Agenda and minutes

To receive nominations for the position of Mayor for the civic year 2023-24 and to elect the Chair/Mayor of the Town Council.

[Cllr O Collins was elected as Mayor-Elect at the Council Meeting held on 17 April 2023, minute no. refers]

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

Resolved:

1.      That, Cllr Owen Collins be elected Chair of Witney Town Council/Town Mayor for the ensuing municipal year.

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

To receive nominations for the position of Deputy Chair/Mayor for the civic year 2023-24 and to elect the Deputy Chair/Mayor.

The new Chair invited nominations for the position of Deputy Town Mayor for the ensuing municipal year. Cllr G Meadows was nominated and duly elected Deputy Mayor by the Council.

Resolved:

1.      That, Cllr Georgia Meadows be elected Deputy Town Mayor for the ensuing municipal year.

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

To receive nominations for the position of Leader of Witney Town Council for the Council term and to elect the Leader.

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

Resolved:

1.      That, Cllr Ruth Smith be elected as the Leader of the Town Council for the ensuing municipal year.

To receive nominations for the position of Deputy Leader of Witney Town Council for the Council term and to elect the Deputy Leader.

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

Resolved:

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

To note and confirm the Rev’d Toby Wright as Mayor’s Chaplain for the Council term.

Resolved:

That, Rev’d Toby Wright be designated as Mayor’s Chaplain (and effectively Chaplain to the Town Council) for the term of this Council.

To consider apologies and reasons for absence.

Councillors 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.

Apologies for absence were received from Councillors L Cherry 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 declarations of interest from members or officers.

To approve and adopt the minutes of the Council Meeting held on 17 April 2023 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 April 2023 were received and considered.

Resolved:

1.      That the minutes of the Council meeting held on 17 April 2023 be agreed as a correct record and signed by the Chair.

To formally adopt the timetable of Council Committee meetings for the 2023/24 municipal year.

The Council received the proposed calendar of meetings for the ensuing municipal year.

Resolved:

1.      That, the calendar of Council meetings for 2023-24 be adopted.

To consider whether to create any new Council Committees.

There were no new committees to be appointed.

To consider whether any Committee terms of reference should be reviewed. If not, terms of reference will be included on the agenda of the first meeting of the Committee.

There were no changes to the current Terms of Reference for Committees. Members were advised each committee would also have the opportunity to review their remits at the first meetings.

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 2023/24.

Members received the report of the Deputy Town Clerk and considered the appointment of standing committees, sub committees, working parties and task & Finish groups.

The following appointments were proposed, seconded, and agreed unanimously:

Climate, Biodiversity & Planning Committee

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman      

Cllr A Bailey                                                     Cllr G Meadows                               Cllr J Robertshaw

Cllr S Simpson                                                 Cllr D Temple

Chair of Committee: Cllr A Bailey

Parks and Recreation Committee

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman

Cllr T Ashby                                                      Cllr R Crouch                                    Cllr D Edwards-Hughes

Cllr D Newcombe                                           Cllr S Simpson

Chair of Committee: Cllr D Newcombe

Halls, Cemeteries & Allotments Committee

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman

Cllr R Crouch                                                   Cllr D Edwards-Hughes                   Cllr D Enright

Cllr D Newcombe                                           Cllr J Treloar

Chair of Committee: Cllr R Crouch

Stronger Communities Committee

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman

Cllr T Ashby                                                      Cllr A Bailey                                      Cllr L Cherry

Cllr J Doughty                                                  Cllr G Meadows

Chair of Committee: Cllr L Cherry

Policy, Governance & Finance Committee

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman

Cllr A Bailey                                                     Cllr L Cherry                                      Cllr R Crouch

Cllr J Doughty                                                  Cllr D Newcombe

Chair of Committee: Cllr J Aitman

Personnel Sub-Committee

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman

Cllr A Bailey                                                     Cllr L Cherry                                      Cllr R Crouch

Cllr D Newcombe                                           Cllr J Doughty

Chair of Sub-Committee: Cllr R Smith

Disciplinary & Grievance Panel

Cllr G Doughty                                                Cllr D Enright                                    Cllr G Meadows

Inclusivity & Diversity Task & Finish Group

All Committee Chairs

Resolved:

1.      That the report be noted and,

2.      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 and appoint Members Advisory Committees & External Bodies/Outside Organisations and Elect the Chairs for the municipal year 2023/24.

The Council received and considered the report of the Deputy Town Clerk concerning nominations for advisory committees and external bodies/Outside Organisations.

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

Witney Traffic Advisory Committee                                                       Cllr J Aitman

                                                                                                                        Cllr T Ashby

                                                                                                                        Cllr S Simpson

                                                                                                                        Cllr R Smith

Oxfordshire Association of Local Councils                                            Cllr R Smith (Leader)

(Larger Councils)

West Witney Sports & Social Club                                                          Cllr D Newcombe

                                                                                                                        Cllr R Smith

Witney Town Band                                                                                     Cllr O Collins

Witney District & Twinning Association                                                Cllr O Collins (Mayor)

                                                                                                                        Cllr R Crouch

                                                                                                                        Cllr J Doughty

West Oxfordshire Museum Centre                                                         Cllr O Collins

St Mary’s Church Preservation Trust                                                     Cllr O Collins (Mayor)

Volunteer Link Up                                                                                       Cllr J Aitman

RAF Brize Norton                                                                                        Cllr D Newcombe

Local Consultation Working Group

Witney Allotment Association                                                                 Cllr R Crouch

Witney Youth Council Mentors                                                               Cllr G Meadows

                                                                                                                        Cllr S Simpson

                                                                                                                        Cllr J Treloar

Friends of the Cemeteries                                                                        Cllr J Doughty

                                                                                                                        Cllr D Enright

Home Start Champions                                                                              Cllr J Aitman

                                                                                                                        Cllr L Cherry

                                                                                                                        Cllr S Simpson

Lower Windrush Valley Project                                                               Cllr R Smith

West Oxfordshire Community Transport                                              Cllr S Simpson

Witney Fair Trade Action Group Champion                                         Cllr R Crouch

Nominees Serving as Trustees

The following were proposed as town council nominees to serve on outside bodies for four-year terms of office.

Witney Town Hall Charity                                                                         Cllr O Collins

                                                                                                                        Cllr S Simpson

Witney Town Charity                                                                                 Cllr G Meadows

Witney Educational Foundation                                                              Cllr L Cherry

(On expiration of Cllr J Aitman’s term in July 2023)

Madley Park Hall Trust                                                                              Cllr J Aitman

The Town Clerk/C.E.O. also tabled correspondence from the Oxfordshire Association of Local Council’s regarding the potential to nominate a member to its Executive Committee for West Oxfordshire District. Members agreed Cllr R Crouch should be nominated for this position.

Resolved:

1.      That the report be noted and,

2.      That the appointments to advisory committees & external bodies/outside nominations be agreed as detailed above.

To note Standing Orders and Financial Regulations of the Council were reviewed earlier this year and review any further policies if appropriate.

a)      Standing Orders (reviewed and adopted February 2023)

b)     Financial Regulations (reviewed and adopted March 2023)

The Council noted the Standing Orders and Financial Regulations of the Town Council had been reviewed and formally adopted since January 2023.

No current delegations are to be carried over other than those set in Standing Orders and Financial Regulations. A review of the Scheme of Delegation to Committees will take place during the municipal year.

The Council was advised there were no delegations in place other than those in Standing Orders and Financial Regulations. The Scheme of Delegation would be reviewed and updated by Officers during the municipal year.

Resolved:

That, the update on delegation be noted.

To reaffirm that the Town Council meets the eligibility criteria for the General Power of Competence, as set out in section 8 of the Localism Act 2011 and to formally adopt the Power.

The Council received and considered the report of the Deputy Town Clerk concerning the criteria required for the Council to invoke the General Power of Competence.

Resolved:

1.      That, the report be noted and,

2.      That, Witney Town Council meets the criteria for eligibility, and therefore invokes the General Power of Competence.

To formally adopt the member’s Code of Conduct for the new Council term.

The Council received the Witney Town Council Code of Conduct.

Each member had to sign the code as part of their acceptance to office; adoption by the Council per resolution would reinforce the importance of the standards.

Resolved:

That, the Code of Conduct as presented be adopted by this Council administration and Councillors.

To receive the joint report of the Town Clerk/C.E.O and Responsible Financial Officer.

The Council received and considered the joint report of the Town Clerk/C.E.O & Responsible Financial Officer (RFO) regarding the bank mandate of the Council following ordinary elections.

In line with financial regulations, the Council was required to appoint Councillor signatories for all payments over £5,000. The same principle applied to transactions relating to surplus funds held in the CCLA Public Sector Deposit Fund and the Local Authorities Property Fund.

For business continuity purposes the Council also agreed two Councillors should be jointly appointed to deal with banking matters in the absence of the Town Clerk, Deputy Town Clerk, and RFO.

Resolved:

1.      That, the report be noted and,

2.      That, Members of the Policy, Governance & Finance Committee elected at this meeting, namely; Cllrs R Smith, O Collins, J Aitman, A Bailey, L Cherry, R Crouch, J Doughty and D Newcombe be appointed as cheque signatories for all payments over £5,000 until the Annual Meeting of the Council in May 2027 and,

3.      That, the same above Members be appointed as signatories on funds held in the CCLA Public Sector Deposit Fund and Local Authorities Property Fund and,

4.      That, Councillors R Smith and J Doughty be given joint authority to deal with matters relating to the bank in the absence of the Town Clerk, Deputy Town Clerk and RFO.

To receive the annual Councillor attendance register for the 2022/2023 municipal year.

The Council received an annual attendance register for Members of the Council for the 2022-23 municipal year.

Resolved:

1.      That, the annual attendance register for 2022-23 be noted.

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

The Council received and considered the report of the Deputy Town Clerk concerning the position of Town Crier for Witney under the auspices of the Town Council.

Members were grateful for and recognised the valuable community and business contributions provided by the current incumbent, Mrs J Postlethwaite Dixon, and agreed she should continue in the role for a further four years. It was suggested the Council could advertise for a Deputy role.

Resolved:

1.      That, the report be noted and,

2.      That, Mrs J Postlethwaite-Dixon is re-affirmed as Witney Town Crier for the term of this Council and;

3.      That, the role of Deputy Town Crier be advertised through appropriate channels.