooding.  There were a number of cases that the council was investigating to see if there was a remedy. 

Once again South Hinksey was the community hardest hit in the Vale and following the floods in January, the Leader had met the parish council to look at how the Vale could work with the parish council and other agencies to implement a defence scheme for this small, but badly affected community.  After significant pressure from the council, the County Council, and Nicola Blackwood MP, the Army were deployed to build flood defences last weekend.  Local troops from the Royal Logistic Corp descended in numbers last Friday and worked alongside the Environment Agency and private contractors to erect an 800 metre flood barrier.  The Leader expressed his gratitude for the resources and effort put into this project.  The council would continue to support South Hinksey and other communities in finding a long-term solution, and the council was willing to pursue flood protection measures. 

The Leader would be attending the County Council’s Flood Summit on 21 March, at which long-term options would be considered.  The most prominent of these was the Western Conveyance, now known as the Oxford ReliefRiver.  There would naturally be some concerns about how this would affect Abingdon but he asked councillors to act responsibly and not stoke those concerns, as the council should take this matter seriously.  The Environment Agency was confident that the increase in river levels at Abingdon would be less than 5mm; the Leader saw no evidence to contradict that.  Nevertheless, he was meeting representatives from the Environment Agency to look at possible flood  ...  view the full minutes text for item 69.

To receive notices of motion under standing order 11.

(1)               Motion to be proposed by Councillor Jim Halliday, seconded by Jeannette Halliday

The Council notes that the Oxfordshire County Council is currently considering installing an extra pedestrian crossing in Ock Street, Abingdon and moving the location of the existing crossing in Marcham Road. Council is concerned that this will not only cause potential safety issues, but may also have air quality implications due to the likelihood of increased queuing traffic - particularly in Marcham Road, Ock Street, Spring Road and Drayton Road. It therefore asks the Chief Executive to relay these concerns to both the OCC Highways Team and the County Councillors representing Abingdon.

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

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

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

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

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

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

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

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

(6)               Motion to be proposed by Councillor Julie mayhew-Archer, seconded by Richard Webber

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

Council considered the notices of motion submitted under standing order 11.

(1)               Motion to be proposed by Councillor Jim Halliday, seconded by Jeannette Halliday

‘The Council notes that the Oxfordshire County Council is currently considering installing an extra pedestrian crossing in Ock Street, Abingdon and moving the location of the existing crossing in Marcham Road.  Council is concerned that this will not only cause potential safety issues, but may also have air quality implications due to the likelihood of increased queuing traffic - particularly in Marcham Road, Ock Street, Spring Road and Drayton Road. It therefore asks the Chief Executive to relay these concerns to both the OCC Highways Team and the County Councillors representing Abingdon.’ 

In supporting the motion, councillors believed that the county’s proposal was a poor attempt to reduce traffic.  It would cause additional air pollution in this part of the town, would make crossing the road even more dangerous for pedestrians, and would exacerbate traffic problems. 

Council supported the motion, and asked the chief executive to object in the strongest terms to the county council’s proposals. 

RESOLVED: The Council notes that the Oxfordshire County Council is currently considering installing an extra pedestrian crossing in Ock Street, Abingdon and moving the location of the existing crossing in Marcham Road.  Council is concerned that this will not only cause potential safety issues, but may also have air quality implications due to the likelihood of increased queuing traffic - particularly in Marcham Road, Ock Street, Spring Road and Drayton Road.  It therefore asks the Chief Executive to relay these concerns to both the OCC Highways Team and the County Councillors representing Abingdon. 

Further to minute Co.71 below, the following motions were deferred until the next Council meeting on 14 May 2014:

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

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

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

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

(4)               Motion to be proposed by Councillor Debby  ...  view the full minutes text for item 70.

With the time at 9.30pm, in accordance with standing order 27, the chairman asked Council whether it wished to continue the meeting for a further thirty minutes to complete the remaining business or finish the meeting at this point.  Council, by a show of hands

RESOLVED: to conclude the meeting at this point and defer motions 2 to 6 (as set out in minute Co.70) to the next Council meeting on 14 May 2014. 

None