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(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.

An apology for absence was received from Cllr O Collins.

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.

Councillors J Doughty, R Crouch, J Aitman, R Smith, J Robertshaw, T Ashby and D Enright  declared a Pecuniary interest in Agenda item 19 – Future of Local Government in Oxfordshire owing to them being an elected Member of either West Oxfordshire District Council or Oxfordshire County Council or both, receiving renumeration.

There were no other declarations from Members or Officers

To approve and adopt the minutes of the Annual Council Meeting held on 7 May 2025 in accordance with Standing Order 18 including questions on the minutes as to the progress of any item.

The minutes of the Annual Council meeting held on 7 May 2025 were received.

Minute 254 – Cllr T Ashby was not appointed a member of the Disciplinary & Grievance Panel; a correction was therefore requested to update the minute.

Resolved:

1.      That, a correction be made to remove Cllr Ashby from the Disciplinary & Grievance Panel

2.      That, the minutes of the Annual Council meeting held on 7 May 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.

The Committee adjourned for this item.

The Committee received representations from a resident of Corn Street concerning Agenda Item  5.

The resident was concerned about the speed and noise from motorcycles around the town,  in particular at Corn Street and Church Green. An accident had occurred recently at the junction of Holloway Road and Corn Street and the resident believed speed to be a contributing factor.

The Committee reconvened.

To receive an update from the Witney Police Team and consider the request for the Town Council to support the consultation on the application for a Public Spaces Protection Order on the A40 (verbal report from Inspector Ball/Town Clerk at the meeting)

The Council heard from Inspector C Ball who first acknowledged the issues of bikes in the town however, explained that it was difficult to bring prosecution as the noise caused was not illegal and in terms of speeding this would need to be evidenced. He explained that the police’s focus was targeted on the bigger issue of illegal e-bikes. Seizures of three bikes had recently taken place and he hoped more would follow.

Additionally, he advised that Officers had been targeting the town’s highest rated problem makers with regular intervention to disrupt their activities, this included visits to their homes to reduce the possibility of anti-social activity.

He also updated members of plans for the summer when TVP would be working in conjunction with The Station to engage with young people. He hpoed that this would be a successful venture as it was in 2024.

A presentation of the Pony & Trap racing on the A40 dual carriageway was provided to the Council which includes videos and images of the activity. TVP had considered the options available to them to discourage the use and were in the process of considering an  application for a Public Spaces Protection Order (PSPO) which would prohibit the use of the A40 for racing.

The Council welcomed this approach and agreed unanimously, with the exemption of one abstention, to support a PSPO.

Members raised questions regarding issues of drug dealing, illegal use of e-scooters and harassment of residents of the Witney Hotel. In response Insp Ball advised that a number of arrests had taken place in relation to drug offences as well as engagement with users of e-scooters. He was not aware of the incident at the hotel and would further look into this following the meeting.

Resolved:

1.      That, the verbal update be noted and,

2.      That, the Council supports the PSPO when the formal consultation commences.

Inspector Ball and the member of the public left the meeting at 7:34pm

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

West Oxfordshire District Council (WODC)

Cllr D Enright provided updates on the launch of a grant scheme for small businesses as well as grants for the improvement of shop fronts. He also updated Members on the success of cross-party Business and Trade Select Committee visit on June 17 which was aimed at gathering evidence for an inquiry into revitalising town centres.

A Member noted that the visit by the select committee had not been widely advertised, particularly to members of the Witney Chamber of Commerce, Cllr Enright responded that wider notification would have been an increased security risk.

Cllr R Crouch advised that WODC had received a Council of Sanctuary award and made the suggestion that this may be something that the Town Council itself consider looking into.

She also provided an update on the Community activity grants which had a £22,000 budget and was open to aid small organisations with grants of between £500-1,000.

Cllr T Ashby advised that consultation would soon commence on the vision and policy direction of the new Local Plan, with opportunities to give feedback on specific development sites later in 2025.

Oxfordshire County Council (OCC)

Cllr T Ashby shared a comprehensive update on a variety of subjects. He began with confirmation  that the Councillor Priority Fund had returned, with £10,000 allocated to each councillor to support local groups and initiatives during their May 2025 and May 2027 term.

A programme of gully cleaning had commenced with work already carried out in Witney South, ongoing in Witney East, and then due to move on to Witney North in August  & West early in 2026. Additionally In terms of highways resurfacing and patching work had been completed or scheduled on key roads including Downs Road, Corn Street, and Hailey Road, and a new zebra crossing was planned near Sainsbury’s on Station Lane.

Meanwhile, the long-awaited redevelopment of Witney High Street had been delayed, with construction now expected to begin in January 2026 and ANPR cameras to be installed later in 2025.

He expressed his concerns around delays to infrastructure projects, particularly the Madley Park, Windrush Place & Deer Park paths and road crossings, which had been postponed again, with consultations expected in late 2025 or early 2026.

The temporary Witney Library at the fire station continued to operate successfully, with positive feedback and welcomed the new community hire space.

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.

Witney Fairtrade Action Group

Cllr R Smith noted that comments had been raised regarding the extent of Fairtrade items available in the Corn Exchange Café. She explained that she had spoken with the Café manager to understand the supply issues and the wish to remain using local suppliers also in line with the Council’s procurement policy

Witney Town Charity

Cllr R Crouch confirmed that the Almshouses under its remit had all be checked and no issues had arisen.

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 meeting held on 22 April 2025 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 Planning & Development Committee meeting held on 13 May & 3 June 2025 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 Climate & Biodiversity Committee meeting held on 20 May 2025 be received and any recommendations therein approved.

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

PR265 – In response to a Member’s question, it was advised no further update was available on the issues encountered around Basketball.

Resolved:

That the minutes of the Parks & Recreation Committee meeting held on 12 May 2025 be received and any recommendations therein approved.

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

H284 – The Deputy Town Clerk advised no action had yet been taken in respect of engaging with Thames Water.

Resolved:

That the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 19 May 2025 be received and any recommendations therein approved.

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

SC310 – In response to a Member’s question, the Chair of the Committee confirmed that it was still his intention to attend the Witney Forum meeting on 24 June.

Resolved:

That, the minutes of the Stronger Communities Committee meeting held on 2 June 2025 be received and any recommendations therein approved.

The Chair of the Committee presented the minutes of the Committee’s meeting of 9 June to Council and moved their acceptance.

They also provided a verbal update of the Special meeting held earlier that evening summarising the recommendations made to approve Committee terms of reference, objectives for the year and the award of a £1,080 grant to Apollos Clothing.

The Committee also approved the Annual Governance & Accountability Return which would be discussed later in the meeting and to further advance the work to desilting the River Windrush at Bridge Street.

Resolved:

1.      That, the minutes of the Policy Governance & Finance Committee meeting held on 9 June be received and any recommendations therein approved.

2.     That, the recommendations of the Special Policy, Governance & Finance Committee meeting held on 23 June, provided verbally, be noted and approved.

3.       

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

The Council received and considered the report of the Deputy Town Clerk which re-presented revised Standing Orders for the Council.

The revised document had stood adjourned following its agreement at the Annual Council Meeting on 7 May 2025 (Minute no:256 refers) to allow sufficient time for Members to review and reflect on the revisions.

With no amendments being requested their acceptance was proposed with all Members in agreement.

Resolved:

1.      That, the report be noted and,

2.      That, the Standing Orders as presented be adopted by Witney Town Council.

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

The Council received and considered the report of the Deputy Town Clerk which provided the agreed Terms of Reference for each of the Council’s Committees.

Additionally, a verbal update was provided which updated Members on the recommendation of the Policy, Governance & Finance Committees Terms of Reference which had been agreed earlier that evening.

Members thanked Officers for their diligence in the preparation of the Terms of Reference reports which has been presented to each Committee and provided clarity in each case.

It was proposed by Cllr D Enright, seconded by Cllr R Crouch that the Terms of Reference be adopted with Members unanimous in agreement.

Resolved:

1.      That, the report be noted and,

2.      That, the Committee terms of reference for the 2025-26 municipal year as presented be approved.

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

The Council received and considered the report of the Deputy Town Clerk which was last reviewed in 2019 however, a more regular review would now be put in place.

Members welcomed the confirmation of the extent of the responsibilities of the Council, Committees, Officers and those in a role of responsibility.

Acceptance, as presented was proposed by Cllr J Aitman, seconded by Cllr G Meadows with all members in favour.

Resolved:

1.      That, the report be noted and,

2.      That, the Scheme of Delegation as presented be adopted by Witney Town Council

In line with The Accounts & Audit (England) Regulations 2015 - To receive and consider the Annual Governance & Accountability Return for 2024/25 – and formally agree and adopt.

The Council received a verbal update from the Responsible Financial Officer (RFO) in respect of the Annual Governance and Accountability Return (AGAR) for 2024/25 under its obligations to the Accounts & Audit (England) Regulations 2015.

The Policy, Governance and Finance Committee had scrutinised the documents and recommended approval and adoption at the meeting held earlier that evening.

The general public would have the right to inspection the documents which would be published following being signed by the Mayor, RFO and Town Clerk. These would be advertised via the Council’s noticeboard and online.

Members were unanimous in agreement.

Resolved:

1.      That, the verbal report be noted and,

2.      That, the Annual Governance Statement at Section 1 be approved and adopted by the Council with questions 1 to 8 answered “yes” and question 9 “not applicable“ and, 

3.      That, the Statement of Accounts at Section 2 of the Annual Return for the year ended 31 March 2025 be approved and adopted and,

4.      That, the Notice of Public Rights and Publication for 2024/24 be approved and published.

During the following item Cllr R Crouch left the meeting at 8:03pm.

To receive and consider the joint report of the Project Officer and Responsible Finance Officer.

The Council received and considered the report of the Responsible Financial Officer (RFO) which provided a comprehensive summary of the proposal for the Council to make an application to the Public Works Loan Board (PWLB). The loan would facilitate the refurbishment of the West Witney Sports & Social Club and establish a new Works Depot.

Members were advised the necessary public consultation had been conducted earlier in the summer and the response overwhelmingly indicated support for the projects and for applying for a loan to complete the projects.

He confirmed that his report reflected the current and interest rate terms of the PWLB however, since the initial precept budget setting in December 2024, interest rates had changed to a more favourable rate and therefore the proposed costs of the loan were lower than originally projected. The RFO also provided a mid-term financial forecast which was welcomed by Members and advised a five year plan would be coming to the next meeting.

The RFO responded to the questions of Members explaining that only a single application was needed as both projects were on the same site and therefore tied in together; also that if the full amount applied for was not required then the loan conditions allowed for this to remain undrawn, and interest would only fall due on the amount advanced. Finally, the interest rate to apply would be that applicable at the time of the initial drawdown of funds.

Members moved on to the consideration of which of the two options of repayment should be selected and, following a vote with 14 Members in favour and 1 against, the Equal Instalments of Principal method was chosen although it was acknowledged that inflation would have an effect however, the use of a fixed rate would prove prudent.

Resolved:

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

2.      That, an application for a loan of £1,250,000 be made and,

3.      That, a preference of an Equal Instalments of Principal (EIP) loan be arranged and,

4.     That, Witney Town Council approves Officers to seek the approval from the Secretary of State for Housing, Communities and Local Government to apply for a PWLB loan of up to £1,250,000 over the borrowing term of 40 years for the delivery of the West Witney Project. The annual loan repayments will come to around £107,000 (EIP loan year one). It is not intended to increase the council tax precept for the purpose of the loan repayments as these have already been provided for in the Council’s budget.

That, the mid-term financial forecast be noted,

To consider membership of this Working Party, recommended by the Climate & Biodiversity Committee under minute no: CB296 of the meeting held on 20 May 2025.

The WP is formed to help expediate the creation of a Climate Change Strategy and Action Plan and direct Council resources to achieve the Council’s carbon neutrality aims. Membership need not be more than five Councillors.

The Council received the resolution of the Climate & Biodiversity Committee made on 20 May 2025 (Minute CB296 refers) and considered appointments to a Climate Action Working Party.

The appointment of Cllr S Simpson, Cllr D Edwards-Hughes, Cllr D Enright, Cllr J Aitman and Cllr J Robertshaw were proposed, seconded, and agreed unanimously:

Resolved:

That the membership of the Climate Action Working Party be agreed as detailed above.

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.

Both the Mayor and his deputy confirmed that they were enjoying the commencement of their terms in the post and the Mayor thanked his Deputy for her assistance, it had been a very busy start to the year.

Resolved:

That, the report be noted.

To receive the report of the Compliance & Environmental Officer.

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

Members welcomed the report. In response to a Member’s question, it was confirmed that the surface of renovated Splashpark was installed as per the specification of the professional supplier.

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.

A Member noted the incorrect spelling of “Semitic”

Resolved:

That, the report be noted

Cllr D Edwards-Hughes left the meeting briefly between 8:35pm and 8:37pm

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

The Council received the report of the Deputy Town Clerk which outlined complaints, comments and compliments received since the last report in November 2024.

Members heard from the Deputy Town Clerk who provided some additional specific details of the complaint received relating to the acceptance of support dogs into the Corn Exchange and were satisfied with the way in which Officers had dealt with the issue raised. 

A concern was raised regarding a Councillor’s role as administrator of a social media page that some residents felt presented a biased view and reflected poorly on the Council, particularly in light of the Committees the Councillor served on. The Councillor responded, stating that a recent review by the Monitoring Officer confirmed they had not breached any agreed standards.

Members were very pleased to see the positive number of compliments and thanked Officers and Town Council staff for their continued efforts.

Resolved:

1.      That, the report be noted.

To receive information regarding the options proposed by Local Authorities regarding the future of Local Government in Oxfordshire and consider whether the town council should submit any queries, or support during the current consultation periods. Members may like to consider delegating this matter to a small group of Councillors.

Option 1

Two new unitary councils with the working titles of Oxford and Shires Council and Ridgeway Council. This proposal is being developed by West Oxon & Cherwell District Councils.

·        Oxford and Shires Council would comprise all of the existing district areas of Cherwell, Oxford City and West Oxfordshire.

·        Ridgeway Council would be made up of the whole of West Berkshire Council’s area and all of the existing district areas of South Oxfordshire and the Vale of White Horse.

https://news.westoxon.gov.uk/news/your-views-will-help-shape-proposals-for-a-new-local-council-for-our-area

Option 2

A single unitary council covering the current county council boundary. This proposal is being developed by Oxfordshire County Council.

https://news.oxfordshire.gov.uk/local-government-reorganisation/

Option 3

Three unitary councils. One covering Oxford City but with expanded boundaries from the current city council. A second including the current districts on Vale of White Horse and South Oxfordshire along with West Berkshire. A third including the current districts of West Oxfordshire and Cherwell. This proposal is being developed by Oxford City Council.

https://www.oxford.gov.uk/news/article/1696/greater-oxford-one-council-local-decisions-a-better-place-to-live

The Council received notification of the proposals of Oxfordshire County Council (OCC), West Oxfordshire District Council (WODC) and Oxford City Council in respect of the plans for the future of Local Government in Oxfordshire.

Members agreed that at this stage, in order to ensure impartiality due to the number of Members whom sat on additional tiers of local government, the most appropriate approach would be for Officers to engage with the three authorities by way of letter and ask for them to specifically explain the effects on Witney of their proposals; they should also outline what Witney Town Council would expect to see by way of financial payments or service agreements from the devolution process.

It was additionally agreed that a standing item be added to meetings of the Council for Officers to report back to Members as the proposals progress.

Resolved:

1.      That, the notifications from OCC, WODC and Oxford City Council regarding the future of Local Government in Oxfordshire be noted and,

2.      That, the Town Clerk/CEO write to WODC, OCC and Oxford City Council requesting further details on their proposals and,

3.      That, a standing agenda item be added to meetings of the Council.

To receive notice of and consider a response to a consultation by Oxfordshire County Council on a part night-time lighting framework.

The Council received notification of a consultation on the part-night time lighting framework from Oxfordshire County Council.

Following a Member’s question, the Deputy Town Clerk confirmed that the consultation only related to the proposed framework and unless the Council made an application to request lighting to be amended, then no further changes would be implemented.

As the Council had previously resolved to write to Oxfordshire County Council requesting that no further consideration be given to turning the lights off in Witney (Full Council 17 Feb 2025 Minute 114 refers)  it was agreed that a response be submitted to confirm acceptance of the framework in order to reinforce their agreement that Parishes would have to apply to amend the lighting within their area.

However, Members were encouraged to complete an individual response should they be minded.

Resolved:

1.      That, the correspondence be noted and,

2.      That, a response be submitted supporting the introduction of the proposed framework.

Resolved

That, Standing Order 5(w) be suspended in order to allow the meeting to continue as it had now lasted for two hours.

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.

The Leader offered their congratulations to the Town Clerk/CEO on her achievement of  becoming an associate of the Chartered Institute of Personnel and Development (CIPD).

Resolved:

That, the Leader’s communication be noted.

To receive notice of the results and conclusion of the Government’s consultation on remote and hybrid meetings. See link below for details:

https://www.gov.uk/government/consultations/enabling-remote-attendance-and-proxy-voting-at-local-authority-meetings/outcome/remote-attendance-and-proxy-voting-in-local-authorities-consultation-results-and-government-response#conclusion-and-next-steps

The Council received notice of this government response following a consultation to town and parish Council’s earlier in the year.

Members welcomed the summary and conclusion which indicated the Government would legislate for remote meetings in the future.

Resolved:

That, the correspondence be noted.

To receive the results and analysis of an online survey conducted in and around Witney by the Witney Chamber of Commerce in conjunction with Witney Town Council earlier this year.

This item will be considered fully at the scheduled meeting of the Stronger Communities Committee on 14 July but Members may raise any points for consideration at this juncture.

The Council received the results report provided by Witney Chamber of Commerce (WCoC) following the collaboration with the Council who facilitated the issuing of the survey.

Members welcomed the report and highlighted the insights that the Chamber’s work provided. They emphasised the importance of a collaborative approach and were eager to engage further as the implementation work of the WCoC proceeded.

Members noted the points relating to young people in the survey and asked that the results and comments received from young people to the Council’s own recent resident survey be shared with the Chamber of Commerce.

The Deputy Town Clerk advised Members that the Survey results would be further considered in detail at the next meeting of the Stronger Communities Committee on 14th July.

Resolved:

1.      That, the survey results be noted and,

2.      That, Officers write to thank the Chair of the WCoC and provide the details of the responses from young people to the Council’s residents’ survey.

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

April 2025

May 2025

The Council received the most recent Thames Valley Police & Crime Commissioner newsletters.

Resolved:

That, the PCC newsletters be noted.

To receive additional correspondence from the Police & Crime Commissioner with a request for completion of the Neighbouring Policing Engagement Survey.

The Council received the additional correspondence from the PCC relating to an engagement survey which Members were encouraged to complete individually.

Resolved:

That, the PCC correspondence be noted.

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

A Member raised a request that all Councillors be provided with details of upcoming flag raising events to which the Leader deferred to the Officers to respond. The Deputy Town Clerk confirmed that Officers would review the request however, flag raising was not a civic event and that the Council need to be conscious of any disturbance a large number of people may have on the distraction of motorists at the busy intersection outside the Town Hall.

A Member highlighted to the Leader his pleasure that West Oxfordshire District Council had been voted the second-best place to open a business  in a recent survey.

A Member raised a question regarding replacement of vandalised bins on council-owned land. The Leader asked if officers could explore this issue further.

To receive details of documents sealed by the Council.

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

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.