Venue: Virtual Meeting
Contact: Steven Corrigan Democratic Services Manager
Note: This is a virtual meeting, you can watch it here: https://www.youtube.com/channel/UCTj2pCic8vzucpzIaSWE3UQ
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To adopt and sign as a correct record the Council minutes of the meeting held on 10 and 22 December 2020. Additional documents: Minutes: RESOLVED: to approve the minutes of the meetings held on 10 and 22 December 2020 as correct records and agree that the Chairman sign them as such.
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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. |
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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 general housekeeping information and advised there were no items of urgent business. |
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Public participation To receive any questions or statements from members of the public that have registered to speak. Minutes: The chairman advised that three speakers had registered to address Council.
A. Mr Upcraft addressed Council to raise concerns about the impact upon communities arising from the ongoing uncertainties around the adoption of the Local Plan following the submission of a judicial review challenge. He stated that if the challenge is successful it would bring about more uncertainty on the district with further speculative planning applications and have a negative impact on neighbourhood plans which are based on the Local Plan. He urged the council to fight the challenge and, if necessary, review the plan to avoid further delay.
B. Mr Smart addressed the Council on behalf of the Great Western Park Residents Association’s COVID-19 Community Response Group which was set up to support vulnerable people during the current pandemic. He stated that the council had taken over a year to respond to requests for support to find a local community venue to assist with their volunteering efforts.
C. Mr Cattermole asked Councillor Rouane, Cabinet member for housing and environment, why the council’s contracts for refuse collection and gutter cleaning allowed work to commence prior to 6.00am therefore disrupting the sleep of residents.
In response Councillor Rouane, Cabinet member, stated that in town centres and on main roads the street cleansing crews start work early to ensure access to key areas before they become too busy. He asked Mr Cattermole to provide him with specific details in respect of the refuse collection and he would look into the matter and respond. |
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Petitions To receive any petitions from the public. Minutes: No petitions were submitted to Council.
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Treasury management and investment strategy 2021/22 PDF 360 KB Cabinet, at its meeting on 4 February 2021, will consider a report on the council’s treasury management and investment strategy for 2021/22.
The Joint Audit and Governance Committee considered the report at its meeting on 26 January 2021 and had not recommended any adjustments to the strategy.
The committee resolved to recommend Cabinet to approve the treasury management strategy, the prudential indicators and limits for 2021/22 to 2023/24 and the annual investment strategy 2021/22 as set out in the report.
The report of the interim head of finance, which Cabinet will consider on 4 February 2021, isattached.
The recommendations of Cabinet will be circulated to all councillors following the Cabinet meeting.
Minutes: Council considered Cabinet’s recommendations, made at its meeting on 4 February 2021, on the council’s treasury management strategy and investment strategy for 2021/22.
The Joint Audit and Governance Committee considered the report at its meeting on 26 January 2021 and had not recommended any adjustments to the strategy. Cabinet agreed to recommend Council approve the strategy.
In introducing Cabinet’s recommendations, the Cabinet member for finance reported that there were no significant changes to the strategy. However, the report did reflect a significant fall in projections of investment income due to low interest rates that are likely to prevail for some time. As capacity permits, the council would be looking to progress a more proactive treasury management strategy during the coming year to address the budget shortfall.
The view was expressed that the council should consider municipal bonds to raise funds for green investments and invest in green industries which currently had higher yields. However, contrary to this view, others expressed the view that the purpose of the strategy was to maintain the security and liquidity of the funds and investments in such industries could be in conflict with those principles. In response to a question, the Cabinet member stated that a modest amount was outstanding from the agreed settlement with the Icelandic Banks.
RESOLVED: to 1. approve the treasury management strategy 2021/22, as set out in appendix A to the interim head of finance’s report to Cabinet on 4 February 2021; 2. approve the prudential indicators and limits for 2021/22 to 2023/24 as set out in appendix A to that report; and 3. approve the annual investment strategy 2021/22 set out in appendix A, and the lending criteria detailed in table 6 to that report.
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Capital strategy 2021/22 to 2030/31 PDF 108 KB Cabinet, at its meeting on 4 February 2021, will consider a report on the capital strategy for 2021/22 to 2030/31.
The report of the interim head of finance, which Cabinet will consider on 4 February 2021, isattached.
The recommendations of Cabinet will be circulated to all councillors following the Cabinet meeting.
Additional documents:
Minutes: Council considered Cabinet’s recommendation, made at its meeting on 4 February 2021, on the council’s capital strategy for 2021/22 to 2030/31.
In response to a question the Cabinet member confirmed that the issue of divesting from fossil fuels would be considered as part of the next review of the strategy.
RESOLVED: to approve the capital strategy 2021/22 to 2030/31 which is contained in appendix one of the interim head of finance’s report to Cabinet on 4 February 2021.
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Revenue budget 2021/22 and capital programme to 2025/26 PDF 158 KB Cabinet, at its meeting on 4 February 2021, will consider a report on the draft revenue budget 2021/22, and the capital programme to 2025/26.
The report of the interim head of finance, which Cabinet will consider on 4 February 2021 is attached.
The recommendations of Cabinet will be circulated to all councillors following the Cabinet meeting.
The Scrutiny Committee will consider this report at its meeting on 9 February 2021. Any views will be reported to Council.
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 officer on the robustness of the budget estimates and the adequacy of the reserves.
Council considered Cabinet’s recommendations, made at its meeting held on 4 February 2021, on the revenue budget for 2021/22 and the capital programme to 2025/26. Scrutiny Committee had considered the report of the interim head of finance on 9 February and had made no recommendations.
Councillor Rawlins, Cabinet member for finance, presented Cabinet’s proposals for the revenue budget and capital programme. He moved and Councillor Sue Cooper, Leader of the council, seconded a motion to approve Cabinet’s recommendations as follows:
1. to set the revenue budget for 2021/22, as set out in appendix A.1 to the interim head of finance’s report to Cabinet on 4 February 2021; 2. to approve the capital programme for 2021/22 to 2025/26 as set out in appendix D.1 to that report, together with the capital programme changes as set out in appendix D.2 to that report; 3. to set the council’s prudential limits, as listed in appendix E to that report; 4. to approve the medium-term financial plan to 2025/26 as set out in appendix F to that report; 5. to allocate £500,000 to fund the Communities Capital and Revenue grant scheme; 6. to ask officers to review the Medium-Term Financial Strategy following the 2021 spending review and Ministry of Housing, Communities and Local Government announcements of changes to the council’s future funding streams.
The majority of councillors supported the budget recognising the challenging environment caused by the pandemic. The view was expressed that the council could not continue to rely on reserves, which were diminishing, to support a budget deficit. Those who spoke against the budget expressed the view that the budget deficit of £4million was too large and of the need to bring the budget back into balance.
In accordance with regulations requiring councils to record the names of those councillors voting in favour, against or abstaining from any vote on the budget the chairman called for a recorded vote which was carried with the voting being as follows:
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Council tax 2021/22 PDF 393 KB To consider the report of the interim head of finance on the setting of the council tax for the 2021/22 financial year - report to follow.
Minutes: Council considered the report of the interim head of finance on the setting of the Council Tax for the 2021/22 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:
RESOLVED: 1. To note that at its meeting on 10 December 2020 the council calculated the council tax base 2021/22: (a) for the whole council area as 59,171.2 [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 2021/22 (excluding parish precepts) is £7,765,628 3. That the following amounts be calculated for the year 2021/22 in accordance with Sections 31 to 36 of the Act: (a) £83,946,638 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) £70,301,709 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(3) of the Act. (c) £13,644,929 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
(d) £230.60 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) £5,879,301 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) £131.24 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 ... view the full minutes text for item 137. |
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Review of Joint Statement of Licensing Policy PDF 110 KB At its meeting on 26 January 2021, the Licensing Acts Committee considered the report of the Head of Housing and Environment. This proposed a statement of licensing policy, jointly developed with Vale of White Horse District Council. A copy of the report of the Head of Housing and Environment considered by the Licensing Acts Committee and the draft policy agreed for recommendation to Council is attached.
Recommendations to Council: to 1. authorise the Head of Housing and Environment to make minor editorial changes to the Joint Statement of Licensing Policy, and 2. adopt the proposed Joint Statement of Licensing Policy with effect from 12 February 2021.
Additional documents:
Minutes: Council considered the recommendations of the Licensing Acts Committee, made at its meeting on 26 January 2021, on a proposed a statement of licensing policy, jointly developed with Vale of White Horse District Council.
Councillor Haval, Chair of the Licensing Acts Committee introduced the recommendations. She explained that under the Licensing Act 2003 there is statutory duty to review the statement of licensing policy every five years, and a draft policy is the response to this review. The amendments to the current policy set out in Appendix B, show that no significant changes have been proposed. The amendments align the policy with current guidance and clarify requirements for applicants and licence holders. In addition, the format of the policy has been amended to separate out different types of applications to assist applicants when reading the policy. No suggested amendments were proposed that would place additional burdens or restrictions on licence holders or applicants.
A public consultation took place from 23 November to 17 December 2020 and included consultation with the responsible authorities under the Licensing Actas well as our neighbouring authorities, district councillors, local town and parish councils and the relevant trade organisations. Whilst only a small number of responses were received, these have been incorporated into the draft policy at appendix C.
RESOLVED: to 1. authorise the Head of Housing and Environment to make minor editorial changes to the Joint Statement of Licensing Policy, and 2. adopt the proposed Joint Statement of Licensing Policy with effect from 12 February 2021.
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Pay policy statement 2021/22 PDF 124 KB 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 - report attached.
Minutes: Council considered the report of the interim head of corporate 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 2021/22 attached to the report of the interim head of corporate services to Council on 11 February 2021.
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Councillors' allowances scheme PDF 100 KB To consider the report of the head of legal and democratic, and the recommendations of the Joint Independent Remuneration Panel, on a revised councillors’ allowances scheme to run from 1 April 2021 - attached.
Additional documents:
Minutes: Council considered the report of the head of legal and democratic and the recommendations of the Joint Independent Remuneration Panel on a revised councillors’ allowances scheme to run from 1 April 2021.
Councillor Cooper moved and Councillor Rawlins seconded the following motion:
That Council:
a. the continuation of an increase in basic and special responsibility allowances from 1 April 2021 at the same rate as that applied to staff salaries; b. the inclusion of a special responsibility allowance for the Chair of the Climate Emergency Advisory Committee at the same rate as the Chair of the Scrutiny Committee backdated to 1 April 2020;
Councillor Bartholomew moved and Councillor White seconded the following amendment – deleted words shown by strikethrough and additional words shown in bold. That Council:
1. thanks the Independent Remuneration Panel for its work and its report;
2. retains for the financial year 2021/22 the existing councillors’ allowances scheme agreed by Council at its meeting on 17 May 2017 subject to a. the continuation of an increase in basic and special responsibility allowances from 1 April 2021 at the same rate as that applied to staff salaries;
b.
the
inclusion of a special responsibility allowance for the Chair of
the Climate Emergency Advisory Committee at the same rate as the
Chair of the Scrutiny Committee c. recognition that the role of Leader of the Majority Opposition Group has parity with the Chair of Planning and that the SRA should be adjusted accordingly with effect from 1 April 2021.
3. defers consideration of the independent remuneration panel’s other recommendations until later in 2021 but ahead of the budget setting process for 2022/23.
Those who supported the amendment expressed the view that a back dated allowance for the Chair of the Climate Emergency Advisory Committee (CEAC) was inappropriate and that the level of SRA for the role of the leader of the opposition should have parity with the Chair of the Planning Committee in recognition of the importance of the role in a functioning democracy with a strong opposition. However, other councillors expressed the view that the Chair of CEAC had undertaken a responsible role during the past year which should be recognised. The issue of the SRA for the leader of the opposition should be considered alongside consideration of the other allowances later in the year.
On being put to the vote the amendment was declared lost.
The majority of councillors supported the continuation of the current scheme of allowances and deferral of consideration of the Joint Independent Remuneration Panel’s report and recommendations until later in the year and ahead of ... view the full minutes text for item 140. |
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Review of political balance PDF 121 KB To consider the report of the head of legal and democratic – attached. Minutes: Prior to consideration of this item, and prior to the expiry of two and a half hours, Council agreed, in accordance with council procedure rule 12, to extend the meeting by half an hour. Council considered the report of the head of legal and democratic on the revised political balance calculations following the resignation of a councillor, the resignation of councillors from political groups and the formation of a new political group, South Oxfordshire Residents Team – SORT. A revised recommendation and schedule of appointments was circulated to all councillors following discussions with group leaders.
RESOLVED: to
1. Allocate seats to each political group and appoint the membership, substitutes and chairs/vice-chairs as indicated to sit on them in the table below:
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Progress on approved Council motions PDF 168 KB To note progress on the approved Council motions – attached. Minutes: Council received and noted a progress report on motions approved by Council since May 2019. |
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Report of the leader of the council 1. To receive the report of the leader of the council.
2. Urgent cabinet decisions
Council is requested to note the details of the following urgent decision.
Additional Restrictions Grant – Round 2
On 20 January 2021, Councillor Leigh Rawlins, Cabinet member for finance, took a decision to approve South Oxfordshire District Council’s Additional Restrictions Grant Scheme Round 2 and authorise the interim head of development and regeneration, in consultation with the interim Head of Finance to award grants.
The chair of the Scrutiny Committee agreed to waive call in to allow the grants to be awarded immediately and during the national lockdown period of 5 January to 15 February 2021.
Minutes: Councillor Sue Cooper, Leader of the council, provided an update on a number of matters. The text of her address is available on the council’s website.
Council noted the details of an urgent decision taken by Councillor Leigh Rawlins, Cabinet member for finance, to approve South Oxfordshire District Council’s Additional Restrictions Grant Scheme – Round 2.
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To receive questions from councillors in accordance with Council procedure rule 33.
Can the Leader of the Council detail what she has already done and how she will continue to support this Council's decision to adopt the Local Plan; and can she confirm she acknowledges that as Leader of the Council she is required to represent Full Council's decision in this (and any other) regard 2. Question from Councillor Jane Murphy to Councillor Anne-Marie Simpson, Cabinet member for planning
Can the Cabinet Member for Planning confirm that she has informed the Department of Transport, as agreed by Full Council, of this council's opposition to the building of a car based third road bridge over the Thames at Reading, and could she make this available on the website.
3. Question from Councillor Ian Snowdon to Councillor Maggie Filipova-Rivers, Cabinet member for community services
During the last eleven months South Oxfordshire has witnessed so many incredible residents rise to the challenge of helping each other in these difficult and unprecedented times, finding solutions to problems to ensure our most vulnerable are cared for during this worldwide emergency. Can the Cabinet member for community services give an update on the number of these groups in our district and what plans the council has for recognising these wonderful volunteers and their amazing dedication to their communities?
4. Question from Councillor Ian White to Councillor Maggie Filipova-Rivers, Cabinet member for community services
Why do we no longer promote the South Oxfordshire Charitable Lottery, nor publish the results of the weekly draw on Twitter, whilst continuing to do so on Facebook? The last results were posted on 3 October 2020 with three subsequent Christmas and New Year’s best wishes postings during December.
How much officer time is used to run the Lottery?
Given that a paper was presented to the Vale of White Horse Cabinet and approved on the subject of establishing a Lottery following on from an initial approval in 2018, is consideration being given to the possibility of merging our Scheme with the Vale’s Scheme, and benefiting from any cost savings, whilst at the same time giving a greater opportunity for successful promotion of the Scheme(s)?
Minutes: 1. Question from Councillor Jane Murphy to Councillor Sue Cooper, Leader of the council Can the Leader of the Council detail what she has already done and how she will continue to support this Council's decision to adopt the Local Plan; and can she confirm she acknowledges that as Leader of the Council she is required to represent Full Council's decision in this (and any other) regard? Answer
The Council adopted the South Local Plan 2035 on 10 December 2020 and it is being used by the Planning Committee and officers in all planning decisions. All councillors must act in accordance with adopted policy when making council decisions.
2. Question from Councillor Jane Murphy to Councillor Anne-Marie Simpson, Cabinet member for planning
Can the Cabinet Member for Planning confirm that she has informed the Department of Transport, as agreed by Full Council, of this council's opposition to the building of a car based third road bridge over the Thames at Reading, and could she make this available on the website.
Answer
On 10 October 2019, Council resolved that the Leader should write to the leaders of Reading Borough Council, Wokingham Borough Council and Bracknell Forest Council, together with MPs John Howell, John Redwood, Matt Rodda and Theresa May. This action was undertaken on 14 October 2019 and a press release along with the letter was published on our website and circulated to all Councillors. More recently, a further letter was sent by the Leader to the leaders of Reading Borough Council, Wokingham Borough Council, Bracknell Forest Council and Oxfordshire County Council confirming that South Oxfordshire District Council does not support a car-based designed bridge. This was sent on 7 December 2020 and is also available on our website. I am happy to ask officers to ensure that this letter is copied to all relevant Government departments, asking them to confirm that our position is noted.
3. Question from Councillor Ian Snowdon to Councillor Maggie Filipova-Rivers, Cabinet member for community services
During the last eleven months South Oxfordshire has witnessed so many incredible residents rise to the challenge of helping each other in these difficult and unprecedented times, finding solutions to problems to ensure our most vulnerable are cared for during this worldwide emergency. Can the Cabinet member for community services give an update on the number of these groups in our district and what plans the council has for recognising these wonderful volunteers and their amazing dedication to their communities?
Answer
In South Oxfordshire, a total of 106 voluntary and community groups have directly supported the Covid-19 response. Of those 106 groups, 58 are informal groups set up by residents. Our voluntary and community groups have helped their neighbours with shopping, friendly phone calls, errands and other acts of kindness too numerous to list. As a council, we have been able to connect residents to these groups for ongoing support and the relationships that have formed within communities as a result of this work have made all the difference ... view the full minutes text for item 144. |
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Motions on notice To consider motions from councillors in accordance with Council procedure rule 38.
A. Motion proposed by Councillor Ian Snowdon, seconded by Councillor Caroline Newton.
Council notes that it has appointed a cycling champion to promote the benefits of cycling and a River Thames champion to promote the river and all it brings to our district. As much as the River Thames is a wonderful asset enjoyed by many for which the council has an obligation to protect and enhance, Council notes that our beautiful(mostly green) district is that way because of our amazing countryside and wildlife which should also be protected and enhanced.
Council therefore agrees to appoint a Tree Champion to: · Promote the value of trees and woodlands in tackling the climate and ecological emergencies · Encourage people to re-connect with nature and appreciate the importance of trees and woodlands for both environmental and human health and well-being · Promote woodland protection/conservation and tree growing initiatives in the district · Work with officers and members to develop and promote a Tree Policy and Strategy · Raise awareness of the statutory protections for trees and woodland within local communities, town and parish councils.
B. Motion proposed by Councillor Sam Casey-Rerhaye, seconded by Councillor David Rouane. Council has adopted a new Corporate Plan that has as one of its main priorities: ‘Protect and Restore the Natural World’. In the consultation exercise on this Plan, this theme was ranked the most important by a high number of respondents. This Council has already, rightly, declared a climate emergency (April 2019). Council acknowledges that:
Council resolves to: ... view the full agenda text for item 145. Minutes: A. Councillor Ian Snowdon moved, and Councillor Caroline Newton seconded the motion as set out in the agenda at agenda item 18. After debate and on being put to the vote the motion was agreed.
RESOLVED: That Council notes that it has appointed a cycling champion to promote the benefits of cycling and a River Thames champion to promote the river and all it brings to our district. As much as the River Thames is a wonderful asset enjoyed by many for which the council has an obligation to protect and enhance, Council notes that our beautiful(mostly green) district is that way because of our amazing countryside and wildlife which should also be protected and enhanced.
Council therefore agrees to appoint a Tree Champion to: · Promote the value of trees and woodlands in tackling the climate and ecological emergencies · Encourage people to re-connect with nature and appreciate the importance of trees and woodlands for both environmental and human health and well-being · Promote woodland protection/conservation and tree growing initiatives in the district · Work with officers and members to develop and promote a Tree Policy and Strategy · Raise awareness of the statutory protections for trees and woodland within local communities, town and parish councils.
B. Councillor Sam Casey-Rerhaye moved, and Councillor David Rouane seconded the motion as set out in the agenda at agenda item 18. After debate and on being put to the vote the motion was agreed. RESOLVED: That Council has adopted a new Corporate Plan that has as one of its main priorities: ‘Protect and Restore the Natural World’. In the consultation exercise on this Plan, this theme was ranked the most important by a high number of respondents. This Council has already, rightly, declared a climate emergency (April 2019). Council acknowledges that:
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Revenue budget 2021/22 and capital programme to 2025/26 The confidential appendix A 6 to the revenue budget 2021/22 item (agenda item 9) is attached.
Minutes: Council noted the confidential appendix A6 to the interim head of finance’s report to Cabinet on 4 February 2021. |