Agenda and minutes

To adopt and sign as a correct record the minutes of the Council meeting held on 17 December 2015 (attached).

 

RESOLVED: to approve the minutes of the meeting held on 17 December 2015 as a correct record, subject to recording that Steve Connel had submitted his apologies, and agree that the Chairman sign them as such.

 

To receive any announcements from the chairman.

The chairman provided housekeeping information.

 

She reported that former Councillor Robert Haycraft, Leader of the council from 1990 to 1994, had died. She provided contact details for councillors to pass on their condolences and find out about the funeral arrangements.

 

 

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At its meeting on 28 January 2016, Cabinet considered the strategic director’s report on the procurement of corporate services.  The corporate services project had commenced in April 2014, attracting three new district council partners (Hart, Havant Borough, and Mendip) in addition to the council’s existing partner, Vale of White Horse District Council.   

 

The Joint Scrutiny Committee had met on 28 January 2016 and supported the recommendations contained in the report. 

 

Both South Oxfordshire’s and the Vale of White Horse’s Cabinets met together informally to discuss the officer’s report. 

 

Cabinet agreed with the recommendations set out in the report subject to an amendment to consult the chairman of the scrutiny committee on finalising the terms of reference of the joint scrutiny committee and also consultation with the Cabinet member on the terms of reference of the joint committee. 

 

The report of the strategic director, which Cabinet considered on 21 January 2016, was circulated to all councillors. Please bring this report to the meeting. A hard copy is available on request.

 

RECOMMENDATION: to

1.         agree to establish a corporate services joint scrutiny committee in accordance with the draft terms of reference outlined in appendix 4 to the strategic director’s report;

2.         authorise the chief executive, in consultation with the chairman of the Scrutiny Committee, to finalise the terms of reference of the committee;

3.         authorise the head of legal and democratic services to appoint members and substitutes to the committee in accordance with the wishes of the relevant group leader(s) and make consequential changes to the constitution.

Prior to the consideration of this item the chairman made a short statement. She advised that although a member of her family is affected by the corporate services procurement she had had no involvement in the awarding of the contract. As the decision before Council only related to the establishment of a joint scrutiny committee she had no interest to declare.

 

Council considered Cabinet’s recommendations, made at its meeting on 28 January 2016, to establish a corporate services joint scrutiny committee.

 

In introducing the recommendations Mrs Lloyd, Cabinet member responsible for the corporate services contract, recorded her appreciation, on behalf of the council, to the officers for their work on the corporate services project and the collaboration between the partner councils.

 

In response to a question Mrs Lloyd confirmed that democratic services were not included in the corporate services contract.

 

RESOLVED: to

1.         establish a corporate services joint scrutiny committee in accordance with the draft terms of reference outlined in appendix 4 to the strategic director’s report to Cabinet on 28 January 2016;

2.         authorise the chief executive, in consultation with the chairman of the Scrutiny Committee, to finalise the terms of reference of the committee;

3.         authorise the head of legal and democratic services to appoint members and substitutes to the committee in accordance with the wishes of the relevant group leader(s) and make consequential changes to the constitution.

 

Cabinet, at its meeting on 4 February 2016, considered a report on the modified South Oxfordshire Community Infrastructure Levy (CIL) Charging Schedule.

 

The report of the head of planning, which Cabinet considered on 4 February 2016, was circulated to all councillors. Please bring this report to the meeting. A hard copy is available on request.

RECOMMENDATION: to

1.         adopt the modified South Oxfordshire Community Infrastructure Levy  Charging Schedule with an effective implementation date of 1 April 2016;

2.         not introduce a policy for Discretionary Relief in Exceptional Circumstances

3.         approve the following Community Infrastructure Levy associated documents;

·      Community Infrastructure Levy Regulation 123 Infrastructure List

·      Community Infrastructure Levy Instalment Policy

 

Council considered Cabinet’s recommendations, made at its meeting on 4 February 2016, on the modified South Oxfordshire Community Infrastructure Levy Charging Schedule.

 

In response to views expressed, Mrs Gillespie, Cabinet member for development management, stated that adopting the Community Infrastructure Levy Charging Schedule was essential to bring in infrastructure funding to support development in the district.  The charging schedule was a good starting point but she acknowledged that a further review should be undertaken later in the year.

RESOLVED: to

1.         adopt the modified South Oxfordshire Community Infrastructure Levy  Charging Schedule with an effective implementation date of 1 April 2016;

2.         not introduce a policy for Discretionary Relief in Exceptional Circumstances;

3.         approve the following Community Infrastructure Levy associated documents;

·      Community Infrastructure Levy Regulation 123 Infrastructure List

·      Community Infrastructure Levy Instalment Policy

 

 

Cabinet, at its meeting on 4 February 2016, considered a monitoring report on the treasury management activities for the first six months of 2015/16 and an update on the current economic conditions with a view to the remainder of the year. 

 

The Joint Audit and Governance Committee had considered the report at its meeting on 25 January 2016 and had not recommended any adjustments to the strategy as a result of the first six months’ activities.  Likewise, Cabinet concluded that the treasury management activities had operated within the agreed parameters set out in the approved treasury management strategy. 

 

The report of the head of finance, which Cabinet considered on 4 February 2016, was circulated to all councillors. Please bring this report to the meeting. A hard copy is available on request.

 

RECOMMENDATION: to approve the treasury management mid-year monitoring report 2015/16. 

Council considered Cabinet’s recommendations, made at its meeting on 4 February 2016, on the treasury management activities for the first six months of 2015/16.

 

The Joint Audit and Governance Committee had considered the report at its meeting on 25 January 2016 and had not recommended any adjustments to the strategy as a result of the first six months’ activities.  Likewise, Cabinet concluded that the treasury management activities had operated within the agreed parameters set out in the approved treasury management strategy.

 

RESOLVED: to approve the treasury management mid-year monitoring report 2015/16

Cabinet, at its meeting on 4 February 2016, considered a report on the council’s treasury management strategy (TMS) for 2016/17 to 2018/19 and set out the expected treasury operations for this period.

 

The Joint Audit and Governance Committee considered the report at its meeting on 25 January 2016 and had not recommended any adjustments to the strategy.  Cabinet agreed to recommend Council approve the strategy as attached to the report.

 

The report of the head of finance, which Cabinet considered on 4 February 2016, was circulated to all councillors. Please bring this report to the meeting. A hard copy is available on request.

 

RECOMMENDATION: to approve

 

1.    the treasury management strategy 2016/17 set out in appendix A to the head of finance's report to Cabinet on 4  February 2016;

 

2.    the prudential indicators and limits for 2016/17 to 2018/19 as set out in table 2, appendix A to the head of finance's report; and

 

3.    the annual investment strategy 2016/17 set out in appendix A (paragraphs 23 to 58) and the lending criteria detailed in table 5 to the head of finance's report.

 

 

Council considered Cabinet’s recommendations, made at its meeting on 4 February 2016, on the approval of the council’s treasury management strategy (TMS) for 2016/17 to 2018/19.

 

The Joint Audit and Governance Committee considered the report at its meeting on 25 January 2016 and had not recommended any adjustments to the strategy.  Cabinet agreed to recommend Council approve the strategy.

 

RESOLVED: to approve

 

1.    the treasury management strategy 2016/17 set out in appendix A to the head of finance's report to Cabinet on 4 February 2016;

2.    the prudential indicators and limits for 2016/17 to 2018/19 as set out in table 2, appendix A to the head of finance's report; and

3.    the annual investment strategy 2016/17 set out in appendix A (paragraphs 23 to 57) and the lending criteria detailed in table 5 to the head of finance's report.

 

 

Cabinet, at its meeting on 4 February 2016, considered a report on the medium term financial strategy for 2016/17 to 2020/21.

 

The report of the head of finance, which Cabinet considered on 4 February 2016, was circulated to all councillors. Please bring this report to the meeting. A hard copy is available on request.

 

RECOMMENDATION: to approve the Medium Term Financial Strategy for 2016/17 to 2020/21 as attached to the head of finance's report to the Cabinet meeting of 4  February 2016. 

 

Council considered Cabinet’s recommendation, made at its meeting on 4 February 2016, on the medium term financial strategy for 2016/17 to 2020/21.

 

RESOLVED: to approve the Medium Term Financial Strategy for 2016/17 to 2020/21 as attached to the head of finance's report to the Cabinet meeting of 4 February 2016. 

 

Cabinet, at its meeting on 4 February 2016, considered a report on the council’s revenue budget to 2016/17 and capital programme to 2020/21.

 

Cabinet resolved to agree that the Cabinet member for finance, in conjunction with the head of finance, may make minor adjustments to the report and prudential indicators should they prove necessary prior to submission to Council. Any adjustments will be reported to Council.

 

The report of the head of finance, which Cabinet considered on 4 February 2016, was circulated to all councillors. Please bring this report to the meeting. A hard copy is available on request.

 

The Scrutiny Committee will consider this report at its meeting on 9 February 2016. Any views or recommendations will be reported to Council.

 

RECOMMENDATION: to

 

1.    set the revenue budget for 2016/17 as set out in appendix A.1 to the head of finance's report to Cabinet on 4 February 2016;

2.    agree that the capital schemes listed in paragraph 39 of the head of finance’s report remain in the capital programme

3.    approve the capital programme for 2016/17 to 2020/21 as set out in appendix D.1, together with the capital growth bids set out in appendix D.2 to the head of finance’s report;

4.    set the council’s prudential limits as listed in appendix E to the head of finance's report;

5.    approve the medium term financial plan to 2020/21 as set out in appendix F to the head of finance's report;

6.    allocate £1,000,000 to fund the Communities Capital Grant Scheme; and

7.    authorise the head of finance, in consultation with the Cabinet member for finance, to issue an efficiency statement to government in order to secure a four year settlement, if this is considered to be beneficial to the council.

The chairman 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 chairman 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,appendix G to the budget report, on the robustness of the budget estimates and the adequacy of the reserves.

 

Mrs Murphy, Cabinet member for finance, presented the Cabinet’s proposals for the revenue budget 2016/17 and capital programme to 2020/21. On behalf of the council she thanked officers for their part in continuing to control costs and in preparing the draft budget.

Mrs Murphy moved and Mr Hall seconded a motion to approve Cabinet’s recommendations as follows:

That Council:

 

1.    sets the revenue budget for 2016/17 as set out in appendix A.1 to the head of finance's report to Cabinet on 4 February 2016;

2.    agrees that the capital schemes listed in paragraph 39 of the head of finance’s report remain in the capital programme

3.    approves the capital programme for 2016/17 to 2020/21 as set out in appendix D.1, together with the capital growth bids set out in appendix D.2 to the head of finance’s report;

4.    sets the council’s prudential limits as listed in appendix E to the head of finance's report;

5.    approves the medium term financial plan to 2020/21 as set out in appendix F to the head of finance's report;

6.    allocates £1,000,000 to fund the Communities Capital Grant Scheme; and

7.    authorises the head of finance, in consultation with the Cabinet member for finance, to issue an efficiency statement to government in order to secure a four year settlement, if this is considered to be beneficial to the council.

 

Mr Turner moved and Mrs Davies seconded an amendment to the above budget to remove the growth bid of £30,000 to fund a political assistant post. Those councillors who spoke in support of the amendment were of the view that public funds should not be used to fund political assistant posts, that the funds could be used in other areas for example to support a reduction in the garden waste charge.

 

Those councillors who spoke against the amendment stated that the post would provide policy advice and research to the Cabinet to bring forward imaginative policy ideas which would benefit the community. Although titled a political assistant the role would act  ...  view the full minutes text for item 40.

To consider the report of the head of finance on the setting of the council tax for the 2016/17 financial year (report to follow).

 

Council considered the report of the head of finance on the setting of the Council Tax for the 2016/17 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 Chairman called for a recorded vote which was carried with the voting being as follows:

 

FOR	AGAINST	ABSTAIN
Charles Bailey
Joan Bland
Felix Bloomfield
Kevin Bulmer
Steve Connel
Margaret Davies
Anthony Dearlove
David Dodds
Elizabeth Gillespie
Will Hall
Tony Harbour
Paul Harrison
Stephen Harrod
Lorraine Hillier
Elaine Hornsby
Sue Lawson
Lynn Lloyd
Jeannette Matelot
Jane Murphy
Anthony Nash
David Nimmo Smith
Richard Pullen
Bill Service
Robert Simister
Alan Thompson
David Turner
Margaret Turner
John Walsh
Ian White
29	0	0

 

 

RESOLVED:

 

1.    to note that at its meeting on 17 December 2015 the council calculated the council tax base 2016/17:

(a)    for the whole council area as 54,965.0 [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 2016/17 (excluding parish precepts) is £6,114,307

3.    that the following amounts be calculated for the year 2016/17 in accordance with Sections 31 to 36 of the Act:

(a)    £78,843,562 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)    £68,316,260 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(3) of the Act.

(c)    £10,527,302 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)    £191.53 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 31B of the Act, as the basic amount of its council tax for the year (including parish precepts).

(e)    £4,412,995 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)     £111.24 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  ...  view the full minutes text for item 41.

To consider the report of the Head of HR, IT and technical services on the adoption of a pay policy statement to meet the requirements of the Localism Act (report attached).

 

Council considered the report of the head of HR, IT and technical services on the adoption of a pay policy statement to meet the requirements of the Localism Act.

 

RESOLVED: to approve the pay policy statement for 2016-17 attached to the report of the head of HR, IT and technical services to Council on 18 February 2016.

 

To consider the report of the head of planning on the proposed Oxford Flood Alleviation Scheme (OFAS) and seek approval for the delegation to Oxfordshire County Council of any planning responsibilities that would otherwise be exercised by South Oxfordshire District Council in relation to the OFAS (report attached).

Council agreed to withdraw the report from the agenda to enable further discussions to take place with the Environment Agency on the potential impact of the proposed scheme on South Oxfordshire.

At its meeting in July 2008 Council established a Joint Staff Committee with Vale of White Horse District Council to manage the appointments process for the employment of officers to the senior management team and make recommendations on appointments to Council. The Committee comprises three members from each Council.

 

In light of the forthcoming retirement of David Buckle, Chief Executive, Council is invited to agree revised terms of reference for the Committee to progress the recruitment of a chief executive and appoint councillors to sit on the Committee (to be the Leader of the council and two Conservative members in accordance with the political balance of the council).

 

Revised terms of reference for the Committee are attached.

 

Council considered revised terms of reference for the Joint Staff Committee to progress the recruitment of a chief executive and an invitation to appoint councillors to sit on the Committee (the Leader of the council and two Conservative members in accordance with the political balance of the council).

 

RESOLVED: to

 

1.            approve the terms of reference of the Joint Staff Committee as set out on page 21 of the Council agenda for the meeting on 18 February 2016; and

2.            appoint John Cotton, Leader of the council, Lynn Lloyd and Anthony Nash to the Joint Staff Committee. 

 

To receive any updates from the Leader of the council.

In the absence of the Mr Cotton, Leader of the council, Mrs Murphy, Deputy Leader of the council, provided the following updates:

·         Devolution - Mr Cotton hoped to make an announcement on the devolution bill next week;

·         Local plan - negotiations were ongoing with Oxford City Council on their unmet housing needs.