Agenda and minutes

Council
Thursday, 12 October 2017 6.45 pm

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

Contact: Steven Corrigan  Democratic Services Manager

Items
No. Item

31.

Minutes pdf icon PDF 150 KB

To adopt and sign as a correct record the Council minutes of the meeting held on 20 July 2017 attached and the special meeting held on 29 June 2017 attached. 

Additional documents:

Minutes:

RESOLVED: to approve the minutes of the special Council meeting held on 29 June 2017 and the Council meeting held on 20 July 2017 as correct records and agree that the Chairman sign them as such.

 

32.

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.

33.

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:

The Chairman provided housekeeping information.

 

She advised councillors that there are a few tickets remaining for her Antiques Supper on 26 October 2017. She also encouraged councillors to seek to publicise their ward councillor community grants budgets – to date only 12 applications had been received.

34.

Public participation

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

Minutes:

None.

35.

Temporary housing accommodation provision to 2022 pdf icon PDF 116 KB

Cabinet at its meeting on 3 August 2017 considered the report of the head of development and housing on a proposal to provide better temporary housing accommodation.  Cabinet agreed the approach which requires Council’s approval to amend the capital programme allocation.  The proposal includes initially purchasing two properties in Didcot. 

 

The report of the head of development and housing is attached.

 

Recommendation: tomake a supplementary estimate of up to £1,000,000 in 2018/19 for the purchase of temporary housing accommodation and add the temporary housing accommodation scheme to the provisional capital programme. 

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 3 August 2017, on temporary housing accommodation provision to 2022.

 

Cabinet had agreed an approach which required Council’s approval to amend the capital programme allocation.

 

Council welcomed the proposal and thanked officers and the Cabinet member for bringing this forward.

 

RESOLVED: to make a supplementary estimate of up to £1,000,000 in 2018/19 for the purchase of temporary housing accommodation (should this be required) and add the temporary housing accommodation scheme to the provisional capital programme. 

 

36.

Treasury outturn 2016/17 pdf icon PDF 152 KB

Cabinet, at its meeting on 5 October 2017, will consider the report of the head of finance on the outturn performance of the treasury management function for the financial year 2016/17.

 

The report of the head of finance, which Cabinet will consider on 5 October 2017, is attached. The Joint Audit and Governance Committee considered the report at its meeting on 25 September 2017. It welcomed the report and made no recommendations to Cabinet. The recommendations of Cabinet will be circulated to all councillors.

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 5 October 2017, on the outturn performance of the treasury management function for the financial year 2016/17. An addendum, circulated at the meeting and available as an addendum to the council agenda, set out revised wording for paragraph 22 of appendix C.

 

The Cabinet member for finance advised that the Joint Audit and Governance Committee and Cabinet had considered and welcomed the head of finance’s report and were satisfied that the treasury activities had been carried out in accordance with the treasury management strategy and policy.  The council had achieved a higher rate of return than the target income for the year primarily because of better rates on cash deposits as lending rates were higher than anticipated in the early part of the year and dividends on the council’s equity and property fund investments were higher than budget. 

 

The following responses were provided to questions:

 

·         The CCLA Property Fund had provided a good return. The council had considered investing more funds but the property prices were currently at a high level. The council would monitor the situation.

·         The investment with Kingston upon Hull City Council is a long-term investment with a fixed investment maturing in August 2020. It is therefore not possible to invest additional funds to benefit from the favourable interest rate;

·         Next year’s report will include the date of investment placements in the appendix accompanying the treasury report.

 

Mr William Jacobs, Head of Finance, undertook to provide an explanation for why the balance of land and property in the treasury outturn report dropped from £8.95milion at the end of March 2016 to £5.08million.

 

RESOLVED: to

 

1.    approve the head of finance’s treasury management outturn report for 2016/17;

2.    approve the actual 2016/17 prudential indicators within the head of finance’s report.

 

 

37.

Brightwell-cum-Sotwell Neighbourhood Plan pdf icon PDF 251 KB

On 5 October 2017 Cabinet will consider a report to make the Brightwell-cum-Sotwell Neighbourhood Plan part of the Development Plan for South Oxfordshire.

 

The report of the head of planning, which Cabinet will consider on 5 October, is attached.

 

The recommendations of Cabinet will be circulated to all councillors.

 

Minutes:

Cabinet considered the recommendations of Cabinet, made at its meeting on 5 October 2017, on making the Brightwell-cum-Sotwell Neighbourhood Development Plan part of the development plan for South Oxfordshire.

 

RESOLVED: to

 

1.  ‘make’ the Brightwell-cum-Sotwell Neighbourhood Development Plan so that it continues to be part of the council’s development plan; and

 

2.    authorise the head of planning, in agreement with the Qualifying Body, to correct any spelling, grammatical, typographical or factual errors, together with any improvements from a presentational perspective.

 

38.

Chinnor Neighbourhood Plan pdf icon PDF 135 KB

On 5 October 2017 Cabinet will consider a report to make the Chinnor Neighbourhood Plan part of the Development Plan for South Oxfordshire.

 

The report of the head of planning, which Cabinet will consider on 5 October, is attached.

 

The recommendations of Cabinet will be circulated to all councillors.

 

 

Minutes:

Cabinet considered the recommendations of Cabinet, made at its meeting on 5 October 2017, on making the Chinnor Neighbourhood Development Plan part of the development plan for South Oxfordshire.

 

RESOLVED: to

 

1.    ‘make’ the Chinnor Neighbourhood Development Plan so that it continues to be part of the council’s development plan; and

 

2.    authorise the head of planning, in agreement with the Qualifying Body, to correct any spelling, grammatical, typographical or factual errors, together with any improvements from a presentational perspective.

 

 

39.

Long Wittenham Neighbourhood Plan pdf icon PDF 137 KB

On 5 October 2017 Cabinet will consider a report to make the Long Wittenham Neighbourhood Plan part of the Development Plan for South Oxfordshire.

 

The report of the head of planning, which Cabinet will consider on 5 October, is attached.

 

The recommendations of Cabinet will be circulated to all councillors.

 

 

Minutes:

Cabinet considered the recommendations of Cabinet, made at its meeting on 5 October 2017, on making the Long Wittenham Neighbourhood Development Plan part of the development plan for South Oxfordshire.

 

RESOLVED: to

 

1.    ‘make’ the Long Wittenham Neighbourhood Development Plan so that it continues to be part of the council’s development plan; and

 

2.    authorise the head of planning, in agreement with the Qualifying Body, to correct any spelling, grammatical, typographical or factual errors, together with any improvements from a presentational perspective. 

 

40.

Report of the leader of the council

To receive any updates from the leader of the council.

Minutes:

No updates provided.

41.

Review of political balance following the Haseley Brook by-election and changes in membership of the Conservative Group pdf icon PDF 127 KB

To consider the report of the head of legal and democratic services on a review of the political balance following the Haseley Brook by election and Paul Harrison joining the Conservative Group attached.

Minutes:

Council considered the report of the head of legal and democratic services on the review of the political balance following the Haseley Brook by election and Paul Harrison joining the Conservative Group.

 

Council agreed the allocation of seats to each political group as set out in the schedule circulated at the meeting which included the allocation of an additional Planning Committee seat to the Opposition Forum Group.

 

David Turner, Leader of the Opposition Forum Group, thanked the Conservative Group for the continued offer of increased representation on committees.

 

RESOLVED:

 

1.     to allocate seats to each political group on the committees, joint committees and panels below and to appoint the membership and substitutes, as indicated, to sit on them;

2.     to allocate a seat on the Joint Scrutiny Committee to the Opposition Forum Group;

3.     to allocate one of the Conservative group’s seats on the Planning Committee to the Opposition Forum Group (with no councillor voting against);

4.     to authorise the head of legal and democratic services to make appointments to any vacant committee or panel seat and substitute positions in accordance with the wishes of the relevant group leader.

 

Names

Planning Committee, 11 Members 

Conservative (9)

Opposition Forum Group (2)

Joan Bland

Mocky Khan

Anthony Dearlove

David Turner

Lorraine Hillier

 

Elaine Hornsby

 

Sue Lawson (Vice-Chairman)

 

Jeannette Matelot

 

Toby Newman (Chairman)

 

Richard Pullen

 

Ian White

 

PREFERRED SUBSTITUTES 

 

Conservative (9)

Opposition Forum Group (1)

Charles Bailey

Stefan Gawrysiak

Kevin Bulmer 

 

Nigel Champken-Woods

 

Steve Connel 

 

Pat Dawe

 

Imran Lokhon

 

Ian Snowdon

 

Caroline Newton

 

Paul Harrison

 

 

Names

Scrutiny Committee, 9 Members

Conservative (8)

Opposition Forum Group (1)

Steve Connel 

David Turner

Anthony Dearlove 

 

Elaine Hornsby

 

Caroline Newton

 

Richard Pullen (Chairman)

 

Ian Snowdon

 

John Walsh (Vice-Chairman)

 

Ian White

 

Names

Scrutiny Committee, 9 Members

PREFERRED SUBSTITUTES

 

Conservative (8)

Opposition Forum Group (2)

Charles Bailey

Stefan Gawrysiak

Pat Dawe

Mocky Khan

David Dodds

 

Will Hall

 

Paul Harrison

 

Lorraine Hillier

 

Sue Lawson

 

Toby Newman

 

 

 

 

 

 

Names

Joint Scrutiny Committee, 5 Members

Conservative (4)

Opposition Forum Group (1)

David Dodds

David Turner

Sue Lawson

 

Richard Pullen (Co-Chairman)

 

John Walsh

 

PREFERRED SUBSTITUTES

 

Conservative (4)

Opposition Forum Group (2)

Pat Dawe

Stefan Gawrysiak

Imran Lokhon

Mocky Khan

Toby Newman

 

Ian White

 

 

Names

Corporate Services Joint Scrutiny

Committee, 2 Members

Conservative (2)

Opposition Forum Group (0)      

Toby Newman

 

Will Hall

 

SUBSTITUTES: All other councillors from the relevant political group, but not Cabinet members.

 

Names

Joint Audit and Governance

Committee, 4 Members

Conservative (4)

Opposition Forum Group (0)

Charles Bailey

 

Kevin Bulmer (Co-Chairman)

 

Toby Newman

 

John Walsh

 

PREFERRED SUBSTITUTES

 

Conservative (4)

Opposition Forum Group (0)

David Dodds

 

Joan Bland

 

Richard Pullen

 

Alan Thompson

 

 

Names

Community Governance and Electoral

Issues Committee, 6 Members

Conservative (5)

Opposition Forum Group (1)

Charles Bailey

Mocky Khan

Steve Connel

 

Anthony Dearlove

 

Will Hall

 

Ian White (Chairman)

 

PREFERRED SUBSTITUTES

 

Conservative (5)

Opposition Forum Group (2)

Anna Badcock

Stefan Gawrysiak

Joan Bland

David Turner

Paul Harrison

 

Toby Newman

 

John Walsh

 

 

Names

Joint Staff Committee, 3 Members

Conservative (3)

Opposition Forum Group (0)

John Cotton

 

David Nimmo-Smith

 

Anthony Nash

 

SUBSTITUTES

 

Conservative 

Opposition  ...  view the full minutes text for item 41.

42.

Questions on notice

No questions have been received by councillors in accordance with Council procedure rule 33.   

Minutes:

None.

43.

Motions on notice

No motions have been received by councillors in accordance with Council procedure rule 38.

 

Minutes:

None.

44.

Exclusion of the public

To consider whether to exclude members of the press and public from the meeting for the following item of business under Part 1 of Schedule 12A Section 100A(4) of the Local Government Act 1972 and as amended by the Local Government (Access to Information) (Variation) Order 2006 on the grounds that:

(i)        it involves the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Part 1 of Schedule 12A of the Act, and

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

Minutes:

RESOLVED: to exclude members of the press and public from the meeting for the following item of business under Section 100A(4) of the Local Government Act 1972 and as amended by the Local Government (Access to Information) (Variation) Order 2006 on the grounds that:

i.      it involves the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Part 1 of Schedule 12A of the Act, and

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

 

 

45.

Minutes

To adopt and sign as a correct record the confidential Council minutes of the special meeting held on 29 June 2017 to follow.

Minutes:

RESOLVED: to approve the confidential minutes of the special Council meeting held on 29 June 2017 as a correct record and agree that the Chairman sign them as such.