The Forum shall receive any apologies for absence.

The Chair, Councillor Alison Carpenter, welcomed everyone to the meeting. Forum members then introduced themselves.

No apologies for absence were received.

The Forum is asked to declare any interests that they may have.

No interests were declared.

The Forum is to approve the minutes of the meeting held on 31st May 2023 as a true and accurate record.

The Chair went through the actions from the last meeting:

To receive an update from Paul Roach, Windsor and Eton Town Centre Manager, on future events in Windsor.

Paul Roach, Windsor and Eton Town Centre Manager, gave a brief overview of the upcoming events and activities in Windsor:

·       21^st July to 4^th September 2023 – Summer Beach at Windsor Yards.

·       5^th August 2023 – Farmers Market in Windsor.

·       10^th August 2023 – Farmers Market in Ascot.

·       20^th-21^st August 2023 – Independent Market in Windsor.

·       22^nd-23^rd August 2023 – Garden Market in Windsor.

·       26^th August 2023 – Vegan Market in Windsor.

·       2^nd September 2023 – Farmers Market in Windsor.

·       9^th and 10^th September 2023 – Community Craft Market at Windsor Yards.

·       16th September 1st October – Windsor Festival.

·       17^th September 2023 – Battle of Britain Civic Service and Parade.

·       17^th September 2023 – Farmers Market in Ascot.

·       8^th October 2023 – Community Craft Market at Windsor Yards.

·       28^th October 2023 – Pumpkin Party at Windsor Royal Station Shopping Centre.

·       11^th November 2023 – 2 Minute Silence

·       12^th November 2023 – Remembrance Sunday Civic Service and Parade.

·       12^th November 2023 – Community Craft Market at Windsor Wards.

·       14^th November 2023 – 21 Gun Salute (King Charles III’s Birthday) at the Long Walk.

·       16^th November 2023 – Eton Christmas Lights Switch On.

·       17^th November 2023 – Windsor on Ice.

·       18^th November 2023 – Windsor Christmas Lights Switch On.

·       26^th November 2023 – Dedworth Christmas Lights Switch On.

·       1^st-24^th December 2023 – Living Advent Calendar.

·       2^nd December 2023 – Farmers Market in Windsor.

·       2^nd-3^rd December 2023 – Windsor Yards Festive Weekend.

·       8^th December 2023 – Carols on the Hill.

Paul Roach added that there would be festive events on a number of weekends at Windsor Royal Station shopping area.

On the Living Advent Calendar event, Councillor Tisi asked if there was any scope for other businesses or organisation to acquire a date. Paul Roach replied that the conventional approach was sending an invite out to all of the businesses which took in the Living Advent Calendar event in the previous year while also encourage new venues to take part. He would welcome any new venues.

Councillor Knowles commented that there were not many empty building units on Peascod Street at the moment or were not planned to be filled. Paul Roach responded that it was forecasted for most of the empty units to come online and a significant proportion already had. He added that there were certain units which made him concerned, such as the Coral and Halifax units, because they had been empty for a long time. However, in the grand scheme, it was not too bad in terms of the vacancy and occupancy of Peascod Street, but it could be improved upon. From this, Paul Roach stated that his focus was to investigate why some of the long-term empty units were not being occupied. He mentioned that it was sometimes difficult to communicate with the  ...  view the full minutes text for item 305.

To receive an update from Chris Wheeler, Highway Services Manager, on road maintenance and potholes.

Chris Wheeler, Highways Service Manager, gave an overview of the Borough’s strategic approach on highway maintenance. He informed that there were two aspects to the strategic approach: safety and asset management.

With the safety aspect, Chris Wheeler explained that contracted highways inspectors go out and inspect roads under a set frequency, depending on the road category and certain aspects it possessed (e.g., a school), and flag any safety defects. This was in line with the Borough’s Highways Maintenance Management Plan. In addition, residents also report any road defects in a ‘report it’ form on the RBWM website. He informed that this was an effective method to relay the information to the Borough’s contractors.

Chris Wheeler informed that planned permanent repairs required extensive planning and work as well as lane and road closures, in contrast to short-term immediate ‘plug’ type repairs. He added that the Borough was seeking to move away from ‘plug’ repairs as much as possible towards more planned repairs.

Chris Wheeler then explained the ‘asset management’ approach, which was in line with Department for Transport (DfE) guidelines and Asset Management guidance. Under this approach, two technical assessments were conducted per year on all of the Borough’s roads: SCANNER which analysed undulations and defects in the structure of the road; and SCRIM which looked at skid resistance. These surveys would then be assessed to give a status of each road under a colour schemes: red (maintenance treatment required), amber (start to plan investigation), and green (good condition). With all the principal roads, 3% in the A, B and C classifications were categories in red (i.e., required repairs). Chris Wheeler stated that quality of roads in the Borough was fairly good and that some of roads in the road could be undulated rural roads. He also added that the Borough had improved its roads in the last 5 to 6 years whereby roads were originally 5-7% in needing repairs compared to 3% presently. He stated that an objective was to prevent roads which were in amber from turning red.

Chris Wheeler added that the DfT had allocated a grant of £483,000 to support repairing roads. He hoped to use some of this funding to repair some local residential roads. In addition, there were discussions with contractors to draw up extra resources and the Borough was commencing road resurfacing programme which would start in a week. Meanwhile, the Borough was confirming which roads required treatment with the additional funding.

Chris Wheeler also informed that the Borough was looking into innovative treatments to make maintenance quicker and easier, such as through new machinery and techniques, as well as treatments which were more environmentally friendly.

Councillor Knowles raised a couple of points. He asked whether there were any mitigations with other road works by third parties, such as BT and utility works, which conduct inadequate repairs. He also asked if there was any way to ensure that road markings were reinstated or refreshed after road works. On maintenance works from third party  ...  view the full minutes text for item 306.

To receive a written update from Naomi Markham, Waste Strategy Manager, on grass cutting.

For follow-up questions, email outdoor.facilities@rbwm.gov.uk

The Forum was presented a written summary, which was sent out with the agenda, from Naomi Markham, Waste Strategy Manager, who was unavailable to attend the Forum meeting.

Councillor Wilson wished that the update included information on the communication strategy. He stated that he had been involved in collecting resident feedback on verges, grass areas and hedges not being cut, and that it was very difficult to find information on the timing. He stated that there needed to be better clarity on when grass areas and hedges would be cut.

The Chair mentioned that a number of residents had complained about the frequency of cutting as well as the quality. She also mentioned that the Lead (Cabinet) Member for Environmental Services was not available to attend as well but she informed that they were reviewing the contract for grass cutting.

Councillor Knowles commented that there needed to be much more clear guidance and clarity on management of grass cutting and hedge trimming.

Councillor K. Davies stated that the Borough was seeking to cut verges in the last couple of months. She added that some verges were conservation wildlife verges and thus needed to be left alone. There were around 15 roadside reserves across the Borough which were designated as conservation verges. She informed that the Climate and Environment Strategy (passed in 2010) sought to double the conserved verges by 2025. As part of this, new taller signs would be installed to overcome the high-grown grass.

In response to Councillor Davies’s comments, John Webb, a resident, questioned whether the objective should be to get the contract working properly rather than introducing new activities for a contractor to manage, highlighting that some verges were cut in an unsatisfactory manner. He also commented that Councillor Davies wanted to introduce some extra wildlife verge signs in spite of there being street signs which needed repairing and had been reported. Overall, he conveyed that the Council should concentrate on what had not been done yet before introducing new activities and projects.

Councillor Davies responded that the wildlife conservation verge signs were extending the number of verge signs and would also be an extension of the biodiversity agenda in general rather than starting something new.

Chris Wheeler informed that, like road markings, that damaged and defective signs would be replaced. He added that there was not a lot of money for new roads signs. He also stated that if a defective sign was reported and there was a reply that it would not be repair, there should be an explanation as to why in a reply.

The Chair highlighted that there were road signs which were unreadable and that it was stated that it would be fixed within three months. She also informed that there was a missing one-way and that drivers had wrongly turned right on Springfield Road, adding that this would be a safety issue. Essentially, most defective signs had been reported but they had not been repaired. Chris Wheeler responded that if defective  ...  view the full minutes text for item 307.

Residents are invited to make suggestions on agenda items for future forum meetings and ask any questions.

Wilma, a resident, asked whether certain parking spaces could be allocated for electric vehicle (EV) charging points, explaining that there were few electric charging points in Windsor and some vehicles park in EV bays.

While highways and parking were outside of her remit, Councillor K. Davies informed that the Borough was keen to establish more electric charging points as there was a high level of electric car users. She informed Wilma that there were electric charging bays under York House which were available on weekends. She suggested that information regarding EV charging bays could be fed back to the Forum at the next meeting.

Donald, a resident, raised a couple of points. Firstly, he highlighted that there were rats in Alexandra Gardens and that he had been reported to the Borough; but after some inspection, they informed that they could not do much about it. Councillor Wilson informed that Councillor Devon Davies was handling the issue and that it was tricky issue to resolve. The Chair suggested to take the question. Paul Roach said that he could add this to his list issues around Windsor.

Donald then suggested an agenda item on the strategy for high-speed broadband in the centre of Windsor.

Donald then asked if the Borough had any control over the aesthetics on the NatWest Bank. Paul Roach replied that the display of country flags does not require planning permission, while flags with any branding on them did require permission or advertisement consistency. He also informed that there was no legislation which forced private individuals and properties to look after their publicly-displayed aesthetic. He added that he could chat to the landlord of NatWest to see if they could either remove the particular flag or replace.

On the subject of flags, Councillor Tisi raised that some residents were concerned of the lack of a flag flying above the Guildhall. She mentioned that she would chasing up with facilities to see if this could be done.

John Webb requested an agenda item on digital strategy, such as broadband and 5G. The Chair suggested that this could be brought up at an Overview and Scrutiny panel as well as see if it could be added to a future agenda.

Nigel Griffin, a resident, requested an item on tree management, elaborating that there been trees which had been cut down or dying at Bachelor’s Lane.

Claire Milne asked a couple of questions. She asked Councillor Wilson for an update on the situation with the walkway which had been tarmacked without planning permission between Alma Road and Vansittart Road. Councillor Wilson replied that he had followed up with the Planning Enforcement Team around two weeks ago and that they were investigating this, but they were still trying to communicate with the landowners. He stated that he would follow this up on any update.

Claire Milne then informed that there was a consultation happening at the moment with the new owners/developers of some office and residential building works on Alma Road, adding that  ...  view the full minutes text for item 308.

All future meetings to be held in-person at York House, Windsor on the following dates at 6.30pm:

·       19^th September 2023

·       8^th November 2023

·       11^th January 2024

·       12^th March 2024

·       8^th May 2024

The Forum noted that the next meeting would be held on 19^th September 2023 at 6:30pm at York House.