Agenda and draft minutes

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

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

Items
No. Item

49.

Apologies for absence

To record apologies for absence.

Minutes:

Apologies for absence were submitted on behalf of Councillors Cox, Crawford, Edwards, Fawcett, Hallett and Shaw.

50.

Minutes pdf icon PDF 175 KB

To adopt and sign as a correct record the Council minutes of the meeting held on 23 October 2024. 

Minutes:

RESOLVED: to approve the minutes of the meeting held on 23 October 2024 as a correct record and agree that the Chair sign them as such.

 

51.

Declarations of interest

To receive declarations of disclosable pecuniary interests, other registrable interests and non-registrable interests or any conflicts of interest in respect of items on the agenda for this meeting. 

  

Minutes:

None.

52.

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 information. She advised that details of her engagements were available on the council’s website.

 

53.

Public participation

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

Minutes:

Cath Convery addressed Council on agenda item 13 – Councillors’ Allowances

Scheme. She urged members not to support the proposed increase in the level of

allowances at a time when many residents were still suffering from the cost-of-living

crisis and the council was under financial pressure. The proposed increase could

not be justified, allowances should not be seen as a full-time wage and only a small

sample of councillors responded to the consultation as part of the review.

 

54.

Petitions

To receive any petitions from the public. 

Minutes:

None.

55.

Joint Audit and Governance Committee Annual Report pdf icon PDF 90 KB

At its meeting on 15 October 2024, the Joint Audit and Governance Committeeconsidered the head of finance’s report on the 2023/24 Joint Audit and Governance Annual Report.

 

In accordance with the Chartered Institute for Public Finance and Accountancy (CIPFA) Position Statement: Audit Committees in Local Authorities and Police, it is recommended practice for an annual public report to be produced demonstrating how the Joint Audit and Governance Committee has discharged its responsibilities. 

 

RECOMMENDATION TO COUNCIL:to note the Annual Report of the work of the Joint Audit and Governance Committee during 20234/24, attached to the Council agenda, which outlines the activity of the committee during 2023/24.

 

Minutes:

Councillor Smith, Co-Chair of the Joint Audit and Governance Committee presented the annual report. She noted that this was the first time that the Joint Audit and Governance Committee had produced an annual report which addressed the recommendations of the external advisor engaged to provide training to the committee last year, and also that of the Chartered Institute of Public Finance and Accountancy (CIPFA).

 

Se highlighted that the report set out the work of the committee:

 

·       signing off the financial statements and receiving the reports of work undertaken by the councils’ auditors, EY;

·       consideration of treasury management reports;

·       consideration of reports on internal audit’s activity; and

·       consideration of reports on governance and risk management, including code of conduct, complaints and Regulation of Investigatory Powers.

 

Council welcomed and noted the annual report as attached to the Council agenda for the meeting held on 18 December 2025.

 

56.

Review of Joint Gambling Policy pdf icon PDF 323 KB

The Licensing Acts Committee, at its meeting on 22 November 2024, considered the report of the head of communities on the review of the Joint Gambling Policy following statutory consultation.

 

The proposed Joint Gambling Policy is attached.

 

RECOMMENDATIONS TO COUNCIL: to

1.    adopt the proposed Joint Gambling Policy

2.    authorise the head of communities to make minor editorial changes to the Joint Gambling Policy.

3.    authorise the head of communities to publish the Joint Gambling Policy in accordance with the Gambling Act 2005 (Licensing Authority Policy Statement) (England and Wales) Regulations 2006.

4.    continue to adopt a ‘no casino’ resolution under section 166 (1) of the Gambling Act 2005, meaning that any application for a casino would not be considered.

 

 

Minutes:

Councillor Batstone, Chair of the Licensing Acts Committee, introduced the report and recommendations. He advised that Council was recommended to adopt the revised version of the Joint Gambling Policy to meet the legal requirement to have a new policy ready to take effect from 31 January 2025.

The previous policy was reviewed with some minor changes made in respect of contact information, links and dates. A consultation ran for 4 weeks in August with just one blank response.

The Licensing Acts Committee met 21 November 2024 and resolved to recommend Council adopt and publish the proposed policy, subject to any minor editorial changes, and to authorise the head of communities to publish the policy in accordance with the regulations. In addition, the Committee recommended Council to retain the current ‘no casino’ resolution. The continuation of this resolution would mean that, if an opportunity to bid was added to the list of local authorities able to have a casino came up, the council would not be able to do this.

RESOLVED: to

1.    adopt the proposed Joint Gambling Policy as attached to the Council agenda for the meeting held on 18 December 2024,

2.    authorise the head of communities to make minor editorial changes to the Joint Gambling Policy,

3.    authorise the head of communities to publish the Joint Gambling Policy in accordance with the Gambling Act 2005 (Licensing Authority Policy Statement) (England and Wales) Regulations 2006,

4.    adopt a ‘no casino’ resolution under section 166 (1) of the Gambling Act 2005, meaning that any application for a casino would not be considered.

 

 

57.

Council tax reduction scheme 2025/26 pdf icon PDF 178 KB

At its meeting on 29 November 2024, Cabinet considered the attached report of the head of finance on the adoption and implementation of a modified council tax reduction scheme for the financial years 2025/2026 onwards.

 

RECOMMENDATION TO COUNCIL: that for the 2025/26 financial year onwards the council continues to adopt the previous 2024/25 Council Tax Reduction (CTR) Scheme but with the following amendment:

·       to extend the period in which a new claim for council tax reduction can be backdated from six months to twelve months, where good cause has been demonstrated. 

 

Minutes:

Council considered the report of the head of finance on the proposed Council Tax Reduction (CTR) scheme for 2025/26. Cabinet had considered the report at its meeting on 29 November 2024 and recommended that Council adopt the scheme with an amendment to extend the period in which a new claim can be backdated from six months to 12 months.

 

In the absence of the cabinet member for finance and property assets, the Cabinet member for environmental services and waste, introduced the scheme, which aimed to help residents who apply late for a reduction in council tax. While the number of cases affected would be small, Cabinet had agreed that it was a worthwhile change to support those in greatest need.

 

Council supported the proposed amendment which would have a positive impact for vulnerable residents whilst having a minor financial impact for the council.

 

RESOLVED: that for the 2025/26 financial year onwards the council continues to adopt the previous 2024/25 Council Tax Reduction (CTR) Scheme but with the following amendment:

a)    Extend the period in which a new claim for CTR can be backdated from six months to twelve months, where good cause has been demonstrated.

 

 

58.

Council tax base 2025/26 pdf icon PDF 140 KB

At its meeting on 29 November 2024, Cabinet considered the attached report of the head of finance on the setting of the council tax base for 2025/26.

 

RECOMMENDATION TO COUNCIL: to

1.    Approve the report of the head of finance for the calculation of the council’s tax base and the calculation of the tax base for each parish area for 2025/2026.

 

2.    Agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as its council tax base for the year 2025/26 be 59,151.5.

 

3.    Agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as the council tax base for the year 2025/26 for each parish be the amount shown against the name of that parish in Appendix A of the report of the head of finance to Cabinet on 29 November 2024.

Minutes:

Council considered the report of the head of finance on setting the council tax base for 2025/26. Cabinet had considered the report at its meeting on 29 November 2024 and had recommended Council adopt the recommendations.

 

The Cabinet member for environmental services and waste introduced the report in the absence of the Cabinet member for finance and property. He advised the Cabinet that the base was required before council tax rates could be set with a requirement to notify Oxfordshire County Council and the Police and Crime Commissioner of the figure.

 

 

RESOLVED to: 

1.    approve the report of the head of finance for the calculation of the council’s tax base and the calculation of the tax base for each parish area for 2025/2026, 

2.    agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as its council tax base for the year 2025/26 be 59,151.5. and  

3.    agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as the council tax base for the year 2025/26 for each parish be the amount shown against the name of that parish in Appendix A of the report of the head of finance to Council on 18 December 2024. 

 

59.

Wantage Leisure Centre Salix Phase 3b Decarbonisation Projects

At its meeting on 29 November 2024, Cabinet considered the report of the head of development and corporate landlord on the Wantage Leisure Centre Salix Phase 3b decarbonisation project.

 

RECOMMENDATION TO COUNCIL: to

1.  create a budget from S106 contributions and release the funds for the capital expenditure at Wantage Leisure Centre phase 3b decarbonisation project, in accordance with 75 (c) of the council’s financial procedure rules.

 2.   approve the expenditure of over £100k.

 

Minutes:

Council considered the Cabinet recommendations, made at its meeting on 29 November 2024, to create the required budget from S106 funds and approve the expenditure for the Wantage Leisure Centre Salix Phase 3b decarbonisation project.

 

In the absence of the Cabinet member for finance, the Cabinet member for housing, leisure facilities and community buildings introduced the item. Stage 1 of the project had been successfully completed and the shortfall in funding sought was as a result of the need to repair three sections of the roof which had not been anticipated. It was more cost effective to carry out the works now in advance of the installation of solar panels than to continue and have to repair the roof at a later date.

 

RESOLVED: to

 

1.    create a budget from S106 contributions and release the funds for the capital expenditure at Wantage Leisure Centre phase 3b decarbonisation project, in accordance with 75 (c) of the council’s financial procedure rules.

 

2.    approve the expenditure of over £100k.

 

60.

S106 Funding Request - Drayton Parish Council - Towards sports pitches and a cricket wicket at Walnut Meadow, Drayton

At its meeting on 29 November 2024, Cabinet considered the report of the head of finance on an application for funds of £278,860 from Drayton Parish Council towards sports pitches and a cricket wicket at Walnut Meadow, Drayton.

 

RECOMMENDATION TO COUNCIL: to create a budget for £278,860.00 towards sports pitches and a cricket wicket at Walnut Meadow, Drayton, from the section 106 contribution set out in the report of the head of finance to Cabinet on 29 November 2024.

 

 

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 29 November 2024, on a request for S106 funding of £278,860 from Drayton Parish Council towards sports pitches and a cricket wicket at Walnut Meadow, Drayton. Council was recommended to create the budget for the project.

 

The Cabinet member for planning introduced the item in the absence of the Cabinet member for finance and property.

 

RESOLVED: to create a budget of £278,860.00 towards sports pitches and a cricket wicket at Walnut Meadow, Drayton, from the section 106 contribution set out in the report of the head of finance to the Cabinet meeting held on 29 November 2024.

 

61.

Councillors' Allowances Scheme pdf icon PDF 360 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 to run from 1 April 2025 - attached.

Additional documents:

Minutes:

Council considered the findings of the Independent Remuneration Panel, including recommendations for the basic allowance and the special responsibility allowances for members.

 

Councillor Thompson moved, and Councillor Coleman seconded the following motion:

 

That Council:

1.    accepts the recommendations of the Independent Remuneration Panel subject to a 40% Public Service Discount (PSD); 

2.    authorises the head of legal and democratic to finalise a councillors’ allowances scheme based on the decision in 1) and to make any consequential amendments to the constitution; and

3.    thanks the members of the Independent Remuneration Panel for their work in reviewing the councillors’ allowance scheme.

In moving the recommendation Councillor Thompson stated that he recognised the cost of living crisis facing residents across the district. The current level of allowances acted as a significant barrier to attracting a diverse range of people to put themselves forward to become councillors, particularly those on low incomes or with any caring responsibilities. As councillors were motivated by a sense of public service there should be a significant public service discount applied to any allowance and therefore the motion proposed reducing the PSD from 40% to 33% which would reduce the Independent Remuneration Panel recommendation for the basic allowance from £8,391 to £7,514 and the increase in special responsibility allowances would raise by 4.78% as opposed to the 17% recommended by the IRP.

 

Councillor Povolotsky moved, and Councillor Dewhurst seconded the following amendment:

 

1.      To recommend a 5% councillor allowance increase instead of the 34%.

2.    Work with the Monitoring Officer and Democratic Services to deep dive a “Councillor Access Fund” to help elected members during their term where their personal circumstances may change, to prevent any barriers to their participation.

3.    That all future allowance rises should be index linked unless otherwise stated by Central Government. 

 

Those members who spoke in support of the amendment recognised that there were barriers to standing for election but that increasing allowances was not the way to address these. Part 2 of the amendment would seek to address those barriers and provide support to members. They expressed the view that the proposed increase in the level of allowances could not be justified especially during the cost of living crisis.

 

On being put to the vote the amendment was declared lost.

 

The majority of members spoke in support of the motion. The IRP, which comprised a local government expert, had undertaken a thorough review and recommended an increase in allowances. It was important that Council recognised the principle that an independent panel should guide its deliberations. A number of members expressed disquiet about the current legal provisions for setting their own allowances and expressed views that central government should change the current legislation so that allowances should be set centrally and applied across the country.

 

Greater diversity was required amongst those who wished to be councillors and the role should not be a role only open to those who are independently wealthy. An increase in allowances could help address this. The retention of the  ...  view the full minutes text for item 61.

62.

Report of the leader of the council

To receive the report of the Leader of the council. 

Minutes:

Councillor Thomas, 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.

Future Oxfordshire Partnership - recent activity by Vale representatives update pdf icon PDF 79 KB

To receive the update report attached.

 

Additional documents:

Minutes:

Council noted the Future Oxfordshire Partnership update report attached to the agenda for the Council meeting held on 18 December 2024.

 

64.

Questions on notice pdf icon PDF 156 KB

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

 

A.   Question from Councillor Katherine Foxhall to Councillor Lugova, Cabinet Member for Planning

 

The Housebuilder Forum’s Unspent Developer Contributions Report for 2024 has recently identified that Oxfordshire County Council holds £287.5m of unspent Section 106 money, the largest of any authority in the country. [1] While Vale of White Horse was not mentioned in this year’s report, in 2023, the HBF identified Vale of White Horse as holding £18,223,919 in unspent contributions, at the time this was the 18th highest in England among the authorities who responded to the FOI request.

 

Allocating funding for infrastructure is extremely complicated and the fact of any particular pot of money being “unspent” is not necessarily an issue in itself. But I would like to ask the Cabinet member how much S106 money, where all installments have been received by Vale, remains unallocated and within one and two years of the “spend by” deadline, and have we had to return any S106 money to developers in the last 5 years?

 

[1] https://www.hbf.co.uk/documents/14032/2024_Unspent_developer_contributions_report.pdf

[2] https://www.hbf.co.uk/documents/12809/HBF_Unspent_Developer_Contributions_Report_2023.pdf

 

 

B.   Question from Councillor James to Councillor Edwards, Cabinet Member for Communications, Customer Services, Legal and Democratic

 

We make publicly available a livestream and a recording of most of our meetings. We also enable members of the public to attend and speak to the meeting online. This is very welcome and reflects the Council’s priority to work in an open and inclusive way.

 

However, this is not an option for meetings of the full Council, despite our constitution saying that participation at the meeting for members of the public may be remotely via Teams.  Due to the size of the Council, we meet in The Beacon in its largest meeting room, and it is not equipped for sound or video recording. In time we expect that these meetings will be held in a new purpose built headquarters in Didcot where hopefully such technology can be provided.

 

However, plans to move to Didcot Gateway were announced in October 2020, but this is not likely to be ready until 2027 at the earliest, so we are in the middle of a long period where that cannot help us to make Council available to the public online.

I would like to ask the Cabinet member how we can provide some form of online access to full Council meetings in advance of moving to Didcot Gateway?

 

C.   Question from Councillor Patel to Councillor Foulsham, Cabinet Policy and Programmes

 

In relation to our leisure facilities strategy, our consultant STA had highlighted Shrivenham as having “the most unmet demand” for pool facilities.

Looking through the consultation comments, I note that several responses have highlighted the general lack of leisure and sports facilities in the further Western region, with Shrivenham pointed to as a suitable location given its size and connectivity. I also note a number of comments around the focus of the strategy on driving times as the default mode of transport to  ...  view the full agenda text for item 64.

Minutes:

A.   Question from Councillor Katherine Foxhall to Councillor Lugova, Cabinet Member for Planning

 

The Housebuilder Forum’s Unspent Developer Contributions Report for 2024 has recently identified that Oxfordshire County Council holds £287.5m of unspent Section 106 money, the largest of any authority in the country. [1] While Vale of White Horse was not mentioned in this year’s report, in 2023, the HBF identified Vale of White Horse as holding £18,223,919 in unspent contributions, at the time this was the 18th highest in England among the authorities who responded to the FOI request.

 

Allocating funding for infrastructure is extremely complicated and the fact of any particular pot of money being “unspent” is not necessarily an issue in itself. But I would like to ask the Cabinet member how much S106 money, where all instalments have been received by Vale, remains unallocated and within one and two years of the “spend by” deadline, and have we had to return any S106 money to developers in the last 5 years?

 

[1] https://www.hbf.co.uk/documents/14032/2024_Unspent_developer_contributions_report.pdf

 

[2] https://www.hbf.co.uk/documents/12809/HBF_Unspent_Developer_Contributions_Report_2023.pdf

 

Written response

The Vale has a successful track record of putting funding secured through S106 agreements to good use with over £8.6m of contributions spent within the past 5 years on the delivery of projects to support the growth of the district, either directly or through funding provided to other local organisations.

Funding secured through S106 agreements usually comes with a period in which contributions must be used.  In most cases there are 10 years to spend the contributions from the point they are received but there are some instances where the window is shortened to 7 or 5 years.

In response to the question, Vale is holding £258,664 of S106 that is due to expire within one year or less that is secured for specific purposes but is not currently committed to specific projects.   A further £929,888 of contributions, also secured for specific purposes but not yet committed to specific projects, is held that will expire within one to two years.  The majority of these balances, over £915,000, relate to leisure, which will be directed to support the recently approved leisure facilities and playing pitch strategies, and affordable housing, for which a council report is to be brought forward in the new year that will seek approval of S106 funding for that purpose.

In terms of prioritising the use of funds, this is done based on the identified spending criteria of the contributions and expiry dates so that we can ensure proper use of the funds and minimise the risk of expiry.   In cases where the S106 is not available to Vale to spend directly, we ensure that all eligible recipients of contributions nearing expiry are notified and as far as possible, officers offer support to them to bring forward suitable projects that can benefit from the funding secured.

Vale has not been required to return any unspent S106 funding to developers.    However, there are currently 9 contributions which have expired, and these total £63,225.   Officers are currently  ...  view the full minutes text for item 64.

65.

Motions on notice

Motion to be proposed by Councillor Maddison, seconded by Councillor Stevens:

 

Large parts of Oxfordshire have recently faced significant flooding for the third time this year, each following short periods of extremely heavy rainfall.

In some parts of the Vale, including South Abingdon and Wantage, some people have been flooded three times. Some of these incidents have been caused by flooding from surface water and some from streams and rivers overflowing. Flooding of homes and property in the Vale, including from the River Ock and the Thames downstream of Abingdon, hampers the lives and economies of local residential and working communities driving the Science Vale.

 

The County Council (as lead flood authority) is currently working on at least 28 Section 19 Reports as a result of the flooding in September and November.

Having previously proposed and then dropped two previous schemes to protect homes from the River Ock overflowing, the Environment Agency have now told residents that the Thames Valley Flood Scheme will not be going forward as it is not considered cost effective.

 

Council agrees:

1.            To write to the Secretary of State asking for the government to review whether the level of resources spent on flood prevention and mitigation is high enough, and whether the formula used for allocating funds to the Vale of the White Horse District is adequate.

2.            To write to the Environment Agency (EA) asking for urgent action to identify, publicise and implement viable schemes to reduce the growing issues of flooding of homes, businesses and infrastructure in the Vale, including from the River Ock and the Thames downstream of Abingdon.

3.            That a copy of the above letters be sent to the three MPs whose constituencies include parts of the Vale.

4.            To continue to work with the EA, the County Council and other organisations to prevent flooding and to mitigate its impact.

5.            To promote the use of the Oxfordshire Flood Toolkit and support town and parish councils and community groups in creating more resilient communities.

 

Minutes:

In moving the motion as set out on the agenda, Councillor Maddison as the mover and Councillor Stevens as the seconder, accepted an amendment from Councillor Foxhall to add the following to the motion:

 

6. Ask officers to use council communication channels to draw attention to updated Environment Agency Local Flood Risk Assessments and the Flood Map for Planning.

 

Following debate and being put to the vote the motion was declared carried.

 

RESOLVED: That

 

Large parts of Oxfordshire have recently faced significant flooding for the third time this year, each following short periods of extremely heavy rainfall.

In some parts of the Vale, including South Abingdon and Wantage, some people have been flooded three times. Some of these incidents have been caused by flooding from surface water and some from streams and rivers overflowing. Flooding of homes and property in the Vale, including from the River Ock and the Thames downstream of Abingdon, hampers the lives and economies of local residential and working communities driving the Science Vale.

 

The County Council (as lead flood authority) is currently working on at least 28 Section 19 Reports as a result of the flooding in September and November.

Having previously proposed and then dropped two previous schemes to protect homes from the River Ock overflowing, the Environment Agency have now told residents that the Thames Valley Flood Scheme will not be going forward as it is not considered cost effective.

 

Council agrees:

1.            To write to the Secretary of State asking for the government to review whether the level of resources spent on flood prevention and mitigation is high enough, and whether the formula used for allocating funds to the Vale of the White Horse District is adequate.

2.            To write to the Environment Agency (EA) asking for urgent action to identify, publicise and implement viable schemes to reduce the growing issues of flooding of homes, businesses and infrastructure in the Vale, including from the River Ock and the Thames downstream of Abingdon.

3.            That a copy of the above letters be sent to the three MPs whose constituencies include parts of the Vale.

4.            To continue to work with the EA, the County Council and other organisations to prevent flooding and to mitigate its impact.

5.            To promote the use of the Oxfordshire Flood Toolkit and support town and parish councils and community groups in creating more resilient communities.

6.            To ask officers to use council communication channels to draw attention to updated Environment Agency Local Flood Risk Assessments and the Flood Map for Planning.

 

 

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 Section 12A of the Local Government Act 1972 as amended on the grounds that:

(i)     It is likely that there will be disclosure of exempt information as defined in paragraph 3 of Schedule 12A, 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 of 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.

Land acquisition

At its meeting on 29 November 2024, Cabinet considered the confidential report of the head of development and corporate landlord on the acquisition of land. The Joint Scrutiny Committee considered the report at its meeting on 18 November 2024 and supported the proposal.

 

The report attached reflects Cabinet’s recommendations.

 

 

Minutes:

Council considered and supported Cabinet’s recommendations, made at its meeting on 29 November 2024, on the acquisition of land and the provision of the necessary budget to deliver the site.

 

 

Contact us - Democratic services

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01235 422520
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Vale of White Horse District Council
Abbey House, Abbey Close,
Abingdon
OX14 3JE