PRESENT: Councillors Natasha Airey (Chairman), Eileen Quick (Vice Chair), James Evans, John Lenton (sub for George Bathurst), and Wisdom Da Costa (sub for John Fido).

Also Present: Councillor John Penfold, Frances Hickman (resident), David Jessey (resident), Helen Price (resident), Trevor Robinson (resident), Anne Taylor (Windsor & Eton Society) and Garry Williams (resident).

Officers: Tanya Leftwich, Paul Roach and Ben Wright.
APOLOGIES FOR ABSENCE

Apologies were received from Councillors George Bathurst and John Fido.

DECLARATIONS OF INTEREST

None were received.

MINUTES

The Minutes of the meeting of the Forum held on 2 June 2014 were approved as a correct record subject to the spelling of Councillor Grey’s name being corrected.

Helen Price, a resident, explained to Members that the Task & Finish Group had last met on the 4^th September to discuss LEGOLAND traffic mitigation efforts which the Highways and Transport Strategic Manager, Ben Smith, and three Windsor Councillors had attended. Helen Price stated that she had been surprised not to have seen anyone from Old Windsor present at the meeting. Members were informed that LEGOLAND had declined to participate which she felt had been a shame.

Helen Price went onto explain that since the Task & Finish Group had last met it seemed little progress had been made and no future meeting date had been set and no minutes had been published. Members were informed that Helen Price was unsure how the Royal Borough was operating and how decisions were being made.

The Vice-Chair, Councillor Quick, explained that she had been co-opted onto the Task & Finish Group which was a sub-group; hence no formal minutes were produced. It was noted that the Task & Finish Group would report back to the next Overview & Scrutiny Panel and that LEGOLAND could be sent an invite to attend when needed. Helen Price requested that Councillor Grey be asked to convene another Task & Finish Group meeting and invite the relevant officers. The Chairman confirmed that she was chasing the date of the next Task & Finish Group.

THE EXPANSION OF SCHOOL PLACES (PARTICULARLY IN WINDSOR AND SURROUNDING AREAS)

The Chairman welcomed the Education Planning Officer, Ben Wright to the meeting and invited him to address the Forum.

The Education Planning Officer explained that part of his role at the Council was to ensure there were sufficient school places in the Royal Borough. Members were informed that half the primary schools in the Royal Borough had been expanded over the last 6-8 years. It was noted that between September 2006 and September 2014 there had been an increase of 300 pupils per year group.

The Education Planning Officer went onto explain that in September 2016 Windsor would reach a peak where the intake would be the largest ever and that the Royal Borough would cope with this peak by using a bulge class which would allow all the Reception places needed to be allocated. Members were informed that it would then all be down to the birth rate in the Royal Borough and the outcome of the Borough Local Plan which would result in additional houses being built in the area.

The Education Planning Officer informed Members that the middle and upper schools provision was key for this Panel. It was note that St Edwards had already been expanded as from last September and the provision needed to be further expanded by 2018. It was noted that an additional 60 places would be required in upper schools in September 2017 and a further 60 places in September 2022.

Members were informed that a working group had been formed over the last year which had met and discussed proposals to go forward to public consultation. It was noted that Phase 1 looked at providing 60 additional places in Year 9 in Windsor in September 2017 by either expanding The Windsor Boys’ School by 60 places per year group, by expanding Windsor Girls’ School by 60 places per year group or by expanding both schools. It was noted that proposal two was to further develop and expand provision for young people aged 16 to 19 years old. The Education Planning Officer informed Members that a report would be going to Cabinet in September.

It was noted that Phase 2 looked at providing more Year 5 and Year 9 places 60 additional places in Year 9 in Windsor for September 2018 to September 2019 by either expanding middle schools, opening new secondary sector schools, opening a ‘satellite’ of an existing grammar school. It was noted that additional proposals to increase choice and diversity in schools included the introduction of ‘All-through’ schools which taught children aged 4-18, have multi-academy trusts and more collaboration. Members were informed that the consultation ran until the 3 November and that responses could be submitted on-line.

In the ensuing discussion the following points were noted:

• That the new Holyport Free School was having an impact as it helped serve the Maidenhead area with its current Year 7 intake of 40 an the Windsor area with its current Year 9 intake of 80. It was noted that most of the boarding places at Holyport College had been allocated to out of borough pupils.
• That conversations had been had with Head Teachers at The Windsor Boys’ School and Windsor Girls’ School and both could increase their numbers to 60 and whilst the increase would result in crowding it was felt it would not feel too crowded.
• That no instruction had been given to the Education Planning Officer to revisit the subject of the three tier system in Windsor. The Education Planning Officer explained that if required he could do some analysis on out of borough children and how many attend Royal Borough schools.
• That an SEN review would be published later in the year.

The Chairman thanked the Education Planning Officer for attending the meeting and addressing the Forum.

CHRISTMAS PREPARATION AND EVENTS IN WINDSOR

The Windsor and Eton Town Manager, Paul Roach, provided Members with a hand-out which gave them a detailed outline of activities and events over the festive period. It was noted that the Christmas light switch on would take place on the 15 November in Windsor and on the 20 November in Eton. Members were informed that the lighting scheme in Windsor had been extended to cover Thames Street and the High Street and that a bid had been submitted to fund the Eton lights for next year.

It was noted that the largest event was felt to be the Reindeer Parade in the Windsor Town Centre on the 6 December and the Windsor and Eton Living Advent Calendar which consisted of 24 mini events over the festive period. The Windsor and Eton Town Manager informed Members that the Daniel Store was looking to host the grotto.

The Windsor and Eton Town Manager went onto explain that he was in the process of trying to encourage businesses in Windsor to open late until approximately 8pm over the festive period. It was noted that 80% of businesses on Peascod Street were already keen to get involved.

It was noted that there would be some free parking in Windsor over the festive period and that the Ice Rink would be coming to Windsor on the 6 December until the 6 or 7 January 2015.

The Windsor and Eton Town Manager explained that 25,000 colour A5 programmes had been printed and 10,000 had been distributed to specific postcodes areas whilst another 10,000 had been distributed to shops and businesses in the Town Centre so they could help promote the events.

It was noted that the Windsor and Eton Town Manager had signed up to the Social Media Campaign and that he would be monitoring footfall on event days to see what increase was being achieved.

In the ensuing discussion the following points were noted:

• That free car parking would be available after 4pm on the Christmas lights switch on dates then on Thursdays from the 28^th November to 24^th December plus on Christmas Day.
• That the Windsor and Eton Town Manager would enquire whether there would be any free parking over the festive period in Datchet.
• Councillor Da Costa offered to add the information about free car parking over the festive period to the WWRA website if required.
• That the free car parking would help stop local people from shopping in places such as Marlow in Buckinghamshire and would also stop people who lived outside of Windsor from travelling elsewhere.
• The Windsor and Eton Town Manager explained that he did not predict traffic issues on event days and assured Members that traffic management plans would be in place as well as good signage.
• Garry Williams asked whether access for people with disabilities had been built into plans. The Windsor and Eton Town Manager assured everyone present that the Royal Borough did have designated areas for those with mobility issues.

The Chairman thanked the Windsor and Eton Town Manager for attending the meeting and addressing the Forum.

EMPTY RETAIL SPACES & TEMPORARY SHOPS IN WINDSOR UPDATE

The Chairman agreed to take these two items together and have a joint update.

The Windsor and Eton Town Manager informed Members that vacancy rates were being monitored on a monthly basis and that regular retail health surveys were taking place. Members noted that there were currently 372 shops and businesses in the Town Centre of which 21 were vacant (just under 6%). It was noted that the National Vacancy Rate was 10.1%.

The Windsor and Eton Town Manager went onto explain that the vacancy figure had been reducing as it had been noted to be 7% just before the summer and had been 12% this time last year. Members were informed that the target set by the Royal Borough was to reduce the vacancy figure to 5% by the end of the financial year.

With regard to temporary shops in Windsor the Windsor and Eton Town Manager explained that Windsor did not have many (currently three or four in Peascod Street on short-term lets). Members were informed that the area of greatest concern was at the top of Peascod Street which was classed as the gateway to Windsor as it currently had two empty units and two or three temporary units. The Windsor and Eton Town Manager went onto explain that he was currently in the process of speaking to landlords to discuss possible options. It was noted that these discussions would include what opportunities there were to expand / combine small units. Members were informed that there were currently three empty units in lower Thames Street which were not let able at the moment due to sewage issues.

Members were informed that Windsor had had some pop-up shops in Windsor that had worked very well and it was noted that the Windsor and Eton Town Manager was currently working with pop-up Britain. Members noted that some of the empty premises were not felt to be in the right locations with regard to footfall for pop-up shops.

In the ensuing discussion the following points were noted:

• That a recent Cabinet initiative was offering landlords a reduction in business rates if their premises were empty for 18 months.
• That window wraps had worked well in Maidenhead by allowing long-term vacant units that looked a little tired to get ‘spruced up’. The Windsor and Eton Town Manager explained to Members that a bid had been submitted for some funds for Windsor with regard to window wraps but that a decision had not yet been made as to whether or not the bid had been successful. It was noted that Windsor currently had three of four units that could benefit from window wraps. Members were informed that window wraps could be removed by the unit owner if the property was later let or sold. It was noted that the window wraps were either a generic image or a positive street scene and could only be used once as they were self adhesive.
• That pop-up shops tended to be more experimental ventures.
• The Windsor and Eton Town Manager to inform Members (in particular Councillor Da Costa) as to how much of the vacancy rate was linked to businesses in Windsor failing.
• That a lot of landlords in Windsor tended to be pension companies rather than individuals which meant that some saw a letting as a return on their portfolio and a way of covering the financial needs of the property rather than being concerned about the ‘look and feel of Windsor’.
• The Windsor and Eton Town Manager explained that the area of Thames Street that was starting to deteriorate and experience a taxi issue was currently being looked into.
• It was noted that if a unit could not be shopped in it was included in the vacancy rates.
• It was suggested that landlords could be encouraged to convert upper stories of vacant units into residential accommodation for those who wanted to live in the Town Centre and did not require parking to be made available.
• That the Windsor Charter Market could return.

The Windsor and Eton Town Manager was congratulated by Members on his work in this area.

ROAD AND PEDESTRIAN SIGNAGE

Helen Price informed Members that she had raised this item as if a stranger to Windsor as she believed Windsor needed visible signs in correct positions and colour coded for motorists. The Chairman explained that a written update by the Strategic Manager – Highways and Transport, Ben Smith, had been provided in response to the item request a copy of which had been distributed to everyone present.

In the ensuing discussion the following points were noted:

• That the 50mph signs on a one mile stretch near Winkfield Road were considered ‘crazy’.
• That there were no signs to guide visitors to the Windsor Castle.
• That a Town Centre Management Group had been working on pedestrian signage (directions and length of walk / time it takes to walk the route) – it was suggested that Helen Price could share her comments on this subject to this group.
• Councillor Da Costa stated that he would like to see ‘Welcome to Windsor’ signs to show visitors they had arrived.
• The Vice-Chair explained that trees and shrubs also needed to be cut-back where necessary. It was noted that the team that would look after this task had only recently been back up to its full quota with regard to officer figures and so there was a backlog of issues being worked through.
• It was noted that fly-posting could be reported on-line. It was queried whether there was a specific officer in the Council that was responsible for monitoring fly-tipping.
• It was suggested that a log of Windsor Town Forum issues be created for the next meeting in February.

Helen Price agreed to send the Chairman a list of ‘offending’ signs.

The Chairman agreed to write to the Lead Member concerned to highlight the above issues raised and also to highlight the issues to the Streetcare Team.

A.O.B.

Tendering process for the Leisure Centre – update request
Frances Hickman, a resident, requested an update on the tendering process for the Leisure Centre. The Vice-Chair explained that a presentation had been given to Members last week on this very subject and that it would be going before a joint Leisure, Culture and Libraries O&S Panel and Corporate Services O&S Panel meeting – a provisional date had been pencilled in for the 13 October 20104 and it was noted that this would be a public meeting. It was noted that a paper would then go before Cabinet on the 30 October 2014 when a decision would be made. The Vice-Chair explained that once a meeting date had been confirmed it would be added to the RBWM website.

Frances Hickman stated that considering this was a very important decision there had not been a lot of consultation with residents. The Vice-Chair explained that there was no requirement in this case to consult with residents and that press had been to the meetings over the past year where this subject had been discussed. It was noted that whilst a local group had backed out others were still in the running and if it did go ahead it was more likely to be by a charitable trust than a private organisation.

Frances Hickman informed Members that as a regular user of the leisure centre she would be upset if standards were to fall. The Vice-Chair assured everyone present that there would be a breaking clause in the contract to stop the RBWM having to wait until the contract had lapsed if they were not happy with the service / standards being provided.

Councillor Da Costa stated that he would like to see the Royal Borough have an independent review of the contract to get the best for residents.

The Chairman suggested that Frances Hickman sent her questions on this subject to Councillor Quick as Lead Member for Leisure and Libraries.

Parking Schemes
Garry Williams, a resident, asked whether the administration of parking schemes in the Royal Borough had been taken over by a private company. The Chairman stated that she not heard anything on this subject but would check with the Strategic Manager – Highways and Transport.

DATE OF NEXT MEETING

It was noted that the dates of the next meetings were (6.30pm in the Guildhall, Windsor):

• Thursday 19 February 2015

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

• Councillor Lenton requested that the Magna Carta 800^th anniversary be added to the next agenda.

Helen Price and Garry Williams (both residents) stated that they believed the Windsor Town Forum should meet more regularly.

MEETING

The meeting, which began at 6.30pm, ended at 8.50pm.