Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Committee Clerk derek.mackenzie@witney-tc.gov.uk prior to the meeting, stating the reason for absence.

Standing Order 30(a)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item SC286

Apologies for absence were received from Councillor J Doughty.

Members are reminded to declare any disclosable pecuniary interests in any items under consideration at this meeting in accordance with the Town Council’s Code of Conduct.

There were no declarations of interest from members or officers.

To elect a Vice-Chair of the Committee for the 2023/2024 Municipal Year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed and seconded that Councillor Georgia Meadows be elected. There being no other nominations it was:

Resolved:

That, Councillor Georgia Meadows be elected Vice-Chair of the Committee for the 2023/2024 municipal year.

a)            To adopt and sign as a correct record the minutes of the meeting held on 20 March 2023.

b)            Matters arising from the minutes not covered elsewhere on the agenda. (Questions on the progress of any item).

The minutes of the meeting of the Stronger Communities committee held on 20 March 2023 were received.

SC 152 - A Member expressed their thanks to everyone involved in the success of the Coronation weekend activities.

SC 149 – At a Member’s request officers confirmed a display to commemorate the  ...  view the full minutes text for item SC289

Councillor A Bailey joined the meeting at 18.04pm.

The meeting will adjourn for this item.

Members of the public may speak for a maximum of five minutes each during the period of public participation, in line with Standing Order 42.  Matters raised shall relate to the following items on the agenda.

The Committee adjourned for this item.

The Committee received representations from Susan Haehnel, Oxfordshire Country Council Targeted Youth Support Service Manager concerning Agenda Item 13. Members were advised of the work of the Youth Support team and the current situation with services in Witney and West Oxfordshire.

Members asked a  ...  view the full minutes text for item SC290

To receive the report of the Deputy Town Clerk.

With the permission of the Chair, this item was moved up the agenda so the member of public could hear the discussion and outcome.

The Committee received the report of the Deputy Town Clerk outlining the Youth Services Grant due to open for applications in August 2023.

Following the cessation  ...  view the full minutes text for item SC291

The member of the public left the meeting.

To receive the report of the Deputy Town Clerk and review the Committee Terms of Reference (TORs).

The Committee received and considered the report of the Deputy Town Clerk along with the Committee’s current terms of reference.

The Deputy Town Clerk advised that there was no mention of “Youth Services” and all Members agreed it was important to include and asked that it be added as an  ...  view the full minutes text for item SC292

To receive the report of the Town Clerk/C.E.O.

The Committee received and considered the report of the Town Clerk/C.E.O. concerning its objectives and work programme for the forthcoming year.

Members discussed the provision for bins, particularly the inclusion of dog waste bins to maintain a good appearance on council land. The Deputy Town Clerk confirmed the Council’s bin  ...  view the full minutes text for item SC293

To receive the report of the Responsible Financial Officer (RFO).

The Committee received and considered the report of the Responsible Financial Officer (RFO)which summarised the budgets under its remit, along with associated costs centres and codes.

Resolved:

That, the report be noted.

To receive the report of the Communications & Community Engagement Officer.

The Committee received the report of the Communications & Community Engagement Officer.

Members discussed the merits of using a digital display board to communicate Council business; they agreed this was a more versatile method of communication. The council would be able to display much more information than it could via it’s  ...  view the full minutes text for item SC295

To receive the report of the Communications & Community Engagement Officer.

The Committee received the report of the Communication & Community Engagement Officer outlining a significant number of plans for activity over the coming months.

Members requested that West Oxfordshire Community Transport be asked to participate in Car Free Day on 22 September, in addition to the suggestions outlined in the report.  ...  view the full minutes text for item SC296

To receive the report of the Communications & Community Engagement Officer.

The Committee received the report of the Communications & Community Engagement Officer regarding the annual In Bloom competitions and updates on community gardeners.

Members were pleased to see plans to promote Witney by way of rubbing boards at Witney Lake & Country Park and through the introduction of planting beds on the  ...  view the full minutes text for item SC297

To receive the report of the Deputy Town Clerk.

Members received the report of the Deputy Town Clerk relating to the reintroduction of a Youth Council. The Deputy Town Clerk explained by way of a verbal update the current aim was to establish a framework from which the youth council could be built.

Members discussed at length ideas on  ...  view the full minutes text for item SC298

Councillor L Cherry left the meeting at 19:15pm during Item 12 - Witney Youth Council, due to a prior work commitment. She was replaced by the newly elected Vice Chair Councillor G Meadows.

To receive the report of the Project Officer.

Members received the confidential report of the Project Officer as well as a verbal update from the Deputy Town Clerk regarding Bus Shelters across the town.

Members were pleased to hear about the potential for additional infrastructure to be introduced, particularly with the additional environmental benefits from the use of  ...  view the full minutes text for item SC299

The Committee received the report of the Operation Manager following a request from Madley Park Residents Association (MPRA) to take over the maintenance of the defibrillator located outside of Madley Park Hall.

Members expressed their support to take on the financial responsibility to ensure this vital resource remained in good  ...  view the full minutes text for item SC300

To receive the report of the Project Officer.

The Committee received the report of the Project Officer updating them on the Covid-19 memorial and Late Queen’s Platinum Jubilee Garden Sundial legacy project.

Members discussed the additional funding required to complete the Covid-19 Memorial and all agreed to an additional £1,000 of budget as it was important to complete  ...  view the full minutes text for item SC301

To receive the report of the Venue & Events Officer.

The Committee received the report of the Venue & Events Officer which provided details of  events for the current year.

Members discussed the approach from Oxford Playhouse to host another outreach theatre event of The Leys. They believed this was an important free event which was well received last year. Members  ...  view the full minutes text for item SC302