PRESENT: Councillors Bursnall (Chairman), Airey, Bathurst, Bicknell, S Evans (sub for J Evans), Fido and Quick.

Also Present: Councillor Penfold, Mr J Holdstock (resident), Ms S Shearer (resident), Mr M Sullivan (resident) and Mr G Williams (resident).

Officers: Sarah Ball, Tanya Leftwich, Ben Smith and Julia White.


APOLOGIES FOR ABSENCE

Apologies were received from Councillor J Evans.

Apologies were also received from the Windsor Town Manager, Paul Roach.

DECLARATIONS OF INTEREST

None.

MINUTES

The Minutes of the meeting of the Forum held on 22 September 2011 were approved as a correct record.

The Chairman informed everyone present that the Forum gave residents the opportunity to raise suggestions to the Council which Members of the Forum progressed on their behalf and also enabled Members and officers to share proposals with residents and hear their feedback.

OLYMPICS UPDATE

The Chairman welcomed the Group Manager for Highway Services, Ben Smith, to the Forum and invited him to address everyone present. It was noted that Mr G Williams, a local resident, had requested that this item be included in the agenda.

The Group Manager for Highway Services gave Members a presentation on the transport and parking arrangements for the Olympics and Paralympics. An electronic copy of this presentation was available from the Clerk on request.

The Group Manager for Highway Services presentation covered the following areas:

• Events at Eton Dorney
• Olympic and Paralympic Route Networks
• ORN / PRN Overview
• Spectator Travel
• Local Area Traffic Management & Parking Plan

In the ensuing discussions the following was noted:

· The Park & Ride Scheme would be available for three hours before and after the Olympic Games although slots could currently be booked from 05:30.
· It was noted that approximately 95% of the total number of people on event days were expected to use the transport hub.
· It was noted that designated train stations would provide free shuttle buses to and from the Olympic site.
· It was confirmed that the four Park and Ride locations had been given planning consent and could all be found on the RBWM website.
· The Group Manager for Highway Services explained that in order to ensure residential areas were protected, parking zones would be used and measures would be taken to keep the access to Park & Ride locations clear. It was noted that information via press releases would be released closer to the time.
· It was explained that all spectator access for the Paralympic Games would be via the northern side (Eton Dorney) as the transport hub at Windsor Racecourse was not available. During the Olympics the northern access would be limited to the ‘games Family’, spectator pedestrian and cycle access only.
· The Group Manager for Highway Services explained that there would be road closures on each side road joining the A308, from Ruddles Way to the Relief Road, although Ruddles Way and the A308 would remain open. It was noted that access to the area would be via Dedworth Road or Ruddles Way. The Group Manager for Highway Services informed Members that permits would not be required to access this area but would be required for residents wishing to park on-street
· It was noted that the RBWM Parking Team would police the area themselves and would check that roads were not swamped with vehicles. It was explained that the Parking Team would need to make judgement calls for people who may have forgotten to display parking permits.
· The Group Manager for Highway Services explained that the plans included in his presentation showed the cycle routes to and from the Olympic and Paralympic games. It was noted that the plans also showed where permanent enhancement work was being undertaken on the cycle routes and that these routes had already been added to the cycle map.
· The Group Manager for Highway Services informed Members that information of the areas affected by parking zones had been distributed at three previous workshops and had also been published to the RBWM website. The Visitor Manager, Julia White, explained that venue specific information could also be found displayed on the London 2012 website.
· Councillor Fido raised a concern about the lack of signage showing visitors where to go for specific events and also his concern about people trying to get to and from work during the events time.
· The Group Manager for Highway Services informed Members that with regard to applying for parking permits/vouchers there would be a suggested deadline date.
· It was noted that an extensive piece of work was currently being undertaken to help reduce travel demand by encouraging people to work from home or take annual leave during the Olympic and Paralympic Games.
· It was requested that the Council ensured the vegetation west of Oakley Court and around the Racecourse itself be cut back. It was also requested that following the clearance of vegetation that the paths be swept to clear any hawthorn thorns.
· Councillor Penfold requested that a dress rehearsal of the road closures took place before the Olympic and Paralympic Games, however the Chairman believed it would not be possible to see the true effect of the road closures without having the additional vehicles expected present.
· Mr Williams, a local resident, requested that Windsor residents be made aware of all the arrangements for both the Olympic and Paralympic Games. The Visitor Manager, Julia White, informed Members that all ticket holders would be sent a venue guide in advance of the Olympic and Paralympic Games. It was noted that the venue guide would direct people to the transport website which would allow them to book Park and Ride slots.
· The Group Manager for Highway Services agreed to highlight to the Local Access Forum officers the concern that it would be a long walk from the shuttle buses to the venue.

The Chairman thanked the Group Manager for Highway Services for attending the meeting and addressing the Forum.

NEIGHBOURHOOD PLANS – UPDATE OF EMERGING PROCESS

The Chairman welcomed the Team Manager for Strategy and Plans, Sarah Ball, to the Forum and invited her to address everyone present. It was noted that Ms Shearer, a local resident, had requested that this item be included in the agenda.

The Team Manager for Strategy and Plans informed Members that a Windsor Neighborhood Plan workshop had been held on the 07 December 2011 and that the feedback following this workshop had been sent out on the 18 January 2012 but no comments had been received to date. Members were informed that a Steering Group needed to be formed and that a date for a dedicated meeting then needed to be sourced. It was noted that following the dedicated meeting a workshop event would be arranged which community groups, residents associations, etc would be invited to attend in order to help galvanize a plan. Members noted that once the Steering Group had been formed and the first workshop had taken place, much of the work would be undertaken by ‘topic groups’..

The Team Manager for Strategy and Plans informed Members that as a Manifesto commitment, a full-time dedicated officer for Windsor and Maidenhead would be assigned.

It was noted that the Borough Local Plan consultation would start at the end of the week and that consultation material (currently being printed) would go out to residents. The Team Manager for Strategy and Plans explained that the Borough Local Plan was the umbrella document for other Neighbourhood Plans. It was noted that press releases and information regarding this subject would be made available on the RBWM website. The Team Manager for Strategy and Plans would supply the Chairman with additional information that he could distribute accordingly.

In the ensuing discussions the following was noted:

• It was noted that the consultation would run from Friday 10 February – Friday 16 March 2012.
• It was noted that a plan needed to be devised for the next 10-15 years and that specific policy framework would be formulated under this umbrella.
• The Team Manager for Strategy and Plans explained that parished areas needed to set up their own steering groups and present their own plans.
• Ms Shearer suggested that the Statement of Community Involvement (SCI) list be invited which the Team Manager for Strategy and Plans agreed to investigate further.
• Councillor Fido suggested having one or two representatives from those organisations who helped attract visitors into Windsor (e.g. Tourist Board, National Trust, Crown Estate, Windsor Castle, etc). However, the Team Manager for Strategy and Plans explained that this was a community lead initiative and as such the organisations suggested by Councillor Fido fell outside the remit for the initial steering group. It was noted that once the steering group split down into specific topics they could then liaise with key landowners, etc.
• Mr Williams suggested forming a small steering group and joining with existing groups / businesses due to peoples busy schedules.
• Mr Sullivan informed Members that he believed the Local Plan should take precedent. The Team Manager for Strategy and Plans explained that the current Local Plan was getting long in the tooth and would be replaced by the Borough Local Plan.
• The Team Manager for Strategy and Plans informed Members that essentially the steering group would be independent and probably be made up of a mixture of Councillors and Parish Councillors and other interest groups in the area.
• It was noted that consultation was due to start on Friday 10 February and then the next consultation would take place in the Summer. The current timetable for the submission version of the plan was to be sent to the Secretary of State in September / October and it was hoped adoption could take place by April next year. The link to the draft timetable was as follows:

  http://www.rbwm.gov.ukData/Windsor Town Forum/201202061900/Minutes/meetings_111027_cab_borough_plan.pdf 

Ms Shearer thanked the Chairman for agreeing to include this item in the agenda as she had found the points raised very relevant.

The Chairman thanked the Team Manager for Strategy and Plans for attending the meeting and addressing the Forum.

TREE PLANTING

The Chairman informed everyone present that the Council had some funding available to invest in additional trees in Windsor and asked for suggestions as to where these trees could be planted. Any location suggestions that were not raised at the meeting could be emailed to the Chairman (Cllr.Bursnall@rbwm.gov.uk).

In the ensuing discussions the following areas in Windsor were suggested for additional tree planting:

· Councillor Quick suggested Hatch Lane (on the left hand side where there was a large expanse of concrete).
· Mr J Holdstock suggested on the Parade at the back of Ruddles Way (where there was a green area).
· Councillor Penfold suggested Roses Lane.

Councillor Airey suggested tying in the tree planting with the Jubilee initiative which the Chairman agreed to be a good idea.

Ms S Shearer requested that funding be set aside to manage the additional and existing trees which the Chairman agreed was a sensible suggestion.

It was noted that the Clerk would pass these suggested sites onto the Arboricultural Co-ordinator in the Tree Team so that she could assess the sites to see if they would be suitable locations.

PLANNING – CONVERSION OF OFFICE BUILDINGS TO RESIDENTIAL IN WINDSOR

The Chairman invited Councillor Bathurst to explain to everyone present why he had requested this item be included in the agenda. Councillor Bathurst informed Members that concerns had been expressed by local businesses that a balance of office buildings and residential accommodation be kept in the Town Centre.

In the ensuing discussions the following was noted:

· Mr Holdstock suggested that the Council consult on the balance of office buildings and residential accommodation believed required in the Town Centre.
· Councillor S Evans expressed her concern that Windsor was in danger of becoming a dormitory town if buildings were converted into residential properties and that the subject therefore needed to be looked at sensibly.
· Councillor Bicknell informed Members that Windsor did have the volume of office staff that required modern, not necessarily cheap facilities but that there was a growing culture of working from home. Councillor Bicknell explained that if there were too many residential properties in the Town Centre then the business community would decline.
· Mr Miranda, the Manager of King Edward Court, informed Members that he believed business rates would increase in the future and that businesses would in turn struggle to maintain trading.
· Mr Miranda informed Members that he believed Windsor needed the right type of office accommodation in the form of modern buildings which he felt Windsor did not currently have a great deal of. It was noted that if modern accommodation was provided to businesses then he believed more money would be spent in the High Street during the working week. Mr Miranda stated that he believed that the business community needed to be built up again in Windsor.
· Mr Holdstock informed Members that he believed some people were deterred from visiting the High Street at the weekends due to the lack of available parking. Members were informed that Mr Holdstock believed that access routes into the Town Centre therefore needed to be maintained.
· Councillor Fido explained that he believed the free parking at Waitrose in Maidenhead was deterring people from shopping at Waitrose in Windsor where the parking was not free of charge.
· The Team Manager for Strategy and Plans informed Members that Central Government wanted to produce vanguard towns on the back of the Mary Portas review and as such were prepared to spend £100,000 on re-inventing shops by way of initiatives or funding. The Team Manager for Strategy and Plans agreed to email the relevant information to the Chairman.

DATE OF NEXT MEETING

It was noted that the date of the next meeting was to be confirmed.

Any items suggestions for the next meeting were requested to be emailed to the Chairman (Cllr.Bursnall@rbwm.gov.uk) and / or the Clerk (tanya.leftwich@rbwm.gov.uk).


MEETING

The meeting, which began at 7.00pm, ended at 8.45pm.