Agenda and minutes

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Contact: Steven Corrigan  Democratic Services Manager

Items
No. Item

32.

Minutes pdf icon PDF 516 KB

To adopt and sign as a correct record the Council minutes of the meeting held on 15 July 2021 - attached. 

Minutes:

RESOLVED: to approve the minutes of the meeting held on 15 July 2021 as a correct record and agree that the Chair sign them as such.

 

33.

Declarations of disclosable pecuniary interest

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

Minutes:

Councillor Khan stated that, as he received a Special Responsibility Allowance in his capacity as Co-Chair of the Joint Audit and Governance Committee, he would not take part in the debate or vote on agenda item 10 – Councillors’ Allowances Scheme.

34.

Urgent business and chair announcements

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, and to receive any announcements from the chair. 

Minutes:

The Chair of Council, Councillor Robb, advised that, in accordance with Section 100B (4) (b) of the Local Government Act 1972, she had agreed to take one item of urgent business at the meeting – the election of a Leader of the council in light of Councillor Cooper given notice that she would be retiring as Leader of the council at the meeting.

 

The reason for urgency being that Councillor Cooper gave notice of her intention to resign after the publication of the agenda for the meeting.  There must be continuity in terms of the Leader of the Council, and it is therefore important to ensure the council elects a new Leader which could not wait until the next Council meeting.

 

The Chair further advised that agenda item 10 – the report of the Leader of the council – would be taken at agenda item 7 to allow Councillor Cooper to provide her report. The urgent item would be taken prior to the other business on the agenda.

 

The Chair invited Patrick Arran, Head of Legal and Democratic and Monitoring Officer, to make a statement to clarify legal issues around the transgender motion adopted by Council at the December 2020 meeting. The text of the statement is set out below:

 

“Good evening councillors,

 

I have asked the Chair if I may have the opportunity of addressing Council regarding the motion to Council on the 22December 2020 entitled:

 

Council notes that Trans people face significant disadvantage in society”. 

 

I will be happy to discuss any issues regarding this statement with members outside the meeting, but I am not able to answer any questions during the meeting.

 

A corporate complaint was made regarding the motion by a resident, and I reviewed the background to the resolution and complaint shortly after I came into post.  I have not upheld the complaint, and this was communicated to the complainant in my letter of the 23 of September 2021.


As a starting point, it is my view that the motion was clearly one which Council was lawfully entitled to accept and make a resolution upon.
  The motion was political in nature, intended to be aspirational, was clearly something of relevance to the Council and was non-binding in nature or legal effect. 

 

However, and perhaps understandably for a political motion, the wording of three elements of the resolution lacked legal precision in terms of definitions and impact.

 

This is certainly not a criticism -   this is the nature of political discourse, politicians raise issues of genuine concern by way of motion as part of the democratic process. 

 

As an aside, I am more than happy to help with the drafting of motions should any member require it, indeed, I would prefer to be involved at the formative stage of a motion.

 

I need to outline to Council for the record, the interpretation that we must place on certain elements of the resolution made.  This is to ensure that there is no doubt about  ...  view the full minutes text for item 34.

35.

Public participation

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

Minutes:

No members of the public had registered to address Council.

36.

Petitions

To receive any petitions from the public. 

Minutes:

None.

37.

Report of the leader of the council

To receive the report of the leader of the council.

 

Minutes:

Councillor 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.

 

As part of her address Councillor Cooper confirmed her resignation as Leader of the council.

 

Councillor Gawrysiak, Henley Resident Group Leader, Councillor Bennett, Green Group Leader, Councillor Robb, Chair of council, Councillor Gillespie, Leader of South Oxfordshire Residents Team Group and Councillor Khan, Labour Group Leader, thanked Councillor Cooper for her time as Leader of the council.

38.

Election of Leader of the council - urgent item

Minutes:

RESOLVED: to elect David Rouane as Leader of the council for a four year period ending on the day of the next post-election annual meeting in 2023.

 

 

Councillor Rouane advised of the appointment of Councillor Cooper to Cabinet with the portfolio for environment, climate change and nature recovery.

 

39.

Making the Crowmarsh Development Plan pdf icon PDF 417 KB

To consider the recommendations of the Cabinet member for planning, made on 28 September 2021, regarding the neighbourhood plan for Crowmarsh following the referendum held on 2 September 2021. 

 

The Individual Cabinet Member Decision is attached.

 

RECOMMENDATION TO COUNCIL: to

 

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

 

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

 

 

 

Minutes:

Council considered the recommendation of Councillor Simpson, Cabinet member for planning, made on 28 September 2021, to make the Crowmarsh Neighbourhood Development Plan part of the development plan for South Oxfordshire.

 

RESOLVED:

 

1.    To make the Crowmarsh Parish Neighbourhood Development Plan so that it continues to be part of the council’s development plan.

 

2.    To authorise the head of planning, in consultation with the appropriate

Cabinet member and in agreement with the Qualifying Body, the correction  

of any spelling, grammatical, typographical or factual errors together with 

any improvements from a presentational perspective.

 

40.

Treasury Management Outturn 2020-21 pdf icon PDF 327 KB

Cabinet, at its meeting on 30 September, will consider the report of the head of finance on the outturn performance of the treasury management function for the financial year 2020/21.

 

The report of the head of finance, which the Joint Audit and Governance Committee considered on 28 September 2021 and Cabinet will consider on 30 September 2021, is attached.

 

The recommendations of Cabinet will be circulated to all councillors.

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendations, made at its meeting on 30 September 2021, on the outturn performance of the treasury management function for the financial year 2020/21. The Joint Audit and Governance Committee, which had met on 28 September, and Cabinet had considered 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.

 

In response to a question regarding the lack of carbon and ecological considerations in the current Treasury Management Strategy (TMS), Councillor Rawlins, Cabinet member for Finance, responded that Council was being invited to approve the 2020/21 outturn against the strategy in place during that period at this meeting. He acknowledged that the council was looking at a revision of the TMS. There would be scope to explore climate change related issues and how these relate to investments. However, any change would need to reflect the principles of security, liquidity and whether there are opportunities to improve on yield.

 

RESOLVED: to

 

1.          approve the treasury management outturn report 2020/21; and

2.          approve the actual 2020/21 prudential indicators within the report. 

 

 

41.

Councillors' Allowances Scheme pdf icon PDF 198 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 - attached.

Additional documents:

Minutes:

Council considered the report of the Head of Legal and Democratic covering the recommendations of the Independent Remuneration Panel on a revised councillors’ allowances scheme.

 

Councillor Rouane moved, and Councillor Filipova-Rivers seconded, the following motion which on being put to the vote was agreed:

 

 It is recommended that Council agrees: 

 

1.    The recommendations of the Independent Remuneration Panel set out in their report as to the levels of basic and special responsibility allowances as set out in paragraph 7 of the report, with the exception of the recommended minimum threshold on the payment of the special responsibility allowance to the Leader of the main opposition group which will be disapplied 

 

2.    That the revised scheme should apply from 1 April 2022 

 

3.    That a task group comprising a member from each group consider the proposed content of a Parental Leave Policy for elected members and report back to Council with its recommendations at its meeting in December 2021 

 

4.    To authorise the Head of Legal and Democratic to finalise and implement a councillors’ allowances scheme based on the decision in 1 and the IRP report 

 

5.    To thank the members of the IRP for their work in reviewing the councillors’ allowances scheme. 

 

In supporting the motion councillors supported the view that there should be no lower threshold on the payment of the special responsibility allowance to the Leader of the largest opposition group. South Oxfordshire District Council had a tradition of many political groups and therefore there should be no lower threshold on the payment of the SRA to such an important role.

 

RESOLVED: to

1.    approve the recommendations of the Independent Remuneration Panel set out in their report as to the levels of basic and special responsibility allowances as set out in paragraph 7 of the report of the Head of Legal and Democratic to Council on 7 October 2021, with the exception of the recommended minimum threshold on the payment of the special responsibility allowance to the Leader of the main opposition group which will be disapplied; 

 

2.    apply the revised scheme from 1 April 2022; 

 

3.    establish a task group comprising a member from each group consider the proposed content of a Parental Leave Policy for elected members and report back to Council with its recommendations at its meeting in December 2021; 

 

4.    authorise the Head of Legal and Democratic to finalise and implement a councillors’ allowances scheme based on the decision in 1 and the IRP report; and 

 

5.    thank the members of the IRP for their work in reviewing the councillors’ allowances scheme. 

 

 

42.

Questions on notice pdf icon PDF 261 KB

To receive questions from councillors in accordance with Council procedure rule 33. 

 

Question from Councillor Jane Murphy to Councillor Sue Cooper, Leader of the council

 

Can the Leader confirm that a full consultation process on the size and style of the new HQ building on the gateway site will be undertaken with the residents who border the gateway site on two sides and what further consultation will take place?

 

Minutes:

Question from Councillor Jane Murphy to Councillor David Rouane, Leader of the council

 

Can the Leader confirm that a full consultation process on the size and style of the new HQ building on the gateway site will be undertaken with the residents who border the gateway site on two sides and what further consultation will take place?

Written response

 

As all members will know, we are always committed to ensuring residents get a positive opportunity to comment, feedback and contribute at the appropriate stages of any project where they have a genuine opportunity to influence the outcomes.

 

So far, local residents have had the opportunity to comment on extensive local engagement on the master planning work for the Didcot Gateway site – this was advertised via leaflet distribution to residents who lived around the site and further afield in Didcot along with pieces in local newspapers and emails to key stakeholders. We also sent the proposals and engagement questionnaire to people registered for updates on Didcot Garden Town and planning in South Oxfordshire and Vale of White Horse Districts.

 

Support for the proposals welcomed the new and modern open space and amenities, which gives a good first impression of Didcot for those arriving at the station. Concerns raised focused on the limited amount of on-site parking for new residents and the potential implications of reducing available parking overall. The council is actively working on addressing concerns for parking in a way that ensures there is enough parking for those who need it, while also actively encouraging the use of sustainable public transport where possible. Concerns about building heights have been considered and the updated masterplan seeks to minimise the impact of tall buildings by setting these further back from the road. The updated masterplan also reduces the number and density of buildings to create more open space on the site.

 

Local residents were also engaged a number of times through the Didcot Garden Town public advisory board, and the town council has received presentations and updates. Local council members from the area have been closely involved in the design process of our new building to ensure that local residents’ views are given appropriate attention. We are also hoping to be able to make a presentation on the proposals to Didcot Town Council in mid-October.

 

I and Councillor Powell met with members of the local community to discuss the site and our building on Tuesday 5 October. I have been in frequent contact with members of the community about the Didcot Gateway site for many years.

 

We will proactively invite local residents to take part in the full planning consultation for the building once an application has been submitted – this will be an opportunity to comment on material planning considerations such as building height and style, and genuinely influence the outcome of the planning application as set out in the council’s Statement of Community Involvement. The master planning proposals for the wider Gateway site will be a supporting document during  ...  view the full minutes text for item 42.

43.

Motions on notice

To consider motions from councillors in accordance with Council procedure rule 38. 

 

(1)  Motion to be proposed by Councillor Robin Bennett, seconded by Councillor Andrea Powell:

 

Council notes that the Government is currently running its public consultation on the Vision for “the Oxford to Cambridge Arc”.

 

It appears that Government has made economic growth its priority for the Arc, without asking residents whether that is the right priority, considering natural limits and resource constraints, or even whether the Arc project is necessary.

 

The Dasgupta review, published earlier this year1, found that the UK’s traditional approach to growth is unsustainable.

 

Local authority leaders, including from this council, have tried to prioritise nature and climate action by proposing Arc Environmental Principles, but the Government’s current consultation ignores them, as noted by BBOWT2, RSPB3 and others.

 

Council notes these concerns and asks the Leader to write to the new Minister for Levelling up, Housing and Communities, asking him to:

 

-       Pause the Arc project to reflect on whether the creation of an arbitrary geographic construct driving excessive growth in the South East will make a positive contribution to the government’s stated aim of ‘levelling up’ the UK.

-       If the project is to continue, set out clearly what the Government’s aims for it are, including expected costs, projected housing and growth expectations, and how it will fit into a wider regional structure within the UK.

-       Give local authorities within the Arc area the powers and funding needed to enable landscape-scale nature restoration and world-leading environmental standards.

-       Ensure proper local democratic control, with constituent local planning authorities able to set their own housing requirements based on local need.

 

1 https://www.gov.uk/government/collections/the-economics-of-biodiversity-the-dasgupta-review

2https://www.bbowt.org.uk/blog/estelle-bailey/government-must-rethink-arc-avoid-environmental-catastrophe

3https://community.rspb.org.uk/ourwork/b/rspb-england/posts/time-to-rethink-the-arc

 

(2)  Motion to be proposed by Councillor Anne-Marie Simpson, seconded by Councillor Pieter-Paul Barker:

Council acknowledges the appointment of a new Secretary of State for Levelling Up, Housing and Communities. It hopes that he will reconsider HM Government’s proposed planning reforms and make use of this opportunity to prioritise ambitions to address the climate emergency, protect and enhance the natural environment and increase biodiversity – all of which will help to improve the health and well-being of the nation. It is only by putting sustainability at the heart of these matters that the UK will be able to deliver on its environmental ambitions.

The Council notes:

·       the appointment of Michael Gove as Secretary of State for Levelling Up, Housing and Communities.

·       the upcoming United Nations COP26 climate summit gives government at all levels the opportunity to galvanise action on reducing emissions.

·       HM Government’s stated ambitions to Build Back Better, achieve Net Zero and to leave the natural environment in a better state than it found it.

Council calls for HM Government to:

·       scrap the current proposals for planning reform and maintain the right of local residents to engage and comment on individual planning applications

·       transform the local planning process into one that assesses the climate fitness of a district and plans  ...  view the full agenda text for item 43.

Minutes:

Council considered the following motions from councillors in accordance with Council Procedure Rule 38. 

 

1.    Councillor Robin Bennett moved, and Councillor Andrea Powell seconded the motion as set out in the agenda at agenda item 12.

 

After debate and on being put to the vote the motion was agreed.

 

RESOLVED: That

 

Council notes that the Government is currently running its public consultation on the Vision for “the Oxford to Cambridge Arc”.

 

It appears that Government has made economic growth its priority for the Arc, without asking residents whether that is the right priority, considering natural limits and resource constraints, or even whether the Arc project is necessary.

 

The Dasgupta review, published earlier this year1, found that the UK’s traditional approach to growth is unsustainable.

 

Local authority leaders, including from this council, have tried to prioritise nature and climate action by proposing Arc Environmental Principles, but the Government’s current consultation ignores them, as noted by BBOWT2, RSPB3 and others.

 

Council notes these concerns and asks the Leader to write to the new Minister for Levelling up, Housing and Communities, asking him to:

 

·       Pause the Arc project to reflect on whether the creation of an arbitrary geographic construct driving excessive growth in the South East will make a positive contribution to the government’s stated aim of ‘levelling up’ the UK.

·       If the project is to continue, set out clearly what the Government’s aims for it are, including expected costs, projected housing and growth expectations, and how it will fit into a wider regional structure within the UK.

·       Give local authorities within the Arc area the powers and funding needed to enable landscape-scale nature restoration and world-leading environmental standards.

·       Ensure proper local democratic control, with constituent local planning authorities able to set their own housing requirements based on local need.

1 https://www.gov.uk/government/collections/the-economics-of-biodiversity-the-dasgupta-review

2https://www.bbowt.org.uk/blog/estelle-bailey/government-must-rethink-arc-avoid-environmental-catastrophe

3https://community.rspb.org.uk/ourwork/b/rspb-england/posts/time-to-rethink-the-arc

 

2.    With the consent of Council, Councillor Anne-Marie Simpson moved and, Councillor Pieter-Paul Barker seconded the following motion to reflect comments received from councillors prior to the meeting – omitted words shown by a strikethrough and additional words shown in bold

Council acknowledges the appointment of a new Secretary of State for Levelling Up, Housing and Communities. It hopes that he will reconsider welcomes the fact that he is reconsidering HM Government’s proposed planning reforms and hopes he makes use of this opportunity to prioritise ambitions to address the climate emergency, protect and enhance the natural environment and increase biodiversity – all of which will help to improve the health and well-being of the nation. It is only by putting sustainability at the heart of these matters that the UK will be able to deliver on its environmental ambitions.

The Council notes:

·       the appointment of Michael Gove as Secretary of State for Levelling Up, Housing and Communities.

·       the upcoming United Nations COP26 climate summit gives government at all levels the opportunity to galvanise action on reducing emissions.

·       HM Government’s stated ambitions to Build Back Better, achieve Net Zero and to leave the  ...  view the full minutes text for item 43.

44.

Exclusion of the public

To consider whether to exclude members of the press and public from the meeting for the following items 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)         they involve the likely disclosure of exempt information as defined in paragraph 3 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 items 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)         they involve the likely disclosure of exempt information as defined in paragraph 3 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. 

 

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 to allow Council to complete the consideration of the agenda items.

45.

Application for Grant Funding - Henley and District Housing Trust

Cabinet, at its meeting on 30 September 2021, will consider the confidential report of the interim head of development and regeneration on the provision of grant funding using commuted sums held by the council, of an affordable housing project being delivered by the Henley and District Housing Trust (HDHT), a Registered Provider of affordable housing.

 

The recommendations of Cabinet will be circulated to all councillors.

 

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 30 September 2021, on the provision of grant funding using commuted sums held by the council, of an affordable housing project being delivered by the Henley and District Housing Trust (HDHT), a Registered Provider of affordable housing.

 

Council agreed Cabinet’s recommendation to fund the project.

 

46.

New office accommodation - RIBA stage 2 concept design and budget envelope

Cabinet, at its meeting on 30 September 2021, will consider the confidential report of the deputy chief executive – transformation and operations, on the RIBA stage 2 concept design and costings report for the new office accommodation at the council’s Didcot Gateway site.

 

The recommendations of Cabinet will be circulated to all councillors.

 

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 30 September 2021, on the RIBA stage 2 concept design and costings report for the new office accommodation at the council’s Didcot Gateway site.

 

Council agreed Cabinet’s recommendation to amend the budget provision.

 

47.

Revised capital programme 2021/22 to 2025/26

Cabinet, at its meeting on 30 September 2021, will consider the confidential report of the head of finance on a revised capital programme for 2021/22 to 2025/26 as a result of changes that have occurred in the year to date, including those for the office accommodation project. 

 

The recommendations of Cabinet will be circulated to all councillors.

Additional documents:

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 30 September 2021, on a revised capital programme for 2021/22 to 2025/26 as a result of changes that have occurred in the year to date, including those for the office accommodation project. 

 

Council agreed Cabinet’s recommendation to approve a revised capital programme.

 

48.

Development at 116-120 Broadway, Didcot - phase one budget setting

Cabinet, at its meeting on 30 September 2021, will consider the confidential report of the interim head of development and regeneration on the development of affordable housing and associated community space on council owned property, 116, 118 and 120 Broadway, Didcot.

 

The recommendations of Cabinet will be circulated to all councillors.

Minutes:

Council considered Cabinet’s recommendation, made at its meeting on 30 September 2021, on the development of affordable housing and associated community space on council owned property, 116, 118 and 120 Broadway, Didcot.

 

Council agreed Cabinet’s recommendation to allocate section 106 funds toward the development of 116-120 Broadway, Didcot.

 

 

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