Agenda and minutes
PDF 74 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 Members:
Carl Rylett, Rizvana Poole, Nick Leverton and Joy Aitman. |
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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 made by Members of the Council. |
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Minutes of Previous Meeting To approve the minutes of the previous meeting, held on Wednesday 24 May 2023. Minutes: The minutes of the previous meeting, held on Wednesday 24 May 2023, were agreed unanimously by Council, and signed by the Chair as a correct & accurate record. |
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Receipt of Announcements To receive any announcements from the Chair, Leader of the Council, Members of the Executive or the Chief Executive Officer. Minutes: The Chair of the Council, Councillor Andrew Coles, detailed the civic and local engagements that he had undertaken since the last meeting of the Council in May 2023. These included the official opening of the 2nd Witney Pride parade, and a further Pride parade, which took place in Chipping Norton. The Chair had also visited Libyan refugees at a location near to Ducklington, and highlighted the people who he had met, and the stories & experiences he had encountered during the visit, such as living conditions, food provision, access to dental care and the prevention of boredom. The Chair praised the work of Phil Martin, Assistant Director for Business Services, for his thorough work on the project, and also the work of St. Mary’s Church and St. Bartholomew’s in Witney and Ducklington respectively. The Chair had also made a visit to United States Air Force Base in Fairford, Gloucestershire. The Chair had been invited to a ceremony with 501st Combat Support Wing, where command of the Unit had been handed over to a new incumbent. US Colonel Phillips had taken command of the base during the ceremony, and the Chair made reference to, and highlighted the strong connections West Oxfordshire has with the Armed Forces community, most notably with personnel from Royal Air Force Station Brize Norton in the West Oxfordshire District. The Chair also paid tribute to the work of the Council’s Vice-Chair, Councillor Elizabeth Poskitt, who had also undertaken a number of recent engagements. The Chair congratulated Hannah Bourne-Taylor, a resident of West Oxfordshire, who had recently ensured that a Parliamentary petition relating to Swift Bricks and New Housing Developments, was debated in the House of Commons, having achieved almost 110,000 signatures. The subject had also been considered at WODC Committee meetings. The Chair welcomed Hannah Lee and John Slaveykov, who had undertaken a work experience placement from Woodgreen School with Council’s Democratic Services and Communications team respectively. The Chair stated that he hoped the students would gain vital experience during their placements with the Council. The Chair also announced that he had invited all Members to a self-hosted fundraising event at Woodgreen. The event would include Afternoon Tea in the Committee Rooms, a tour of the Woodgreen Council Chamber, and a tour of the underground WWII Bunker. The Chair advised Council that the meeting of the Audit and Governance Committee, which had been cancelled on 29 June 2023, was rearranged for 10 August 2023 at 6.00pm, and would take place in Committee Room 1. An Audit training session for Members had also been arranged for the same date at 5.00pm. The Chair advised that further information would be cascaded to Members in due course. The Chair asked Members of the Council to regularly check their mail ‘pigeon holes’ in the Members’ Room at Woodgreen, to prevent excess mail build up. The Chair advised Council that Agenda Item 8, “Appointment of Director of Finance (Section 151 Officer)”, would be considered as the last item of business of ... view the full minutes text for item CL.90 |
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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 by email to:
or by post:
Democratic Services, West Oxfordshire District Council, Woodgreen, Witney OX28 1NB.
no later than 12.00pm on the seventh working day before the date of the meeting.
A response may be provided at the meeting, or provided within three clear working days of the meeting.
A total of 15 minutes is allowed for questions from members of the public. Minutes: There was no public participation at the meeting. |
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Questions by Members The following questions have been submitted by Members of Council to Members of the Executive, 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.
The Questions and Answers will be detailed in the minutes of the meeting.
Q1. Councillor Thomas Ashby to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities:
For some time, it has been the belief that both the play area and recreation ground on Ralegh Crescent would be transferred to Witney Town Council. It is disappointing that only the play area has been transferred. There is a significant amount of Section 106 Money from the Windrush Place development which is designated for an “Offsite MUGA” and the current location of the basketball court and green shelters would be ideal. Enabling Witney Town Council to undertake a design and build procurement would mean that our young people in West Witney would have a new fantastic outdoor space built reasonably quickly. Now that West Oxfordshire District Council have not transferred the land, what are the plans to procure a MUGA for Ralegh Crescent?
Q2. Councillor Julian Cooper to Councillor Duncan Enright, Deputy Leader of the Council and Executive Member for Economic Development:
Can the Executive portfolio holder for Tourism (Visitor Economy) please update the Council as to what progress is being made to commemorate the 150th Anniversary of Sir Winston Churchill’s birth in November 2024?
Q3. Councillor Jane Doughty to Councillor Alaric Smith, Executive Member for Leisure and Major Projects:
The Town Centre office has been closed since May with no indication displayed on the window as to when the office is reopening. Please can you tell me the reopening date?, and in the meantime, what provision is being made for residents who do not have access to the internet and need to speak to an officer in customer service face to face?
Q4. Councillor Martin McBride to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities:
The District Council owned Kilkenny Country Park is still closed to the public. Many people used to travel to this park and it had a fantastic reputation as a great destination to visit. This has very quickly changed and is disappointing that after several site visits by officers and members, the park is still out of use. Can you give a date for when the repairs will be carried out?
Q5. Councillor Michele Mead to Councillor Lidia Arciszewska, Executive Member for Environment:
Carterton has suffered with many streets not having their bins collected. This has gone on for four consecutive weeks. Why has this problem gone on for so many weeks, and what action are you taking to improve the service?
Q6. Councillor Hugo Ashton to Councillor Andy Graham, Leader of the Council:
With regards to the requirement for Voter ID at last May’s elections, ... view the full agenda text for item CL.92 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 Thomas Ashby, to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities.
For some time, it has been the belief that both the play area and recreation ground on Ralegh Crescent would be transferred to Witney Town Council. It is disappointing that only the play area has been transferred. There is a significant amount of Section 106 Money from the Windrush Place development which is designated for an “Offsite MUGA” and the current location of the basketball court and green shelters would be ideal. Enabling Witney Town Council to undertake a design and build procurement would mean that our young people in West Witney would have a new fantastic outdoor space built reasonably quickly. Now that West Oxfordshire District Council have not transferred the land, what are the plans to procure a MUGA for Ralegh Crescent?
A1 – Officers meet with Officers from Witney Town Council every month to monitor progress transferring playgrounds and sports facilities to the Town Council as well as using s.106 funding to deliver new facilities like the proposed MUGA (Multi Use Games Area) in West Witney. Because of the nature of the s.106 agreement for the proposed MUGA, Officers from the District and Town Council are working together to deliver this facility. The intention is for West Oxfordshire District Council to transfer the land of the proposed MUGA to Witney Town Council in the future.
Q1a – When the play area was transferred to Witney Town Council, the Ralegh Crescent Recreation Field was not transferred also. Can a date be given for when this will be done, so that the dedicated Section 106 money can be spent quicker than it would be here at WODC?
A1a (answered by Councillor Andy Graham, Leader of the Council) – I believe a written reply is needed to full address this detailed question, and that it needs a very precise answer. So we will get that to you very quickly, in light of what you said about expedition, and on that basis, a written reply will come.
Q2 – Councillor Julian Cooper, to Councillor Duncan Enright, Deputy Leader and Executive Member for Economic Development.
Can the Executive portfolio holder for Tourism (Visitor Economy) please update the Council as to what progress is being made to commemorate the 150th Anniversary of Sir Winston Churchill’s birth in November 2024?
A2 – As of yet, we are not aware of any plans to commemorate the anniversary locally or nationally. Blenheim Palace have indicated that they intend to run related activity - though as yet no information is available. The Tourism and/or Communications Teams will promote any relevant events.
Q2a – I would like to ask the Deputy Leader of ... view the full minutes text for item CL.92 |
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Recommendations from the Executive Purpose: To agree recommendations made to Council by the Executive from its meetings since 24 May 2023.
Recommendations: The Executive Recommends that Council Resolves to:
And, subject to the resolutions of the Executive on 12 July 2023, Council is recommended to resolve to:
Additional documents:
Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which detailed recommendations made by the Executive, since the Council’s last meeting on 24 May 2023. The Leader advised members that the first two recommendations had arisen from the Executive meeting held on 21 June 2023, and that the remainder had arisen from the most recent Executive meeting, held on 12 July 2023. The Leader highlighted that the agenda and papers for Full Council had been published before the meeting of the Executive on 12 July 2023, and that the updated, remaining recommendations, for consideration by Council, were found in a supplementary paper circulated to Members prior to the meeting. In debate, the carry forward of £2,372,557 from the Capital Budget, was stated as being related to surplus funds from the previous financial year, and that it was not uncommon for a capital budget to have an underspend, because of the perceived difficulty in spending the entire capital budget. The amount carried forward related to the Council’s purchase of Marriott’s Walk in Witney, and the decarbonisation of Carterton Leisure Centre. Councillor Andy Graham proposed that Council agree the Recommendations from the meeting of the Executive, held on 21 June 2023. This was seconded by Councillor Duncan Enright, was put to a vote, and was agreed unanimously by Council.
Council Resolved to:
Councillor Andy Graham proposed that Council agree the Recommendations from the meeting of the Executive, held on 12 July 2023. This was seconded by Councillor Duncan Enright, was put to a vote, and was agreed unanimously by Council.
Council Resolved to:
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Appointment of Director of Finance (Section 151 Officer) Purpose: To consider the appointment of a Director of Finance (Section 151 Officer) for West Oxfordshire District Council, following interviews by the Performance and Appointments Committee, and to outline interim arrangements.
Recommendations: That Council Resolves to:
Additional documents:
Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which considered the appointment of a Director of Finance (Section 151 Officer) for West Oxfordshire District Council, following interviews undertaken by the Performance and Appointments Committee. The report further outlined interim arrangements to cover the anticipated period between the departure of the Chief Finance Officer, and arrival of the Director of Finance.
The Leader gave a detailed overview of the processes taken by the Performance and Appointments Committee, and explained to Council how the Committee had reached its decision to recommend the appointment of the subject candidate to the post of Director of Finance (Section 151 Officer) to Council. The Leader gave a further overview of the working and personal characteristics associated with the subject candidate, and how they would fit the role of Director of Finance for West Oxfordshire District Council. The Leader also thanked the work of Officers for their support during the recruitment process.
The Chief Executive gave Members a brief overview of the anticipated timeline for the period between the meeting and the subject candidate commencing employment with West Oxfordshire District Council. It was anticipated that the subject candidate would commence employment at the end of October 2023.
Councillor Andy Graham proposed that Council agree recommendations 3 to 6, as listed within the supplementary Council paper, agreeing to the recommendations made to Council by the Performance and Appointments Committee, at its meeting held on Monday 17 July 2023. This was seconded by Councillor Duncan Enright, was put to a vote, and was unanimously agreed by Council.
Council Resolved to:
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Establishment of Local Plan Cross Party Member Working Group Purpose: To consider the establishment of a cross-party Member Working Group to help inform the preparation of the new Local Plan 2041.
Recommendation: That Council Resolves to: 1. Agree to the establishment of a new Local Plan Cross Party Member Working Group in accordance with the draft terms of reference attached at Annex A. Additional documents: Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, giving an overview of the proposals which considered the establishment of a cross-party Member Working Group, to help inform the preparation of the new WODC Local Plan 2041. The Leader highlighted the importance of the Working Group, and said that it would ensure that the views of Members are taken fully into account during the formative stage of plan preparation. The Group would discuss the emerging Local Plan as it takes shape, including the consideration of technical supporting evidence as it is produced and the development of plan content and policies. The Group would be chaired by the Executive Member for Planning and Sustainable Development and primarily supported by the Council’s Planning Policy Manager. The Leader proposed an increase to the size of the Group from that set out in the paper to 11 Members (4 Lib Dem, 4 Con, 2 Lab, 1 Green). It was highlighted that the quorum could remain at 3 members even with the increased size of the Group, as the Group would not take decisions, and that the Chair of the Working Group would be taken from the allocation of the Liberal Democrat membership. Councillor Andy Graham proposed that Council agree to the establishment of a new Local Plan Cross Party Member Working Group, in accordance, with the Draft Terms of Reference, with the group membership levels amended and increased as set out by the Leader, having obtained prior agreement from Group Leaders. This was seconded by Councillor Michele Mead, was put to a vote, and was unanimously agreed by Council. Council Resolved to:
· 4 Conservative; · 4 Liberal Democrats; · 2 Labour; · 1 Green. |
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Climate Bi-Annual Report Purpose: To update Council on the climate action taken by West Oxfordshire District Council, in response to the climate and ecological emergency, over the last 12 months (July 2022 to June 2023).
Recommendation: That Council Resolves to: 1. Note the contents of the bi-annual report on climate action for West Oxfordshire. Minutes: Councillor Andrew Prosser, Executive Member for Climate Change, introduced the report, which updated Council on the climate action taken by West Oxfordshire District Council, in response to the climate and ecological emergency, over the previous 12 months (July 2022 to June 2023 inclusive). The Executive Member paid tribute to the work of Hannah Kenyon, the Council’s Climate Change Manager for her work and the work of her team more generally in responding to the climate emergency, declared by the Council in 2019. In debate, Council paid tribute to the work of the Climate Change team in engaging with local Town and Parish Councils on climate change action and that good feedback had been received from Members. Council also made reference to a High Court legal challenge to the Planning Inspector’s decision to water down the net zero ambitions of the Council in its plan for Salt Cross Garden Village, and that the challenge was independent of the Council. The next Climate Bi-Annual report would be considered by the Climate and Environment Overview and Scrutiny Committee. Oxfordshire County Council also conducted carbon literacy training, and it was highlighted that Council would explore to the possibilities of adopting a similar approach in due course. Ideas of geo-thermal technology and local cycling & walking infrastructure were also highlighted by members, identifying the benefits these ideas could bring to the Council and the wider local area. Members also praised work invested into improvements in the Deer Park South area of Witney regarding wildflower planting, thanked Officers and the enhancement it had made to the area. Extra resourcing ideas would explored with Council partners.
The Director of Governance and Monitoring Officer, Andrea McCaskie, stated she had attended training regarding Carbon Literacy, and that ideas around member training on the matter would be explored in due course.
Councillor Andrew Prosser proposed that Council note the contents of the Bi-Annual report on climate action for West Oxfordshire. This was seconded by Councillor Elizabeth Poskitt, was put to a vote, and was unanimously agreed by Council.
Council Resolved to: 1. Note the contents of the Bi-Annual report on climate action for West Oxfordshire. |
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Motions on Notice No Motions were submitted by the deadline of 12.00pm on Monday, 10 July 2023.
Minutes: There were no motions considered by Council at the meeting. |