Agenda and draft minutes

Apologies for absence was received from Councillors Ken Arlett, Axel Macdonald, James Norman, Freddie van Mierlo, and Denise Macdonald.

To adopt and sign as a correct record the Council minutes of the meeting held on 14 December 2023. 

RESOLVED: to approve the minutes of the meeting held on 14 December 2023 as a correct record 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 welcomed everyone to the meeting, outlined the procedure to be followed, and advised on emergency evacuation arrangements. He also noted that there was no urgent business.

The Chair then provided details of the events he had attended since the last meeting of Council.

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

One member of the public had registered to ask a question as set out below.

(1) Mr McLaren had submitted the following question to Councillor Rouane, Leader of the council, but was unable to attend the meeting:

“I am writing formally to seek the Council’s view on a strategic matter which is currently adversely affecting the environment within this council’s area. It is an issue which has also affected over 100 other sites in 12 councils over the last 20 years.

This concerns the purchase of environmentally sensitive agricultural land and ancient woodlands, often in AONB’s and often by an Special Purpose Vehicle company, which is then divided into many small lots by the purchaser to be auctioned to individual buyers at an inflated price (known as woodlotting). These new owners exercise their permitted development rights and erect fences, huts and other temporary buildings. Because of the large number of individual plots each with infrastructure, fragmentation and environmental damage occurs, destroying the quiet and unspoilt amenity of the sites, seriously affecting biodiversity, and representing in aggregate a fundamental change of use in a context where no planning change of use was ever contemplated. It also means that no-one has the responsibility for the management of the overall site, which deteriorates as a direct result.

Only one remedy has so far been found by Councils elsewhere which successfully and instantly prevents these particular adverse consequences, and that is the imposition of an A4 Direction on a site thus threatened, which removes permitted development rights.

In a particular current instance, Swyncombe Parish Council has been in correspondence with SODC requesting that an A4D be issued on an area of ancient woodland which is currently in the process of being lotted, auctioned, and where new infrastructure is already being put in place.

I would be grateful if you could state the Council’s reasons for refusing to impose an A4 Direction on this site, which is already being adversely affected in the manner described. I would also request that the Council's general view on A4Ds as a precautionary proactive response to woodlotting be reconsidered. This would at a stroke greatly benefit sites of great environmental importance and help to deter further instances of the cynical practice of lotting. By not issuing an A4 Direction a signal is being sent to developers that the AONB is not protected.”

Councillor Rouane, Leader of the council, responded as follows:

“Thank you for your question. I am familiar with the situation where land is being auctioned off into smaller plots, such as the example currently occurring within Swyncombe parish.

Government advises in the National Planning Policy Framework that the use of Article 4 directions to remove national planning permitted development rights should be limited to situation where it is necessary to avoid wholly unacceptable adverse impacts to protect local amenity and the well-being of an area. They should be based on robust evidence and applied to the smallest geographical area possible. Local Planning Authorities are required to notify  ...  view the full minutes text for item 67.

To receive any petitions from the public. 

There were no petitions for Council to consider.

Cabinet, at its meeting on 15 February 2024, will consider the attached report of the head of finance on the treasury management activity for the first half of 2023/24.

Cabinet’s recommendations will be circulated to all members prior to the Council meeting. 

Council considered Cabinet’s recommendations, made at its meeting on 15 February 2024, on the treasury management performance in the first six months of 2023/24.

Both the Joint Audit and Governance Committee, at its meeting on 30 January 2024, and Cabinet, at its meeting on 15 February 2024, were content that the treasury management activities had been carried out in accordance with the treasury management strategy and policy.

Councillor Barker, Cabinet member for finance and property assets, reported that income was strong in the first two quarters of the financial year, exceeding the expected budget due to higher than forecasted interest rates, and that the forecast was also very positive for the remaining two quarters. He also highlighted to Council that there was no need to borrow for the first six months and that there was no expectation of any need to borrow for the remainder of 2023/24.

Council was satisfied with the report and that treasury management activities were being carried out in accordance with the strategy and policy. Therefore, they agreed that the treasury management 2023/24 mid-year monitoring report should be approved.

RESOLVED: to

1.       note that Cabinet is satisfied that the treasury activities are carried out in accordance with the treasury management strategy and policy; and

2.       approve the treasury management 2023/24 mid-year monitoring report. 

Cabinet, at its meeting on 15 February 2024, will consider the attached report of the head of finance on the council’s treasury management and investment strategy for 2024/25.

Cabinet’s recommendations will be circulated to all members prior to the Council meeting. 

Council considered the head of finance’s report on treasury management and investment strategy for 2024/25 which set out Cabinet’s recommendations, made at its meeting on 15 February 2024.

The Joint Audit and Governance Committee, at its meeting on 30 January 2024, had supported the draft strategy and had recommended it to Cabinet, along with approving the prudential indicators and limits, approving the annual investment strategy and lending criteria, and approving the Environmental, Social and Governance (ESG) policy.

Councillor Barker, the Cabinet member for finance and property assets, introduced the report and Cabinet’s recommendations. He highlighted that there were no changes to the counterparty selection in the strategy, although there had been a suggested inclusion of an environmental, social, and governance (ESG) policy that would be a factor in determining the council’s investments. Councillor Barker emphasised that the council understood the importance of ESG factors, and that they would be taken into account in the council’s investment decision, noting that the prioritisation of security, liquidity, then yield remained central to the council’s investment strategy.

Councillor Barker notified Council about an additional recommendation Cabinet made, 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, accounting for ESG factors, and that that the report would be brought to the Joint Audit and Governance Committee.

Council was satisfied with the treasury management and investment strategy for 2024/25 and agreed that it should be approved.

RESOLVED: to

1.       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;

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

3.       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

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

Cabinet, at its meeting on 15 February 2024, will consider the attached report of the head of finance on the council’s capital strategy for 2024/25 to 2033/34.   

Cabinet’s recommendations will be circulated to all members prior to the Council meeting.

Council considered Cabinet’s recommendation, made at its meeting on 15 February 2024, on the council’s capital strategy for 2024/25 to 2032/34.

Councillor Barker, the Cabinet member for finance and property assets, introduced the report and the Cabinet’s recommendations. Cabinet had supported the strategy, and he noted that it was a requirement for the council to review its capital strategy annually. In this review, he noted that a key change to the strategy was in section five of the report, as the ending of commercial investments would bring the council in line with the Chartered Institute of Public Finance and Accountancy (CIPFA) requirements. He also drew members attention to Annex A which was the proposed strategy for the flexible use of capital receipts.

In addition, Councillor Barker noted that, since the report was published, there had been amendments made to the figures presented on page 74 of the agenda, but that they did not have any material effect on the strategy. Some members indicated that an improvement to future strategies would be for the charts to also present the raw data alongside them in order for members and residents to more easily examine the data.

Council was satisfied with the strategy and agreed that it should be approved.

RESOLVED: to

1.       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

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

Cabinet, at its meeting on 15 February 2024, will consider the attached report of the head of finance on the the draft revenue budget 2024/25, and the capital programme to 2028/29.

Cabinet’s recommendations will be circulated to all members prior to the Council meeting.

Also attached is the chief finance officer’s report on the robustness of the budget estimates and the adequacy of the reserves.

The chair referred to regulations that require councils to record the names of those councillors voting in favour, against or abstaining from any vote on the budget, including amendments, and the council tax. In accordance with the regulations, he would call for a named vote on each of these matters at this meeting.

Council noted the report of the chief finance officer on the robustness of the budget estimates and the adequacy of the reserves.

Council considered Cabinet’s recommendations, made at its meeting held on 15 February 2024, on the revenue budget for 2024/25 and the capital programme to 2028/29.

Councillor Barker, Cabinet member for finance and property assets, presented Cabinet’s proposals for the revenue budget and capital programme. He moved and Councillor Powell, Cabinet member for corporate services, policy and programmes, seconded a motion to approve Cabinet’s recommendations as follows:

To

1. set the revenue budget for 2024/25 as set out in appendix A.1 to the report,

2. approve the capital programme for 2024/25 to 2028/29 as set out in appendix D.1 and D.2 to the report, together with the capital programme changes as set out in appendix D.3 and Appendix D.4 to the report,

3. set the council’s prudential limits as listed in appendix E to the report,

4. set the medium-term financial plan to 2028/29 as set out in appendix F to the report,

5. allocate £500,000 to fund the Communities Capital and Revenue grant

scheme,

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

In introducing the budget, Councillor Barker noted that he was presenting a budget without any cuts to services in what was a very challenging time for local authorities across the country. It was noted that part of the reason for this was due to an increase in business rate collections.

Councillor Barker highlighted to Council that the budget was £1.5m better than the forecast and that the draw on reserves was down from £3m to £1.5m, whilst the settlement from central government had remained relatively stable. He also noted certain key areas of the budget including £500,000 for the community hub, support for the Cornerstone Arts Centre and performing arts across the district, the maintenance of the previous year’s level of grant funding, decarbonisation funding, a range of grants and investments in affordable housing, and for the continued support for the Future Oxfordshire Partnership. Overall, Councillor Barker was satisfied that the council was on a firm financial footing for the upcoming year and the years beyond.

A minority of members spoke against the budget proposals. They opposed it on the grounds that it was not ambitious or transformational enough, that it did not put the environment at the heart of funding decisions as shown through the continued use of diesel vehicles, and that there were no real term increases for grants. Some members commented that future budgets would benefit from having the views of members from other political groups included in the  ...  view the full minutes text for item 72.

To consider the report of the head of finance on the setting of the council tax for the 2024/25 financial year. Following receipt of all the required information the report is being checked by officers prior to despatch.

The report once published will be a draft version subject to Oxfordshire County Council’s agreement of its budget on Tuesday 20 February 2024.

Council considered the report of the head of finance on the setting of the Council Tax for the 2024/25 financial year.

Councillor Barker, the Cabinet member for finance and property assets, introduced the item. He moved and Councillor Rouane, Leader of the council, seconded a motion to approve the recommendations outlined in the report.

In accordance with regulations requiring councils to record the names of those councillors voting in favour, against or abstaining from any vote on the council tax the Chair called for a recorded vote which was carried with the voting being as follows:

RESOLVED:

1.       To note that at its meeting on 14 December 2023 the council calculated the council tax base 2024/25:

(a)      for the whole council area as 62,683.2 [Item T in the formula in Section 31B  of the Local Government Finance Act 1992, as amended (the “Act”)]; and

(b)      for dwellings in those parts of its area to which a parish precept relates as in column 1 of appendix 1.

2.       That the council tax requirement for the council’s own purposes for 2024/25 (excluding parish precepts) is £9,166,791

3.       That the following amounts be calculated for the year 2024/25 in accordance with Sections 31 to 36 of the Act:

(a)           £96,205,984 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(2) of the Act taking into account all precepts issued to it by parish councils.

(b)           £79,487,903 being the aggregate of the amounts which the council estimates for the items set out in Section 31A(3) of the Act.

(c)           £16,718,081 being the amount by which the aggregate at (3)(a) above exceeds the aggregate at (3)(b) above, calculated by the council, in accordance with Section 31A(4) of the Act as its council tax requirement for the year. (Item R in the formula in Section 31B of the Act).

(d)      £266.71 being the amount at (3)(c) above (Item R), all divided by Item T (1(a) above), calculated by the council, in accordance with Section 31B of the Act, as the basic amount of its council tax for the year (including parish precepts).

(d)           £7,551,290 being the aggregate amount of all special items referred to in Section 34(1) of the Act, as set out in column 2 of appendix 1.

(e)           £146.24 being the amount at (3)(d) above less the result given by dividing the amount at (3)(e) above by Item T (1(a) above), calculated by the council, in accordance with Section 34(2) of the Act, as the basic amount  ...  view the full minutes text for item 73.

To consider the report of the head of corporate services on the adoption of a pay policy statement to meet the requirements of the Localism Act - attached.

Council considered the report of the head of corporate services on the adoption of a pay policy statement to meet the requirements of the Localism Act.

RESOLVED: to approve the statement of pay policy 2024/25 attached to the report of the head of corporate services to the Council meeting on 22 February 2024.

To consider the recommendations of the Leader of the council on the East Hagbourne Neighbourhood Development Plan Review.

The Individual Cabinet Member Decision is attached.

Recommendation: to

1.    make the East Hagbourne 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, East Hagbourne Parish Council, the making of

minor (non-material) modifications, 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 12 February 2024, to make the East Hagbourne Neighbourhood Development Plan Review.

Councillor Rouane, Leader of the council, introduced the item and outlined the review and the recommended that the plan review be made. Specifically, he noted that adjustments to the plan emphasised sustainable development, carbon reduction, and preserving greenspaces. The plan also introduced a People and Nature strategy and introduced a bespoke design code for the parish. Councillor Rouane also assured council that the plan met its legal obligations.

Council welcomed the East Hagbourne Neighbourhood Development Plan Review, praising its People and Nature strategy, and agreed that it should be made.

RESOLVED: to

1.       make the East Hagbourne 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, East Hagbourne Parish Council, the making of minor (non-material) modifications, the correction of any spelling, grammatical, typographical or factual errors together with any improvements from a presentational perspective.

To receive the report of the Leader of the council.

Councillor Rouane, Leader of the council, provided an update on a number of matters.

No questions were submitted on notice from members for this agenda. 

No questions were submitted on notice from members.

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

(1)       Motion to be proposed by Councillor Giles, seconded by Councillor Kantor:

Council notes:

• South Oxfordshire is a welcoming place for all, including people seeking sanctuary.
• The council is committed to playing its part in supporting people displaced by war and persecution of any background, evidenced by the key role officers and councillors play in coordinating and delivering support in Oxfordshire for people from across the various government schemes.
• South Oxfordshire is home to around 400 Ukrainian refugees who have arrived under the Home for Ukraine, Family and the Ukraine Extension schemes.
• These schemes are temporary for 3 years, sit outside immigration rules, and do not provide a route to settlement.
• Russia’s war on Ukraine sadly continues and people’s ability to return remains uncertain.
• Thousands of temporary visas are set to expire in 2025 which is already causing problems in terms of securing employment and tenancies. Ukrainian refugees are also unable to plan for the future of their children in terms of education and other commitments, significantly impeding their quality of life and future prospects.

Council Believes that:

• Government needs to urgently remove uncertainty around Ukrainian’s ability to make the UK their home
• Ukrainians that come to the UK under the Ukraine Family Scheme, Homes for Ukraine, and Ukraine Extension scheme should be able extend their stay and apply for Indefinite Leave to Remain (in line with other refugee schemes) with minimum cost and bureaucratic burden on families, hosts and support agencies.

Council resolves to:

• Ask the leader of South Oxfordshire District Council to write to the Minister of State for Immigration to request that Ukrainian refugees are provided with a route to settlement.
• Make information accessible to Ukrainian refugees who are considering their options on the services and support available, and signpost to appropriate (legal) advice.
• Continue to collaborate with Oxfordshire councils, statutory and voluntary sector partners in the development of a strategic approach for supporting people seeking sanctuary from any background which is coherent, effective, and compassionate.

(1)      Councillor Giles moved, and Councillor Kantor seconded, a revised the motion with an additional bullet point to reflect the content of a written ministerial statement issued since the submission of the original motion below.

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

RESOLVED:

Council notes:

·       South Oxfordshire is a welcoming place for all, including people seeking sanctuary.

·       The council is committed to playing its part in supporting people displaced by war and persecution of any background, evidenced by the key role officers and councillors play in coordinating and delivering support in Oxfordshire for people from across the various government schemes.

·       South Oxfordshire is home to around 400 Ukrainian refugees who have arrived under the Home for Ukraine, Family and the Ukraine Extension schemes.

·       These schemes are temporary for 3 years, sit outside immigration rules, and do not provide a route to settlement.

·       Russia’s war on Ukraine sadly continues and people’s ability to return remains uncertain.

·       Thousands of temporary visas are set to expire in 2025 which is already causing problems in terms of securing employment and tenancies. Ukrainian refugees are also unable to plan for the future of their children in terms of education and other commitments, significantly impeding their quality of life and future prospects.

·       On Monday 19 of February 2024, via a written ministerial statement various changes to Ukrainian schemes were announced including:

o        an 18th month extension for current visa holders which they will be able apply for within 3 months of the end of their 3 year leave

o        The closure of the vital Ukraine family scheme

o        And that with immediate effect new arrivals under HfU would only be able to stay in the UK for 18 months, instead of 3 years

Council Believes that:

·       Government needs to urgently remove uncertainty around Ukrainian’s ability to make the UK their home

·       Ukrainians that come to the UK under the Ukraine Family Scheme, Homes for Ukraine, and Ukraine Extension scheme should be able extend their stay and apply for Indefinite Leave to Remain (in line with other refugee schemes) with minimum cost and bureaucratic burden on families, hosts and support agencies.

Council resolves to:

·       Ask the leader of South Oxfordshire District Council to write to the Minister of State for Immigration to request that Ukrainian refugees are provided with a route to settlement.

·       Make information accessible to Ukrainian refugees who are considering their options on the services and support available, and signpost to appropriate (legal) advice.

·       Continue to collaborate with Oxfordshire councils, statutory and voluntary sector partners in the development of a strategic approach for supporting people seeking sanctuary from any background which is coherent, effective, and compassionate.