Agenda, decisions and minutes

To approve the minutes of the meeting held on 11 February 2020 (CC1) and to receive information arising from them.

The Minutes of the Meeting of 11 February 2020 were approved and signed as an accurate record, subject to the corrections set out in the schedule and page 6, 1^st paragraph changing ‘Jenerick’ to ‘Jenrick’ and ‘sighted’ to ‘cited’.

Cllr Harris raised a concern that the report provided to Council did not specifically identify the legal implications and risk assessment which was a departure from the normal form of report.

An apology for absence was received from Councillor Carmen Griffiths.

Councillor Charles Mathew declared a non-pecuniary personal interest in Agenda Item 5 by virtue of his position as the Oxfordshire County Council representative on the Cotswold Conservation Board.

Council congratulated staff and the community on their efforts and response during the Coronavirus pandemic.

Council paid tribute and thanked Nick Graham for his service as Monitoring Officer and Director of Law and Governance and wished him all the best for his new venture.

Mr George Lambrick, Chairman of the Rollright Trust presented a Petition of some 32,000 signatures concerning Traffic on the road that passes the Rollright Stones in North Oxfordshire.

Report by the Director for Law & Governance (CC6)

The report sets out for information proposed temporary changes necessary for the effective running of remote meetings during the restrictions brought about by the corona virus pandemic. The changes are in line with, and give practical effect to, The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 that came into force on 4 April 2020. The Regulations enable all local authority meetings before 7 May 2021 to be held remotely and removes the requirement for the annual meeting this year.

Council is RECOMMENDED to:

(a)       Note the amendments set out in the Annex that the  Monitoring Officer has made following publication of the Regulations to give effect to the principles of open decision making and public engagement;

(b)       Determine whether an Annual Council meeting be held remotely;

(c)       Note the emergency powers set out at Annex 3;

(d)       Agree that the Director of Law and Governance in consultation with the Chairman of the Council be authorised to make minor changes to the process and, as necessary, the Constitution in the light of practical experience of remote working.

Council had before it a report which set out for information proposed temporary changes necessary for the effective running of remote meetings during the restrictions brought about by the corona virus pandemic. The changes were in line with, and gave practical effect to, The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 that came into force on 4 April 2020. The Regulations enabled all local authority meetings before 7 May 2021 to be held remotely and removed the requirement for the annual meeting this year.

The Chairman drew member’s attention to the Erratum set out in Annex 1 to the schedule of Business which included a corrected recommendation (b) to reflect the recommendation of officers that the Annual General Meeting be postponed.

RESOLVED: (on a Motion by Councillor Les Sibley, seconded by Councillor John Howson and carried nem con) to:

(a)       note the amendments set out in the Annex that the Monitoring Officer has made following publication of the Regulations to give effect to the principles of open decision making and public engagement;

(b)       agree that the Annual General Meeting be postponed;

(c)        note the emergency powers set out at Annex 3;

(d)       agree that the Director of Law and Governance in consultation with the Chairman of the Council be authorised to make minor changes to the process and, as necessary, the Constitution in the light of practical experience of virtual working.

Report by the Chief Executive (CC7) REPORT TO FOLLOW

As a result of the current Monitoring Officer, Nick Graham, leaving the Council it is necessary for the Council to re-appoint an officer to this statutory role. The report sets out the procedural requirements in making such an appointment.

As a result of the current Monitoring Officer, Nick Graham, leaving the Council, it was now necessary for the Council to re-appoint an officer to this statutory role. The Council had before it a report which sets out the procedural requirements in making such an appointment.  The report had been circulated separately in an Addenda to the Meeting.

RESOLVED: (on a Motion by Councillor Les Sibley, seconded by Councillor John Howson and carried new con) to agree that:

(a)       Steve Jorden be appointed on an interim basis as the Council’s Monitoring Officer from the 11^th June 2020;

(b)        the appointment be formally made once the Proper Officer is satisfied that no member of the Cabinet objects to this.

Report by the Director for Law and Governance (CC8)

Each year, the Council must approve a Members’ Allowances Scheme. Before doing so it must consider the views of its Independent Remuneration Panel. 

The COVID-19 restrictions on holding meetings have legally prevented Council from meeting until now to consider adopting a Scheme for 2020/21. The report sets out proposals for approving a scheme this year in light of the pandemic.

Council is RECOMMENDED to:

(a)           to agree that the Members’ Scheme of Allowances for 2020/21 should be the same as that which applied during 2019/20;

(b)           to hold a further review of allowances once the business of the Council has sufficiently returned to normal following the COVID-19 pandemic, and in any case ahead of the May 2021 County elections.

Each year, the Council must approve a Members’ Allowances Scheme. Before doing so it must consider the views of its Independent Remuneration Panel. 

The COVID-19 restrictions on holding meetings have legally prevented Council from meeting until now to consider adopting a Scheme for 2020/21. The Council had before it a report which sets out proposals for approving a scheme this year in light of the pandemic.

RESOLVED:(on a Motion by Councillor Les Sibley, seconded by Councillor John Howson and carried nem con) to:

(a)           to agree that the Members’ Scheme of Allowances for 2020/21 should be the same as that which applied during 2019/20;

(b)           to hold a further review of allowances once the business of the Council has sufficiently returned to normal following the COVID-19 pandemic, and in any case ahead of the May 2021 County elections.

Report by the Director for Planning & Place (CC9)

The Statement of Community Involvement (SCI) is a statutory planning document that sets out how Oxfordshire County Council will involve the community (consultees, stakeholders and other interested parties) in preparing and reviewing the Minerals and Waste Local Plan and        making decisions on planning applications for minerals, waste and County Council developments. The Council must comply with its SCI in preparing local plan documents.

The current SCI was adopted by the Council in March 2015.  The Town and Country Planning (Local Planning) (England) Regulations 2012(as amended) requires SCI’s to be reviewed every 5 years. In view of these Regulations, and the legislative changes that have been made under the Neighbourhood Planning Act 2017, it is now an appropriate and relevant time to update the Statement of Community Involvement to incorporate these changes.

Council is RECOMMENDED to:

(a)       adopt the Oxfordshire Statement of Community Involvement with the amendments as shown in Annex 1; and

(b)       delegate to the Corporate Director for Place and Growth the approval of the Oxfordshire Minerals and Waste Statement of Community Involvement at Annex 1, subject to any further minor changes to be made in consultation with the Cabinet Member for Environment.

Council had before it a report which set out the Statement of Community Involvement (SCI) which was a statutory planning document that set out how Oxfordshire County Council would involve the community (consultees, stakeholders and other interested parties) in preparing and reviewing the Minerals and Waste Local Plan and making decisions on planning applications for minerals, waste and County Council developments. The Council must comply with its SCI in preparing local plan documents.

The current SCI had been adopted by the Council in March 2015.  The Town and Country Planning (Local Planning) (England) Regulations 2012 (as amended) required SCI’s to be reviewed every 5 years. In view of those Regulations, and the legislative changes that had been made under the Neighbourhood Planning Act 2017, it is now an appropriate and relevant time to update the Statement of Community Involvement to incorporate these changes.

RESOLVED:(on a motion by Councillor Yvonne Constance, seconded by Councillor John Sanders and carried nem con) to:

(a)       adopt the Oxfordshire Statement of Community Involvement with the amendments as shown in Annex 1; and

(b)       delegate to the Corporate Director for Place and Growth the approval of the Oxfordshire Minerals and Waste Statement of Community Involvement at Annex 1, subject to any further minor changes to be made in consultation with the Cabinet Member for Environment.

Section 85(1) Local Government Act 1972 requires a member of a Local Authority to attend at least one meeting of the Authority within a six month consecutive period, in order to avoid being disqualified as a Councillor.  

Whilst no notification has been received by the Monitoring Officer seeking approval for an extension to the usual six month attendance rule, if at the date of the meeting there are any Councillors that, by virtue of not be able to attend, would fall foul of that rule, then Council is RECOMMENDED to grant a dispensation pursuant to S85(1) Local Government Act 1972 for such a Councillor. 

This item was withdrawn as it was not required.