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 Councillors at a meeting of a Committee if ordinary Councillors of the Committee have confirmed to the Proper Officer before the meeting that they are unable to attend.

Apologies for absence were received from Councillors P Hiles, D Thomas and D Butterfield.

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 from members or officers.

To approve and adopt the minutes of the Council Meeting held on 13 February 2023 in accordance with Standing Order 18 including questions on the minutes as to the progress of any item.

The minutes of the meeting held 13 February 2023 were received.

A member requested clarification regarding the agreement of the Witney Music Festival partnership agreement, the member was not present and therefore unaware of it was approved by the Council at the meeting of 13 February 2023. Minute item 93 relates.

Councillor J Aitman requested that all councillors consider supporting the events being arranged by the council to celebrate the Coronation of King Charles. Minute Item 101 relates.

Councillor D Harvey advised that the water can misspelling was “Cementery” and not “Cemetary” as noted in minute item 104.

Resolved:

That, the minutes of the meeting held 13 February 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.

There was no public participation.

To receive an update from the Witney Police Team (if appropriate).

Apologies were received from Inspector Ball that unfortunately a representative of the Witney Police Team was unable to attend the meeting. No written or verbal report was provided.

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

Oxfordshire County Council

Councillor Enright provided an update advising the a decision regarding the Shores Green developments has been deferred to May due to the supply of information from South Leigh Parish Council.

West Oxfordshire District Council

Councillor Enright provided an update advising that WODC are close to securing a new tenant for the empty unit, previous occupied by Debenhams. He also expressed his delight with the umbrella decorations that have added to the look for the shopping area.

Councillor Smith updated that the Audit Committee will analyse the results of the voting due to take place on 4 May 2023 in order to gather demographic information to assist with decision making. A lot of work has gone into ensuring voters are aware of the new requirements to provide Identification in order to vote.

Councillor Prosser advised members that the next stage of the local plan was due for decision next week and that there has been good engagement with the consultation. The next stage s are to call for sites for use as Green Space, renewable energy and housing.

Councillor Aitman asked members to provide any comments or feedback they have in respect of the Buckinghamshire, Oxfordshire & Berkshire West Integrated Care Partnership.

Resolved:

That, the verbal updates from Councillors 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 reports from Councillors.

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

Resolved:

That, the minutes of the Climate, Biodiversity & Planning Committee meetings held on 14 February, 7 March and 28 March 2023 be received, and any recommendations therein approved.

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

Resolved:

That, the minutes of the Parks & Recreation Committee meeting held on 6 March 2023 be received, and any recommendations therein approved.

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

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 13 March 2023 be received, and any recommendations therein approved.

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

Resolved:

That, the minutes of the Stronger Communities Committee meeting held on 20 March 2023 be received, and any recommendations therein approved.

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

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 27 March 2023 be received, and any recommendations therein approved.

To receive the minutes of the Annual Town Meeting held on 15 March 2023.

The Mayor presented the above minutes to Council and moved their acceptance.

Resolved:

That, the minutes of the Annual Town meeting held on 15 March 2023 be received and be adopted as a true record.

To adopt amended Financial Regulations as recommended by the Policy, Governance & Finance Committee at its meeting held on 27 March 2023 (minute no. F158 refers).

The Council received the amended Financial Regulations as recommended by the Policy, Governance and Finance Committee. Minute number F158 Relates.

The adoption of the Financial Regulations  was proposed by Councillor Ashbourne and seconded by Councillor Harvey.

Members voted. The proposal was carried unanimously.

Resolved:

That, the amended Financial Regulations be adopted.

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

The council received the report of the Deputy Town Clerk in respect of the dissolution of the councils working parties along with smaller task and finish groups once their objective is achieved.

Resolved:

1.       That, the report be noted and,

2.       That, the council’s Corn Exchange, 20mph and Platinum Jubilee Working parties are dissolved.

3.       That, the smaller task and finish groups are dissolved on the completion of their objective.

To receive the report of the Mayor & Mayor’s Secretary.

The Council received the report of the Mayor & Mayor’s Secretary.

The Mayor thanked those councillors that attended the Civic Reception to celebrate the Citizen of the Year Awards which was the highlight of her term as Mayor

Resolved:

That, the report be noted.

Subject to Local Elections – to agree the Mayor Elect for the Municipal Year 2023/24.

The Council considered the election of a Mayor Elect. Members discussed at some length and merits of the election.

An agreement to elect a Mayor elect was proposed by Councillor Jones and seconded by Councillor Prosser.

Members voted. The proposal was carried, with voting as follows:

In Favour 9

Against 3

Abstentions 1

Further discussion ensured regarding the importance of ensuring that any candidates are hard working and aware of the importance of a good social media presence. Upon completion 

Councillor O Collins was proposed to be Mayor Elect by Councillor Jones and seconded by Councillor Gwakin.

Members voted. The proposal was carried, with voting as follows:

In Favour 9

Against 3

Abstentions 1

Resolved:

1.       That, a Mayor elect is agreed.

2.       That, Councillor O Collins be Mayor Elect subject to a successful re-election to the Town Council on 4 May 2023.

To receive the repoert of the Deputy Town Clerk.

The council received the report and verbal update of the Deputy Town Clerk regarding the proposed speed watch scheme.

Members discussed the council providing support to establish the scheme which would include some administration, members were in favour providing it was made clear that responsibility lay with the Traffic Advisory Committee (TAC).

Resolved

1.       That, the report and verbal update be noted and,

2.       That, administration support is provided by council staff to TAC.

To receive an update on health and safety items (if applicable) and a spreadsheet showing the latest vandalism to Council property.

The Council received the report and verbal update from the Deputy Town Clerk.

Members discussed the issues experienced relating to access from Ducklington Village to the Country Park either via the privately owned access road at the Allotment end or via the Scottish & Southern Electric owned access road. The Deputy Town Clerk confirmed to members that Ducklington Parish Council had previously been contacted in order to advise their residents of the access restrictions.

Members requested that Witney schools are contacted to advise of anti-social behaviour in Tower Hill Cemetery and also the other areas of the town and to encourage their students to be more socially responsible.

Regarding Health & Safety events, members heard that the council had completed the Fire Extinguisher assessment. A swing had been identified as unsafe in a recent inspection, this was replaced.

Resolved:

1.       That, the report and verbal update be noted and,

2.       That, a letter is issued to Witney Schools regarding anti-social behaviour.

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 nothing to report in respect of Communications from the Leader.

To receive correspondence from Oxfordshire County Council concerning the transfer of on-street enforcement in West Oxfordshire (as previously individually circulated).

The Council received correspondence from Oxfordshire County Council regarding the transfer of on-street parking enforcement that took effort on 1 April 2023.

Resolved

That, the correspondence be noted.

To receive correspondence forwarded on from Robert Courts MP in response to a further letter on this subject, sent by the Council regarding a new parliamentary early day motion (minute no. 92, Full Council 13 February 2023 refers).

The Council received correspondence from the office of Robert Courts MP in response to his letter to Paul Scully MP concerning the Government response to the Committee on Standards in Public Life.

Members were disappointed to see the errors in the letter in respect to the Town Clerk’s name and position.

Resolved

That, the correspondence be noted.

To receive open correspondence from the new Chief Constable of Thames Valley Police.

The Council received correspondence from Thames Valley Police advising of the appointment of Jason Hogg as the new Chief Constable.

Members asked that a letter of congratulations is sent to him along with an invitation to attend a meeting of the full council. All members were in favour.

Resolved

1.       That, the correspondence be noted.

2.       That, a letter of congratulations is sent along with an invite to attend a meeting.

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

There were no questions for the Leader.

To receive details of documents sealed by the Council (If applicable).

There were no documents sealed.

Councillor Harvey reflected on his 25 years as a Councillor following his decision not to stand in the upcoming elections. He thanked the support of officers and staff during this time.

The Mayor thanked Councillor Harvey and also Councillor Eaglestone, who had served of a 16 year term, along with all other councillors not standing in the elections. She also thanked all staff who guided the council through the COVID period to ensure the continued services for the town.

Councillor Gwatkin also received thanks for her support, leadership and dealing with official correspondence on behalf of the council.