Agenda and minutes

Venue: The Fountain Conference Centre, Howbery Park, Crowmarsh Gifford

Contact: Steven Corrigan  Democratic Services Manager

Items
No. Item

46.

Minutes pdf icon PDF 116 KB

To adopt and sign as a correct record the council minutes of the meeting held on 15 December 2016 - attached. 

Minutes:

RESOLVED: to approve the minutes of the meeting held on 15 December 2016 as a correct record and agree that the Chairman sign them as such.

 

47.

Declarations of disclosable pecuniary interest

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

Minutes:

None.

48.

Urgent business and chairman's announcements

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

Minutes:

There were no items of urgent business. The Chairman provided housekeeping information and advised that his civic dinner would be held on Friday 31 March at the Phyllis Court Club in Henley.

 

Council agreed to suspend council procedure rule 80 insofar as it requires councillors to stand when speaking at Council meetings.

 

49.

Public participation

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

Minutes:

The Chairman advised that Mr Julian Brookes, Mayor of Henley Town Council, and Ms Lisa Grant, General and Financial Manager of the YMCA, had registered to address Council on agenda item 8 on an application for a community loan from Henley YMCA.

50.

Petitions

To receive any petitions under the council’s petition scheme. 

Minutes:

None.

51.

Appointment of external auditors pdf icon PDF 144 KB

At its meeting on 23 January 2017 the Joint Audit and Governance Committee considered a report on the approach the council will follow in appointing its external auditors.

 

The report of the head of finance, which the Joint Audit and Governance Committee, considered on 23 January 2017, is attached.

 

RECOMMENDATION:

 

To opt in to the appointing person arrangements made by Public Sector Audit Appointments (PSAA) for the appointment of external auditors.

Minutes:

At its meeting on 23 January 2017 the Joint Audit and Governance Committee considered a report on appointing external auditors and recommended that Council opt in to the appointing person arrangements made by Public Sector Audit Appointments for the appointment of external auditors. 

 

RESOLVED: to opt in to the appointing person arrangements made by Public Sector Audit Appointments for the appointment of external auditors.

 

52.

Community Loan - Henley YMCA pdf icon PDF 127 KB

At its meeting on 1 February 2017 Cabinet considered a report on an application for a community loan from Henley YMCA. Cabinet agreed to recommend Council to approve the award of a community loan.

The report of the head of finance, which Cabinet considered on 1 February 2017, is attached.

 

RECOMMENDATION: to

1.  approve the award of a community loan of £169,950 to Henley YMCA;

2.  authorise the head of finance and the head of legal and democratic services to agree the conditions of the loan and the loan agreement;

3.  approve a supplementary estimate of £169,950 to be added to the approved capital programme.

Minutes:

At its meeting on 1 February 2017 Cabinet considered a report on an application for a community loan from Henley YMCA and agreed to recommend Council to approve the award of a community loan.

Mr Julian Brookes, Mayor of Henley Town Council, and Ms Lisa Grant, General and Financial Manager of the YMCA, addressed Council in support of the application and responded to questions.

 

RESOLVED: to

1.     approve the award of a community loan of £169,950 to Henley YMCA;

2.     authorise the head of finance and the head of legal and democratic services to agree the conditions of the loan and the loan agreement;

3.     approve a supplementary estimate of £169,950 to be added to the approved capital programme.

 


 

 

53.

Treasury management mid-year monitoring 2016/17 pdf icon PDF 220 KB

Cabinet, at its meeting on 1 February 2017, considered a monitoring report on the treasury management activities for the first six months of 2016/17 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 23 January 2017 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 1 February 2017, is attached.

 

RECOMMENDATION: to approve the treasury management mid-year monitoring report 2016/17. 

 

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 1 February 2017, on the treasury management activities for the first six months of 2016/17.

 

The Joint Audit and Governance Committee had considered the report at its meeting on 23 January 2017 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 2016/17.

 

54.

Treasury management strategy 2017/18 to 2019/20 pdf icon PDF 284 KB

Cabinet, at its meeting on 1 February 2017, considered a report on the council’s treasury management strategy (TMS) for 2017/18 to 2019/20 and set out the expected treasury operations for this period.

 

The Joint Audit and Governance Committee considered the report at its meeting on 23 January 2017 and had not recommended any adjustments to the strategy.  Cabinet agreed to recommend Council approve the strategy.

 

The report of the head of finance, which Cabinet considered on 1 February 2017, is attached.

 

RECOMMENDATION: to approve

 

1.    the treasury management strategy 2017/18 set out in appendix A to the head of finance's report to Cabinet on 1  February 2017;

2.    the prudential indicators and limits for 2017/18 to 2019/20 as set out in table 2, appendix A to the head of finance's report; and

3.    the annual investment strategy 2017/18 set out in appendix A (paragraphs 26 to 66) and the lending criteria detailed in table 5 of appendix A to the head of finance's report.

 

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 1 February 2017, on the approval of the council’s treasury management strategy (TMS) for 2017/18 to 2019/20.

 

The Joint Audit and Governance Committee considered the report at its meeting on 23 January 2017 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 2017/18 set out in appendix A to the head of finance's report to Cabinet on 1 February 2017;

2.         the prudential indicators and limits for 2017/18 to 2019/20 as set out in table 2, appendix A to the head of finance's report; and

3.         the annual investment strategy 2017/18 set out in appendix A (paragraphs 26 to 66) and the lending criteria detailed in table 5 of appendix A to the head of finance's report.

 

55.

Medium term financial strategy 2017/18 - 2021/22 pdf icon PDF 107 KB

Cabinet, at its meeting on 1 February 2017, considered a report on the medium term financial strategy for 2017/18 to 2021/22.

 

The report of the head of finance, which Cabinet considered on 1 February 2017, is attached.

 

Cabinet supported the draft strategy, however, it believed that it should be adjusted to state that the council would not borrow to fund capital expenditure unless financially advantageous to do so. 

 

RECOMMENDATION: to approve the Medium Term Financial Strategy for 2017/18 to 2021/22 as attached to the report of the head of finance to Cabinet on 1 February 2017, subject to amending paragraph 2.1(b) of the strategy to read: “To retain our debt-free status, i.e. we will not borrow to fund capital expenditure, unless financially advantageous to do so”. 

 

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 1 February 2017, on the medium term financial strategy for 2017/18 to 2021/22.

 

Cabinet supported the draft strategy, however, it believed that it should be adjusted to state that the council would not borrow to fund capital expenditure unless financially advantageous to do so. 

 

RESOLVED: to approve the Medium Term Financial Strategy for 2017/18 to 2021/22 as attached to the head of finance's report to the Cabinet meeting of 1 February 2017, subject to amending paragraph 2.1 (b) of the strategy to read: “To retain our debt-free status, i.e. we will not borrow to fund capital expenditure, unless financially advantageous to do so”. 

 

 

56.

Revenue Budget 2017/18 and Capital Programme to 2021/22 pdf icon PDF 219 KB

Cabinet, at its meeting on 1 February 2017, considered a report on the council’s revenue budget to 2017/18 and capital programme to 2021/22.

 

The budget report presented to Cabinet on 1 February 2017 recommended a revenue budget for 2017/18 that included a proposed £5 increase to the current band “D” council tax of £111.24, resulting in a band “D” council tax for 2017/18 of £116.24.  However, at the meeting, Cabinet agreed to recommend a budget with no increase in council tax.

 

This decision changes some of the numbers quoted in the Cabinet report, and also Appendix A.1, Appendix C and Appendix F.  Revised copies of these appendices are attached to the Council agenda. These should be read in conjunction with the original report.  The addendum, also attached to the Council agenda, sets out the impact of the change on the report considered by Cabinet at its meeting on 1 February 2017.

 

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 1 February 2017, and the revised appendices A1, C and F are attached.

 

The Scrutiny Committee will consider this report at its meeting on 9 February 2017. Any views or recommendations will be reported to Council.

 

RECOMMENDATION: to

 

1.         set the revenue budget for 2017/18, as set out in the revised appendix A.1 attached to the Council agenda; 

 

2.         agree that the capital schemes listed in paragraph 33 to the report remain in the capital programme; 

 

3.         approve the capital programme for 2017/18 to 2021/22, as set out in appendix D.1 to the report, together with the capital growth bids, set out in appendix D.2 of the report; 

 

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

 

5.         approve the medium term financial plan to 2021/22, as set out in the revised appendix F attached to the Council agenda;  

 

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

 

 

Additional documents:

Minutes:

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 he 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 officeron 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 2017/18 and capital programme to 2021/22. 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 2017/18 as set out in appendix A.1 to the head of finance's report to Cabinet on 1 February 2017;

2.    agrees that the capital schemes listed in paragraph 33 of the head of finance’s report remain in the capital programme

3.    approves the capital programme for 2017/18 to 2021/22 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 2021/22 as set out in appendix F to the head of finance's report;

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

 

Mr Turner moved and Mr Gawrysiak seconded an amendment to the above budget in the following terms:

“That the ongoing revenue savings proposal “Reduction in funding to Thames Valley Police” of £99,190 shown in Appendix B.2 on page 99 not be taken”.

Those councillors who spoke in support of the amendment stated that if Thames Valley Police (TVP) were unable to bridge the gap in funding there could be a reduction in the number of Police Community Support Officers (PCSO). This could have an adverse impact on the feelings of safety for elderly and vulnerable people particularly in rural areas where the PCSOs have had a positive impact particularly on youth crime and disturbance.

 

However, the majority of councillors were of the view that responsibility for funding PCSOs was a matter for TVP. In addition the nature of policing was changing with resources diverted to other means of tackling crime.

The Chairman called for  ...  view the full minutes text for item 56.

57.

Report of the leader of the council

To receive any updates from the Leader of the council.

Minutes:

In light of the comprehensive officer briefing provided to councillors prior to the Council meeting on proposals for a unitary authority in Oxfordshire and the motion to be considered later in the meeting, the leader of the council had no updates.

58.

Council tax 2017/18 pdf icon PDF 191 KB

To consider the report of the head of finance on the setting of the council tax for the 2017/18 financial year - report to follow.

Minutes:

Council considered the report of the head of finance on the setting of the Council Tax for the 2017/18 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 (Mr Simister and Mr Walsh had left the meeting prior to the vote on this item):

 

FOR

AGAINST

ABSTAIN

Charles Bailey

 

Felix Bloomfield

 

Kevin Bulmer

 

Nigel Champken-Woods

 

 

Steve Connel

 

John Cotton

 

 

Pat Dawe

 

 

Anthony Dearlove

 

David Dodds

 

Stefan Gawrysiak

 

 

Elizabeth Gillespie

 

Will Hall

 

Paul Harrison

 

Stephen Harrod

 

Lorraine Hillier

 

 

Elaine Hornsby

 

Sue Lawson

 

Lynn Lloyd

 

Jeannette Matelot

 

Jane Murphy

 

Anthony Nash

 

Richard Pullen

 

Alan Thompson

 

 

David Turner

 

 

Ian White

 

 

25

0

0

 

 

59.

Pay policy statement 2017/18 pdf icon PDF 101 KB

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

Additional documents:

Minutes:

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 2017-18 attached to the report of the head of HR, IT and technical services to Council on 16 February 2017.

 

60.

Changes to the council's constitution pdf icon PDF 102 KB

To consider the report of the monitoring officer on a proposed change to the constitution to clarify the decisions which can be taken by full council – report to follow.

 

Minutes:

Council considered the report of the head of legal and democratic services and monitoring officer on a proposed change to the council's constitution to clarify the decisions which can be taken by full Council.

 

RESOLVED: to

 

1.         amend Article 4 of the current constitution with immediate effect to provide for full Council to be responsible for the adoption or approval of a plan or strategy (other than a plan or strategy forming part of the policy framework), where Council determines that it should take the decision whether to adopt or approve that plan or strategy;

 

2.         amend the full Council section of Part 2: Decision Making of the revised constitution agreed by Council on 15 December 2016 with effect from 1 March 2017 to provide for full Council to be responsible for the adoption or approval of a plan or strategy (other than a plan or strategy forming part of the policy framework), where Council determines that it should take the decision whether to adopt or approve that plan or strategy;

3.         authorise the head of legal and democratic services to update the constitutions to reflect the agreed amendments;

4.         authorise the head of legal and democratic services to make any minor or consequential amendments to the constitutions for consistency and to reflect the council’s style guide;

 

5.         determine that Council should itself take the decision whether to adopt or approve any proposals for unitary local government for Oxfordshire (including submitting the same to the Secretary of State and all further decisions following the Secretary of State’s response), having considered recommendations of the Cabinet.

 

 

 

 

61.

Questions under Council procedure rule 34

No questions have been submitted under Council procedure rule 34.

Minutes:

None.

62.

Motions under Council procedure rule 41

To receive the following notice of motion under Council procedure rule 41:

 

Motion to be proposed by Councillor John Cotton, seconded by Councillor Jane Murphy:

 

This council supports proposals for a new countywide unitary authority and authorises the Chief Executive, in consultation with the Leader of the council, to work with other partner councils to develop a proposal for the creation of a new unitary council for Oxfordshire and present a detailed report to Council in due course.

 

Minutes:

Motion moved by Mr Cotton and seconded by Mrs Murphy:

  

‘This council supports proposals for a new countywide unitary authority and authorises the Chief Executive, in consultation with the Leader of the council, to work with other partner councils to develop a proposal for the creation of a new unitary council for Oxfordshire and present a detailed report to Council in due course.’

 

An amendment moved by Mrs Gillespie and seconded by Mr Dodds was, with the consent of Council, accepted by the mover and seconder of the original motion as follows with deleted words shown by a strikethrough and additional words shown in bold:

 

“This council supports proposals for a new countywidethe principle of a single unitary authority in Oxfordshire and authorises the Chief Executive, in consultation with the Leader of the council, to work with other partner councils that support the same proposal for reorganisation to develop a proposal for the creation of a new unitary council for Oxfordshireto develop the terms of a submission for local government change in Oxfordshire and present a detailed report to Council in due course”.

 

Councillors supported the principle of one single unitary authority for Oxfordshire which would transform the way services are delivered to the people of Oxfordshire, maintain high quality services and secure investment in infrastructure. However, a number of councillors expressed concern regarding the current One Oxfordshire proposal put forward by Oxfordshire County Council. The view was expressed that the current proposal required improvement to ensure local accountability with decisions taken at a much more local level than that offered by the area executive board model. Locally held reserves should be used for the benefit of local residents and there should be a commitment to ensure service improvement through any new unitary authority as well as a commitment to making savings.

 

 

RESOLVED:

That this council supports the principle of a single unitary authority in Oxfordshire and authorises the Chief Executive, in consultation with the Leader of the council, to work with other partner councils that support the same proposal for reorganisation to develop the terms of a submission for local government change in Oxfordshire and present a detailed report to Council in due course.

 

 

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