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 SC480

Apologies for absence were received from Councillors O Collins & L Cherry.

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.

Councillor R Smith declared a non-pecuniary interest in agenda item 8 as she attends the church who was proposing to run the detached youth services programme.

Councillor D Edwards-Hughes also declared a non-pecuniary interest in agenda item 8 as his employer has provided financial support to Homestart.

a)            To adopt and sign as a correct record the minutes of the meeting held on 17 July 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 17 July 2023 were received.

Resolved:

That, the minutes of the Stronger Communities committee held on 17 July 2023 be approved as a correct record of the meeting and be signed by the chair.

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 representative of Homestart concerning a grant application to be discussed under Agenda Item 8.

Further representation was made by a representative of Witney Music Festival concerning Agenda Item 11.

The Committee reconvened.

This subject was due to be discussed as part of Agenda Item 8 however with the permission of the Chair, this item was moved up the agenda so the member of public could hear the discussion and outcome.

Following questions to the Homestart representative the Committee received and considered the  ...  view the full minutes text for item SC484

This subject was due to be discussed as part of Agenda Item 11 however 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 having heard a passionately prepared proposal from the representative of  ...  view the full minutes text for item SC485

To receive and consider the report of the Responsible Financial Officer (R.F.O).

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.

Members were reminded to commence consideration for items to be included in the 2024/25 budget setting, these would need to be presented for  ...  view the full minutes text for item SC486

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

The Committee received and considered the report of the Communications & Community Engagement Officer outlining guidance for Councillors social media communications.

Members were pleased to receive the information provided; they considered ways in which they could improve interactions with residents such as better organisation of the ‘Councillors in the Café’ events,  ...  view the full minutes text for item SC487

Councillors J Treloar & G Doughty left the meeting at 19:08pm and rejoined 19:15pm

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

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

Members agreed to launch the Citizen of the Year award and encouraged each other to provide nominations themselves, they were also all in support of the signing up to the White Ribbon Promise as it was felt  ...  view the full minutes text for item SC488

To receive and consider the report of the Deputy Town Clerk.

Members received the report of the Deputy Town Clerk regarding an update on Youth Services.

Members were pleased to hear that the program of events of the summer had been well received.

A verbal update was provided by the Town Clerk to members on the progress of Bright Futures.  She  ...  view the full minutes text for item SC489

Councillor A Bailey left the meeting – 20:01pm

To receive and consider the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk which provided feedback following the annual residents survey.

Members were unsurprised to see that many of the comments were about issues outside of the Town Councils control however they were pleased to see that Officers were engaging with  ...  view the full minutes text for item SC490

As the meeting would now exceed 2 hours in length, the Committee agreed to suspend standing order 48 in order to allow the meeting to continue to its conclusion.

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

The Committee received the report of the Town Clerk outlining the plan to reformulate a Witney Partnership Forum.

As advised in the report the first meeting was scheduled for the following day, 19September 2023, the Town Clerk welcomed comments from members ahead of the meeting on what the objectives  ...  view the full minutes text for item SC492

Councillor A Bailey rejoined the meeting – 20:08pm

To receive and consider the report of the Venue & Events Officer.

The Committee received the report of the Venue & Events Officer regarding upcoming events for the remainder of 2023.

Members were grateful for the work that Oxfordshire Play Association put into the very successful and well attended event, Councillor J Aitman proposed that the council continue to support this free event  ...  view the full minutes text for item SC493

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

The Committee received and considered the report of the Communications & Community Engagement Officer providing an update on the In Bloom Competition.

Members welcomed the reuse of the High Street Planters elsewhere on the Council estate they also liked the idea of the Community Gardener Competition which could include individuals as  ...  view the full minutes text for item SC494

To receive and consider the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk outlining the imminent install of four new bus shelters at Windrush Place.

A member raised that the original agreement was that six shelters would be provided and that in June 2023 it was agreed between Tetra Tech and  ...  view the full minutes text for item SC495

To receive and consider the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager regarding the need to tender for the Christmas Light contract to run from 2024-2027.

Members raised issues that they saw with the current contract, it was agreed that a Working party should be established in order for members to  ...  view the full minutes text for item SC496

To receive and consider the report of the Operations Manager.

The Committee received the report for the Operations Manager regarding Winter Preparations.

Members all agreed for the need to install grit bins on the Kingfisher Meadows estate. A member also asked that the Council works team are aware of the need to ensure that pathways which form part of the  ...  view the full minutes text for item SC497