Agenda and minutes

To receive apologies for absence. 

None

To adopt and sign as a correct record the public minutes of the meeting of the Executive held on 7 December 2007, (previously circulated). 

The minutes (both public and exempt) of the Executive meeting held on 7 December 2007 were adopted and signed as a correct record. 

To receive any declarations of Personal or Personal and Prejudicial Interests in respect of items on the agenda for this meeting. 

Any Member with a personal interest or a personal and prejudicial interest in accordance with the provisions of the Code of Conduct, in any matter to be considered at a meeting, must declare the existence and nature of that interest as soon as the interest becomes apparent in accordance with the provisions of the Code.

When a Member declares a personal and prejudicial interest he shall also state if he has a dispensation from the Standards Committee entitling him/her to speak, or speak and vote on the matter concerned.

Where any Member has declared a personal and prejudicial interest he shall withdraw from the room while the matter is under consideration unless

(a)                his/her disability to speak, or speak and vote on the matter has been removed by a dispensation granted by the Standards Committee, or

(b)                members of the public are allowed to make representations, give evidence or answer questions about the matter by statutory right or otherwise.  If that is the case, the Member can also attend the meeting for that purpose.  However, the Member must immediately leave the room once he/she has finished; or when the meeting decides he/she has finished whichever is the earlier and in any event the Member must leave the room for the duration of the debate on the item in which he/she has a personal and prejudicial interest. 

Councillor Angela Lawrence declared a personal and prejudicial interest in item 8(a) ‘Referrals from the Overview and Scrutiny Committees - Call-In of Executive Decision – Transfer of Payroll Service’ as her husband was employed by the Ridgeway Shared Service Partnership (minute Ex.118 refers).  

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.

The Chair called for a minute's silence as a mark of respect for Councillor Jim Moley, former Councillor Margaret Mackenzie, and Dominic Burgess the Senior Housing Advice Officer, who had all passed away recently. 

The Chair announced that a Flood Protection Products Fair would be held at the Guildhall, Abingdon on 7 February 2008 from 3pm to 8pm. 

Any statements and/or petitions from the public under Standing Order 32 will be made or presented at the meeting. 

None

Any questions from members of the public under Standing Order 32 will be asked at the meeting. 

(1)       Question from Mr Les Clyne of Abingdon:

"Please could the following question be put on the 1st February 2008 Executive Meeting Agenda for written reply by Mary de Vere, as Executive Member responsible for housing, within 10 working days of the meeting. 

1. The Executive Initial Draft budget for 2008/2009 has as one of its main objectives affordable housing and states an aim to produce 400 units over 4 years (April 2008 - April 2012). The Vale Local Development Plan published in 2006, which is still in force, has an aim to permit and complete 2126 units of housing between 1 April 2005 and 1 April 2011, of which around 2000 would fall in the category where the Vale's target for affordable housing of 40% would apply. Thus the Vale's overall target is to produce 40% of 2000, i.e. 800 units of affordable housing, by April 2011. To date (January 2008) only 120 of the 800 have been permitted (e-mail correspondence and table from Jerry Patterson to me dated 14th January 2008) . Why is the Vale proposing to extend its timescale by a year (to 2012 instead of 2011) and to cut its planned target by around 50% from 800 to 400, has it informed central Government of this massive change to its development plan, and has it been given approval for this change?" 

The Executive received three questions from a member of the public under Standing Order 32. 

(1)       Question from Mr Les Clyne of Abingdon:

"Please could the following question be put on the 1st February 2008 Executive meeting agenda for written reply by Councillor Mary de Vere, as Executive Member responsible for Housing, within 10 working days of the meeting. 

1. The Executive Initial Draft budget for 2008/2009 has as one of its main objectives affordable housing and states an aim to produce 400 units over 4 years (April 2008 - April 2012).  The Vale Local Development Plan published in 2006, which is still in force, has an aim to permit and complete 2126 units of housing between 1 April 2005 and 1 April 2011, of which around 2000 would fall in the category where the Vale's target for affordable housing of 40% would apply.  Thus the Vale's overall target is to produce 40% of 2000, i.e. 800 units of affordable housing, by April 2011.  To date (January 2008) only 120 of the 800 have been permitted (e-mail correspondence and table from Jerry Patterson to me dated 14th January 2008).  Why is the Vale proposing to extend its timescale by a year (to 2012 instead of 2011) and to cut its planned target by around 50% from 800 to 400, has it informed central Government of this massive change to its development plan, and has it been given approval for this change?" 

Councillor Mary de Vere thanked Mr Clyne for his question and replied as follows.  As Councillor Richard Farrell had explained in his answer at Development Control Committee, the Local Plan allocated land for housing but the Council did not have the power to force land owners to bring their land forward for development.  So the Council can only estimate what developments would take place and then use this estimation to calculate what it believed would be a challenging target for the provision of affordable housing. 

The Oxfordshire Housing Market Assessment, carried out in 2007, identified that the Vale of White Horse needed to provide about 850 homes every year to meet the housing needs of local people.  At current prices this equated to an annual cost of affordable housing of £80 million.  This was a sum far beyond the resources of the Council. 

Central government had made it clear that the cost of affordable housing should be met by the value of developments themselves by using ‘planning gain’.  Section 106 agreements were made as part of the planning permission and these provided community benefits and affordable housing in turn for permitting developers and landowners to develop and sell open market housing.  The Vale of White Horse had been quite successful in providing affordable housing in this way.  Central government had stressed that the cost of housing should not be met by the public purse. 

The Council’s Housing Strategy embraced this approach to providing affordable housing but also recognised that there were exceptional circumstances where a site could be  ...  view the full minutes text for item 116.

Strategic Review Committee – 22 January 2008

The Executive’s Initial Budget Proposal 2008/09

The Strategic Review Committee, at its meeting on 22 January 2008, considered the Executive’s Initial Budget Proposal 2008/09.  The Committee (by 7 votes to nil, with 4 abstentions (the Conservative Members having abstained)) accepted that the totality of the Executive’s thinking in the budget round was reasonable; the growth proposals detailed in revised Appendix E were acceptable and understood; the Officer saving proposals identified in the revised Appendix G were clear in terms of the implications for services and outcomes; and that the risks of setting a Council Tax increase at 4.99% were understood.

However, the Conservative Group had concerns that the Medium Term Plan to 2011/12, as set out in the revised Budget Proposal, detailed further savings of £135,000 from 2009/10 onwards but had not identified how these would be achieved and whether there would be any impact on front line services.  

Strategic Review Committee – 22 January 2008

The Executive’s Initial Budget Proposal 2008/09

(Time: 2.44pm to 2.46pm)

At its meeting on 22 January 2008, the Strategic Review Committee had considered the Executive’s Initial Budget Proposal 2008/09.  The Committee (by 7 votes to nil, with 4 abstentions (the Conservative Members having abstained)) accepted that the totality of the Executive’s thinking in the budget round was reasonable; the growth proposals detailed in revised Appendix E were acceptable and understood; the Officer saving proposals identified in the revised Appendix G were clear in terms of the implications for services and outcomes; and that the risks of setting a Council Tax increase at 4.99% were understood.  However, the Conservative Group had concerns that the Medium Term Plan to 2011/12, as set out in the revised Budget Proposal, detailed further savings of £135,000 from 2009/10 onwards but had not identified how these would be achieved and whether there would be any impact on front line services. 

The Executive Members who had attended the Committee meeting had found it useful and constructive.  It was recognised that further savings needed to be identified; Members were confident these would be found.  It was noted that the Committee had received an updated version of the draft budget, amended from the version publicised on 21 December 2007. 

RESOLVED

that the views of the Strategic Review Committee be noted. 

Scrutiny Committee – 13 December 2007

(a)               Call In of Executive Decision – Transfer of Payroll Service

At the meeting of the Scrutiny Committee, held on 13 December 2007, the decision taken by Councillor Jerry Patterson to transfer the Council’s payroll service to South Oxfordshire District Council was called in for further scrutiny, as it was felt that one of the six options identified for the future delivery of the service (option 6) had not been explored sufficiently.  At the meeting, the Committee considered further information from the Council’s Head of Human Resources on option 6 and in the light of this the further information, had no concerns regarding the decision taken by Councillor Patterson.  However, in reaching this decision the Scrutiny Committee resolved that the Executive be advised that in future full information should be included in all Executive Member decision notices.  

(b)               Review the Activity of the Executive

Minute Ex.102 – Health and Safety Training

The Scrutiny Committee noted that the Executive, at its meeting on 7 December 2007, had recommended that the Council makes it a mandatory requirement for all Members of the Executive and the Scrutiny Committee to be accredited to the Institute of Occupational Safety and Health 'Safety for Senior Executives' training standard and request the Strategic Director and Monitoring Officer to arrange evening training session options to which other Members of the Council are to be invited also. 

In considering this matter the Scrutiny Committee was opposed to making the training mandatory for Members of the Scrutiny Committee and has recommended Council accordingly.  

Scrutiny Committee – 13 December 2007

(a)               Call In of Executive Decision – Transfer of Payroll Service

(Time: 2.46pm to 2.48pm)

(Councillor Angela Lawrence declared a personal and prejudicial interest and in accordance with Standing Order 34, she left the meeting during its consideration.) 

At the meeting of the Scrutiny Committee, held on 13 December 2007, the decision taken by Councillor Jerry Patterson to transfer the Council’s payroll service to South Oxfordshire District Council was called in for further scrutiny, as it was felt that one of the six options identified for the future delivery of the service (option 6) had not been explored sufficiently.  At the meeting, the Committee considered further information from the Council’s Head of Human Resources on option 6 and in the light of this the further information, had no concerns regarding the decision taken by Councillor Patterson.  However, in reaching this decision the Scrutiny Committee asked that the Executive was advised that in future, full information should be included in all Executive Member decision notices. 

RESOLVED

that the advice from the Scrutiny Committee be noted. 

(b)               Review the Activity of the Executive

Minute Ex.102 – Health and Safety Training

(Time: 2.48pm to 2.58pm)

At its meeting on 13 December 2007, the Scrutiny Committee noted that the Executive had recommended that the Council made it a mandatory requirement for all Members of the Executive and the Scrutiny Committee to be accredited to the Institute of Occupational Safety and Health 'Safety for Senior Executives' training standard and requested that the Strategic Director and Monitoring Officer should arrange evening training session options to which other Members of the Council were to be invited also. 

In considering this matter the Scrutiny Committee was opposed to making the training mandatory for Members of the Scrutiny Committee and had recommended the Council accordingly. 

The Executive received written advice from the Head of Legal Services.  He reported that when breaches of health and safety legislation occurred, the regulatory authorities conducting an investigation looked at procedures, training, and the culture of an organisation, as well as the facts of the incident.  Organisations were often criticised for not taking health and safety seriously. 

Section 37 of the Health and Safety at Work etc Act 1974 stated:

"1.       Where an offence under any of the relevant statutory provisions committed by a body corporate is proved to have been committed with the consent or connivance of, or to have been attributable to any neglect on the part of, any director, manager, secretary or other similar officer of the body corporate or a person who was purporting to act in any such capacity, he as well as the body corporate shall be guilty of that offence and shall be liable to be proceeded against and punished accordingly. 

2.         Where the affairs of a body corporate [such as a local authority] are managed by its members, the preceding subsection shall apply in relation to the acts and defaults of a member in connection with his functions  ...  view the full minutes text for item 118.

Members are requested to consider any significant budget variances and any requests for virement or permanent budget adjustment.

(Time: 2.58pm to 2.59pm)

The Executive received and approved requests for two virements totalling £43,000.  Members also noted that four other virements had been approved by the Strategic Director and Chief Finance Officer under delegated authority. 

RESOLVED  (by seven votes to nil)

that the virement requests set out in the agenda report be approved. 

To receive the Forward Plan containing Executive decisions to be taken from February to May 2008. 

Recommendation

that the Forward Plan be received. 

(Time: 2.59pm to 3.02pm)

The Executive received the Forward Plan setting out Executive decisions to be taken from February to May 2008. 

It was noted that the Forward Plan item relating to the Local Development Framework had been delayed as new guidance was awaited and would not be available until the spring.  The item on Decriminalised Parking Enforcement had been deferred due to the need to reach agreement with Oxfordshire County Council.  Members asked that an update was given to the next meeting of the Executive. 

RESOLVED

(a)       that the Forward Plan for February to May 2008 be noted; and

(b)       that an update be given to the next meeting of the Executive on progress towards decriminalised parking enforcement. 

To receive and consider the Draft Budget Proposal for 2008/09 (stapled separately).  

(Time: 3.02pm to 3.12pm)

The Executive received and considered the draft budget proposals for 2008/09.  This draft budget was the same as the version submitted to and considered at length by the Strategic Review Committee on 22 January 2008.  The budget preparation had been a challenging exercise, with large increases in the Council's contribution to the Pension Fund necessary in 2008/09 and the ongoing Government requirement to make annual 3% efficiency savings. 

It was noted that there would be minor changes before the final budget was proposed to the Council meeting on 27 February 2008.  These changes would include detail on how the further £135,000 savings would be achieved.  The Leader of the Council had a general delegation to make changes to the draft budget before it was proposed in its final form to the Council. 

The Opposition Group was urged to submit any alternative budget proposals for consideration well before the Council meeting.  Any change to the budget would have to be considered by the Section 151 Officer and be analysed to confirm that it was robust and sustainable.  The Leader stated that he would not consider it acceptable for uncosted verbal amendments to the budget to be put forward during debate during the course of the Council meeting. 

It was noted that the intention was to make the Council's budget more sustainable in future years by not drawing on balances.  To do this it was intended to review the Council's property portfolio during 2008/09. 

Members thanked the officers involved in the production of the budget to date. 

RESOLVED

that the draft budget proposal for 2008/09 be noted. 

To receive and consider report 137/07 of the Strategic Director and Chief Finance Officer. 

Introduction and Report Summary

The Treasury Management Policy, agreed by Council December 2001 requires the approval of an annual Treasury Management Strategy for the next financial year.  This is in line with the CIPFA Code of Practice on Treasury Management.

The Department for Communities and Local Government (DCLG) has issued guidance under Section 15 of the Local Government Act 2003 on Local Government cash investments which requires approval of an Annual Investment Strategy.  The guidance acknowledges that it might be convenient to produce a single document that meets the requirements of the CIPFA code and the Secretary of State’s guidance.

This report puts forward an Annual Strategy for this authority for 2008/09 which, as last year, complies with the CIPFA code and the DCLG guidance.  This is largely unchanged from the existing strategy for 2007/08. This strategy restricts itself to non-property investments.  For property investment, Members should refer to the Investment Policy last agreed by the Council on 24 March 2004

The Contact Officer for this report is Steve Lawrence, Principal Accountant (Technical), telephone (01235 540321),

email: steve.lawrence@whitehorsedc.gov.uk.  

Recommendation

Members are asked to approve the Annual Treasury Management & Investment Strategy for 2008/09 (set out at Appendix A), and the limits and guidelines specified therein.

(Time: 3.12pm to 3.17pm)

The Executive received and considered report 137/07 of the Strategic Director and Chief Finance Officer.  The Treasury Management Policy, agreed by Council in December 2001, required the approval of an annual Treasury Management Strategy for the next financial year.  This was in line with the Chartered Institute of Public Finance and Accountancy (CIPFA) Code of Practice on Treasury Management. 

The then named Department for Communities and Local Government (DCLG) had issued guidance under Section 15 of the Local Government Act 2003 on Local Government cash investments which required approval of an Annual Investment Strategy.  The report put forward an Annual Strategy for 2008/09 which complied with the CIPFA code and the DCLG guidance.  This was largely unchanged from the existing strategy for 2007/08 with unchanged limits.  The strategy was restricted to non-property investments. 

Councillor Andrew Crawford, Vice-Chair of the Scrutiny Committee, was invited to speak.  He asked if the Executive was content to approve the strategy, which allowed large sums to be deposited with the 30^th largest building society.  The Executive was content with the proposed strategy. 

RESOLVED  (by seven votes to nil)

that the Annual Treasury Management and Investment Strategy for 2008/09 and the limits and guidelines specified therein, as set out in Appendix A to report 137/07, be approved. 

Attached is a copy of a letter from the Association of Councils in the Thames Valley Region (ACTVaR) which seeks a view from this authority on the Review of Sub-National Economic Development and Regeneration.  ACTVaR's Steering Group is meeting on 22 February 2008 to consider responses.  ACTVaR's agenda item accompanies its letter attached on pages - . 

Recommendation

That the Executive determines its response to ACTVaR's consultation. 

(Time: 3.17pm to 3.20pm)

Appended to the agenda was a copy of a letter from the Association of Councils in the Thames Valley Region (ACTVaR) which sought a view from on the Review of Sub-National Economic Development and Regeneration.  The proposal was for a single integrated regional strategy to provide a strategic regional framework, combining existing regional economic, spatial and housing strategies.  ACTVaR's Steering Group had been due to meet on 22 February 2008 to consider responses.  However, it was reported at the Executive meeting that ACTVaR's meeting had been cancelled as the Government had decided to delay publication of its consultation document until late February 2008.  The requirement to respond before 22 February had been overtaken by events. 

RESOLVED  (by seven votes to nil)

that the latest position of the Review of Sub-National Economic Development and Regeneration be noted. 

To receive and consider report 138/07 of the Strategic Director and Chief Finance Officer. 

Introduction and Report Summary

The purpose of this report is to agree a new simplified process for awarding National Non-Domestic Rate discretionary relief (business rates relief) that supports delivery of the Council’s Corporate Plan and Community Strategy.  The report will aim to establish a clear, transparent policy with an unambiguous link to the aims, objectives and priorities of the Council.

This report is a review of the criteria for granting discretionary rate relief from rates on any non-domestic property only and makes no proposals in relation to mandatory rate relief as the Council has no discretion in such matters; where it acts as the agent of central government.

The contact officer for this report is Paul Howden, Revenues & Benefits Client Manager (Tel: 01235 540385; email paul.howden@southoxon.gov.uk).

Recommendations

Members are requested to approve:

2.1       The categories of organisation eligible for National Non-Domestic Rates discretionary rate relief from 1 April 2008 as set out in Appendix A of the report.

2.2       The level of award to different types of organisation from 1 April 2008 as set out in Appendix B of the this report, subject to any over-riding considerations that mitigate against making an award to a particular organisation.

2.3       A cap of £8,000 on the amount of discretionary rate relief and £4,000 on the amount of discretionary top-up rate relief that any organisation can receive in respect of a particular premises in any one financial year, unless it is in the financial interests of the Council to facilitate a larger amount being awarded. The cap limits are to be reviewed each financial year and will rise in line with inflation and the non-domestic rates multiplier.

2.4       The decision to award discretionary relief to be delegated to the Chief Finance Officer based on the categories agreed by the Executive. 

2.5       A review of the eligibility of the organisations that are currently being granted rate relief. 

2.6       The criteria for discretionary relief will to be reviewed at least every three years in line with the changing priorities of the Council commencing from year 2010 – 2011. 

(Time: 3.20pm to 3.28pm)

The Executive received and considered report 138/07 of the Strategic Director and Chief Finance Officer, which reviewed the criteria for granting discretionary rate relief on any non-domestic property.  The report sought agreement to a new simplified process for awarding National Non-Domestic Rate discretionary relief (business rates relief) that supported delivery of the Council’s Corporate Plan and Community Strategy. 

The Local Government Finance Act 1988, as amended, set out the general categories of organisations and properties eligible for relief.  Certain types of organisations such as charities, some sports clubs and certain rural businesses, were entitled to mandatory relief from rates on any non-domestic property providing certain criteria were met.  Local councils had discretion to grant further top-up relief on the remaining bill.  Councils also had discretion to grant relief on all or part of any rate bill for property that was occupied by certain non-profit making bodies and business in rural areas.  The report set out the existing criteria and suggested changes to the scheme. 

The suggested changes were:

·        there would no longer be a differentiation between sports clubs with or without licensed bars.  Instead, clubs would be encouraged to register with HM Revenue and Customs as Community Amateur Sports Clubs

·        sports clubs that registered would be entitled to 80% mandatory rate relief and this could be topped-up at the Council's discretion, effectively granting the same rights to rate relief as registered charities

·        the criteria for discretionary rate relief should be changed to make it clear that any sports club that had not applied for registration would normally have its discretionary rate relief reduced, initially receiving 50% discretionary relief which would then be reduced to 30% over a three year period.  However, if a sports club proved it was not eligible to register, it would continue to receive 50% discretionary relief

·        a further incentive to encourage registration would be the offer of 5% discretionary top-up rate relief in addition to the 80% mandatory relief

·        businesses that occupied premises with a rateable value of less than £15,000 were entitled to Small Business Rate Relief, subject to conditions, which was awarded at no cost to the Council.  Potentially eligible clubs should be encouraged to apply for relief.  Failure to apply would result in any award of discretionary rate relief being based on what their rate liability would be if Small Business Rate Relief had been applied.  Officers would encourage these organisations to appeal, as any reduction in the rate liability would also reduce the Council’s rate relief burden

·        the non-domestic rating legislation made provision for 50% mandatory rural rate relief for certain general stores, post offices, general food stores, petrol filling stations and public houses.  Councils could also top-up the relief to 100%.  Councils could also award discretionary rural rate relief for rural premises used for local community benefit.  It was proposed that discretionary rural rate relief was awarded to all eligible rural post offices and general stores at 50% across the District

·        with regard to village halls  ...  view the full minutes text for item 124.

A request has been received from Wantage Silver Band and Wantage Concords Football Club for a agreement to build / conditional lease which, subject to funding, would create a 99 year ground lease on an area of land measuring approximately half an acre. This land is cross hatched black on the attached plan. Principal terms and conditions for the lease have been provisionally agreed subject to appropriate authorisation.

The position of both organisations as regards funding has not yet been determined. Both organisations will require an agreement to build / conditional lease in order that they may qualify for grant monies. The agreement to build /conditional lease is therefore essentially required to lever in funding by external organisations.   

The main heads of terms are as follows:

·        A nominal rent.

·        The land to be used solely for the construction and subsequent occupancy of a community hall to be used primarily by the Wantage Silver Band in whose name the lease will be granted. A portion of the hall will/may also be used for Wantage Concords as changing rooms.

·        That the premises can be used only for purposes compatible with community or charity use.

·        That a finite period of time be agreed with both organisations for the availability of funding to be confirmed or otherwise. Failing the identification of adequate funding the agreement would effectively fall away.

The land is held via a long lease from Oxfordshire County Council (the Superior Landlord). In addition access to the site will need to be improved to facilitate the construction of the hall.

The grant of a lease(s) will be conditional upon the following:

(i)                 Obtaining the consent of the Superior Landlord to the transaction.

(ii)               Obtaining a satisfactory planning consent (insofar as necessary) for both the Landlord's works (the construction of the access road and possibly ancillary car parking), and the construction of the building. A planning permission was granted on the 13^th December (Application No: WAN/20297).

(iii)             Obtaining the necessary funding for the construction of the building and approval of the funding institution to the transaction. Due to the nature of the various grant funding regimes a commitment to lease is required to qualify for such funding. 

(iv)              Completion or an undertaking to complete the Landlord's works which will include the creation of pedestrian and vehicular access way to the property, and the construction of service conduits to the property insofar as they are not already available.

Agreement as to the precise nature of the landlords works together with the form and extent of the building have yet to be finalised. Landlord works will be funded via Section 106 monies. The Vale’s reasonable valuation and legal costs together with other fees and disbursements will be borne by the Wantage Silver Band. 

Recommendations

(a)               An agreement to build / conditional lease is granted to Wantage Silver Band and Wantage Concords upon the above terms and conditions. The agreement to build / lease to be granted conditional upon sufficient funding being raised to complete  ...  view the full agenda text for item 125.

(Time: 3.28pm to 3.30pm)

The Executive received and considered an agenda report regarding a request from Wantage Silver Band and Wantage Concords Football Club for an agreement to build/conditional lease which, subject to funding, would create a 99 year ground lease on an area of land measuring approximately half an acre.  Principal terms and conditions for the lease had been provisionally agreed, subject to appropriate authorisation.  The funding position had not yet been determined.  Both organisations required an agreement to build/conditional lease in order to qualify for grant funding. 

The report set out the main heads of terms which included a nominal rent.  The land was to be used solely for the construction and subsequent occupancy of a community hall to be used primarily by the Wantage Silver Band in whose name the lease would be granted.  A portion of the hall might be used for Wantage Concords Football Club as changing rooms.  The premises would only be used for community or charity purposes.  A finite time period would form part of the agreement for the organisations to secure the necessary funding. 

The Executive noted that the grant of a lease was conditional on obtaining consent of the superior landlord Oxfordshire County Council, obtaining planning consent, securing funding, and creating a pedestrian and vehicular access to the property and providing service conduits.  The Vale’s reasonable valuation and legal costs, together with other fees and disbursements, would be borne by the Wantage Silver Band. 

The Executive considered that the lease should be granted on the terms set out in the agenda.  Members thanked the Head of Property for the progress made.  In answer to a question from a Member, the Head of Property reported that he had not seen a recent e-mail regarding a neighbour's right of access over the land at Tugwell Fields and had requested that a copy document, if it existed, was supplied. 

RESOLVED  (by seven votes to nil)

(a)               that an agreement to build/conditional lease is granted to Wantage Silver Band and Wantage Concords Football Club upon the terms and conditions set out in the agenda report.  The agreement to build/lease to be granted conditional upon sufficient funding being raised to complete the development;

(b)               that authority be delegated to the Chief Executive to vary and or amend the stated terms and conditions as occasion demands;

(c)               that no financial burden falls to this Council in facilitating the scheme; and

(d)               that the precise extent of the land to be leased, particularly in relation to the provision of car parking, be determined once the financial position of the respective organisations becomes clearer, together with such reserved rights as the Council may require. 

The Council’s first Climate Change Strategy was approved by the Executive at its meeting on 7 December 2007.  The Executive requested that a further report be bought to its February meeting detailing the content and role of the proposed Climate Change Project Board.  It is proposed that a project board be established in accordance with the guidelines already established by the Organisational Development and Support Service.  The Climate Change Project Board will challenge and scrutinise the work of the Climate Change Project Team, and monitor the implementation of the Climate Change Strategy.  The project team will be composed of 6 to 8 officers, all of whom have a key role in delivering same aspect of the Council’s Climate Action Plan as detailed in the Strategy. 

The proposed composition of the Project Board is:

·        The Executive Portfolio Holder for Housing and Community Safety

·        The Deputy Director (Housing and Community Safety) – Service provider with responsibility to deliver the strategy

·        Another Deputy Director of the Chief Executive's choice

Recommendation

That the Climate Change Project Board is established to challenge and scrutinise the work of the Climate Change Project Team, and monitor the implementation of the Climate Change Strategy and that the Project Board consists of:

·        The Executive Portfolio Holder for Housing and Community Safety

·        The Deputy Director (Housing and Community Safety) – Service provider with responsibility to deliver the strategy

·        Another Deputy Director of the Chief Executive's choice

(Time: 3.30pm to 3.38pm)

The Executive recalled that the Council’s first Climate Change Strategy had been approved by the Executive at its meeting on 7 December 2007.  The Executive had requested that a further report was bought to its February meeting detailing the content and role of the proposed Climate Change Project Board.  It was proposed that a project board should be established in accordance with the guidelines from the Organisational Development and Support service. 

Members noted that the Climate Change Project Board would challenge and scrutinise the work of the Climate Change Project Team and monitor the implementation of the Climate Change Strategy.  The project team would be composed of six to eight officers, all of whom had a key role in delivering some aspect of the Council’s Climate Change Action Plan. 

The proposed composition of the Project Board was:

·        The Executive Portfolio Holder for Housing and Community Safety

·        The Deputy Director (Housing and Community Safety) – service provider with responsibility to deliver the strategy

·        Another Deputy Director of the Chief Executive's choice

Contrary to the officer's proposal, it was suggested that the composition should be amended to include 'an Executive Member'.  It was considered that climate change was an issue affecting the whole authority, not just the Housing and Community Safety Service Area.  It was noted that Councillor Angela Lawrence had been suggested for this role.  However, the Executive was reminded that the Leader of the Council would need to amend his Executive Scheme of Delegation to allocate this project responsibility. 

Similarly, it was suggested that two Deputy Directors should be appointed to this Project Board, at the choice of the Chief Executive.  One was likely to have a direct contribution; the other would be from another Service Area.  However, climate change applied to all Service Areas and Deputy Directors should consider this a corporate issue. 

Turning to the climate change issue, Members regretted that the proposed budget for 2008/09 was lower than originally intended but it had been reduced due to budget pressures.  Members believed the Project Board would need to focus on carbon management.  It was expected that there would be a Local Area Agreement target for Councils to reduce their carbon footprint.  The Project Board would also need to push for planning guidance to be reviewed with climate change in mind. 

RESOLVED

that the Climate Change Project Board be established to challenge and scrutinise the work of the Climate Change Project Team and monitor the implementation of the Climate Change Strategy and that the Project Board consists of:

·        an Executive Member to be nominated by the Leader of the Council

·        two Deputy Directors of the Chief Executive's choice

The Council is currently seeking to enter into partnership with South Oxfordshire District Council (SODC), in order to create a joint waste collection contract.  Following the experience gained from setting up the Ridgeway Shared Services Organisation it is proposed that a joint project board is established for waste collection.  Under the Vale's Constitution it is not possible to form a Joint Committee that has Executive powers and allow Members other than those on the Executive to sit on this.  On the basis that this is the single largest contract that the Councils will enter into, it is recommended that wider input from Council Members is required from the outset, involving an Executive Member, Liberal Democrat backbencher and Opposition Member (conditional upon SODC agreeing a similar 3-Member appointment). 

Recommendation

That the Joint Waste Procurement Project Board includes: 

• the Executive Member with responsibility for the new Waste contract
• a non-Executive Member from the Liberal Democrat Group and
• a Member from the Conservative Group

(Time: 3.38pm to 3.39pm)

The Executive received and considered an agenda report regarding a proposed partnership with South Oxfordshire District Council to create a joint waste collection contract.  Following the experience gained from setting up the Ridgeway Shared Services Organisation it was proposed that a joint project board was established for waste collection.  Under the Council's Constitution it was not possible to form a joint committee, rather than a project board, that had Executive powers and allowed non-Executive Member representation.  On the basis that this was a large contract, it was proposed that wider input from Council Members was required from the outset, involving an Executive Member, a non-Executive Member from the ruling political group, and an Opposition Member.  This would be conditional upon South Oxfordshire agreeing a similar three-Member appointment. 

An update was given at the meeting: South Oxfordshire had agreed to the proposal and the composition of the Joint Project Board.  The Executive supported the proposal also.  Currently, Councillor Tony de Vere represented the Council on the Oxfordshire Waste Partnership and led on the project for a new waste contract.  It was noted that he would continue in this role and be a member of the Joint Waste Procurement Project Board until the annual review of Executive appointments and delegations due to take place in May 2008. 

RESOLVED  (by seven votes to nil)

that the Joint Waste Procurement Project Board includes: 

• the Executive Member with responsibility for the new Waste contract
• a non-Executive Member from the Liberal Democrat Group and
• a Member from the Conservative Group

None