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Agenda and minutes

Overview and Scrutiny Committee - Monday, 13th October, 2025 4.00 pm

Venue: the Council Chamber - Council Offices, Trinity Road, Cirencester, GL7 1PX. View directions

Contact: Democratic Services 

Media

Items
No. Item

OS.227

Apologies

To receive any apologies for absence. The quorum for the Overview and Scrutiny Committee is 3 members.

Additional documents:

Minutes:

Apologies were received from Councillor Jon Wareing and notification of late arrival from Councillors Lisa Spivey and Joe Harris.

OS.228

Substitute Members

To note details of any substitution arrangements in place for the meeting.

Additional documents:

Minutes:

There were no substitute Members.

OS.229

Declarations of Interest

To receive any declarations of interest from Members relating to items to be considered at the meeting.

Additional documents:

Minutes:

No declaration of interests were made.

OS.230

Minutes pdf icon PDF 550 KB

To approve the minutes of the meeting held on 1 September 2025.

Additional documents:

Minutes:

The minutes of the meeting on 1 September 2025 were discussed.  Councillor Angus Jenkinson proposed accepting the minutes and Councillor Michael Vann seconded the proposal which was put to the vote and agreed by the Committee.

 

RESOLVED: to APPROVE the minutes of the meeting held on 1 September 2025.

OS.231

Matters Arising from Minutes of the Previous Meeting pdf icon PDF 527 KB

To consider actions outstanding from minutes of previous meetings.

Additional documents:

Minutes:

16:03 – Councillor Tony Slater arrived.

 

The Chair commented on the low uptake of the electric vehicle charging facilities at the Trinity Road offices and suggested that further action be taken to publicise their availability.

The UBICO fleet replacement was under review, with a decision expected shortly, and was also referenced within the Budget and Medium Term Financial Strategy (MTFS) agenda item.

A Member requested a clearer breakdown of the facilities provided by Freedom Leisure, particularly in relation to Chipping Campden Leisure Centre.  The Chair reminded Members of the visit by Freedom Leisure to the next Committee meeting and to submit suitable questions in advance.

 

OS.232

Chair's Announcements

To receive any announcements from the Chair of the Overview and Scrutiny Committee.

Additional documents:

Minutes:

It was agreed that the Overview and Scrutiny Committee did not need to consider the Council Tax Support Scheme 2026–27 at its next meeting, and therefore the item was removed from the agenda.

OS.233

Public Questions

A maximum of 15 minutes is allocated for an “open forum” of public questions at committee meetings. No person may ask more than two questions (including supplementary questions) and no more than two such questions may be asked on behalf of one organisation. The maximum length of oral questions or supplementary questions by the public will be two minutes. Questions must relate to the responsibilities of the Committee but questions in this section cannot relate to applications for determination at the meeting.

 

The response may take the form of:

 

a)    A direct oral response (maximum length: 2 minutes);

b)    Where the desired information is in a publication of the Council or other published work, a reference to that publication; or

c)     Where the reply cannot conveniently be given orally, a written answer circulated later to the questioner.

Additional documents:

Minutes:

There were no public questions.

 

OS.234

Member Questions

A maximum period of fifteen minutes is allowed for Member questions. Questions must be directed to the Chair and must relate to the remit of the committee.

 

Questions will be asked in the order notice of them was received, except that the Chair may group together similar questions.

 

The deadline for submitting questions is 5.00pm on the working day before the day of the meeting unless the Chair agrees that the question relates to an urgent matter, in which case the deadline is 9.30am on the day of the meeting.

 

A member may submit no more than two questions. At the meeting the member may ask a supplementary question arising directly from the original question or the reply. The maximum length of a supplementary question is one minute.

 

The response to a question or supplementary question may take the form of:

 

a)    A direct oral response (maximum length: 2 minutes);

b)    Where the desired information is in a publication of the Council or other published work, a reference to that publication; or

c)    Where the reply cannot conveniently be given orally, a written answer circulated later to the questioner.

 

Question 1

 

Question to the Chair of the Overview & Scrutiny Committee from Cllr Nikki Ind

I am pleased to see that at today’s meeting there is going to be a general update from Bromford Housing and I would like to ask the committee to request regular updates on progress being made to this committee and full council on the following areas of concern that I have with some social rented housing in the district – I understand that Bromford are not the only Social Housing providers in our district, but they are the largest and as a Ward Councillor I would welcome regular updates from them all.

Firstly, the continuation of families being housed in homes with no carpets or flooring (I understand that currently Housing Associations are only required to provide this in kitchens and bathrooms).  I am a trustee of a small local charity and requests to provide flooring is one which continues to be received, particularly from young families who are unable to place babies and children on the floor to learn to crawl/walk and there is the additional impact of the cost of heating properties with no flooring, which during a cost of living crisis is an additional financial burden to our residents.  Can I also receive reassurance that properties with decent carpets are no longer being stripped out at the end of a tenancy and skipped and sent to landfill, as has been reported to me previously, but that they are now being cleaned - some flooring is better that nothing.

Secondly, ageing properties, can we receive an update on the number of ageing properties held by Housing Associations in the district and how many are being treated for damp problems and any plans to retrofit these properties.

 

Additional documents:

Minutes:

The question submitted by Councillor Ind was answered as part of the Bromford response.

OS.235

Report back on recommendations pdf icon PDF 628 KB

For the Committee to note the Cabinet’s response to the recommendation arising from the previous Overview and Scrutiny Committee meeting.

 

Additional documents:

Minutes:

The Committee received an update on previous Cabinet recommendations. It was noted that the Overview and Scrutiny Committee had suggested a display of the Cotswold District Council’s archive to recognise the Council’s work before the transition to the new unitary authority, possibly to include artefacts from the Corinium Museum. It was acknowledged that plans were at an early stage and that further discussion would take place within the Council, as the proposal related mainly to the Council, while the Museum had separate objectives.

 

It was noted that items were being stored on behalf of the Living History Memorial Association at external cost, despite available space within Council premises. A Member suggested that using the Council’s empty rooms could save money and expressed that this option had not yet been explored.

The Deputy Leader noted that the storage of items on Council premises had been discussed previously, with security and environmental conditions identified as key considerations.

OS.236

Bromford Housing Update pdf icon PDF 63 KB

Purpose

Bromford Housing will be present to respond to Members questions and to give a general update on their social housing in the district.

 

Bromford Representatives:

Amanda Swann – Regional Director

Natalie Colfer – Head of Neighbourhood and Communities

Nick Woolridge – Head of Home Investment

 

Council Representatives

Councillor Juliet Layton, Cabinet Member for Housing and Planning

Alan Hope, Head of Strategic Housing, Property and Assets

Additional documents:

Minutes:

The Chair welcomed the representatives from Bromford Flagship. She noted that improved communication and understanding would help the Council better support residents of the district.

 

Nick Woolridge – Head of Home Investment

Natalie Colfer – Head of Neighbourhood and Communities

Amanda Swann – Regional Director

 

The Bromford representatives discussed the questions that had been submitted to them in advance and circulated to the Committee, adding the following points:

  • It was acknowledged that there had been difficulties in contacting the service by telephone, with long waits. Bromford offered to explore ways to improve access for Councillors and report back in due course.
  • It was noted that the new homes built by Bromford on behalf of English Rural Housing were not managed by Bromford. They had acted only as a development agency. Allocation of the homes continued to be managed through the local authority, while ownership remained with English Rural Housing.
  • The Neighbourhood coaching team aimed to provide help with benefit queries and to visit each customer to identify support needs.
  • The Committee heard that Bromford had invested in methods to clean carpets in empty properties, and that in approximately 80% of cases, carpets were now retained rather than removed.
  • Members were advised that Bromford’s policy required urgent cases, such as domestic abuse or hate crime, to be responded to within two working days, and where possible within 24 hours. For antisocial behaviour, contact was aimed to be made within five working days.
  • The average waiting time for a category ‘Bronze’ applicant was 12-24 months.
  • Following the discussion regarding the replacement of carpets at the end of a tenancy, Councillor Ind suggested that the Overview and Scrutiny Committee request that ward councillors receive an annual update from all housing providers, including information on ageing properties, issues such as mould, and plans for maintenance, to ensure councillors were aware of issues before they became severe.
  • The Head of Strategic Housing, Property and Assets agreed to take forward the proposal for annual reporting from housing providers, subject to agreement on the information to be included.
  • Neighbourhood coaches had been given access to the GIS mapping system which enabled them to identify land ownership responsibilities.
  • Bromford confirmed that they did not currently have the facility to cut back hedges or maintain gardens but noted that they could explore ways to improve services and work with the community to address overgrown gardens.
  • Bromford stated that when building new homes, they factored in the resources required and ensured that teams were in place to deliver properties as they expanded to meet affordable housing needs.
  • Bromford reported that their new homes development programme included a wide range of property types, from one-bedroom flats to five-bedroom houses and bungalows, including accessible properties built to M standards. They noted that some properties could be internally adapted to meet changing needs over time, providing flexibility for residents.
  • Bromford confirmed that they operated a disposals programme for homes where the investment required was too high or the properties were unsuitable for future  ...  view the full minutes text for item OS.236

OS.237

Budget Strategy and Medium Term Financial Strategy Update pdf icon PDF 1 MB

Purpose

The report sets out the Budget Strategy to support the preparation of the 2026/27 revenue and capital budgets and presents an updated Medium Term Financial Strategy forecast.

 

Cabinet Member

Councillor Patrick Coleman, Cabinet Member for Finance

 

Lead Officer

David Stanley, Deputy Chief Executive Officer

Additional documents:

Minutes:

The purpose of the report was to set out the Budget Strategy to support the preparation of the 2026/27 revenue and capital budgets and to present an updated Medium Term Financial Strategy forecast.

 

The report was introduced by Councillor Patrick Coleman, Cabinet Member for Finance, and David Stanley, the Deputy CEO and Section 151 Officer. The report was introduced and the follow points made:

  • Since February 2025, consultations had taken place on Fair Funding 2.0 and modernising council tax administration.
  • The budget gap for 2026-27 had reduced from £1.6 million to £950,000, although cumulative four-year figures remained under consideration.
  • Detailed funding from the Fair Funding Review was not expected until mid-December 2025. Extended Producer Responsibility funding for 2025-26 amounted to £1.6 million, with similar allocations anticipated for the following year.
  • The budget strategy followed previous years, allowing for 3% pay inflation and otherwise maintaining a standstill budget.
  • The transition of services from Publica to the Council continued, with Publica’s budget being re-based for 2026-27. Modelling indicated this would reduce council costs.

 

In questioning and discussion, the following points were noted:

  • The Section 151 Officer acknowledged the challenging financial position and noted that the budget gap would need to be addressed through budget reviews, reductions, efficiency savings, and outcomes from the Fair Funding Review.
  • It was noted that the budget would cover 2026-27 and MTFS would cover the subsequent three financial years, extending beyond the anticipated reorganisation of local government. The Deputy Chief Executive Officer confirmed that it had been prepared on a going-concern basis to ensure continuity and flexibility should any delay to local government reorganisation occur.
  • The MTFS had assumed a £500,000 reduction in the Council’s employer contributions to the Local Government Pension Scheme.
  • It was noted that the Government and MHCLG were confident the Fair Funding 2.0 consultation would achieve its intended objectives.
  • The Local Plan reserve stood at just over £1 million at the end of the previous financial year, with an additional £230,000 secured in grant funding. The Council was likely able to meet Local Plan requirements within this resource.
  • Provision for waste vehicle replacement was retained within the capital programme, with a detailed review underway to determine which vehicles required replacement and the appropriate timing.
  • It was noted of the new additional second homes Council Tax income collected by the billing authority, approximately 7% was allocated to the District Council, 14% to the Police and Crime Commissioner, and 74% to the County Council.

 

17:15 – Cllr Harris and Cllr Spivey joined the meeting.

OS.238

Work Plan and Forward Plan pdf icon PDF 522 KB

For the Committee to note and review its work plan and to select Cabinet decisions for pre-decision scrutiny at future committee meetings.

 

Additional documents:

Minutes:

It was agreed that the Overview and Scrutiny Committee would not consider the Council Tax Support Scheme 2026–27 at its next meeting, and the item was removed from the work plan.

OS.239

Updates from Gloucestershire County Council Scrutiny Committees pdf icon PDF 2 MB

Purpose

To receive any verbal updates on the work of external scrutiny bodies:

 

Gloucestershire Economic Growth Scrutiny Committee – Cllr Angus Jenkinson

Health Overview & Scrutiny Committee – Cllr Dilys Neill

 

Additional documents:

Minutes:

Members were advised that OFCOM data on mobile signals was unreliable, and that a tool was available to check actual signal strength by postcode.

 

https://www.signalchecker.co.uk/

 

BREAK 17:52 – 18:04

 

OS.240

Cotswold District Local Plan (2011-31) Regulation 18 Consultation pdf icon PDF 686 KB

Purpose

To seek approval to consult on the Preferred Options for development in the Cotswold District for the Regulation 18 consultation, and further technical documents as and when necessary; and to approve the updated Local Development Scheme to progress the Plan to submission in winter 2026 and adoption in winter 2027.

 

Cabinet Member

Councillor Juliet Layton, Cabinet Member for Housing and Planning

 

Lead Officer

Geraldine Le Cointe, Assistant Director for Planning Services

Jo Symonds, Head of Planning Policy and Infrastructure

Additional documents:

Minutes:

The purpose of the report was to seek approval to consult on the Preferred Options for development in the Cotswold District for the Regulation 18 consultation and to approve the updated Local Development Scheme to progress the Plan.

 

The Leader of the Council, Councillor Mike Evemy, and the Deputy Leader, Councillor Juliet Layton, introduced the report. They raised the following points:

 

  • It was noted that within the Regulation 18 consultation, it would be preferable to indicate potential development sites.
  • It was noted that many Members had attended the all-member briefing the previous Tuesday, and thanks were given to those who participated and engaged in the process.
  • Town and parish council forums were being set up for early November, with invitations due to be sent out. One forum was planned for the north of the district and one in Cirencester.
  • The Council aimed to prevent problems caused by speculative housing development without supporting infrastructure in settlements through the Local Plan.

 

In questioning and discussion, the following points were noted:

  • Delivering a Local Plan in a short timeframe carried risks, particularly the risk of delays and financial resourcing. The oversight board maintained an ongoing risk register, reviewed monthly.
  • Much of the policy work had already been completed, including a previous Regulation 18 consultation.  A few additional policies would be added for the current consultation.
  • The upcoming consultation was a Regulation 18 consultation, followed by a further Regulation 19 consultation, providing two additional stages for public input.
  • The Leader of the Council would continue to lobby and make representations to Government to highlight the impact of these numbers whilst continuing to plan responsibly.
  • The development strategy assessed the 49 largest settlements based on services, facilities, employment, public transport, and size, categorising them as principal, non-principal, or rural settlements to locate development near existing infrastructure.
  • Figures for Avening had included extant planning permissions, which were already counted in the total.
  • The consultation focused on high-level development strategy options, avoiding site-specific allocations.
  • Site-specific details would be considered at the Regulation 19 stage, with numbers based on current understanding and ongoing evidence-based studies, which could result in sites being added or removed.
  • Ward members were recognised as playing an important role in the consultation process, supported by comprehensive briefing documents. Members were encouraged to use their leadership positions to influence discussions, attending village meetings where requested and when they felt their presence would be helpful, without needing to attend all.
  • Feasibility studies are ongoing, assessing required infrastructure and costs to deliver sites. There were annual limits on how many homes each site could deliver, which were factored into housing projections to avoid overestimation.
  • The planned level of growth in each settlement would reflect the services and facilities available there whilst for non-principal settlements, any planned development that adds new facilities (for example, a shop) would be factored into the final level of growth for that area.
  • The Regulation 18 consultation was an important opportunity for residents to share their views and feedback on  ...  view the full minutes text for item OS.240

 

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