Decisions

Purpose: to approve the draft strategy for public consultation

To approve the draft Playing Pitch Strategy and the draft Leisure Facilities Assessment Strategy for public consultation for 5 weeks, running from Wednesday 13th March 2024 to Wednesday 17th April 2024.

Purpose: to approve the draft strategy for public consultation

To approve the draft Playing Pitch Strategy and the draft Leisure Facilities Assessment Strategy for public consultation for 5 weeks, running from Wednesday 13th March 2024 to Wednesday 17th April 2024.

Purpose: to review the action plan

Cabinet considered the head of development and corporate landlord’s report on the future direction of the Cornerstone Arts Centre in Didcot.  Officers had considered options for the ongoing development of the service to offer the most effective and efficient operation.  The aim was to maximise community benefit and financial efficiency, thereby establishing the long-term sustainability of the centre.  The report proposed the approval of a development action plan to meet these aims. 

The report included several appendices, which investigated service provision options in detail.  These options included running the centre by an external organisation, an outsourced operator model, and retaining the operation of the centre in-house.  Cabinet noted the appendices, including those that were marked as exempt. 

The Scrutiny Committee had supported the progression of the action plan but asked Cabinet to consider the following points:

·       better and more frequent reporting on progress with the action plan;

·       funding sources should be explored as soon as possible;

·       a clear marketing and promotion review, with a review of shows and show types, and marketing to a wider catchment area;

·       exploring energy savings;

·       providing Scrutiny Committee with an update report in 12 months’ time. 

Officers had provided a response to the points raised by Scrutiny Committee; Cabinet noted these. 

The Cabinet member for community wellbeing thanked Scrutiny Committee for its suggestions.  Most were included in the action plan.  There would be more frequent reporting of progress against the action plan; subject to budgetary approval there would be more resource to fundraise; a new marketing strategy would be developed as well as more dynamic programming; and energy savings and decarbonisation of the centre were being explored.  A progress report would also be submitted to Scrutiny Committee. 

The Cabinet member confirmed that the council was committed to the Cornerstone.  It was hoped that the action plan would generate more income and make the service more sustainable.  Specialist skills were needed to fundraise, market the offering, and bring improved arts management.  Recent ticket sales had already shown an improvement. 

Cabinet welcomed the officer’s report reviewing the service and the proposed action plan, and thanked Scrutiny Committee for its suggestions.  Cabinet recognised that there were improvements the council could implement to improve the centre’s service delivery.  The adoption of the development action plan should have a positive impact on the centre’s financial viability and benefit the community.  Before the council considered longer-term options for the centre, Cabinet considered that the council should do all it could to ensure the centre was operating to its best potential in-house.  Therefore, Cabinet supported the adoption of the development action plan.  Members asked for performance progress reports at regular intervals. 

RESOLVED to:

(a)       endorse the Cornerstone Development Action Plan, as set out in Appendix 6 to the head of development and corporate landlord’s report to Cabinet on 15 February 2024, to optimise operation of the in-house delivery model before any consideration is given to alternative operating models; and

(b)       acknowledge that the current implementation costs outlined within the action plan, expected to be incurred over the lifetime of the action plan, are subject to agreement of Council at its meeting on 22 February 2024. 

Purpose: to approve a new approach to the council’s garden waste service

Cabinet considered the report of the head of corporate services and the head of housing and environment.  The report set out a proposal to improve the way the council’s garden waste service was paid for by introducing a permit scheme. 

The Cabinet member for the environment presented the report and outlined the issues with the current payment process and explained the new permit approach. 

The Joint Scrutiny Committee had supported the proposed scheme but requested that Cabinet:

·       continued to offer direct debit payments as well as other payment methods, such as cash and telephone payments;

·       retained the minimum number of collections per year, for customer assurance;

·       ensured that a clear communications plan was put in place to show residents how to pay and to how to stay updated on the changes;

·       gave future consideration to an initial fee to join the service, and to introducing bin microchipping. 

Officers had considered the implications of the committee’s suggestions and had discussed them with the Cabinet member.  The Cabinet member believed that the council needed a better system to administer its garden waste service.  This included a more efficient payment system and the ability to retrieve bins where payments had not been made.  The proposal would achieve this.  The Cabinet member believed that the council should adopt the new permit scheme and monitor its implementation.  Regarding direct debit payments, if Cabinet wished to retain a direct debit payment option, the project would need to be paused and reviewed.  Moving to an online annual payment would not limit customers’ ability to pay through other means.  Customers could contact the council’s Customer Contact Centre, which would continue to support payments over the telephone or face-to-face at Abbey House.  The Cabinet member reported that there would be a minimum of 20 collections per year, and hopefully more, and a clear communications plan would be put in place before the scheme was introduced in April 2025.  Regarding Scrutiny Committee’s suggestion of introducing an initial joining fee, this would be considered in the forthcoming waste and street cleansing strategy. 

Cabinet welcomed the proposal, as it would move the council away from a heavily manual process relying on direct debits payments to a more automated and customer-friendly permit-based approach.  Implementation of the scheme should be monitored carefully.  This approach had been successful across many districts.  However, Cabinet considered that Scrutiny Committee’s suggestions to retain the option for direct debit payments and to introducing bin microchipping were rejected at this stage. 

RESOLVED to:

(a)       approve the implementation of a garden waste permit payment model commencing 1 April 2025, subject to the approval of growth bids as part of the council’s 2024/25 budget;

(b)    authorise the head of corporate services and the head of housing and environment, in consultation with the relevant Cabinet members, to:

(i)     agree any revisions to the terms and conditions of the council’s garden waste provision, and

(ii)    award a joint contract for provision of garden waste permits as required. 

Purpose: to recommend the budget to Council

Cabinet considered the head of finance’s report on the revenue budget for 2024/25 and the capital programme for 2024/25 to 2028/29.  The report brought together all the information required to enable Cabinet to recommend the budget to Council.  It also recommended the Prudential Indicators to be set by Council in accordance with the Prudential Code.  The report also contained the chief finance officer’s opinion on the robustness of the estimates and the adequacy of the council’s financial reserves.  Finally, the report included the medium term financial plan for the years 2024/25 to 2028/29. 

The Cabinet member for finance reported that Scrutiny Committee considered the budget report and was content with it; he thanked the committee for its input.  The budget before Cabinet was the result of a comprehensive effort of budgetary review and challenge by officers and members.  The council was under financial pressure due to high inflation over the past year, increasing the council’s costs.  However, interest rates had been unexpectedly high throughout the past year, bringing in more treasury income than expected.  There were no cuts to services, and a lower than previously expected draw upon reserves.  All of these factors had allowed the council to set a balanced budget.  Council tax would be increased by the maximum before a referendum was required.  The district council’s element of the Council Tax for a Band D property would be £146.24, an increase of less than 10 pence per week. 

Cabinet noted that there was uncertainty over future years’ funding from government, meaning that there could be a higher draw on reserves in the medium term. 

Cabinet welcomed the proposed budget.  It allowed the council to provide resources to deliver its corporate plan.  Members were proud of the way the council had stabilised its finances and thanked all staff for their hard work and dedication. 

RECOMMENDED to Council to:

(a)       set the revenue budget for 2024/25, as set out in Appendix A.1 to the head of finance’s report to Cabinet on 15 February 2024;

(b)       approve the capital programme for 2024/25 to 2028/29, as set out in Appendices D.1 and D.2 to the report, together with the capital programme changes, as set out in Appendices D.3 and D.4 to the report;

(c)        set the council’s prudential limits, as listed in Appendix E to the report;

(d)       set the medium-term financial plan to 2028/29, as set out in Appendix F to the report;

(e)       allocate £500,000 to fund the Communities Capital and Revenue grant scheme; and

(f)         ask officers to review the Medium-Term Financial Strategy at the end of the current spending review period. 

RESOLVED: to authorise the head of finance, in consultation with the cabinet member for finance, to make minor adjustments to the report and the prudential indicators, should they prove necessary prior to its submission to Council on 22 February 2024.

Purpose: to recommend Council to approve the strategy

Cabinet considered the head of finance’s report, which proposed the capital strategy for 2024/25 to 2033/34.  The strategy outlined the council’s approach to capital spending, based on the council’s corporate strategy, and was linked to the council’s corporate objectives, the medium-term financial strategy, and the management of its projects and programmes.

This year, the key changes to the strategy included:

·       amendments to the Investment Strategy (section 5), including removal of the commercial investments category, in line with the latest Chartered Institute of Public Finance and Accountancy’s (CIPFA) Prudential Code and the Public Works Loans Board’s lending requirements. 

·       a capital expenditure de-minimis level note added to section 4.

Cabinet supported the proposed strategy for recommendation to Council for approval. 

RECOMMENDED to Council to:

(a)       approve the capital strategy 2024/25 to 2033/34, as set out in Appendix 1 of the head of finance’s report to Cabinet on 15 February 2024; and

(b)       agree the strategy for flexible use of capital receipts, as set out in Annex 1 of the capital strategy. 

Purpose: to recommend Council to approve the strategy

Cabinet considered the head of finance’s report on the treasury management and investment strategy for 2024/25.  The strategy set out how the council’s treasury service supported the financing of capital investment decisions and how its treasury management function operated.  The strategy was required to include three parts:

·       prudential and treasury indicators, within which the council must operate;

·       an annual investment strategy; and

·       a minimum revenue provision policy statement. 

The Joint Audit and Governance Committee had recommended Cabinet to approve:

·       the treasury management strategy 2024/25;

·       the prudential indicators and limits for 2024/25 to 2026/27; 

·       the annual investment strategy 2024/25 and the lending criteria; and 

·       the new Environmental, Social and Governance Policy.  

The Cabinet member for finance welcomed the report and the Joint Audit and Governance Committee’s recommendations.  He welcomed the addition of  new environmental, social and governance policy, which would help assess potential investment options, once the priorities of security, liquidity, and yield has been assessed. 

The Cabinet member also proposed an additional recommendation to note that the section 151 officer had confirmed that he would conduct a review of investment options with the council’s treasury advisors, Link, and would report to Joint Audit and Governance Committee, the review to include the latest analysis on environmental, social and governance investment options. 

Cabinet supported the recommendations. 

RESOLVED: to

(a)        note the treasury management strategy 2024/25, prudential indicator limits and annual investment strategy, as set out in Appendix A to the head of finance’s report to Cabinet on 15 February 2024;

(b)        note the Environmental, Social and Governance Policy, as set out in Appendix E of the report; and

(c)        note that the section 151 officer has confirmed that he will conduct a review of investment options with the council’s treasury advisors Link and, in line with the Constitution, will report to Joint Audit and Governance Committee, the review to include the latest analysis on environmental, social and governance investment options;

RECOMMENDED to Council to:

(d)        approve the treasury management strategy 2024/25, as set out in Appendix A to the head of finance’s report to Cabinet on 15 February 2024;

(e)        approve the prudential indicators and limits for 2024/25 to 2026/27, as set out in Appendix A of the report;

(f)         approve the annual investment strategy 2024/25, as set out in Appendix A of the report, and the lending criteria detailed in table 6; and

(g)       approve the Environmental, Social and Governance Policy, as set out in Appendix E to the report. 

Purpose: to consider the report and make recommendations to Council

Cabinet considered the head of finance’s report.  This monitored performance of the council’s treasury management function for the first half of 2023/24.  The report also updated on the prudential indicators for the remainder of the financial year. 

The Joint Audit and Governance Committee had considered the report and was satisfied that the treasury activities had been carried out in accordance with the treasury management strategy and policy. 

The Cabinet member for finance reported that the income received on investments was predicted to be above budget by approximately £2.7 million this year.  This was due to higher than forecasted interest rates, bringing greater returns.  The council was also operating with the prudential indicators. 

RESOLVED: to note the treasury management 2023/24 mid-year monitoring report. 

RECOMMENDED to Council to:

(a)       note that Cabinet is satisfied that the treasury activities are carried out in accordance with the treasury management strategy and policy; and

(b)       approve the treasury management 2023/24 mid-year monitoring report. 

Purpose: to agree an approach to the new corporate plan

Cabinet considered the head of policy and programmes’ report, which sought endorsement to the approach to develop the new Corporate Plan 2024 to 2028. 

Scrutiny Committee had supported the proposed approach to the corporate plan but asked Cabinet to consider the following:

·       slight changes in language suggested – use of adaptation (related to climate), participants not audiences, promoting not supporting community-led engagement.  Suggestion of having a jargon-buster;

·       engagement should be considered with hard-to-reach groups, look at our communications channel and how we use language;

·       draft an overarching vision to crystallise the values in the plan;

·       the council’s procurement strategy should align with principles and values in the corporate plan;

·       there should be fairness on housing (relating to theme 4) and equal access to services and infrastructure;

·       consider business support and amplifying that in the plan;

·       how do we engage with the visitor economy in the plan;

·       support engagement with younger people/future generations;

·       timetable for lessons learned from the Joint Local Plan engagement process. 

Officers had provided a written response to Cabinet following Scrutiny Committee’s suggestions. 

The Cabinet member for corporate services, policy and programmes welcomed the feedback from Scrutiny Committee.  Most of the points raised were in hand; other suggestions would be taken forward as the draft plan was developed further.  For example, further consideration would be given to encompass the climate emergency and nature recovery throughout the plan.  The overarching vision was crucial. 

Cabinet concurred, believing that widespread engagement was important, particularly with lesser heard groups.  It was noted that the corporate plan would be brought back to Cabinet in the autumn for further consideration and then recommendation on to Council. 

RESOLVED: to endorse approach to develop the new Corporate Plan 2024 to 2028. 

Purpose: to review the criteria used to allocate Section 106 affordable housing funds

Cabinet considered the head of housing and environment’s report on grant funding affordable housing projects. 

Members recalled that four affordable housing projects had been financially supported by the council under the current policy.  This allowed the council to grant fund applicants by using commuted sums received from Section 106 agreements generated by housing developments in the district.  The Housing Delivery Strategy, adopted in November 2022, recommended a refresh of the policy and criteria used to assess applications. 

The report set out proposed changes to the policy, which aimed to increase the delivery of affordable housing further and to make the grant application process easier and more transparent.  The revised policy had been deferred at the Cabinet meeting on 22 June 2023 to allow Scrutiny Committee to comment on the revised policy. 

Scrutiny Committee had considered the draft revised policy on 7 August 2023 and had recommended the following:

1.          That under point 4, the first item on the list (‘delivers affordable housing’) be removed as it is duplicated with the last item (‘Delivers affordable housing in perpetuity’)

2.          That point 7 include reference to the fact that existing dwellings can be included with the category of acquisition.

3.          That in the scoring matrix under point 13, an additional point be included under the ‘Scheme features’ heading titled, ‘Geographic link to source’. This will detail how close the proposed dwelling is from the application that delivered the S106 funds.

4.          That point 19 be reworded to say that, “…The Key payment stages are up to five milestones”. 

5.          In addition, the committee agreed that point 13 of the officer report, about at what level of funds the application window would be suspended, should be reduced from the proposed amount of £250,000 to £50,000.

Cabinet thanked Scrutiny Committee for its input.  Cabinet supported the revised policy and accepted the Scrutiny Committee’s suggestions 1, 2, 4 and 5 above as helpful additions.  However, Cabinet did not support suggestion 3 above.  Members considered that it was better to meet affordable housing need as the priority, rather than any geographic link between the location of affordable housing and the location of the development that provided the Section 106 funding. 

The matrix set out in the revised policy would assist and contribute towards officers’ assessment of each application for funding.  Officers would then make a recommendation to Cabinet on each application and, if approved, Cabinet would make a recommendation to Council to approve the necessary funding. 

To allow the amendments to be included in the policy, the Cabinet member proposed an additional recommendation to authorise the deputy chief executive – place, in consultation with the Cabinet member for economic development and regeneration, to make any minor amendments and corrections to the policy.  Cabinet supported this proposal. 

Cabinet noted that this was a joint policy with Vale of White Horse District Council, whose Scrutiny Committee had suggested amendments also.  These had been largely points of clarification, which would be picked up by the deputy chief executive under the proposed delegation. 

RESOLVED: to

(a)    adopt the revised Affordable Housing Section106 Commuted Sums Grant Policy for the awarding of Section 106 grant funding to affordable housing projects in the district; and

(b)    authorise the deputy chief executive – place, in consultation with the Cabinet member for economic development and regeneration, to make any minor amendments and corrections to the policy. 

Purpose: to adopt the Conservation Area Appraisal and Management Plan

Cabinet considered the head of planning’s report, which sought adoption of the Dorchester-on-Thames and Overy Conservation Area Appraisal and Boundary Review. 

Dorchester Parish Council had approached the council seeking a review of the Dorchester-on-Thames and Overy Conservation Area boundary.  Working with the parish council and local people, officers had produced the draft conservation area appraisal and management plan document, which was subject to public consultation early in 2023.  Detailed changes had been made to the document as a result of the consultation.  The revised draft appraisal and management plan were presented to Cabinet for adoption. 

During the review of the existing conservation area boundary, two areas had been proposed for inclusion within the conservation area boundary.  Of these areas only one had met the guidelines for conservation area designation.  This area in Overy was of high archaeological interest, straddling the existing road and bridge over the River Thame into Dorchester and provided evidence for the continued occupation of this strategic river crossing from the Roman period into the Medieval Period when the settlement nucleus focussed to the north.  This area was shown on the map at Appendix 1 to the report. 

The other area identified, of the Demense field to the east of Dorchester, had not been included within the designated area at this time as there was insufficient evidence of similar archaeological or historical interest.  However, this area was proposed for inclusion in the non-designated assets list as an Area of Local Importance.  This would make it a material planning consideration consistent with its current designation within the Neighbourhood Plan. 

There were no boundary changes proposed in Dorchester-on-Thames. 

Cabinet considered that the Overy Conservation Area, as proposed to be extended, was of special architectural and historic interest and should be designated as part of the conservation area, and that the accompanying joint Dorchester-on-Thames and Overy Conservation Area Appraisal and Management Plan should be adopted. 

In answer to a general question by a member about conservation area appraisals, officers reported that there were two ways an area could be selected for an appraisal or review.  Firstly, the council had a rolling programme to review all areas in its district.  Secondly, local groups or parish councils could approach the council to request a review.  In both cases, the council’s officers would work with the parish council or local groups to progress the review. 

RESOLVED to:

(a)       adopt the Overy Conservation Area boundary, as per the proposed revision shown at Appendix 1 to the head of planning’s report to Cabinet on 28 September 2023;

(b)       adopt the joint Dorchester-on-Thames and Overy Conservation Area Appraisal and Management Plan, as amended following public consultation, as a Supplementary Planning Document as part of the Development Plan evidence and is a material planning consideration; and

(c)    authorise the head of planning, in consultation with the Cabinet member for planning, to make minor changes, typographical corrections or non-material amendments to the joint Dorchester-on-Thames and Overy Conservation Area Appraisal and Management Plan document prior to formal publication and statutory notification requirements. 

Cabinet considered the head of finance’s report on a request by the council’s leisure services team to release Section 106 funds of £103,000 towards new gym equipment at Didcot Wave. 

Cabinet noted that the overall project cost was £133,129.99 and would be funded by the use of Section 106 funds from developments in South Oxfordshire, together with funds from the council’s leisure capital works programme, and a contribution of £17,000 from Section 106 funds generated by development in the Vale of White Horse district. 

Cabinet supported the request and noted that Council would be recommended to create a budget for £103,000 for this project.  The leisure strategy had identified the need to protect and improve the council’s leisure centres.  Replacing the gym equipment showed that the council was committed to providing the most up-to-date equipment and latest technology, demonstrating commitment to improve the facility at Didcot Wave and enhance users’ workout experience. 

Cabinet also noted that the report sought Council approval to authorise the head of finance to add the Vale’s contribution to the budget. 

RECOMMENDED: to Council to create a budget for £103,000 in the approved capital programme for the Didcot Wave gym equipment project, to be funded by the Section 106 contributions set out in the head of finance’s report to Cabinet on 28 September 2023.  

Purpose: to adopt the Conservation Area Appraisal and Management Plan

Cabinet considered the head of planning’s report, which sought adoption of the Cuxham Conservation Area Appraisal and Management Plan. 

The council was required to periodically review all conservation areas throughout its district.  The appraisal for the Cuxham Conservation Area formed part of that rolling review programme.  The appraisal and management plan document had been subject to public consultation.  Detailed changes had been made to the document as a result of the consultation.  The revised draft appraisal and management plan were presented to Cabinet for adoption. 

Cabinet considered that the Cuxham Conservation Area Appraisal, as proposed, captured the special architectural and historic interest of the area and that no boundary changes were necessary. 

RESOLVED to:

(a)       adopt the Cuxham Conservation Area Appraisal and Management Plan, as drafted following public consultation, as a Supplementary Planning Document as part of the Development Plan evidence and is a material planning consideration; and

(b)       authorise the head of planning, in consultation with the Cabinet member for planning, to make minor changes, typographical corrections or non-material amendments to the Cuxham Conservation Area Appraisal and Management Plan document prior to formal publication and statutory notification requirements.  

Purpose: to receive an update on budget setting for 2024/25

Cabinet considered the head of finance’s report, being the budget setting update report for 2024/25. 

The report informed Cabinet of progress made in compiling a draft budget for 2024/25.  There would be inflationary pressures, hopefully balanced with increased treasury income from high interest rates.  A revenue and capital budget challenge was underway, to analyse the draft figures in detail before Cabinet would be required to recommend its draft budget to Council in February 2024. 

The government had published its draft settlement figure for South Oxfordshire at an increase of 4.63 per cent, although there was no clarity for later years.  This left uncertainty in compiling the medium term financial plan, which covered the next five years, resulting in an increasing reliance on the council’s reserves, as costs would rise with inflation and treasury income reduce as interest rates were likely to fall. 

In answer to a question about whether the council could borrow funds, members noted that the council would need to be clear what it was borrowing for, such as to support the housing delivery strategy or other major projects.  Given the council’s reliance on borrowing to fund the capital programme, all existing capital programme schemes and any growth proposals would need to comply with the requirements of the Chartered Institute of Public Finance and Accountancy Prudential Code, and also the Public Works and Loans Board from whom the council was likely to borrow in future. 

Members thanked the officer for his report. 

RESOLVED to note the budget setting report 2024/25. 

Cabinet considered the corporate performance report and climate action plan performance report for quarter 2, 2023/24, being the period July to September 2023. 

Cabinet welcomed the reports and highlighted areas of the council’s achievements. 

In answer to a question about how the council publicised the reports, it was noted that parish councils were always encouraged to read the performance reports.  However, the council was always reviewing how it communicated with others and would continue to look for improvements.  The format of the performance reports was also under review; it was intended to shorten the reports and make them clearer with more focussed on targets.  It was suggested that using the terminology ‘quarters’ was confusing and should be replace by dates. 

RESOLVED: to note the Corporate Performance Report and Climate Action Plan Performance Report for quarter 2, 2023/24. 

Purpose: to consider the quarter 2 report

Cabinet considered the head of finance’s report, being the budget monitoring report for April to September 2023. 

Cabinet noted that there was a forecasted overspend at the financial year end of £1 million, but estimated increases in treasury income should offset this.  Members noted the report. 

RESOLVED to note the Budget Monitoring Report for April to September 2023. 

Cabinet considered the head of finance’s report, which sought approval of a one-year pilot grant scheme for the use of Community Infrastructure Levy funds. 

The report had been considered by the Scrutiny Committee on 6 December, which supported the draft policy and made the following suggestions for consideration of the officers and Cabinet member:

1.     There needs to be clarity on point 19 and its table – showing income and expenditure.

2.     On the scoring matrix, check with the Climate Action Team on the addition of “climate adaptation” to column G scoring. 

3.     On the scoring matrix, column B, include gaps in provision, such as active travel. 

4.     Consider how the pilot scheme would be communicated. 

Cabinet thanked Scrutiny Committee for its suggestions and noted that these points had been taken into account in the head of finance’s report. 

In answer to questions from members, Cabinet noted that the pilot scheme could be operated within existing staff resources.  Any unspent grant fund would be returned to the Community Infrastructure budget at the year end. 

Councillor Cooper left the meeting at this point. 

Cabinet supported the proposal for a one-year pilot grant scheme to support the delivery of local infrastructure.  This would help local groups and parish councils, who should be encouraged to use the grants scheme.  It was intended that £750,000 would be allocated to the scheme in 2024/25, subject to Council’s approval of the budget. 

RESOLVED to:

(a)       approve the pilot scheme policy to award grants for delivery of infrastructure funded by the council’s Community Infrastructure Levy allocation, attached in appendix 1 to the head of finance’s report to Cabinet on 21 December 2023; and

(b)       authorise the relevant head of service in consultation with the relevant Cabinet member to make minor amendments to the standard terms and conditions of the scheme. 

Purpose: to review the scheme and recommend any changes to Council

Cabinet considered the head of finance’s report on a review of the council tax reduction scheme. 

Following a change in practices by the Department of Work and Pensions, the report proposed a change to the council’s scheme to require individuals to demonstrate that they had notified the government Department when they had a change in their circumstances. 

Cabinet supported the proposed change for recommendation on to Council. 

RECOMMENDED to Council:

(a)       that for the 2024/25 financial year onwards the council continues to adopt the previous 2023/24 Council Tax Reduction Scheme but with the following amendment:

“Where the council has identified that a taxpayer has failed to notify the Department of Work and Pensions of a relevant change in circumstances, affecting their legacy benefit or Universal Credit, then (where necessary) their entitlement to council tax reduction will be stopped, until that notification has taken place and revised Department of Work and Pensions benefit entitlement known.” 

(b)       that the above change to be incorporated into its Council Tax Reduction Scheme for the oncoming 2024/25 financial year onwards. 

Purpose: to recommend Council to approve the council tax base for 2024/25 

Cabinet considered the head of finance’s report on setting the council tax base for 2024/25.  Each year an estimate was made of the taxable resources for the district as a whole and for each parish area.  This was then recommended by Cabinet to full Council for approval.  The council tax base for the district would then be notified to Oxfordshire County Council and the Police and Crime Commissioner for Thames Valley, plus each parish and town council. 

Cabinet welcomed the report and the detail it provided for each parish. 

RECOMMENDED to Council to:

(a)    approve the report of the head of finance for the calculation of the council’s tax base and the calculation of the tax base for each parish area for 2024/2025;

(b)    agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by South Oxfordshire District Council as its council tax base for the year 2024/25 be 62,683.2; and

(c)    agree that, in accordance with The Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012, the amount calculated by South Oxfordshire District Council as the council tax base for the year 2024/25 for each parish be the amount shown against the name of that parish in Appendix A of the report of the head of finance to Cabinet on 30 November 2023.

Purpose: to approve car park fees and charges 

Cabinet considered the head of development and corporate landlord’s report on the annual review of the council’s car parking fees.  Cabinet noted that the council’s car parking function should be self-financing, with the aim for income to meet costs.  Any surplus could be spent on car park resurfacing, the provision and maintenance of toilets in the car parks, and related infrastructure, such as cycle racks. 

The report set out the following options:

·       Option A – no change to the current car parking fees;

·       Option B – provide permits of residents local to Church Road car park in Wheatley at £70 per annum(limited to one permit per property);

·       Option C – a new simplified parking fee structure, as set out in table 4 in the report; and

·       Option D – remove half price permits for electric vehicles. 

Cabinet considered the options and concluded that the council should increase car parking fees to allow the expected increase in costs to be met.  This removed option A. 

The Cabinet member for the environment proposed options B and C and added that permits should be available for all council owned car parks where there was currently no charge.  The Cabinet member also proposed that officers should write to Wallingford Town Council and the other private landowner to seek their endorsement to align the parking fees structure at Goldsmith’s Lane car park in Wallingford to bring the fees into line with the Cattlemarket car park. 

Cabinet supported these proposals but rejected a further proposal for option D, as Cabinet believed that removing the half price permits for electric vehicles would send the wrong message at this stage. 

RESOLVED:

(a)       to agree the car parking fees for the financial year 2024-25, including:

(i)         providing permits for residents local to Church Road car park, Wheatley at a cost of £70 per year (one permit per property);

(ii)        providing permits for other car parks where there is currently no charge, at a cost of £70 per year;

(iii)      a new simplified parking fee structure, as set out at table 4 in the head of development and corporate landlord’s report to Cabinet on 30 November 2023;

(b)       in relation to (a)(i) and (ii) above, to authorise the head of legal and democratic to prepare and publish a draft order under the Road Traffic Regulation Act 1984;

(c)        in relation to (a)(iii) above, to authorise the head of legal and democratic to prepare a Notice of Variation under the Road Traffic Regulation Act 1984 for publishing in the local newspaper and all affected car parks;

(d)       to request the head of development and corporate landlord to write to Wallingford Town Council and the private landowner to seek their endorsement to align the parking fees structure at Goldsmith’s Lane car park, Wallingford to bring the fees into line with the Cattlemarket car park in Wallingford; and

(e)       to authorise the head of development and corporate landlord to oversee necessary communications and consultations and report back to Cabinet. 

Purpose: to note the budget monitoring position to June 2023

Cabinet considered the head of finance’s budget monitoring report for the period April to June 2023, the first quarter of 2023/24. 

After carry-forward items had been removed, this showed a projected revenue overspend of £0.6 million at the year end.  The profiling of the capital programme was being reviewed.  Members noted that budget monitoring reports for later quarters in the financial year would give a better picture of likely outturn at the year end. 

In terms of the spend on agency staff, members noted that recruitment of staff was often a time-consuming process, and the use of agency staff during such periods could be an effective use of resources to improve efficiency. 

RESOLVED: to note the budget monitoring report for the period April to June 2023. 

Cabinet considered the Corporate Performance Report and the Climate Action Plan Performance Report for the first quarter of 2023/24. 

The Cabinet member for corporate services, policy and programmes welcomed the reports, which illustrated the complexity of the work carried out by the council.  Progress had been made on the corporate objectives and work had started on a review of the Corporate Plan for 2024.  Cabinet welcomed this. 

In answer to a question by a member, it was noted that work was taking place to reduce the complexity of data gathering and reporting for the performance reports, with the aim of reducing their length and reducing their production time. 

RESOLVED: to note the Corporate Performance Report and the Climate Action Plan Performance Report from quarter 1, 2023/24. 

Purpose: to consider the views of the Joint Audit and Governance Committee and make recommendations to Council

Cabinet considered the head of finance’s report on the treasury management outturn for 2022/23.  This set out the treasury activity and performance during the last financial year. 

Members noted that the Joint Audit and Governance Committee had considered the report on 3 October 2023 and was satisfied that the treasury activities had been carried out in accordance with the treasury management strategy and policy. 

Cabinet concurred.  Despite a turbulent operating environment, the council continued to make investments during 2022/23 that maintained security and liquidity and took advantage of the increases in interest rates in line with the parameters of the treasury management strategy. 

To comply with treasury management professional guidance, the council’s investments prioritised security, liquidity and yield, in that order.  Looking ahead, the Cabinet member for finance welcomed officers exploring the introduction of environmental, social and governance factors as a fourth consideration in the investment decision-making process, having first complied with the priorities outlined in the guidance.  The Cabinet member reported that the council had no direct investments during the financial year with companies engaged in environmentally harmful activities. 

RESOLVED:

(a)    to note the treasury management outturn report 2022/23;

(b)    that Cabinet is satisfied that the treasury activities have been carried out in accordance with the treasury management strategy and policy;

RECOMMENDED to Council to:

(c)    to approve the treasury management outturn report 2022/23 to Cabinet on 9 November 2023; and

(d)    approve the actual 2022/23 prudential indicators within the report.

Purpose: to approve preferred options for consultation

Cabinet considered the head of policy and programmes’ report on the Joint Local Plan.  The report summarised the work that had taken place to prepare the draft local plan, the first joint local plan with Vale of White Horse District Council.  The report also sought Cabinet’s approval to progress the plan to the next stage, the Regulation 18 preferred options stage for public consultation in 2024. 

The Cabinet member for planning welcomed the draft joint local plan, which would replace the two councils’ adopted local plans.  The draft plan set out the preferred options and policies, including new policies on net zero carbon, biodiversity net-gain, water efficiency, and dark skies.  Due to the large amount of development already included in the existing adopted local plans, in this local plan there was no need to allocate new strategic greenfield housing sites or new employment sites, beyond those already planned.  The draft plan proposed just two new housing allocations, both brownfield sites, with just one in South Oxfordshire, being the site of the former council offices at Crowmarsh Gifford. 

The Cabinet member highlighted the innovative consultation methods proposed for this stage.  The consultation would be more engaging and accessible to reach as many people as possible.  An example was the Local Plan in a Nutshell, which would contain the headlines of the plan to allow the public to give their views quickly, without going into the detail.  There was also an interactive policies map to make it easier for everyone to find out which policies applied to any site. 

Cabinet noted that the Joint Scrutiny Committee had been due to consider the Joint Local Plan on 27 November but this meeting had been postponed due to the passing away of a senior officer.  The committee would meet on 7 December instead.  To allow the committee’s comments to be considered before commencing the consultation on the draft local plan, the Cabinet member proposed an amended recommendation (b), in addition to recommendation (a) as set out in the report.  Cabinet supported this amendment. 

Cabinet welcomed the draft joint local plan and the proposed consultation arrangements.  Consultation was due to commence in January 2024 and run for six weeks into February.  Cabinet looked forward to receiving the consultation responses.  Cabinet also thanked officers for their work on preparing the plan for consultation. 

RESOLVED to:

(a)       approve the Preferred Options version of the South Oxfordshire and Vale of White Horse Joint Local Plan 2041 and supporting documents for a six-week period of public consultation in accordance with Regulation 18 of the Town and Country Planning (Local Planning) (England) Regulations 2012; and

(b)       authorise the head of policy and programmes, in consultation with the South Cabinet member for planning and the Vale Cabinet member for corporate services, policy and programmes, to make any necessary amendments, updates or corrections to the Joint Local Plan and supporting documents, mapping and appendices, including to consider any comments or suggestions from the Joint Scrutiny Committee, prior to commencement of the consultation period. 

To create a budget for £20,984.68 from one S106 contribution and release funds to South Oxfordshire District Council (SODC) – Strategic Property team towards the development of 116-120 Broadway, Didcot project, phase one. 

To approve the transfer of £350,000 from the provisional capital programme to the approved capital programme for the improvement of the gym and associated areas at the Thame leisure centre in 2023/2024. 

To approve the transfer of £140,000 from the provisional capital programme to the approved capital programme for the construction of a studio in replacement of the old kitchen at Didcot Wave Leisure Centre in 2023/2024 in accordance with Financial Procedure Rule 92 Page 225 of the Council’s constitution dated 15th December 2023. 

To create a budget for £53,550.00 from one S106 contribution and release funds, to Vale of White Horse District Council (VWHDC – GWP Community Centre team) for the external signage and noticeboard project for the Great Western Park Community Centres and Boundary Park Car Park.

To approve the use from the 20% CIL public healthcare allocation of the infrastructure proportion, as set out in the council’s April 2021 CIL spending strategy, towards:

1. Funding £194,264 (50% of an application from NHS Buckinghamshire, Oxfordshire and Berkshire West Integrated Care Board (BOB ICB) towards ancillary costs relating to delivery of the Great Western Park (GWP) Health Centre.

2. To transfer funds to the Vale of White Horse District Council budget, who will in turn pay to BOB ICB a total of £388,528 (including the 50% contribution from Vale CIL healthcare allocation), subject to entering into a third-party funding agreement.

To:

1) approve the acceptance of the Public Sector Decarbonisation Scheme, grant funding pursuant to section 31(4) of the Local Government Act 2003 for the funding value of £1,490,475 to install energy efficiency measures, solar photovoltaic (PV) cells and Air Source Heat Pumps (ASHPs) to replace end of life gas-fired boilers at Didcot Wave and Park Sports Centre, Wheatley.

2) authorise the Deputy Chief Executive – Place to finalise the terms of and enter into the funding agreement required to secure the funding.

Purpose: to award round 1 grant funding

1. To award Rural England Prosperity Funding (REPF) grants for 2023/2024 as detailed in appendix one, totalling £181,000.

2. To approve key decisions of grant awards of over £25,000 as stated below.

3. To award these grants subject to the conditions laid out in appendices.