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Present

Members:

  • Cllr Mike Acreman
  • Cllr Dan Beauchamp (The Mayor/Chairman)
  • Cllr Ailsa Charter
  • Cllr Marcus Harris
  • Cllr Susan Hendrie
  • Cllr Stephen Holder
  • Cllr Jacki Hoskins
  • Cllr Mark Hoskins
  • Cllr Nigel Hughes
  • Cllr Katharine Keats-Rohan, also District Councillor
  • Cllr Ros Lester
  • Cllr Diana Margarido
  • Cllr Len Pannett
  • Cllr Christine Sandall

Officers:  

  • Michelle Taylor, Town Clerk and Responsible Financial Officer
  • Luke Whitcomb, Meetings Officer
  • Jennifer Armitage, Engagement Manager
  • Fiona Pringle, Events Manager

Others:  

  • James Barlow, District Councillor
  • Pete Sudbury, County Councillor
  • 12 members of the public
  • 0 members of the press

 

682/23     MEETING PROTOCOL

The Mayor outlined the protocols that needed to be followed in the conduct of the meeting.

The Mayor also explained that the meeting was being broadcast live to an accessible location on the ground floor of the Town Hall as the stair lift was currently not working.

683/23     APOLOGIES

It was proposed by Councillor Acreman, and seconded by Councillor Harris, and RESOLVED that the apologies from Town Councillors Ebrahimjee and Holford be received and accepted

684/23     DECLARATIONS OF INTEREST

None were declared.

685/23      MAYOR’S COMMUNICATIONS

The Mayor welcomed two new Town Councillors, Len Pannett and Christine Pannett.

He thanked the local 1155 charity for their organisation of another successful community litter pick which had involved over 200 volunteers.

The Mayor spoke briefly about the Annual Town Meeting which would be reviewed later in the meeting (see Minute 700/23) and reported that he had recently attended the collation of the new Team Rector of the Wallingford Benefice, the Reverend Sarah Nesbitt.

686/23     MINUTES

It was proposed by Councillor Charter, and seconded by Councillor Lester, and RESOLVED that the minutes of the meeting of the Full Council held on 19 February 2024 be approved as a correct record and signed by the Mayor.

687/23      ACTIONS FROM PREVIOUS MEETINGS

The Council reviewed progress on ‘open’ actions agreed by previous meetings of the Full Council.  This was undertaken by exception rather than item-by-item.

The Town Clerk confirmed that the action on the insurance for the Carnival had been resolved.

688/23     PUBLIC PARTICIPATION

Two members of the public spoke.

The first spoke about the future of The Regal (see Minute 692/23 below).  They asked for the access issues to be explained in greater depth and whether the Section 106 money would be lost if it was not used on the particular site.  They also argued that the size of The Regal made it a particularly attractive community space.  The idea of partnerships was worth exploring, as that described in Option 1B.

The second was a representative of the Oxford Sheds community workshop, a local affiliate of the national association Men’s Sheds.  They were having to leave their existing base at short notice and were looking for alternative sites.  Members suggested various ideas that could be explored.

689/23     COUNTY AND DISTRICT COUNCILLORS’ REPORTS

County Councillor Sudbury spoke principally about the Climate Emergency and argued that the town/parish council unit was the best size in which to consider and pursue an ‘adaptation’ strategy.  Local knowledge was critical in planning, especially an awareness of those who would be most negatively impacted.  He also spoke about speed limits later in the meeting (see Minute 691/23).

District Councillors Barlow and Keats-Rohan reported on their regular surgeries for local residents, the consultation that was underway on the District Council’s leisure and sports pitch Strategy, and the outdoor swimming pool and splash park.

690/23     ADOPTION OF ALLOTMENTS AND PLAY AREAS, WINTERBROOK MEADOWS

The Council considered whether to adopt the allotments and play areas that were being created as part of the major Winterbrook Meadows housing development.  This included a detailed proposal by Councillor Holder who advocated the model used by Benson Parish Council in which new green spaces were adopted and management partnerships were developed with local community groups.

It was proposed by Councillor Charter, and seconded by Councillor Margarido, and RESOLVED that the allotments and play areas be adopted by the Town Council using the recommended ‘stewardship’ model

691/23     SPEED LIMITS

The Mayor and County Councillor Sudbury reported on the recent visit to the Town by senior highways officers from the County Council.  Councillor Sudbury was continuing to talk to Cabinet colleagues about the potential for ‘geo-fencing’ of the 20 mph speed restrictions.  He confirmed that contact had been made with the local Community Speedwatch group to access their data.

692/23     THE REGAL

The Mayor introduced the discussion on the future of The Regal which had been closed for 7 years.  He reminded everyone that there were many strongly-held and different views about the site within the community.

This matter had been discussed largely in closed session due to the Council’s negotiating position.  However the present Council were now intentionally bringing this into ‘open’ forum for reasons of transparency, although aspects may still need to be discussed in confidential.

The costs of the Council’s preferred multi-function solution had increased substantially since it had first been conceived, and for which two sets of architects drawing had been commissioned; these plans had then encountered a major obstacle of access.

The Mayor explained the access challenges in greater detail; these had been the most significant barrier to progress in the past two years.  Access from the front (St Martin’s Street) was technically now blocked because the land had been sold and new buildings constructed.  At the rear, various aspects of the car parking area were owned by South Oxfordshire District Council, Beechcroft Homes and the Town Council.  For the Town Council to redevelop The Regal would involve substantial payment to the other landowners.  The Town Council had been advised that South Oxfordshire District Council would be legally bound to attract the greatest value for their permission.

The Council considered the following options and variations, and their merits and dis-benefits:

Option 1 – Retain this particular community space (in whatever form, existing or otherwise)

1A – Make good the existing building and re-open

1B – Redevelop the site in partnership with a third party to create a multi-function space, including community hall

Option 2 – Do not retain this particular community space

2A – sell the site and use the revenue to create a new central community space

2B – sell the site (and no new community space)

2C – remove the existing building and increase car parking space for residents

2D – do nothing

No support was expressed for Option 2 or any of its variations.

The vast majority of support was for Option 1B, although some support was also expressed for Option 1A as it did not preclude further development

Councillor Keats-Rohan tabled a proposal for the setting up a Community Land Trust with public body partners including South Oxfordshire District Council (one of the adjoining landowners), to redevelop the site for sustainably affordable housing, with a potential element for community space (the latter only suggested at the meeting).

Around £500k of Section 106 money would be available for Options 1A and 1B, but could only be used for this site.  There was a need to spend £260k of this S106 money needs to be spent by 2026, otherwise it would likely need to be returned to the developer.

To pursue Option 1B or an alternative, it was recognised that the Council could not rely on the expertise of any one councillor or officer who were inevitably transient.  There was agreement on the need to identify and appoint a professional.

It was proposed by Councillor Sandall, and seconded by Councillor Pannett, and RESOLVED that a professional be appointed to explore and progress Option 1B, or if that is not suitable, identify the best possible alternative, using the Section 106 for professional fees, clarifying the access issues as a first priority and finding a solution, with a clear timeframe with identified milestones, to avoid drift; the first milestone being the next meeting of the Full Council in April 2024 when the professional should be appointed

693/23      GOLDSMITHS LANE, PROPOSED CAR PARKING FEES FOR 2024-25

The Council considered the District Council’s car parking fee proposals for Goldsmiths Lane for the next financial year.

It was proposed by Councillor Lester, and seconded by Councillor Hughes, and RESOLVED that the charged rate be agreed, but not the hours, nor the days, nor any changes to free parking times.

Councillors M Hoskins and Keats-Rohan asked that their votes against the above motion and their full support for the District Council proposal be recorded in the minutes.

694/23      TOWN HALL, ACCESS ARRANGEMENTS AND AV EQUIPMENT

The Council considered the pressing need for AV equipment in the Town Hall to comply with the requirement to make events accessible.  The existing stair lift was no longer working and could not be replaced.

It was proposed by Councillor Keats-Rohan, and seconded by Councillor Hendrie, and RESOLVED the designated funding of £7k be increased to a maximum of £12k for AV equipment for the Town Hall, the office to solicit and compare three quotations.

695/23      TARIFFS FOR 2024-25

The Council considered a recommendation from the Tourism and Economic Development Committee concerning proposed charges for next year.  A benchmarking exercise had been conducted to inform the recommendations.

It was proposed by Councillor J Hoskins, and seconded by Councillor Charter, and RESOLVED that the tariffs for 2024-25 be approved

696/23      WALLINGFORD MUNICIPAL CHARITIES

Wallingford Municipal Charities (WMC) had asked the Council to appoint a nominative trustee.

It was proposed by Councillor Lester, and seconded by Councillor Hughes, and RESOLVED that Councillor Sandall be appointed a nominative trustee for a period of four years

Councillor Lester reported that WMC would be appointing the new Team Rector of Wallingford Benefice, the Reverend Sarah Nesbitt, as one of the trustees it chose directly.

697/23     WALLINGFORD SCHOOL FOUNDATION

Wallingford School Foundation had asked the Council to appoint a member.

It was proposed by Councillor J Hoskins, and seconded by Councillor Keats-Rohan, and RESOLVED that Councillor Lester be appointed to serve on the Foundation

698/23     VARIATION OF AGENDA ORDER

It was proposed by Councillor Lester, and seconded by Councillor Keats-Rohan, and RESOLVED the Town Hall Conservation Project (agenda item 12(a)) be considered in ‘closed’ session due to commercial sensitivities

699/23     WALLINGFORD AND CHOLSEY RAILWAY

The Council considered a request to appoint someone to act as the principal liaison with Wallingford and Cholsey Railway.

It was proposed by Councillor M Hoskins, and seconded by Councillor Margarido, and RESOLVED that Councillor J Hoskins perform this role

700/23      ANNUAL TOWN MEETING 2024

The Council reviewed the recent Annual Town Meeting which had been well-attended and viewed 600 times online.  Feedback had been positive, with some suggestions for incremental improvement.

The first-time live broadcast and recording of the event appeared to have worked particularly well.  Going forwards, we would consider a way of allowing attendees to be off-camera and to submit questions without being identified or speaking themselves.

The Mayor reported that two potential dates had already been identified for 2025 subject to venue availability, 24 and 26 March, both of which were in school term time.

701/23      INTERNAL AUDIT

The Council reviewed the second interim up-date report of the Internal Auditor for 2023-24.

It was proposed by Councillor Keats-Rohan, and seconded by Councillor Hughes, and RESOLVED that the Internal Auditor’s report be received

It was proposed by Councillor Holder, and seconded by Councillor Hendrie, and RESOLVED that the effectiveness of the Internal Audit be confirmed

The Town Clerk and Responsible Finance Officer that all recommendations had already been actioned.

702/23     FINANCE RISK ASSESSMENT

The Council reviewed the annual Finance Risk Assessment.

It was proposed by Councillor Lester, and seconded by Councillor Hughes, and RESOLVED that the Finance Risk Assessment be approved

703/23      INSURANCE

The Council considered the annual renewal of its insurance policy.

It was proposed by Councillor Lester, and seconded by Councillor Hughes, and RESOLVED that the insurance policy with Zurich be approved for a 1-year term and that in the meantime, potential alternative suppliers be investigated, taking account of ethical, social, environmental considerations.

704/23     POLICIES

In view of the scheduled and likely national and regional elections taking place during 2024, the Council considered its approach to allowing political parties to canvass in the Council-owned outdoor spaces.

It was proposed by Councillor Harris, and seconded by Councillor Margarido, and RESOLVED the Council should continue its historic, strict non-partisan approach, allowing all political parties to canvass during election periods

The Mayor explained that the Council already had a lettings policy regarding use of its indoor spaces.  Councillor M Hoskins asked that the indoor policy be explained to him in the light of public complaints about a particular booking in 2023.

705/23     STAFF WELFARE

The Council considered its need as an employer to provide suitable sanitary and changing facilities for members of the Parks and Estates Team.

It was proposed by Councillor Holder, and seconded by Councillor Keats-Rohan, and RESOLVED that the quotation from CabinsGB – including for the waste tank – be approved

706/23      COMMITTEE MEMBERSHIP

It was proposed by Councillor Holder, and seconded by Councillor Hendrie, and RESOLVED that Councillor Pannett be appointed to the Tourism and Economic Development Committee in place of Councillor Lester, and that Councillor Sandall be appointed to the Parks, Gardens, Allotments and Open Spaces Committee in place of Councillor Ebrahimjee

It was proposed by Councillor Lester, and seconded by Councillor Margarido, and RESOLVED that Councillor Charter be appointed to the Finance and Properties Committee

A new meeting date for the Finance and Properties Committee was being considered by the Town Clerk, if there was sufficient business, to replace the scheduled date of 11 March 2024 which could not go ahead due to the Committee being inquorate.

707/23     MAYOR FOR 2024-25

The Council discussed the selection of The Mayor for the 2024-25 Municipal Year.

Two Members asked to be considered.

After a closed ballot, overseen and counted by two officers, Councillor Dan Beauchamp, who had been put forward by Councillor Harris and Margarido, was chosen as The Mayor for 2024-25.  He would be formally confirmed as Mayor at the Annual Meeting on 8 May 2024.

708/23     FUTURE AGENDA MEETINGS

The following items had already been identified for future meetings:

  • The Regal – appointment of professional (Town Clerk/Cllr Harris leading)
  • Town Council elections – use of polling cards (Mayor leading)
  • Pedestrianisation of front area of Town Hall (Action Log)
  • Policies (Town Clerk)
  • Governance cycle (Cllr Charter leading)
  • Community emergency plan (Mayor leading)
  • Community safety – potential for broader working group, including community emergency
  • Biodiversity (Cllr Acreman leading)
  • The Boat House – next steps

The Mayor asked Members to let the Meetings Officer know of any other items by Friday, 12 April 2024.

709/23     EXCLUSION OF PRESS AND PUBLIC

It was proposed by Councillor Hughes, and seconded by Councillor Holder, and RESOLVED that the press and public be excluded from the meeting due to the confidential nature of the business to be transacted

 

The meeting ended at 10.00 pm

Minutes of the meeting of the Full Council held on 18 March 2024, signed as a correct record

 

Chairman

2024-03-18 FC minutes DRAFT PUBLIC