Agenda and minutes

To receive opening announcements from the chair.

None

To record apologies for absence and the attendance of substitute members. 

Apologies were received from Councillor Oliver Forder. Councillor Debby Hallett was present online so could participate in discussion but not vote.

To adopt and sign as a correct record the Scrutiny Committee minutes of the meeting held on 2 October 2024.

Resolved:

The minutes of the meeting on 2 October were agreed as a correct record, and the chair would sign them as such.

To receive declarations of disclosable pecuniary interests, other registrable interests and non-registrable interests or any conflicts of interest in respect of items on the agenda for this meeting. 

There were no declarations of interest in respect of the agenda items, and the Head of Legal and Democratic confirmed that use of or membership to sports facilities did not represent a conflict.

To receive notification of any matters which the chair determines should be considered as urgent business and the special circumstances which have made the matters urgent.

None.

To receive any questions or statements from members of the public that have registered to speak. 

Three public speakers addressed committee on the agenda item for Leisure Facilities and Playing Pitch Strategy.

Councillor Chris McCarthy, the Chair of Grove Parish Council spoke to committee. He discussed the concerns he had about sports teams sharing a small training space at the rugby club in Grove.

There were a lot of teams sharing the space and it needed resting. It was a 60m x 60m space and with recent bad weather it had been out of bounds. The Parish Council had a recreation ground in front of the rugby club, but all around the area was privately owned and restricted. He questioned why there was not provision of a 3G pitch and asked why the district council was not investing in new facilities in Grove.

In questions of clarification, Councillor McCarthy responded that the report did not include Grove and people felt they were not contacted. He felt there was a lack of responses to requests made.

Councillor Lorna Berrett spoke to committee as the Chair of Botley & North Hinksey Parish Council.

She considered that an update to the strategy was needed to ensure replacement of lost facilities and for improving facilities. Councillor Berrett referenced two sites:

1.     Brookes Harcourt Hill campus. In June, Brookes announced it was closing its swimming pool and closed the pool in September 2024. Primary schools needed to look for a new place for lessons etc. It was felt that local people felt let down. The strategy does not reference this closure.

2.     Louie Memorial playing fields and pavilion:  It was considered that the strategy should reflect the support for replacing the pavilion and the fund raising that was taking place. There was a skate park for youth provision. Councillor Berrett added that on Westway, new flats were being built, so facilities need will increase. The Parish Council had fed into consultation in April but consider that the strategy needed an update to reflect the Harcourt Hill pool closure and the Louie Memorial pavilion replacement and skate park.

Councillor Emily Smith, a district councillor and ward member for Botley spoke to committee. She explained that in the consultation, Botley skatepark and Pavilion was now mentioned but not complete in accuracy, mentioning that Botley was referred to as South Oxfordshire. Construction was underway for the pavilion and we don’t want existing improvements, we have planning permission for a replacement pavilion. Councillor Smith felt that the wording was confusing at best and request the wording to be updated and made factually correct.  Why was the pool closure not addressed? How will provision loss be addressed? Why had the consultant not been in touch with local representatives? In questions of clarification, it was explained by Councillor Smith that the strategy mentioned accessibility to be able to drive to places within 20 minutes. Some people needed to take the bus, so it will take longer than 20 minutes. As a district, we were encouraging active travel so why were we basing the strategy on how easy it  ...  view the full minutes text for item Sc75

To review the scrutiny work schedule. Please note, although some dates are confirmed, the items under consideration are subject to being withdrawn, added to or rearranged without further notice.

A copy will be circulated before the meeting.

Committee noted the work programme.

It was explained that the new Head of Legal and Democratic was looking at the suggestions in the Scrutiny Review report, and a task and finish would be formed in which the work programme would be covered.

Chair had been in touch with Councillor Caul and Deputy Chief Executive – Place to discuss the housing items on the work programme and how these can be covered together in the Housing Delivery Strategy. It was noted that items would be paired together where they were interlinked.

On the tenant’s charges – members were asked to gather examples that would be sent to officers who, together with relevant members would work out the route to take. A member felt it was an item that should be worked on as early as possible.

Scrutiny Committee is to review the following items in order to provide any comments to Cabinet

1.    The Vale of White Horse Leisure Facilities Assessment and Strategy review and

2.    The Vale of White Horse Playing Pitch Strategy

The Cabinet member for Policy and Programmes introduced the report, supported by the Infrastructure Planning Team Leader. The Head of Policy and Programmes, Planning Policy Manager and the Leisure Development Officer were also online.

The strategy was a joint project with SODC and it was a high-level snapshot in time. The aim of the strategy was to protect and maintain existing facilities and build new ones where there is a need. Facility owners were approached and spoken to, as well as a steering group with officers, and a public consultation was carried out (results were in the appendices of the agenda).

Regarding the public speakers’ comments, the Cabinet member spoke about the Botley facilities. The changes in June were not in the strategy as it was a snapshot in time. It was confirmed that officers can provide a written update before the Cabinet meeting. Keeping the reference to the pool in the strategy helped secure the need for it.

Committee asked questions and provided their views:

·       If the strategy was for up to 2041, how was change reflected? It was explained it was part of the evidence base to Joint Local Plan (JLP) to 2041. The strategy builds in anticipated population growth from a data driven model.

·       A member felt that reflecting active travel in the strategy could not be fixed quickly. It was explained that the 20-minute drive rule was Sport England’s guidance for reasonable distance of facilities to residents.

·       There was discussion about why this was not a joint strategy with South Oxfordshire District Council (SODC)? For example, cross border use of facilities. The cabinet member explained that the strategy had been developed jointly with SODC. 

·       The Cabinet member explained that regarding the request for a new 3G pitch - Grove Airfield was being considered whether it was a feasible site. The Cabinet member explained that there was some funding to Grove area not none as suggested and gave examples of committed projects in the village.

·       Regarding active travel, it was explained that the strategy includes a section on active / sustainable travel and decarbonisation.  Furthermore, Policy HP2 of the emerging Joint Local Plan requires that new provision should be near public transport. The Cabinet member added that the transport strategy was separate and should mesh together with this. An officer responded that that section eight included sustainable travel principles with Sport England advice.

·       A member asked how do you keep this strategy updated without contacts for providers? The Cabinet member responded that the team had been working with Sport England and National Governing Bodies for each sport to obtain details, and partly through adding contacts through the consultation process. The team intended to maintain this approach in developing the action plan to deliver the strategy. The officer added that the consultant sent survey requests to all clubs and there were site visits and reminder emails.

·       An officer explained that there was a mix of private and public run facilities in our districts and the strategy does not  ...  view the full minutes text for item Sc77