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 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 J Robertshaw, R Crouch & D Edwards-Hughes.

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 17 February 2025 in accordance with Standing Order 18 including questions on the minutes as to the progress of any item.

The minutes of the Council meeting held on 17 February 2025 were received.

Resolved:

That, the minutes of the Council meeting held on 17 February 2025 be approved as a correct record of the meetings 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).

There was no representative from Thames Valley Police present.

Councillor A Mubin arrived at 7:08pm during the following agenda item.

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

West Oxfordshire District Council (WODC)

Cllr J Doughty reported on the housing situation within the district which was currently extremely stretched due in part to the lack of available properties. Private landlords continued to sell proprieties rather than these remaining as rental housing stock. Officers were working at capacity however should Members have anyone with needs they should be directed to the Welch Way Office.

Cllr D Enright and Cllr R Smith also added their concerns with Cllr Smith reassuring Members that WODC were looking at ways to fill these gaps however, there was a lack of suitable properties. Support was also being provided by way of loans to landlords to bring empty homes back into use.

Cllr D Enright provided updates which included the repurposing of the Elmfield site to provide a new business centre with flexible units and a café. He also updated Members on the developments within the Marriotts shopping area such as the new decorations and the consultation taking place with tenants regarding a new layout of the centre.

He had also been working with the Witney Chamber of Commerce to review the attraction of visitors and shoppers to Witney and welcomed the long-awaited plans for the new layout of the High Street which were due to be presented in May after the County Council Elections. In addition, a motion had been passed concerning provision of banks and banking hubs in the District.

Cllr R Smith advised that the Community Infrastructure Levy agreement was due to be signed off by WODC in June. Also, that the electoral boundary review had been postponed due to the impending devolution and reorganisation of Oxfordshire’s local government organisations.

Resolved:

That, the 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.

RAF Brize Norton Local Consultation Group

Cllr D Newcombe reported back on a recent meeting where much of the discussion was in relation to minor ground maintenance issues, such as grass cutting and hedge maintenance along with noise complaints from aircraft activity. The consultation group had been assured that measures were in place to mitigate noise. The Council understood this would be something expected from the UK’s largest operational air base.

Witney Allotment Association (WAA)

Cllr R Smith advised that the WAA had held their Annual General Meeting which she has facilitated as Chair. It was hoped that the two new sub-committees would now work toward their establishments and separation of the agreed activities.

Witney Sports & Social Club

Cllr Smith also updated on the recent Annual General Meeting and the Committee welcomed the upcoming redevelopment, the financing of which they hoped would be attainable by the Council.

Witney Town Band

Cllr O Collins had attended the recent Annual General Meeting. He reported that their finances and moral was good and that they had passed on their thanks to the Council for the support which had been provided to them over the past years.

Witney Twinning Association

Cllr Collins also advised of the plans for the celebration of the anniversary of the two twin towns which would take place on 2^nd May with an event in the Corn Exchange. All Members were welcome to attend and were reminded to respond to the invitation that had been sent by Friday 18 April.

Cllr A Bailey advised, as Chair of the Climate, Biodiversity & Planning Committee, he had attended a workshop regarding the introduction of Oxfordshire’s Local Area Energy Plans (LAEPs) which was concerned with how the County could be powered by renewable, locally generated energy in the future.–  He advised he would keep the Council updated with any future information and on developments.

Resolved:

That, the updates be noted

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 4 March & 25 March be received and any recommendations therein approved.

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

PR 142 – The Town Clerk/CEO presented a plaque received from Witney Town Football Club which was to be displayed in the Corn Exchange as a recognition of the agreed community partnership.

Resolved:

That the minutes of the Parks & Recreation Committee meeting held on 10 March 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 17 March 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 24 March be received and any recommendations therein approved.

And to receive a verbal report from the meeting held earlier.

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

Additionally, the Chair of the Committee provided a short verbal update of the decisions made at the special meeting of the Committee that had immediately proceeded this Council meeting. Full minutes would be prepared and presented at the next meeting.

Resolved:

1.     That, the minutes of the Policy, Governance & Finance Committee meeting held on 17 March be received and any recommendations therein approved and,

2.     That, the verbal update from the Special meeting held on 14 April be noted and the recommendations be approved.

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

The Council received the report of the Mayor and Mayor’s Secretary which highlighted the civic engagements of the Mayor and Deputy since the last meeting.

The Mayor advised that the two performances of “every Brilliant Thing” had been well attended and had resulted in an amount of over £1,100 being raised for the Mayor’s charities. He thanked all those that had attended as well as the generosity of the writer, the sole performer and the Corn Exchange staff.

He expressed thanks to his Deputy and Secretary for the support they had provided over this period as it was his final meeting as Mayor, he also extended those thanks to all Members.

Resolved:

That, the report be noted.

To agree the Mayor Elect for the 2025/26 Municipal Year in line with Standing Order 5.

The Chair, Cllr O Collins invited nominations for the position of Town Mayor for the ensuing municipal year.

Cllr Collins proposed his Deputy, Cllr A Bailey to serve as Town Mayor. With no further nomination’s forthcoming, a vote was taken and other than one abstention, Members were unanimous in agreement.

Therefore, Cllr A Bailey was duly voted Mayor Elect by the Council for the municipal year 2025/2026.

Resolved:

That, Cllr Andy Bailey be voted Mayor Elect/Designate for the ensuing municipal year.

Councillor G Meadow left the meeting at 7:31pm

To receive an update from Officers on Health and Safety items.

The Council received the report of the newly appointed Compliance and Environment Officer regarding Health & Safety matters.

Members welcomed the report and the regular updates that it provides.

Resolved:

That, the report be noted.

To receive an update showing the latest vandalism to Council property and reported Anti-Social Behaviour.

The Council received a list of vandalism reports since the last meeting.

Members were disappointed to see the detail recorded however, thanked the Operations Team for stepping in and dealing with incidents as soon as possible.

Resolved:

That, the report be noted

To receive the minutes of the Annual Town Meeting held on 19 March 2025.

The Council received the minutes of the Annual Town Meeting held on 19 March.

The Chair expressed his thanks to the Councillors who had attended and that it had been an enjoyable evening with no kerfuffle or major issues.

The Committee Clerk provided a verbal update of the action taken as a result of questions that arose in the meeting which had been passed to other organisations for actioning. Members thanked him for resolving these so swiftly and asked the Officers consider publication of this work to update residents.

Resolved:

1.      That, the minutes of the Annual Town Meeting held on 19 March be noted and,

2.      That, the verbal update be noted and publicised in the most appropriate way.

Councillor G Meadow returned to the meeting at 7:36pm

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

The Council received the report of the Deputy Town Clerk which provided a reminder to Members of the National Association of Local Council’s (NALC) Civility & Respect pledge which Witney Town Council signed up to in October 2022.

If was emphasised to all Councillors that the pledge covered all aspects of their engagement. .

Members were also reminded of the training opportunities that were available to them and should contact the Deputy Town Clerk to participate in any of them.

Resolved:

1.      That, the report be noted and,

2.      That, the Councils adherence to the NALC Civility & Respect pledge be noted and,

3.      That, Members review and consider any training requirements in order to fulfil their roles.

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

The Council received the report of the Deputy Town Clerk this time providing a reminder to Councillors of their obligations concerning the declarations of their interests, hospitality and data protection.

Members were reminded of the Data Protection training session scheduled for 14 June 2025, those who were unable to attend the previous session were strongly encouraged to attend the June session.

Resolved:

1.      That, the report be noted and,

2.      That, Members note their obligations regarding Register of interest, Gifts & Hospitality and Data Protection and,

3.     That, a data protection training session will be run for all Members on 14 June 2025.

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 note the achievement of the Council in attaining the Bronze Award in the National Association of Local Councils award scheme.

The Council received correspondence relating to the awarding of the National Association of Local Councils Bronze Award to the Council.

Members offered their thanks to Officers, in particular the Deputy Town Clerk, who had worked extremely hard to ensure that that Council met the required standards.

The award was evidence that the Council was well managed and governed in line with legislation.

Resolved:

That, the correspondence be noted.

To receive a confidential update from Courtside CIC on progress of The Leys Community Hub.

The Council received a confidential update from Courtside CIC regarding the progress of the Leys Community Hub.

A Member asked what arrangements were in place by Courtside to provide activities for older residents. Officers advised they would follow this up with Courtside and report back.

Resolved:

1.      That, the correspondence be noted and,

2.      That, Officers ask for details of activities for older residents from Courtside.

To receive the response the Environment Agency to the letter submitted by the Town Clerk/CEO following the resolution of the Council. Minute no. 694, Full Council 9 December 2024 refers.

The Council received correspondence from the Environment Agency which was in reply to the Council letter of 6 January regarding the Flooding & Local Plan 2041.

Resolved:

That, the correspondence be noted.

To receive the February & March newsletters from the Thames Valley Police, Police & Crime Commissioner:

February 2025

March 2025

The Council received notice of the Police & Commissioners February & March 2025 newsletters.

Resolved:

That, the correspondence be noted.

To receive correspondence of approval for Parking Restriction amendments to come into effect as of 7 April 2025.

The Council received notification of the amendments to the Parking restrictions which had come into effect on 7 April 2025.

Resolved:

That, the correspondence be noted.

To receive correspondence from West Oxfordshire District Council in respect of Net Zero updates for Salt Cross Garden Village.

The Council received an update of progress on the Salt Cross Garden Village Net Zero aims.

Resolved:

That, the correspondence be noted.

To receive the final Thames Valley Flood Scheme Newsletter from the Environment Agency.

The Council received notification from the Environment Agency regarding the closure of the Thames Valley Flood Scheme.

Resolved:

That, the correspondence be noted.

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 of the Council.

To receive details of documents sealed by the Council.

Note: Seal 95 was omitted from use.

The Town Clerk advised that the following documents were sealed by the Council.

The Chair also advised that the certificates presented to recipients of Citizen of the Year Awards had also been sealed.

Resolved:

1. That, the above sealed documents be noted and,
2. That the seal of the Council be affixed to any documents arising from decisions taken by this meeting of the Council.