Decisions

The Committee received and considered the comprehensive report of the Operations and Estates Officer.  Members decided more information was required and asked for a further report on certain items.

RESOLVED:          that the report be noted and: -

1.            that the Operations and Estates Officer brings back a report to the next meeting on kerb sets, memorial crosses, handbooks and the upcoming grave clearances.

The Committee received and considered the report of the Compliance and Environment Officer.  However, members decided that the first step should be to commission a disability consultant to give an overview as vehicular accessibility and disabled accessibility were quite different things.

RESOLVED:          that the report be noted and: -

1.            that a disability consultant be employed to give advice on Tower Hill Cemetery.  This would be delegated to officers;

2.            that the bin be repositioned as soon as possible.

The Committee received and considered the report of the Operations and Estates Officer on the possibility of a new pedestrian entrance at Tower Hill Cemetery.

One member felt that it was not really necessary and that it would encourage parking in the surrounding residential areas.  He also wanted to be reassured that public consultation would be meaningful. 

The Chair advised that the main consultation could be done via an insert in the newsletter and she believed that it would be meaningful.

Members also voted on recommendations to consult with Exclusive Right of Burial holders in the area that would be affected, and also the owner of a bench in close proximity.  4 members were in favour of the recommendations, with one abstention.

RESOLVED:          that the report be noted and: -

1.            that the Council consults with the existing Exclusive Right of Burial Holders on Sections 13 and 9 regarding the proposed new pedestrian access;

2.            that the owner of the memorial bench affected by the installation of this footpath should be consulted;

3.            that an insert is considered for the newsletter/annual satisfaction survey to gauge local residents’ opinion on the proposal as per resolution 2 on 14 September 2020 minute H275 – that once the issues of permission was resolved, if it was possible to go ahead, thought be given on how to gauge residents’ opinion on the proposal;

4.            that Officers establish if a faculty from the Diocese of Oxford is required;

5.            that quotes be refreshed given the time lapse and two further quotes be sought in line with the Council’s financial regulations.

The Committee received and considered the report of the Operations and Estates Officer on progress and repairs since the last meeting, including coloured light installation in the Corn exchange, work at Tower Hill Cemetery, PAT  testing, works at 51 Market Square and an asbestos survey at 51, 51a and 51b Market Square,

RESOLVED:          that the report be noted.

Members received and considered the minutes of the Corn Exchange Working Parties held on 7 December 2020 and 11 January 2021.

RECOMMENDED:             that the minutes of the Corn Exchange Working Parties held on 7 December 2020 and 11 January 2021 and the recommendations contained therein be approved.

The Committee received and considered the minutes of the meeting held on 9November 2020.  There were no matters arising.

RESOLVED:          that the minutes of the meeting held on 9 November 2020 be agreed and signed by the Chair as a correct record

The Committee received and considered the report of the Office Manager on the public halls which were currently closed due to national restrictions.   The Committee was advised that the Oxford Arts Consultants had decided they could no longer take on the project and therefore Officers were looking for a new consultant.   A meeting had been set up with Drama By Design for the following day.

RESOLVED:          that the report be noted.

The Committee was required to set its aims and objectives for inclusion in the Council’s Corporate Strategic Plan and to agree its priorities for 2021/22, 2022/23 and beyond.

This Committee’s immediate/top priorities had been identified by the Task and Finish Group as being: -

a)       Corn Exchange – Phase 2 – seating, lighting and sound

b)      Open Spaces Strategy – report due April 2021

c)       Windrush Place – new allotments

d)      Cemeteries – review accessibility

All members agreed with these priorities.

RESOLVED:          that the Committee agreed with the priorities as listed.

The Committee received and considered the report of the Operations and Estates Officer, covering Newland, Hailey Road and Lakeside sites.  He advised the Committee that the composters had now arrived but he had been told by the new members of the Allotment Association that they were now not wanted.  He suggested they be installed at the new allotments at Windrush Place. 

Regarding Windrush Place, there had been a request for a composting toilet but the new members of the Allotment Association Committee had changed this to a fully plumbed toilet.  However, the main sewer was some distance away and the cost to connect to this or a cesspit/septic tank would be prohibitive.  Once this had been explained the Association Committee had agreed to a composting toilet.

Members also considered the provision of a 3 bay composting area but decided that it would be better to offer a composter to each individual plot at Windrush Place instead.

RECOMMENDED:             that the report be noted and that the Council offers to purchase an individual composter for each plot on Windrush Place.  The Committee would be updated on the Association’s response at the next meeting.

RESOLVED:        that in accordance with section 1(2) of the Public Bodies (Admissions to

Meetings) Act 1960, and as extended by Schedule 12A of the Local Government Act 1972, the public, including the press, be excluded from the meeting because of the confidential nature of the following business to be transacted.

The Committee received a verbal report from the Leader of the Council.  This item was a standing item on all committees.  The Open Spaces Strategy report would hopefully be completed in April 2021.

The Town Clerk reminded members that there were some items held in abeyance, including the transfer of the Woodgreen football fields (the Council was waiting for the District Council on this), The Leys irrigation using grey water, changing rooms at Burwell and Quarry Road play area and also putting money aside for the replacement of the Splash park.   

RESOLVED:          that the verbal report from the Leader be noted and the Committee confirms its priorities for 2021/22, 2022/23 and beyond with the Committee’s immediate/top priorities being:-

a)       Park Road Play Area – completing the legal work and aspiration to get the play area re-opened by Summer 2021;

b)      West Witney Sports Ground – to find a solution to providing changing rooms, toilets and other facilities – timescales dependant on FA Funding, but temporary solution required immediately;

c)       Skate Park – Ramp Up The Leys, community led fundraising;

d)      Open Spaces Strategy.

The Committee received and considered the report of the Operations and Estates Officer.  A request had been received from Witney Town Bowls Club for the Town Council to set a maintenance budget to keep the old bowls club in good structural repair.  It was no longer used and it seemed that the request had been made on more of an aesthetic basis, as the bowls club no longer used the building.

The Town Council had used the building for storage but it was not in a very accessible location.

Members discussed the request and decided that as the Council was currently having an asbestos survey carried out on this building, a decision should be made after the survey results were presented.  The Operations and Estates Officer expected this to be in quite quickly.

RESOLVED:          that the Council waits for the results of the asbestos survey before considering the request from Witney Town Bowls Club to repair the old bowls pavilion and any alternative options.

The Committee received and considered the report of the Operations and Estates Officer.  He advised that he was waiting on exact costs but he would like to see the Council take over the irrigation system before the start of the bowls season.  Members discussed the report and agreed that this should go ahead.

RESOLVED:          that the Council proceeds to take the bowls green irrigation systems into it control and responsibility, under the guidance of the Operations and Estates Officer.

The Leader gave a verbal update on the meeting held with West Witney Sports and Social Club.  Another meeting was scheduled for 15 February.

There followed a lengthy discussion about the initial meeting and on possible ways to move forward.  It was clear to the Committee that some new temporary infrastructure was required whilst long terms plans were in progress.

RESOLVED:-        that the verbal update of the meeting be noted and:-

1.            that the Committee reaffirms its previous delegation to Officers for the appointment of a contract administrator[surveyor/architect] to work with the Council in order to obtain the necessary professional advice needed to move this project forward;

2.            that the Operations and Estates Officer sources temporary toilet facilities in the first instance – including at least one DDA compliant toilet, but assesses what the exact legal requirements are for the site and its usage;

3.            that the Operations and Estates Officer obtains quotations for modular versions of 4 changing rooms (2 male and 2 female), a kitchen/social space;

4.that any procurement is carried out in line with the Council’s financial regulations.

The Committee received and considered the report of the Operations and Estates Officer. Updating members on play areas, football, the bowls green and cricket square irrigation, third party events and the Henry Box field pitches. 

RESOLVED:          that the report be noted.

The Committee received and considered the minutes of the meeting held on 2 November 2020.  There were no matters arising.

RESOLVED:                          that the minutes of the meeting held on 2 November 2020 be agreed as a correct record and signed by the Chair.

The Committee received and considered a verbal update on progress from the Chair.  He had met with a company and had given them an idea of the budget and anticipated income from a fundraising campaign.  He was expecting to get a quote back in a few weeks time.  He had also been in touch with some other companies. 

The Town Clerk advised that when it came to actually going out to tender the Council would invite expressions of interest and the process would need to be advertised in line with its Financial Regulations and procurement rules. 

Cllr Butterfield explained that the summer months would be the best time for the project to happen to minimise the issue with heavy trucks getting across The Leys.  The Operations and Estates Officer commented that with the current skatepark, contractors had come in  right at the bottom of the field near the depot and there had been no damage – although it had been a very dry summer.  Ground protection boards could be hired if necessary.

The Chair reported that there were two young people who were very keen to fundraise and he anticipated reaching out to local businesses for sponsorship of the project to make up some funding.  The Town Clerk advised that a proper fundraising campaign would be needed such as the one that had happened at Oxlease park.  The Chair thought that he should wait for the quote before any more decisions on fundraising could be taken.

RESOLVED:          that the verbal update from the Chair be noted.

RESOLVED:         

That Standing Order 48 (a) be suspended to allow the meeting to continue as it had now passed two hours in length.

The Committee received and considered consultation documents from Oxfordshire County Council proposing 20mph zones and active travel measures in Witney.

Members welcomed these proposals but noted some obvious absences in the scheme which would have been beneficial. The Committee did, however, understand that the additions were the roads most shared by vehicles and cyclists and the funds for the scheme had to be spent quickly. Members were also mindful that areas such as Bridge Street, Mill Street and Tower Hill were too narrow to have any major works carried out in a short time-frame available, but this should not deter more ambitious future plans. In conclusion it was agreed that vast swathes of the town, including the centre were included in the proposals, which was a large-scale change and improvement on what was already in place.

RESOLVED:

1.       That Witney Town Council welcomes the proposals for 20mph speed limits and active travel measures by Oxfordshire County Council. It looks forward to seeing more ambitious plans as the project progresses and asks that further consideration is given to extending the 20mph speed limits into Oxford Hill and Witan Way. This would improve safety for cyclists and pedestrians in those areas and compliment the active travel, east to west corridor.

2.       That these comments be forwarded to Oxfordshire County Council in response to the consultation.

The Committee received and considered consultation documents from Oxfordshire County Council concerning an active travel corridor route between Tower Hill and Madley Park, Witney.

As an enthusiastic supporter of active travel, members welcomed this report and were pleased that previous suggestions and lobbying on this issue had been heard.

Overall, the committee felt the plans could have been more wide-ranging but understood that these were limited, short term measures that had to be implemented relatively quickly due to funding timescales. The proposals encompassed a raft of modifications, including reduced speed limits, shared pavements, extra crossings and new cycle paths along the whole route which, it was agreed would improve safety and make a difference in this part of Witney.

The members discussed at length the varying sections of the corridor and provided comments on each area which forms part of the Council’s response below.

RESOLVED:

1.       That Witney Town Council welcomes this consultation on an active travel corridor from East to West Witney and acknowledges the timescales involved in implementing the measures. It would like to make the following observations concerning each section.

Tower Hill – Corn Street

The Town Council accepts the positive moves here overall and acknowledges that nothing will be perfect; it is regrettable but likely necessary to lose parking spaces to achieve the cycle lanes. The Town Council supports the measures to reduce traffic into Holloway Road, the addition of a controlled crossing near to Marlborough Lane, the 20mph scheme, the central line in the hope of making vehicle users drive safely, and the cycle and bus lane at the start of Corn Street. After discussion on the merits of the build outs and the way they contribute to pedestrian safety, it agreed that ultimately, there simply needs to be enough space for the scheme here to be successful and safe.

There may be some future merit in extending the one-way system in Corn Street and improving the crossings to assist cyclists at the five ways roundabout.

Corn Street – Langel Common

Witney Town Council supports the proposals in this section of the corridor and accepts they marginally improve what is currently in place. It would however ask that consideration is given to extending the 20mph zones on the approach to the crossing on Witan Way to improve safety and ask that the crossing itself is modified for cyclists, so they do not need to dismount. An improved long-term solution for travel from Witan Way to Corn Street would be welcomed.

Church Lane - Oxford Hill – Madley Park

The Town Council welcomes the inclusion of a toucan crossing at Oxford Hill, the upgrading of gravel tracks to laid foot/cycle paths and the increased lighting in certain stretches of this section.

Consideration should be given to a 20mph zone in the vicinity of King George’s Field to Judd’s Close as this stretch of road is well- used route for Wood Green School students. The route is likely to become used even further with the development in east Witney. There would also be some benefit in bringing the cycle crossing point to as near as possible to Church Lane it would almost be straight across the road. The Town Council also feels that priority for lighting priority needs to be by the allotment gardens, between the bridges for night-time security as the footpath away from buildings near the wooded area will not be as safe, even if lit.

2.       That these comments be forwarded to Oxfordshire County Council in response to the Witney Active Travel Scheme Consultation.

The committee received and considered the report of the Compliance & Environment Officer which was in response to a resident request for the planting of a Community Orchard.

Members agreed that since initial discussions on tree planting in 2019, the Town Council had developed a more measured approach to the positioning of new trees; land at the Country Park was no longer considered appropriate following consultation with the Wychwood Project. There was agreement that this idea should be explored further to determine available and appropriate Council-owned land and funding.  Pieces of land at Farmers Close, Cogges and Park Road were suggested as possible locations and there was support from members that if pursued, it should be near to a school so children would be able to learn from the environment as these projects are more successful with involvement from the local community who effectively take ownership of it.

RECOMMENDED:

1.       That Witney Town Council supports the provision of a Community Orchard in principle and asks that it be incorporated into the Town Councils Open Spaces Strategy discussions; and following the outcome of these,

2.       That the project be referred to the Councils Stronger Communities Committee for consideration as a community initiative, paying particular attention to the siting of trees which is covered by that committee.

The Committee received and considered a schedule of planning applications received from West Oxfordshire District Council.

RESOLVED:

The Committee noted the planning decisions and were interested in the decision for WTC/109/20 which appeared to have been refused due to its modern design, contrary to the Town Council’s response.

The Committee received and considered a schedule of planning applications received from West Oxfordshire District Council.

RESOLVED:         

That the comments, as per the attached schedule, be forwarded to West Oxfordshire District Council.

The Committee received and considered the minutes of the Climate, Biodiversity and Planning Committee meetings held on 24 November 2020, 15 December 2020 and 5 January 2021.

RESOLVED:

That the minutes of the Climate, Biodiversity and Planning Committee meetings held on 24 November 2020, 15 December 2020 and 5 January 2021 be agreed as a correct record and signed by the Chair.

Members received and considered a consultation from Oxfordshire County Council on proposed disabled persons parking places at Ashcombe Close and Woodgreen, Witney.

RESOLVED:

That Witney Town Council welcomes and supports the proposed disabled persons parking places in Witney.

The committee received and considered correspondence from West Oxfordshire District Council, asking if the Town Council agreed to the use of several areas under its ownership to facilitate new cycle and footpath connectivity from the Witney East Development at Cogges.

Members welcomed this request and discussed the merits of each proposed area while offering several further suggestions for consideration.

RECOMMENDED:

As an enthusiastic advocate of active travel, Witney Town Council supports the addition of better cycle and footpaths from the Witney East Development. It therefore agrees that they may cross land in its ownership, providing the costs are covered by the developer, and the following points are taken into consideration for each of the four areas consulted on;

1.       Eton Close Play Area – the Town Council welcomes this proposal and asks that the path be kept near the housing side of the site to avoid infringement onto sports pitches and requests that it is a suitable width to allow shared foot and cycle use. The natural drainage in this area during the winter can be problematic so the Town Council also asks that the surface, while remaining similar to the existing Cogges network, is suitable and the best quality for this environment. The current gate system onto Eton Close would need to be re-modelled for continued access, safety and provide an opening for the cycle users.

2.       Manor Road/Cogges Hill Road – the Town Council welcomes this suggestion and considers it to be a sensible continuation of the current connectivity to facilitate safer and greener travel.

3.       Country Park – the Town Council supports a scheme across its land here and has lobbied for a controlled crossing at Farm Mill Lane, to facilitate onward travel to Henry Box School and the Leys for some time. The unlabelled dotted line on the proposal map would have less of an impact on the park itself and could also use the newly built bridge near to Farm Mill Lane.

The Town Council would also support a route further south, possibly across the disused railway bridge, to join up and take people to Witney Lake, Station Lane Industrial estates and supermarkets beyond.

4.       Wadards Meadow/Oxlease Open Space – The Town Council’s welcomes a route here as part of the wider active travel scheme and its preferred option would be to have a cycle/footpath along the existing southern side path from east to west, going around the corner along the tree line and joining the main cycle path behind Blake C of E Primary School, and on towards Cogges Manor Farm.

That these comments be passed to the Policy, Governance and Finance Committee for agreement on behalf of the Council, and then forwarded to West Oxfordshire District Council by was or response to the request.

The committee received a verbal update from the Chair who advised that the flooding which occurred in the town over the Christmas period had shown shortcomings in the response for those affected. The worst hit areas were Central, North and East Witney but surface water from other wards feed directly into the river catchment area, so it was an issue for the whole town.

There was discussion on what had caused the floods, with many facts unknown but climate change and development in the catchment areas had not helped. Members were also concerned that lessons had not been learned following the floods in 2007 and there needed to be a comprehensive report or public enquiry to establish the facts. If this was not forthcoming, the committee agreed that it should be requested by the Town Council.

Once a report was published the Town Council would be in a better position to see if there was anything else it could do or suggest in gaps, engineering or in lobbying the District Council and other authorities on measures and planning policy changes.

As a Town Council, without remit for flooding or water courses and as a consultee on planning applications only, it was difficult to envisage what else could practically be done to help alleviate flood risks other than by scrutinising applications, such as the Witney North development and others. There was agreement that future application observations, particularly in the affected areas should ask for mitigation from the loss of drainage land. The Committee also agreed that it should note strategic features that helped during the flooding and ensure thought is given to emergency vehicle access in the future.

Members also noted that an emergency planning response had been debated by the Stronger Communities Committee and this would help signpost residents in the future.

RESOLVED:

1.       That Witney Town Council waits for the West Oxfordshire District Council report into flooding in Witney on 24^th and 25^th December 2020 before deciding on a practical strategy in relation to flooding; and in the meantime,

2.       That Witney Town Council notes the loss of permeable drainage ground in future consultee planning application responses where it considers the need for surface water flooding mitigation is required; and,

3.       That the Town Council considers practical local knowledge in relation to future planning applications, such as access for emergency services in the event of flooding; and,

4.       That Witney Town Council recognises and notes the key features such as walls in flooded areas which may have helped alleviate its seriousness, and which should be protected from future development.

The Committee received and considered a communication from Oxfordshire County Council regarding local climate initiatives.

The Chair noted that Zero Carbon targets were broadly the same as the Town Councils, with a date of 2050 set for the whole of Oxfordshire. The committee discussed initiatives concerning the piloting of community, wind and solar power, as well as a county-wide policy on electric vehicle charging in public car parks. The committee agreed that the Town Council should be considering how best to work collaboratively with the County Council on achieving these aims, possibly allowing use of the car parks in the Council’s estate in the future.

RESOLVED:          that the communication from Oxfordshire County Council be noted.