Agenda and draft minutes

To receive any announcements from the chair. 

The chair welcomed everyone to the meeting, outlined the procedure to be followed and advised on emergency evacuation arrangements.

Apologies for absence were received from Councillor Freddie van Mierlo.

To adopt and sign as correct records the minutes of the Cabinet meetings held on 15 February and 7 March 2024. 

RESOLVED: to approve the minutes of the meetings held on 15 February and 7 March 2024 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. 

Councillor Anne-Marie Simpson declared an interest in item 12, Housing Enforcement Policy, as she looked after a rented property for a family member.

Councillor Sue Cooper declared an interest in item 12, Housing Enforcement Policy, as she let out a property with a family member.

Councillor Pieter-Paul Barker declared an interest in item 12, Housing Enforcement Policy, as he let out a property with his wife.

Councillors Anne-Marie Simpson, Sue Cooper, and Pieter-Paul Barker would not participate in the discussion, debate, or vote on item 12, Housing Enforcement Policy.

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. 

There was no urgent business.

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

Two members of the public and one member of the council addressed Cabinet.

(1)  Mr Jason Atherton, an owner of a local taxi business, made a statement seeking the cabinet’s support to increase the proposed tariff to the alternative level suggested by the South and Vale Taxi Drivers’ Association, listed as appendix E to the head of legal and democratic’s report. He also clarified that he supported the Guildford tariff, not the model itself.  

(2)  Councillor Sam Casey-Rerhaye spoke to Cabinet in her capacity as Chair of the Climate and Ecological Emergencies Advisory Committee on the climate and ecological impact section of the reports being put to cabinet. She welcomed the new climate tool that had been used in some of the reports but noted that it was not used consistently. In addition, she suggested the climate and ecological implications’ section should refer to detail in other parts of the reports, such as appendices.  Finally, she indicated that the ecological implications of some of the reports could be expanded.

In response, the leader noted Councillor Casey-Rerhaye’s suggestions and indicated that the new reports coming to Cabinet would be using the new environmental tool.

(3)  Mr Raleigh Hullock provided a statement on behalf of the South and Vale Taxi Drivers’ Association, seeking Cabinet’s support to increase the proposed tariff to the alternative level suggested by the South and Vale Taxi Drivers’ Association. He argued that the council’s proposed tariff would lead to a reduction in the amount of hackney carriage services available across the district.

To consider the attached paper, being the recommendations and updates from other committees to Cabinet. 

Cabinet received the recommendations from the Joint Scrutiny Committee meeting, held on 25 March 2024, and their suggestions and recommendations were considered under each relevant item on the Cabinet agenda. Cabinet also received a verbal update from the Democratic Services Officer on the outcome of the Joint Audit and Governance Committee and noted the resolutions from their meeting on the 15 April 2024.

To consider the head of legal and democratic (interim) report. 

To report on the results of a recent consultation in order that the Cabinet can set maximum fares for journeys carried out by South Oxfordshire licensed hackney carriages within the South Oxfordshire district.

Recommendations:

a)       To consider the results of the consultation at Appendix D

b)       To adopt the proposed maximum hackney carriage fares at Appendix G with effect from 20 April 2024

c)       Subject to (b) above, agree that the tariff is reviewed annually using the Guildford model

Cabinet received the Hackney Carriage Fares report from the head of legal and democratic which outlined the results of the consultation and proposed Cabinet adopted the new proposed fares and agree that the tariff be reviewed annual using the Guildford model.

The licensing team leader and the legal, licensing and community Safety manager drew Cabinets attention to that information included in appendix C to the report on how the proposed tariff had been calculated as well as on the details around their consultation on the proposal. 

In response to a question about if the fare allowed for taxi companies to pay their staff minimum wage, the legal, licensing and community Safety manager confirmed that the fare model proposed was a nationally used model and accounted for a range of factors specific to the cost of living in the district, provide by the Office of National Statistics, including average annual salary.

The leader clarified a point about the regularity of the tariff review, highlighting that the council had not set a tariff prior to 2022 and that the recommendation was for it to be reviewed annually. 

The leader of the council, Councillor David Rouane, introduced the report and highlighted that the hackney carriage tariff was first set by the council in October 2022 and was a maximum charge that could be applied to all journeys within the district. He also outlined the Guildford method of tariff calculation and informed Cabinet about the details of the consultation. In addition to meeting the legal requirements, the consultation involved an online survey, hard copies, emails to all hackney carriage drivers, notification in the trade newsletter, and on local press, media, and the council’s website as well as in person visits to the taxi rank and a drop-in session. He noted that a number of respondents had disagreed with the tariff as they considered it too high.

The leader indicated that the results of the consultation were considered, and some amendments to the new tariff were made as a result. However, he believed that the proposal was a good balance between the interests of the public and those of the taxi drivers.

Members discussed the proposal outlined in the report and agreed with the adoption of the Guildford method of calculating tariffs as it was a widely used, robust method of calculating fares. However, it was raised that the next review should examine the impact of the increased fares in order for them to better understand its consequences. In addition, they agreed that the consultation was conducted appropriately and appreciated that officers had visited the taxi ranks in person.

Overall, the Cabinet thanked the public speakers for their input but believed that the proposed tariff was a reasonable compromise between the interests of the public and the taxi drivers. For this reason, they agreed to approve the new tariff and for it to be reviewed annually.

RESOLVED: to

(a)       note the results of the consultation on hackney carriage fares, as set out at Appendix  ...  view the full minutes text for item 15.

To consider the head of policy and programmes’ report. 

To update Cabinet members on progress against the approved Didcot Garden Town Delivery Plan attached as appendix 1. To seek approval of the proposed Didcot Wayfinding Strategy, attached at appendix 2, and to agree the budget allocation for delivery of the signage scheme proposed in the strategy. To seek approval of the proposed Didcot Green Infrastructure Strategy, attached at appendix 3, and to agree the budget allocation for the delivery of the short- term green infrastructure enhancements as proposed in the strategy.     

Recommendations:

1.       That Cabinet notes progress against the approved Didcot Garden Town Delivery Plan attached at appendix 1.

2.       That Cabinet approve the Didcot Wayfinding Strategy attached at appendix 2.

3.       That Cabinet approve the Didcot Green Infrastructure Strategy attached at appendix 3.

4.       Subject to approval of recommendations 2 and 3, that Cabinet approve:

a)       A budget allocation of £100,925 from the unallocated Didcot Garden Town capital fund to enable implementation of the agreed wayfinding improvements.

b)       A budget allocation of £400,000 from the unallocated Didcot Garden Town capital fund to enable the implementation of the short-term green infrastructure enhancements.

Cabinet received the Didcot Garden Town Delivery Plan update and next steps report from the head of policy and programmes. This report updated Cabinet on the progress of the delivery plan, sought approval for the Didcot Wayfinding Strategy and its budget allocation for signage, as well as seeking approval for the Didcot Green Infrastructure Strategy and its budget allocation for short-term green infrastructure enhancements.

The Cabinet Member for Economic Development and Regeneration, and Deputy Leader, Councillor Robin Bennett, presented the report and highlighted that the wayfinding improvements would unify the signage appearance around the town and could be implemented in a short timeframe to produce a quick, physical output. He also noted the green infrastructure strategy and indicated that it had focused on several high priority areas that could also be actioned quickly.

Members were pleased to see the item being brought forward and that the project management was being done effectively. They also considered the comments by the Joint Scrutiny Committee and welcomed their feedback. Cabinet also noted that a Homes England report had praised the council’s plans for the Didcot Garden Town and they welcomed the greening of the older parts of Didcot. 

As Cabinet were satisfied with the plan, noting that the wayfinding and green infrastructure would make a physical difference to the residents of Didcot, they agreed to approve the recommendations.

RESOLVED: to

(a)  note the progress against the approved Didcot Garden Town Delivery Plan, as set out in appendix 1 to the head of policy and programmes’ report to Cabinet on 18 April 2024;

(b)  approve the Didcot Wayfinding Strategy set out at appendix 2 to the report;

(c)  approve the Didcot Green Infrastructure Strategy set out at appendix 3 to the report;

(d)  approve a budget allocation of £100,925 from the unallocated Didcot Garden Town capital fund to enable implementation of the agreed wayfinding improvements; and

(e)  approve a budget allocation of £400,000 from the unallocated Didcot Garden Town capital fund to enable the implementation of the short-term green infrastructure enhancements.

To consider the head of housing and environment’s report. 

To inform cabinet members of the current issues facing the council in modernising and sustaining the waste and street cleansing operational fleet, and to outline the process that officers will use for the future procurement of new waste collection and street cleansing vehicles.  The process is designed to ensure that vital waste collection and street cleansing services continue by providing suitable vehicles at the right time, in a way that the council can afford, whilst aiming to reduce the carbon footprint of the service where this can be realistically achieved by the technologies available and is within the capacity of the waste depot to support.

Recommendation:

That Cabinet note the contents of the report on why the council needs to be procuring new waste vehicles, and the factors which influence the future carbon footprint of the fleet and the process that officers will use for the future procurement of waste and street cleansing vehicles.

Cabinet received the Joint South Oxfordshire and Vale of White Horse Waste and Street Cleansing Vehicle Procurement Strategy report from the head of housing and environment. The report sought to inform Cabinet about the process officers used for the procurement of new waste collection and street cleaning vehicles.

The Cabinet Member for Environment, Councillor Sue Cooper, presented the report and clarified that the report was not focused on detailing the specific number or type of refuse vehicles that would be needed in the future, or the technology behind them. Instead, the report was used to assess the market and would allow the council to select the best vehicle for the intended job, within budget, and producing the lowest possible carbon emissions. She also mentioned that the timeline was indicative, and that the strategy could be reviewed as the council got more clarity about its direction after the end of the current waste collection and street cleansing contract with BIFFA.

Cabinet noted that the policy set out the process by which refuse and street cleaning vehicles could be assessed for procurement but did not commit the council to buying any vehicle in particular and allowed them to keep their procurement options open.

On a question about a trial for electric vehicle (EV) refuse vehicles and the sources of funding for that trial, the chief executive informed cabinet that the council had made a bid through the Ministry of Transport’s Transport Research and Innovation Grants programme. If successful, the council would use these funds to run a 12-week trial for EV refuse vehicles and new route tracking and optimising software, starting in the autumn. The chief executive also highlighted to cabinet that South Oxfordshire would not be in receipt of new national funds for providing a new waste collection scheme as the council had been leading in this area for a number of years and in general was among the best performing districts in the country for waste collection.

Members discussed the developing nature of the waste collection industry and agreed that the council was taking the right approach and welcomed a trial of EV refuse vehicles and route optimisation software.

Cabinet, satisfied with the report, agreed that it be noted.

RESOLVED: to note the contents of the head of housing and environment’s report to Cabinet on 18 April 2024 on why the council needs to be procuring new waste vehicles, and the factors which influence the future carbon footprint of the fleet and the process that officers will use for the future procurement of waste and street cleansing vehicles.

To consider the head of housing and environment’s report. 

To provide an update on the progress of the housing delivery strategy and its associated actions for 2022/23 and 2023/24. To propose a new action plan for 2024/25 to continue the ongoing work to increase affordable and suitable housing.

Recommendations:

a)       That Cabinet notes the changes in the national housing guidelines (or legislation) since the housing delivery strategy, and action plan, was adopted in 2022 and the associated impact that this has on the housing delivery strategy.

b)       That Cabinet notes the latest progress against the action plan, as well as the significant efforts made in purchasing of property under the Local Authority Housing Fund (LAHF) scheme.

c)       That Cabinet adopts the proposed new housing delivery strategy action plan for 2024/25.

Cabinet received the Housing Delivery Strategy update and Action Plan 2024/25 report from the head of housing and environment. The report updated Cabinet on the progress of the housing delivery strategy for 2022/23 and 2023/24 and proposed a new action plan for 2024/25. 

The Cabinet Member for Economic Development and Regeneration, and Deputy Leader, Councillor Robin Bennett, presented the report and highlighted that the first housing delivery strategy was adopted in November 2022 and was the first of its kind for the council. The strategy covered everything that could be controlled by the council and focused on delivering affordable, high quality, housing for the district. Councillor Bennett noted that several houses had also been delivered outside of the plan through the local authority housing fund purchases. He also informed Cabinet that the council was implementing a Section 106 grant scheme for affordable housing provision and was looking at direct provision of affordable housing.

Members noted that the plan would keep the council focused on delivering their goals around housing whilst acknowledging the desire to scale up the provision of affordable housing in the future. Cabinet also highlighted the amount of progress that had been made in that area since they had first adopted the housing delivery strategy in 2022.

Cabinet, satisfied with the report, agreed that it be noted and that the proposed new housing delivery strategy action plan for 2024/25 be approved.

RESOLVED to:

(a)           note the changes in the national housing guidelines (or legislation) since the housing delivery strategy and action plan was adopted in 2022 and the associated impact that this has on the housing delivery strategy;

(b)           note the latest progress against the action plan, as well as the significant efforts made in purchasing of property under the Local Authority Housing Fund (LAHF) scheme; and

(c)           adopt the proposed new housing delivery strategy action plan for 2024/25.

To consider the head of housing and environment’s report. 

The purpose of the report is to seek approval from Cabinet to adopt the Housing Enforcement Policy.

Recommendations:

(a)      Approve the adoption of the Housing Enforcement Policy.

(b)      Subject to approval of the policy, to delegate authority to the Head of Housing and Environment to make minor amendments to the policy in the future.

Cabinet received the Housing Enforcement Policy report from the head of housing and environment. The report sought Cabinet approval for the adoption of the Housing Enforcement Policy.

Councillors Pieter-Paul Barker, Sue Cooper, and Anne-Marie Simpson each declared interests in this item and did not participate in the discussion, debate, or vote.

The Cabinet Member for Community Wellbeing, and statutory Deputy Leader, Councillor Maggie Filipova-Rivers, presented the report and highlighted that the policy was not related to planning but rather insuring that private rented properties were up to a sufficient standard.

The policy would help the council enforce acceptable housing standards and provide clarity to landlords, tenants, and agents as to what their rights where. Councillor Filipova-Rivers noted the council now had leverage to ensure that rented properties were maintained to good standard.

Cabinet discussed the policy and requested the officers clarify the council’s responsibility to renters to ensure they knew what powers the council had in the area of enforcement.

As the policy would ensure renting standards were maintained and would provide clarity as to the rights for landlords, tenants, and agents, Cabinet were content with the policy and agreed that it should be approved.

RESOLVED to:

(a)  approve the adoption of the Housing Enforcement Policy; and

(b)  authorise the head of housing and environment to make minor amendments to the policy in the future. 

To consider the head of finance’s report. 

To report the revenue and capital expenditure against budget for the period April 2023 to December 2023 and the latest year end outturns forecast by heads of service.

Recommendation:

Cabinet is recommended to note the contents of the report.

Cabinet received the Budget monitoring April 2023 to December 2023 report from the head of finance. The report updated Cabinet on revenue income and expenditure against the budget and provided the latest year end outturns forecast. It also set out the expenditure against the capital programme.

The Cabinet Member for Finance and Property Assets, Councillor Pieter-Paul Barker, presented the report and highlighted the report covered the period up to the end of quarter three 2023/24 and that there were no large changes between it and the two previous quarters monitoring reports. In particular, Councillor Barker indicated that the revenue turnout was £1.8m better than was budgeted.

Cabinet also noted that another area of difference from budget was that staff retention was higher and vacancy levels were lower than was budgeted. Councillor Barker also highlighted that the slippage in the capital programme was not indicative of a delay in delivering the programme but rather reflected the way accounting presented the grants.  

On a question about the budget for current year, Councillor Barker confirmed to Cabinet that these variance figures in 2023/24 had been forecasted and were anticipated in the budget for 2024/25.

Cabinet, satisfied with the report, agreed that it be noted.

RESOLVED: to note the contents of the budget monitoring report for April 2023 to December 2023. 

To consider whether to exclude members of the press and public from the meeting for the following items of business under Section 12A of the Local Government Act 1972 as amended on the grounds that:

(i)     It is likely that there will be disclosure of exempt information as defined in paragraph 3 of Schedule 12A, and

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

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

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

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

To consider the head of development and corporate landlord’s report. 

Cabinet received the 116-120 Broadway, Didcot – next steps and phase two report from the head of development and corporate landlord. Cabinet approved the design option for the redevelopment of this site.