Agenda and draft 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(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item SC273

An apology for absence was received from Councillor J Doughty, Councillor D Edwards-Hughes attended as a substitute.

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 personal, non-prejudicial interest in Agenda Item 11 as she was a member of the church that provided the Detached Youth Service.

There were no other declarations from Members or Officers

a.      To adopt and sign as a correct record the minutes of the meeting held on 18 March 2024.

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 18 March 2024 were received.

Resolved:

That, the minutes of the Stronger Communities committee held on 18 March 2024 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 representation from Bright Futures Oxfordshire/The Station detached youth service concerning Agenda Item 11 which consisted of a verbal update on the work they had been carrying out since their commencement in February 2024.

A written report had also been provided to  ...  view the full minutes text for item SC276

(The member of the public left the meeting at 6:20pm)

To receive and consider the report of the R.F.O concerning the financial position of items under the remit of this Committee in 2024/25.

The Committee received and considered the report of the Responsible Financial Officer (RFO) detailing income and expenditure for budgets which were the responsibility of the committee.

Resolved:

That, the report be noted.

To receive and consider the report of the Town Clerk/C.E.O concerning the priorities of this Committee during 2024/25.

The Committee received the detailed report of the Town Clerk/CEO along with a verbal update concerning the Committee Objectives & Work Plan for 2024/25.

In response to a request from a Member to recommence the St George’s Day parade, the Town Clerk advised that she thought this was historically organised by  ...  view the full minutes text for item SC278

(Cllr A Bailey left the meeting at 6:27pm during Agenda Item 7 – Committee Objectives, he returned at 6:38pm during Agenda Item 8 – Communications Report)

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

The Committee received and considered the report of the Communications & Communities Engagements Officer (C&CEO) regarding the council’s website, written communications and social media.

The C&CEO outlined the visual differences in the old & new website inviting Members to provide comments. She explained that town council staff would  continue to  ...  view the full minutes text for item SC279

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

The Committee received and considered the report of the Communications & Communities Engagements Officer (C&CEO) regarding upcoming community events.

The C&CEO advised with only a few days to go, the arrangements for the 80^th D-Day Commemorations were going well and encouraged all Members to do what they could  ...  view the full minutes text for item SC280

To elect a Vice-Chair of the Committee for the 2024/25 Municipal Year.

Having been moved to a later point on the agenda the Chair called for nominations for the position of Vice-Chair of the Committee.

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

Resolved:

That, Councillor J Aitman be elected Vice-Chair of  ...  view the full minutes text for item SC281

To receive the notes of the Community Insight Steering group meetings held on 25 March and 30 April 2024.

The Committee received the minutes of the meetings held 25March and 30 April 2024 along with a verbal update from the Chair who had attended the second of the two meetings.

The Chair advised that she would report back to the Committee after each meeting.

Resolved:

That, the minutes  ...  view the full minutes text for item SC282

(Cllr A Bailey left the meeting at 7:34pm during Agenda Item 10, he returned at 7:50pm during Agenda Item 13)

To receive a verbal update from the Leader of the Council.

The Committee received a verbal update from the Leader of the Council in respect of the recent meeting she facilitated. She was disappointed that only one of the eight groups invited had attended the online meeting.

Members discussed if future meetings would be held in person and decided this should  ...  view the full minutes text for item SC283

To receive and consider the report of the Deputy Town Clerk and update from The Station Detached Youth Project.

The Committee received the report of the Deputy Town Clerk regarding an update on Youth Services within Witney.

Members had earlier in the meeting received the report on detached youth work from the representative of The Station and the report included an update from the Youth Services Forum which took  ...  view the full minutes text for item SC284

(Cllr O Collins left the meeting at 7:43pm)

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

The Committee received and considered the report of the Deputy Town Clerk regarding progress of the Youth Council.

Members asked that Witney Scouts be added to the list of invited member organisations along with a change of working on the poster to better reflect the benefits of participation.

The Committee  ...  view the full minutes text for item SC285

(Cllr O Collins returned to the meeting at 7:45pm)

(Cllr L Cherry left the meeting at 7:45pm returning at 7:48pm)

To receive and consider the report of the Projects Officer.

The Committee received the report of the Project Officer regarding a proposal to hold a graffiti art competition along with a verbal update.

Members were enthusiastic to hear details of the competition and were pleased to hear that Officers would have full oversight of the brief issued to potential artists.  ...  view the full minutes text for item SC286

To receive and consider the report of the Projects Officer.

The Committee received the report of the Project Officer regarding the request for a bus shelter at Woodgreen.

Members were disappointed to hear that Estelle Manor felt they were unable to assist financially and agreed that the cost was outside of that affordable to the Council given the low number  ...  view the full minutes text for item SC287

Resolved:

That Standing Order 48 (a) be suspended to allow the meeting to continue as it had now passed two hours in length.

To receive the report of the Deputy Town Clerk regarding an update on this infrastructure.

The Committee received the report of the Deputy Town Clerk regarding the removal of the bus shelter at Marriotts Walk.

The Town Clerk gave a brief verbal history of the shelter, and Members welcomed the replacement in a more fitting location.

All Members agreed that the Council take on the  ...  view the full minutes text for item SC289

To receive and consider the report of the Business Administration Apprentice.

The Committee received and considered the report and verbal update from the Business Administration Apprentice regarding the refurbishment of three of the Blue Plaques on the Council’s buildings.

Members agreed that having seen the great results of the renovation of the Corn Exchange Plaque, that the work to refurbish the  ...  view the full minutes text for item SC290

To receive the report of the Deputy Venue & Events Officer concerning events proposed or planned on the Town Council’s land.

The Committee received the report of the Deputy Venue & Events Officer regarding third party events due to take place on the Councils Land.

Members were pleased to welcome back the Oxford Playhouse to The Leys for them to provide the free outdoor theatre shows and all Members were in agreement  ...  view the full minutes text for item SC291