Agenda and draft minutes

To record apologies for absence.

Apologies for absence were submitted on behalf of Councillors Caul, Cooke, Dewhurst, Hallett, Lugova, Mike Pighills and Povolotsky.

To adopt and sign as a correct record the Council minutes of the meeting held on 18 December 2024. 

RESOLVED: to approve the minutes and confidential minutes of the meeting held on 18 December 2024 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. 

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. 

The Chair provided general housekeeping and procedural advice.

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

None.

To receive any petitions from the public. 

None.

Cabinet, at its meeting on 31 January 2025, considered the attached report of the head of finance on the treasury management activity for the first half of 2024/25.

RECOMMENDATION TO COUNCIL:  to approvethe treasury management mid-year monitoring report 2024/25.

Council considered Cabinet’s recommendations, made at its meeting on 31 January 2025, on the treasury management performance in the first six months of 2024/25.

Councillor Crawford, Cabinet member for finance, reported that income from investments was likely to be above budget by the financial year end predominantly due to higher than expected balances and above budgeted interest rates achieved on new deposits. The report set out performance against benchmarks for the first six months of the financial year. There had been no borrowing during the first half of the year and borrowing was unlikely for the remainder of the year also. The council had remained within all prudential indicators and counterparty limits.

Both the Joint Audit and Governance Committee, at its meeting on 27 January and Cabinet, at its meeting on 31 January 2025, were content that the treasury management activities had been carried out in accordance with the treasury management strategy and policy.

RESOLVED: to

1. approve the head of finance’s report to Cabinet on 31 January 2025;

2. note that Cabinet is satisfied that the treasury activities are carried out in accordance with the treasury management strategy and policy.

Cabinet, at its meeting on 31 January 2025, considered the attached report of the head of finance on the council’s treasury management and investment strategy for 2025/26.

RECOMMENDATIONS TO COUNCIL: to

1.     approve the treasury management  strategy 2025/26 set out in Appendix A to the head of finance’s report to Cabinet on 31 January 2025;

2.    approve the prudential indicators and limits for 2025/26 to 2027/28 as set out in Appendix A to the head of finance’s report to Cabinet on 31 January 2025;

3.    approve the annual investment strategy 2025/26 set out in Appendix A to the head of finance’s report to Cabinet on 31 January 2025, and the lending criteria detailed in table 6;

4.    approve the Environmental, Social and Governance (ESG) Policy in appendix E to the head of finance’s report to Cabinet on 31 January 2025.

Council considered Cabinet’s recommendations made at its meeting on 31 January 2025 on the council’s treasury management and investment strategy for 2025/26. This set out how the council’s treasury service would support the financing of capital investment decisions, and how treasury management operated day to day. The strategy also set out the prudential indicators, providing limits within which the treasury function must operate.

Councillor Crawford, Cabinet member for finance, highlighted there were no changes to the counterparty selection criteria in the proposed strategy for 2025/26.

Both Cabinet and the Joint Audit and Governance Committee had supported the strategy together with approving the prudential indicators and limits and approving the annual investment strategy and lending criteria and the Environmental, Social and Governance Policy.

RESOLVED: to

1. approve the treasury management strategy 2025/26, as set out in appendix A to the report of the head of finance to the Cabinet meeting on 31 January 2025;

2. approve the prudential indicators and limits for 2025/26 to 2027/28, as set out in appendix A to the report;

3. approve the annual investment strategy 2025/26, as set out in appendix A to the report, and the lending criteria detailed in table 6 in appendix A to the report; and

4. approve the Environmental, Social and Governance (ESG) policy in Appendix E.

Cabinet, at its meeting on 31 January 2025, considered the report of the head of finance on the council’s capital strategy for 2025/26 to 2034/35.   

RECOMMENDATIONS TO COUNCIL: to

1.     approve the capital strategy 2025/26 to 2034/35 attached at appendix one of the head of finance’s report to Cabinet on 31 January 2025, and

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

Council considered Cabinet’s recommendations made at its meeting on 31 January 2025 on the capital strategy for 2025/26 to 2034/35.

Councillor Crawford, Cabinet member for finance, reported that the strategy would provide the parameters within which capital expenditure and investment decisions would be made once the supporting requirements were in place. Limited changes to the strategy reflected:

·       Changes to the council plan objectives

·       A change to the accounting treatment of Leasing by the adoption of International Financial Reporting Standard 16

·       Adjustment to the strategy for the flexible use of capital receipts (Annex A) to remove the need to utilise these as the previously intended use, to cover expenditure, was covered by underspends in 2023/24.

RESOLVED: to

1. approve the capital strategy 2025/26 to 2034/35, as set out in appendix 1 of the head of finance’s report to Cabinet on 31 January 2025; and

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

At its meeting on 31 January 2025, Cabinet considered the attached report of the head of housing and environment on the use of Section 106 funds to purchase accommodation as temporary accommodation or general needs housing and funds to support the purchase of Local Authority Housing Fund properties.

RECOMMENDATIONS TO COUNCIL:

1.    To the use of up to £2.178 million of Section 106 funds, to invest in the purchase of one/two-bedroom homes to be used as temporary accommodation.

2.    Subject to decision a) that Council delegates authority to the Head of Development and Corporate Landlord, in consultation with Heads of Housing and Environment, Finance and Legal and Democratic, to take the required actions as outlined within this report to purchase homes.

3.    Subject to decision (a), that Council delegates authority to the Head of Housing and Environment, in consultation with Heads of Development and Corporate Landlord, Finance and Legal and Democratic, to determine the use for these properties, with priority being given to use as temporary accommodation to avoid the use of B&B/hotels.

4.    To the use of up to £3.8 million of Section 106 funds to financially support the purchase of temporary accommodation under the Local Authority Housing Fund.

Council considered Cabinet’s recommendations made at its meeting on 31 January 2025 on the use of Section 106 funds to purchase accommodation as temporary accommodation or general needs housing and funds to support the purchase of Local Authority Housing Fund properties.

In the absence of Councillor Caul, Councillor Coleman introduced the item and moved Cabinet’s recommendations. He reported a correction to paragraph 9 of the report considered by Cabinet which stated that the council had received no grant applications under the new S106 Housing Policy to support the delivery of more affordable housing. On 13 January the council did receive an application for approximately £1 million of funds from S106 funds from a registered housing provider. The application had not yet been fully assessed by officers and it was therefore unclear whether the scheme would be recommended for progression.

RESOLVED: to

1.    agree the use of up to £2.178 million of Section 106 funds, to invest in the purchase of one/two-bedroom homes to be used as temporary accommodation;

2.    authorise the head of development and corporate landlord, in consultation with heads of housing and environment, finance and legal and democratic, to take the required actions as outlined within this report to purchase homes;

3.    to authorise the head of housing and environment, in consultation with heads of development and corporate landlord, finance and legal and democratic, to determine the use for these properties, with priority being given to use as temporary accommodation to avoid the use of B&B/hotels;

4.    agree the use of up to £3.8 million of Section 106 funds to financially support the purchase of temporary accommodation under the Local Authority Housing Fund.

Cabinet, at its meeting on 31 January 2025, considered the attached report of the head of finance on the adoption of an amended (reduced) empty duration before a long-term empty property premium becomes applicable.

RECOMMENDATIONS TO COUNCIL: that, with effect from 1 April 2026, the following amendments are made to the council’s long-term empty property premiums (LTEPP):

1.   to reduce the current empty property duration allowed, prior to a council tax LTEPP commencing, down from two years to one year. This change is provided for within the Levelling-up and Regeneration Act 2023

2.   adopt all LTEPP exceptions laid out within the Council Tax (Prescribed Classes of Dwellings and Consequential Amendments) (England) Regulations 2024, published on 1 November 2024 (listed within the body of the report).

Council considered Cabinet’s recommendations, made at its meeting on 31 January 2025, on the adoption of an amended empty duration before a long-term empty property premium becomes applicable.

Councillor Crawford, the Cabinet member introduced the item and moved Cabinet’s recommendations. The purpose of the change was to incentivise empty property owners to bring houses back into use sooner by reducing the current two year duration down to one year.

RESOLVED: That, with effect from 1 April 2026, the following amendments are made to the council’s long-term empty property premiums (LTEPP):

(a)  to reduce the current empty property duration allowed, prior to a council tax LTEPP commencing, down from two years to one year. This change is provided for within the Levelling-up and Regeneration Act 2023

(b)  adopting all LTEPP exceptions laid out within the Council Tax (Prescribed Classes of Dwellings and Consequential Amendments) (England) Regulations 2024, published on 1 November 2024 (listed within the body of the report of the head of finance to Cabinet at its meeting on 31 January 2025).

Cabinet, at its meeting on 31 January 2025, considered the attached report of the head of finance on the the draft revenue budget 2025/26, and the capital programme 2025/26 to 2029/30.

Scrutiny Committee considered and noted the report at its meeting on 28 January 2025. No recommendations were made to Cabinet.

RECOMMENDATIONS TO COUNCIL: to

1.    set the revenue budget for 2025/26 as set out in appendix A.1 to the head of finance’s report to Cabinet on 31 January 2025;

2.    approves the capital programme for 2025/26 to 2029/30 as set out in appendix D.1 and D.2 to the report, together with the capital programme changes as set out in appendix D.3 and appendix D.4 to the report,

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

4.    sets the council’s medium-term financial plan to 2029/30 as set out in appendix F to the report.

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

1.    set the revenue budget for 2025/26 as set out in appendix A.1 to the head of finance’s report to Cabinet on 31 January 2025;

2.    approve the capital programme for 2025/26 to 2029/30 as set out in appendix D.1 and D.2 to this report, together with the capital programme changes as set out in appendix D.3 and appendix D.4 to the head of finance’s report to Cabinet on 31 January 2025;

3.    set the council’s prudential limits as listed in appendix E to the head of finance’s report to Cabinet on 31 January 2025;

4.    set the council’s medium-term financial plan to 2029/30 as set out in appendix F to the head of finance’s report to Cabinet on 31 January 2025.

In moving the Cabinet recommendations, Councillor Crawford, the Cabinet member for finance introduced the draft budget, noting that the council entered the next financial year with general fund and unallocated revenue reserves of £32 million due to the excellent work of officers and Cabinet colleagues to control expenditure and maximise revenue.  There were no service cuts in the budget with a projected deficit of £250,000. The budget allocated further funds to continue supporting the community hub during a difficult time for some residents. The medium term financial plan showed falling and potential unsustainable revenue reserves in the longer term. Further reductions in Government support, a fall in treasury income, the ongoing cap to Council Tax and the need to renegotiate several significant contracts could all lead to a widening gap between income and expenditure in future years.  The proposed capital programme, which included existing and new schemes, would lead to capital receipts being almost exhausted over the next five years. The council had made good use of both S106 and CIL monies to support new infrastructure, but such funding was finite. He had therefore requested that officers review all capital schemes in early 2025/26 to ensure they remained vital and good value for money.  He noted that the national review of local government and the importance for the district council to ensure it has clarity on how services will be funded going forward.

Green Group amendment

Councillor James moved and Councillor Patel seconded the following amendment:

To provide an additional £50,000 for the Climate Action Fund Grants.

In moving the amendment Councillor James stated that the amendment proposed making an additional £50,000 available for the Climate Action Fund grants in the 2025/26 financial year.  The budget currently provided for £100,000 in Climate Action Fund grants each year, so this would bring it to £150,000.

Those supporting the amendment noted that in the last year, due to some carry over from the previous year, the actual funds available were about £140,000 and these were fully utilised so it was considered likely that there would be demand for increased grant  ...  view the full minutes text for item 79.

To consider the report of the head of finance on the setting of the council tax for the 2025/26 financial year – report to follow.

Council considered the report of the head of finance on the setting of the Council Tax for the 2025/26 financial year.

In accordance with regulations requiring councils to record the names of those members 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:

RESOLVED:

1.    To note that at its meeting on 18 December 2024 the council calculated the council tax base 2025/26:

(a) for the whole council area as 59,151.5 [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 2025/26 (excluding parish precepts) is £9,564,206 3.

3.    That the following amounts be calculated for the year 2025/26 in accordance with Sections 31 to 36 of the Act:

(a) £93,225,640 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) £77,719,616 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(3) of the Act.

(c) £15,506,024 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 year. (Item R in the formula in Section 31B) of the Act).

(d) £262.14 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 2 the Act, as the basic amount of its council tax for the year (including parish precepts).

(e) £5,941,818 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) £161.69 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 dwellings in those parts of its area to which no parish precept relates.

4.    To note that for the year 2025/26 Oxfordshire County Council has  ...  view the full minutes text for item 80.

Cabinet, at its meeting on 31 January 2025, considered the attached report of the head of policy and programmes on the proposed Council Plan 2025-2029.

RECOMMENDATION TO COUNCIL: to approve the Vale of White Horse District Council Plan 2025-2029 attached at Appendix 1 of the report.

Council considered Cabinet’s recommendation, made at its meeting on 31 January 2025, on the adoption of the Council Plan – At the Heart of the Vale. Councillor Foulsham, the Cabinet member, introduced the item and moved Cabinet’s recommendations.

Councillors welcomed the priorities set out in the Plan which had been shaped by councillor involvement at briefings and committee meetings and with excellent resident engagement including in person events. Notwithstanding this support, a view was expressed that the some of the priorities, particularly those related to Net Zero targets, were not adequately supported by the budget.

RESOLVED: to approve the Vale of White Horse District Council Plan 2025-2029 as attached at Appendix 1 of the report of the head of policy and programmes to the Cabinet meeting of 31 January 2025.

To consider the report of the head of  corporate services on the adoption of a pay policy statement to meet the requirements of the Localism Act - attached.

Council considered the report of the head of corporate services 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 2025/26 attached to the report of the head of corporate services to the Council meeting on 12 February 2025.

To receive the report of the Leader of council. 

Councillor Thomas, Leader of the council, provided an update on a number of matters. 

To receive the attached update report.

Council noted the Future Oxfordshire Partnership update report attached to the agenda for the Council meeting held on 12 February 2025.

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

Question from Councillor Sarah James to Councillor Andrew Crawford, Cabinet Member for Finance and Property

Vale of White Horse District Council has had a plan in place for some time to move our offices to a new headquarters, Didcot Gateway, which was to be built and owned by South Oxfordshire District Council.  This long-term plan is upended by the Government’s move to require wholescale reorganisation of Local Government in much of England, including Oxfordshire.

Please can the Cabinet member update us on what this means for VWHDC and its staff and councillors, and for the buildings that we are currently using for offices and meetings: Abbey House and The Beacon.

Question from Councillor James to Councillor Crawford, Cabinet Member for Finance and Property

Vale of White Horse District Council has had a plan in place for some time to move our offices to a new headquarters, Didcot Gateway, which was to be built and owned by South Oxfordshire District Council.  This long-term plan is upended by the Government’s move to require wholescale reorganisation of Local Government in much of England, including Oxfordshire.

Please can the Cabinet member update us on what this means for VWHDC and its staff and councillors, and for the buildings that we are currently using for offices and meetings: Abbey House and The Beacon.

Written response

At this stage we have no definite timeline for local government reform, beyond the confirmation of Government that they expect initial proposals by the middle of March and final ones no later than mid-November.  Once we have clarity on the geography of the strategic mayoral authority and unitary council and the transition timeline, then the impact on future finances and programmes of work will be considered.  For now, the budget provision in the capital programme of £950,000 to fund Vale’s share of the fit-out costs for the new office accommodation remains, and at the South Oxfordshire District Council’s Cabinet meeting on 30 January 2025, the Leader of the Council confirmed that officers are proceeding to planning determination for their proposed office accommodation at the Didcot Gateway site. As with any major project, the programme is subject to regular progress reviews by officers.   Abbey House continues to be our current main office and meeting space for this council, and officers continue to market the available space in Abbey House in accordance with effective management of the council’s operational estate. With regards to the Beacon, it also continues to be an office and meeting space and our officers are implementing the 18-months action plan agreed by Cabinet on 16 February 2024, and an update report is being presented to Scrutiny on 20 March 2025 and Cabinet on 11 April 2025.  The Beacon remains funded both within the proposed budget, and throughout the life of the MTFP.

Supplementary question and answer

In response to a supplementary question, Councillor Crawford confirmed that members would be kept updated but he noted that the Didcot Gateway project was a South Oxfordshire District Council project.

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

(1)       Motion to be proposed by Councillor Sarah James, seconded by Councillor Viral Patel:

Support for a More Democratic Devolution Process for Oxfordshire

This Council notes that:

1. The current devolution process in Oxfordshire must prioritise democratic governance and accountability to ensure that decisions are made in the best interests of Vale of White Horse residents.

2. The high cost of standing for metro mayoral elections in England, including a £5,000 deposit and a £5,000 contribution for inclusion in a candidate booklet, deters capable individuals from running for office. While it is essential to discourage frivolous candidacies, alternative mechanisms, such as requiring candidates to gather a specified number of signatures from electors, could achieve this more effectively.

3. Spending limits for mayoral elections are disproportionately high, with an allowance of up to £150,000 for areas with significant populations. This creates a significant barrier to genuine democratic participation and fair competition.

4. Until 2023, mayoral elections in England were conducted under the Supplementary Vote system, which provided a fairer voting mechanism compared to the First Past the Post system now in use.

5. A democratically elected assembly would enhance the devolution process by providing necessary oversight and scrutiny of the mayor's decisions, ensuring power is exercised transparently and in the best interest of Vale of White Horse residents.

This Council believes that:

1. Reducing the financial barriers to standing for election would foster greater participation and diversity among candidates, strengthening democracy.

2. Lowering spending limits for mayoral elections would create a more equitable electoral process, allowing fair competition and enhancing the legitimacy of elected officials.

3. Reintroducing a fairer voting system, such as the Supplementary Vote, would ensure a more representative and democratic outcome.

4. Establishing a directly elected assembly, along the lines of the London Assembly, as part of the devolution process is essential for maintaining checks and balances and safeguarding transparency and accountability.

This Council resolves to:

1. Call for the cost of standing for election to be lowered by reducing deposit requirements, and introducing an alternative mechanism, such as requiring signatures from electors, to discourage frivolous candidacies;

2. Submit a formal request in writing to the Electoral Commission to recommend the reduction of spending limits in mayoral elections to ensure fair and equitable competition among candidates;

3. Support the reintroduction of a fairer voting system, such as the Supplementary Vote, for mayoral elections in England;

4. Support the establishment of a democratically elected assembly as part of the devolution process in Oxfordshire, to provide oversight and scrutiny of the mayor’s decisions, and write to the Local Government Association (LGA) to investigate whether this move could be backed and supported nationally;

5. Support the use of the additional member system or another form of mixed-member proportional representation as the method by which to elect members to the above assembly;

6. Write a letter to the Leader of Oxfordshire County Council, the relevant minister in the Ministry of  ...  view the full agenda text for item 86.

Councillor James moved, and Councillor Patel seconded, the motion as set out in the agenda at item 19.

In accordance with Council Procedure Rule 68, which provides for a recorded vote if three members request one, the chair called for a recorded vote on the motion which was declared lost with the voting as follows:

To consider whether to exclude members of the press and public from the meeting for the following items of business under Section 12A of the Local Government Act 1972 as amended on the grounds that:

(i)     It is likely that there will be disclosure of exempt information as defined in paragraph 3 of Schedule 12A, and

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

Not required.

To adopt and sign as a correct record the confidential Council minutes of the meeting held on 18 December 2024. 

Item considered in public session.

RESOLVED: to approve the confidential minutes of the meeting held on 18 December 2024 and agree that the Chair sign them as such.