Agenda and minutes

To record apologies for absence.

Apologies for absence were submitted on behalf of Councillors Maddison and Shelley.

To adopt and sign as a correct record the Council minutes of the meeting held on 18 May 2021 - attached. 

RESOLVED: to approve the minutes of the meeting held on 18 May 2021 as a correct record and agree that the chair sign them as such.

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

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. 

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

Mr Lundie asked the following question to Councillor Thomas, Cabinet member for community engagement:

It is expected that the planning committee will soon approve Valley Park in Didcot, and with it the installation of thousands of gas fired boilers. Given the declaration of the climate emergency, why is the Council still approving thousands of gas fired boilers that will need to be removed within 10 years to achieve climate change commitments, rather than mandating lower carbon alternatives?

Councillor Thomas provided the following response:

As an administration we are committed to supporting low and zero carbon options wherever possible. On our own projects we have chosen climate friendly options like the ground source heat pump recently installed in Faringdon Leisure Centre.

You will be aware that the government has proposed under the Future Homes Standard that by 2025, all new homes will be banned from installing gas and oil boilers and should instead be heated by low-carbon alternatives.  Sadly, whilst we think this is too slow, it is also a matter out of our control at this time.  How a building is heated is not a matter that a planning committee can consider, but instead is controlled by the building regulations. 

In advance of desirable changes to that legislation our Building Control teams are promoting alternatives to developers, and making them aware of the 2025 implications, but they cannot legally prescribe this.  It’s really frustrating and we think government should accelerate the necessary legislation in this area to help empower local councils to make the local changes needed in response to the climate emergency.

A.   Open Abbey Meadow Outdoor Pool NOW!

On 9 June 2021, the council received a petition, with in excess of 1,500 signatures, calling for the opening of the Abbey Meadows outdoor pool in Abingdon.

The council’s Petition Scheme provides for petitions containing more than 500 signatures to be referred to Council for debate. The petition organiser will be given three minutes to present the petition and the petition will then be discussed by councillors.  Council will decide how to respond to the petition at this meeting.

In response to the petition, Council may decide

·       not to take the action requested for reasons put forward in the debate;

·       to refer the matter to Cabinet and decide whether to make recommendations to inform that decision.

Council is advised that the outdoor pool in Abingdon is due to re-open on Monday 12 July 2021.

B.   To receive any petitions from the public.

In accordance with the council’s petition scheme, which provides for a Council debate if a petition is signed by in excess of 500 people, Council considered a petition, which had received in excess of 1,500 signatures, calling on Vale of White Horse District Council to open the Outdoor Pool at Abbey Meadows, Abingdon and extend the opening hours. The organiser of the petition, Naomi Richardson, was unable to attend the meeting but her statement, set out below, was circulated to all councillors prior to the meeting:

“This petition was necessary because once again Abingdon came last. And don’t give me the covid excuse, because…

When other outdoor pools were opening early all over the country so that people could get out and exercise in safety, so that they could feel better and keep themselves physically and mentally healthy, Abingdon Outdoor Pool stayed shut.

When shops were opening and could have done with people coming into the town centre again to access the pool and the splashers who would have then bought sandwiches, takeaways and maybe the odd birthday present, these facilities stayed shut – the splashers are still shut.

When residents asked councillors why this was happening, they all got the same bland and uninformative standard response which basically said ‘it’s covid’s fault, stop bothering us and wait’. It is disrespectful to your voters and taxpayers to be so dismissive when they raise concerns about the provision of their services – to fob them off with a pre-prepared statement of excuses rather than answering their questions responsibly and fully and engaging.

And months did go by with the same response – no timetable, no idea of what the hold-up was about just the same old negative ‘it costs money’. Well it costs money to keep it shut as well. Wallingford pool, also operated by GLL was open and we still have had no answer why that was prioritised over Abingdon. That costs money too you know but didn’t require a petition to get it open, and neither did Hinksey pool which has already been open for months.

It seems clear that without this petition and publicity that it generated this situation would have continued for the whole summer and the pool would have remained shut for 2021.

So, are we not worth it in Abingdon, because we made it very clear that this is a unique and important part of our community and we think it’s good value for what it provides; healthy exercise, a social hub, a place for all ages and social groups to enjoy, an asset to the local economy bringing people into the town centre and somewhere that people can get to without driving, which is pretty rare. And it has the best location of any Lido; people spend a whole day in the town when they come to the pool.

And do you know of any other council anywhere that is so negative about their Lido – NO, most are proud that they have these  ...  view the full minutes text for item 20.

To consider the report of the deputy chief executive – transformation and operations – attached.

Steven Corrigan and Mark Stone left the meeting during consideration of this item as the report included recommendations to appoint them to positions within the council.

Council considered the revised report of the deputy chief executive – transformation and operations, on the appointment of a monitoring officer, an interim monitoring officer, electoral registration officer and deputy electoral registration officer and a returning officer.

Councillor Smith, Leader of the council, noted that this meeting was Margaret Reed’s final Council meeting prior to her retirement. On behalf of councillors, Councillor Smith thanked her for her many years of service to the council and Vale residents. Although due to retire in 2020, Margaret had agreed to stay on for a further year to assist the council with its response to the Covid pandemic. She thanked Margaret for her support, advice and approachable manner and wished her a well-earned retirement. Council showed its appreciation with a round of applause.  

RESOLVED: to

1.    appoint Patrick Arran as the council’s monitoring officer with effect from his taking up his role as the councils’ head of legal and democratic;

2.    appoint Steven Corrigan, Democratic Services Manager, as the council’s monitoring officer, on an interim basis, with effect from 16 July 2021 until Patrick Arran becomes monitoring officer when he takes up his role;

3.    in terms of the Representation of the People Act 1983 and all related legislation, to appoint Mark Stone as the council’s electoral registration officer with effect from 16 July 2021 and agree to continue the designation of Steven Corrigan as deputy electoral registration officer;

4.    that in terms of section 35 of the Representation of the People Act 1983 and all related legislation to appoint Mark Stone as the council’s returning officer with effect from 16 July 2021, with authority to act in that capacity for elections to the council and all or any parish and town councils within the council’s area;

5.    authorise the council’s electoral registration officer to act in respect of all related electoral, poll or referendum duties, including in relation to county council elections, and national, regional and local polls or referendums;

6.    agree that in relation to the conduct of local authority elections and polls, and elections to the United Kingdom Parliament, and all other electoral duties where the council is entitled by law to do so, the council shall take out and maintain in force insurance indemnifying the council and the returning officer against legal expenses reasonably incurred in connection with the defence of any proceedings brought against the council or the returning officer and/or the cost of holding another election in the event of the original election being declared invalid (provided that such proceedings or invalidation are the result of the accidental contravention of the Representation of the People Acts or other legislation governing the electoral process, or accidental breach of any ministerial or other duty by the returning officer or any other person employed by or officially acting for him in connection with the  ...  view the full minutes text for item 21.

At the annual meeting of Council in May, Councillor Jenny Hannaby was appointed as one of the council’s representatives on the Oxfordshire Growth Board Scrutiny Panel. Following Councillor Hannaby’s appointment to Oxfordshire County Councils Executive she is no longer permitted to sit on the scrutiny panel.

Council is invited to appoint a representative to fill the position.

Council was invited to appoint a representative to the Oxfordshire Growth Board Scrutiny Panel to replace Councillor Hannaby who, following her appointment to Oxfordshire County Council’s Executive, was no longer permitted to sit on the panel.

RESOLVED: to appoint Councillor Bowring to the Oxfordshire Growth Board Scrutiny Panel. 

            To receive the report of the leader of the council. 

Councillor Smith, Leader of the council, provided an update on a number of matters. The text of her address is available on the council’s website.

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

A. Question from Councillor Amos Duveen, to Councillor Catherine Webber, Cabinet member for climate emergency and environment

The Arc Leaders' Environmental Principles, endorsed by Cabinet in April, includes the aim of doubling tree and woodland cover over the Ox-Cam Arc region. This ambition is echoed by Oxfordshire Friends of the Earth in their 'In case of emergency' report calling for councils to double tree cover across the county by 2045. What is this council doing to increase tree cover?

B. Question from Councillor Eric de la Harpe to Councillor Andy Crawford, Cabinet member for finance and corporate assets

In early May Abingdon residents reported on social media that evidence of weed-killer was seen on Vale owned land. Thanks to these posts, councillors were able to alert senior officers who then stopped the weedkiller being used with immediate effect. Can the Cabinet member inform residents what was learned from the incident and give assurances that it will not happen again?

C.   Question from Councillor Elaine Ware to Councillor Emily Smith, Leader of the council

At the 24 March 2021 meeting Council agreed the amended motion on health provision and for officers to contact Clinical Commissioning Group’s to arrange meetings and for the Leader to write to the Ministers for Health and Ministry of Housing, Communities and Local Government (MHCLG). Has this been done and If so when was contact made and what meetings have or are due to take place? What responses have been received from Ministers and MHCLG?

D. Question from Councillor Eric Batts to Councillor Helen Pighills, Cabinet member for healthy communities

In the recent press release with a big splash of opening the Abbey Meadow pool, and stating that:

“We promised we would do everything we could to get the pool opened as soon as possible, as we know how popular it is with families, particularly over the summer.  I’m so pleased that we’ve been able to pull out all the stops to achieve this”

Would Councillor Pighills please advise what this entailed and why it was the last pool in the area to open?

E.   Question from Councillor Nathan Boyd to Councillor Catherine Webber, Cabinet member for climate emergency and environment

Would the Cabinet member provide an update on the garden waste service in respect of a) the number of weeks the  non-provision of service was experienced, b) the number of weeks lost not being able to take on new customers and the reason for this,  and c) what is the estimated loss of income from the inability to take on new customers and the current waiting list?

F.    Question from Councillor Simon Howell to Councillor Bethia Thomas, Cabinet member for community engagement

Following the launch of the White Horse Community Lottery on 14 June would the Cabinet Member provide an update on the success of the launch and how many organisations expressed an interest and signed up?

1.    Question from Councillor Amos Duveen, to Councillor Catherine Webber, Cabinet member for climate emergency and environment

The Arc Leaders' Environmental Principles, endorsed by Cabinet in April, includes the aim of doubling tree and woodland cover over the Ox-Cam Arc region. This ambition is echoed by Oxfordshire Friends of the Earth in their 'In case of emergency' report calling for councils to double tree cover across the county by 2045. What is this council doing to increase tree cover?

Answer

The Council is clear that tackling the climate and ecological emergency is a core focus of our work. This is why we made tackling the climate emergency a central theme of our Corporate Plan and have embedded an environmentally focused approach across everything we do.

The Vale is incredibly lucky to already have over 5000 hectares of high-quality woodland across our district.

Increasing tree cover across the Vale is an important part of our work. Wherever opportunities exist to directly and sustainably increase tree cover on Council land either by ourselves or working with partners, or by making land available to residents and community groups, to facilitate tree planting on Council land is something that we are keen to encourage and facilitate. To that end we are currently developing a new policy for planting trees on Council land. This policy will clearly set out how residents, community groups or other interested parties can work with the Council to plant the right trees, in the right places as easily and as quickly possible.

As well as encouraging and enabling others to plant on our land, the council is always looking for impactful new initiatives we can undertake to increase tree cover. As part of our work on the Strategic Property Review, we are looking to identify sites for a pilot of a new ‘Tiny Forest’ scheme in the Vale. These ‘Tiny Forests’ were developed by Dr Akira Miyawaki in Japan and focus on maximising the benefits of tree planting per square meter of land. Comprised of over 600 trees per site, it is estimated that they attract over 500 animal and plant species within the first three years and provide a nature-rich accessible green space for people to reconnect with nature.

Not only do we want to encourage new tree planting, but we want to ensure that existing tree cover across the district is protected through the utilisation of appropriate legislation and powers, such as Tree Protection Orders.

As part of our Climate Action Plan, we will seek to advise, influence and encourage residents and landowners to plant trees on land which we do not own across the district. As Oxfordshire Friends of the Earth identify, this activity will be a marathon, not a sprint, and we will seek to ensure that wherever possible, the right types of trees are planted in the right places, thereby ensuring their longevity and supporting a sustainable, biodiverse environment for generations to come.

2. Question from Councillor Eric de la Harpe to Councillor Andy Crawford,  ...  view the full minutes text for item 24.

A.   Councillor Andy Crawford moved, and Councillor Ron Batstone seconded, the motion as set out in the agenda at item 11 A

Amendment

Councillor Mabbett moved, and Councillor Boyd seconded, an amendment to add “our members of parliament”, prior to “local councillors” in the first line of the motion, in recognition of the work undertaken by the current members of parliament.

With the agreement of Council, the mover and seconder of the motion accepted the amendment.

After debate and on being put to the vote the motion was agreed.

RESOLVED: to note that our members of parliament, local councillors and residents have campaigned for many years to get Grove Station reopened yet this much needed station remains unfunded.

Council notes that:

-          Oxfordshire Rail Corridor Study demonstrates that a station at Grove/Wantage can be justified by 2028 on the basis of the new housing currently being built or being planned for in the area and emerging proposals for further employment growth, including the Williams Technology Campus.

-          A report published by SLC Rail in 2018 considered a station at Grove to be “high value for money” within the Department for Transport’s Value for Money Assessment.

-          local councillors have successfully pushed for Network Rail to electrify the line in a way that did not impede the reopening of the line through Grove.

-          local councillors have helped ensure the new bridge over the railway line at Grove was constructed in such a way as not to impede a reopening.

-          Investment in rail is an essential part of decarbonising transport and reducing dependence on the personal car.

-          progress on this project is being delayed by the failure of Government to provide funding to progress the project to the next stage.

-          even if funding to develop the proposal further is awarded, the source of funding to deliver Grove station is uncertain.

Council reiterates our commitment to ensuring Grove Station is reopened.

This Council therefore calls upon the Leader to:

-          write to the Secretary of State for Transport to make the case for funding Grove Station to be part of the current round of government grants to help develop proposals for new stations.

-          ask the Secretary of State for Transport for a commitment for the station to be delivered as soon as possible.

-          continue to make the case for Grove Station at the Oxfordshire, Ox-Cam Arc meetings, and in conversations with our two Members of Parliament.

B.   Councillor Debby Hallett moved, and Councillor David Grant seconded, the motion as set out in the agenda at item 11 B

After debate and on being put to the vote the motion was agreed.

RESOLVED: to note that:

1. the UK Government has declared a legally binding target for the UK to be carbon neutral by 2050 and committed to achieving the United Nations’ 17 Sustainable Development Goals (SDGs).

2.    this council has declared a Climate Emergency and adopted targets to be carbon neutral by 2030, with a target for  ...  view the full minutes text for item 25.

To consider whether to exclude members of the press and public from the meeting for the following item of business under Part 1 of Schedule 12A Section 100A(4) of the Local Government Act 1972 and as amended by the Local Government (Access to Information) (Variation) Order 2006 on the grounds that:

(i)        it involves the likely disclosure of exempt information as defined in paragraph 3 Part 1 of Schedule 12A of the Act, and

(ii)       the public interest in maintaining the exemption outweighs the public interest in disclosing the information. 

RESOLVED: to exclude members of the press and public from the meeting for the following item of business under Part 1 of Schedule 12A Section 100A(4) of the Local Government Act 1972 and as amended by the Local Government (Access to Information) (Variation) Order 2006 on the grounds that:

(i)        it involves the likely disclosure of exempt information as defined in paragraph 3 Part 1 of Schedule 12A of the Act, and

(ii)       the public interest in maintaining the exemption outweighs the public interest in disclosing the information. 

Cabinet, at its meeting on 28 May 2021, considered the confidential report of the interim head of development and regeneration on an affordable housing scheme with Heylo Housing. Cabinet supported the scheme and recommended Council to approve the funding.

The confidential report considered by Cabinet at its meeting on 28 May and a summary of Cabinet’s considerations are attached. 

Council considered Cabinet’s recommendation, made at its meeting on 28 May 2021, on a proposal for funding through the Oxfordshire Growth Deal and S106 affordable housing commuted sums to support the development of an affordable housing scheme by Heylo Housing of up to 45 affordable homes for low cost home ownership in Vale.

The Cabinet member for development and infrastructure reported that the scheme would provide 45 affordable homes of various sizes and in various locations across the Vale.  They would be available for shared ownership—part buy/part rent—to make them more affordable.  The shared ownership would be available from as low as 25 per cent, rising to 75 per cent.  All information about the scheme and the shared ownership would be published to the council’s website. 

Cabinet had supported the proposal, as it would provide a mix of house types in several locations.  Cabinet had noted that the Growth Deal funding was insufficient to cover the whole cost but agreed to use affordable housing commuted sums from section 106 agreements in the district to cover the necessary costs.  The scheme would also provide prospective homeowners with a 25 per cent shared ownership option but allowed a higher ownership percentage if preferred.  Cabinet had welcomed the proposal and recommended Council create the necessary budget. 

RESOLVED: to create a capital budget of £1,882,800 towards the Heylo Housing project for the acquisition of 45 dwellings to be made available for ‘part buy/part rent’ home ownership, comprising a virement of £1,491,400 from the existing capital budget for growth deal affordable housing and funded by the Growth Deal, and £391,400 from Section 106 (S106) affordable housing commuted sums of which £366,400 is direct project funding, and £25,000 towards legal and finance fees.