Agenda and minutes

To record apologies for absence.

Apologies for absence were received from Councillors Paul Barrow, James Cox, Debby Hallett, Robert Maddison, Val Shaw and Emily Smith. 

To adopt and sign as a correct record the Council minutes of the meeting held on 11 October 2023. 

RESOLVED: to adopt as a correct record the minutes of the Council meeting held on 11 October 2023 and agree that the Chair signs 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 Debra Dewhurst declared an interest in item 10, the request by Chilton Parish Council for Section 106 funds towards play area and recreation ground improvements.  Councillor Dewhurst had been involved in the task group working on this project. 

Councillor Sally Povolotsky declared an interest in the same item as in her capacity as an Oxfordshire County Councillor, she had allocated funds to the Chilton play area and recreation ground improvements project. 

To receive notification of any matters which the chair determines should be considered as urgent business and the special circumstances which have made the matters urgent, and to receive any announcements from the chair. 

The chair made some housekeeping announcements on the need to turn off mobile phones during the meeting and the emergency evacuation arrangements. 

The chair also read a statement in memory of two members of staff, Patrick Arran and Louise Franklin, who had passed away recently.  Council paused for a moment of silence. 

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

Two members of the public had registered to speak at the meeting. 

(1)       David Marsh, the secretary to the Vale branch of the CPRE, addressed Council on agenda item 16, motion no.1. 

“The motion concerns SESRO, the South East Strategic Reservoir Option.  I am sure you are all familiar with the Thames Water proposals and the wider Water Resource South East (WRSE) draft regional plan.  The agenda item before you gives more background and highlights some of the issues on the table at the moment. 

CPRE fully support this motion.  The need for this reservoir is at best uncertain and at worst considerably exaggerated.  There are uncertainties in all the supporting projections, which suggests, that any strategic project needs to be scalable and adaptable.  We contend that the proposed reservoir is neither scalable nor adaptable.  This contrasts with other alternative schemes, such the Severn-Thames Transfer, which could indeed be scaled.  Also, these alternatives would do considerably less environmental and social damage than the proposed reservoir. 

In addition, we are concerned that the plans for water in the South East region are fragmented and ignore the pressing need to invest to improve river water quality.  What is needed is a more holistic analysis of all water resources across the region. 

The national evaluation process (called RAPID) is supposed to produce a rational and transparent assessment of strategic water resource projects, but it is nothing of the sort.  There’s nothing rational behind the sudden increase in the size of the reservoir from 100 to 150 million cubic metres. 

So CPRE fully supports the calls in this motion for a pause of the SESRO planning, and the convening of multi-stakeholder talks to fully explore the uncertainties, the consequences and the risks in this plan.” 

(2)       Chris Church, of the Oxford Friends of the Earth, had submitted a written statement as he was unable to attend the meeting.  The statement, which had been circulated to all members, endorsed motion no. 2 in agenda item 16 on nature and climate issues. 

“Oxford Friends of the Earth welcomes and endorses the Motion proposed by Councillor James on nature and climate change issues. We are a long-established environmental group with over 1700 supporters across the county. We are not linked or affiliated to any political party or grouping. Our focus is on promoting solutions to the nature and climate crises that we face.

We recognise that Biodiversity is in steep decline across the UK and in Oxfordshire, driven by land use change, over- development and climate change; this is undermining human health, wealth and wellbeing globally. The 2023 ‘State of Nature’ report shows how the UK is one of the most nature-depleted countries on Earth. Continued rapid growth in Oxfordshire means that we are heavily involved with this problem.

We urge the council to recognise that traditional conservation is not enough. We need new approaches that integrate health, well-being and nature with socioeconomic goals.

Nature-based solutions to climate change are one such approach that involve working  ...  view the full minutes text for item 43.

To receive any petitions from the public. 

None

To consider the report of the head of finance on the council’s treasury management activities and prudential indicators for the financial year 2022/23.

At its meeting on 10 November 2023, Cabinet agreed the recommendations set out in the attached report and resolved:

(a)       to note the treasury management outturn report 2022/23;

(b)       that Cabinet is satisfied that the treasury activities have been carried out in accordance with the treasury management strategy and policy.

Council considered the head of finance’s report on the treasury management outturn for 2022/23.  The Cabinet member for finance reported that the outturn report had also been considered by the Joint Audit and Governance Committee and Cabinet, both of which were satisfied that the treasury activities during 2022/23 had been carried out in accordance with the treasury management strategy and policy.  There had been an overachievement of treasury income during the year, largely due to high interest rates.  Performance had exceeded expectations and there had been no breaches of the counterparty limits or the prudential indicators. 

In answer to a question regarding the council’s strategy on environmentally harmful investments, the Cabinet member reported that the report before Council looked back at performance over the last financial year, whereas the treasury management and investment strategy would be reviewed by the Joint Audit and Governance Committee in the new year. 

RESOLVED to:

(a)       approve the treasury management outturn report 2022/23; and

(b)       approve the actual 2022/23 prudential indicators within the report. 

To consider the report of the head of finance on the adoption and implementation of a modified council tax reduction scheme for the financial years 2024/2025 onwards.

The recommendations set out in the attached report were agreed by Cabinet at its meeting on 1 December 2023.

Council considered the head of finance’s report on the review of the council tax reduction scheme. 

The Cabinet member for finance reported that the scheme was reviewed each year to ensure that any person in receipt of specific benefits was given a reduction in their council tax.  These benefits included the Employment and Support Allowance, Income Support, Job Seekers’ Allowance, and Universal Credit.  A person in receipt of these benefits must notify the Department of Work and Pensions of any change in their circumstances. 

Due to changes in operation of the Department of Work and Pensions whereby some of its local offices had been closed, it was proposed that a change should be made to the council’s scheme to protect it from potential fraud.  Cabinet had recommended Council to make the change. 

RESOLVED:

(a)       that for the 2024/25 financial year onwards the council continues to adopt the previous 2023/24 Council Tax Reduction Scheme but with the following amendment:

“Where the council has identified that a taxpayer has failed to notify the Department of Work and Pensions of a relevant change in circumstances, affecting their legacy benefit or Universal Credit, then (where necessary) their entitlement to council tax reduction will be stopped, until that notification has taken place and revised Department of Work and Pensions benefit entitlement known.” 

(b)       that the above change be incorporated into the Council Tax Reduction Scheme for the oncoming 2024/25 financial year onwards. 

To consider the report of the head of finance on the setting of the council tax base for 2024/25.

The recommendations set out in the attached report were agreed by Cabinet at its meeting on 1 December 2024.

Council considered the head of finance’s report on setting the council tax base for 2024/25. 

The Cabinet member for finance reported that each year the council was required to calculate its council tax base and pass this information on to Oxfordshire County Council, Thames Valley Police, and parish councils, to allow them to calculate their council tax element for the forthcoming year.  The council tax base calculation was made up of the number of homes in the district, adjusted for discounts and exemptions.  This produced a number, which was recorded as a council tax Band D equivalent. 

The Cabinet member explained how the council tax base might differ to the actual number of homes in each parish due to the complexities of the regulations and that in some cases, newly built homes might not have been recorded by the Valuation Agency at the time of the evaluation exercise; there was always a slight time lag.  He asked members to explain this to their parishes.  He also reported that the calculations assumed a council tax collection rate of 98.5 per cent, which was high amongst tax collection local authorities. 

RESOLVED to:

(a)       approve the report of the head of finance for the calculation of the council’s tax base and the calculation of the tax base for each parish area for 2024/25;

(b)       agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as its council tax base for the year 2024/25 be 58,103.8; and

(c)        agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by Vale of White Horse District Council as the council tax base for the year 2024/25 for each parish be the amount shown against the name of that parish in Appendix A of the report of the head of finance to Council on 13 December 2023. 

To consider the report of the head of finance on a request from Chilton Parish Council to release funds from two S106 contributions towards a play area/recreation ground improvement project at Chilton village active play area.

Cabinet, at its meeting on 1 December 2024, supported the proposal.

Councillors Debra Dewhurst and Sally Povolotsky both declared interests in this item and left the meeting room during its consideration. 

Council considered the head of finance’s report on a request by Chilton Parish Council for section 106 funds towards play area and recreation ground improvements.  The Cabinet member for affordable housing, infrastructure, development and governance reported that by awarding funding towards this scheme, the council would be supporting improved facilities in Chilton village.  These facilities would be up to date and had an inclusive design, being accessible to all. 

In answer to a question from a member, the Cabinet member agreed to respond in writing on the provision of public transport to Chilton, thereby making the facilities accessible to other communities. 

RESOLVED to:

(a)       create a budget for £116,000 towards new play area equipment and recreation ground improvement at Chilton parish village play area project, to be funded by the S106 contributions set out in the head of finance’s report to Council on 13 December 2023;

(b)       authorise the head of finance to approve the award to Chilton Parish Council of £116,000 in S106 funding towards the play area / recreation ground improvement project at Chilton parish active play area, subject to and in accordance with the funding agreement; and

(c)       agree and enter into a funding agreement with Chilton Parish Council regarding the terms of use of the S106 funding, and to protect the interests of Vale of White Horse District Council as the provider of the funding by undertaking legal and financial due diligence, including being satisfied that the funding is lawful and compliant with subsidy control provision. 

To consider the report of the head of legal and democratic on the appointment of a joint independent remuneration panel with South Oxfordshire District Council to review the councillors’ allowances scheme.

Council considered the head of legal and democratic’s report, which sought authority to appoint a joint Independent Remuneration Panel for the purpose of reviewing members’ allowances.  Council noted that the current panel members were appointed until May 2024, after which a new panel would carry out the next review. 

RESOLVED to:

(a)       appoint a joint independent remuneration panel with South Oxfordshire District Council to carry out reviews of the members’ allowances schemes at both councils and make recommendations on any changes to the schemes to the relevant Council;

(b)       make the appointment of the Joint Independent Remuneration Panel effective until May 2028, one year after the 2027 district council elections; and

(c)        authorise the head of legal and democratic to make appointments to the Joint Independent Remuneration Panel. 

To consider the report of the head of legal and democratic on proposed revisions to the Constitution.

Council considered the head of legal and democratic’s report on the review of the council’s constitution. 

Councillor Oliver Forder, co-chair of the Joint Constitution Review Task Group and a member of the Joint Audit and Governance Committee, addressed Council on the recommendations set out in the report.  Firstly, he reported that the task group had recommended that requests for a scrutiny call-in of executive decisions should be accompanied by reasons for the request.  The task group had recommended a new paragraph for inclusion in the Scrutiny Procedure Rules.  Secondly, he reported that the Joint Audit and Governance Committee had recommended a change to its terms of reference to allow the committee to remove its independent person, should that person not make a meaningful contribution to the committee’s work.  The committee had asked that the independent person should have a right of reply. 

Council supported these changes. 

RESOLVED to:

(a)       adopt the following sections of the Constitution with immediate effect:

(i)         the revised Scrutiny Procedure Rules regarding scrutiny call-in, as set out in paragraph 9 of the head of legal and democratic’s report to Council on 13 December 2023;

(ii)        the revised Joint Audit and Governance Committee Procedure Rules regarding the terms of reference for the appointment of the independent person, as set out in paragraph 13 of the report; and

(b)       authorise the head of legal and democratic to make these changes and any further minor or consequential amendments to the Constitution. 

To consider the report of the deputy chief executive – transformation and operations, on the appointment of a monitoring officer.

Council considered the report of the deputy chief executive – transformation and operations.  Following the passing of Patrick Arran, the council’s monitoring officer, Council was asked to appoint Vivien Williams as the interim monitoring officer.  Council agreed.

RESOLVED: to appoint Vivien Williams, interim Head of Legal and Democratic, as the council’s monitoring officer with immediate effect, this appointment to run until Council appoints a permanent monitoring officer at a later date. 

To receive the report of the leader of the council. 

Councillor Thomas, Leader of the council, provided an update on a number of matters, including welcoming the draft Joint Local Plan.  The text of her address is available on the council's website by clicking here.  Councillor Thomas thanked all staff and members for their work over the year and wished everyone a merry Christmas. 

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

1.    Question from Councillor Gascoigne to Councillor Thomas, Leader of the council

The government recently announced its plan for a 'smoke free generation' and its desire to stop children starting young and becoming addicted for life. Regulations around vapes are not up to the same standard as tobacco products. This can mean the marketing and the flavours make them particularly appealing for children. The government released a consultation on the matter.

Can the leader confirm whether she responded to this consultation?

2.    Question from Councillor Thompson to Councillor Coleman, Cabinet member for environmental services and waste

Residents across the Vale and in my ward in Abingdon Peachcroft have pride in the community and are concerned about the upkeep of their streets. Street cleaning is a statutory function of Council and residents are keen to aid in this process by moving cars and ensuring vans have access to all parts of the road.

To enable this and meet our corporate plan objective of working in an open and inclusive way, would Council be able to publish its rota for street cleaning so residents can be made aware of schedules so they can plan accordingly?

3.    Question from Councillor Houghton to Councillor Thomas, Leader of the council

Many residents in my ward are extremely concerned about the potential impact of the proposed Botley West Solar Farm.

Can the Leader set out the council's current position on the proposal, outline any representations the Vale has made so far on the proposals and outline what further actions the council intends to take going forwards?

4.    Question from Councillor Smith to Councillor Thomas, Leader of the council

Residents in Cumnor, Botley and beyond have had to endure significant and ongoing disruption to transport in caused by the Network Rail closure of Botley Road, National Highways works to the A34, Thames Water, SGN, and other agencies closing the roads in this area. The accumulative impact of all these works on local businesses, bus services, taxis, and residents reliant on private cars to access Oxford City centre and Oxford train station is causing huge concern and confusion.

The communication from National Highways in particular about works on the Botley interchange have been, in my view, inadequate.

While I am aware of an officer group convened by the County Council to coordinate roadworks, I am concerned that they may not have adequate powers to direct national agencies.

Please can the leader explain who is accountable for timetabling and communication about A34 works, National Rail and Thames Water projects, and if there is anything more this council can do to support the county council with to ensure that national agencies and private companies work together to avoid projects clashing over the coming years?

5.    Question from Councillor Clegg to Councillor Lugova, Cabinet member for planning and development control

At the full Council meeting in July this year, we debated and agreed a motion supporting the view that  ...  view the full agenda text for item 53.

1.          Question from Councillor Gascoigne to Councillor Thomas, Leader of the council

The government recently announced its plan for a 'smoke free generation' and its desire to stop children starting young and becoming addicted for life.  Regulations around vapes are not up to the same standard as tobacco products.  This can mean the marketing and the flavours make them particularly appealing for children.  The government released a consultation on the matter.

Can the leader confirm whether she responded to this consultation?

Response

Yes, the District Council has responded to this consultation to say we support proposals to reduce local smoking prevalence to 5 per cent by 2030.  We welcome the initiative of ring-fenced funding to support local authority stop smoking services (Note – these services are commissioned by Oxfordshire County Council).  We particularly support the call for evidence-based measures to tighten the promotion, packaging, branding and pricing of vapes to reduce their appeal to children and young people while ensuring vapes continue to be available for adult smokers who would benefit from using them to quit smoking. 

2.          Question from Councillor Thompson to Councillor Coleman, Cabinet member for environmental services and waste

Residents across the Vale and in my ward in Abingdon Peachcroft have pride in the community and are concerned about the upkeep of their streets. Street cleaning is a statutory function of Council and residents are keen to aid in this process by moving cars and ensuring vans have access to all parts of the road.  

To enable this and meet our corporate plan objective of working in an open and inclusive way, would Council be able to publish its rota for street cleaning so residents can be made aware of schedules so they can plan accordingly?

Response

It is great to hear that councillors, and communities, want to do all they can to help their local environment, and the service, to be successful, and we are mindful of maximising that support. 

The key issue to publishing a rota would be how accurately the council can predict, when a street cleanse may occur, and then communicate to residents.  It would not be desirable for residents to move vehicles only for the street cleanse not to occur at the previously communicated time! 

Currently we do not communicate locally on how street cleansing happens in any given specific area. 

The forthcoming waste and street cleansing strategy will need to consider the most effective and efficient way to clean the streets.  This could be done through an input-based service (where each road gets a set frequency of cleanse, regardless of how clean or dirty the road actually is).  Alternatively, we could have an output-based service where streets are cleansed when needed to maintain a clean output. 

Providing residents with a detailed schedule of road cleaning could only meaningfully happen under an input-based service, and this does come with two major drawbacks: 

(i)         An input-based expectation of service would not be mindful of the need to change the date/time depending on a  ...  view the full minutes text for item 53.

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

(1)       Motion to be proposed by Councillor Clegg, seconded by Councillor Cooke:

Over the last two years, the South East Strategic Reservoir Option (SESRO) has been placed by Thames Water into the Water Resource South East (WRSE) draft regional plan, the revised Water Resources Management Plan (WRMP24), and is also entered into an National Infrastructure evaluation named Regulators’ Alliance for Progressing Infrastructure Development (RAPID) consisting of Ofwat, the Environment Agency, and the Drinking Water Inspectorate.

This Council, under both the previous Conservative and the current Liberal Democrat administrations, has consistently stood with local residents in expressing our concern and publicly stating our position against the SESRO scheme presented for consultation.

This council notes that

1. The multiple consultations carried out with the public in the last 18 months were for a design 50% smaller than that now being taken to the Secretary of State for approval.
2. Vale of White Horse District Council also stands against the proposed designs for SESRO.
3. Despite many Oxfordshire residents responding on SESRO, none of the issues presented has been addressed comprehensively. Many key assessments have not been submitted through RAPID to stakeholders, so external validation or even confirmation of existence is not possible.
4. Among the key concerns are: absence of assessment regarding the extra flooding risk associated with the proposed reservoir design; absence of assessment regarding the microclimate changes that would result from this large body of water being situated so close to the A34 road; absence of assessment of the potential subsidence that may be caused to other buildings in the surrounding area.
5. The current fragmented model of privatised water supply companies inhibits the development of national approaches to water resilience.

This council resolves to

1. Request a meeting with the current Secretary of State on a non-partisan basis, with invitations to: the Members of Parliament for Oxford West and Abingdon and for Wantage and Didcot; the Group Against Reservoir Development (GARD); the Campaign to Protect Rural England (CPRE); the leaders of the groups represented in this chamber; and the County Councillors in the proposed zone of development and fall out. Said meeting to discuss the existing concerns that have not yet been addressed and the overall options for governance of the system.
2. Firmly request and campaign for the RAPID evaluation of SESRO to be paused until the flaws in the underlying data already highlighted by this council to OFWAT and Thames Water are resolved.
3. Request the Chief Executive to establish a Water Resource Officer-Member Liaison Group.
4. Call for the creation of a single, publicly owned national water supply provider.

(2)       Motion to be proposed by Councillor James, seconded by Councillor Foxhall:

This Council has already made action on Climate Change a priority, in the 2020-2024 Corporate Plan and with the declaration of a Climate Emergency in February 2019. As many other local councils have recognised, the climate emergency is intertwined with a crisis in nature and this council has shown a strong commitment  ...  view the full agenda text for item 54.

(1)       Councillor Clegg moved and Councillor Cooke seconded the motion set out on the agenda at item 16(1). 

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

RESOLVED:

Over the last two years, the South East Strategic Reservoir Option (SESRO) has been placed by Thames Water into the Water Resource South East (WRSE) draft regional plan, the revised Water Resources Management Plan (WRMP24), and is also entered into an National Infrastructure evaluation named Regulators’ Alliance for Progressing Infrastructure Development (RAPID) consisting of Ofwat, the Environment Agency, and the Drinking Water Inspectorate.

This Council, under both the previous Conservative and the current Liberal Democrat administrations, has consistently stood with local residents in expressing our concern and publicly stating our position against the SESRO scheme presented for consultation.

This council notes that

1.         The multiple consultations carried out with the public in the last 18 months were for a design 50% smaller than that now being taken to the Secretary of State for approval.

2.         Vale of White Horse District Council also stands against the proposed designs for SESRO.

3.         Despite many Oxfordshire residents responding on SESRO, none of the issues presented has been addressed comprehensively. Many key assessments have not been submitted through RAPID to stakeholders, so external validation or even confirmation of existence is not possible.

4.         Among the key concerns are: absence of assessment regarding the extra flooding risk associated with the proposed reservoir design; absence of assessment regarding the microclimate changes that would result from this large body of water being situated so close to the A34 road; absence of assessment of the potential subsidence that may be caused to other buildings in the surrounding area.

5.         The current fragmented model of privatised water supply companies inhibits the development of national approaches to water resilience.

This council resolves to

1.         Request a meeting with the current Secretary of State on a non-partisan basis, with invitations to: the Members of Parliament for Oxford West and Abingdon and for Wantage and Didcot; the Group Against Reservoir Development (GARD); the Campaign to Protect Rural England (CPRE); the leaders of the groups represented in this chamber; and the County Councillors in the proposed zone of development and fall out. Said meeting to discuss the existing concerns that have not yet been addressed and the overall options for governance of the system.

2.         Firmly request and campaign for the RAPID evaluation of SESRO to be paused until the flaws in the underlying data already highlighted by this council to OFWAT and Thames Water are resolved.

3.         Request the Chief Executive to establish a Water Resource Officer-Member Liaison Group.

4.         Call for the creation of a single, publicly owned national water supply provider.

(2)       Councillor James moved and Councillor Foxhall seconded the motion set out on the agenda at item 16(2)

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

RESOLVED:

This Council has already made action on Climate Change a priority, in the  ...  view the full minutes text for item 54.