Agenda and minutes
PDF 105 KBVenue: Carterton Community Centre, Marigold Square, Shilton Park, Carterton, Oxfordshire, OX18 1AX
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: Councillors Rizvana Poole, Alaa Al-Yousuf, Sandra Simpson, Mark Walker, Nick Leverton and Dean Temple. |
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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: Councillor Thomas Ashby stated that he was Scout Leader at Witney Butter Cross Scout Group. The Declaration of Interest was a non-pecuniary interest, made in relation to Agenda Item 6, where Councillor Ashby had raised a Member Question to the Leader of the Council regarding his Scout group. Councillor Lysette Nicholls stated that she was Vice-Chair of South Leigh Parish Council. The Declaration of Interest was a non-pecuniary interest and related to Agenda Item 11. |
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Minutes of Previous Meeting To approve the minutes of the previous meeting, held on Wednesday 27 September 2023. Additional documents: Minutes: Councillor Andy Graham, Leader of the Council, proposed that the minutes of the previous meeting, held on Wednesday 27 September 2023, be agreed by Council as a true and accurate record, and signed by the Chair. This was seconded by Councillor Duncan Enright, was put to a vote, and was unanimously agreed by Council. Council Resolved to: 1. Agree the minutes of the previous meeting, held on Wednesday 27 September 2023, as a true and 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 attendees to the meeting, and stated it was pleasing to hold a meeting of the Council externally, and thanked Carterton Community Centre for hosting the meeting. The Chair thanked and paid tribute to Members who attended Remembrance Sunday services and parades across the district, including those Members who laid wreaths over the Remembrance period. The Chair also thanked Sharon Ellison and Zena Holliday of WODC Electoral Services for preparing and hosting a “Halloween Spooktacular” in October, which raised £350 for charity. The Chair stated that the event was well attended by Members and Officers, and that the funds raised would be of great help to Charity. The Chair also thanked the pupils of Tower Hill Community Primary School in Witney, for the design of the Chair’s Annual Christmas Card. The Chair stated there was lots of competition between pupils, and that the winner was worthy of selection. The Chair also congratulated Councillors Tim Sumner and Charlie Maynard on their appointment to the Executive. Councillor Sumner had been appointed as the new Executive Member for Leisure and Major Projects, whilst Councillor Maynard had been appointed as the new Executive Member for Planning and Sustainability. The Chair also paid tribute to Councillor Carl Rylett, who had recently stood down from the Executive, thanked him for his service and wished him well in his new commitments outside of the Council. Councillor Andy Graham, Leader of the Council, rose to advise members that Simon Hoare MP, a former Member of West Oxfordshire District Council, had recently been appointed to the Government as a Minister of State. The Leader congratulated Mr. Hoare on his appointment and stated that he would be invited to the opening ceremony of the refurbished Council Chamber at Woodgreen in January 2024. The Leader also stated that Robert Courts MP, Member of Parliament for Witney and West Oxfordshire would also be invited to the event. Councillor Duncan Enright, Deputy Leader of the Council and Executive Member for Economic Development, gave an update regarding events that would take place over the Christmas Period of 2023. The Deputy Leader stated that events were detailed in the recently published ‘WODC Voice’ newsletter. The events included a Christmas Market, which would take place at Marriott’s Walk in Witney between 8 and 10 December 2023, with over 30 wooden chalets, offering a range of festive fun and treats. Councillor Lidia Arciszewska, Executive Member for the Environment, advised Council of the successes of ‘Waterways Day’, which took place on 23 November 2023 at The Corn Exchange in Witney. The Executive Member stated that there were a broad range of speakers at the event, such as the Environment Agency, Thames Water and Oxfordshire County Council, and the Executive Member gave thanks to those who attended the event. Councillor Andrew Prosser, Executive Member for Climate Change, advised that the Council had been awarded £50,000 from the Coronation Orchard Fund. The Executive Member advised that across the district, the Council ... view the full minutes text for item CL.112 |
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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 5A, Rule 12). 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 Andrew Lyon to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities: In July 2018, the previous administration voted to transfer the freehold of Unterhaching Park, in Witney Central ward, to Witney Town Council. It never materialised. At the Executive meeting in June 2023, my fellow ward representative, Councillor Andrew Coles, asked for an update on the timeframe for transfer and was told that it was 'imminent'. Could I ask the Executive Member when the transfer will be happening please?
Q2. Councillor Thomas Ashby to Councillor Andy Graham, Leader of the Council: Witney Buttercross Scout Group is one of the largest Scout Groups in the country with over 400 young people from the ages of 4-18. During this year, members of the Groups Trustee Board have engaged the Estates and Asset Team, as well as the Leader of the Council to try and explore pieces of land in Witney and the surrounding area which could be used for camping and outdoor activities. However, discussions have so far not progressed. Please can the Leader of the Council ask relevant officers to engage with members of the trustee board at Witney Buttercross Scout Group, to see if suitable land can be identified for the use of Witney’s young people?
Q3. Councillor Jane Doughty to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities: I am pleased that after the hard work of local residents and councillors, planning applications for the shops and sports pavilion have been approved on Windrush Place. As part of the Section 106 contributions, there is a significant fund for an adventure play area, which would be of great benefit, not only to young people in my ward, but also the rest of the town. Please can the Executive Member for Stronger, Healthy Communities confirm how much S.106 contributions there are, and can they work with officers to ensure that this project begins in the next financial year?
Q4. Councillor Jane Doughty to Councillor Joy Aitman, Executive Member for Stronger, Healthy Communities: In July, the Executive Member confirmed that the District Council held regular meetings to ensure that the land for a Multi-Use Games area in Deer Park. Please can the Executive Member provide an update about how the progress is going and whether land will be transferred to Witney Town Council in early 2024?
Q5. Councillor Michele Mead to Councillor Lidia Arciszewska, Executive Member for the Environment: At the last Executive meeting on 15 November 2023, you collectively agreed to raise the price of fly-tipping fines to the maximum levels allowed. I fully support this decision as like ... view the full agenda text for item CL.114 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 if they wished 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 Executive Purpose: To agree recommendations made to Council by the Executive, from its meetings since 19 July 2023.
Recommendations: The Executive Recommends that Council Resolves to:
Additional documents: Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which sought agreement to recommendations made to Council by the Executive, from its meetings since 19 July 2023. Councillor Andy Graham proposed that Council agree to the recommendations as listed on the report. 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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Recommendations of the Constitution Working Group Purpose: To present recommendations of the Constitution working group relating to the adoption of Budget Procedure Rules and the terms of reference of the Performance and Appointments Committee.
Recommendations: That Council Resolves to:
Additional documents: Minutes: Councillor Mathew Parkinson, Chair of the Constitution Working Group, introduced the report, which presented recommendations of the Constitution Working Group relating to the adoption of Budget Procedure Rules and the terms of reference of the Performance and Appointments Committee. In debate, Members stated that an agreement had been made to keep Budget speeches succinct and to the point when presenting, rather than taking up excessive time during such meetings. Councillor Mathew Parkinson proposed that Council agree to the recommendations as listed on the report. This was seconded by Councillor Michele Mead, was put to a vote, and was agreed unanimously by Council. Council Resolved to:
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West Oxfordshire District Council Draft Programme of Meetings 2024-2025 Purpose: To approve a programme of Council and Committee meetings for the municipal year 2024-25.
Recommendations: That Council Resolves to:
Additional documents: Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which sought to approve a programme of Council and Committee meetings for the municipal year 2024-25. The leader paid tribute to the work of the Council’s Democratic Services team, and thanked them for their hard work in producing the draft programme of meetings for consideration by Members, having taken into account different situations throughout the year, such as public holidays and school term dates. In debate, it was highlighted that the report contained a number of minor anomalies regarding dates of meetings. Members also highlighted that the programme of meetings could clash with potential appeals relating to applications for development, and assurance was given that such clashes would be rare, and would be dealt with as appropriate at the time, in consultation with Planning Officers. Members also stated that proposed meetings were drafted to be on different days of the week that had been previously agreed to, such as Overview and Scrutiny Committee. The Senior Democratic Services Officer, Max Thompson, stated that owing to the anomalies contained within the report, an updated, corrected version would be made available to Members for consideration at the next meeting of Council on 31 January 2024. Councillor Andy Graham proposed that Council note the content of the report. 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 Independent Persons Purpose: To appoint Alec Pridsam and Paul Evans as Independent Persons for the purposes of matters of Councillor conduct.
Recommendations: That Council Resolves to:
Minutes: Councillor Andy Graham, Leader of the Council, introduced the report, which sought to appoint Alec Pridsam and Paul Evans as Independent Persons for the purposes of matters of Councillor conduct. In debate, Members queried if there had been any applications to the position of Independent Persons from females, and that should the application window be re-opened in the future, it would be of benefit to the Council to have a more gender balanced attractive offer made available. Councillor Andy Graham proposed that Council agree to the recommendations as listed on the report. 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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Change of Name - South Leigh Parish Council Purpose: To note, make a correction to, and amend the prior agreed name change from ‘South Leigh and High Cogges Parish Council’, to the Parish of ‘South Leigh & High Cogges’.
Recommendation: That Council Resolves to: 1. Approve the agreed name of the Parish of South Leigh, to the Parish of ‘South Leigh & High Cogges’. Minutes: Councillor Andrew Coles, Chair of the Council, introduced the report, which sought to note, make a correction to, and amend a prior agreed name change from ‘South Leigh and High Cogges Parish Council’, to the Parish of ‘South Leigh & High Cogges’. The Chair advised Members that the Ward stated on the report front sheet was incorrect, and that the Parish was actually located in the Eynsham and Cassington Ward. Councillor Andy Graham proposed that Council agree to the recommendations as listed on the report. 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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This Council feels that large scale developers need to be accountable for failing to build houses that have been approved by planning. With some developers not building in a timely manner, this has had a detrimental impact on West Oxfordshire’s Local Plan. Council Resolves to ask the Leader of the Council to: 1. Write to the Secretary of State for Levelling Up, Housing and Communities, and all Oxfordshire MPs, informing them that West Oxfordshire District Council would like the criteria for large housing development, once approved, to be tightened up, and for developers to incur a financial penalty for not building in the approved timeframe. Minutes: Councillor Lysette Nicholls introduced the motion, which requested that the Leader of the Council write to the Secretary of State for Levelling Up, Housing and Communities, and all Oxfordshire MPs, informing them that West Oxfordshire District Council would like the criteria for large housing development, once approved, to be enforced, and for developers to incur a financial penalty for not building in the approved timeframe. In debate, Members stated that there was wide-spread support for the Motion, and that the Council should not be held to account for delays experienced within building processes caused by developers. Members also stated that the letter would help to resolve problems experienced within the planning process and would be backed up by Section 106 agreements contained within applications for development. Members also referenced that the Levelling Up Bill had made its way through the Parliamentary process and that the Bill made references to ways to support the planning process more generally. Members also made reference to the importance of the Local Plan, and the work of the Council’s Planning Policy Team in the community. Councillor Lysette Nicholls proposed the motion be adopted by Council. Councillor Nicholls stated her gratitude to all Members for their support of the Motion and the importance of working together on a vital issue. This was seconded by Councillor Michele Mead, was put to a vote, and was unanimously agreed by Council. Council Resolved to pass the following Motion:
Council Resolves to:
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Motion B: Market Gardens - Proposed by Councillor Rizvana Poole, Seconded by Councillor Rosie Pearson This Council notes that, nationally, we have gone from providing 82.7% of our fruit and veg in 1988 to 55.6% of vegetables and 16.3% of fruit in 2020. Small-scale, low-impact market gardening is an industry that lacks Government support. One of the aims of the Oxfordshire Food Strategy, to which we have signed up, is “to grow our local food economy through local enterprises, local jobs and local wealth creation.” This Council believes that market gardening could be a source of good long-term jobs and is an efficient use of land – In South Oxfordshire, the market gardener Iain Tolhurst produces 120 tonnes of fruit and veg each year on just 7 hectares. This Council further believes that giving priority to healthy local food production addresses at least 4 of the Council’s corporate priorities:
Council Resolves to: 1. Request that the Local Plan Member Working Group gives consideration to the development of a policy or policies in the new West Oxfordshire Local Plan 2041, to positively encourage and support more opportunities for growing and consuming food locally in line with the Oxfordshire Food Strategy. Minutes: Councillor Michael Brooker introduced the motion, in the absence of Councillor Poole, which requested that the Local Plan Member Working Group gives consideration to the development of a policy or policies in the new West Oxfordshire Local Plan 2041, to positively encourage and support more opportunities for growing and consuming food locally in line with the Oxfordshire Food Strategy. In debate, Members stated that work was already ongoing with officers and those employed within the agricultural sector locally to enhance the importance of local food growth. Members also stated the importance of local action groups working on the subject matter, and that policy additions to the Local Plan would be of use for generations of the future. Members also praised the work of the Oxfordshire Food Strategy and the work of ‘FarmEd’ in the northwest of the County for their work in the area, particularly around sustainable farming, and also local Food Action Work Groups. Ideas for larger scale housing developments being inclusive of recreational allotments were also highlighted, and reference was made to allotment waiting times in the town of Carterton, especially with some gardens being small in size. It was suggested that by developers including allotment space within larger scale developments, it would also help sustainability aims and reduce food waste levels simultaneously. Members reiterated the importance of policies contained within the Local Plan, and that the Cross-Party Member Working Group would play a vital role in putting forward proposals for adoption within the new Plan. In seconding the motion, Councillor Rosie Pearson stated the importance of local higher educational settings playing a vital role in agricultural apprenticeships offered to students, and that local employers should also take the subject very seriously. Councillor Michael Brooker proposed that the motion as set out on the agenda paper, be adopted by Council. Councillor Brooker offered his thanks for the support to the Motion that members had expressed during the debate, and welcomed the idea of allocated allotments within larger scale housing developments. This was seconded by Councillor Rosie Pearson, was put to a vote, and was unanimously agreed by Council. Council Resolved to pass the following Motion: 1. This Council notes that, nationally, we have gone from providing 82.7% of our fruit and veg in 1988 to 55.6% of vegetables and 16.3% of fruit in 2020. Small-scale, low-impact market gardening is an industry that lacks Government support. One of the aims of the Oxfordshire Food Strategy, to which we have signed up, is “to grow our local food economy through local enterprises, local jobs and local wealth creation.” This Council believes that market gardening could be a source of good long-term jobs and is an efficient use of land – In South Oxfordshire, the market gardener Iain Tolhurst produces 120 tonnes of fruit and veg each year on just 7 hectares. This Council further believes that giving priority to healthy local food production addresses at least 4 of the Council’s corporate priorities: · Enabling a Good Quality of Life ... view the full minutes text for item CL.121 |
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Motion C: Youth Assembly - Proposed by Councillor Rosie Pearson, Seconded by Councillor Andy Graham. This Council notes that our 2022 Youth Needs Assessment, identified that 75% of young people were worried about climate change. In the same survey, 46% of those surveyed felt their voice was not heard. The Council also has aspirations that the newly refurbished Council Chamber will become far more of a community space. This Council believes that action taken to address climate change can also benefit other aspects of young people’s lives, such as mental health, physical fitness and engagement with society. This Council further believes that it would be appropriate to celebrate the refurbishment of our Council Chamber with an event dedicated to the future of our young people. Council Resolves to:
Minutes: Councillor Rosie Pearson introduced the motion, which sought to invite all secondary schools and colleges in the District or those who took part in the Youth Needs Assessment to nominate 2 or 3 students (preferably elected by the student body, or drawn from the school’s eco-group where one exists) to attend a youth assembly to take part in the Council Chamber in 2024. The motion also sought to ask that Officers and Executive Members agree on questions to be put to the assembly for discussion, and to agree the finer details of the running of the assembly, with the aim being for assembly members to tell the Council how they would address the climate and nature emergency if they were in charge. In debate, Members stated that the motion reminded them of previous event days at the Council called “Politics in Action”. A number of Members stated their support for the motion and thanked Councillor Pearson for bringing it to Council. It was highlighted that the Council’s Communities team were already working on the project, highlighting the importance of involving local schools and youth establishments, and that further information would be available in due course. Members queried if the schools of Burford and Cokethorpe in the district had been involved in the process and if they had not, strongly encouraged them to be involved in the future, and as part of the current engagement process going forward. Members also stated that other subjects would be key to discussions, such as climate change. In seconding the motion, Councillor Andy Graham stated his ongoing desire to engage effectively with communities within the district, and that the subject matter would go some way to help achieve this. Councillor Graham also stated that the engagement process could ultimately entice members of the youth community to consider standing for election to the District Council in the future, and that the process would also act as a catalyst to entice further participation and attendance at meetings of the Council and its Committees. Councillor Rosie Pearson proposed the motion as set out on the agenda paper, be adopted by Council. Councillor Pearson thanked Members for their contributions and for the support of the Motion. This was seconded by Councillor Andy Graham, was put to a vote, and was unanimously agreed by Council. Council Resolved to pass the following Motion: 1. This Council notes that our 2022 Youth Needs Assessment, identified that 75% of young people were worried about climate change. In the same survey, 46% of those surveyed felt their voice was not heard. The Council also has aspirations that the newly refurbished Council Chamber will become far more of a community space. This Council believes that action taken to address climate change can also benefit other aspects of young people’s lives, such as mental health, physical fitness and engagement with society. This Council further believes that it would be appropriate to celebrate the refurbishment of our Council Chamber with an event dedicated to the future ... view the full minutes text for item CL.122 |
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Motion D: Barnard Gate Junction Safety Improvements - Proposed by Councillor Liam Walker, Seconded by Councillor Lysette Nicholls. The junction onto the A40 at Barnard Gate has, for some time, been a collision hotspot risking the safety of drivers and cyclists, along with impacting nearby communities when the road has to be closed. This council is concerned by the safety of this junction. Council Resolves to ask the Leader of the Council to: 1. Write to the Cabinet Member for Transport Management at Oxfordshire County Council, to request that a road safety assessment is conducted, and to ask the County Council act on any suggested safety improvements. Minutes: Councillor Liam Walker introduced the motion, which would request that the Leader of the Council write to the Cabinet Member for Transport Management at Oxfordshire County Council, to request that a road safety assessment is conducted at the Barnard Gate A40 junction, and to ask the County Council to act on any suggested safety improvements. Councillor Walker highlighted the number of accidents that had occurred over recent months at the junction, and the press coverage that the incidents had created. Councillor Walker acknowledged that whilst that the location was not within his own district ward, all Members would be aware of the situations that occur from the junction, its strategic location on the A40, and that West Oxfordshire District Council is the parent local authority, and are the most appropriate body to make representation to the County Council. Councillor Walker further highlighted an online petition in his name, and thanked those who had contributed for their support in highlighting issues and concerns that the junction raises in its current form. In debate, many members stated their support for the motion, and members agreed that the junction requires improvements, and that safety assessments would need to be undertaken. It was also highlighted that members of the Council, who also serve as County Councillors, had made representations to the Cabinet Member responsible for the subject matter. It was further highlighted that the Motion may have been more appropriate to be taken to Oxfordshire County Council, and for engagement with Members of the particular County Division and the Cabinet Member with the aligning portfolio. Members also stated their concerns over the safety of cyclists and pedestrians at the junction, and that they are as much affected by the junction as well as motorists. Members also highlighted the concerns that residents of the local area have using the junction by accessing the A40 from the villages of Freeland and Hanborough, and the stretch of the A40 is also used as a major commuting route to and from Oxford, to places such as Cheltenham. Members of the Council acknowledged the increased workload of the emergency services in relation to the junction, when attending accidents and providing life saving care. In addition, Members paid tribute to Councillor Michael Brooker for his professional work in this area with Oxfordshire Fire and Rescue Service (OFRS). Councillor Brooker stated that he had attended the junction numerous times whilst on duty, and that whilst the junction has a notable increase on OFRS’s workload, he was in support of the motion. Members also recognised that other junctions along the A40 in the district do have similar issues with road safety, and that roads were not the cause of accidents. Members highlighted driving habits of motorists were the main reason for the number of accidents recorded. Members also highlighted budget constrains at Central Government level had meant that work relating to the junction had been phased and delayed. Members also noted that the volume of accidents and near misses gained hefty traction ... view the full minutes text for item CL.123 |