Agenda and minutes

To record apologies for absence.

Apologies for absence were submitted on behalf of Councillors Barrow, Edwards, Forder, Hallett, Houghton, Shaw, Skinner, Smith and Thompson

To adopt and sign as a correct record the Council minutes of the annual meeting held on 17 May and the special meeting held on 13 June 2023. 

RESOLVED: to adopt as correct records the minutes of the annual meeting of Council held on 17 May 2023 and the special meeting of Council held on 13 June 2023 and agree that the Chair sign them as such.

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

Councillor Foulsham declared a disclosable pecuniary interest in agenda items 8 and 9 due to a potential house sale relating to the schemes.

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. 

Councillor Povolotsky, Chair of the council, provided a summary of events she and her vice-chair had attended. She reported the appreciation of the Lord-Lieutenant of Oxfordshire for the public service of members. She also thanked officers for the ongoing Induction Training Programme which had been useful and informative.

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

Two members of the public had registered to ask a question as set out below.

A.    Mr Illingworth had submitted the following question to the Leader of the council but was unable to attend the meeting.

“This Council is currently contributing to the £120,000 cost of the review and update of the Oxfordshire Strategic Economic Plan, which is being led by the Oxfordshire Local Enterprise Partnership (OxLEP).

In the past, the Strategic Economic Plan has been largely developed in a silo and signed off behind closed doors but has gone on to have significant impacts including influencing housing targets and the contents of Local Plans, as well as broader strategies such as transport. 

In the light of our climate and biodiversity emergencies, we know a step-change is required in how we consider these issues. For example:

·     The House of Lords Environment and Climate Change Committee states that behavioural change is essential for achieving climate and environment goals, and for delivering wider benefits;

·     The BEIS Independent Net Zero Review, published on 13th January states, ‘None of this will happen without a step change in the government’s approach to delivering net zero’; and the

·     Oxfordshire Net Zero Route Map & Action Plan Final Report.

The size of the challenge to achieve net zero carbon by 2050 at latest will require a considerable step change in activity. We need to embed climate change into decision making across Oxfordshire’s local authorities.

But indications from the series of workshops led by OxLEP suggest that:

·       The primary aim remains economic growth, with the environment, net zero and wellbeing featuring as issues to be managed rather than front and centre.

·       The timetable appears to be focused on speed (getting it done and dusted by June initially, but now the autumn) which apparently does not allow time for public consultation.

·       Overall, the level of engagement has been low and primarily focused on members of the Future Oxfordshire Partnership, including the universities and OxLEP.  There has been very little representation from the diverse Oxfordshire population, including those economic and socially disadvantaged communities that might be viewed as having the most to gain from a robust Strategic Economic Plan.

Given the above, can the Leader:

a)    Explain why the SEP review is being pushed through at such speed and without meaningful engagement with relevant communities?

b) Provide reassurance that the draft new Strategic Economic Plan will at the very least go through a full Scrutiny process and be brought to a full Council meeting for approval, prior to the Leader voting on it at an OxLEP Board Meeting?"   

Councillor Fawcett, Deputy Leader and Cabinet member for strategic partnerships and place undertook to provide a written response.

B.    Mr Salmons asked the following question of Councillor Thomas, Leader of the council:

“Residents living on Great Western Park, Didcot continue to endure the use of a site at the northern edge of the estate as a temporary construction compound by the developers and their subcontractors.

 
The use of the  ...  view the full minutes text for item 19.

To receive any petitions from the public. 

None.

Cabinet, at its meeting on 3 July 2023, considered a report on the current discussions relating to the councils’ Information Technology arrangements.

The Cabinet agenda circulated to all members includes the relevant report.

Cabinet resolved to:  

1.    note the update set out in the head of corporate services’ report to Cabinet on 3 July 2023;

2.    reaffirm the council’s intention to pursue a separate Microsoft Office 365 tenancy as part of the council’s overall transformation programme and planned exit from the outsourced IT arrangements; and

3.    authorise the deputy chief executive - transformation and operations, in
consultation with the Cabinet member for corporate services, to take all necessary steps to implement the council’s withdrawal from the shared M365 tenancy.

CABINET RECOMMENDATION TO COUNCIL:

That a supplementary estimate of £326,000 be added to the 2023/24 revenue budget, funded as set out in the head of corporate services’ report to Cabinet on 3 July 2023. 

Council considered Cabinet’s recommendations, made at its meeting on 3 July 2023, on the current discussions relating to the council’s Information Technology Infrastructure.

RESOLVED: that a supplementary estimate of £326,000 be added to the 2023/24 revenue budget, funded as set out in the head of corporate services’ report to Cabinet on 3 July 2023. 

Cabinet, at its meeting on 3 July 2023, considered a report on the work being undertaken in relation to providing homes under Government schemes.

The Cabinet agenda circulated to all members includes the relevant report.

Cabinet resolved to:

1.    note the approach proposed for the delivery and management of the properties under the Local Authority Housing Fund scheme, noting the risks, and approves officers to proceed;

2.    note the proposed phase one staffing structure for the delivery and management of these properties alongside those purchased or managed under other arrangements;

3.    approve a virement from Contingency of up to £100,000 to cover potential unbudgeted revenue expenditure;

4.    authorise the head of development and corporate landlord, in consultation with the heads of finance, legal and democratic, and housing and environment, to approve the freehold or leasehold acquisition of property under the Local Authority Housing Fund scheme following appropriate due diligence; 

5.    note the financial and other risks presented by the decisions above, as set out in the report of the deputy chief executive – transformation and operations to Cabinet on 3 July 2023; 

6.    approve the approach proposed for the leasing and management of properties under the Service Family Accommodation scheme, noting the risks, and approve officers to proceed;

7.    authorise the head of development and corporate landlord to agree terms and enter into the lease with the Ministry of Defence for Service Family Accommodation properties; and

8.    authorise the deputy chief executive - transformation and operations to enter into a funding agreement with the Home Office, should the opportunity arise, to support delivery of the scheme. 

CABINET RECOMMENDATION TO COUNCIL:

To proceed the allocation of a capital budget envelope of £2.5 million, being the council’s share of the purchase costs of properties bought under the Local Authority Housing Fund scheme.

Council considered Cabinet’s recommendations, made at its meeting on 3 July 2023, on the work being undertaken in relation to providing homes under Government schemes – the Local Authority Housing Fund scheme and the Service Family Accommodation.

Cabinet supported progressing with the Local Authority Housing Fund (LAHF) and Service Family Accommodation property schemes as a matter of urgency and necessity to support those most in need of the council’s help.  Under the LAHF scheme the council would receive government grant funding of approximately 40 per cent of the cost but would have to fund the remainder.  However, the homes would then belong to the council.    

RESOLVED: To proceed the allocation of a capital budget envelope of £2.5 million, being the council’s share of the purchase costs of properties bought under the Local Authority Housing Fund scheme.

Cabinet, at its meeting on 3 July 2023, considered a report on the additional grant funding made available under Local Authority Housing Fund 2 (LAHF 2) to support the provision of housing for the council’s refugee accommodation programme and for accommodation for general homelessness use.

The Cabinet agenda circulated to all members includes the relevant report.

Cabinet resolved to accept the Department for Levelling Up, Housing and Communities’ grant of£680,000 (indicative Local Authority Housing Fund 2 allocation) to deliver four homes that meet the eligibility criteria outlined within the Local Authority Housing Fund 2 prospectus, and to authorise the deputy chief executive – transformation and operations to sign the Memorandum of Understanding with the Department for Levelling Up, Housing and Communities, which sets out the understanding between both parties for the use of funding. 

CABINET RECOMMENDATION TO COUNCIL:

To add £1.7 million to the capital programme, part funded by Local Authority Housing Fund 2 funding of £680,000, to purchase 4 homes under this scheme.

Council considered Cabinet’s recommendations, made at its meeting on 3 July 2023, on additional grant funding to support the council’s refugee and general homelessness accommodation programme.

Cabinet supported the additional scheme which would further support the provision of housing for the council’s refugee accommodation programme.  However, unlike the first phase, the Local Authority Housing Fund 2 also allowed the council to utilise the accommodation for general homelessness use and would deliver a further four homes. 

RESOLVED: to add £1.7 million to the approved capital programme, part funded by Local Authority Housing Fund 2 funding of £680,000 to purchase four homes under this scheme. 

To receive the report of the leader. 

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

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

A.   Question from Councillor Emily Smith to Councillor Sue Caul, Cabinet member for affordable housing, development and infrastructure

Oxfordshire Community Land Trust (CLT) have worked with our council for around 15 years to bring forward Oxfordshire’s first CLT housing scheme in Dean Court, Cumnor. Councillor Roberts, who worked for many years to push this scheme forward, and I were at the groundbreaking and in June at the opening. It is incredibly exciting to see the building almost finished and people from the Vale's housing register able to move into this truly affordable and low carbon housing. But it took such a long time to get to this point.

The Local Government Association is working with the national Community Land Trust and Localis on some research on how we can speed up the process and make it easier for CLT schemes, like the one in Dean Court easier to achieve, but local action and commitment is also required.

Could the Cabinet member confirm that Community Land Trust schemes will be supported by this administration, and what is being done locally to ensure more schemes like the wonderful Crofts Court can come forward more quickly in the Vale?

B.   Question from Councillor Debby Hallett to Councillor Neil Fawcett, Cabinet member for strategic partnerships and place

This council became a partner to the Oxford Flood Alleviation Scheme in 2014, under a different administration, when it was just an idea. Now, 8+ years later, when the details are clear, affected parishes in Vale have formally objected to the current plan. Thousands of objectors have signed a local petition (Save Hinksey Meadows) calling for a public inquiry on the scheme. Now that much more is known about the costs/benefits, environmental damage and transport disruption, what is council actively doing to protect our district’s irreplaceable habitats in Hinksey Meadow and the quality of life of our residents?

C.   Question from Councillor Hayleigh Gascoigne to Councillor Andy Crawford, Cabinet member for finance and property

I note that on 23 June, there was an agenda item on the Great Western Park GP surgery at the meeting of Vale’s Cabinet. I’m glad the item was brought to Cabinet, but it was made confidential. This topic is important to the local public. What updates can be shared publicly as to the progress on the plans to provide a GP surgery on Great Western Park?

D.   Question from Councillor Mark Coleman to Councillor Helen Pighills, Cabinet member for community health and wellbeing

I was recently invited to a meeting which was focused on housing and the military; what the military provided, and what the district council's responsibilities were to families of serving personnel and those who have left the service at the end of their enlistment.

I would like to understand our responsibilities as a district council to residents, including their families, who have served in the armed forces and are leaving for other reasons, for example medical, administrative  ...  view the full agenda text for item 25.

A.   Question from Councillor Emily Smith to Councillor Sue Caul, Cabinet member for affordable housing, development and infrastructure

Oxfordshire Community Land Trust (CLT) have worked with our council for around 15 years to bring forward Oxfordshire’s first CLT housing scheme in Dean Court, Cumnor. Councillor Roberts, who worked for many years to push this scheme forward, and I were at the groundbreaking and in June at the opening. It is incredibly exciting to see the building almost finished and people from the Vale's housing register able to move into this truly affordable and low carbon housing. But it took such a long time to get to this point.

The Local Government Association is working with the national Community Land Trust and Localis on some research on how we can speed up the process and make it easier for CLT schemes, like the one in Dean Court easier to achieve, but local action and commitment is also required.

Could the Cabinet member confirm that Community Land Trust schemes will be supported by this administration, and what is being done locally to ensure more schemes like the wonderful Crofts Court can come forward more quickly in the Vale?

Response

I am delighted that the Vale was able to bring forward Oxfordshire’s first CLT project.  It is a fantastic project and will serve as a great exemplar for other community led schemes across the district.

On 11 November 2022, the Cabinet approved a new Housing Delivery Strategy and Action Plan (https://www.whitehorsedc.gov.uk/vale-of-white-horse-district-council/housing/housing-delivery-strategy/) which outlines the approach to how new affordable housing will be delivered within the District. 

One of the four priorities in the action plan is “valuing and supporting council and community led housing initiatives”.  This includes a number of actions to support and accelerate community led housing schemes.  Specific actions in the plan include addressing the need for enhancing staff resources to ensure we have the specialist skills to support community led schemes, and also looking at community led housing policies as part of the development of our Joint Local Plan with South Oxfordshire District Council.

Alongside this the council is currently looking to improve its policy and process for awarding grant funding, made available by Section 106 monies, toward affordable housing.  By having a better and clearer process we will encourage more bids from CLTs for funding that can support the delivery of new affordable homes.

B.   Question from Councillor Debby Hallett to Councillor Neil Fawcett, Cabinet member for strategic partnerships and place

This council became a partner to the Oxford Flood Alleviation Scheme in 2014, under a different administration, when it was just an idea. Now, 8+ years later, when the details are clear, affected parishes in Vale have formally objected to the current plan. Thousands of objectors have signed a local petition (Save Hinksey Meadows) calling for a public inquiry on the scheme. Now that much more is known about the costs/benefits, environmental damage and transport disruption, what is council actively doing to protect our district’s irreplaceable  ...  view the full minutes text for item 25.

To consider motions from councillors in accordance with Council procedure rule 38. 

A.         Motion to be proposed by Councillor James Cox, seconder to be notified:

Council Notes:

·       In the latest available figures published by the ONS, The Vale of White Horse had the highest number of recorded deaths by suicide in Oxfordshire and with a rate higher than the national average.

·       2021 (the last available data year) had the highest number of deaths by suicide since records began in 2001.

·       Suicide is a public health matter and every death should be considered preventable.

·       The cost of living crisis is already taking a huge toll on people’s mental health. Research by the Money and Mental Health Policy Institute says that people are already feeling the crisis

·       In August 2022, CEOs of multiple mental health organisations, including Mind and Samaritans, wrote to the Prime Minister noting an increase in calls and enquiries related to financial concerns and proposed a national suicide prevention strategy.

Council resolves to:

1.    Join the Zero Suicide Alliance network.

2.    Promote existing safeguarding and suicide prevention training and resources to all council workers and signpost to the councils wellbeing pages and Mental Health First Aiders,

3.    Include appropriate signposting to suicide prevention and/or mental health support in cost of living material, on the online community hub, and in arrears letters.

4.    For the Council Leader to write to local MPs informing them of the situation and asking them to lobby for the implementation of a national suicide prevention strategy.

B.         Motion to be proposed by Councillor Ron Batstone, seconded by Councillor Andy Cooke:

This council is alarmed at the significant numbers of sewage flooding incidents affecting local foul and surface water systems and notes that investment does not appear to have been forthcoming from Thames Water to resolve capacity or maintenance issues to ensure that adequate sewerage systems are provided within a reasonable timeframe.

The impact of this lack of investment in the sewerage system has ranged from pipe bursts, blockages and backing up, affecting local households and buildings through to the significant (and rising) levels of raw sewage in chalk streams and local rivers.  In some cases, raw sewage has been measured and monitored to be flowing into local rivers in the Vale for days on end.

This situation has now been exacerbated and brought into sharp focus in light of the recent news surrounding Thames Water in terms of its debt, financial instability and the sudden resignation of their CEO,

Council believes:

The sewerage system should have adequate capacity to ensure that local rivers and watercourses have a high water quality, minimal pollution and enhance our natural environment.  They should meet the minimum standards 24/7 with accurate monitoring to demonstrate that this is being achieved.

Thames Water Limited, or in the event it has to take the company into public ownership, the Government should urgently invest in new capacity to stop sewage outflows into our water courses.

The planning system should ensure that new houses can  ...  view the full agenda text for item 26.

A.         Councillor James Cox moved, and Councillor Jill Rayner seconded the motion set out on the agenda.

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

RESOLVED:

That Council notes:

·       In the latest available figures published by the ONS, The Vale of White Horse had the highest number of recorded deaths by suicide in Oxfordshire and with a rate higher than the national average.

·       2021 (the last available data year) had the highest number of deaths by suicide since records began in 2001.

·       Suicide is a public health matter and every death should be considered preventable.

·       The cost of living crisis is already taking a huge toll on people’s mental health. Research by the Money and Mental Health Policy Institute says that people are already feeling the crisis

·       In August 2022, CEOs of multiple mental health organisations, including Mind and Samaritans, wrote to the Prime Minister noting an increase in calls and enquiries related to financial concerns and proposed a national suicide prevention strategy.

Council resolves to:

1.    Join the Zero Suicide Alliance network.

2.    Promote existing safeguarding and suicide prevention training and resources to all council workers and signpost to the council’s wellbeing pages and Mental Health First Aiders,

3.    Include appropriate signposting to suicide prevention and/or mental health support in cost of living material, on the online community hub, and in arrears letters.

4.    For the Council Leader to write to local MPs informing them of the situation and asking them to lobby for the implementation of a national suicide prevention strategy.

B.    Councillor Ron Batstone moved, and Councillor Andy Cooke seconded, a revised motion as set out below which reflected discussions between the Green and Liberal Democrat Groups

This council shares the alarm of residents at the significant numbers of sewage flooding incidents affecting local foul and surface water systems in our District and notes that adequate investment does not appear to have been forthcoming from Thames Water to resolve capacity or maintenance issues and ensure that adequate sewerage systems are provided within a reasonable timeframe.

The impact of this lack of investment in the sewerage system has ranged from pipe bursts, blockages and backing up, affecting local households and buildings through to the significant (and rising) levels of raw sewage in chalk streams and local rivers. 

In the last three years, Thames Water’s own records show that they have dumped raw sewage into waterways in the Vale of White Horse for nearly 15,000 hours, during 1352 separate events, from the district’s 12 sewage treatment works. These locations include rare chalk streams, delicate river ecosystems, SSSI nature reserves and open streams within our villages.   

This council recognises the huge amount of work that the council has already undertaken, alongside the efforts of campaigners and local members to raise awareness of this issue, and notes that it has been brought into sharp focus in light of the recent news surrounding Thames Water in terms of its debt, financial instability and the sudden resignation of  ...  view the full minutes text for item 26.