Agenda and minutes

Venue: First floor, 135 Eastern Avenue, Milton Park, Milton, OX14 4SB

Contact: Steven Corrigan, Democratic Services Manager 07717 274704 Email: steven.corrigan@southandvale.gov.uk 

Link: This meeting will be broadcast live - you can watch it here

Items
No. Item

85.

Apologies for absence

To record apologies for absence.

Minutes:

An apology for absence was submitted on behalf of Councillor Hannaby.

86.

Minutes pdf icon PDF 774 KB

To adopt and sign as a correct record the Council minutes of the meeting held on 8 December 2021. 

Minutes:

RESOLVED: to approve the minutes of the meeting held on 8 December 2021 as a correct record and agree that the Chair sign them as such.

87.

Declarations of disclosable pecuniary interest

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

  

Minutes:

None.

88.

Urgent business and chair's announcements

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. 

Minutes:

The Chair of Council, Councillor Crick, advised that, in accordance with Section 100B (4) (b) of the Local Government Act 1972, she had agreed to take one item of urgent business at the meeting – for Council to amend its Council Tax Reduction Scheme to disregard Energy Bill rebate payments when determining eligibility for Council Tax Reduction.

 

The reason for urgency being that Council must agree the change by the statutory deadline of 11 March 2022 and the matter arose since the publication of the agenda for this meeting. The Chair further advised that the item would be taken after the Council Tax setting item.

 

On behalf of Council, she congratulated Councillor David Grant on becoming the proud parent of a baby girl.

 

On behalf of Council, she congratulated Councillor Bob Johnston on reaching 40 years of service as a councillor with Vale of White Horse District Council. Councillors Fawcett and Mabbett made statements marking the achievement and thanking him for his service.

 

The Chair noted that the country was now officially in the Queen’s Platinum Jubilee celebration period.  The Vale will be joining in and supporting the celebrations and plans will come forward shortly. 

 

89.

Public participation

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

Minutes:

Louise Brown addressed Council on agenda item 10 – Revenue budget 2022/23 and capital programme to 2026/27. Whilst welcoming the inclusion of the £50,000 in the budget to fund community climate initiatives, she urged Council to make more funds available to fund more initiatives. She also asked that the fund be made available to community businesses who are at the centre of their communities. In light of the cost of living crisis she urged Council not to increase council tax.

90.

Petitions

To receive any petitions from the public. 

Minutes:

None.

91.

Section 106 request - Kingston Bagpuize with Southmoor Parish Council - Replacement sports pavillion, The Sports Field, Kingston Bagpuize pdf icon PDF 316 KB

Cabinet, at its meeting on 4 February 2022, considered the attached report of the head of finance on an application for funds from Kingston Bagpuize with Southmoor Parish Council for a total of £596,757.66 towards replacing their existing sports pavilion.

 

Cabinet supported the application subject to Council creating the budget from accumulated section 106 contributions. 

 

RECOMMENDATION: tocreate a further budget for £596,757.66 towards a replacement sports pavilion at The Sports Field, Kingston Bagpuize from the accumulated section 106 contributions set out in the head of finance’s report to Cabinet on 4 February 2022

 

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 4 February 2022, to create a budget for a total of £596,757.66 towards the replacement of the existing sports pavilion at The Sports Field, Kingston Bagpuize.

 

Cabinet supported the application subject to Council creating the budget from accumulated section 106 contributions.  A number of councillors spoke in support of the proposal which representing a good use of section 106 funds to provide a much-needed replacement facility for the local community. 

 

 

REOLVED: tocreate a further budget for £596,757.66 towards a replacement sports pavilion at The Sports Field, Kingston Bagpuize from the accumulated section 106 contributions set out in the head of finance’s report to Cabinet on 4 February 2022.

 

92.

Treasury management and investment strategy 2022/23 pdf icon PDF 914 KB

Cabinet, at its meeting on 4 February 2022, considered the attached report of the head of finance on the council’s treasury management and investment strategy for 2022/23.

 

The Joint Audit and Governance Committee considered the report at its meeting on 25 January 2022 and had not recommended any adjustments to the strategy recommending approval of the strategy. 

 

RECOMMENDATION: to

 

1.    approve the treasury management strategy 2022/23 set out in appendix A to the head of finance’s report to Cabinet on 4 February 2022;

2.    approve the prudential indicators and limits for 2022/23 to 2024/25 as set out in, appendix A to the report; and

3.     approve the annual investment strategy 2022/23 set out in appendix A to the report,and the lending criteria detailed in table 6.

 

 

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 4 February 2022, on the council’s treasury management and investment strategy for 2022/23.

 

Councillor Crawford, Cabinet member for finance, reported that several changes were proposed to the strategy, designed to widen the scope of the available instruments the council can invest in with the aim of achieving an increase in yield whilst still maintaining the primacy of security and liquidity in determining where to place the council’s investments. 

 

The Joint Audit and Governance Committee had considered the report at its meeting on 25 January 2022 and had not recommended any adjustments to the strategy and resolved to recommend Cabinet to approve the treasury management strategy, the prudential indicators and limits for 2022/23 to 2024/25 and the annual investment strategy 2022/23 as set out in the report. 

 

Cabinet agreed to recommend Council to approve the strategy. 

 

RESOLVED: to

 

1.    approve the treasury management strategy 2022/23 set out in appendix A to the head of finance’s report to Cabinet on 4 February 2022;

2.    approve the prudential indicators and limits for 2022/23 to 2024/25 as set out in, appendix A to the report; and

3.     approve the annual investment strategy 2022/23 set out in appendix A to the report,and the lending criteria detailed in table 6.

 

93.

Capital strategy 2022/23 to 2031/32 pdf icon PDF 130 KB

Cabinet, at its meeting on 4 February 2022, considered the attached report of the head of finance on the capital strategy for 2022/23 to 2031/32.   

 

RECOMMENDATION: to 

 

1.    approve the capital strategy 2022/23 to 2031/32, contained in appendix one of the head of finance’s report to Cabinet on 4 February 2022; and

2.    agree the strategy for flexible use of capital receipts which is contained as annex 1 of the capital strategy. 

 

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 4 February 2022, on the council’s capital strategy for 2022/23 to 2031/32.

 

Councillor Crawford, Cabinet member for finance, set out the key proposed change to the strategy to broaden the areas where capital investment will be considered to include property investments, loans and renewable energy schemes. He stressed that in all cases investment would need to be within the council’s legal powers, must be proportionate to the council’s financial standing, and should support the council’s corporate objectives.  However, investment could not result in commercial gain. 

 

RESOLVED: to 

 

1.    approve the capital strategy 2022/23 to 2031/32, contained in appendix one of the head of finance’s report to Cabinet on 4 February 2022; and

2.    agree the strategy for flexible use of capital receipts which is contained as annex 1 of the capital strategy. 

 

 

94.

Revenue budget 2022/23 and capital programme to 2026/27 pdf icon PDF 456 KB

Cabinet, at its meeting on 4 February 2022, considered the attached report of the head of finance on the the draft revenue budget 2022/23, and the capital programme to 2026/27.

 

The Scrutiny Committee considered the report at its meeting on 1 February 2022 and made no suggestions or recommendations to Cabinet.

 

RECOMMENDATIONS: to  

 

1.    set the revenue budget for 2022/23, as set out in appendix A.1 to the head of finance’s report to Cabinet on 4 February 2022;

2.    approve the capital programme for 2022/23 to 2026/27, as set out in appendix D.1 to the report, together with the capital programme changes as set out in appendix D.2 and appendix D.3 to the report;

3.    set the council’s prudential limits, as listed in appendix E to the report;

4.    approve the medium-term financial plan to 2026/27, as set out in appendix F to the report. 

 

Additional documents:

Minutes:

The chair referred to regulations that require councils to record the names of those councillors voting in favour, against or abstaining from any vote on the budget, including amendments, and the council tax. In accordance with the regulations, she would call for a named vote on each of these matters at this meeting.

 

The chair reminded councillors that they were not entitled to vote on any issue affecting the level or administration of the council tax or other decisions which might affect the making of any such calculation such as the budget, if they were over two months in arrears with their council tax payments. Where such circumstances applied, councillors were under a statutory obligation to disclose the restriction placed on them and refrain from voting at the relevant meeting. No councillor made any such declaration.

 

Council noted the report of the chief finance officer on the robustness of the budget estimates and the adequacy of the reserves.

 

Council considered Cabinet’s recommendations, made at its meeting held on 4 February 2022 on the revenue budget for 2022/23 and the capital programme to 2026/27. Scrutiny Committee had considered the report of the interim head of finance on 1 February and had made no recommendations. 

 

Councillor Crawford, Cabinet member for finance, presented Cabinet’s proposals for the revenue budget and capital programme. He moved and Councillor Fawcett, seconded a motion to approve Cabinet’s recommendations as follows:

 

to 

 

1.    set the revenue budget for 2022/23, as set out in appendix A.1 to the head of finance’s report to Cabinet on 4 February 2022;

2.    approve the capital programme for 2022/23 to 2026/27, as set out in appendix D.1 to the report, together with the capital programme changes as set out in appendix D.2 and appendix D.3 to the report;

3.    set the council’s prudential limits, as listed in appendix E to the report;

4.    approve the medium-term financial plan to 2026/27, as set out in appendix F to the report. 

 

In moving the Cabinet recommendations, Councillor Crawford, noted that the council had faced significant financial issues in the preparation of the budget.  Its council tax was the fifteenth lowest in the country for a shire district and well below the national average; the council was unable to increase its council tax significantly.  The council had not benefitted from the business rates retention scheme and, whilst the council had benefitted from the New Homes Bonus scheme, this was under review by the government and was expected to be less generous in future. 

 

The revenue budget set for 2021/22 had been balanced through the use of reserves at a level that was unsustainable over the medium term.  For 2022/23, officers had undertaken a review of all expenditure and income, which resulted in a significant reduction in the base budget.  This allowed the council to set a balanced revenue budget for 2022/23 with savings of £1.4million, with the use of reserves being significantly lower than previously forecast and the council could claim to be solvent across the  ...  view the full minutes text for item 94.

95.

Future provision of external audit services pdf icon PDF 335 KB

Cabinet, at its meeting on 4 February 2022, considered the attached report of the head of finance on proposals for appointing the external auditor to the council for the accounts for the five-year period from 2023/24.

 

The Joint Audit and Governance Committee considered the report at its meeting on 25 January 2022 and supported the recommendations set out in the report. 

 

RECOMMENDATION: to

 

1.    accept Public Sector Audit Appointments’ invitation to opt into the sector-led option for the appointment of external auditors to principal local government and police bodies for five financial years from 1 April 2023; and

 

2.    authorise the head of finance to opt into the national scheme for auditor appointments for the provision of external audit services, starting with the audit of the 2023/24 accounts.

 

 

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 4 February 2022, on the appointment of the external auditor to the council for the accounts for the five-year period from 2023/24.

 

The Joint Audit and Governance Committee, at its meeting on 25 January 2022, supported the recommendations set out in the report. 

 

RESOLVED: to

 

1.    accept Public Sector Audit Appointments’ invitation to opt into the sector-led option for the appointment of external auditors to principal local government and police bodies for five financial years from 1 April 2023; and

 

2.    authorise the head of finance to opt into the national scheme for auditor appointments for the provision of external audit services, starting with the audit of the 2023/24 accounts.

 

96.

Council tax 2022/23 pdf icon PDF 382 KB

To consider the report of the head of finance on the setting of the council tax for the 2022/23 financial year - report to follow.

 

Minutes:

Council considered the report of the head of finance on the setting of the Council Tax for the 2022/23 financial year.

 

In accordance with regulations requiring councils to record the names of those councillors voting in favour, against or abstaining from any vote on the council tax the chair called for a recorded vote which was carried with the voting being as follows:

 

 

For

Against

Abstentions

Councillors

Councillors

Councillors

Jerry Avery

Nathan Boyd

Matthew Barber

Simon Howell

 

Paul Barrow

Ben Mabbett

 

Eric Batts

Janet Shelley

 

Cheryl Briggs

Elaine Ware

 

Andy Cooke

 

 

Andrew Crawford

 

 

Margaret Crick

 

 

Eric de la Harpe

 

Amos Duveen

 

 

Neil Fawcett

 

 

Andy Foulsham

 

 

Hayleigh Gascoigne

 

 

David Grant

 

 

Alison Jenner

 

 

Diana Lugova

 

 

Sarah Medley

 

Patrick O’Leary

 

 

Helen Pighills

 

Mike Pighills

 

 

Judy Roberts

 

Emily Smith

 

 

Max Thompson

 

 

Catherine Webber

 

Richard Webber

 

 

Total: 25

Total: 5

Total: 0

 

RESOLVED:

 

1.    To note that at its meeting on 8 December 2021 the council calculated the council tax base 2022/23:

(a)   for the whole council area as 55,362.8 [Item T in the formula in Section 31B of the Local Government Finance Act 1992, as amended (the “Act”)]; and

 (b)  for dwellings in those parts of its area to which a parish precept relates as in column 1 of appendix 1.

2.    That the council tax requirement for the council’s own purposes for 2022/23 (excluding parish precepts) is £8,121,169

3.    That the following amounts be calculated for the year 2022/23 in accordance with Sections 31 to 36 of the Act:

(a)   £74,301,774 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(2) of the Act taking into account all precepts issued to it by parish councils.

(b)   £61,492,993 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(3) of the Act.

(c)   £12,808,781 being the amount by which the aggregate at (3)(a) above exceeds the aggregate at (3)(b) above, calculated by the council, in accordance with Section 31A(4) of the Act as its council tax requirement for the

Band A

£774.47

Band B

£903.55

Band C

£1,032.63

Band D

£1,161.71

Band E

£1,419.87

Band F

£1,678.03

Band G

£1,936.18

Band H

£2,323.42

 

 
year.  (Item R in the formula in Section 31B) of the Act).

(d)   £231.36 being the amount at (3)(c) above (Item R), all divided by Item T (1(a) above), calculated by the council, in accordance with Section 31(B) of the Act, as the basic amount of its council tax for the year (including parish precepts).

(e)   £4,687,612 being the aggregate amount of all special items referred to in Section 34(1) of the Act, as set out in column 2 of appendix 1.

(f)    £146.69 being the amount at (3)(d) above less the result given by dividing the amount at (3)(e) above by Item T (1(a) above), calculated by the council, in accordance with Section 34(2) of the Act, as the basic amount of its council tax for the year for  ...  view the full minutes text for item 96.

97.

Local Council Tax Reduction Scheme - Energy Bills Rebate disregard (Prescribed amendment) pdf icon PDF 216 KB

To consider the report of the head of finance seeking approval for the council’s current Council Tax Reduction Scheme’s wording to be amended so that it can disregard Government’s £150 one-off Energy Bills Rebate as income, in accordance with new legislation, when calculating a person’s entitlement for council tax support and the amount of the support deduction.

 

Minutes:

Council considered the urgent report of the head of finance seeking approval for the council’s current Council Tax Reduction Scheme’s wording to be amended so that it can disregard Government’s £150 one-off Energy Bills Rebate as income, in accordance with new legislation, when calculating a person’s entitlement for council tax support and the amount of the support deduction.

RESOLVED: to approve an amendment to its Local Council Tax Reduction Scheme (working age & pension age), inserting appropriate income disregard wording which takes account of Government’s one-off £150 Energy Bills Rebate.

98.

Pay policy statement 2022/23 pdf icon PDF 257 KB

To consider the report of the deputy chief executive on the adoption of a pay policy statement to meet the requirements of the Localism Act - attached.

 

Minutes:

Council considered the report of the deputy chief executive on the adoption of a pay policy statement to meet the requirements of the Localism Act.

 

RESOLVED: to approve the statement of pay policy for 2022/23 attached to the report of the deputy chief executive to the Council meeting on 16 February 2022.

99.

Update on Future Oxfordshire Partnership pdf icon PDF 212 KB

To receive an update on the Future Oxfordshire Partnership from Councillor Neil Fawcett, Cabinet member for strategic partnerships and place - attached.

 

Minutes:

Council received a written update report on The Future Oxfordshire Partnership from Councillor Fawcett, Cabinet member for Strategic Partnerships and Place.

 

 

100.

Report of the leader of the council

1.     To receive the report of the leader of the council.

 

2.    Urgent cabinet decision

 

In accordance with the Scrutiny Committee Procedure Rules, a Cabinet or Cabinet member decision can be taken as a matter of urgency, if any delay by the call in process would seriously prejudice the council’s or the public’s interest or that the decision cannot reasonably be deferred.  Treating the decision as a matter of urgency must be agreed by the chair of the Scrutiny Committee and must be reported to Council, together with the reasons for urgency.

 

Council is requested to note the details of the following urgent decision.

 

 

Additional Restriction Grant Defrayal Omicron Update

 

On 1 February 2022, Councillor Bethia Thomas, Cabinet member for Community Engagement, took a decision to approve amendments to the Vale of White Horse District Council Additional Restrictions Grant (ARG) scheme – Winter 2021 to account for Omicron updates and to authorise the head of development and corporate landlord, in consultation with the head of finance, to award grants.

 

The chair of the Scrutiny Committee agreed to waive call in to allow the funds to be awarded immediately to meet Government conditions for the scheme or risk losing available business support funds.

         

 

Minutes:

Councillor Emily 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.

 

Council noted the details of an urgent decision taken by Councillor Bethia Thomas, Cabinet member for Community Engagement, to approve amendments to the Vale of White Horse District Council Additional Restrictions Grant (ARG) scheme.

101.

Questions on notice pdf icon PDF 353 KB

 

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

 

A.   Question from Councillor Bob Johnston to Councillor Catherine Webber, Cabinet Member for Climate

 

Over the Christmas period, because of Covid absences and drivers being poached by supermarkets, newspapers reported that a considerable number of Councils struggled to maintain waste collections. Some had to suspend them altogether. 

Could the Cabinet member tell me if there have been any problems with the Vale's waste and Recycling collections in recent months, and how our performance is holding up in these challenging times? 

 

B.   Question from Councillor Alison Jenner to Councillor Judy Roberts, Cabinet Member for Development and Infrastructure

 

What affordable housing provision has this council achieved in recent years and how does this compare with our Oxfordshire neighbours?

 

C.   Question from Councillor Amos Duveen to Councillor Helen Pighills, Cabinet Member for Healthy Communities

 

It was excellent to see that our two districts had zero rough sleepers recorded on 31 December. I would like to take a moment to praise all of the council officers who have played their part in achieving this milestone. I also note that South Oxfordshire and Vale of White Horse councils regularly outperform other Oxfordshire councils on homelessness prevention.

 

However, as I am sure all of us are all too well aware, rough sleepers only make up a proportion of those facing homelessness so could the Cabinet member confirm that we did indeed achieve a day of zero homelessness and comment on measures this council is taking to continue to address rough sleeping and what prevention measures are taken to assist those individuals and families at

risk of all types of homelessness?

 

D.   Question from Councillor Max Thompson to Councillor Emily Smith, Leader of the council

 

During the most stringent and lonely phases of Covid19 restrictions, before social bubbles and any household mixing, thousands of Vale of White Horse residents were helping their shielding neighbours, following the guidance, and foregoing birthdays, weddings, work drinks, and in some cases funerals.

At the same time, we now know that members of the Conservative government who made the rules were at best stretching their meaning and, at worst, breaking the law, by holding a large number of parties, get togethers and social events, several of which involved the consumption of alcohol.

Can the Leader confirm that no such events were organised for our members and that at all times she has sought to ensure that the Vale of White Horse has acted in compliance with all covid guidelines, and comment on her position regarding whether it is acceptable for elected representatives to consume alcohol whilst making decisions?

 

Minutes:

  1. Question from Councillor Bob Johnston to Councillor Catherine Webber, Cabinet Member for Climate

 

Over the Christmas period, because of Covid absences and drivers being poached by supermarkets, newspapers reported that a considerable number of Councils struggled to maintain waste collections. Some had to suspend them altogether. 

Could the Cabinet member tell me if there have been any problems with the Vale's waste and Recycling collections in recent months, and how our performance is holding up in these challenging times? 

 

Answer

 

I would like to congratulate the Waste Team along with Biffa for the excellent service they have succeeded in maintaining throughout the especially busy period of Christmas. Biffa have carefully managed staffing over this period and like most employers suffered from difficulty in recruiting and some absence due to Covid.  Unlike many other councils, there were no unplanned service suspensions over the Christmas period and little disruption to service over recent months.  Although a few collections have been delayed due to staff absence, all collections have been completed by the end of the week that they were due.

 

During the whole Covid period I have seen increasing evidence of our residents' appreciation of all the work waste operatives do to keep our Waste operation going and servicing our communities. On behalf of the residents of the Vale, I would like to extend my heartfelt thanks to all those involved for their hard work and commitment, including the waste crews, the support staff and our officers who manage our waste contract. 

 

  1. Question from Councillor Alison Jenner to Councillor Judy Roberts, Cabinet Member for Development and Infrastructure

 

What affordable housing provision has this council achieved in recent years and how does this compare with our Oxfordshire neighbours?

 

Answer

 

Vale of White Horse has a robust track record in delivering affordable homes. The council has consistently delivered between 300 and 400 affordable homes per year in the district since 2015, a consistency that has not been seen in our Oxfordshire neighbours. Affordable housing delivery within Oxford City is significantly below the level of the other Oxfordshire Councils. Over the period 2014/15 to 2020/21 the council has delivered 2,301 affordable units.  In comparison, Oxford city has delivered 581, West Oxfordshire 1,475, South Oxfordshire 1,841 and Cherwell 2,465. In the face of the Covid-19 pandemic, and global supply chain issues in the building materials sector, the council is continuing to perform very well.

 

 

 

Supplementary question and answer

 

In response to a supplementary question asking for details of the amount of affordable housing commuted sum and growth deal money the council had spent, Councillor Roberts responded that £735,400 of the affordable housing commuted sum funds had been allocated, from the growth deal funds £2.4 million had been provided for extra care housing within the Didcot Housing 21 Project and £2,481,400 had been allocated for the Heylo Scheme and the Oxfordshire Community Land Trust Scheme.

 

 

  1. Question from Councillor Amos Duveen to Councillor Helen Pighills, Cabinet Member for Healthy Communities

 

It was excellent to see that our two  ...  view the full minutes text for item 101.

102.

Motions on notice

No motions have been submitted from councillors in accordance with Council procedure rule 38. 

 

 

Minutes:

No motions were submitted for consideration by Council.

 

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Vale of White Horse District Council
Abbey House, Abbey Close,
Abingdon
OX14 3JE