Agenda and minutes
PDF 281 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: Alaric Smith, Dean Temple, Geoff Saul, Michael Brooker, Rachel Crouch, Thomas Ashby, Mark Johnson, Lysette Nicholls and Liz Leffman. |
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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 19 July 2023. Minutes: The minutes of the previous meeting, held on Wednesday 19 July 2023, were unanimously approved by Council, and signed by the Chair as a true & 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: Councillor Andrew Coles, Chair of the Council, welcomed all Members and Members of the Public to the meeting and stated that he hoped all attendees had had a refreshing summer break. The Chair also advised Council of a change to the order in which business would be considered, and that Agenda Item 9 would be considered ahead of Item 8. The Chair advised Council of the passing of Colin James, a former Member and Chair of West Oxfordshire District Council. Councillor James was first elected to the Council in 1993 and was Chair for the municipal year of 1997-1998. The Chair stated that he had written to Councillor James’ family, attended his funeral and expressed the condolences of the whole Council at a difficult time for his family. Councillors Julian Cooper and Alaa Al-Yousuf also rose to pay tribute to Councillor James before Council was invited to observe a moment of reflection in memory of Councillor James. The Chair welcomed Hannah Lee to the meeting. Hannah Lee undertook a period of work experience with the Council’s Democratic Services team in July 2023, and was in attendance at the meeting in the public gallery. The Chair also welcomed and introduced James Howse & Madhu Richards to the meeting. James Howse had recently been appointed as the Council’s Interim Director of Finance, and Madhu Richards had been appointed as the Council’s new, permanent Director of Finance, taking up her role in October 2023. The Chair thanked those in attendance who had supported the Afternoon Tea fundraiser held in August 2023, and was delighted to announce that the event had raised £1151 for charities associated with the Chair. The Chair also thanked the Vice-Chair of the Council, Councillor Elizabeth Poskitt, and Councillor Julian Cooper, for their support on the day of the event, as well as the assistance of Council Officers from the Executive Support team. The Chair also advised Council that a fundraising quiz night was also being planned for a time in the future. The Chair highlighted the official civic engagements that he had undertaken during the summer months. These included the Royal Air Force’s Service of Commemoration for the Battle of Britain, and Carterton’ Annual Civic Service. The Chair also paid tribute to the Vice-Chair for work she had undertaken during the same period of time. The Chair advised Council of the arrangements made by Democratic Services for the next meeting of Council, which would take place on Wednesday 29 November 2023. Owing to planned refurbishment works at Woodgreen as part of the Council’s Agile Working Project, it had been arranged for the next meeting of Council to take place at Carterton Community Centre. It was also highlighted that owing to the availability of the external location, the next meeting would start at 1.00pm, rather than the usual time of 2.00pm. The Chair asked Members and Officers of the Council to note this in their diaries. Councillor Andy Graham, Leader of the Council, rose to congratulate the Chair on his fundraising ... view the full minutes text for item CL.101 |
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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 by email to:
or by post to:
Democratic Services, West Oxfordshire District Council, Woodgreen, Witney, Oxfordshire 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 Alaa Al-Yousuf to Councillor Dan Levy, Executive Member for Finance: What adjustment measures is the Executive Member for Finance contemplating to bring the budget back on track in the second half of the current fiscal year given the significant shortfall in income thus far, mainly investment property rent, and which is likely to continue for the rest of the fiscal year?
Q2. Councillor Alaa Al-Yousuf to Councillor Lidia Arciszewska, Executive Member for Environment: What progress has the Executive Member for the Environment made with Thames Water in reaching a binding agreement or undertaking to reduce sewage pollution in our waterways as previously announced in a press release dated 24 March 2023?
Q3. Councillor Alaa Al-Yousuf to Councillor Duncan Enright, Deputy Leader of the Council and Executive Member for Economic Development: Could the Executive Member for Economic Development please update the Council on the source and terms of funding for the purchase of Marriott’s Walk?
Q4. Councillor Michele Mead to Councillor Dan Levy, Executive Member for Finance: In the February 2023 budget, sixteen growth requests were made. Can you please tell us how many of these roles have been filled and into which positions?
Q5. Councillor Michele Mead to Councillor Andy Graham, Leader of the Council: Did the Executive have their proposed “away day”, and if so, when will members hear the outcomes and be advised of any KPIs set?
Q6. Councillor Liam Walker to Councillor Alaric Smith, Executive Member for Leisure and Major Projects: Can the Executive Member confirm if Woodstock swimming pool will open next year on the same reduced opening times as this year?
Q7. Councillor Thomas Ashby to Councillor Lidia Arciszewska, Executive Member for Environment: There are a lot of housing estates whereby greenspaces, including woodland areas are maintained by West Oxfordshire District Council. The Council has a Tree Management Policy whereby the Council absolves much responsibility, meaning residents need to pay from their own pocket if there is a tree overhanging their boundary or causing issues with their property. This is not fair. There are many elderly people who have issues with trees close to their property who shouldn't have to have the stress or pay out of their own pocket for tree maintenance. Therefore, will the Executive Member ask officers to review West Oxfordshire District Council's Tree Management Plan, to ensure that trees which affect residential property can be investigated and maintained at a resident's or Councillors request? Minutes: Questions by Members, as listed on the agenda, and the responses to those questions, which were 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 Written Questions, Written Answers, Verbal Supplementary Questions and Verbal Supplementary Answers are detailed in a separate document appended to the Minutes of the Meeting. |
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Recommendations from the Constitution Working Group Purpose: To present the recommendations of the Constitution Working Group meetings held on 23 June 2023 and 11 August 2023, including a recommendation to replace the three existing overview and scrutiny committees with a single new overview and scrutiny committee.
Recommendations: That Council Resolves to:
a) Agree to update Part 2: Articles and Part 3C: Committee Functions as shown in Annex A and Annex B respectively; b) Authorise the Director of Governance to make other consequential amendments to the Constitution (at parts 1A, 3A, 3D, 5A, 5B, 5C, 5F, 5G, 6E, and 6H); c) Delegate authority to the Director of Governance to appoint members to the Overview and Scrutiny Committee with effect from 5 October 2023 in accordance with political proportionality and the wishes of political groups; d) Agree that the Overview and Scrutiny Committee will meet monthly on the dates set out in paragraph 3.7, with the first meeting being held on Wednesday 8 November 2023 at 5.30pm; e) Request that the Council’s Independent Remuneration Panel considers whether the Vice-Chair of the Overview and Scrutiny Committee should be paid a special responsibility allowance, and if so, at what level and any backdating to be applied, and report back to Council;
f) Note that a programme of member briefings is being developed as an alternative to officers providing information to members through verbal updates and presentations at overview and scrutiny committee meetings.
Additional documents:
Minutes: The Chair advised Members that there would be three separate votes in consideration of the agenda item, whereby Recommendation 1, Recommendations 2a to 2f, and Recommendations 3-7 would be taken as individual votes. Councillor Mathew Parkinson, Chair of the Constitution Working Group, introduced and gave an overview of the report, which presented the recommendations of the Council’s Constitution Working Group, made to Council from its meetings held on 23 June 2023 and 11 August 2023. The report also included a recommendation to replace the three existing Overview and Scrutiny Committees with a single, new Overview and Scrutiny Committee. In debate, Members highlighted that the proposals would be of benefit to the Council’s accountability process, would be a more effective use of Council time and holding the Executive and Council to account. Multiple members thanked the work of the Constitution Working Group in this area and thanked the work of Officers involved in bringing the recommendations to Council. Members also highlighted that it was reasonable to have a an opposition member be Chair of the Overview and Scrutiny Committee. Members also highlighted the importance of the views of those who would not sit on Committee should still be considered, and that this would further add to the effective scrutiny process. Members also stated that streamlining the process would give greater accountability where there was perceived lack of accountability in the past. Reference was made to the work of the proposed Committee, and reassurance was given by Officers that there would be a formal work plan, thus helping to provide the Committee with timely reports and allowing for effective time to be taken to provide scrutiny to work in the correct manner. Members questioned whether the quorum for the Council’s Planning Sub-Committees should be reviewed in view of the change to the size requirements of the sub-committees. Reassurance was given whereby the quorum is calculated as being 25% of the Committee membership in attendance at a meeting for it to be convened and allow decisions to be made. The Chair paid tribute to the Chairs of the Council’s three individual Overview and Scrutiny Committees for their work, stewardship, and support to the Council in their times as Chairs of the Committees. Councillor Mathew Parkinson proposed that Council agreed Recommendation 1 as detailed within the original report. This was seconded by Councillor Joy Aitman and was put to a vote. There were 36 votes in favour, 3 votes against and no abstentions. The vote carried. Council Resolved to:
Councillor Mathew Parkinson proposed that Council agree Recommendations 2a to 2f as detailed within the original report. This was seconded by Councillor Joy Aitman and was put to a vote. There were 36 votes in favour, 3 votes against and no abstentions. The vote carried. Council Resolved to:
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Review of Political Proportionalities Purpose: To review the political proportionalities on committees following receipt of a notice that a member has joined a group.
Recommendations: That Council Resolves to:
ANNEXES TO FOLLOW Additional documents:
Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which reviewed the political proportionalities on Committees, following receipt of a notice that a Member of the Council had joined a political group. The Leader and Deputy Leader of the Council both paid tribute to the work of Council Officers, and for the time that had been invested in ensuring that the political proportionalities of the Council’s Committees were correct given the change in numbers within the Council’s political groups. Councillor Andy Graham proposed that Council agree the recommendations as listed within the original report, with reference to ‘Annex A’, contained within Recommendation 1, being disregarded. 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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Strategic Partnership Update Purpose: To enable the Leader to provide an update to Council on his portfolio responsibility for Strategic Partnerships.
Recommendation(s): That Council Resolves to: 1. Note the contents of the Strategic Partnership Report. Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which provided an update to Council on his portfolio responsibility for Strategic Partnerships. In debate, Members highlighted that local democracy functions best when local authorities within the same region work soundly together facing outwards, to achieve common goals and work in the best interest of residents. Members also referenced strengths and assets which were fundamental to the district such as Blenheim Palace and areas of the district contained with the Cotswolds Area of Outstanding Natural Beauty. The Leader also highlighted the important roles that Oxfordshire Local Enterprise Partnership (OxLEP) and the Future Oxfordshire Partnership (FOxP) have within the sphere of local government, and how these organisations are also a vital mechanism for achieving common goals and making the best decisions. Councillor Andy Graham proposed that Council agree to the recommendation contained within the original report. 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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Motion A: Mobile Network Coverage – Proposed by Councillor Alaa Al-Yousuf, Seconded by Councillor Liam Walker. Mobile network coverage is inadequate in many rural areas of our District either because of Total Not Spots or the coverage failing to meet the “at least one Mobile Network Operator (MNO) measure”. Very often coverage is poor outdoors let alone indoors. It is therefore vital that MNOs expedite their investment in infrastructure. The four MNOs agreed with the Government in 2020 to build a Shared Rural Network with licence obligations to achieve good quality coverage across 88% of the landmass by June 2024, and 90% of the landmass to be covered by January 2027. To that end, the four MNOs created Digital Mobile Spectrum Limited (DMSL) as a joint venture to manage and run the Shared Rural Network programme. As a largely rural District that makes a significant contribution to the national economy, West Oxfordshire deserves to be prioritised.
Council Resolves to: 1. Instruct the Leader to engage with Digital Mobile Spectrum Limited and, as a first step, invite it to send senior representatives to brief Councillors and residents at a public meeting at the earliest opportunity. Minutes: Councillor Alaa Al-Yousuf introduced the motion, which proposed that the Leader of the Council engaged with Digital Mobile Spectrum Limited (DMSL) to seek to address issues regarding perceived poor mobile network coverage in West Oxfordshire. In debate, Members highlighted that the issues surrounding poor network coverage are not unique to West Oxfordshire, and that many areas of the countryside are affected by ‘Total Not Spots’. It was further highlighted that in 2025, the use of telephone ‘landlines’ would cease, and mobile connectivity would be of even more vital importance. Members alluded to the ever-changing way in which professionals work, and behavioural changes surrounding the workplace, such as working from home and holding virtual meetings. It was also highlighted that desired funding for improvements to connectivity would be available through the Rural England Prosperity Fund, and further improvement works could come to fruition in Section 106 agreements contained within applications for development. In seconding the motion, Councillor Liam Walker stated that he was grateful for support from all sides of the Council Chamber, and that it was pleasing to see members in full agreement on such a vital issue. Councillor Alaa Al-Yousuf proposed the motion as set out on the agenda paper, be adopted by Council. This was seconded by Councillor Liam Walker, was put to a vote, and was unanimously agreed by Council. Council Resolved to pass the following Motion: 1. Mobile network coverage is inadequate in many rural areas of our District either because of Total Not Spots or the coverage failing to meet the “at least one Mobile Network Operator (MNO) measure”. Very often coverage is poor outdoors let alone indoors. It is therefore vital that MNOs expedite their investment in infrastructure. The four MNOs agreed with the Government in 2020 to build a Shared Rural Network with licence obligations to achieve good quality coverage across 88% of the landmass by June 2024, and 90% of the landmass to be covered by January 2027. To that end, the four MNOs created Digital Mobile Spectrum Limited (DMSL) as a joint venture to manage and run the Shared Rural Network programme. As a largely rural District that makes a significant contribution to the national economy, West Oxfordshire deserves to be prioritised. Council Resolves to: 1. Instruct the Leader to engage with Digital Mobile Spectrum Limited and, as a first step, invite it to send senior representatives to brief Councillors and residents at a public meeting at the earliest opportunity. |
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Over the last couple of years, we continue to witness a lack of grass cutting and weeding across Witney and West Oxfordshire. Re-wilding has been used as an excuse for this, when really our pavements are becoming unsafe for those walking and cycling, with weeds ultimately leading to the paths breaking up and generally towns becoming untidy.
There are suitable areas across the Town and District where wildflowers could be planted if our local authorities had the vision. Highway maintenance and safety should be our focus as the weeds growing from within our pavements will lead them to deteriorate quicker than usual, and the lack of cutting across some verges makes vision at junctions very poor for drivers, cyclists and pedestrians.
Council Resolves to ask the Leader of the Council to:
Minutes: Councillor Jane Doughty advised Council that the Motion was not being proposed. It was therefore treated as withdrawn and was not be considered at the meeting. |