Agenda and minutes

To receive apologies for absence. 

None

To adopt and sign as a correct record the minutes of the Executive meeting held on 1 February 2008, (previously circulated). 

The minutes of the Executive meeting held on 1 February 2008 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. 

Councillors Mary de Vere, Tony de Vere, Bob Johnston and Jerry Patterson all declared personal interests in item 11 'Community Grants' in relation to the application from the Oxfordshire Chinese Community and Advice Centre as they had all accepted invitations to attend their Chinese New Year celebrations.  Councillor Angela Lawrence declared a personal and prejudicial interest in the Community Grants application from the Abingdon and District Citizens' Advice Bureau as she was Vice-Chair of the Trustees (minute Ex.138 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 agreed to move item 15 'Local Area Agreement 2' (minute Ex.142 refers) further up the agenda but, in accordance with normal practice, the minutes are recorded here in the order of the agenda items. 

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

The Executive had received requests from four members of the public to make statements. 

(1)       Dr John Leung made a statement on behalf of the Oxfordshire Chinese Community and Advice Centre in support of its grant application.  The Centre had applied for an additional grant of £4,000 to help towards its budget shortfall and towards its Chinese New Year celebrations.  While the Centre was grateful for the funding through the service level agreement, without this additional grant it was likely that staffing would need to be reduced, having a significant impact on the already overstretched service.  Staff had already been reduced to part-time contracts to secure efficiency savings.  However, this was not sustainable for the long term given the trend of increase in advice being sought. 

The Centre also subsidised ticket prices for its Chinese New Year celebrations.  Without the additional grant, it would not be able to offer a subsidy and some members of the Chinese community might not be able to afford to attend.  

(2)       Tony Rodgerson made a statement on behalf of the Abingdon and District Citizens' Advice Bureau which sought a one-off grant of £6,000 towards its share of the roof repair costs.  The Bureau offered free, impartial and confidential advice to anyone who sought it.  It was a well used service giving advice on matters such as debt, employment, benefits and relationships.  Additional financial support was being sought from a number of sources to help meet the cost of the service.  Systems were reviewed regularly to provide a lean organisation that only had 2.2 full time equivalent staff.  The roof repairs would cost the bureau £12,750.  A grant from St Michael's Church had reduced this to £9,750.  The Bureau was asking for a £6,000 one-off grant, plus agreement to spread the remaining cost of £3,750 over three years. 

(3)       Colin Cure made statement on behalf of the Oxfordshire Association for the Blind which sought a one-off grant of £5,000 to run its support service.  This provided advice, social support, equipment and home visits to those in need.  The aim was to expand the service to provide a mobile service.  A resource bus had been trialled recently, visiting Wantage.  Thirty-five people visited the bus to seek advice.  Training in household management skills was another area that the service aimed to expand to help people to help themselves.  Leisure and recreation facilities and parent support were other areas for expansion.  The service was co-ordinated with the services of other agencies such as Social and Community Services, Age Concern, local hospitals and the Royal National Institute for the Blind. 

(4)       Sylvia Ware made a statement on behalf of the Ryder Cheshire Volunteers, a service that helped people with physical disabilities.  One-to-one help was provided using volunteers.  A wide range of support was given from providing support to increase confidence and self esteem to undertaking some form of learning, skills that were transferable to other areas of life.  Financial assistance had been given by District and Parish Councils  ...  view the full minutes text for item 132.

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

None

None

None

(1)       Scrutiny Committee – 14 February 2008

Implementation of Agresso 5.5 Financial Management System – Report of the Informal Agresso Working Group

The Scrutiny Committee requested that the informal Agresso Working Group’s report (141/07) on the implementation of the Agresso 5.5 Financial Management System be forwarded to the Executive.  The report is attached. 

(2)       West Area Committee - 20 March 2008

Eastern Expansion of Swindon

The West Area Committee discussed the possible eastern expansion of Swindon and has made the following recommendation to the Executive:

Recommendation

That this Chief Executive be instructed to establish urgent co-operation (in view of the 12^th May 2008 deadline to the draft core strategy proposals) between Planning Officers and Communications Officers and the Western Vale Villages Consortium of Parish Councils, with regards to their opposition to the expansion to the east side of Swindon. 

(1)       Scrutiny Committee – 14 February 2008

Implementation of Agresso 5.5 Financial Management System – Report of the Informal Agresso Working Group

(Time: 2.49pm to 2.55pm)

The Scrutiny Committee had requested that the informal Agresso Working Group’s report (141/07) on the implementation of the Agresso 5.5 Financial Management System should be brought to the attention of the Executive. 

The Chief Finance Officer also suggested that Executive Members should read the minutes of the last Scrutiny Committee meeting as they contained other observations made at the meeting.  He accepted the points made in the report and that lessons needed to be learnt.  He hoped that the recovery plan would soon be signed off. 

One Member pointed out that despite the problems experienced in introducing this new financial management system, at the Ridgeway Shared Services Board meeting earlier in the week it had been reported that the Council's performance in collecting Council Tax and Business Rates and the take up of payment by Direct Debit was better than that achieved by our partner. 

CouncillorMelinda Tilley, the Chairman of the Scrutiny Committee was invited to comment.  She suggested that it was not a competition between partners but that there were lessons to be learnt, as set out in the report.  She thanked the Agresso Working Group, in particular CouncillorJim Halliday for compiling the report. 

Other Members of the Executive continued to give support to the original decision to share the service and to use a contractor but it was recognised that there were lessons to be learnt in introducing significant software changes in the future. 

RESOLVED

that the report of the Agresso Working Group be noted. 

(2)       West Area Committee - 20 March 2008

Eastern Expansion of Swindon

(Time: 2.55pm to 3.05pm)

The West Area Committee had discussed the proposed eastern expansion of Swindon and had made the following recommendation to the Executive:

"That the Chief Executive be instructed to establish urgent co-operation (in view of the 12^th May 2008 deadline to the draft core strategy proposals) between Planning Officers and Communications Officers and the Western Vale Villages Consortium of Parish Councils, with regards to their opposition to the expansion to the east side of Swindon."

CouncillorPeter Saunders was invited to address the meeting.  He reported that the Western Vale Villages Consortium of Parish Councils was a group of representatives from eight Parish Councils, six of which were in the Vale, and was financially supported by the Parish Councils.  The Consortium had approached the Area Committee expressing serious concern at the proposed eastern expansion of Swindon.  Approximately 12,000 dwellings were proposed, which would have a serious impact on the western Vale.  The Consortium wished to combine its efforts with those of the District Council.  He believed that this was already being achieved as officers had already met with the Consortium on a number of occasions and a further meeting was planned for April at which officers from Swindon Borough Council would also be present.  A  ...  view the full minutes text for item 135.

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

(Time: 3.05pm to 3.06pm)

The Committee received and considered requests to approve four virements totalling £126,120.  Members noted that a further four requests for virements had been approved under delegated authority to a total of £19,100. 

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 April to July 2008. 

Recommendation

that the Forward Plan be received. 

(Time: 3.06pm to 3.07pm)

The Executive received the Forward Plan setting out Executive decisions to be taken from April to July 2008. 

It was noted that the Flooding Review and Review of Public Conveniences were likely to be considered by the Executive in June. 

RESOLVED

that the Forward Plan for April to July 2008 be noted. 

To receive and consider report 180/07 of the Strategic Director and Monitoring Officer. 

Introduction and Report Summary

The purpose of this report is to set out the budget position for the Executive Committee in respect of Community Grants and to invite Members to consider and determine the grant applications received. The Executive currently considers grant applications bi-annually. Executive considered applications in October 2007 and the next meeting, at which the consideration of grants is planned, will be in October 2008.

The contact officer for this report is Lorna Edwards, Community Strategy Officer (Tel: 01235 547626).

Recommendations

(a)               Members are asked to note that the Executive’s budget for 2008/09 for Vale-wide grants is £21,714

.

(b)               Members are asked to consider and determine the following grant applications and agree the Council agenda and priority:

(i)         Ryder-Cheshire Volunteers, £2,000, towards running costs of supporting disabled people to pursue activities, Social Agenda, Access priority

(ii)        Oxfordshire Visual Arts Festival, £1,000, towards printing and distribution of the brochure, Social Agenda, Town & Village Vitality priority

(iii)       Oxfordshire Children’s Information Service, £4,758, towards the cost of providing information and advice to parents, Social Agenda, Access priority

(iv)       Age Concern Oxfordshire, £2,330, towards  singing taster sessions, Social Agenda, Town & Village Vitality priority

(v)        Oxfordshire Chinese Community & Advice Centre, £4,000, towards the Chinese New Year celebration and increased running costs

(vi)       Oxfordshire Association for the Blind, £5,000, towards the introduction of a mobile resource centre and training courses, Social Agenda, Access priority

(vii)      My Life My Choice, £1,342.18, towards running self-advocacy groups, Social Agenda, Access priority

(viii)  Oxfordshire Community & Voluntary Action, £5,000, towards a volunteer brokerage service, Social Agenda, Town & Village Vitality priority

(ix)       Root and Branch, £1,000, towards the purchase of a kitchen range, Social Agenda, Access priority

(x)        Oxford Film & Video Makers, £3,650, towards events in the Summerscreen 2008 festival, Social Agenda, Town & Village Vitality priority

(xi)       Oxfordshire Rural Education Initiative, £2,000, towards educational work, Social Agenda, Town & Village Vitality priority

(xii)      Vitalise, £1,741.75, towards the provision of holiday breaks for disabled people and volunteering opportunities, Social Agenda, Access priority

(c)        Members are asked to consider an application from Abingdon Citizens Advice Bureau for a one-off grant of £6,000, towards roof repairs and;

(d)       to make an award, in exceptional circumstances,, from savings made in the Community  Strategy service budget; and

(e)       Members are asked to agree to the request from Area Committees to carry forward unspent grant budget from 2007/08. 

(Time: 3.07pm to 3.36pm)

(Councillors Mary de Vere, Tony de Vere, Bob Johnston and Jerry Patterson all declared personal interests in this item, in relation to the application from the Oxfordshire Chinese Community and Advice Centre, and in accordance with Standing Order 34, they remained in the meeting during its consideration.  Councillor Angela Lawrence declared a personal and prejudicial interest in the application from the Abingdon and District Citizens' Advice Bureau and in accordance with Standing Order 34, she left the meeting during its consideration.)

The Executive received and considered report 180/07 of the Strategic Director and Monitoring Officer, whichset out the Community Grants budget position and set out details of thirteen grant applications. 

Members gave careful consideration to each application in the knowledge that the total amount requested exceeded the available budget for the year.  The Executive firstly considered the principle of awarding a grant to each application and, if in favour of awarding a grant, secondly the amount. 

The Executive supported each application except that from the Oxfordshire Children's Information Service as it was felt that the services provided by this organisation were a duplication of services provided elsewhere. 

The Abingdon and District Citizens' Advice Bureau had applied for a one-off grant to help towards repairs to the roof of its premises.  The Executive awarded a grant of £6,000, to be funded from an underspend on the Community Strategy budget.  This left the Bureau with a commitment of £3,750 to cover the remaining cost of the roof repairs.  Representatives of the Bureau had met with the Council's Head of Property Services to discuss the works needed and to negotiate the possibility of spreading the cost over three years.  The Executive indicated that it would be content in principle if this was the outcome of the negotiations. 

RESOLVED

(a)               that it be noted that the Executive’s budget for 2008/09 for Vale-wide grants is £21,714;

(b)               that the following applications be approved:

To receive and consider the Audit Commission's Annual Audit and Inspection Letter.  This will be circulated to all Members of the Council after the publication of this agenda. 

(Time: 3.45pm to 4.00pm)

The Executive received and considered the Audit and Inspection letter 2006/07 submitted by the Audit Commission.  Members concluded that, in general, the Audit and Inspection Letter was complimentary to the Council, although it was accepted that some improvements were needed.  The Executive discussed the possibility of updating and improving its assessment score.  It was recognised that resources would have to be reallocated from another service if Members wished to improve its performance assessment and this would need to be set as a corporate priority.  Members concluded that as this would require additional resource that could be better spent on providing front-line services.  It was recognised that the Council's performance was better than it had been able to demonstrate in the past and this was one area that needed improvement. 

RESOLVED

that the Audit and Inspection Letter 2006/07 be noted. 

To receive and consider report 181/07 of the Senior Management Team. 

Introduction and Report Summary

The Corporate Governance Report looks at the key areas of:

·        Corporate Priorities

·        Best Value Performance Indicators

·        Progress against Service Prioritisation Plans

·        Key staffing data (sickness levels and turnover)

·        Progress with Business Process Improvement Reviews

·        Financial commentary

At its meeting on 18^th February the Senior Management Team (SMT) considered the third quarter 2007/08 Business Performance Report. This is an exception report which covers all of the aspects of corporate governance contained within this report. SMT agreed the exceptions (where performance / actions are not on target) to be reported to the Executive and agreed the comments / actions which have been included in this report. The full versions of the individual reports are available on the Council’s website.They can be accessed through the ‘about your Council - performance’ area of the website.

The contact officer for this report is Robert Woodside, Principal Performance Management Officer, telephone (01235 520202 ext 499).  Email address:  robert.woodside@whitehorsedc.gov.uk

Recommendation

That the Senior Management Team’s Corporate Governance exception report and proposals be noted.  

(Time: 4.00pm to 4.12pm)

The Executive received and considered report 181/07 of the Senior Management Team which reviewed the Council's Corporate Governance performance during the third quarter of 2007/08, namely October to December 2007.  The report concentrated on:

·        Corporate Priorities

·        Best Value Performance Indicators

·        Progress against Service Prioritisation Plans

·        Key staffing data (sickness levels and turnover)

·        Progress with Business Process Improvement Reviews

·        Financial commentary

At its meeting on 18February 2008, the Council's Senior Management Team considered the third quarter 2007/08 Business Performance Report.  This was an exception report covering all of the aspects of corporate governance contained within this report.  That meeting agreed the exceptions (where performance/actions were not on target) to be reported to the Executive and agreed the comments/actions. 

Appendix C to the report looked at progress with business process improvement reviews.  One of these related to Land Charges, part of Legal Services.  The Service Head explained that he was recruiting to the Manager post and once completed he would set about reviewing this service.  The review would consider costs, service charging and performance.  He had received a 200-page Government consultation document on the future of Land Charges.  Members suggested the Council's response to the consultation by requesting that local authorities should be allowed to cover their costs through recharges. 

RESOLVED

that the Senior Management Team’s Corporate Governance exception report and proposals for the third quarter 2007/08 be noted.  

To receive and consider report 182/07 of the Strategic Director. 

Introduction and Report Summary

This report compares the Council’s performance for 2006/07 against that of the national top and bottom quartile data for 2006/07 which have been published by the Audit Commission.

The Contact Officer for this report is Robert Woodside, Principal Performance Management Officer (01235 520202 ext 499).

Recommendations

That Members note the Council’s performance against the national top and bottom quartile results for 2006/07. 

(Time: 4.12pm to 4.17pm)

The Executive received and considered report 182/07 of the Strategic Director, which compared the Council’s performance for 2006/07 against that of the national top and bottom quartile data for 2006/07 which had been published by the Audit Commission.  It was noted that overall the Council's performance had been good with over a third of the indicators in the top quartile.  The Audit Commission had recognised that performance.  Appendix B set out details of nine indicators where the Council was in the bottom quartile.  However, since the end of 2006/07 some progress had been made in these areas. 

Members noted that the Best Value Performance Indicators would soon be abolished in favour of the new National Indicator set.  These new indicators would be transferred to the Council's Service Plans.  An update report on these indicators would be submitted in due course. 

RESOLVED

that the Council’s performance against the national top and bottom quartile results for 2006/07 be noted. 

To receive and consider report 183/07 of the Deputy Director (Housing and Community Safety). 

Introduction and Report Summary

This report provides information about Oxfordshire’s next local area agreement (LAA2).

The contact officers for this report are Toby Warren, Head of Community Strategy, tel. 01235 547695; and Paul Staines, Deputy Director, Housing and Community Safety, tel. 01235 547621.

Recommendations

That the Executive:

Endorse the priorities within Oxfordshire’s next local area agreement.

Give delegated authority for the Leader of the Council, in consultation with the Chief Executive, to agree targets for the priorities.

(Time: 3.36pm to 3.45pm)

The Executive received and considered report 183/07 of the Deputy Director (Housing and Community Safety) which provided information about Oxfordshire’s next Local Area Agreement, known as Local Area Agreement 2.  The Executive was pleased to note that many of the agreement's 35 indicators related to District Council functions.  The next stage was to work with the County Council and other Oxfordshire District Councils to clarify the targets.  These would have to be approved in the summer. 

Members were reassured that the targets in the agreement would be transferred to the Council's Service Plans. 

RESOLVED

(a)       that the priorities within Oxfordshire’s next local area agreement be endorsed; and

(b)       that it be noted that the Leader of the Council has authority to agree the targets for inclusion in the Local Area Agreement 2. 

To receive and consider report 184/07 of the Deputy Director (Planning and Community Strategy). 

Introduction and Report Summary

The draft Regional Spatial Strategy for the South West (or South West Plan) covers the area which abuts the Vale’s western boundary. This area includes Swindon. The report of the panel, which carried out an examination in public of the draft South West Plan, was published in December 2007. This report to the Executive is a summary of the main points arising out of the Panel’s Report.

In the draft South West Plan, Swindon is identified as a Strategically Significant City or Town (SSCT) and the location for a strategic urban extension of about 12,000 dwellings on the eastern side of the town (policy SR8). The Council commented on this and other matters in the draft South West Plan (see report 30/06 to SLAG dated 26 June 2006). In particular, the Council objected to policy SR8 principally on the basis that the figure of 12000 dwellings (representing an ambitious annual build rate of 600 dwellings) was unlikely to be achieved and objected to the reference to a new upper Thames reservoir on the basis that Thames Water has yet to formally bring forward a fully justified reservoir proposal and that the reference to a reservoir was therefore premature. Other comments related to the absence of strategic gaps to safeguard the character, identity and setting of the rural villages and communities surrounding the development and the number of vehicle movements onto the A420 likely to be generated as a result of the eastern development.

The Panel Report, among other things, endorses the provision of 12,000 dwellings east of Swindon and identifies a new upper Thames reservoir as part of the key infrastructure. The Panel also accepted that highway improvements to cope with the vehicle movements should be part of the key infrastructure. The Panel includes no recommendation for strategic gaps.

The issue of how an ambitious annual build rate of 600 dwellings will be achieved has not been addressed in any detail by the Panel and the Panel’s endorsement of a new reservoir in advance of its formal justification are therefore matters which remain of major concern to this Council.

The Panel Report is submitted to the Secretary of State for Communities and Local Government and is published for information purposes only. The publication of the Panel Report is not, therefore, a further stage of consultation with the public. However, in order that the Secretary of State should be properly briefed it is considered that she should be made aware of the Council’s concerns.

The contact officer for this report is Nick Burroughs, Principal Planning Officer (Planning and Community), telephone (01235 520202 extn. 496).  Email address nick.burroughs@whitehorsedc.gov.uk.

Recommendations

that the Executive notes this report on the Panel Report into the draft Regional Spatial Strategy for the South West,

that the Executive remains concerned that the rates of development proposed for the Swindon East expansion are ambitious and unlikely to be  ...  view the full agenda text for item 143.

(Time: 4.17pm to 4.28pm)

The Executive received and considered report 184/07 of the Deputy Director (Planning and Community Strategy) regarding the Draft South West Spatial Strategy Panel's Report.  The draft strategy for the South West (known as the South West Plan) covered the area, including Swindon, which abutted the Vale’s western boundary.  The report to the Executive summarised the main points arising out of the Panel’s Report. 

In the draft South West Plan, Swindon had been identified as a strategically significant location for new development, with a strategic urban extension of about 12,000 dwellings proposed on the eastern side of the town.  The Council had commented on this and other matters in the draft South West Plan consultation in 2006.  In particular, the Council had objected to the proposed eastern expansion on the basis that the figure of 12,000 dwellings was unlikely to be achieved.  The Council also objected to the reference to a new upper Thames reservoir on the basis that Thames Water had yet to formally bring forward a fully justified reservoir proposal and that the reference to a reservoir was therefore premature.  The Council had also made comments relating to the absence of strategic gaps to protect the character, identity and setting of the rural villages and communities surrounding the development and comments about the number of vehicle movements onto the A420 likely to be generated as a result of the eastern development. 

Despite the Council's comments, the Panel's Report had endorsed the provision of 12,000 dwellings east of Swindon and had continued to refer to a new upper Thames reservoir as part of the key infrastructure.  The Panel had also accepted that highway improvements to cope with the vehicle movements should be part of the key infrastructure.  The Panel had not included a recommendation for strategic gaps. 

The Executive considered that the issue of how an ambitious annual build rate of 600 dwellings would be achieved had not been addressed adequately by the Panel and the Panel’s endorsement of a new reservoir in advance of its formal justification were both matters which remained major concerns. 

The Panel's Report had been submitted to the Secretary of State for Communities and Local Government and had been published for information purposes only.  It was not a further stage of consultation with the public. However, in order that the Secretary of State should be properly briefed it was considered that these concerns should be communicated.  The Executive concurred unanimously with the officer's report. 

It was suggested that when responding to the consultation on the Swindon Core Strategy, the officers should refer to the need for a reassessment of the transport infrastructure in the Swindon area.  For example, the single railway line between Swindon and Gloucester was in need of dualling to allow for greater capacity.  The consequences of a development of the size proposed were significant on the transport infrastructure. 

RESOLVED

(a)       that the Panel's Report into the draft Regional Spatial Strategy for the South West be  ...  view the full minutes text for item 143.

To receive and consider report 185/07 of the Deputy Director (Planning and Community Strategy). 

Introduction and Report Summary

At full Council on 4^th December 2007 Members considered a revised draft of the Planning Code of Conduct.  Concerns were expressed about a new provision in the draft code which would establish the principle that local Members would be invited to observe and take part in pre-application discussions, in cases where a formal officers’ Development Team has been set up to take forward discussions in response to large, proposed developments in the Vale.  (The decision to set up a Development Team is taken by the Deputy Director in consultation with the Planning Service’s Management Team where it is considered that this will promote and assist the efficient handling of applications for major development proposals prior to their submission).

Council resolved that the draft Code be referred back to the Strategic and Local Planning Advisory Group for the new provision to be given further consideration and, following its reconsideration by the Group, for the Code to be recommended back to the Council via the Development Control Committee, Executive and Standards Committee.  This report sets out the background to the proposed new provision and suggests an alternative wording for the relevant section of the draft code, to clarify the arrangements governing Member involvement.  A copy of the relevant paragraph of the original draft Code (4.6) is appended to the report.  The recommendations below have been considered and endorsed by the Strategic and Local Planning Advisory Group. 

The Contact Officer for this report is Rodger Hood (Deputy Director – Planning & Community Strategy), telephone (01235) 540340.

Email address: rodger.hood@whitehorsedc.gov.uk

Recommendations

that the wording of paragraph 4.6 of the draft Planning Code of Conduct dealing with Member involvement in pre-application discussions be amended to read as follows:

“4.6  In response to large proposed developments, where a formal officers Development Team has been set up, local ward members may be invited to attend, observe and take part in pre-application discussions at meetings of the Team.  A request to be involved in such discussions should be made by the ward member to the Deputy Director (Planning and Community Strategy) who will consider the request in consultation with the Chair and/or Vice Chair of the Development Control Committee and the Opposition Planning Spokesman.  The views of the applicant on ward member involvement in a development team will be sought to help inform the consultation.  In the event that a ward member is invited to become involved in pre-application discussions it is important that they restrict their involvement to receiving and gathering information about the proposals and providing views on the issues likely to be of concern in the locality.  It is also important that matters of a commercially confidential nature to the potential applicant are respected and that any commercial confidentiality is maintained.  Members should not engage in negotiations and should avoid giving any firm commitment or impression of a firm commitment that they hold any particular view  ...  view the full agenda text for item 144.

(Time: 4.28pm to 4.31pm)

The Executive received and considered report 185/07 of the Deputy Director (Planning and Community Strategy) regarding a review of the Planning Code of Conduct.  The Council on 4 December 2007 had considered a revised draft of the Planning Code of Conduct.  Concerns were expressed about a new provision in the draft code which would establish the principle that local Members would be invited to observe and take part in pre-application discussions, in cases where a formal officers’ development team had been set up to take forward discussions in response to large, proposed developments in the Vale.  Decisions to set up a development team were taken by the Deputy Director in consultation with the Planning Service’s Management Team in cases where it was considered that this would promote and assist the efficient handling of applications for major development proposals prior to their submission. 

The Council had resolved that the draft Code should be referred back to the Strategic and Local Planning Advisory Group for the new provision to be given further consideration and for the Code to be recommended back to the Council via the Development Control Committee, Executive and Standards Committee. 

The report set out for the Executive the background to the proposed new provision and suggested an alternative wording for the relevant section of the draft code, to clarify the arrangements governing Member involvement.  Members noted that the recommendations below have been considered and endorsed by the Strategic and Local Planning Advisory Group and the Development Control Committee.  The Executive also concurred with the recommendations. 

R E C O M M E N D E D     (by seven votes to nil)

that the Standards Committee and subsequently the Council be recommended to approve the amended wording of paragraph 4.6 of the draft Planning Code of Conduct, dealing with Member involvement in pre-application discussions, to read as follows:

“4.6  In response to large proposed developments, where a formal officers Development Team has been set up, local ward members may be invited to attend, observe and take part in pre-application discussions at meetings of the Team.  A request to be involved in such discussions should be made by the ward member to the Deputy Director (Planning and Community Strategy) who will consider the request in consultation with the Chair and/or Vice Chair of the Development Control Committee and the Opposition Planning Spokesman.  The views of the applicant on ward member involvement in a development team will be sought to help inform the consultation.  In the event that a ward member is invited to become involved in pre-application discussions it is important that they restrict their involvement to receiving and gathering information about the proposals and providing views on the issues likely to be of concern in the locality.  It is also important that matters of a commercially confidential nature to the potential applicant are respected and that any commercial confidentiality is maintained.  Members should not engage in negotiations and should avoid giving any firm  ...  view the full minutes text for item 144.

To receive and consider report 186/07 of the Strategic Director. 

Introduction and Report Summary

Oxfordshire County Council (OCC) in 2005, resolved to introduce Decriminalised Parking Enforcement (DPE) throughout Oxfordshire and accordingly, in early 2006 started negotiations with the four rural District Councils with a view to establishing a single enforcement authority in each district area, with District Council’s undertaking enforcement under an agency agreement with OCC.

The Executive received a report no 246/05 in March 2006 setting out the principles of DPE and authorised officers to commence negotiations with OCC. The purpose of this report is to update Members on the progress of the project.

The Contact Officer for this report is Gordon Willcox, Section Head (Transportation) telephone 01235 540390.

Recommendations

That the Executive:

note the progress of this project;

reaffirm its commitment to the principle of Civil Parking Enforcement and its willingness to undertake on-street enforcement in the Vale on behalf of OCC together with off-street enforcement subject to reaching agreement with OCC on all operational, administrative and financial matters, given that any financial arrangements must accord with the Council’s medium term financial plan.  

(Time: 4.31pm to 4.41pm)

The Executive received and considered report 186/07 of the Strategic Director updating on negotiations to introduce decriminalised parking enforcement, bringing together the control and enforcement of on and off-street parking in the interests of improving public understanding.  In 2005 Oxfordshire County Council had resolved to introduce decriminalised parking enforcement throughout Oxfordshire and started negotiations with the four rural District Councils with a view to establishing a single enforcement authority in each district area, with District Councils undertaking enforcement under an agency agreement with the County Council.  In March 2006, the Executive had received a report setting out the principles of decriminalised parking enforcement and authorised officers to commence negotiations with the County Council. 

The Executive received an update on the progress of the project.  It was noted that the officers had resisted attempts to pass the cost of this initiative to the District Councils.  The County Council would need to prepare an offer for the Districts to consider. 

RESOLVED

(a)       that the progress of the decriminalised parking enforcement project be noted; and

(b)       that commitment be re-affirmed to the principle of Civil Parking Enforcement and its willingness to undertake on-street enforcement in the Vale on behalf of Oxfordshire County Council, together with off-street enforcement subject to reaching agreement with the County Council on all operational, administrative and financial matters, given that any financial arrangements must accord with the Council’s medium term financial plan. 

The Chair to move that in accordance with Section 100A(4) of the Local Government Act 1972, the public, including the press, be excluded from the remainder of the meeting to prevent the disclosure to them of exempt information, as defined in Section 100(I) and Part 1 of Schedule 12A, as amended, to the Act when the following items are considered:

Item 20     Property Matters

(Category 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information.) 

RESOLVED

that, in accordance with Section 100A(4) of the Local Government Act 1972, the public, including the press, be excluded from the remainder of the meeting to prevent the disclosure to them of exempt information, as defined in Section 100(I) and Part 1 of Schedule 12A, as amended, to the Act when the following items are considered:

References from Other Committees

(Category 2 - Information which is likely to reveal the identity of an individual.)

Property Matters

(Category 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information.) 

SUMMARY OF EXEMPT ITEMS CONSIDERED AT THE EXECUTIVE MEETING ON FRIDAY 4 APRIL 2008 AT 2.30PM

The Executive approved a supplementary estimate to fund the financial consequences of the removal of a post from the Council's establishment.  

To consider any property matters. 

There were no property matters to consider.