Apologies for absence were received by Cllrs Sinclair and Brown

None

Members of the public can submit questions in writing about any item for decision at the meeting. Questions, stating the relevant agenda item, must be received by the Head of Law and Governance by 9.30am two clear working day before the meeting (eg for a Thursday meeting, the deadline would be 9.30am on the Tuesday). Questions can be submitted either by letter or by email (executiveboard@oxford.gov.uk).

Answers to the questions will be provided in writing at the meeting; supplementary questions will not be allowed. If it is not possible to provide an answer at the meeting it will be included in the minutes that are published on the Council’s website within 2 working days of the meeting.

The Chair has discretion in exceptional circumstances to agree that a submitted question or related statement (dealing with matters that appear on the agenda) can be asked verbally at the meeting. In these cases, the question and/or address is limited to 3 minutes, and will be answered verbally by the Chair or another Board member or an officer of the Council. The text of any proposed address must be submitted within the same timescale as questions.

For this agenda item the Chair’s decision is final.

None received

Oxford City Councillors may, when the Chair agrees, address the Board on an item for decision on the agenda (other than on the minutes). The member seeking to make an address must notify the Head of Law and Governance by no later than 9.30am at least one clear working day before the meeting stating the relevant agenda items. An address may last for no more than three minutes. If an address is made, the Board member who has political responsibility for the item for decision may respond or the Board will have regard to the points raised in reaching its decision.

Cllr Altaf Khan spoke on the Headington Neighbourhood Plan (minute 40). He congratulated residents on the work done which included a public consultation. A decision is needed to meet the deadline, so a referendum on the plan can be held alongside the County elections in May.

At each meeting 10 minutes is available for any City Councillor to raise local issues on behalf of communities directly with the Board. The member seeking to make an address must notify the Head of Law and Governance by 9.30am at least one clear working day before the meeting, giving outline details of the issue. Priority will be given to those members who have not already addressed the Board within the year and in the order received. Issues can only be raised once unless otherwise agreed by the Board. The Board’s responsibility will be to hear the issue and respond at the meeting, if possible, or arrange a written response within 10 working days.

Cllr Goff addressed the Board on the loss of the number 17 bus service. She explained that the County Council’s cut to the bus subsidy meant that the bus company was no longer going to operate the 17 bus from Cutteslowe to the city centre and hospitals. A lot of elderly people relied on this service to get around and were now going to feel isolated. 

The County Council has offered a bus (for up to 16 people) and a reduced service of 2 days a week would cost £10,000 a year to run. The Cuttleslowe Community Centre has agreed to co-ordinate the service if the City Council could fund the £10, 000 for the first year.

Cllr Hollingsworth, Board Member for Planning and Regulatory said that the City Council was reviewing several options for replacing the service and discussions were on-going.

Cllr Smith asked whether Ward Councillors had considered using their ward member spend and CIL money to fund the bus service. Cllr Goff said that purchasing benches had been discussed so people could rest to their way to the bus stops but not the funding of the service. Cllr Hollingsworth reminded Councillors that CIL money is not available for bus services.

Items must be submitted within the same timescales as questions and will be for discussion only and not for a board decision. Any item which requires a decision of the Board will be the subject of a report to a future meeting of the Board.

None received

None received.

The Head of Planning and Regulatory has submitted a report to endorse the consultation required by regulations for the Headington Neighbourhood Plan.

Recommendations: That the City Executive Board resolves to:

1.    AGREE that the legal tests have been met.

2.    ENDORSE the consultation on the submitted Headington Neighbourhood Plan

3.    PROCEED with the neighbourhood planning process by submitting with the outcome of the consultation exercise, the draft plan for independent examination

The Head of Planning and Regulatory submitted a report seeking endorsement for the consultation required by regulations for the Headington Neighbourhood Plan.

Councillor Hollingsworth, Board Member for Planning and Regulatory Services presented the report. He thanked officers for the work done.  The timing of the decision was important to fit the election timetable, which is not absolute but as long as there are no legal challenges it should be met.

He reiterated that the Board was being asked to just endorse the process and it was not the time to comment on the document, but to agree that all legal hurdles had been met and the draft plan could move to the next stage.

The Planning Policy Manager explained that it was the first Neighbourhood Plan in the city.

The Vice Chair of the Headington Neighbourhood Plan Steering Committee thanked officers for all the work they had done to assist the committee in the development of the draft plan.

The City Executive Board resolved to:

1.    Agree that the legal tests have been met.

2.    Endorse the consultation on the submitted Headington Neighbourhood Plan

3.    Proceed with the neighbourhood planning process by submitting with the outcome of the consultation exercise, the draft plan for independent examination

The Chief Executive has submitted a report to consider the approval of a loan to the Low Carbon Hub (IPS) to support the construction of the hydroelectric renewable energy scheme at Sandford and to mitigate the clawback risk around the Intelligent Energy Europe grant arrangements.

Recommendations: That the City Executive Board resolves to:

1.    Agree a loan to the Low Carbon Hub IPS of up to £100k at an interest rate of 1% for 3 years specifically to support the construction of the hydroelectric scheme at Sandford. 

2.    Delegate the authority to enter into an appropriate loan agreement with the Low Carbon Hub (IPS) to the Section 151 Officer in consultation with the Monitoring Officer and Chief Executive.

Cllr Rowley arrived at the meeting.

The Chief Executive has submitted a report to consider the approval of a loan to the Low Carbon Hub (IPS) to support the construction of the hydroelectric renewable energy scheme at Sandford and to mitigate the clawback risk around the Intelligent Energy Europe grant arrangements.

Cllr Turner, Board Member for Finance, Asset Management and Public Health presented the report. He explained that the Council had been approached by the Low Carbon Hub for additional funding as the scheme is more expensive than planned. A £100,000 loan would be paid back at 1% interest by June 2019.

The Council has been awarded EU funding to provide a series of renewable energy projects before November 2016. Without the Sandford scheme the Council would not meet its obligations with the EU and would be required to repay approx. £193,000. To avoid this, the Sandford scheme and loan should go ahead.

Cllr Tanner endorsed the work of the Low Carbon Hub at promoting renewable energy projects. He gave credit to Oxford City Council for funding the scheme.

Cllr Price outlined the impressive track record the Low Carbon Hub had at raising finance for its projects and the importance of mitigating the risk of the EU grant clawback.

Cllr Hollingsworth praised the Low Carbon Hub for bringing investment into the local community which is good for the economy.

The Head of Law and Governance asked the Board to note the confidential appendix on assurances around state aid. The Board noted the appendix.

The City Executive Board resolved to:

1.    Agree a loan to the Low Carbon Hub IPS of up to £100k at an interest rate of 1% for 3 years specifically to support the construction of the hydroelectric scheme at Sandford. 

2.    Delegate the authority to enter into an appropriate Loan Agreement with the Low Carbon Hub (IPS) to the Section 151 Officer and Monitoring Officer in consultation with the Chief Executive Officer.

Minutes of the meeting held on 14 July 2016

Recommendation: The City Executive Board NOTES the minutes of the meeting held on 14 July 2016 as a true and accurate record.

Minute 29 Paragraph 2 to be amended to read: “The Council’s subsidy was due to be zero in 2017 and a profit share arrangement will commence”.

The Board resolved to APPROVE the amended minutes of the meeting held on 14 July 2016 as a true and accurate record.

If the Board wishes to exclude the press and the public from the meeting during consideration of any of the items on the exempt from publication part of the agenda, it will be necessary for the Board to pass a resolution in accordance with the provisions of Paragraph 21(1)(b) of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000 on the grounds that their presence could involve the likely disclosure of exempt information as described in specific paragraphs of Schedule I2A of the Local Government Act 1972.

The Board may maintain the exemption if and so long as, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

This is exempt from publication by virtue of Paragraph 5, Part 1 of Schedule 12A of the Local Government Act 1972 for the following reasons:

•           Information in which a claim to legal professional privilege could be maintained in legal proceedings.

The Board noted the confidential appendix in open session.