Agenda and minutes

To receive apologies for absence. 

Apologies for absence were received from Councillors Jerry Patterson and Richard Webber. 

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

The Executive minutes of the meeting held on 1 August 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. 

None

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.

None

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

It was reported that four members of the public had expressed a wish to address the Executive.

(1)       Eleanor Cowan made a statement on behalf of the South & Vale Carers Centre in support of its community grant application.  She gave an example of the work carried out by the centre in helping a carer in need.  The support offered by the centre’s staff had allowed the carer and her family to overcome their difficulties, gain more local accommodation and obtain benefits.  She asked the Executive for a grant to allow the centre to continue support to those in need. 

(2)       Des Williams made a statement on behalf of the Vale of White Horse Schools’ Football Association in support of its community grant application.  The association covered secondary school football across the district and included representative matches for under 13s, under 14s and under 15s and held internal competitions for boys and girls.  The association used to hold its matches at King Alfred’s School in Wantage but had to find a new home ground.  Matches were now played at Milton United’s ground for a hire fee.  Most running costs were covered but there was still a funding shortfall.  Mr Williams sought a grant to assist with this shortfall. 

(3)       Trudy Van Rijn made a statement on behalf of the Oxfordshire Playbus in support of its community grant application.  The playbus operated across the county by bringing play facilities to special needs children and children who were diadvantaged.  Care sessions were also given to the elderly with Alzheimer’s disease.  The organisation operated a sensory playbus but this had broken down and needed replacing.  She sought a contribution towards the funds to replace the sensory bus. 

(4)       Brian Simpson made a statement on behalf of Upton Village Hall Amenity Trust in support of its grant application.  Further to the officer’s report he updated the Executive with details of the trust’s own contribution.  It had £8,000 allocated to this project with a further £4,000 contingency.  Donations had not yet been received but there had been pledges of around £5,500 from Upton residents.  He sought a contribution towards the extension of the hall. 

The Chair thanked the four speakers for their statements. 

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

None

None

None

None

None

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

(Time: 2.45pm to 2.46pm)

The Executive received and considered six requests for virements under the Virements Policy.  Members also noted seven virements that had been approved by the Deputy Director under delegated authority. 

RESOLVED

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

To receive the Forward Plan containing Executive decisions to be taken from October 2008 to January 2009. 

Recommendation

that the Forward Plan be received. 

(Time: 2.46pm to 2.47pm)

The Executive received the Forward Plan setting out Executive decisions to be taken from October 2008 to January 2009. 

RESOLVED

that the Forward Plan for October 2008 to January 2009 be noted. 

To receive and consider report 91/08 of the Strategic Director. 

Introduction & Report Summary

Under the Local Government Act 2000 and Sustainable Communities Act 2007, the Council is responsible for preparing a Sustainable Community Strategy.  Government guidance requires the strategy to have regard to the economic, social and environmental well-being of the Vale and to identify key priorities for action which will help secure that well being for the future.

The first community strategy for the District was prepared in 2004 for the period up to 2008. In 2007 the Council and its partners in the public, private and voluntary sectors (the Vale Partnership) began to prepare a new strategy.

This report provides information about the sustainable community strategy for 2008 to 2016 which was approved by the Vale Partnership Board on 2^nd October 2008.

The contact officer for this report is Toby Warren, Head of Community Strategy (Tel: 01235 547695 Email toby.warren@whitehorsedc.gov.uk).

Recommendations

Members are requested to note the information contained in this report.

Members are requested to recommend the adoption of the Vale’s Strategy for Sustainable Communities - 2008 to 2016,by full Council.

Members are requested to formally recognise that John Robertson has been appointed Chair of the Vale Partnership Board. 

(Time: 2.47pm to 2.54pm)

The Executive received and considered report 91/08 of the Deputy Director (Planning and Community Strategy) regarding the need to prepare a Sustainable Community Strategy, a requirement under the Local Government Act 2000 and Sustainable Communities Act 2007.  Government guidance required the strategy to have regard to the economic, social and environmental well-being of the Vale and to identify key priorities for action. The first community strategy had been prepared in 2004 for the period up to 2008.  In 2007 the Council and its partners in the public, private and voluntary sectors (the Vale Partnership) had prepared a new strategy for 2008 to 2016 and sought the Executive’s agreement. 

The strategy was a commitment by the Council and its partners to work together with available resources to provide services that would help to improve quality of life and maintain communities where people wanted to live and work, now and in the future, e.g. “sustainable communities”.  The strategy acted as a starting point in achieving the partnership’s vision but would be regularly monitored and reviewed.  A detailed action plan would set out how the partnership would achieve the priorities.  These were:

·        social progress which recognised the needs of everyone

·        maintenance of high and stable levels of economic growth and employment

·        effective protection of the environment and wise use of natural resources

The strategy had been prepared on the basis that the resources of the partnership organisations and others were already fully allocated and successful progress was dependent on the best use of existing resources.  Therefore the strategy did not have any new financial implications for the Council. 

The officer was thanked for his report.  The Executive supported the strategy and the intention to produce a summary version in colour for the public.  Members commented that a strategy would need to consider targeting partnership resources at two areas where further work was needed: improving mental health and reducing loneliness.  Both were likely to be key issues due to an increasingly aging population, a point recognised by the Scrutiny Committee during its recent discussion on the Health Improvement Plan. 

RESOLVED

(a)               that report 91/08 be noted;

(b)       that it be recognised that John Robertson has been acting as Chairman of the Vale Partnership Board and that the Chair of the Executive be invited to write to John Robertson welcoming the strategy and thanking him for his chairmanship of the partnership board; and

R E C O M M E N D E D

(c)        that the Vale’s Strategy for Sustainable Communities - 2008 to 2016, as appended to these minutes, be adopted. 

To receive and consider report 92/08 of the Deputy Director (Commercial Services). 

Introduction and Report Summary

This report relates to a scheme for the modernisation of the service provision of Council owned public conveniences.

The contact officer for this report is Bill Farrar, Deputy Director (Commercial Services), telephone: 01235 540356. 

E-mail address: bill.farrar@whitehorsedc.gov.uk

Recommendation

That the Executive approves the new service arrangements for Council owned public conveniences. 

(Time: 2.54pm to 3.00pm)

The Executive received and considered report 92/08 of the Deputy Director (Commercial Services) regarding a review of public conveniences in the Vale with the aim of modernising the service managed by the Council.  The Deputy Director had concluded that new arrangements should be implemented as soon as practicable including:

·        reducing the opening hours of public conveniences

·        relocating two Automatic Public Conveniences (APCs)

·        increasing Automatic Public Conveniences’ charges from 10p to 20p

·        introducing in-house collection of revenue

·        reducing the cleaning hours

·        establishing and recruiting a suitable team of cleaning staff

·        minimising agency support

·        refurbishing premises

It was noted that the Direct Services Organisation had maintained the toilets within the £91,000 budget, without inflationary growth, for four years.  Under the proposals the expenditure was expected to remain within this budget at an estimation of £80,905.  Members noted that on 18 September 2008, the Personnel Committee had approved the updated establishment of the Direct Services Organisation with respect to its cleaning technicians, providing a total of 92 hours per week for this function.  The benefits of the new arrangement included:

·         reducing repairs and maintenance and cleaning costs

·         reducing risk of vandalism

·         maintaining the same staffing establishment

·         achieving staff flexible working arrangements

·         improving standard of cleanliness

·         refurbishing premises

·         introducing an income stream

The Executive looked at other options.  It was noted that one alternative to directly employing staff would be to re-tender the cleaning contract to an external service provider.  However, this was rejected as it would remove the control and flexibility preferred by the Council and might exceed the existing budget.  The second option, that of continuing to employ casual staff and agency support on an ad hoc basis, was considered to be unreliable and ineffective as well as being financially unpredictable and uneconomical.  The third option to stop cleaning the toilets completely and seek to either to close all of the premises or transfer their ownership to Town and Parish Councils was considered unacceptable as the Executive considered it important for the Council to continue its public convenience service and not all Town and Parishes might agree to take this service on.  The Executive rejected each of these options. 

Members concluded that the public convenience service should continue on the basis of the new arrangements outlined above, recruiting a suitable team of cleaning staff and using the Direct Services Organisation to carry out maintenance.  It was concluded that this arrangement would give the council better control over the service and improve it for all communities.  Members asked the officers to promote the Richmond scheme, whereby shop and pub owners were encouraged to allow public use of their toilets.  The officer was thanked for his review of this service. 

RESOLVED

(a)       that the new service arrangements for Council owned public conveniences, as detailed in report 92/08, be approved; and

R E C O M M E N D E D

(b)       that the Automatic Public Conveniences’ charges be increased from 10p to 20p. 

To receive and consider report 93/08 of the Strategic Director. 

Introduction and Report Summary

The purpose of this report is to set out the budget position for the Executive 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, in April and October.

The contact officer for this report is Lorna Edwards, Community Stragegy Officer, telephone (01235 547626).  E-mail: lorna.edwards@whitehorsedc.co.uk

Recommendations

(a)              that Members note that the Executive’s remaining budget for 2008/09 for Vale-wide grants is £8,214;

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

(i)        Oxfordshire Play Association,£5,673.00, towards core costs of providing support services to play settings in the Vale, Social Agenda, Access priority

(ii)       South & Vale Carers Centre, £7,938.00, towards core costs or providing a support service to carers, Social Agenda, Access priority

(iii)      Oxford Inspires, £1,500, to stage a series of arts events in the Vale, Social Agenda, Town & Village Vitality priority

(iv)      Assisted Reading for Children in Oxfordshire, £3,000, to impart a love of reading to children in the Vale, Social Agenda, Access priority

(v)       Oxfordshire Playbus, £6,000, towards a replacement sensory vehicle for children with special needs, Social Agenda, Access priority

(vi)      Vale of White Horse Schools Football Association, £500, towards additional pitch fees, Social Agenda, Access priority

(c)       that Members consider and determine the following application for third party funding to be awarded from the Lottery and Other Grants Support Fund:

(vii)     Upton Village Hall Amenities Trust, £9,020, as third party funding towards an extension to the village hall. 

(Time: 3.00pm to 3.21pm)

The Executive received and considered report 93/08 of the Strategic Director which set out the Executive’s Community Grants budget position and detailed seven grant applications received.  One of the applications was for third party funding from the Council’s Lottery and Other Grants’ Support Fund. 

Members noted that with only £8,214 remaining in its community grants budget for Vale-wide projects, they would not be able to fund each application to its full request.  Members therefore had a difficult choice of which applications to support and how much grant to award.  The choice of Members was guided by the Council’s vision, aims and corporate priorities.  One application, from Oxford Inspires to stage a series of arts events in the Vale, was noted as a good project but the Executive declined to award a grant as it only had limited funds and needed to target the most worthy applications. 

The Chair requested that all the applications should be referred to the Council’s Area Committees as these committees might be minded to consider the applications and make grant awards. 

RESOLVED

(a)               that the Executive’s remaining Vale-wide Community Grants budget for 2008/09 of £8,214 be noted;

(b)               that the following applications for community grants be approved (all by five votes to nil):

(c)        that the application for a community grant by Oxford Inspires to stage a series of arts events in the Vale be declined at this time; and

(d)       that the following application for third party funding be awarded from the Lottery and Other Grants Support Fund:

To receive and consider report 94/08 of the Head of Finance. 

Introduction and report summary

This report sets out the four stages that the budget setting process will follow.

The contact officer for this report is Alice Brander (Chief Accountant) telephone 01235 540429.  Email address:

Alice.Brander@whitehorsedc.gov.uk

Recommendation

That the budget setting process as detailed in this report and summarised in the timetable at Appendix 1 is approved by the Executive. 

(Time: 3.21pm to 3.28pm)

The Executive received and considered report 94/08 of the Head of Finance which proposed four stages to the budget setting process for 2009/10.  These were:

1.      gathering of base data and the production of a standstill budget

2.      consolidate the standstill budget and share with the Executive

3.      budget proposals issued for consultation

4.      final budget proposed and approved

In December 2008, the Executive would be asked to issue its budget proposal for consultation.  This would include details of the standstill budget, unavoidable growth, cost reduction ideas and discretionary growth bids.  It would also include the Government’s initial estimate of the grant support the council was likely to receive in 2009/10.  Non-Executive Members would be able to question the Executive on its proposal either informally, by lobbying, or formally through the Scrutiny Committee.  A meeting would also be held to allow the business community to be consulted on the budget proposals. 

Members noted that it was proposed not to include the support service recharge budgets and the capital budgets within the net service budgets in the medium term financial plan.  This would more clearly demonstrate the net budgets of each Service Area which could be influenced and controlled by the appropriate Deputy Director.  The Executive supported the proposed budget-setting timetable. 

The first draft of the medium term financial plan was appended to the report.  This looked at known budgets and cost pressures over a four year period and was used as a tool to set a long term sustainable budget.  It was noted that the budget setting would again be difficult this year due to financial pressures. 

The current economic climate had resulted in less income from planning applications, mainly due to developers being more cautious before proceeding with developments.  There was less activity in the housing market generally, resulting in less income from Land Charges also. 

RESOLVED

that the budget setting process, as detailed in report 94/08, be approved. 

To receive and consider report 95/08 of the Deputy Director (Planning and Community Strategy). 

Introduction and Report Summary

The Local Development Scheme (LDS) sets the overall timetable for producing documents that comprise the Local Development Framework (LDF).  The current LDS was submitted to the Government towards the end of 2006 and agreed by them in May 2007.  It is important that it is kept up to date as all LDF documents must be prepared in accordance with it; it informs people what documents will be produced and when; and one element of the Planning and Housing Delivery Grant is dependent on Councils meeting the key milestones it sets out.  The LDS should therefore be as realistic as possible about the future work programme.

For ease of reference Appendix 1 to this report sets out the key milestones for:

·      The Core Strategy – which establishes the vision for the future of the Vale and the different communities within it, the broad framework for development in the district, key policies and strategic sites

·      A “Managing Development” Plan Document – (formerly called the Site Allocations Document) which identifies smaller sites, contains the criteria based development control policies and shows detailed designations (such as major developed sites in the Green Belt)

·      The Statement of Community Involvement - sets out how people will be involved in the preparation of the LDF documents

·      Supplementary Planning Documents (SPDs) for design and also sustainable construction and resource efficient buildings.

Appendix 2 contains the LDS as proposed to be revised and submitted to the Government Office.

We have recently received a request from Thames Valley Police to secure contributions or facilities for the police.  Officers are currently assessing the need for and timing of such guidance, and whether the resources are available to prepare and implement it.  The Strategic and Local Planning Advisory Group considered it would be appropriate for a decision on whether to include this in the LDS to be delegated to the Deputy Director (Planning and Community Strategy) in consultation with the planning portfolio holder and opposition spokesman.

The contact officer for this report is Katie Barrett (Development Policy Manager, telephone 01235 540339.  E-mail address: katie.barrett@whitehorsedc.gov.uk

Recommendations

The Executive agree the changes to the timetable for the preparation of the documents that will comprise the local development framework as set out in Appendix 1 to this report, and agree to the Local Development Scheme in Appendix 2 to this report being submitted to the Government Office.

In the event that the Government Office requires changes to the Local Development Scheme, authority be delegated to the Deputy Director (Planning and Community Strategy) to:

i)          make minor changes that do not affect the overall approach of the LDS

ii)         make more substantive changes in consultation with the planning portfolio holder and opposition spokesman.

Authority be delegated to the Deputy Director in consultation with the planning portfolio holder and opposition spokesman to decide the principle of whether to include an SPD for contributions towards new infrastructure  ...  view the full agenda text for item 72.

(Time: 3.28pm to 3.33pm)

The Executive received and considered report 95/08 of the Deputy Director (Planning and Community Strategy) regarding the need to review the Local Development Scheme.  The scheme set the overall timetable for producing the Local Development Framework documents.  The current scheme had been agreed by the Government in May 2007.  However, it was important that it was updated as it informed the public about the timescale for the production of documents.  One element of the Planning and Housing Delivery Grant was dependent on councils meeting their key milestones set out in the Local Development Scheme.  It was noted that the reason behind the revision was the extra work the Government now the required councils to do; originally the requirement had not been so onerous.  A draft of the revised scheme had been considered and approved by the Strategic and Local Planning Advisory Group.  The Advisory Group had recommended the scheme’s approval by the Executive for submission to the Government Office. 

The revised scheme had taken account of the following:

·      The Government expected the Local Development Framework’s Core Strategies to contain more information about place shaping and include strategic sites for development.  More evidence had to be gathered than previously envisaged and there had been delays in obtaining responses from statutory consultees

·      The Government had merged the issues and options stage with the preferred options stage and introduced consultation on the submission document before it was submitted to the Secretary of State.  All of this would also require changes to the Statement of Community Involvement

·      No bids had been received from consultants to prepare the Design Guide, resulting in a re-writing of the brief and a delay

·      A new supplementary planning document had to be added to the scheme on sustainable construction and resource efficient building

The amended scheme had set out more realistic dates and avoided key consultations around the local elections in June 2009 (County Council) and May 2011 (District Council).   The Core Strategy would be adopted in June 2011 and the Managing Development document would be adopted in August 2012. 

Members also noted that the Council had received a request from Thames Valley Police to secure financial contributions towards their services and facilities.  An assessment was taking place of the need for and timing of such guidance, and whether resources would be available to prepare and implement it.  The Strategic and Local Planning Advisory Group considered that a decision on whether to include this in the Local Development Scheme should be delegated to the Deputy Director (Planning and Community Strategy) in consultation with the Planning Portfolio Holder and Opposition Spokesman.  The Executive agreed to this delegation but considered that if extra work was required to prepare a supplementary planning document, it should be funded by the Police. 

RESOLVED

(a)       that the changes to the timetable for the preparation of the documents comprising the Local Development Framework be agreed, as set out in Appendix 1 to report 95/08, and that the Local  ...  view the full minutes text for item 72.

To receive and consider report 96/08 of the Deputy Director (Planning and Community Strategy). 

Introduction and Report Summary

The Government is consulting on the proposed changes it intends to make to the draft South East Plan that will guide development in the region to 2026.  The closing date for comments is 24 October 2008. Members will recall that the draft plan was prepared by the South East England Regional Assembly (SEERA).  It was submitted to Government in March 2006 and after a period of consultation an examination in public was held (November 2006 – March 2007) where an independent panel of planning inspectors tested the plan for soundness.  The report of the panel, including their recommended changes, was published in August 2007.  The Council made comments on the panel’s recommendations (see report to Executive October 2007). 

Three key documents have been received

·      a schedule of the changes proposed to the draft plan with the Secretary of State’s reasons for doing so (532 pages)

·      a sustainability appraisal and habitats regulation assessment (40 pages) and

·      a companion document showing what the final plan would look like if all the changes proposed were incorporated (313 pages).

These documents are available for public inspection at the local services point and the members lounge in Abbey House.  They can also be viewed on the Government Office web site at www.gose.gov.uk/planning/regional planning  and there is an item for information on the Council’s web site.

Section 4 of this report very briefly summarises the key changes proposed and focuses on the implications of the changes for Central Oxfordshire and the Vale.   The South East Plan is important as when approved it will replace the Oxfordshire Structure Plan and along with key documents in the Council’s Local Development Framework it will form the development plan.  All plans and strategies of the Council must take the development plan into account, and applications for planning permission should be determined in accordance with it. 

The contact officer for this report is Katie Barrett (Development Policy Manager) telephone (01235 540339).  E-mail address:  

katie.barrett@whitehorsedc.gov.uk

Recommendations

The Advisory Group recommends the Executive to inform the Secretary of State for the Environment that the Council:

(a)       Broadly supports the proposed changes to simplify the structure and format of the South East Plan, in particular the definition of a clear spatial strategy, and make the wording clearer, more focused and more succinct than in the draft plan.  However, the focus for Central Oxfordshire should be managed economic growth as this more accurately reflects the policies for the sub region.  It is also regrettable that some proposed policies that set out the approach local authorities should take when preparing LDFs in the form of a list of criteria (e.g. Policy C7) have not been expressed as general policies that could be used to determine applications – this would have obviated the need for policies in local development documents covering the same matters.

(b)       The changes to the wording from general intentions to a more positive approach,  ...  view the full agenda text for item 73.

(Time: 3.33pm to 3.36pm)

The Executive received and considered report 96/08 of the Deputy Director (Planning and Community Strategy) that set out proposed changes to the South East Plan to 2026 as they affected the Vale.  The report also set out recommendations from the Strategic and Local Planning Advisory Group on the response that should be made to the Secretary of State. 

The Executive concurred with the views of the Advisory Group, particularly surrounding the removal of the conditionality clause in policy CC7, which stated development would only be allowed if there was the infrastructure to support it, as it could result in unsustainable development.  Members considered that councils could not be held responsible for the aspects of infrastructure delivery they could not control. 

RESOLVED

that the Secretary of State for the Environment be informed that this Council:

(a)       Broadly supports the proposed changes to simplify the structure and format of the South East Plan, in particular the definition of a clear spatial strategy, and make the wording clearer, more focused and more succinct than in the draft plan.  However, the focus for Central Oxfordshire should be managed economic growth as this more accurately reflects the policies for the sub region.  It is also regrettable that some proposed policies that set out the approach local authorities should take when preparing Local Development Frameworks in the form of a list of criteria (e.g. Policy C7) have not been expressed as general policies that could be used to determine applications – this would have obviated the need for policies in local development documents covering the same matters;

(b)       The changes to the wording from general intentions to a more positive approach, and the use of the word ‘will’ rather than ‘should’, put a much greater onus on the local authorities to deliver, particularly through the Local Development Framework process.  Whilst this is not unreasonable, or the tasks difficult in themselves, the implications for local authorities are considerable.  Local Development Frameworks are required to have a greater scope, give greater certainty and detail early in the development process, and cover a much longer time period than the local plans they replace.  The Government should not expect such plans to be delivered more quickly than old style local plans particularly in view of the need to consider all reasonable options, the much greater emphasis on a robust evidence base, limited public funds (including the requirement for year-on-year efficiency savings), the shortage of experienced planning staff and the demands being put by all local authorities on the service providers who may be unable to respond fully in the timescales set out;

(c)        The Council objects to the removal of the conditionality clause in policy CC7, which stated development would only be allowed if there was the infrastructure to support it, as, particularly through the development control process, it could result in unsustainable development and lead to a continuation of past trends of under investment in the region that could damage its social and  ...  view the full minutes text for item 73.

To receive and consider report 97/08 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. An independent panel of planning inspectors examined the draft Plan and the representations made. The Report of the Panel was submitted to the Secretary of State in January 2008. Following receipt of the Panel Report the Secretary of State has now published her proposed changes to the draft Plan under cover of a letter from Baroness Andrews to Sir Simon day, Chair of the South West Regional Assembly. Responses to the proposed changes are required by Friday 24 October 2008. This report describes and comments on the main changes that are proposed and sets out a proposed response from this Council. The document incorporating the proposed changes runs to some 290 pages.

There is also a covering letter from Baroness Andrews to Sir Simon day, Chair of the South West Regional Assembly.    

In the draft South West Plan, Swindon is identified as a Strategically Significant City or Town (SSCT) and, among other things, the Plan includes the proposed location of a strategic urban extension of about 12,000 dwellings on the eastern side of the town. This was endorsed by the Panel Report.  The Secretary of State has accepted that provision for sustainable housing growth in Swindon should include 12,000 new homes to the east of the town. This and other more detailed matters will be considered further in the main body of this report.

In her covering letter the Secretary of State notes that while the basis of the draft Plan has been retained, changes are proposed to reduce its length and make it clearer. These are summarised as:

a)         Section 2 ‘The Context for the Spatial Strategy’ has been deleted in its entirety.

b)         Section 4 ‘Sub-Regional Strategy Statements and Housing Distribution’ and Section 5 ‘Regional Approach to Transport’ have been deleted and completely replaced.

c)         A new policy ‘Policy CSS’ sets out the core objectives of the strategy.

d)         Housing provision over the plan period is increased by 29% over that in the draft Plan. The additional housing growth is proposed at Bristol, Exeter and Plymouth.

 e)        The affordable housing target is increased from 7,500 to 10,000 homes per annum.

f)          Changes have also been made to Policy G on Sustainable Construction and Policy RE5 on Renewable Energy to more closely align them with national policy.

The Secretary of State comments that the changes signal the need for the draft Plan to be refined through a partial review to ensure the South West maximises its contribution to the national home building target. Any additional housing growth will need to be planned in the most sustainable way by identifying further broad locations to meet longer term development needs, considering proposals for New Growth Points and Ecotowns.

The Secretary of State  ...  view the full agenda text for item 74.

(Time: 3.36pm to 3.40pm)

The Executive received and considered report 97/08 of the Deputy Director (Planning and Community Strategy) that set out proposed changes to the draft South West Spatial Strategy, also known as the South West Plan.  The report also set out recommendations from the Strategic and Local Planning Advisory Group on the response that should be made to the Secretary of State. 

In the draft South West Plan, Swindon had been identified as strategically significant and included a proposal for 12,000 dwellings on the eastern side of the town, near to the Vale’s boundary. 

While the basis of the draft Plan had been retained, changes were proposed to make it clearer and shorter.  The Executive reviewed the recommendations of the Advisory Group and concurred with its views. 

RESOLVED

that the following responses be made on the draft South West Plan’s proposed changes to the Government Office for the South West:

(a)               The Council objects to Development Policy A, as proposed to be changed, because the references to the wider context have been deleted and  recommends that new Development Policy A, as proposed to be changed,  is amended to restore these explicit references to the wider context;

(b)               The Council objects to Development Policy D, as proposed to be changed, because it does not require that the regionally and sub-regionally significant  infrastructure required to service development has been identified and proven to be deliverable and recommends that Development Policy D, as proposed to be changed, is amendedby the addition of the words ‘as part of the relevant major development proposal as set out in the RSS’;

(c)               The Council supports the addition to para 3.7.3 of the clause “well-connected by sustainable transport to higher order services and facilities in city and town centres”;

(d)               The Council objects to Development Policy F, as proposed to be changed,  because it does not explicitly acknowledge that urban extensions have implications for their surrounding communities and recommends that Development Policy F, as proposed to be changed, fourth bullet point, is amended as follows; ‘amenity space and green infrastructure that meets community needs, provides adequate protection to existing neighbouring communities, respects the landscape setting and supports improved biodiversity’;

(e)               The Council objects to Policy HMA2: Swindon HMA, as proposed to be changed, because it should make provision for an additional search area of sustainable housing and accordingly make consequential changes to the quanta of new homes set out in the respective search areas and require that the regionally and sub-regionally significant  infrastructure required to service development has been identified and proven to be deliverable. It recommends that Policy HMA2: Swindon HMA, as proposed to be changed, is amended;

(i)                 as it relates to Area of Search 2A to the east of Swindon by the deletion of 12,000 new homes and the substitution of 10,200 new homes,

(ii)               by the insertion of a new Area of Search at Commonhead for 1,800 new homes, and

(iii)             by the insertion of the following text ‘  ...  view the full minutes text for item 74.

To receive and consider report 98/08 of the Deputy Director (Planning and Community Strategy). 

Introduction and Report Summary

The South East Regional Assembly (SEERA) is undertaking a partial review of the South East Plan relating to the provision of sites for gypsies and travellers in the south east. The first stage was an opportunity for councils to submit their advice on the expected numbers and distribution of sites in their areas. In Oxfordshire a steering group of Councillors representing the County Council and the five District Councils worked with the support of an officer working group to provide a response. The work involved consultation with stakeholders, a recalculation of the expected need as set out in the Gypsy and Traveller Accommodation Assessment (GTAA) prepared by the Association of Councils of the Thames Valley Region (ACTVaR) and an alternative disaggregation of the County figure down to District level. The recalculated need for the County to 2016 is 42 pitches in comparison to the original GTAA figure of 98 to 2016. The response of this Council was agreed at a meeting of the Executive on 5^th October 2007.

SEERA is now undertaking consultation on four options for pitch provision for long term occupation, transit spaces and travelling showpeople. The closing date for responses is 21 November 2008. A public consultation event will be taking place in Oxfordshire. Following consultation SEERA will submit a draft Partial Review document and Sustainability Appraisal to Government in April 2009 and then an Examination will follow with adoption expected in 2010. 

The Strategic and Local Planning Advisory Group met on 6 October 2008 and agreed with the recommendations set out below. 

The Contact Officer for this report is Peter Williams, Principal Planning Officer, (01235 520202 ext 502)

Recommendations

That the Council:

(a)       supports the suggested overall provision of 42 gypsy and traveller pitches in Oxfordshire and provision for the Vale of either 1 pitch under option A;

(b)       opposes the redistribution of gypsy and traveller pitches across the region under options B, C and D as being arbitrary, not supported by evidence and unsustainable;

(c)        supports the consultation’s transit site provision for Oxfordshire and requests SEERA to clarify the basis for the local distribution of sites and how the provision relates to the translation of transit provision into new sites in the GTAA;

(d)       supports the overall provision of 7 travelling showpeople plots across Oxfordshire and the distributions under options A and B with a preference for A;

(e)       opposes the redistribution of travelling showpeople plots across the region under options C and D as being arbitrary, not supported by evidence and unsustainable; and

(f)         requests SEERA to closely examine the information presented by the Guild of Travelling Showmen to support the provision for 42 homeless families and take into account their needs in the distribution of provision. 

(Time: 3.40pm to 3.42pm)

The Executive received and considered report 98/08 of the Deputy Director (Planning and Community Strategy).  The South East England Regional Assembly (SEERA) was undertaking a partial review of the South East Plan on the provision of sites for gypsies and travellers.  Councils were asked to submit their advice on the expected numbers and distribution of sites in their areas.  In Oxfordshire a county-wide steering group had recalculated the need for the county to 2016 which was 42 pitches.  The response of this Council had been agreed at a meeting of the Executive on 5 October 2007. 

SEERA was now undertaking consultation on four options for pitch provision for long term occupation, transit spaces and travelling showpeople. The Strategic and Local Planning Advisory Group had met on 6 October 2008 to consider these options and made recommendations that were set out in the report. 

The Executive concluded that, as the Council had made provision in the past to fully meet the requirement for gypsy sites and meet ‘designation’, it should not accept more than its share as there was no justified need to do so.  Therefore, Members expressed a preference for option A rather than the remaining options which made provision for more sites than necessary. 

RESOLVED

(a)       that the suggested overall provision of 42 gypsy and traveller pitches in Oxfordshire and provision for the Vale of 1 pitch under option A be supported;

(b)       that the redistribution of gypsy and traveller pitches across the region under option B be opposed and the partial redistribution in options C and D be opposed as being arbitrary, not supported by evidence and unsustainable;

(c)        that the consultation’s transit site provision for Oxfordshire be supported and that SEERA be requested to clarify the basis for the local distribution of sites and how the provision relates to the translation of transit provision into new sites in the Gypsy Traveller Accommodation Assessment;

(d)       that the overall provision of seven travelling showpeople plots across Oxfordshire and the distributions under options A and B be supported, with a preference for A;

(e)       that the redistribution of travelling showpeople plots across the region under options C and D be opposed as being arbitrary, not supported by evidence and unsustainable; and

(f)         that SEERA be requested to closely examine the information presented by the Guild of Travelling Showmen to support the provision for 42 homeless families and take into account their needs in the distribution of provision. 

To receive and consider report 99/08 of the Deputy Director (Housing and Community Development). 

Introduction and Report Summary

This report updates the Executive Committee on progress made in delivering the Council’s Climate Change Strategy

In particular it details the Council’s progress on the Carbon Management Programme, a Government sponsored programme that the Council is embarking upon this year to assist it with the delivery of reductions in its carbon emissions

The contact officer for this report is Paul Staines, Deputy Director Housing and Community Safety, telephone (01235 547621). 

paul.staines@whitehorsedc.gov.uk

Recommendation

The Executive note the progress made in delivering the climate change strategy.

(Time: 3.42pm to 3.48pm)

The Executive received and considered report 99/08 of the Deputy Director (Housing and Community Development), which updated on progress made in delivering the council’s climate change strategy.  This covered progress on the carbon management programme, a Government sponsored programme to assist it with reducing carbon emissions. 

The council now had an accurate picture of its carbon footprint and could now plan how it could be reduced.  An action plan would be submitted to the Executive shortly.  Members welcomed the report and were pleased with the progress that had been made. 

It was noted that 40% of the council’s carbon dioxide (CO₂) emissions came from the leisure centres and 70% of that came from the White Leisure and Tennis Centre in Abingdon.  In answer to a question from a Member it was reported that the heating of the swimming pool at the White Leisure and Tennis Centre could not be turned down significantly as it was already close to the statutory minimum temperature. 

RESOLVED

that the progress made in delivering the climate change strategy be noted. 

To receive and consider report 100/08 of the Deputy Director (Organisational Development and Support). 

Introduction and Report Summary

The Annual Report on Health and Safety Performance for 2007/08 is attached at Appendix A.  The aim is to provide members, the public and others interested in health and safety with information on what the district council is doing to protect its employees, volunteers, contractors, clients and service users.  Overall the council’s health and safety record has been good.   2007/08 has been a good year for embedding a robust framework to ensure a high level of health and safety performance at all levels, underpinned by an understanding of roles and responsibilities, quality training and development, and consistent application of policies and procedures. 

In particular, an IOSH (Institute of Occupational Safety and Health) accredited development programme for managers and members has been put in place and training has commenced.  The Vale’s Governance arrangements for health and safety at both a board and operational level have been embedded. A review of risk assessments has been undertaken in all service areas, ensuring that all significant risks have been covered.  Also new initiatives on monitoring have been introduced with our partners in delivering services in leisure and grounds maintenance.

The contact officer for this report is Helen Bishop, Deputy Director (Organisational Development and Support), telephone (01235 540372). 

E-mail: helen.bishop@whitehorsedc.gov.uk

Recommendation

That the Annual Report on Health and Safety Performance for 2007/08 is received and published.  

(Time: 3.48pm to 3.49pm)

The Executive received and considered report 100/08 of the Deputy Director (Organisational Development and Support) that set out an annual report on health and safety performance for 2007/08. 

Members noted that the council’s health and safety record had been good and a robust framework embedded to ensure high standards of health and safety performance at all levels, underpinned by an understanding of roles and responsibilities, quality training and development, and consistent application of policies and procedures.  In particular, an IOSH (Institute of Occupational Safety and Health) accredited development programme for managers and Members had been put in place and training commenced.  A review of risk assessments had been undertaken in all service areas, ensuring that all significant risks had been covered.  Also new initiatives on monitoring had been introduced with the Council’s partners in delivering services in leisure and grounds maintenance.

Members welcomed the report. 

RESOLVED

that the annual report on health and safety performance for 2007/08 be received and published.

To receive and consider report 101/08 of the Strategic Director. 

Introduction and Report Summary

This report provides background information to elected members on the two Annual Reports attached relating to the two leisure contracts currently operating within the Vale.

There are different elements found within each report due to the differing make up of the two contracts under which the services are provided. Members are asked to take this into consideration when evaluating the two reports.

The Contact Officer for this report is Chris Webb Leisure Facilities Manager (chris.webb@whitehorsedc.gov.uk), 01235 540358.

Recommendations

The Executive are recommended to agree to these reports are for information only and there are no recommendations. 

(Time: 3.49pm to 4.08pm)

The Executive received and considered report 101/08 of the Strategic Director that provided background information on two annual reports from the leisure contractors currently operating the Vale’s leisure facilities.  Annual reporting by the contractors had been introduced by the Deputy Director (Contracts and Procurement) as part of performance monitoring.  Regular meetings were also held with the contractors’ management.  The annual reports had been presented to the Executive Portfolio Holder who considered that these should receive a wider audience at the Executive meeting.  A Member tour of the council’s leisure centres had also been arranged to increase Members’ awareness of the facilities available. 

Members welcomed the reports but asked for further details on pricing structure in comparison to other centres.  However, it was noted that this information was considered each year with the Portfolio Holder and a proposal was made for fee changes as part budget-setting process. 

Members asked if the officers could work with the contractors to reduce the CO₂ emissions from the leisure centres.  It was reported that both contractors were keen to reduce their energy costs and carbon footprint with the council’s help.  However, it was noted that this was likely to result in financial discussions with the contractors as there was no flexibility within the contracts from the council’s perspective, as they had been written to minimise the council’s financial impact. 

Members noted that there was a discrepancy in the way the council’s major contracts were monitored.  The Scrutiny Committee had chosen to annually monitor the waste contract, yet this was also monitored by the Executive Portfolio Holder.  In the case of the two leisure contracts, the Portfolio Holder had escalated the two annual reports to the Executive for information.  The Scrutiny Committee might consider these at its next meeting when reviewing the Executive’s activity.  It was suggested that a more consistent approach needed to found to monitoring the council’s major contracts.  Members asked that the Chief Executive and the Deputy Director (Contracts and Procurement) should consider this matter and propose a better, more consistent process. 

RESOLVED

(a)       that the annual reports from leisure contractors continue to be submitted to Members for information;

(b)       that the Chief Executive and the Deputy Director (Contracts and Procurement) be requested to propose a more consistent approach to monitoring the performance of major contracts; and

(c)        that the two leisure contractors be requested to provide information on their energy saving measures and that this be included in future annual reports. 

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 23     Minutes

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

Item 24     Referral from Personnel Committee

(Category 3)

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:

Item 23     Minutes

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

Item 24     Referral from Personnel Committee

(Category 3)

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

The Exempt minutes from the Executive meeting held on 1 August 2008 were adopted and signed as a correct record. 

To consider the attached paper. 

The Executive noted a report the Personnel Committee and the budgetary implications.