Agenda and draft minutes
PDF 67 KBVenue: Council Chamber, Council Offices, Woodgreen, Witney, Oxfordshire OX28 1NB. View directions
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Apologies for Absence To receive any apologies for absence and temporary appointments. The quorum for the Overview and Scrutiny Committee is 6 members. Minutes: Apologies for absence were received from Councillors Rachel Crouch and Liz Leffman, Mark Walker, Sandra Simpson and Liam Walker. Councillor David Jackson substituted for Councillor Liz Leffman. Apologies for lateness were received from Councillors Stuart McCarroll and Ruth Smith. Councillor Natalie King left at 18:52. Councillor Alaric Smith left at 18:56. Councillor Thomas Ashby left at 19:03 Councillor Julian Cooper left at 19:49 Councillor Nick Leverton left at 19:55
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Declarations of Interest To receive any declarations from Members of the Committee on any items to be considered at the meeting. Minutes: There were no declarations of interest received from Members of the Committee. |
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Minutes of Previous Meeting To approve the minutes of the previous meeting, held Wednesday 17 July 2024. Minutes: Councillor Dan Levy proposed that the minutes of the previous meeting, held on Wednesday 17 July 2024, be approved by the Committee as a true and accurate record. This was seconded by Councillor Steve Cosier, was put to a vote and it was unanimously agreed by the Committee. It was noted that the word ‘Chair’ be used instead of the word ‘Chairman’.
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Announcements from the Chair To receive any announcements from the Chair of the Overview and Scrutiny Committee. Minutes: The Chair welcomed Members to the meeting and explained that Item 7 would be postponed to the next meeting because the lead officers had been unable to attend the meeting.
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Participation of the Public To receive any submissions from members of the public, in accordance with the Council’s Rules of Procedure, anyone who lives in the district or who pays council tax or business rates to the Council is eligible to read a statement or express an opinion at this meeting. You can register to speak by sending your written submission of no more than 750 words to [email protected] by no later than 10.00am on the working day before the meeting. Minutes: There was no participation of the public. |
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Development Management Improvement Programme - Progress Update Purpose: To report progress with the implementation of the Development Management Improvement Plan (DMIP) and outline areas of current/future improvement.
Recommendation: That the Committee Resolves to: 1. Note the existing/proposed improvements to the Development Management process, alongside the direction of travel for future improvements post repatriation of the Planning Service to WODC.
Invited: Councillor Hugo Ashton, Executive Member for Planning Phil Shaw, Business Manager Development & Sustainability Additional documents: Minutes: The Business Manager Development & Sustainability introduced the report that outlined the progress with the implementation of the Development Management Improvement Plan (DMIP) and outlined areas of current/future improvement. It was explained that a series of improvements had been made or were proposed to be undertaken and were contained in a Development Management Improvement Plan (DMIP). The report identified the progress that had been made and then also set out further potential changes and improvements that could be made alongside the repatriation of the planning function to West Oxfordshire District Council. The many changes were contained in the report; however, in reference to paragraph 4.16 it was to be emphasised that there were a series of other areas that would be examined for improvement. The Executive Member for Planning thanked the Business Manager Development & Sustainability and his team for the report and the improvements thus far. He wished to add that the recruitment of staff and funds had been approved and that recruitment was currently underway. The following points and suggestions were by the Committee:
RESOLVED that the Committee: Noted the existing/proposed improvements to the Development Management process, alongside the direction of travel for future improvements post repatriation of the Planning Service to the Council. Agreed to submit the following recommendations to the Executive on 11 September 2024:
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Responding to External Consultations Purpose: The Overview and Scrutiny Committee has requested detail on how West Oxfordshire District Council assesses which external consultations it responds to.
Recommendations: That the Committee resolves to: 1. Note the content of the report; 2. Agree any recommendations it wishes to submit to the Executive.
Invited: Councillor Andy Graham, Leader of the Council Giles Hughes, Chief Executive Officer Astrid Harvey, Strategic Policy and Partnerships Officer Minutes: This item was postponed to the next meeting. |
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Financial Performance Report 2024-25 Quarter One Purpose: To detail the Council’s financial performance for Quarter One 2024-2025.
Recommendations: That the Committee notes the report, and agrees any recommendations it wishes to make to the Executive on 11 September 2024.
The Executive is recommended to resolve to: 1. Note the Council’s Financial Performance for Quarter One 2024-2025; 2. Recommend to Council that an additional £750,000 should be included in the revised Capital Budget for 2024/25 as set out in 2.25 in the report.
Invited: Councillor Alaric Smith, Executive Member for Finance Madhu Richards, Director of Finance Georgina Dyer, Chief Accountant Additional documents: Minutes: The Executive Member for Finance introduced the report that detailed the Council’s financial performance for Quarter One 2024-2025. It was explained that at quarter 1 (Q1) there was an overall overspend £257,013 against the profiled budget for the period. The key factors driving this revenue position were income shortfalls in garden waste and development management, the delayed Elmfield office letting and increased expenditure in respect of the materials recycling contract. The recycling contract with Suez expired at the end of September 2024 and with the new contract, if approved at the Executive meeting on 11 September 2024, there would be a budget saving of £300,000 from 2025/26 (£62,000 in 2024/25). The further circumstances around the Elmfield office letting and other points were explained; the table in the report set out the summary revenue monitoring position for 30 June 2024 against profiled budget by service area. The following points and suggestions were noted by the Committee: · The capital spending would be kept under review as Members felt the overspends were worrying. · Regarding green waste, income recognition would be added to the quarter two report. The Chief Accountant spoke to the team about the mechanics of enabling people to purchase green waste licenses year-round for a 12 month period.. · It was requested that if there were further significant amount increases in the budget spend that all Members would be informed. Action Point: The Finance Director would provide information to all Councillors when necessary. · In terms of section 2.258 of the report, whereby it was summarised that works would be carried out for approval, it was requested if a further breakdown of costs could be provided and also which sites were getting which funds. Action Point: The Finance Director would enquire with the asset team if there was any commercially sensitive reason not to provide that information. The information would be shared with the Overview and Scrutiny Committee Members if possible. · There was a query on whether Universal Credit benefit recipients could receive a reduced cost for their garden waste subscription. · There was also concern raised on how Council assets had come into disrepair; it was explained that there was a big piece of work to be done on this, along with looking at which assets should be sold, etc. It was explained there were some properties that had not been inspected because Officers had not been able to enter properties. It was understood that there was a requirement for assessments to take place regularly on Council assets and this would be part of the strategy going forward. · There were comments made on affordable homes within the Cottsway Housing Association and the inconsistency of rent costs in the area. It was suggested that housing associations should be scrutinised on how they determine rents. · Homelessness spend on page. 43 was queried. Action Point: The Finance Director would provide information on Homelessness, the Afghan Resettlement Programmes and Homes for Ukraine to Members of the Overview and Scrutiny Committee. · In reference to the performance in Leisure, ... view the full minutes text for item 40. |
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Service Performance Report 2024-25 Quarter One Purpose: To provide details of the Council’s operational performance at the end of 2024-25 Quarter One (Q1).
Recommendations: The Committee notes the report and agrees any recommendations it wishes to make to the Executive on 11 September 2024.
The Executive is recommended to resolve to: 1. Note the 2024/25 Q1 service performance report.
Invited: Councillor Andy Graham, Leader of the Council Giles Hughes, Chief Executive Officer Alison Borrett, Senior Performance Analyst
Additional documents:
Minutes: The Leader introduced the report that provided the detail of the Council’s operational performance at the end of 2024-25 Quarter One (Q1). It was explained that this was a relatively positive report and that on page 50 of the report pack one could find those service performances that were below target. The Senior Performance Analyst explained some of the reasons for the sections of service areas that were below target. The following points and suggestions were noted by the Committee:
RESOLVED that the Committee noted the report and it was agreed that there were no recommendations to the Executive on 11 September 2024.
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Purpose: To consider a number of proposed changes to National Planning Policy Framework (NPPF) and to agree West Oxfordshire District Council’s response to those proposed changes.
Recommendation: The Committee notes the report and agrees any recommendations it wishes to make to the Executive on 11 September 2024.
The Executive is recommended to resolve to: 1. Note the content of the report including the summary overview of the proposed changes to national planning policy; 2. Delegate responsibility to the Planning Policy Manager, in consultation with the Executive Member for Planning, to agree, finalise and submit the suggested draft consultation response attached at Annex A.
Invited: Chris Hargraves, Planning Policy Manager Councillor Hugo Aston, Executive Member for Planning Additional documents: Minutes: The Planning Policy Manager introduced the report that considered several proposed changes to National Planning Policy Framework (NPPF) and to agree West Oxfordshire District Council’s response to those proposed changes. It was explained that the Government was consulting on a series of proposed changes. This included several specific changes to the NPPF and several broader reforms relating to planning fees, local plan intervention and the thresholds used for determining applications under the Nationally Significant Infrastructure Project (NSIP) regime. The consultation was running from 30 July – 24 September 2024 and the Government had indicated that a new version of the NPPF would be published before the end of the year. The purpose of this report was to provide an overview of the proposed changes together with an initial Officer response, highlighting, where possible, any implications for West Oxfordshire. Annex A provided a more detailed suggested draft response to each of the specific questions included within the consultation document. The Executive Member for Planning suggested that further comments would be added to the response around the need to ensure the right infrastructure was sought e.g. water and sewerage infrastructure, more leniency on building regulations to enable the Council to specify requirements for net zero homes, suggesting that 5-year land supply calculations be based on permissions granted, and various other requests. Any comments were welcome and would be considered in the response made. The following points and suggestions were to be noted following Member’s questions and queries: · Concern was raised over the lack of clarification of flooding because there appeared to be no guidance and no clarification. It was explained that the government was not proposing changes to the current regime around flood rick. There was the question of whether it did enough and whether this was a short-term or long-term approach. In terms of water quality, it was felt that a more holistic approach was required. · There was concern raised over the vagueness of what grey belt land was and it was explained that the remedy for a clear plan was likely to get a new Local Plan put in place with an updated development scheme. This would ensure that any delay was kept to a minimum; the timetable was currently being examined. · One of the points in the process was to change how developers work and national development plans would still be included; it was suggested that one would hope that a more centralised strategic approach would be undertaken. · Every opportunity should be taken to put forward a point of view after every question. · There was a question of how the point could be made that the housing numbers for West Oxfordshire District Council were often not the real numbers for the district which had to help to address Oxford’s unmet housing need. The Planning Policy Manager agreed that the method and new formula was flawed, and it seemed like urban numbers were decreasing whilst rural areas were increasing; where growth was difficult to achieve and supporting infrastructure was lacking. ... view the full minutes text for item 42. |
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Report Back on Recommendations For the Committee to note the Executive’s response to any recommendations arising from the previous Overview and Scrutiny Committee meeting.
There were no recommendations to the Executive arising from the previous Committee meeting.
Minutes: There were no recommendations to the Executive arising from the previous Committee meeting. |
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Executive Work Programme Purpose: To give the Committee the opportunity to comment on the Executive Work Programme.
Recommendation: That the Committee agrees which items on the Executive Work Programme should be subject to pre-decision scrutiny and the priority order of those items. Minutes: The Committee AGREED that the Infrastructure Funding Statement would be subject to pre-decision scrutiny and an alternative plan would be worked out because the Local Plan Preferred Options Consultation was delayed. The Committee Work Programme was noted and the above be actioned.
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Committee Work Programme Purpose: To provide the Committee with an updated Work Programme for 2024/25.
Recommendation: That the Committee notes and comments on the work programme. Minutes: The Committee Work Programme was noted with the addition of a bi-yearly report on Nature Recover. The Committee also requested that consideration be given to how Members could scrutinise the Housing Associations, picking up some issues that had been raised earlier in the meeting. The Committee also suggested that the Overview and Scrutiny Committee was itself subject to a review to ensure it is operating effectively. The Business Manager for Democratic Services advised that a review would be taking place as part of the work of the Constitution Working Group, 12 months on from the new committee structure being implemented. The Committee’s views would be sought as part of this exercise. Action Point: There was a suggestion from a Member that the Nature Recovery Plan be added and that a bi-yearly report be brought back against KPIs and that a Housing Association report be added to a future meeting.
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