Agenda and minutes

To consider apologies and reasons for absence.

Committee Members who are unable to attend the meeting should notify the Town Clerk (townclerk@witney-tc.gov.uk) prior to the meeting, stating the reason for absence.

Apologies of absence were received from Cllrs O Collins, H Eaglestone, D Harvey and D 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 interests declared by Members at the meeting.

a)       To receive and consider the minutes of the ordinary meeting held on 10 February 2020;

b)      To receive and consider the minutes of the Extraordinary meeting held on 20 March 2020;

c)       Matters arising from the minutes of the ordinary meeting held on 10 February 2020 and the Extraordinary meeting held on 20 March 2020.

a)       Members received the minutes of the ordinary Council meeting held on 10 February 2020.

RESOLVED:

That the minutes of the ordinary Council meeting held on 10 February 2020 be agreed as a correct record.

b)      Members received the minutes of the Extra-Ordinary Council meeting held on 20 March 2020.

RESOLVED:

That the minutes of the Extra-Ordinary Council meeting held on 20 March 2020 be agreed as a correct record.

c)       There were no matters arising from the minutes of the Council meetings held on 10 February and 20 March 2020.

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.

None of the members of public present spoke under public participation.

To note the resolutions of the minutes of the meeting held on 9 March 2020, and consider any recommendations outside of the Committee’s delegations.

Members received and considered the minutes of the Halls and Green Spaces Committee held on 9 March 2020.

RESOLVED:

that the minutes of the Halls & Green Spaces Committee of 9 March 2020 as detailed, be received and any recommendations therein approved.

To note the resolutions of the minutes of the meeting held on 16 March 2020, and consider any recommendations outside of the Committee’s delegations.

Members received and considered the minutes of the Stronger Communities Committee held on 16 March 2020.

RESOLVED:

that the minutes of the Stronger Communities Committee of 16 March 2020 as detailed, be received and any recommendations therein approved.

To note the resolutions of the minutes of the meeting held on 18 February 2020 and 10 March 2020, and consider any recommendations outside of the Committee’s delegations.

Members received and considered the minutes of Planning & Development Committee held on 18 February and 10 March 2020.

RESOLVED:

that the minutes of the Planning & Development Committee of 18 February and 10 March 2020 as detailed, be received and any recommendations therein approved.

To receive the consultee planning responses submitted to West Oxfordshire District Council by the Town Council’s Planning & Development Committee during the Covid-19 lockdown. This delegation having been resolved at the Extra-Ordinary Meeting held on 20^th March 2020, minute no. 112(3).

Members received the planning responses submitted to West Oxfordshire District Council between 25 March – 27 May 2020. These having been delegated to the Planning & Development Committee during the Covid-19 lockdown.

RESOLVED:

that the planning application responses between 25 March and 27 May as detailed, be received and any observations therein approved.

a)       To receive and consider the minutes of the Annual Council Meeting held on 13May 2020;

b)      Matters arising from the minutes of the Annual Council Meeting on 13May 2020

Members received and considered the minutes of the Annual Council Meeting held on 13 May 2020.

RESOLVED:

a)       That the minutes of the Annual Council Meeting held on 13 May 2020 as detailed, be received and any recommendations therein approved.

b)      There were no matters arising from the minutes of the Annual Council Meeting held on 13 May 2020.

At the Annual Council meeting held on 13 May 2020 a new Committee Structure was agreed.  This resulted in the realigning of work load on the Halls & Green Spaces Committee into two new Committees – Sport & Play and ‘Amenities’.  It also incorporated the work of the Climate & Biodiversity Sub-Committee into the Planning & Development Committee forming the new Committee – Climate, Biodiversity & Planning Committee.

Members are requested to finalise the Committee names at this meeting, as the renaming of the ‘Amenities’ Committee was deferred to this meeting.

Members considered the appointment of new standing committees in accordance with standing Order 30. Members agreed the committee structure, as presented at the Annual Council Meeting be correct. Following a suggestion from a member,  the estates and amenities committee was named ‘Halls, Cemeteries and Allotments’.  

RESOLVED:

That the Standing Committees of Witney Town Council, as outlined at the Annual Council Meeting on 13 May 2020 be agreed; and,

That the committee concerned with the Council’s estate be named, The Halls, cemeteries & Allotments Committee.

To receive and agree the calendar of meetings for the municipal year 2020/21 and to note that whilst COVID-19 restrictions affecting meetings are in place these meetings will be conducted by virtual means as permitted in temporary statute.

Members received the draft calendar of meetings for the municipal year 2020/21. There was one fewer committee cycle due to the Covid-19 pandemic which had also led to the forthcoming one being held by virtual means. A review on how to hold meetings in subsequent cycles would be led by Government guidance nearer the time.

RESOLVED:

That the calendar of meetings for the municipal year 2020/21 as presented, be agreed and published.

To receive and consider the report of the Town Clerk.

Please note that the Vice Chair of each Standing Committee will be elected at the first meeting of the respective Committees

Members considered the appointment of standing committees and sub committees and proposed the following:

Climate, Biodiversity & Planning Committee 

Cllr J Aitman                       Cllr L Ashbourne              Cllr R Bolger                        Cllr V Gwatkin

Cllr M Jones                       Cllr A McMahon               Cllr A Prosser                     Cllr R Smith

Chair of Committee        Cllr R Smith

Sport & Play Committee

Cllr T Ashby                        Cllr J Aitman                       Cllr L Ashbourne              Cllr D Butterfield

Cllr L Duncan                      Cllr V Gwatkin                   Cllr A Prosser                     Cllr R Smith

Chair of Committee        Cllr V Gwatkin

Halls, Cemeteries & Allotments Committee

Cllr T Ashby                        Cllr J Aitman                       Cllr L Ashbourne              Cllr O Collins

Cllr L Duncan                      Cllr V Gwatkin                   Cllr M Jones                       Cllr J King

Chair of Committee        Cllr M Jones

Stronger Communities Committee

Cllr J Aitman                       Cllr L Ashbourne              Cllr T Ashby                        Cllr D Butterfield

Cllr O Collins                       Cllr H Eaglestone              Cllr D Enright                      Cllr V Gwatkin  

Chair of Committee        Cllr O Collins

Policy, Governance & Finance Committee

Cllr J Aitman                       Cllr L Ashbourne              Cllr O Collins                       Cllr H Eaglestone

Cllr V Gwatkin                   Cllr D Harvey                      Cllr M Jones                       Cllr R Smith

Chair of Committee        Cllr L Ashbourne

Personnel Sub-Committee

Cllr J Aitman                       Cllr L Ashbourne              Cllr O Collins                       Cllr V Gwatkin

Cllr M Jones                       Cllr R Smith

Chair of Sub-Committee Cllr V Gwatkin

Corn Exchange Working Party

Cllr J Aitman                       Cllr L Ashbourne              Cllr O Collins                       Cllr L Duncan

Cllr D Harvey                      Cllr J King

Chair of Working Party   Cllr O Collins

RESOLVED:

That the membership of the standing committees, sub committees and working parties and their Chairs be agreed as detailed above.  

To receive and consider the report of the Town Clerk - and reaffirm or amend the appointments to Advisory Committees and Outside Organisations as appropriate.

Members considered appointment to advisory committees and outside organisations and proposed the following positions.

                        CCTV Management Group                                           -              Cllr Owen Collins

                                Friends of the Cemeteries                                            -              Cllr Owen Collins

                                                                                                                                                Cllr Mel Jones

                                                                                                                                                Cllr Duncan Enright

                                Home Start (Champions)                                              -              Cllr Joy Aitman

                                                                                                                                                Cllr Ruth Smith

                                Lower Windrush Valley Project                                  -              Cllr Rosa Bolger

                Oxfordshire Association of Local Councils              -              Cllr Rosa Bolger

                (Executive)

                                Oxfordshire Association of Local Councils              -              Leader

                                (Larger Councils)

                                R.A.F Brize Norton – Local Consultation                  -              Cllr Rosa Bolger

                                Working Group

                                St Mary’s Church Preservation Trust                        -              Cllr Joy Aitman (as Mayor)

                                Vice President of no. 2120 (Witney)                         -              Cllr Joy Aitman (as Mayor)

                                Squadron Air Training Corps†

                                Volunteer Link-Up                                                           -              Cllr Liz Duncan

                                West Oxfordshire Community Transport                -              Cllr Joy Aitman

                                West Oxfordshire Museum Service                          -              Cllr Liz Duncan

                                West Witney Sports & Social Club                             -              Cllr Joy Aitman

                                                                                                                                                Cllr Vicky Gwatkin

                                Witney Allotment Association                                     -              Cllr Ruth Smith

                                Witney & District Twinning Association                  -              Cllr Joy Aitman (as Mayor)

                                                                                                                                                Cllr Owen Collins

                                                                                                                                                Cllr Liz Duncan

                                Witney Fair Trade Action Group                                -              Cllr Duncan Enright

                                (Champion)

                                Witney Traffic Advisory Committee                         -              Cllr Joy Aitman

                                                                                                                                                Cllr Liz Duncan

                                                                                                                                                Cllr Duncan Enright

                                                                                                                                                Cllr Jim King

                                Witney Town Band                                                          -              Cllr Ruth Smith

                                Witney Youth Council (Mentors)                                               -              Cllr Thomas Ashby

                                                                                                                                                Cllr Rosa Bolger

                                                                                                                                                Cllr Vicky Gwatkin           

† This position is by invitation from The Squadron.

NB. The Mayor, Cllr Joy Aitman serves as ex-officio on St Mary’s Preservation Trust, Witney 2120 Air Cadets and Witney & District Twinning Association during her term.

RESOLVED:

That the appointment to advisory committees and outside organisations be agreed as detailed above.

Members were advised that the World Refugee Flag had been flown from the Town Hall in 2019 to mark World Refugee Day and a further request had been made to fly it in 2020.

RESOLVED:

a)       that Witney Town Council flies the World Refugee Flag from the Town Hall on 20 June 2020

b)      that this occasion be added to the annual Council’s flag flying calendar.

To receive a verbal report from the Town Clerk updating Members on the current situation in respect of Council run facilities and services, if appropriate.

The Committee received a verbal report from the Town Clerk updating members on the current situation in respect of Council run services.

The Senior Management team were working strategically, considering restrictions for varying sites under the Council’s control, implementing the risk assessments and equipment needed to re-open them. The Operations & Estates Officer and Compliance & Environment Officer were looking at cleaning regimes, social distancing safety measure which could be implemented and working with the Public Halls team to work with hirers moving forward all of which would take time so they would be correct.

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 were no communications from the Leader. However, Cllr Ashbourne thanked officers and members for the extra-ordinary effort made in terms of capacity and support to the residents of Witney during such an unprecedented time with the Covid-19 pandemic and lockdown.

To consider the following motion proposed by Cllr Ruth Smith and seconded by Cllr Andrew Prosser

Witney Town Council notes that a consortium of councillors, residents and social enterprises in the town worked together to compose ‘Witney Reallocating Road Space Proposals’ – termed ‘Witney’s Big Green Plan’ – which was submitted to Oxfordshire County Council on 18 May. The measures were drafted in relation to travel in the town whilst public transport capacity is limited and social distancing is required due to COVID-19. They were informed by a wealth of detailed local knowledge, including from Windrush Bike Project.

We note that the main recommendations of Witney’s plan, which was tailored to the government’s proposals, match OCC’s stated priorities:

• School Streets

• 20 mph speed limits

• Reallocation of road space in favour of pedestrians and cyclists

We express commitment to Witney’s Big Green Plan throughout and beyond the pandemic by

• working with Witney’s Traffic Advisory Committee to implement the plan alongside representatives from all councils, transport providers and user groups

• setting out the contents of the plan formally in a WTC Active Travel Infrastructure Development Plan

• communicating with residents as we work together to improve safety, public health, air quality and sustainability.

The committee received and considered the following motion submitted by Cllr R Smith and seconded by Cllr A Prosser.

Witney Town Council notes that a consortium of councillors, residents and social enterprises in the town worked together to compose ‘Witney Reallocating Road Space Proposals’ – termed ‘Witney’s Big Green Plan’ – which was submitted to Oxfordshire County Council on 18 May. The measures were drafted in relation to travel in the town whilst public transport capacity is limited and social distancing is required due to COVID-19. They were informed by a wealth of detailed local knowledge, including from Windrush Bike Project.

We note that the main recommendations of Witney’s plan, which was tailored to the government’s proposals, match OCC’s stated priorities:

• School Streets

• 20 mph speed limits

• Reallocation of road space in favour of pedestrians and cyclists

We express commitment to Witney’s Big Green Plan throughout and beyond the pandemic by

• working with Witney’s Traffic Advisory Committee to implement the plan alongside representatives from all councils, transport providers and user groups

• setting out the contents of the plan formally in a WTC Active Travel Infrastructure Development Plan

• communicating with residents as we work together to improve safety, public health, air quality and sustainability.

RESOLVED:

1.       That Witney Town Council supports Oxfordshire County Council’s Big Gren Plan for Witney throughout and beyond the Covid-19 pandemic by:

a)       Working with Witney Traffic Advisory Committee to implement the plan alongside representatives from all Council’s transport providers and user groups,

b)      Setting out the contents of the plan formally in a Town Council Active Travel Infrastructure Development Plan,

c)       Communicating with residents as the Town Council works together to improve safety, public health, air quality and sustainability.

To receive correspondence from the Town Clerk – for information only.

There was no correspondence brought before the Council by the Town Clerk.

Questions to the Leader of the Council in accordance with standing order 15.

There were no questions submitted to the Leader at the meeting.

To authorise the sealing of documents arising from Council resolutions and to note the sealing of:

09 March 2020                 Seal no. 82          Inclusive Care & Education Ltd for the Langdale Hall

                                                                           10 Yr Lease (March 2018)

The Town Clerk advised that the lease with The I.C.E Centre for Langdale Hall, Witney had been signed by herself and the Mayor/Chair on behalf of the Council.The Town Clerk added that although signed and delivered by Witney Town Council, the lease transfer had not been officially completed.

RESOLVED:

that the Council notes Seal no. 82 dated 9 March 2020 for the lease with Inclusive Care & Education Ltd for Langdale Hall, this being a ten year lease from March 2018.