Agenda and minutes

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The retiring Mayor, Cllr Aitman invited nominations for the position of Town Mayor for the ensuing municipal year. Cllr Duncan was nominated and was duly elected Mayor by the Council.

 

Resolved:

 

That Cllr Liz Duncan be elected Town Mayor for the ensuing municipal year.

 

The Town Clerk advised that the Declaration of Acceptance of Office would be signed following the meeting.

 

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Cllr Duncan invited nominations for the position of Deputy Mayor for the ensuing municipal year. Cllr Collins was nominated and elected by the Council.

 

Resolved:

 

That Cllr Owen Collins be elected Deputy Town Mayor for the ensuing municipal year.

 

The Town Clerk advised that the Declaration of Acceptance of Office would be signed following the meeting.

 

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The Chair invited nominations for the position of Leader of the Town Council. Cllr Gwatkin was nominated and elected by the Council.

 

Resolved:

 

that Cllr Vicky Gwatkin be elected as the Leader of the Town Council for the ensuing municipal year.

 

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The Chair invited nominations for the Deputy Leader of the Council. Cllr Aitman was nominated and duly elected as Deputy Leader by the Council.

 

Resolved:

 

That Cllr Joy Aitman be elected as Deputy Leader of the Council for the ensuing municipal year.

 

To consider apologies and reasons for absence.

 

Committee members who are unable to attend the meeting should notify the Democratic & Legal Services Officer (democracy@witney-tc.gov.uk ) prior to the meeting, stating the reason for absence.

Apologies for absence were received from Councillors Bolger, Eaglestone, Enright and Harvey.

 

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 11 April 2022 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 11 April 2022 were received and considered.

 

Resolved:

 

That the minutes of the Council meeting held on 11 April 2022 be agreed as a correct record and 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 consider the report of the Deputy Town Clerk.

Consideration was given to the report of the Deputy Town Clerk regarding the future format for meetings of the Council,

 

It was suggested that scheduled committees should return to in person meetings with the exception of the Climate, Biodiversity & Planning Committee where the environmental meeting and full planning would be combined and held in person with other meetings being online. It was clarified that Working Party and Task & Finish Group meeting would remain online.

 

Resolved:

 

1.      That scheduled committees be held in person with the exception of the Climate, Biodiversity & Planning Committee where the environmental meeting and full planning be combined and held in person with other meetings being online; and

2.      That Working Party and Task & Finish Group meetings continue to be held online.

 

To Agree a Timetable of Meetings for 2022/23.

Members received the Calendar of Meetings for the 2022/2023 municipal year.

 

Resolved:

 

That the Calendar of Meetings for 2022/2023 be adopted.

 

No changes to the current Committee structure are proposed and no new Committees identified.

There were no new committees to be appointed.

 

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There were no changes to the current Terms of Reference for Committees.

 

To receive and consider the report of the Deputy Town Clerk, and appoint Members to the Standing Committees, Sub-Committees, Working Parties, Task & Finish Groups and Elect the Chairs for the municipal year 2022/23

Members considered the appointment of standing committees, sub committees, working parties and task & Finish groups and proposed the following:

 

Climate, Biodiversity & Planning Committee

 

Cllr J Aitman                       Cllr T Ashby                        Cllr R Bolger                       

Cllr L Duncan                      Cllr V Gwatkin                    Cllr P Hiles

Cllr A Prosser                     Cllr R Smith

 

Chair of Committee Cllr R Smith

 

Parks and Recreation Committee

 

Cllr T Ashby                        Cllr J Aitman                       Cllr L Ashbourne

Cllr D Butterfield               Cllr L Duncan                      Cllr D Enright

Cllr V Gwatkin                    Cllr A McMahon

 

Chair of Committee Cllr V Gwatkin

 

Halls, Cemeteries & Allotments Committee

 

Cllr T Ashby                        Cllr D Butterfield               Cllr O Collins

Cllr L Duncan                      Cllr D Enright                      Cllr V Gwatkin

Cllr P Hiles                           Cllr M Jones

 

Chair of Committee Cllr M Jones

 

Stronger Communities Committee

 

Cllr J Aitman                       Cllr L Ashbourne               Cllr O Collins

Cllr L Duncan                      Cllr H Eaglestone              Cllr V Gwatkin

Cllr A Prosser                     Cllr R Smith

 

Chair of Committee Cllr O Collins

 

Policy, Governance & Finance Committee

 

Cllr J Aitman                       Cllr O Collins                       Cllr L Duncan

Cllr H Eaglestone              Cllr V Gwatkin                    Cllr D Harvey

Cllr M Jones                        Cllr R Smith

 

Chair of Committee Cllr J Aitman

 

Personnel Sub-Committee

 

Cllr J Aitman                       Cllr O Collins                       Cllr L Duncan

Cllr V Gwatkin                    Cllr M Jones                        Cllr R Smith

 

Chair of Sub-Committee Cllr R Smith

 

Corn Exchange Working Party

Cllr J Aitman                       Cllr L Ashbourne               Cllr O Collins

Cllr L Duncan                      Cllr D Harvey

 

Chair of Working Party Cllr O Collins

 

Platinum Jubilee Working Party

 

Cllr. J Aitman                      Cllr D Enright                      Cllr M Jones

Cllr O Collins                       Cllr H Eaglestone              Cllr D Harvey

 

Chair of the Working Party Cllr J Aitman

 

20mph Working Party

 

Cllr J Aitman                       Cllr T Ashby                        Cllr A Coles (WODC)

Cllr L Duncan                      Cllr A Prosser                     Cllr R Smith

 

Chair of the Working Party Cllr L Duncan

 

Disciplinary & Grievance Panel

 

Cllr D Butterfield               Cllr D Enright                      Cllr A Prosser

 

Inclusivity & Diversity Task & Finish Group

 

All Committee Chairs

 

Rebranding Task & Finish Group

 

Cllr L Ashbourne              Cllr O Collins                       Cllr V Gwatkin

 

In Bloom Task & Finish Group

 

Cllr J Aitman                       Cllr L Duncan                      Cllr R Smith

 

Covid Memorial Task & Finish Group

 

Cllr J Aitman                       Cllr O Collins                       Cllr L Duncan

 

Resolved:

 

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

 

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

The Chair sought nominations for vacancies on outside organisations all for a four-year term of office.

 

Members noted that appointments to Witney Town Charity would be made once details were received regarding the appointment of non-town council representatives.

 

Resolved:

 

That the following appointments be made:

 

1.      Witney Town Hall Charity – Mrs L Semaine, Cllr L Duncan and Mrs R Crouch

2.      Witney Educational Foundation – Mr C Woodward

 

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Consideration was given to a number of Council policies.

 

It was noted that a review of Standing Orders was being undertaken and would be presented at a future meeting for consideration.

 

In respect of the National Association of Local Councils (NALC) Civility and Respect Project members agreed to the adoption of the bullying and harassment statement for councillors and staff. Confirmation was also given that a revised code of conduct for members would be presented at a future meeting.

 

The Council received and endorsed a user group service level agreement with Wild Witney for the management and maintenance of land at the Country Park.

 

Resolved:

 

1.      That, the review of Standing Orders be noted;

2.      That, the NALC Civility & Respect Projects Bullying and Harassment statement be adopted by the Council; and

3.      That the Service Level Agreement with Wild Witney in respect of land at the Country Park be ratified.

 

To consider the report of the Democratic & Legal Services Officer.

The report of the Democratic & Legal Services Officer seeking approval of policies for submission as part of the NALC Local Council Award Scheme was received and considered.

 

Resolved:

 

1.      That the Town Council resolves that it has the necessary documents, policies and procedures as set out above and publishes them online where appropriate in order to apply for an award; and

2.      That the status is reviewed annually to confirm eligibility

 

To receive details of Councillor Attendance for the 2021/2022 municipal year.

A report showing Councillor attendance at meetings in 2021/2022 was received.

 

Resolved:

 

That, the Councillor Attendance Register 2021/2022 be noted.

 

To consider the report of the Deputy Town Clerk.

Consideration was given to the report of the Deputy Town Clerk regarding the position of Town Crier.

 

Members agreed that the current Town Crier should remain in place for the municipal year as there were a number of events already arranged. However it was considered that the situation be reviewed at the end of this period.

 

Resolved:

 

1.      That the position of Town Crier and incumbent be confirmed for a further year until the new Council administration in May 2023; and

2.      That the appointment be reviewed at the end of the 2022/2023 municipal year.