Agenda and minutes

Apologies for absence were submitted on behalf of Councillors Barker, Casey-Rerhaye, Gordon-Creed, James-Lawrie, Mohammed, Norman and Van Mierlo.

To adopt and sign as a correct record the Council minutes of the meeting held on 13 July 2023 and the extraordinary meeting held on 29 August 2023. 

RESOLVED: to approve the minutes of the meeting held on 13 July 2023 and the minutes of the extraordinary meeting held on 29 August 2023 as correct records and agree that the Chair sign them as such.

To receive declarations of disclosable pecuniary interests, other registrable interests and non-registrable interests or any conflicts of interest in respect of items on the agenda for this meeting. 

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. 

The Chair provided details of the engagements he had attended since the last Council meeting including:

·       The unveiling of a blue plaque in East Hendred commemorating the lives of the Rt Hon MP Roy Jenkins and his wife Dame Jennifer Jenkins;

·       The High Sheriffs Ceremony of the Glove at Christ Church Chapel; and

·       The unveiling of a plaque by Princess Anne at the River & Rowing  Museum in Henley commemorating the work of the charity Give Them a Sporting Change and Rivertime Boat Trust. 

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

No members of the public had registered to address Council.

To receive any petitions from the public. 

None.

To consider the recommendations of the Leader of council, made on 29 September 2023, regarding the neighbourhood plan for Brightwell-cum-Sotwell.

The Individual Cabinet Member Decision is available here.

Recommendation:

1.    To make the Brightwell-cum-Sotwell Neighbourhood Development Plan Review with the modifications specified in the Examiner’s report.

2.    To delegate to the Head of Policy and Programmes, in consultation with the appropriate Cabinet Member and in agreement with the Qualifying Body, Brightwell-cum-Sotwell Parish Council, the correction of any spelling, grammatical, typographical or factual errors together with any improvements from a presentational perspective.

Council considered the recommendation of Councillor Rouane, Leader of the council, made on 29 September 2023, to make the Brightwell-cum-Sotwell Neighbourhood Development Plan Review.

RESOLVED: to

1.    make the Brightwell-cum-Sotwell Neighbourhood Development Plan Review with the modifications specified in the Examiner’s report;

2.    authorise the head of policy and programmes, in consultation with the appropriate Cabinet member and in agreement with the Qualifying Body – Brightwell-cum-Sotwell Parish Council, to correct any spelling, grammatical, typographical or factual errors together with any improvements from a presentational perspective.

At its meeting on 28 September 2023, Cabinet considered a report covering a request from South Oxfordshire District Council’s Leisure Facilities team to release funds of £103,139.77 from two S106 contributions towards gym equipment at Didcot Wave pool and gym.

Cabinet resolved to support the request and recommend that Council create a budget in the approved capital programme for the Didcot Wave gym equipment project to be funded by the S106 contributions.

RECOMMENDATION:to create a budget for £103,000 in the approved capital programme for the Didcot Wave gym equipment project, to be funded by the S106 contributions set out in the head of finance’s report to Cabinet on 28 September 2023.

Council considered Cabinet’s recommendation, made at its meeting on 28 September 2023, to create a budget in the approved capital programme for the Didcot Wave gym equipment project. Cabinet had supported the release of funds of £103,139.77 from two S106 contributions towards gym equipment at Didcot Wave pool and gym in response to a request from South Oxfordshire District Council’s Leisure Facilities team.

RESOLVED: to create a budget for £103,000 in the approved capital programme for the Didcot Wave gym equipment project, to be funded by the S106 contributions set out in the head of finance’s report to Cabinet on 28 September 2023.

To receive the report of the leader of council. 

Councillor Rouane, Leader of the council, provided an update on a number of matters. The text of his address is available on the council’s website.

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

A.   Question from Councillor Gawrysiak to Councillor Filipova-Rivers, Cabinet member for community well being

Henley Town Council has recently extended a loan facility of £100,000 to the Henley Kenton Theatre because it needs time to restructure and get back on its feet. This came about as a legacy of Covid and some management issues. South Oxfordshire District Council currently budgets around £470,000 per annum, with a total six year bill of £3,346,000, to operate its own arts centre Cornerstone, a district council owned building, which is for the benefit of Didcot and the wider region.

Currently the district council makes no contribution to other theatres around the district in Thame, Wallingford and Henley. I believe that it is fundamentally unfair that the district council tax base is disproportionately spent on Cornerstone as a subsidy for the Arts, and other theatres across the district get nothing. We should equally support cultural life across South Oxfordshire and, budgets permitting, financially support other arts venues.

As a first stage in the process to address this inequality of funding, would the Cabinet member agree to write to Didcot Town Council (Population 35,000 to see if they would be willing to make an ongoing financial contribution to support Cornerstone in the future?

As a second Stage, would the cabinet member be willing to ask officers, as part of the Budget setting process, to propose a suitable grant structure for the Theatres in Henley, Thame and Wallingford for consideration as part of the wider budget?

B.   Question from Councillor Rawlins to Councillor Simpson, Cabinet member for planning

It is very important to monitor the housing mix policy in our current local plan to ensure new residential development provides an appropriate mix of one, two, three and four bed (and above) housing for our residents. A swathe of household extensions and permitted development (PD) can increase the number of bedrooms to a home and change the mix of our market housing stock over time; thus limiting the availability of more modest housing stock and thereby increasing prices and rents.

The 2021 census data provides recent data about our housing stock and the impact of actual cumulative changes in that stock. It would appear that overall the change in housing stock materially diverged from planning policies under previous administrations of this council, particularly as the vast majority of new housing that is being delivered will be on sites granted permission before LP2035 was approved.

What steps can be taken to ensure we achieve the right housing mix for our residents in the future? To comply with our policy, it would seem that future permissions will need to change applied mix for a number of years in order to correct the past cumulative and ongoing current divergence caused by extensions?

1. Question from Councillor Gawrysiak to Councillor Filipova-Rivers, Cabinet member for community well being

Henley Town Council has recently extended a loan facility of £100,000 to the Henley Kenton Theatre because it needs time to restructure and get back on its feet. This came about as a legacy of Covid and some management issues. South Oxfordshire District Council currently budgets around £470,000 per annum, with a total six year bill of £3,346,000, to operate its own arts centre Cornerstone, a district council owned building, which is for the benefit of Didcot and the wider region.

Currently the district council makes no contribution to other theatres around the district in Thame, Wallingford and Henley. I believe that it is fundamentally unfair that the district council tax base is disproportionately spent on Cornerstone as a subsidy for the Arts, and other theatres across the district get nothing. We should equally support cultural life across South Oxfordshire and, budgets permitting, financially support other arts venues.

As a first stage in the process to address this inequality of funding, would the Cabinet member agree to write to Didcot Town Council (Population 35,000) to see if they would be willing to make an ongoing financial contribution to support Cornerstone in the future?

As a second Stage, would the cabinet member be willing to ask officers, as part of the Budget setting process, to propose a suitable grant structure for the Theatres in Henley, Thame and Wallingford for consideration as part of the wider budget?

Answer

Thank you for your question, Councillor Gawrysiak,

It is true that all arts and culture facilities have been badly impacted by covid, and subsequently by the inflationary environment and cost of living emergency. The arts, culture and heritage offer in our district contributes to quality of life, community wellbeing, social connection, it creates jobs, and enhances learning.  It is enormously valued by our residents, and I am sure this council as well.

Cornerstone is the only District Council owned and managed facility in the area. It was planned for and delivered by previous administrations in response to high levels of growth in Didcot and intended to serve areas beyond the town.

Since 2019 the council has made a series of changes to the management and delivery of the service in an effort to reduce the net cost whilst also protecting the valued service. Some such activities include:

-       Bringing communications into the council’s central comms team

-       Moving away from a curated offer

-       Raising the profile of the facility via externally funded summer ‘Garden Party’ activities

-       And developing and funding (also with external sources) the large decarbonisation project

In the 2022/23 budget setting report an ongoing annual reduction in net running costs of £170,000 was included but those decisions were taken before war in Ukraine, the increases in costs experienced since then and the cost of living crisis that has impacted on people's spending power, and meant that this reduction has not been able to be realised.

There also  ...  view the full minutes text for item 39.

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

(1)       Motion to be proposed by Councillor Robb, seconded by Councillor Filipova-Rivers:

Council’s Pay Policy Statement approved on 16 February 2023, ensures that all directly employed staff receive at least the Real Living Wage as annually defined by the Living Wage Foundation.  The Real Living Wage is currently £10.90 an hour and will be updated on 24 October of this year.  

The payment of at least the Real Living Wage to our employees is one way of ensuring that all our suppliers and residents are aware that we recognise the importance of the Real Living Wage in helping to reduce in-work poverty.

However, Council is currently unable to become accredited as a Real Living Wage employer as it does not have a clear commitment, or plan in place, to ensure that all the contracts it awards to third parties require that those companies are committed to paying, as a minimum, the Real Living Wage.

All our major contracts are joint arrangements between Vale of White Horse and South Oxfordshire District Councils.

Whilst Council recognises that it cannot simply change existing contracts, requiring payment of at least the Real Living Wage is something we are able to address in future procurements and contracts.

To demonstrate its commitment to the Real Living Wage and secure accreditation as a Real Living Wage employer, Council confirms its belief that:

•                 no Council employee, or employee of its third party contractors, should be employed on less than the Real Living Wage.

Council therefore asks:

1.    The Chief Executive to continue to engage with Unison, as the Council’s recognised trade union, to ensure that this position is maintained going forward in respect of all employees.

2.    The Chief Executive to prepare a report for Cabinet, outlining the steps that are required for our Council to secure accreditation as a Real Living Wage accredited employer.

3.    The Chief Executive to include, within this report, proposals to implement a requirement on all future contracted providers to pay at least the Real Living Wage to all their staff throughout the duration of the contract, identifying any likely costs associated with this.

4.    Cabinet to consider the report when prepared and, should its recommendations be approved by both South Oxfordshire and the Vale of White Horse, authorise the Chief Executive to work with colleagues to implement its recommendations as soon as practicable.

5.    The Chief Executive to bring to the attention of all existing third parties who currently provide services directly on behalf of the Council, our view that all employers should, as a minimum, pay the Real Living Wage to their staff and seek an update on their companies’ position in relation to this matter.

6.    The Chief Executive to update Council on progress towards its Accreditation as a Real Living Wage Employer when the next Annual Pay Policy Statement is brought before it.

(2)       Motion to be proposed by Councillor Giles, seconded by Councillor Van Mierlo:  ...  view the full agenda text for item 40.

(1)       Councillor Robb moved, and Councillor Filipova-Rivers seconded, the

         motion as set out on the agenda at item 11(1)

Following debate and being put to the vote the motion was declared carried.

RESOLVED:

That Council’s Pay Policy Statement approved on 16 February 2023, ensures that all directly employed staff receive at least the Real Living Wage as annually defined by the Living Wage Foundation.  The Real Living Wage is currently £10.90 an hour and will be updated on 24 October of this year.  

The payment of at least the Real Living Wage to our employees is one way of ensuring that all our suppliers and residents are aware that we recognise the importance of the Real Living Wage in helping to reduce in-work poverty.

However, Council is currently unable to become accredited as a Real Living Wage employer as it does not have a clear commitment, or plan in place, to ensure that all the contracts it awards to third parties require that those companies are committed to paying, as a minimum, the Real Living Wage.

All our major contracts are joint arrangements between Vale of White Horse and South Oxfordshire District Councils.

Whilst Council recognises that it cannot simply change existing contracts, requiring payment of at least the Real Living Wage is something we are able to address in future procurements and contracts.

To demonstrate its commitment to the Real Living Wage and secure accreditation as a Real Living Wage employer, Council confirms its belief that:

•                 no Council employee, or employee of its third party contractors, should be employed on less than the Real Living Wage.

Council therefore asks:

1.    The Chief Executive to continue to engage with Unison, as the Council’s recognised trade union, to ensure that this position is maintained going forward in respect of all employees.

2.    The Chief Executive to prepare a report for Cabinet, outlining the steps that are required for our Council to secure accreditation as a Real Living Wage accredited employer.

3.    The Chief Executive to include, within this report, proposals to implement a requirement on all future contracted providers to pay at least the Real Living Wage to all their staff throughout the duration of the contract, identifying any likely costs associated with this.

4.    Cabinet to consider the report when prepared and, should its recommendations be approved by both South Oxfordshire and the Vale of White Horse, authorise the Chief Executive to work with colleagues to implement its recommendations as soon as practicable.

5.    The Chief Executive to bring to the attention of all existing third parties who currently provide services directly on behalf of the Council, our view that all employers should, as a minimum, pay the Real Living Wage to their staff and seek an update on their companies’ position in relation to this matter.

6.    The Chief Executive to update Council on progress towards its Accreditation as a Real Living Wage Employer when the next Annual Pay Policy Statement is brought before it.

(2)       Councillor Giles  ...  view the full minutes text for item 40.