Agenda and minutes

To consider apologies and reasons for absence.

Committee Members who are unable to attend the meeting should notify the Democratic Services Officer (nicky.cayley@witney-tc.gov.uk) prior to the meeting, stating the reason for absence.

Apologies for their absence were received from Cllrs Eaglestone, King, McMahon and Temple.

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

There were no declarations of interest in matters to be discussed at the meeting.

To approve and adopt the minutes of the Council Meeting held on 7 October 2019 (enclosed), in

accordance with Standing Order 18 including questions on the minutes as to the progress of any item.

The Council received and considered the minutes of the meeting held on 7 October 2019.

a)            RESOLVED:  to confirm as a correct record the minutes of the meeting held on 7 October 2019 for signature by the Chair.

b)            MATTERS ARISING:

                Minute 399 – A member asked if there was an update on the paths at Burwell being resurfaced.  The Office Manager replied that he did not believe there had been an update.

                Minute 401 e) – A member asked if the letter had been written concerning WODC’s housing stock.  It was confirmed that it was in progress.

                Minute 403 2. – A member asked if the flag flying was still taking place in the event of Brexit taking place.  The Chair confirmed that it would.

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 Council adjourned in order for Ashley Smith and Peter Hammond to speak about pollution in the river Windrush and local watercourses.

After the address the Council reconvened.

To receive and consider the below motion in accordance with standing order 13.

That the Town Council:

1. Writes to Thames Water and the Environment Agency to express its deep concern and disquiet that sewage is being released and pumped into our local rivers and water courses, including, the river Windrush and Colwell Brook.

2. Expresses that not only is this damaging to the health of the rivers themselves, but it is also a serious health risk to our citizens and their pets, who may use, and come into contact with these rivers and water courses.

3. That Thames Water and The Environment Agency take urgent steps and provide a clear and credible response and action plan to prevent this situation occurring again.

Proposer: Andrew Prosser
Seconder: Ruth Smith

The item was moved up the agenda with the express permission of the Chair, in order for the members of the public to hear the debate.

Cllr Prosser presented the following motion to Council, proposing that the Town Council: -

1. Writes to Thames Water and the Environment Agency to express its deep concern and disquiet that sewage is being released and pumped into our local rivers and water courses, including, the river Windrush and Colwell Brook.

2. Expresses that not only is this damaging to the health of the rivers themselves, but it is also a serious health risk to our citizens and their pets, who may use, and come into contact with these rivers and water courses.

3. That Thames Water and The Environment Agency take urgent steps and provide a clear and credible response and action plan to prevent this situation occurring again.

Members discussed the motion and were extremely supportive of it and also of WASP.  It was felt that the letters should be copied to the District and County Councils.

RESOLVED:         that the motion as presented be passed unanimously with the addition of the letters being copies to the District and County Councils.

To receive an update from the Witney Neighbourhood Police Team.

There was no police presence at the meeting.

To receive a short verbal update from Witney Oxfordshire County Councillors and West

Oxfordshire District Councillors.

Cllr David Harvey – West Oxfordshire District Council

Cllr Harvey advised that the District Council was working on Climate Management with its new Climate Change Manager.  Electric car charging points were out to tender and it was hoped they would be installed by the spring.  Work was moving quickly. Cllr Harvey also spoke about zero carbon estates which was something that the Climate Change Manager had experience of.  There was a need to “futureproof” housing developments and also to recognise the benefit of retrofitting.  This however would need huge investment from Central Government.  The Council was also looking at hydro electric power and a single use plastics policy. 

The East Witney Development was also coming on stream with a public exhibition being held that week and also a scoping planning application being submitted.

Cllr Owen Collins – West Oxfordshire District Council

Cllr Collins reported that he had sat on the Single Use Plastics Working Party which had now wound up.  The recommendations were going to cabinet.

Cllr Luci Ashbourne

Cllr Ashbourne advised that at the District Council there had been a motion about Brexit and there would be a task and finish working party on this.  Town and Parish Councils would be involved in this and would be given guidance.

RESOLVED:          that the verbal updates be noted.

To receive a short verbal update from councillors who sit on external bodies where they serve as the Town Council’s nominated representative.

There were no updates for this item.

To appoint a Council representative to the Lower Windrush Valley Project – correspondence enclosed

A letter had been received from the Lower Windrush Valley Project asking for the Council to nominate a representative for the organisation.  Cllr Bolger volunteered to become the representative and all members supported this.

RESOLVED:          that Cllr Rosa Bolger be elected as the Council’s representative for the Lower Windrush Valley Project.

To receive and NOTE the RESOLUTIONS in the minutes of the meetings held between 14 October and 25 November 2019, and agree the RECOMMENDATIONS contained therein:

A)  PLANNING & DEVELOPMENT COMMITTEE                                    15 OCTOBER, 5 NOVEMBER  AND 16 NOVEMBER 2019

B)  HALLS & GREEN SPACES COMMITTEE                                              9 SEPTEMBER 2019

C)  STRONGER COMMUNITIES COMMITTEE                                        16 SEPTEMBER 2019

D) POLICY, GOVERNANCE & FINANCE COMMITTEE                          23 SEPTEMBER 2019 (To

                                                                                                                             follow)

a)            PLANNING AND DEVELOPMENT COMMITTEE - 15 OCTOBER, 5 NOVEMBER AND 26 NOVEMBER 2019

The Chair of the Committee presented these minutes to Council and moved their acceptance.

b)            HALLS AND GREEN SPACES COMMITTEE -11 NOVEMBER 2019

The Chair of the Committee presented these minutes to Council and moved their acceptance.

A member asked if there was an update on the ownership of Park Road play area.  The Officer Manager replied that he knew that there had been dialogue with the solicitor but no more than that.  Members requested an update for the next meeting.

Cllr Jones reported that she was working with Mr Clements on the names previously submitted as being eligible for the war memorial to see if they were elsewhere in the area.  She would provide an update for the next meeting.

c)            STRONGER COMMUNITIES COMMITTEE – 25 NOVEMBER 2019

The Chair of the Committee presented these minutes to Council and moved their acceptance.

RESOLVED:

a) Planning and Development Committee – that the minutes of the Planning and Development Committee of 15 October, 5 November and 26 November 2019 be received and any recommendations therein be approved;

b) Halls and Green Spaces Committee – that the minutes of the Halls and Green Spaces Committee of 11 November 2019 be received and any recommendations therein be approved;

c) Stronger Communities Committee – that the minutes of the Stronger Communities Committee held on 18 November 2019 be received and any recommendations therein be approved;

d) Policy, Governance and Finance Committee – that the minutes of the Policy, Governance and Finance Committee held on 25 November 2019 be received and any recommendations therein be approved.

To receive the report of the Mayor (to follow)

The Council received and considered the report of the Mayor and Deputy Mayor on their engagements undertaken since the last Full Council meeting.

RESOLVED:          that the report be noted.

To receive such communications as the Leader of the Council may wish to bring before the Council and to consider the recommendation of the Leader on how such communications should be dealt with.

There was no communication from the Leader.

To receive and consider the report of the Town Clerk (to follow)

The Council received and considered the report of the Town Clerk, concerning the current Christmas Lights contract, under which the contractors had failed to deliver the full complement of lights and had erected some late,    and the defibrillator on the pavilion at The Leys which was being used during anti-social behaviour to access the roof.

RECOMMENDED:

1.            that the report be noted;

2.            that the Town Council should not pay any further money towards the outstanding balance with Gala Lights and should seek to retain/regain the full amount of money due for the penalties - £17, 722 and not accept the contractor’s current offer;

3.            that the contract with Gala Lights be terminated and that the contract be put out to tender as soon as possible in the new year for the 2020 lights display;

4.            that the decision to relocate the defibrillator on the pavilion at The Leys be delegated to the Operations and Estates Officer, and that he be asked to report back where it has been moved to at the next Halls and Green Spaces Committee.

To receive correspondence from the Town Clerk for information (if applicable)

There was no correspondence for consideration.

Questions to the Leader of the Council concerning the business of the Council in accordance with Standing Order 15

There were no questions to the Leader of the Council.

A lease to Kenmar Estates Ltd for the Cemetery Lodge, at Tower Hill Cemetery, had been sealed on 5 October 2019.

RESOLVED:  that the sealing of the document be noted.