Agenda and minutes

To receive any announcements from the chair. 

The chair opened the meeting and briefly ran through housekeeping matters.

To record apologies for absence. 

Apologies were noted from Councillors Bethia Thomas and Neil Fawcett.

To adopt and sign as a correct record the minutes of the Cabinet meeting held on 20 December 2024.

Resolved:

The minutes of the meeting on 20 December 2024 were agrred as a correct record, and the chair would 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.

None

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

Two public speakers addressed the Cabinet.

Councillor Sarah James spoke to agenda item 15, Revenue Budget 2025/26 and Capital Programme 2025/26 - 2029/30. Councillor James considered that action on climate change and nature recovery were clear priorities and were supported by the public (as reflected in the Council Plan consultation), and the target, even if hard to achieve, was considered appropriate by Councillor James, who asked where was the action on climate change in the Budget and Capital Programme? It was noted that some projects had funding and were proceeding, but Councillor James considered that additional budgeting was needed to meet targets.

Councillor James was thanked for her contribution. The Chair noted that we were legally required to balance the budget and forecast for the medium-term financial plan. A written response would be provided to Councillor James.

Councillor Viral Patel spoke to agenda item 11, Car park fees and charges.

Councillor Patel considered that the report was very clear and thanked officers. He considered that even though the Cabinet could choose to not increase the charges, he felt that options A and B in the report should be considered by the Cabinet and he was in support of increasing the charges, in particular charging 50p for the first hour. His reasons included cost of maintenance for car parks and the fact that this was a discretionary service. He was in favour of a ten percent increase in the charges but was not in support of Sunday charges where public transport was not as frequent. He considered that the first hour charge and a ten percent increase could be achieved together at a slightly later date, to consider giving residents time to adjust to the increases in bus fares.

The chair thanked Councillor Patel, and his comments would be considered when the item was discussed.

A verbal update will be provided on recommendations and updates from other committees to Cabinet.

It was noted that the Scrutiny Committee considered the Council Plan and Budget and Capital Programme. Both items were recommended to Cabinet.

Joint Audit and Governance Committee also considered Treasury reports with no additional comments.

To consider the report from the Head of Policy and Programmes.

Recommendation: To approve the Council Plan 2025-2029 (Appendix 1) and recommend its adoption to Full Council.

The Cabinet member for Policy and Programmes introduced the report, supported by the Head of Policy and Programmes, who was present online. The Cabinet considered the report and agreed the following recommendation.

RECOMMENDATION: To Council

Cabinet approves the Vale of White Horse District Council Plan 2025-2029 (Appendix 1) and recommend its adoption to Full Council.

To consider the report from the Head of Housing and Environment.

Recommendation(s)

(a)  That Cabinet approves the adoption of the joint Rent Setting Policy for council-provided social housing as outlined in Appendix A.

(b)  That Cabinet delegates authority to the Head of Housing and Environment to implement the policy and oversee rent and service charge setting within the prescribed framework.

(c)  That Cabinet delegates authority to the Head of Housing and Environment, in conjunction with the Head of Legal and Cabinet member for Housing, to make operational and minor changes to the Policy as required.

(d)  To allow constitutional changes to authorise the Head of Housing and Environment to amend rents in line with point (c).

The report was introduced by the Cabinet Member for Housing, Leisure Facilities and Community Buildings. The Head of Housing and Environment was present online.

There were some amendments to the report.  These would be corrected by the Head of Housing and Environment in the final version of the policy.

Paragraph 8.3 of the policy should read CPI +1%, not CPI+1.5% as printed. Paragraph 14.3 of the policy will have the following line add at the end: “unless such an increase would take the rent above the applicable LHA rate, at which point the rent increase (and future increases) will be capped at the LHA rate.” Any other minor amendments will be handled by the Head of Service.

There was a major addition to the report and recommendations. Whilst the policy was written to be applicable to any year, it was important to formally record the percentage increase that will apply to rents from 01 April 2025.  Therefore, the following addendum to the report was required as an additional paragraph to be added after paragraph 9 of the report.

The CPI figure for September 2024 was 1.7%.  Therefore, in line with the requirements of legislation and policy, the maximum increase for applicable rents for 2025/26 was 2.7%, and this being the proposed figure.  No rents will be set above the relevant local housing allowance (LHA) rate, and therefore if a 2.7% increase would take the rent above the LHA rate, this will be capped at the LHA rate.  All tenants will be written to inform them of this increase at least 30 days before the rise applies.

The proposed additional recommendation was:

Recommendation e)

That Cabinet approves the increase of rents by up to 2.7% from 01 April 2025, and that delegated authority is given to the Head of Housing and Environment to calculate specific rents and ensure that all existing council tenants are made aware of this change.

Cabinet considered the report and agreed the following:

RESOLVED:

(a) That Cabinet approves the adoption of the joint Rent Setting Policy for council-provided social housing as outlined in Appendix A.

(b) That Cabinet delegates authority to the Head of Housing and Environment to implement the policy and oversee rent and service charge setting within the prescribed framework.

(c) That Cabinet delegates authority to the Head of Housing and Environment, in conjunction with the Head of Legal and Cabinet member for Housing, to make operational and minor changes to the Policy as required.

(d) To allow constitutional changes to authorise the Head of Housing and Environment to amend rents in line with point (c).

(e) That Cabinet approves the increase of rents by up to 2.7% from 01 April 2025, and that delegated authority is given to the Head of Housing and Environment to calculate specific rents and ensure that all existing council tenants are made aware of this change.

To consider a report from the Head of Housing and Environment.

Recommendations

That Cabinet:

a)    recommends to Council 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.

b)    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.

c)    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.

d)    Recommends to Council 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

The report was introduced by the Cabinet Member for Housing, Leisure Facilities and Community Buildings. The Head of Housing and Environment was present online.

The report sought permission from Cabinet to request that Full Council approve the allocation of Section 106 (S106) funds for two purposes, both of which were to support the provision of housing in the district.

The background of the report outlined how the council obtains funding through Section 106 agreements to support the provision of affordable housing that had not been delivered on development sites.  This fund was accessible, upon application, to any qualifying housing provider.

Officers had highlighted that paragraph 9 was factually incorrect because on 13 January 2025 we received one application for approximately £1 million of funds from the S106 housing balance from a Registered Provider.  This application had not yet been fully assessed by officers and it was currently unclear at this time whether it would be recommended.

The report also outlined the council’s current need for temporary accommodation for single people and couples that was not currently well served by existing temporary accommodation provision.  The council currently spends hundreds of thousands of pounds per year on bed & breakfast and hotel rooms, and the proposal was to minimise this by directly providing more self-contained accommodation.

Part 1 proposes that by using just over £2.1 million of Section 106 funding, the council would source suitable housing for singles and couple, mainly one bedroomed units.  The Strategic Property team would source, survey and purchase suitable units that would be provided by the council’s Housing Delivery team.  If there was a point in the future when the need for temporary accommodation has reduced, officers would be able to consider the change of use to general needs social housing.

Part 2 of the report outlined how the council have bought, and were buying, 22 housing properties through the Local Authority Housing Fund (LAHF), for which 40% of the capital was funded by government grant.  The proposal was that the council’s share of the remaining capital costs would be funded by S106 funds, and the ability to do this was outlined within the report.

As some of the purchases under the LAHF scheme had yet to be completed, it was not possible for officers to say exactly how much capital will be required.  Therefore, officers were asking for Full council to enable them to spend up to £3.8million of eligible S106 funds.

All purchases using Section 106 funds under both Parts of the report will be subject to ensuring that the terms of the original S106 agreements are adhered to, from which the funds were obtained.

As shown in Appendix 2, the current S106 balance was just short of £6.2 million.  If both parts of this report were approved, and the full amount required for LAHF purchases was to be used, this would reduce the current balance of uncommitted funds that could be bid for by affordable housing providers to approximately £200,000.

Cabinet were in support of  ...  view the full minutes text for item 109.

To consider a report from the Head of Development and Corporate Landlord.

Recommendations:

(a) Cabinet to agree the car parking fees for the financial year 2025-26. In addition, if Cabinet does agree to amend the fees and charges that require a change in the car parking fees or order, to:

(b) authorise the Head of Legal and Democratic to prepare a Notice of Variation under the Road Traffic Regulation Act 1984 for publishing in the local newspaper and all affected car parks.   (Or authorise the Head of Legal and Democratic to prepare and publish a draft order under the Road Traffic Regulation Act 1984)

(c) authorise the Head of Development and Corporate Landlord to oversee necessary communications and consultations and report back to Cabinet.

The report was introduced by the Cabinet Member for Environmental Services and Waste. The Technical Services Manager was present to assist with questions. The Head of Development and Corporate Landlord was present online.

The report provided information to help Cabinet decide whether it chooses to amend the car park fees and charges in the Vale of White Horse District Council car parks. Reviewing the car park fees and charges each year was in line with the Council’s car park policy. Council car park fees were compared with other neighbouring car parks.

In October 2024, the Council commissioned ‘Commercial Gov’ to carry out a review of the car park fees for the Council along with other income generating services to see how to maximise income.

Based on the Commercial Gov review, officers provided Cabinet with options A to F, in table seven of the report.

The Chair opened up discussion and welcomed thoughts on all the options presented to the Cabinet. Members of Cabinet discussed the options provided. Option B, to maximise all charges by ten percent, was not agreed, when put to the vote.

Members of Cabinet discussed Options C and F.

Option C was to amend permit prices to a daily fee x 5 (days) x 52 (weeks) with a 40 percent reduction. Permits will be standardised to be calculated on an agreed formula. Permits would be available to purchase on a monthly or annual basis only with users being able to set up automatic renewal payments each month if they prefer. It was estimated that an increase in income per year of £40,000 per year (total estimated at £120,000 per year) based on applying the formula to the number of permits sold in 2023/24. Members voted in favour of this change when put to the vote.

Option F: This option was for the delegated authority to be able to decide whether to recharge any lost income from reserved bays to any event organiser or not recharge. This would be in consultation with the Cabinet member for Environment Services and Waste. The proposed recharge was the loss of income (the daily parking fee) plus 20 percent which includes VAT.  Members voted in favour of this change when it was put to the vote.

Both options C and F can be dealt with by simple notice of variation.

RESOLVED:

(a) That Cabinet agrees the car parking fees for the financial year 2025-26

In addition, Cabinet agreed to implement:

Option C, to amend permit prices based on current daily fee and calculated on an agreed formula, and

Option F, that authority is delegated to the Head of Development and Corporate Landlord in consultation with the Cabinet member for technical services to decide whether to recharge any loss of income from reserving bays in car parks and if so, the recharge would be the loss of income from the daily fee plus 20 percent inclusive of VAT.

(b) authorise the Head of Legal and Democratic to prepare a Notice of  ...  view the full minutes text for item 110.

To consider a report from the Head of Finance.

Recommendations

That Cabinet:

1.        Considers any comments from Joint Audit and Governance Committee

2.        notes the treasury management mid-year monitoring report 2024/25.

3.        is satisfied that the treasury activities are carried out in accordance with the treasury management strategy and policy, and

4.        recommends council to approve the report

The Cabinet Member for Finance and Property Assets introduced this report. Also present was the Head of Finance. The Strategic Finance Manager was present online.

The report covered the treasury management activity for the first half of 2024/25 in compliance with the requirements of the CIPFA (Chartered Institute of Public Finance and Accountancy) Code of Practice for Treasury Management 2021.  It provided an update on the mid-year position and prudential indicators with a view to the remainder of the year. Cabinet considered the report and voted in favour of providing the following recommendation to Council.

RESOLVED:

That Cabinet:

1. considered comments from Joint Audit and Governance Committee

2. noted the treasury management mid-year monitoring report 2024/25.

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

RECOMMENDATION: To Council

4. Cabinet recommends to Council to approve the report

To consider a report from the Head of Finance.

Recommendations

That Cabinet:

1.    Considers any comments from Joint Audit and Governance Committee

2.    notes the treasury management strategy 2025/26, prudential indicator limits and annual investment strategy as set out in Appendix A, and

recommends these to Council:

3.    To approve the treasury management strategy 2025/26 set out in Appendix A to this report.

4.    To approve the prudential indicators and limits for 2025/26 to 2027/28 as set out in Appendix A.

5.    To approve the annual investment strategy 2025/26 set out in Appendix A, and the lending criteria detailed in table 6.

The Cabinet Member for Finance and Property Assets introduced this report. Also present was the Head of Finance. The Strategic Finance Manager was present online.

The report presented the council’s Treasury Management Strategy for
2025/26. This strategy sets out how the council’s treasury service would support financing of capital investment decisions, and how treasury management operates on a day-to-day basis. The strategy sets out the limitations on treasury management activity informed by the prudential indicators, within which the council’s treasury function must operate.

Officers noted an omission in the report – there was a suggested recommendation for Cabinet to request Council approve the Environmental, Social and Governance (ESG) Policy in appendix 6. The proposed recommendation was not included in the original report.

Cabinet considered the report and the addition of the ESG recommendation and voted in favour of making the following recommendations to Council.

RESOLVED:

That Cabinet:

1. Considered comments from Joint Audit and Governance Committee

2. notes the treasury management strategy 2025/26, prudential indicator limits and annual investment strategy as set out in Appendix A, and

RECOMMENDATIONS: To Council

Cabinet recommends that Council to:

3. approve the treasury management strategy 2025/26 set out in Appendix A to this report

4. approve the prudential indicators and limits for 2025/26 to 2027/28 as set out in Appendix A.

5. approve the annual investment strategy 2025/26 set out in Appendix A, and the lending criteria detailed in table 6.

6. approve the Environmental, Social and Governance (ESG) Policy in appendix 6.

To consider a report from the Head of Finance

Recommendations:

a)    That cabinet recommends to council to approve the capital strategy 2025/26 to 2034/35 which is contained in appendix one of the report of the Head of Finance.

b)    That cabinet recommends to council to agree the strategy for flexible use of capital receipts which is contained as annex A of the capital strategy.

The Cabinet Member for Finance and Property Assets introduced this report. Also present was the Head of Finance. The Strategic Finance Manager was present online.

The report requested Cabinet to recommend Council to approve the capital strategy for 2025/26 to 2034/35. This strategy outlined the council’s approach to capital spending, based on the council’s corporate strategy, and was linked to the council’s corporate objectives, medium-term financial strategy, and management of projects and programmes.

Under the Chartered Institute of Public Finance and Accountancy (CIPFA) Prudential Code, a capital strategy was required to be agreed ahead of each financial year. This was presented under Appendix one of the report. The strategy provided the overall policy framework for capital expenditure and investment by combining the requirements of the council’s strategic objectives, and the constraints of its medium-term financial plan, and within the parameters set by those, it determines how capital schemes can be progressed.

Key changes to the strategy were amendments to the Council objectives (Section 7) and a change to the accounting treatment of Leasing by the adoption of International Financial Reporting Standard 16.

The strategy provided a high-level overview of how capital expenditure; capital financing and treasury management activity contribute to the provision of services, and an overview of how associated risk was managed and the implications for future financial sustainability.  This will increase transparency in the planning, approval and monitoring of capital expenditure.

Cabinet agreed on the following recommendations.

RECOMMENDATIONS: To Council

(a) That Cabinet recommends to Council to approve the capital strategy 2025/26 to 2034/35 which is contained in appendix one of the report of the Head of Finance.

(b) That Cabinet recommends to Council to agree the strategy for flexible use of capital receipts which is contained as annex A of the capital strategy.

To consider a report from the Head of Finance

Recommendations

b)       That Cabinet recommends to Council that it:

·     Sets the revenue budget for 2025/26 as set out in appendix A.1 to this report,

·     Approves 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 this report,

·     sets the council’s prudential limits as listed in appendix E to this report,

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

c)       That Cabinet agrees that the head of finance, in consultation with the cabinet member for finance, may make minor adjustments to this report and the prudential indicators should they prove necessary prior to its submission to Council on 12 February 2025.

The Cabinet Member for Finance and Property Assets introduced this report. Also present was the Head of Finance. The Strategic Finance Manager was present online. Members were offered a budget briefing prior to this meeting to help answer any technical questions.

The report was presented to Cabinet and it was explained that there was some future uncertainty from the proposed Local Government Reorganisation as directed by Central Government. Cabinet thanked officers for their work in providing a balanced budget.

RECOMMENDATIONS: To Council

(a)  That Cabinet recommends to Council that it:

• Sets the revenue budget for 2025/26 as set out in appendix A.1 to this report
• Approves 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 this report,
• sets the council’s prudential limits as listed in appendix E to this report,
• sets the council’s medium-term financial plan to 2029/30 as set out in appendix F to this report.

RESOLVED:

(b)  That Cabinet agrees that the head of finance, in consultation with the cabinet member for finance, may make minor adjustments to this report and the prudential indicators should they prove necessary prior to its submission to Council on 12 February 2025.

To consider a report from the Head of Finance

Recommendations:

Cabinet recommends to Council 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 below).

The Cabinet Member for Finance and Property Assets introduced this report on Long-term empty property premium (LTEPP) duration change. Also present was the Head of Finance. The Revenue and Benefits Manager was present online.

The purpose of this report was to enable the council to adopt an amended (reduced) empty duration before a LTEPP becomes applicable. It also introduced the application of the exceptions recently published within The Council Tax (Prescribed Classes of Dwellings and Consequential Amendments) (England) Regulations 2024.

Empty properties pose issues such as risk of vandalism, anti-social behaviour and squatting. By ensuring properties aren’t vacant for too long, we help to make homes available when there are waiting lists for people needing a home and people needing to use temporary accommodation. The premium was an incentive for homeowners to encourage use of their property.

Cabinet’s options to recommend were:

1.    to proceed with the LTEPP modification detailed in the report by reducing the empty duration from a minimum of two years to one year.

2.    Another option would be to decide on an alternative empty duration between one and two years before the empty property attracts a LTEPP.

3.    Alternatively, we leave the current two-year LTEPP unchanged.

Cabinet agreed the following recommendations.

RECOMMENDATIONS: To Council

Cabinet recommends to Council 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 below).