Agenda and minutes
PDF 77 KBVenue: Council Chamber
Contact: Democratic Services
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Apologies for Absence To receive any apologies for absence from Members of the Council. Minutes: Apologies for Absence were received from the following Councillors:
L Ashbourne, H Ashton, L Leffman and S Coul. |
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Declarations of Interest To receive any declarations of interest from Members of the Council on any items to be considered at the meeting. Minutes: There were no declarations of interest received. |
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Minutes of Previous Meeting To approve the minutes of the previous meeting held on Wednesday 15 February 2023. Minutes: The minutes of the previous meeting, held on Wednesday 15 February 2023, were unanimously approved and signed by the Chair as a correct record, subject to page 2 of the previous meeting minutes, stating Councillor Michael Brooker, not Councillor Matthew Brooker. This was subsequently amended by Democratic Services. |
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Receipt of Announcements To receive any announcements from the Chair, Leader of the Council, Executive Members or the Chief Executive. Minutes: The Chair of the Council, Councillor Julian Cooper, started by thanking the public for their attendance at their meeting, and also for their anticipated engagement during the meeting. The Chair also welcomed Rohanna Saunders to the public gallery – Miss Saunders was in attendance as a guest of Councillor Ted Fenton, and is a local sixth form student studying politics.
The Chair, in his last Council undertaking the role, paid tribute to all councillors for allowing him the privilege of the Chair. The Chair also put on record his thanks to the Council’s Vice-Chair, Councillor Andrew Coles for his support to the Chair. The Chair also thanked the Council’s staff for their support during the Chair’s time in the role.
The Chair reminded members of the unique challenges faced during the municipal year, such as the passing of Her Majesty Queen Elizabeth II, and the pending Coronation of His Majesty Charles III. Additional events saw the Chair judging cake, and walking on hot coals to raise money for Charity.
The Chair paid tribute to the Members of the Council that were standing down at the next District Elections in May 2023. Councillors Coul, Eaglestone, Hill, MacRae, Chapple, Ashbourne & Collins. Amongst the Members standing down were former Chairs of the Council, as well as past members of Cabinet. The Chair thanked these Members for their loyal and committed service to West Oxfordshire District Council, and wished them all the best for the future.
The Chair also congratulated Councillor Colin Dingwall for his invitation to the upcoming Royal Garden Party, and stated that his invitation was a full reflection of the outstanding service given to the Council.
Councillor Lidia Arciszewska, Executive Member for the Environment, rose to inform Members that the day of the meeting was also World Water Day. Councillor Arciszewska updated Council on the work and discussions undertaken with Thames Water, underpinned by Windrush against Sewage Pollution. Councillor Arciszewska encouraged Members to sign a parliamentary petition, number 633609, relating to the Environmental information Regulations (EIR) and work carried out by the Angling Trust. Councillor Andy Goodwin stated that he was also working with the water companies to settle an ongoing two-year problem in Eynsham, and asked Councillor Arciszewska where the talks between WODC and Thames Water had got to. Councillor Arciszewska responded stating that talks had discussed the capacity of Sewage Treatment Works and the key components, such as population and usage of water, that have been used to treat waste water and sewage across the District. Rising on a point of order during the response, Councillor Norman MacRae MBE queried whether the response given to Councillor Goodwin was related to the question raised. The Chair confirmed that the response was an answer to the question raised, and in order to save time, asked Councillor Arciszewska to write to Councillor Goodwin and share the response with Members.
Councillor Duncan Enright, Deputy Leader of the Council and Executive Member for Economic Development, was pleased to announce the ... view the full minutes text for item CL.66 |
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Participation of the Public Any member of the public, who is a registered elector in the District, is eligible to ask one question at this meeting, of the Chair of the Council, any Member of the Executive or the Chair of any Committee, on any matter in relation to which the Council has powers or duties or which affects the District.
Notice, together with a written copy of the question, must be provided to Democratic Services, either by email to [email protected] or by post to: Democratic Services, West Oxfordshire District Council, Woodgreen, Witney OX28 1NB, and received no later than noon on the seventh working day before the date of the meeting. A response may be provided at the meeting or within three clear working days of the meeting.
A total of 15 minutes is allowed for questions from members of the public. Minutes: Karen Squibb-Williams, Chair of ‘Stop Botley West Campaign, Oxfordshire’, read out the following question, which was responded to by Councillor Andy Graham, Leader of the Council. The question was followed by a supplementary question which the Leader of the Council also responded to:
Q1 – In the current stages of proclaimed climate emergency, energy crises and the lemming-like rush to renewables, is this community (Oxfordshire) at risk of being led to believe that the proposal for the UK’s largest ever ground mounted solar park is actually a good thing?, bearing in mind that:-
A1 – The initial consultation on the Botley West Solar Farm initial proposal, focused primarily on the benefits of the scheme and as expected with early consultation of this kind, there was limited information available on the wide ranging potential impacts of the proposal.
It is clear that the scale of this proposal and total greenfield land take required, could result in a range of impacts on the natural & historic environment and directly affect a large number of communities.
The response to the initial consultation clearly shows, that the community understands how building a solar farm at such a large scale could detrimentally impact the local environment, particularly in proximity to communities in West Oxfordshire and beyond.
The promoters of the solar farm will understandably from their viewpoint, focus on the potential benefits of the scheme, whether it’s on the potential to deliver a supply of renewable energy, to contribute towards meeting net zero carbon targets or to contribute to national energy security.
In determining whether the proposal should be granted permission however, the Planning Inspectorate must look at the balance of benefits and harms of the proposed scheme.
There is no doubt that the solar farm will result in a range of both harms and benefits and the promoters of ... view the full minutes text for item CL.67 |
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Questions by Members The following questions have been submitted by Members of Council, in accordance with the Council Procedure Rules (Constitution Part 5, rule 10). Oral responses will be provided at the meeting. Following receipt of the answer to their question, Members are entitled to ask one supplementary question at the meeting.
Q1. Councillor Dr. Alaa Al-Yousuf to Councillor Lidia Arciszewska, Executive Member for the Environment: Will the Executive Member commit to "putting residents first" when it comes to the future of the waste and recycling service?
Q2. Councillor Dr. Alaa Al-Yousuf to Councillor Duncan Enright, Deputy Leader and Executive Member for Economic Development: Can the Deputy Leader confirm that Marriott’s Walk will be managed as per the approved business plan, to prioritise increasing rental income to support services for the District as a whole through the regeneration of the site in order to increase footfall?
Q3. Councillor Ted Fenton to Councillor Lidia Arciszewska, Executive Member for the Environment: How often since May 2022 have replacement (as a result of breakdown or other reason) recycling collection vehicles had to be used which are unable to keep glass and other recycling materials separate? How many vehicles (e.g. those used on narrow streets) in regular use are unable to keep glass and other recycling materials separate?
Q4. Councillor Norman MacRae MBE to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities: The District Council continues to hold money from developers to be used for the provision of a 3G pitch in Witney. Please update the Council as to when this money will be spent and when will the very much needed facility be built?
Q5. Councillor Michele Mead to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities: The Woodstock open air pool is reopening in July 2023 for the school holidays. Please can you tell me what arrangements have been made for school swimming lessons, which would normally take place in the June (schools summer term) and was there a consultation with adult and family users?
Q6. Councillor Ted Fenton to Councillor Lidia Arciszewska, Executive Member for the Environment: How many Food Waste caddies in particular and other household waste/recycling containers in general, have been replaced in the last year by WODC because householders’ original ones have been damaged? Minutes: Questions by Members, as listed on the agenda, and the responses to those questions, which had been circulated in advance, were taken as read. The Chair invited the questioners to ask a supplementary question and then invited the relevant Executive Members to respond. The questions and responses were as follows:
Q1 – Councillor Dr. Alaa Al-Yousuf, to Councillor Lidia Arciszewska, Executive Member for the Environment: Will the Executive Member commit to "putting residents first" when it comes to the future of the waste and recycling service?
A1 – Absolutely! Cllr Dr. Al-Yousuf can be assured that residents will always come first in any considerations regarding waste and recycling service in West Oxfordshire.
Q1a – I take it that if the Executive Member, whoever that might be going forward, were to be presented with options to cut the waste and recycling service in order to save money, that at the expense of increasing the burden on residents, in terms of more recycling bins and procedures, that option would not automatically be taken on, if it does mean that residents won’t be put first?
A1a – We are currently in the process of a major review of the waste and recycling service, and in that review, we consider first the convenience of service to the residents, and the value for money to the taxpayer. There will be no major changes to the services that are currently offered, without a proper, public consultation. The review is ongoing and will take a while.
Q2 – Councillor Dr. Alaa Al-Yousuf, to Councillor Duncan Enright, Deputy Leader of the Council and Executive Member for Economic Development: Can the Deputy Leader confirm that Marriott’s Walk will be managed as per the approved business plan to prioritise increasing rental income to support services for the District as a whole through the regeneration of the site in order to increase footfall?
A2 – The business case associated with the acquisition of Marriott’s Walk will be used to guide us through the process of re-energising the development to deliver more to the residents of Witney, West Oxfordshire and beyond. This will mean additional investment in empty units to bring them into occupation which will drive footfall and yes rental growth. I have no doubt that there will be variations in timing and values within the process of implementing the regeneration but we will be steered by the direction of travel as set out in the business case.
Q2a – My supplementary question was, more or less, addressed in the announcement that the Deputy Leader made earlier in the meeting, but for further clarity if I may, please would you explain what and when the next steps will be in the regeneration of the site. I would be grateful if you could expand on these, and when this will be brought back to my scrutiny committee.
A2a – On your second point, that one is easy as it is, of course, a matter for the scrutiny committee. It is up to ... view the full minutes text for item CL.68 |
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Recommendation from Executive to Council Purpose:
Recommendation: 1. Agree a recommendation made by the Executive. Additional documents: Minutes: Councillor Lidia Arciszewska, Executive Member for the Environment, introduced the report, which would ask Council to agree a recommendation made to Council by the Executive on 8 March 2023, where by the Council’s waste contract with Ubico, would be extended until 31 March 2026.
Councillor Arciszewska proposed that the recommendation made by the Executive be adopted by Council. This was seconded by Councillor Andy Graham, was put to a vote and agreed unanimously.
Council Resolved to: 1. Extend the current waste contract with Ubico until 31 March 2026. |
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Recommendations from Independent Remuneration Panel Purpose: To outline the findings of the Council’s Independent Remuneration Panel regarding Member’s Allowances.
Recommendation(s) Council is recommended to resolve to:
Additional documents:
Minutes: Councillor Julian Cooper, Chair of the Council, introduced the report, which outlined the findings of the Council’s Independent Remuneration Panel regarding Member’s Allowances. By law, the Council is required to appoint an Independent Remuneration Panel (IRP), which recommends the level of allowances for Councillors. The Panel was made up of three persons who were independent of the District Council.
Councillor Duncan Enright, Deputy Leader of the Council and Executive Member for Economic Development, rose to thank the members of the Panel for the time they had invested in bringing forward their report to be determined at the meeting.
Councillor Michele Mead also thanked the Panel for the work they had undertaken to build the report and recommendations for Council’s consideration. Councillor Mead also stated that it was not the time to be entertaining an increase in member allowances, owing to the cost of living crisis being endured across the country, and reminded Members that revenue generated by the Council should be wholly spent on services and residents, not on an uplift in Council Member allowances.
Councillor Richard Langridge stated that the meeting of the Panel with officers took place on the same day of a Lowlands Area Planning Sub-Committee, which the Member chairs, and this was a factor in Councillor Langridge not being able to make representations to the Panel as a result. Councillor Langridge asked that the next meeting of the Independent Remuneration Panel be held on a day when no Council or Committee Meetings are due to take place.
Councillor Harry St. John asked for clarity on some of the allowance figures contained within the Panel’s report, which were recommended to be reduced for the next year, and if any reductions were also to be backdated, as well as those that had been recommended for uplift.
Councillor Charlie Maynard asked if Council knew of any other public or local authorities that would, if Council were to agree the recommendations, vote to lower their pay or allowances, when levels of inflation are at their highest levels for over 40 years.
Councillor Norman MacRae MBE also thanked the panel for their excellent work on the subject. Councillor MacRae added that he would not support any uplift in member allowances, when Council, at the last meeting, voted to increase levels of Council Tax by the highest amount possible, adding that this would be grossly unfair and unjust.
Councillor Julian Cooper proposed that Council adopt the findings and recommendations made to it by the Independent Remuneration Panel. This was seconded by Councillor Andrew Coles. This was put to a vote, and there were 25 votes for, 18 votes against and Nil abstentions. The vote carried.
Council Resolved to: 1. Note the report of the Independent Remuneration Panel (Annex A); 2. Thank the Independent Remuneration Panel for their work; 3. Agree that a backdated uplift of 4.04% will be applied to members’ allowances for the 2022/23 financial year; 4. Adopt the Draft Allowances Scheme 2023-27 (Annex B), or an amended version of it; ... view the full minutes text for item CL.70 |
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Recommendations from the Constitution Working Group Purpose: To consider proposals from the Constitution Working Group for amendments to the West Oxfordshire District Council Constitution to adopt a new Protocol on the Pre-Election Period, Local Petition Scheme, Officer Decision Making Protocol, Social Media Policy and Executive Procedure Rules. Recommendations: Council is recommended to:
Additional documents:
Minutes: Councillor Ted Fenton, Chair of the Council’s Constitution Working Group (CWG), introduced the report, which considered proposals from the Council’s CWG for amendments to the West Oxfordshire District Council Constitution. The report sought to ask Council to adopt a new protocols on the Pre-Election Period, Local Petition Scheme, Officer Decision Making Protocol, Social Media Policy and Executive Procedure Rules.
Councillor Fenton sought approval from the Chair, for the provision of two separate votes on the recommendations contained in the report, which would see recommendations 1, 3, 4 and 5 be taken together, with recommendation 2 being voted on separately. A separate vote on recommendation 2, would arise as a result of the CWG being unable to come to a view, either individually or collectively, on the subject of accessibility of e-petitions, as detailed in the main reports pack on page 58.
In debate, Councillor Fenton paid tribute to the Council’s Interim Monitoring Officer, Susan Sale, for all her hard work in support of the CWG, and for bearing with members when technology stalled and providing sound advice when it was required. Personal experiences of submissions of an e-petitions to West Oxfordshire District Council regarding sewage were also highlighted, and that signatories were not limited to those with postcodes in the district, but also included people from Cotswold district and beyond, and that managing e-petitions would impact the burden on officers to facilitate these. Concerns were also raised as to subject matter of e-petitions, and that petitions only represent one ideology rather than both viewpoints on a desired outcome.
It was also envisaged that e-petitions help residents of the district engage more with democratically elected representatives, which is what the Executive were seeking to achieve, and that a greater emphasis on e-petitions would be of benefit to the Council.
Councillor Ted Fenton proposed that Council approve recommendations 1, 3, 4 and 5, made to it by the Constitution Working Group. This was seconded by Councillor Michele Mead, was put to a vote, and agreed unanimously by Council.
Councillor Andy Graham further proposed that Council approve recommendation 2, made to it by the Constitution Working Group. This was also seconded by Councillor Michele Mead, was put to a vote, and agreed unanimously by Council.
Council Resolved to: 1. Approve the Protocol on the Pre-Election Period, at Annex A to this report, and formally adopt it as part of the Council’s Constitution from 23rd March 2023; 2. Approve the Local Petition Scheme, at Annex B to this report, and formally adopt it as part of the Council’s Constitution from 23rd March 2023; 3. Approve the Officer Decision Making Protocol, at Annex C to this report, and formally adopt it as part of the Council’s Constitution from 23rd March 2023; 4. Approve the Social Media Policy, at Annex D to this report, and formally adopt it as part of the Council’s Constitution from 23rd March 2023; 5. Approve the Executive Procedure Rules, at Annex E to this report, and formally adopt it as part ... view the full minutes text for item CL.71 |
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Motion A: Botley West Solar Farm - Proposed by Councillor Lysette Nicholls, Seconded by Councillor Michele Mead
Original Motion – Proposed by Councillor Lysette Nicholls, Seconded by Councillor Michele Mead. This council fully supports the Government’s Net Zero target and restates the importance of ensuring that the UK generates more of its own energy at home. Original Resolution – Council Resolves to:
Amendment to Motion – Proposed by Councillor Carl Rylett, Seconded by Councillor Andy Goodwin. [Words added in
italics, words removed in
This council fully supports the Government's Net Zero
target and This Council recognises that many residents and local businesses, including farmers, and Parish Councils have expressed concerns with the proposed Botley West Solar farm on land owned by Blenheim and Merton College, and developed by ‘Photovolt’ Development Partners. This Council notes and approves of the approach being taken by this council to respond to this proposed development, which will be determined by the relevant Secretary of State. The Council will produce an Impact Statement, which will detail the effect of the solar farm on the environment, population and businesses in the area, and which will be based on robust and empirical evidence. It notes that an officer is dedicated full-time to this role, and further notes that the Council has hosted meetings with Parish Councils to support their response to the application. Amendment to Resolution: Council Resolves to:
1.
Full Amendment – Proposed by Councillor Carl Rylett, Seconded by Councillor Andy Goodwin. This Council fully supports the Government’s Net Zero Target, and recognises the importance of the UK generating its own carbon-neutral energy, and further recognises that West Oxfordshire must play its part in this process. This Council recognises that many residents and local businesses, including farmers, and Parish Councils have expressed concerns with the proposed Botley West Solar farm on land owned by Blenheim and Merton College, and developed by ‘Photovolt’ Development Partners. This Council notes and approves of the approach being taken by this council to respond to this proposed development, which will be determined by the relevant Secretary of State. The Council will produce an Impact Statement, which will detail the ... view the full agenda text for item CL.72 Minutes: Councillor Lysette Nicholls introduced the motion, which detailed that the Council fully supports the Government’s Net Zero target and restates the importance of ensuring that the UK generates more of its own energy at home, whilst at the same time, would object to the Botley West Solar Farm development.
The motion requested that the Leader of the Council writes to the Secretary of State for Business & Trade, and all Members of Parliament in Oxfordshire, informing them that the Council objects to the proposed Botley West Solar Farm on Blenheim Palace and Merton College land developed by ‘Photovolt’ Development Partners.
In formally seconding the motion, Councillor Michele Mead stated the importance of listening to the public viewpoint on the matters being discussed, and highlighted the evidence of this by events which took place outside of the Council Chamber ahead of the meeting. Councillor Mead confirmed to Council that is was requesting that the Leader of the Council writes to both the Secretary of State and Oxfordshire MPs in objection to the development. Councillor Mead believed that this was not a heavy task to be undertaken by the Leader of the Council.
Councillor Carl Rylett rose to propose an amendment to the motion, which then developed in to a point of order raised by Councillor Michele Mead (15.7 – Amendment of Motion) regarding a proposed amendment to the motion. Councillor Mead reminded Council that any amendments, in line with the Council’s constitution, must be relevant to the motion and any amendment mustn’t negate a motion, or to introduce a new proposal. In responding to the point of order on invitation from the Chair, the Monitoring Officer stated that advice given was that the amendment would not negate the motion, and that the amendment would instruct further work to be undertaken to enable options to be considered, and that the amendment would not reverse any request for the Leader’s letter to be written.
Councillor Carl Rylett stated that he had received regular correspondence on the Solar Farm Project and had attended engagement sessions on the proposals. Viewpoints on scale, biodiversity impacts and the aesthetics of the proposed site were also noted. Councillor Rylett further stated that the motion is unhelpful to residents and counterproductive, whilst highlighting that impact assessments must be dealt with by officers appropriately and objectively.
Whilst formally proposing the amendment to the motion, Councillor Rylett read out the intended, amended Motion in Full, as follows: “This Council fully supports the Government’s Net Zero Target, and recognises the importance of the UK generating its own carbon-neutral energy, and further recognises that West Oxfordshire must play its part in this process. This Council recognises that many residents and local businesses, including farmers, and Parish Councils, have expressed concerns with the proposed Botley West Solar Farm on land owned by Blenheim and Merton College, and developed by ‘Photovolt’ Development Partners. This Council notes and approves of the approach being taken by this council to respond to this proposed ... view the full minutes text for item CL.72 |
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Motion B: Local Economy - Proposed by Councillor Mark Johnson, Seconded by Councillor Jane Doughty. This Council recognises the importance of supporting local businesses in Witney and West Oxfordshire. Given the difficult economic climate local businesses on the Witney High Street in particular are facing, this Council calls on the Leader to write to the Cabinet Member for Highways Management at Oxfordshire County Council, calling for a full review and further consultation into the vehicle restrictions currently in place.
Council Resolves to: 1. Instruct the Leader of the Council to write to the Cabinet Member for Highways Management at Oxfordshire County Council, calling for a full review and further consultation into the vehicle restrictions currently in place.
Minutes: Councillor Mark Johnson introduced and proposed the motion, which would recognise the importance of supporting local businesses in Witney and West Oxfordshire, given the difficult economic climate local businesses on the Witney High Street in particular were facing.
The motion to the Council would call on the Leader to write to the Cabinet Member for Highways Management at Oxfordshire County Council, to undertake a full review and further consultation into the vehicle restrictions that were currently in place.
In debate, it was highlighted that the High Street in Witney was not closed, but that it was fully open. No reductions of openings have been made and the High Street was still a very welcoming place for people to go about their daily business. There was no deterrent to the public in coming to Witney, and reminders were given that there was extensive free car parking in the town for users of the town centre to make use of. Several members stated that they were disappointed that the motion had been brought forward, and that it was a waste of time, given that the High Street had only been closed to through traffic. Emphasis was given to the historic trading styles that Witney had seen over generations, and that the town would remain the most key town for trading in the district for years to come. The current arrangements did increase trade, footfall, aid the night time economy and provides opportunities to unique events that could take place on the High Street itself – events that would not be able to take place if through traffic was allowed to be reinstated. The current arrangements maintained a vibrant, engaging town centre that helped both businesses and residents, especially with the recovery post-Covid-19.
It was also highlighted that the term ‘closed’ isn’t necessarily the right thing to say. There were several contributions stating that the consultation on the current arrangements would need to be brought forward, so that quick progress could be made. Members were keen to stress that shopping habits had changed recently and that the current arrangements reflected such habits. Many Members were also keen point out that Witney was a beautiful town in its own right, and that the current arrangements help protect that viewpoint. Councillors were in agreement that work needs to be done, and done effectively, but that views needed to be sought as to how improvements could be made, and how access could be addressed & improved. Concerns of safety were also raised and that the safety of other road users, such as cyclists would be compromised should the current arrangements be undone. Suggestions were also made that would see Corn Street be made one way, and that the High Street should be fully pedestrianised, which would also help deal with current issues that were being faced.
In summing up the debate, Councillor Johnson thanked members for their contributions, and for adding great effectiveness to the debate. Councillor Johnson stated that the debate had been lively in parts, ... view the full minutes text for item CL.73 |
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Motion C: Strategic Planning - Proposed by Councillor Alaa Al-Yousuf, Seconded by Councillor Michele Mead. This Council needs to regain residents' confidence in its strategic planning process. The Local Plan 2031 is now, at best, a weak defence against speculative development applications. The Council’s claim in its current Position Statements on Housing Land Supply of 4.1 years has been successfully challenged by developers and set aside by Planning Inspectors.
Council Resolves to: 1. Request that the Economic and Social Overview and Scrutiny Committee investigate and recommend improvements to ensure that future Position Statements are based on methodologies that result in estimates that stand up to scrutiny.
Minutes: Councillor Alaa Al-Yousuf introduced and proposed the motion, which would seek to regain residents' confidence in the Council’s strategic planning process.
Councillor Al-Yousuf highlighted that the Local Plan 2031 was now, at best, a weak defence against speculative development applications. The Council’s claim in its current Position Statements on Housing Land Supply of 4.1 years had been successfully challenged by developers and set aside by Planning Inspectors.
The Chair advised that the motion should, as a result of advice received, be referred to the Economic and Social Overview & Scrutiny Committee, and its referral was proposed by Councillor Al-Yousuf. This was seconded by Councillor Michele Mead, was put to a vote, and was unanimously agreed by Council.
Council Resolved to: 1. Refer the Motion on Strategic Planning to the Economic and Social Overview & Scrutiny Committee. |