Agenda and minutes

To adopt and sign as a correct record the Council minutes of the annual meeting held on 18 May and the special meeting held on 12 June 2023. 

RESOLVED: to approve the minutes of the annual meeting of Council held on 18 May 2023 and the special meeting of Council held on 12 June 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. 

Councillor Arlett declared an interest in respect of agenda items 8 and 9 as Chair of the Henley and District Housing Trust. The nature of the interest did not prevent him from taking part in the debate or voting on both items.

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 and Vice-Chair provided details of the engagements they had attended since the last Council meeting.

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

Two members of the public had registered to ask a question as set out below.

A.    Mr Curtis had submitted the following question to the Leader of the council but was unable to attend the meeting.

“This Council is currently contributing to the £120,000 cost of the review and update of the Oxfordshire Strategic Economic Plan, which is being led by the Oxfordshire Local Enterprise Partnership (OxLEP).

In the past, the Strategic Economic Plan has been largely developed in a silo and signed off behind closed doors but has gone on to have significant impacts including influencing housing targets and the contents of Local Plans, as well as broader strategies such as transport. 

In the light of our climate and biodiversity emergencies, we know a step-change is required in how we consider these issues. For example:

·       The House of Lords Environment and Climate Change Committee states that behavioural change is essential for achieving climate and environment goals, and for delivering wider benefits;

·       The BEIS Independent Net Zero Review, published on 13th January states, ‘None of this will happen without a step change in the government’s approach to delivering net zero’; and the

·       Oxfordshire Net Zero Route Map & Action Plan Final Report.

The size of the challenge to achieve net zero carbon by 2050 at latest will require a considerable step change in activity. We need to embed climate change into decision making across Oxfordshire’s local authorities.

But indications from the series of workshops led by OxLEP suggest that:

·       The primary aim remains economic growth, with the environment, net zero and wellbeing featuring as issues to be managed rather than front and centre.

·       The timetable appears to be focused on speed (getting it done and dusted by June initially, but now the autumn) which apparently does not allow time for public consultation.

·       Overall, the level of engagement has been low and primarily focused on members of the Future Oxfordshire Partnership, including the universities and OxLEP.  There has been very little representation from the diverse Oxfordshire population, including those economic and socially disadvantaged communities that might be viewed as having the most to gain from a robust Strategic Economic Plan.

Given the above, can the Leader:

a)    Explain why the SEP review is being pushed through at such speed and without meaningful engagement with relevant communities?

b) Provide reassurance that the draft new Strategic Economic Plan will at the very least go through a full Scrutiny process and be brought to a full Council meeting for approval, prior to the Leader voting on it at an OxLEP Board Meeting?"   

Councillor Bennett, Cabinet member for economic development and regeneration, responded as follows:

“I am answering this question as the cabinet member for economic development and regeneration in recognition that the Leader has a personal responsibility as an OxLEP Director and therefore does not represent the council at OxLEP Board.

a)    The Strategic Economic Plan is a document wholly owned and developed by OxLEP and South Oxfordshire District Council has  ...  view the full minutes text for item 17.

To receive any petitions from the public. 

None.

Cabinet, at its meeting on 3 July 2023, considered a report on the current discussions relating to the councils’ Information Technology arrangements.

The Cabinet agenda circulated to all members includes the relevant report.

Cabinet resolved to:  

1. note the update set out in the head of corporate services’ report to Cabinet on 3 July 2023;

2. reaffirm the council’s intention to pursue a separate Microsoft Office 365 tenancy as part of the council’s overall transformation programme and planned exit from the outsourced IT arrangements; and

3. authorise the deputy chief executive - transformation and operations, in
   consultation with the Cabinet member for corporate services, to take all necessary steps to implement the council’s withdrawal from the shared M365 tenancy.

CABINET RECOMMENDATION TO COUNCIL:

That a supplementary estimate of £326,000 be added to the 2023/24 revenue budget, funded as set out in the head of corporate services’ report to Cabinet on 3 July 2023. 

Council considered Cabinet’s recommendations, made at its meeting on 3 July 2023, on the current discussions relating to the council’s Information Technology Infrastructure.

Councillor Powell, Cabinet member responsible, advised that Cabinet had agreed to move forward with the segregation of the council’s Microsoft 365 tenancy and create a stand-alone environment for South Oxfordshire and Vale of White Horse district councils in advance of the end of the Capita contract in 2025.  She undertook to provide a response on whether this course of action could bring forward the termination of the contract.

RESOLVED: that a supplementary estimate of £326,000 be added to the 2023/24 revenue budget, funded as set out in the head of corporate services’ report to Cabinet on 3 July 2023. 

Cabinet, at its meeting on 3 July 2023, considered a report on the work being undertaken in relation to providing homes under Government schemes.

The Cabinet agenda circulated to all members includes the relevant report.

Cabinet resolved to:

1.    note the approach proposed for the delivery and management of the properties under the Local Authority Housing Fund scheme, noting the risks, and approve officers to proceed;

2.    note the proposed phase one staffing structure for the delivery and management of these properties alongside those purchased or managed under other arrangements;

3.    approve a virement from Contingency of up to £100,000 to cover potential unbudgeted revenue expenditure;

4.    authorise the head of development and corporate landlord, in consultation with the heads of finance, legal and democratic, and housing and environment, to approve the freehold or leasehold acquisition of property under the Local Authority Housing Fund scheme following appropriate due diligence; and

5.    note the financial and other risks presented by the decisions above, as set out in the report of the deputy chief executive – transformation and operations to Cabinet on 3 July 2023.

CABINET RECOMMENDATION TO COUNCIL:

To proceed the allocation of a capital budget envelope of £4.6 million, being the council’s share of the purchase costs of properties bought under the Local Authority Housing Fund scheme.

Council considered Cabinet’s recommendations, made at its meeting on 3 July 2023, on the work being undertaken in relation to providing homes under Government schemes.

In the absence of the Cabinet member, Councillor Filipova-Rivers, Councillor Bennett, Cabinet member for economic development and regeneration introduced this item. He reported that the government scheme offered grants to councils to provide housing for Afghans and Ukrainians in the district that were at risk of homelessness.  Approximately 40 per cent of the cost of purchasing the properties would be grant funded with the council funding the remainder.  The scheme supported the council’s housing strategy and would provide secure accommodation at lower revenue costs than alternative housing provision.  Thereafter the homes would belong to the council. 

The council would need to temporarily outsource repairs and maintenance of these homes before a resource was available in-house. 

RESOLVED: To proceed the allocation of a capital budget envelope of £4.6 million, being the council’s share of the purchase costs of properties bought under the Local Authority Housing Fund scheme.

Cabinet, at its meeting on 3 July 2023, considered a report on the additional grant funding made available under Local Authority Housing Fund 2 (LAHF 2) to support the provision of housing for the council’s refugee accommodation programme and for accommodation for general homelessness use.

The Cabinet agenda circulated to all members includes the relevant report.

Cabinet resolved to accept the Department for Levelling Up, Housing and Communities’ grant of £768,000 (indicative Local Authority Housing Fund 2 allocation) to deliver four homes that meet the eligibility criteria outlined within the Local Authority Housing Fund 2 prospectus, and to authorise the deputy chief executive – transformation and operations to sign the Memorandum of Understanding with the Department for Levelling Up, Housing and Communities, which sets out the understanding between both parties for the use of funding. 

CABINET RECOMMENDATION TO COUNCIL:

To add £1.92 million to the approved capital programme, part funded by Local Authority Housing Fund 2 funding of £768,000 to purchase four homes under this scheme. 

Council considered Cabinet’s recommendations, made at its meeting on 3 July 2023, on additional grant funding to support the council’s refugee and general homelessness accommodation programme.

In the absence of the Cabinet member, Councillor Filipova-Rivers, Councillor Bennett, Cabinet member for economic development and regeneration introduced this item. The additional scheme would further support the provision of housing for the council’s refugee accommodation programme.  However, unlike the first phase, the Local Authority Housing Fund 2 also allowed the council to utilise the accommodation for general homelessness use and would deliver a further four homes. 

RESOLVED: to add £1.92 million to the approved capital programme, part funded by Local Authority Housing Fund 2 funding of £768,000 to purchase four homes under this scheme. 

At the annual meeting of Council held on 18 May 2023 Councillor Snowdon declined the offer of a position on the Planning Committee. There is therefore a vacant position on the committee.

Council is invited to appoint a member to the vacancy.

Council was invited to appoint a member to fill the vacant position on the Planning Committee.

RESOLVED:

1.    To allocate the seat to the Green Group.

2.    To appoint Councillor Casey-Rerhaye to the seat.

3.    To authorise the head of legal and democratic to make the appointment to the vacant substitute place in accordance with the wishes of the Green group leader.

To receive the report of the leader of the council.

Councillor Rouane, Leader of the council made a statement on the proposed closure of railway station ticket offices – available here.  He would write to Great Western Railway to raise concerns that the proposed closure of ticket offices at railway stations in South Oxfordshire would affect vulnerable passengers and put people off using public transport. He urged others to respond to the consultation.

No questions submitted from councillors in accordance with Council procedure rule 33. 

No questions had been submitted by members.

To consider motions from councillors in accordance with Council procedure rule 39. 

Motion to be proposed by Councillor Robb, seconded by Councillor Van Mierlo:

Council notes that the Environment Agency, as the navigation authority, has responsibility for the maintenance of its assets along the length of the River Thames, including pump-out stations and footbridges. The River Thames and the Thames Path National Trail are key contributors to the visitor economy of South Oxfordshire and are beloved by residents.

Council also notes that:

1. Two major footbridges along the Thames Path National Trail in South Oxfordshire (Benson Weir and Marsh Lock) will be closed for some years for important safety repairs;
2. Residents and river users report that pump-out stations, used by boats to legally discharge their waste, including at Shiplake Lock, have been periodically out of order such that some boaters have been forced to discharge their waste directly into the river;
3. The Environment Agency has seen its funding slashed in real-terms by around one-third since 2010.

Council asks the leader to write to the Environment Agency to:

1. Seek information and assurances regarding the safety of footbridges along the Thames in South Oxfordshire and assurances that the bridges that are closed will be repaired and reopened as a matter of upmost urgency recognising the importance of a safe and accessible Thames Path to our residents and visitors; 
2. Find out about the state of pump-out stations along the length of the River Thames in South Oxfordshire and what contingencies are in place for when a pump-out station is out of repair;
3. Ask the EA for assurances regarding the maintenance of pump-out stations to ensure our river is not further degraded with untreated sewage and boat waste;

Council also asks the leader to write to the Secretary of State to raise the above concerns and ask that funding for the Environment Agency is increased to allow it to properly perform its functions and maintain its assets appropriately.

In the absence of Councillor Robb, Councillor Powell moved, and Councillor Van Mierlo seconded, the motion as set out on the agenda at item 13.

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

RESOLVED:

That Council notes that the Environment Agency, as the navigation authority, has responsibility for the maintenance of its assets along the length of the River Thames, including pump-out stations and footbridges. The River Thames and the Thames Path National Trail are key contributors to the visitor economy of South Oxfordshire and are beloved by residents.

Council also notes that:

1. Two major footbridges along the Thames Path National Trail in South Oxfordshire (Benson Weir and Marsh Lock) will be closed for some years for important safety repairs;
2. Residents and river users report that pump-out stations, used by boats to legally discharge their waste, including at Shiplake Lock, have been periodically out of order such that some boaters have been forced to discharge their waste directly into the river;
3. The Environment Agency has seen its funding slashed in real-terms by around one-third since 2010.

Council asks the leader to write to the Environment Agency to:

1. Seek information and assurances regarding the safety of footbridges along the Thames in South Oxfordshire and assurances that the bridges that are closed will be repaired and reopened as a matter of upmost urgency recognising the importance of a safe and accessible Thames Path to our residents and visitors; 
2. Find out about the state of pump-out stations along the length of the River Thames in South Oxfordshire and what contingencies are in place for when a pump-out station is out of repair;
3. Ask the EA for assurances regarding the maintenance of pump-out stations to ensure our river is not further degraded with untreated sewage and boat waste.

Council also asks the leader to write to the Secretary of State to raise the above concerns and ask that funding for the Environment Agency is increased to allow it to properly perform its functions and maintain its assets appropriately.