Council heard tributes and observed a minute’s silence in memory of former Councillor and Lord Mayor Betty Standingford and former Chair of the Bonn Link Harold Williams.

Councillors Clack, Lloyd-Shogbesan and Malik submitted apologies.

Minutes of the ordinary meeting of Council held on 23 September 2015.

Council is asked to approve the minutes as a correct record.

Council agreed to approve the minutes of the ordinary meeting held on 23 September 2015 as a true and correct record.

Councillors Clack, Lloyd-Shogbesan and Malik submitted apologies.

The Head of Law and Governance has been notified of resignations from committees and changes of membership requested by group leaders.

Council is asked to make the following appointments to committees.

·         Scrutiny Committee - Councillor Upton has resigned from the committee. Council is asked to appoint Councillor Pegg to replace her.

Any further proposed changes will be circulated with the briefing note.

Council agreed to appoint with immediate effect:

·         Scrutiny Committee - Councillor Pegg to replace Councillor Upton with immediate effect.

Announcements by:

(1)          The Lord Mayor

(2)          The Sheriff

(3)          The Leader of the Council

(4)          The Chief Executive, Chief Finance Officer, Monitoring Officer

The Lord Mayor informed Council of;

-       His official visit to Perm

-       An official visit from representatives from Leiden

-       The lighting of the Menorah in Bonn Square

-       The death of John Thompson, former tree officer of the Council and responsible for planting10,000 trees.

Councillor Fooks spoke about his work.

The Leader of the Council:

-       announced the Civic Office holders for the 2016 municipal year would be:

o   Lord Mayor – Councillor Altaf Khan

o   Deputy Lord Mayor – Councillor Humberstone

o   Sheriff – Councillor Brown

-       and gave an update on the devolution bid.

The Lord Mayor welcomed newly elected councillor Jennifer Pegg to the Council.

Public addresses and questions to the Leader or other Board Members received in accordance with Council Procedure Rule 11.11 and 11.12 relating to matters for decision on this agenda.

The request to speak accompanied by the full text of the address or question must be received by the Head of Law and Governance by 5.00 pm on Tuesday 1 December 2015.

The briefing note will contain the text of addresses and questions submitted by the deadline, and written responses where available.

A total of 45 minutes is available for both public speaking items. Responses are included in this time. Up to five minutes is available for each public address or question.

There were no addresses or questions in this section.

The Executive Director, Community Services submitted a report to the City Executive Board on 12 November seeking project approval for the Northway and Marston Flood Alleviation Scheme.

The relevant draft minute of the City Executive Board meeting is attached later in the agenda.

The Board Member will present the report and recommendations.

Recommendations

The City Executive Board recommends Council to resolve to include the additional budget of £928,000 for the Northway and Marston Flood Alleviation Scheme in the Capital Programme (£2,196,000 financed from external funding, £400,000 financed from Council capital).

Council considered a report to the City Executive Board on 12 November seeking project approval for the Northway and Marston Flood Alleviation Scheme.

Council resolved to:

include the additional budget of £928,000 for the Northway and Marston Flood Alleviation Scheme in the Capital Programme (£2,196,000 financed from external funding, £400,000 financed from Council capital).

The Executive Director, Regeneration and Housing submitted a report to the City Executive Board on 15 October which provides an update and seeks approval for an amendment to the Oxpens Delivery Strategy and budgetary adjustments.

The relevant draft minute of the City Executive Board meeting is attached later in the agenda.

The Board Member will present the report and recommendations.

Recommendations

The City Executive Board recommends Council to resolve to approve the establishment of a capital budget of £8.4m to progress the project through the next stages.

Council considered a report to the City Executive Board on 15 October which provides an update and seeks approval for an amendment to the Oxpens Delivery Strategy and budgetary adjustments.

The Board Member undertook to build in time to allow full scrutiny of the joint venture company plans.

Council resolved to:

approve the establishment of a capital budget of £8.4m to progress the project through the next stages.

Urgent item under S 100B (4) of the Local Government Act 1972*

The reason for urgency is that the consultation closed on 26 November and the report was not added to the agenda until the Chair and Vice-Chair had reviewed the comments. This was after the publication date of 27 December.

Before this can be discussed, the Lord Mayor must state whether he considers the item should be taken at the meeting as a matter of urgency.

The Head of Community Services submitted a report to the Licensing and Gambling Acts Committee on 14 September 2015 which detailed the revised draft Statement of Gambling Licensing Policy for public consultation. In discussion the Committee agreed that the “No Casino” resolution should be retained.

The Licensing and Gambling Acts Committee resolved to:

1.    Agree that a 6 week consultation be held on renewing the revised draft Statement of Gambling Licensing Policy; and

2.    Recommend to Council to resolve to adopt the revised draft Statement of Gambling Licensing Policy effective from 31 January 2016 (subject to any relevant representations being received within the consultation deadline to be reviewed by the Chair and Vice-Chair of this Committee) on the basis that a further review of the Policy will be undertaken following new Guidance from the Gambling Commission being issued.

Two relevant representations were received and the Chair and Vice-Chair have considered these. There are no changes to the recommended policy.

The Committee Chair will move the recommendations.

Recommendations

Council is recommended to adopt the revised draft Statement of Gambling Licensing Policy as attached to the agenda effective from 31 January 2016.

*Local Government Act 1972 (section inserted by Local Government (Access to Information) Act 1985 )

100B Access to agenda and connected reports.

(1)Copies of the agenda for a meeting of a principal council and…. copies of any report for the meeting shall be open to inspection by members of the public at the offices of the council in accordance with subsection (3) below.

 (3)Any document which is required by subsection (1) above to be open to inspection shall be so open at least five clear days before the meeting, except that - .

…………

(b)where an item is added to an agenda copies of which are open to inspection by the public, copies of the item (or of the revised agenda), and the copies of any report for the meeting relating to the item, shall be open to inspection from the time the item is added to the agenda;

but nothing in this subsection requires copies of any agenda, item or report to be open to inspection by the public until copies are available to members of the council.

(4)An item of business may not be considered at a meeting of a principal council unless either

(a)a copy of the agenda including the item (or a copy of the item) is open to inspection by members of the public in pursuance of subsection (1) above for at least [F4five clear days] before the  ...  view the full agenda text for item 61.

The Lord Mayor certified this as an urgent item under S100B (4) of the Local Government Act 1972.

The reason for urgency is that the consultation closed on 26 November and the report was not added to the agenda until the Chair and Vice-Chair had reviewed the comments. This was after the publication date of 27 November.

Council considered a report which detailed the revised Statement of Gambling Licensing Policy. The Statement was unchanged from that approved by the Licensing and Gambling Acts Committee for consultation at its meeting on 14 September.

Council resolved to:

adopt the Statement of Gambling Licensing Policy as attached to the agenda effective from 31 January 2016.

The Corporate Lead for HR & Organisational Development has submitted a report presenting for approval two revisions to the Council’s Flexible Retirement Policy.

The Board Member for Customer and Corporate Services will move the recommendations and the Chief Executive will be available to answer questions.

Recommendations

Council is recommended to:

1.    approve two revisions to the Flexible Retirement Policy (incorporated within the existing Pension & Retirement Options Statement attached at Appendix 1) with effect from 8th January 2016, namely:

a)    to permit employees to choose a ‘partial draw-down’ of benefits; and

b)    reduce the minimum level of salary/hours reduction from 40% to 20%

2.    authorise the Corporate Lead for HR & Organisational Development in conjunction with the Head of Law and Governance and Director for Organisational Development and Corporate Services to amend the policy from time to time in order to correct any factual or legal errors.

Council considered a report presenting for approval two revisions to the Council’s Flexible Retirement Policy.

Council resolved to:

1.    approve  two revisions to the Flexible Retirement Policy (incorporated within the existing Pension & Retirement Options Statement attached at Appendix 1) with effect from 8th January 2016, namely:

a)    to permit employees to choose a ‘partial draw-down’ of benefits; and

b)   reduce the minimum level of salary/hours reduction from 40% to 20%

2.    authorise the Corporate Lead for HR & Organisational Development in conjunction with the Head of Law and Governance and Director for Organisational Development and Corporate Services to amend the policy from time to time in order to correct any factual or legal errors.

The Head of Law and Governance has submitted a report recommending changes to the contract rules in Section 19 of the Council’s constitution.

The Leader of the Council will move the recommendations and the Head of Law and Governance will be available to answer questions.

Recommendations

Council is recommended to approve, with immediate effect, the amendments to the Constitution as set out in the report and in Appendix 1.

Council considered a report recommending changes to the contract rules in Section 19 of the Council’s constitution.

Council noted that the rules included the requirements for contractors to fit sidebars where practicable, in accordance with the motion adopted on 1 December 2014.                                                                      

Council resolved to:

approve, with immediate effect, the amendments to the Constitution as set out outlined in the report and in Appendix 1.

The Head of Law and Governance has submitted a report asking Council to agree a programme of Council and committee meetings for the 2016/17 council year (May 2016 to May 2017 inclusive).

Recommendations

Council is recommended to:

1.    approve the programme of Council and Committee meetings attached at Appendix 1 for the council year 2016/17; and

2.    delegate the setting of dates for the Standards Committee to the Head of Law and Governance, in consultation with the Chair.

Council considered a report proposing the programme of Council and committee meetings for the 2016/17 council year (May 2016 to May 2017 inclusive).

The Leader proposed adopting this as a working document for subsequent amendment to avoid where possible school holidays and religious festivals; and produce a final draft when all comments had been absorbed.

Council resolved to:

adopt the draft programme of meetings as a working document for subsequent amendment to avoid where possible school holidays and religious festivals; and produce a final draft when all comments had been absorbed .

This item has a time limit of 15 minutes.

Councillors may ask the Board Members questions about matters in these minutes:

·         Approved minutes of the meeting held on 15 October 2015

·         Draft minutes of the meeting held on 12 November 2015

Council had before it the minutes of the City Executive Board meetings of 15^th October and 12^th November 2015

On Minute 93, Councillor Fooks asked if the guidance on planning rules for conservation areas  was published and if the impact of pre-application advice charges could be monitored to check for any adverse effects of charging for householder applications

The Board Member said he would check if the advice was published; and there would be monitoring.

On Minute 113 Councillor Fooks asked when the meeting for members and officers to discuss further matters relating to Indicator 22 would take place.

The Board Member replied this would be held as soon as practicable.

Questions on notice from councillors received in accordance with Council Procedure Rule 11.10(b).

Questions on notice may be asked of the Lord Mayor, a Board Member or a Chair of a Committee. One supplementary question may be asked at the meeting.

The full text of questions must be received by the Head of Law and Governance by no later than 1.00pm on Monday 30 November 2015.

The briefing note will contain all questions submitted by the deadline, and written responses where available.

Members of Council  submitted  37 written questions to Board Members and the Leader of the Council. Written answers and summaries of supplementary questions and responses are in the supplement to these minutes.

Public addresses and questions to the Leader or other Board Members received in accordance with Council Procedure Rule 11.11 and 11.12 and not related to matters for decision on this agenda.

The request to speak accompanied by the full text of the address or question must be received by the Head of Law and Governance by 5.00 pm on Tuesday 1 December 2015.

The briefing note will contain the text of addresses and questions submitted by the deadline, and written responses where available.

A total of 45 minutes is available for both public speaking items. Responses are included in this time. Up to five minutes is available for each public address or question.

Council heard addresses from members of the public. The full text of the addresses where these were delivered as submitted; and questions and responses are in the supplement to these minutes.

1. Judith Harley, on behalf of herself, Nigel Gibson and Sarah Lazenby who had submitted addresses on the same topic, addressed Council about Save Temple Cowley Pools Campaign’s request to stop demolition of the building.

The Chief Executive and Councillor Turner reiterated the Council’s role as freeholder of the site and referred to the response set out in the supplement.

2. Dr Judy Webb, of the Friends of Lye Valley, addressed Council about a petition to ask Councillors, should they decide not to develop the space at Warren Crescent Site 60, to preserve it as Local or Public Access Green Space.

Councillor Hollingsworth responded that the planning committee would determine the extant planning application its merits and he appreciated the important points about the Lye Valley regardless of the outcome of the application.

3. Colin Aldridge, of East Oxford Community Centre, addressed Council asking them to put the management of EOCC back in the hands of the community and help them improve the centre.

Councillor Simm responded that community centres must meet the community’s needs and be well used, and be well maintained and improved to good standards, and outlined the plans for the East Oxford centre. She said that consultation on the draft community centre strategy would start shortly.

4. Benny Wenda, of the Free West Papua campaign, addressed Council thanking members for the ongoing support shown for the campaign.

Councillor Price thanked Benny Wenda for his speech and conveyed the good wishes of the Rt Hon Andrew Smith MP.

5. Nigel Gibson, Save Temple Cowley Pools campaign, asked the Board Member ‘Will you recognise your core strategy policy obligations under CS21 and tell Catalyst to defer demolition until after a successful planning application for their proposed new development?’

Councillor Turner responded that a written answer was available in the published supplement.

6. Rosemary Harris asked the Board Member ‘Will the Council ensure that Network Rail removes this requirement from its noise insulation package and provide extra acoustic glazing to all affected houses if the operational noise is higher than predicted for non-statutory insulation?’

Councillor Hollingsworth responded that the planning permission includes provisions for noise levels to be predicted in an approved way, then for noise mitigation to be offered where appropriate. They include a requirement to check the performance of noise mitigation measures (including noise insulation) and correct them if found to be defective in construction or performance. Once these provisions are met the conditions of the permission are discharged and the Council could not, therefore, require Network Rail to offer further insulation packages to cover a change in the circumstances of buildings. And since it has approved the noise predictions, as contained within the relevant Noise Scheme of Assessment, it could not require further measures if these proved to be under-estimates. However, our officers see no reason for this situation to occur,  ...  view the full minutes text for item 67.

The Head of Law and Governance has submitted a report setting before Council a petition meeting the criteria for debate under the Council’s petitions scheme. The head petitioner has been invited to address the meeting for up to five minutes.

The text of the petition reads: To Oxfordshire County Council, Cherwell District Council, Oxford City Council, South Oxfordshire District Council, Vale of White Horse District Council & West Oxfordshire District Council:  Give shelter, support and a fair hearing to refugees and asylum seekers in our community. Work with existing organisations like Oxford City of Sanctuary, Refugee Resource & Asylum Welcome to help those who are already here and to take in more who are desperately in need.

Recommendations

That Council follow the procedure for large petitions in the Council’s Petitions Scheme by:

1.    hearing the head petitioner for the petition;

2.    debating the petition; and

3.    deciding whether to make any recommendations to the City Executive Board or officers.

Council considered a petition meeting the criteria for debate under the Council’s petitions scheme.

The text of the petition reads: To Oxfordshire County Council, Cherwell District Council, Oxford City Council, South Oxfordshire District Council, Vale of White Horse District Council & West Oxfordshire District Council: Give shelter, support and a fair hearing to refugees and asylum seekers in our community. Work with existing organisations like Oxford City of Sanctuary, Refugee Resource & Asylum Welcome to help those who are already here and to take in more who are desperately in need.

The head petitioner, Ms Emma Jones, addressed the meeting in support of the petition.

After debate, the recommendations below were moved, seconded, and agreed on being put to the vote.

Council resolved to:

1.    ask the City Executive to continue to work with the coordination group and organisations and do as much as possible to help refugees who come through any route;

2.    ask officers to look at the interpretation of ‘no local connection’ in terms of refugees and not apply transient status to them when considering applications for housing support;

3.    look at helping Asylum Welcome and other related organisations with their core staffing and funding to increase capacity

4.    follow through on the commitment to be a City of Sanctuary and consider the status as a City of Sanctuary in law and reality.

The Head of Law and Governance has submitted a report setting before Council a petition meeting the criteria for debate under the Council’s petitions scheme. The head petitioner has been invited to address the meeting for up to five minutes.

The text of the petition reads: Help Stop Labour controlled Oxford City Council takeover of East Oxford Community Centre. We the undersigned hereby demonstrate our support for keeping the management of EOCC under the control of the people of East Oxford.

Recommendations

That Council follow the procedure for large petitions in the Council’s Petitions Scheme by:

1.    hearing the head petitioner for the petition;

2.    debating the petition; and

3.    deciding whether to make any recommendations to either the City Executive Board and, or to officers.

Council considered a petition meeting the criteria for debate under the Council’s petitions scheme.

The text of the petition reads: Help Stop Labour controlled Oxford City Council takeover of East Oxford Community Centre. We the undersigned hereby demonstrate our support for keeping the management of EOCC under the control of the people of East Oxford.

The head petitioner, Mr Artwell, addressed the meeting in support of the petition.

Councillor Simmons circulated in writing a proposed recommendation: that Council instructs officers to work with members of the East Oxford Community Association on a plan to bring  the Community Centre back under community governance with the necessary officer support.

Councillors Simm and Tanner proposed an amended recommendation: to ask the City Executive Board to instruct officers to maintain ongoing communications with members of the East Oxford Community Association and provide necessary officer support

After debate, the amended recommendation was moved, seconded, and agreed on being put to the vote.

Council resolved to:

ask the City Executive Board to instruct officers to maintain ongoing communications with members of the East Oxford Community Association and provide necessary officer support.

1.    On behalf of Councillor Price the Assistant Chief Executive has submitted the Annual Review of the work of the Oxfordshire Partnerships.

Council is invited to ask questions of the Leader and to note the submitted report.

2.    On behalf of Councillor Turner the Assistant Chief Executive has submitted a report on the work of the Oxfordshire Health Improvement Board.

Council is invited to ask questions of the Leader and to note the submitted report.

3.    Each ordinary meeting of Council shall normally receive a written report concerning the work of one of the partnerships on which the Council is represented.

The programme of reporting at future meetings will be:

·         February 2016: Enterprise Partnership

·         April 2016: Oxfordshire Growth Board

·         July 2016: Community Safety

·         September 2016: Environmental and Waste

4.    Members who are Council representatives on external bodies or Chairs of Council Committees who consider that a significant decision or event has taken place, will give notice to the Head of Law and Governance by 1.00 pm on Thursday 3 December 2015 that they wish present a written or oral report on the event or the significant decision and how it may influence future events.

Council had before it the report of the Leader of the Council outlining the work of the Oxfordshire Strategic Partnership.

Councillor Price moved the report.

Council noted the report without comment

Council had before it the report of Councillor Turner outlining the work of the Oxfordshire Health Improvement Board.

Councillor Turner moved the report, highlighting health inequalities, transparency in contracts, and public health funding.

In response to questions he said:

through the Health Improvement Board we have had useful discussions about how GPs can make referrals to us where we have enforcement powers or people can access homelessness services or energy efficiency help, but there is limit to what the board can do. The board was looking at commissioning and funding for homelessness hostels and involving the CCGs and county council in these discussions.

Council noted the report.

The Chair of the Scrutiny Committee has submitted a report which updates Council on the activities of scrutiny and other non-executive Councillors and the implementation of recommendations since the last meeting of Council.

Council is invited to comment on and note the report.

Council had before it the report of the Scrutiny Committee Chair.

Councillor Simmons moved the report and highlighted the work of the committee and the review panels.

Council noted the report.

This item has a time limit of 60 minutes.

The full text of motions received by the Head of Law and Governance in accordance with Council Procedure Rule 11.17 by the deadline of 1.00pm on 25 November is below. Motions will be taken in turn from the Labour Liberal Democrat, Green, groups in that order.

Substantive amendments to these motions must be sent by councillors to the Head of Law and Governance by no later than 1.00pm on 3 December. The briefing note will list amendments submitted before its publication.

Council is asked to consider the following motions:

1.    Housing and Planning Bill (proposed by Councillor Rowley, seconded by Councillor Price)

Labour member motion

This Council notes:

•      that the Housing and Planning Bill is currently being debated in Parliament, and if passed would threaten the provision of affordable homes for rent and buy through forcing "high-value" council homes to be sold on the open market, extending the "right to buy" to housing association tenants, and undermining section 106 requirements on private developers to provide  affordable homes;

•      that there is no commitment in the Bill that affordable homes will be replaced   like-for-like in the  local   area - indeed, in Oxford it is very difficult to see how this could work financially;

•      that whilst measures to help first-time buyers are welcome, the "starter homes" proposals in the Bill will be unaffordable to families and young people on ordinary incomes in most parts of the country, will not preserve the taxpayer investment, and will be built at the expense of genuinely affordable homes to rent and buy;

•      that the Bill undermines localism by taking yet more new wide and open-ended powers for the Whitehall over councils and local communities - including the ability to override local plans, to mandate rents for social tenants, and to impose a levy on stock-holding councils, violating the terms of the housing revenue account self-financing deal; and

•      that the Bill, whilst introducing some welcome measures to get to grips with rogue landlords, does not help with the high rents, poor conditions and insecurity affecting many  private renters, in an expanding sector which now houses more than one in four households in Oxford, and does nothing to help arrest the recent rise in homelessness.

This Council:

•      congratulates those involved in the Council's statistical research, which presents a clear picture of Oxford to the public and greatly helps us as Members to argue the case for Oxford; and

•      thanks officers for the work they have done in preparing a robust response to the Government's consultation on the Bill.

This Council therefore resolves to ask the Executive Board:

1.     to analyse and report on the likely impact of the forced sale of council homes, the extension of right-to-buy and the "starter homes" requirement on the local availability of affordable homes, and any further impacts of the Bill on our City;

2.     to support the Leader of the Council in writing to the Secretary  ...  view the full agenda text for item 72.

Council had before it six motions on notice and amendments submitted in accordance with Council procedure rule 11.17, and reached decisions as set out below.

1.    Housing and Planning Bill

Councillor Rowley proposed his submitted motion, seconded by Councillor Price.

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

Council resolved to adopt the motion set out below:

This Council notes:

•      that the Housing and Planning Bill is currently being debated in Parliament, and if passed would threaten the provision of affordable homes for rent and buy through forcing "high-value" council homes to be sold on the open market, extending the "right to buy" to housing association tenants, and undermining section 106 requirements on private developers to provide  affordable homes;

•      that there is no commitment in the Bill that affordable homes will be replaced like-for-like in the local area - indeed, in Oxford it is very difficult to see how this could work financially;

•      that whilst measures to help first-time buyers are welcome, the "starter homes" proposals in the Bill will be unaffordable to families and young people on ordinary incomes in most parts of the country, will not preserve the taxpayer investment, and will be built at the expense of genuinely affordable homes to rent and buy;

•      that the Bill undermines localism by taking yet more new wide and open-ended powers for the Whitehall over councils and local communities - including the ability to override local plans, to mandate rents for social tenants, and to impose a levy on stock-holding councils, violating the terms of the housing revenue account self-financing deal; and

•      that the Bill, whilst introducing some welcome measures to get to grips with rogue landlords, does not help with the high rents, poor conditions and insecurity affecting many  private renters, in an expanding sector which now houses more than one in four households in Oxford, and does nothing to help arrest the recent rise in homelessness.

This Council:

•      congratulates those involved in the Council's statistical research, which presents a clear picture of Oxford to the public and greatly helps us as Members to argue the case for Oxford; and

•      thanks officers for the work they have done in preparing a robust response to the Government's consultation on the Bill.

This Council therefore resolves to ask the Executive Board:

1.    to analyse and report on the likely impact of the forced sale of council homes, the extension of right-to-buy and the "starter homes" requirement on the local availability of affordable homes, and any further impacts of the Bill on our City;

2.    to support the Leader of the Council in writing to the Secretary of State with our concerns about the Bill;

3.    to ask for urgent meetings for the Leader of the Council, the Chief Executive and relevant Board Members and Officers, with our two local MPs, and with the relevant Minister in the DCLG; and

4.    to make public our concerns by publishing this  ...  view the full minutes text for item 72.