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 Ashby, Collins, King and Smith.

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 26 June 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 Full Council meeting held on 26 June 2019.

a) RESOLVED:                    to confirm as a correct record the minutes of the meeting held on 26 June 2019 for signature by the Chair.

b) MATTERS ARISING:    there were no matters arising to be discussed at the meeting.

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 public present did not wish to address the meeting.

To receive an update from the Witney Neighbourhood Police Team.

There was not a member of the police present at the meeting but the Town Clerk advised that she had attended a meeting at The Leys to look at how it could be made less attractive for ASB.  They were working with the Community Safety Partnership. There was a possibility that there may be a mobile CCTV camera as a temporary measure funded by West Oxfordshire District Council.  

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

Cllr Enright reiterated that WODC had declared a climate emergency and would be creating a citizens’ assembly in line with Extinction Rebellion.

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

Cllr Gwatkin advised that she was in the process of setting up the Witney Land Army which should be ready to run within a few weeks. This was not affiliated to the Town Council but she welcomed anyone who would like to join.

To receive and NOTE the RESOLUTIONS in the minutes of the meetings held between 1 July and 23 July 2019, and agree the RECOMMENDATIONS contained therein:

a)       PLANNING & DEVELOPMENT COMMITTEE                    2 JULY AND 23 JULY 2019

(ENCLOSED)

b)      HALLS & GREEN SPACES COMMITTEE                              1 JULY 2019 (ENCLOSED)

c)       STONGER COMMUNITIES COMMITTEE                           8 JULY 2019 (ENCLOSED)

d)      POLICY, GOVERNANCE & FINANCE COMMITTEE         15 JULY 2019 (ENCLOSED)

e)      NATURE & WILDLIFE WORKING PARTY                            17 JULY 2019 (ENCLOSED)

a)       PLANNING AND DEVELOPMENT COMMITTEE – 2 & 23 JULY 2019

Cllr Prosser presented the above minutes to Council as the Chairman was not present and moved their acceptance.  

RESOLVED:          that the minutes of the Planning and Development Committee of 2

and 23 July 2019 as detailed, be received and any recommendations therein approved.

b)      HALLS AND GREEN SPACES COMMITTEE – 1 JULY 2019

The Chairman presented theses minutes in the absence of the Chairman of the Committee to Council and moved their acceptance.

RESOLVED:          that the minutes of Halls and Green Spaces Committee of 1 July 2019 as detailed, be received and any recommendations therein approved.

c)       STRONGER COMMUNITIES COMMITTEE – 8 JULY 2019

The Vice Chairman of the Committee presented the above minutes to Council and moved their acceptance, as the Chairman had not been present at that meeting.

Cllr Aitman gave an update on the Heritage Open Day as she had met with the Communications and Events Officer to discuss what would be done.  It had been agreed that the day would be all about residents investigating their street names and would involve putting QR codes on street signs and asking members of the public to research their street names.  

There would also be an exhibition downstairs in the Corn Exchange Lobby.  The dates of the event were 14 – 20 September.

Cllr Aitman also gave an update on the Christmas Community dinner which Witney Fridge was happy to be involved with.  The idea was for those attending to cook the meal and then to sit down and eat.    

RESOLVED:          that the minutes of the Stronger Communities Committee of 8 July 2019 as detailed, be received and any recommendations therein be approved.

d)      POLICY, GOVERNANCE AND FINANCE COMMITTEE – 15 JULY 2019 

The Chairman of the Committee presented the above minutes to Council and moved their acceptance.

The Town Clerk referred to minute F265 and explained that this had been dealt with by a verbal report.

The Town Clerk also informed the Council that the counter-offer made to Mr Wilson in the hire charge of Witney Feast had been rejected and it had been delegated to the Leader, Deputy Leader and herself to continue negotiations.

RESOLVED:  that the minutes of the Policy, Governance and Finance Committee of 15 July 2019 as detailed, be received and any recommendations therein approved.

e)      NATURE AND WILDLIFE WORKING PARTY – 17 JULY 2019

The Chairman of the Committee presented the above minutes to Council and moved their acceptance.

RESOLVED:  that the minutes of the Nature and Wildlife Working Party of 17 July 2019 as detailed, be received and any recommendations therein approved, with the addition of Cllr Bolger to the list of attendees

To receive and consider the report of the Town Clerk (enclosed).

The Committee received and considered the report of the Town Clerk.  The Mayor advised that he felt this should be considered in line with the strategic plan so would recommend deferring this until the next Full Council meeting.  Members agreed.

RESOLVED:        that this item in considered in line with the strategic plan and is therefore deferred until the next meeting of the Full Council.

To receive and consider the report of the Office Manager (to follow).

The Council received and considered the report of the Office Manager and a revised calendar for 2020, as this had been referred by the Policy, Governance and Finance Committee of 15 July 2019.  The Committee members had expressed a wish to return to a 6 cycle per year meeting regime as having looked at less meetings they were concerned that there may not be enough opportunity to carry out their democratic duties.  

 A member commented that she did not feel the Council had been in place long enough to assess how many meetings should be held and would prefer to revisit this in a few months’ time.  A member asked if the proposed Climate Committee could be moved from October this year to early September to capture the energy that had been expressed at the weekend’s meeting.  

A member also raised the idea of having an across party surgery before Full Council in the lobby of the Corn Exchange.  Cllrs Aitman and Ashbourne would liaise with Officers on this.

RESOLVED:

1. that the report be noted;

 2. that the calendar of meetings for 2020 be revisited in the autumn.

To consider appointment of members to the following:

a)       Planning & Development Committee – requires 1 new member

b)      VE Day 75 Working Party – 5 members + Mayor and Leader (ex officio)

c)       Climate Change Working Party – 5 members + Mayor and Leader (ex officio)

d)      Youth Services Working Party – 5 members + Mayor and Leader (ex officio)

The Council considered appointments to the Planning and Development Committee and three new working parties and proposed members.  The Mayor commented that he did not think he and the Leader should be ex officio on working parties from now on.

RESOLVED:  

1. that the new memberships will be as follows:-

 Planning and Development Committee –                              Cllr Jones replaces Cllr Bolger;

V E Day Working Party –                                                                Cllrs Aitman, Bolger, Enright, King, McMahon and possibly Cllr Collins if he wanted to be involved;

Climate Working Party–                                                               Cllrs Aitman, Bolger, Harvey, Prosser and Smith;

Youth Services Working Party–                                                  Cllrs Aitman, Ashbourne, Ashby, Enright and Prosser;

 2. that the Mayor and Leader would no longer be ex-officio on working parties

a)       To receive the Mayor’s report (enclosed)

b)      Appointment of Town Crier (enclosed)

a) Mayor’s Report

The Council received and considered the Mayor and Deputy Mayor’s report of engagements undertaken;

b) Town Crier

The Council received and considered the report of the Mayor.  A Town Crier and a Deputy had been chosen at the Carnival as a bit of fun, and it had not been meant to cause complications.  The lady selected was going to buy her own outfit and the Mayor/Council would invite her along to suitable events, such as the Witney Carnival, Witney Christmas Lights Switch-on and Town Council’s Advent Fayre.

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.

Cllr Bolger commented on the success of the Climate Emergency Public meeting and thanked Officers, especially the Communications and Events Officer, for their work on this.  The ideas from the meeting would be collated and passed to the working party.

 A member voiced her thanks to Cllr Bolger for getting this initiative going.

RESOLVED:          that the communication be noted.

To receive and consider a motion in accordance with Standing Order 13. The full text of the motion is enclosed.

Car Free Day  - Proposed by Cllr A Prosser and seconded by Cllr J Aitman.

Cllr Prosser presented his motion to Council as follows: -

This Council notes that:

As well as supporting urgent action to reduce carbon emissions, increased use of public transport and more active means of travel, as alternatives to car travel, have the potential to lower noise and air pollution in the town; support health and fitness activities; reduce congestion; and strengthen community ties.

World Car Free Day is a global event held on September 22. It encourages drivers to give up their cars for a day and use public transportation, ride a bicycle, or simply walk, or use a mobility scooter. 

On this day, residents of participating towns and cities have a chance to see what their town or city would look like with fewer cars, congestion, and pollution. Of course, it is impossible for many of us to give up cars for good, but opening up people to new ways of getting around, and the development of better pedestrian and cycling infrastructure, and public transportation systems, might encourage people to drive less. Car Free Day is intended to remind of this.

Members were asked to agree the following recommendations which were duly considered.

RESOLVED:

At a vote all members with the exception of one - Cllr Eaglestone abstained - were in favour so the motion passed with the provision that this year the Town Council would participate by raising awareness. This would be delegated to Cllr Prosser and an officer.

1.  To join other towns and cities across the world to participate in World Car Free Day on, or close to September 22nd.  

2. To provide an awareness campaign through a series of media communications and small-scale activities to encourage and support people in giving up their cars for the day

3. To examine, in preparation for participating more fully in the future, other measures such as the feasibility of limited road closures at future events; monitoring of traffic congestion and air pollution before and during the day; a travel survey of residents.

To receive correspondence from the Town Clerk for information.

a)       Youth Council – to receive and consider the minutes of the meeting held on 3 July 2019 (enclosed) including a request to allow the Youth Council two free uses of the Corn Exchange in late August and September.

a)       Youth Council – Minutes of the meeting held on 3 July 2019   

The Council received and considered the minutes of the Youth Council’s meeting held on 3 July 2019.   The Youth Council was asking for two free uses of the Corn Exchange for their “Witney’s Got Talent” event to raise money for their project – a water bottle re-fill station at The Leys

RESOLVED:          that the minutes be noted and the Youth Council be granted two free uses of the Corn Exchange.

b)      Fix My Street Super Users

The Town Clerk advised that she had been contacted by OCC which was offering Fix My Street “Super User” training to residents/interested people, who would after training be able to order things such as pot hole filling directly from the contractor.

Cllr Eaglestone left the meeting at 8.07pm

RESOLVED:          that the Town Clerk liaise with Cllr Gwatkin and the Land Army to take advantage of the training.

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.

To RESOLVE that the seal of the Council be affixed to any documents arising from decisions taken by this meeting of the Council.

RESOLVED:          that the seal of the Council be affixed to any documents arising from decisions taken by this meeting of the Council.