Agenda and draft minutes

Prior to the commencement of the official business the out

going Mayor Cllr O Collins thanked all that had provided support to him during the two years he had held the position and provided a summary of activities he had participated in.

 

Following this the Reverend Dr Hester Jones blessed the Town Council for the year ahead.

 

To receive nominations for the position of Chair/Mayor for the civic year 2025/26 and to elect the Chair/Mayor.

 

Following the appointment of Cllr A Bailey as Mayor-Elect at the meeting of the Council on 14 April 2025, the Chair invited any further nominations for the position of Town Mayor for the ensuing municipal year and none were forthcoming.

 

All members were in agreement. Cllr A Bailey was therefore nominated and duly elected Chair/Mayor by the Council.

 

Resolved:

 

1.      That, Cllr Andy Bailey be elected Town Mayor/Chair of Witney Town Council for the ensuing municipal year 2025/26 and,

2.      That,  the  Declaration  of  Acceptance  of  Office  be  signed  following  the  meeting  in  the presence of the Proper Officer of the Council.

 

 

To receive nominations for the position of Deputy Chair/Mayor for the civic year 2025/26 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 J Doughty was nominated and duly elected Deputy Mayor by the Council.

 

Resolved:

 

1.      That, Cllr Jane Doughty be elected Deputy Town Mayor/Chair of Witney Town Council for the ensuing municipal year 2025/26 and,

2.      That,  the  Declaration  of  Acceptance  of  Office  be  signed  following  the  meeting  in  the presence of the Proper Officer of the Council.

 

To note and confirm the Rev’d Dr Hester Jones as Mayor’s Chaplain for the Council term.

Following her appointment to the position of Team Rector of the parish, Members officially welcomed Rev’d Dr Hester Jones to Witney. The Rector was usually appointed Mayor’s Chaplain and provided pastoral and ecclesiastical guidance to the Mayor and the Town Council.

 

Resolved:

That, Rev’d Dr Hester Jones be designated Mayor’s Chaplain.

 

 

To receive nominations for the position of Leader of Witney Town Council for the council year 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:

 

That, Cllr Ruth Smith be elected as the Leader of the  Town Council for the ensuing municipal year 2025/26.

 

Eight Members of the Public left the meeting at 7:19pm

 

To receive nominations for the position of Deputy Leader of Witney Town Council for the Council year 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:

 

That,  Cllr  Joy  Aitman  be  elected  as  the  Deputy  Leader  of  the  Town  Council  for  the  ensuing municipal year 2024/25

 

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 Treloar and G Meadows.

 

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.

 

At this point in the meeting, and with the permission of the Chair, the Town Clerk/CEO addressed the Council regarding recent conduct concerns, particularly highlighting three complaints stemming from social media activity around the Oxfordshire County Council elections.

The Town Clerk emphasised that such incidents negatively impacted staff wellbeing, divert resources from Council priorities, and damage the Council's collective reputation.

Members were reminded of their commitment to the Civility and Respect pledge adopted in October 2022 and were urged to revisit the Councillor Code of Conduct which was reviewed at agenda item 16(c).

The Town Clerk encouraged participation in available training and stressed that public service required Members to maintain appropriate conduct in all interactions, including online communications in order to foster a respectful working environment and preserve public trust.

 

 

To approve and adopt the minutes of the Council Meeting held on 14 April 2025 in accordance with Standing Order 18 including questions on the minutes as to the progress of any item.

The minutes of the ordinary Council meeting held on 14 April 2025 were received.

 

Resolved:

 

That, the minutes of the Council meeting held on 14 April 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 consider whether to create any new Council Committees in accordance with Standing Order 30.

The Council received and considered the report of the Deputy Town Clerk which provided details of the current Council Committees.

 

Members discussed the proposed separation of the Climate, Biodiversity & Planning Committee and agreed on the establishment of a new Climate & Biodiversity Committee along with a Planning & Development Committee. This would allow the Council to focus on its target of being carbon neutral by 2028.

 

Resolved:

 

1.      That, the report be noted and,

2.      That, separate Climate & Biodiversity and Planning & Development Committees be established.

 

 

 

To formally adopt the timetable of Council Committee meetings for the 2025/26 municipal year.

The Council received the updated proposed calendar of meetings, including changes to incorporate the newly established Climate & Biodiversity Committee.

 

Resolved:

 

1. That, the calendar of Council meetings for 2025/26 be adopted.

 

To consider whether any Committee terms of reference should be reviewed for the municipal year 2025/26.

There were no changes to the current Terms of Reference for Committees as changes to the structure had been proposed at this meeting. Members were advised each committee would also have the opportunity to review their remits at their first meetings.

 

Due to the proposed Committee changes, the scheme of delegation will be reviewed ahead of the next meeting on 23 June 2025.

As changes to Committees had been proposed, officers advised this item would be deferred to the next meeting.

 

Resolved:

 

That, the Scheme of delegation be reviewed at the meeting of the Council on 23 June 2025.

 

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 Chairs for the municipal year 2025/26.

Members received the report of the Deputy Town Clerk and considered appointments to standing committees, sub committees, working parties and task & finish groups. In addition, the Chairs were also elected at this juncture. The following appointments were proposed, seconded, and agreed unanimously:

 

Planning & Development Committee

                             

G Doughty (Chair)                                          D Temple

J Aitman                                                            G Meadows

J Doughty                                                         R Smith

 

Climate & Biodiversity Committee

 

S Simpson (Chair)                                           D Newcombe

D Enright                                                          A Bailey

A Mubin                                                            R Smith

J Treloar                                                           J Robertshaw

 

Parks & Recreation Committee

 

J Aitman (Chair)                                              J Doughty

D Edwards- Hughes                                       S Simpson

J Treloar                                                           R Smith

T Ashby                                                             A Bailey

 

Halls, Cemeteries & Allotments

 

R Crouch (Chair)                                             J Treloar

G Doughty                                                        D Temple

J Robertshaw                                                   R Smith

A Bailey                                                            O Collins

 

Stronger Communities Committee

 

T Ashby (Chair)                                               D Enright

G Meadows                                                     A Bailey

R Smith                                                             A Mubin

D Edwards-Hughes                                         J Treloar

 

Policy Governance And Finance Committee

 

R Smith (Chair)                                                A Bailey

J Aitman                                                            R Crouch

S Simpson                                                         G Doughty

T Ashby                                                             J Doughty

 

Personnel Sub- Committee

 

R Smith (Chair)                                                A Bailey

J Aitman                                                            R Crouch

D Newcombe                                                  G Doughty

T Ashby                                                             J Doughty

 

Disciplinary & Grievance Panel

 

D Enright                                           O Collins

D Temple

 

Community Voices (was Inclusivity & Diversity Panel)

 

R Smith                                              T Ashby

J Aitman                                             R Crouch

S Simpson                                          G Doughty                                                       

 

VE/VJ-Day 80th Anniversaries Task & Finish Group

 

J Robertshaw                                    J Treloar

J Aitman                                             O Collins

G Meadows                                      R Crouch

 

Community Governance Task & Finish Group

 

O Collins                                            R Smith

A Bailey                                             G Meadows

S Simpson                                          R Crouch

D Edwards-Hughes

 

Pavilion Working Party

 

R Crouch                                            D Newcombe

R Smith                                              G Doughty

J Aitman

 

Members unanimously agreed that the Christmas Lights Working Party and Youth Council Task & Finish Groups could be disbanded as their tasks had been successfully completed.

 

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 and,

3.      That the Christmas Lights Working Party and Youth Council Task & Finish Group be disbanded

 

 

 

Cllr T Ashby left the meeting at 7:34pm.

 

To receive and consider the report of the Deputy Town Clerk and appoint Members to Advisory Committees & External Bodies/Organisations and elect Chairs for the municipal year 2025/26.

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 to serve until the Annual Council Meeting following the next ordinary election in 2027.

 

Witney Traffic Advisory Committee                                        J Aitman,

D Enright

S Simpson

R Smith

 

Oxfordshire Association of Local Councils                             R Crouch

[Larger Councils]

 

West Witney Sports & Social Club                                           D Newcombe

R Smith

 

Witney Town Band                                                                      O Collins

 

Witney & District Twinning Association                                 A Bailey (Mayor)

R Crouch

R Smith

 

West Oxfordshire Museum Centre                                          O Collins

 

St Mary’s Church Preservation Trust                                      A Bailey (Mayor)

 

Volunteer Link Up                                                                        J Aitman

 

RAF Brize Norton – Local Consultation Working                  D Newcombe

Group

 

Witney Allotment Association                                                  R Crouch

 

Witney Youth Council Mentors                                                G Meadows

S Simpson

J Aitman

 

Friends of the Cemeteries                                                         D Enright

J Doughty

 

Home Start Champions                                                               J Aitman

A Bailey

S Simpson

 

Lower Windrush Valley Project A Bailey

 

West Oxfordshire Community Transport D Enright

 

Witney Fair Trade Action Group Champion                          R Smith

 

Witney Infrastructure Neighbourhood Group                      R Smith

                                                                                                         D Enright

 

Witney Community Profile Steering Group                           J Aitman

 

Witney Flood Group Liaison                                                      J Robertshaw

 

Nominees Serving as Trustees

 

The following were proposed as Town Council nominees to serve on outside bodies for a four-year term of office.

 

Witney Town Hall Charity  Mr H Eaglestone

Witney Town Charity Cllr J Aitman

Witney Education Foundation (WEF)                                                                                   S Simpson

 

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 receive and consider the report of the Deputy Town Clerk and accompanying Standing Orders Review.

The Council received the report of the Deputy Town Clerk which outlined the updating and significant redesign based on the National Association of Local Council’s 2025 model version.

 

The updates referred to sections on code of conduct and financial controls; the remaining information was updated wording but by adopting these Standing Orders the Council would remain compliant with legislation.

 

Members unanimously agreed to approvethe proposed changes and adjourn them until the meeting of the Council on 23 June 2025 in order to allow sufficient time for Members to review and reflect on the revisions before discussing further.

 

In response to a Member’s question, the Town Clerk advised Councillors of the difference in voting rights if attending as a substitute or a guest of a Committee.

 

Resolved:

 

1.      That, the report be noted and,

2.      That, that the proposed standing orders be approved but stand adjourned until the meeting of the Full Council on 23 June 2025.

 

To note the Council’s current Financial Regulations are under review and stand adjourned until the Policy, Governance & Finance Committee scheduled for 9 June 2025.

The Deputy Town Clerk advised the Council’s financial regulations had been reviewed by the Policy, Governance & Finance Committee on 14^th April and stood adjourned for adoption at the meeting on 9 June 2025.

 

Resolved:

 

That, the Council note that the current Financial Regulations are under review and stand adjourned until the meeting of the Policy, Governance & Finance Committee on 9 June 2025.

 

To reaffirm adoption of the Council’s Code of Conduct (attached). The code of conduct has been adopted by Oxfordshire Councils as a standard model and there are no proposed changes.

The Council received the Councils Current Code of Conduct and unanimously agreed that it should be reaffirmed.

 

Resolved:

 

That, the Council’s Code of Conduct be re-adopted.

 

To receive the annual attendance list for Town Councillors during the municipal year 2024-25.

 

It should be noted Members are expected to attend all meetings they are summonsed for however they are volunteers and may not be able to attend for a variety of reasons such as ill health or caring commitments.

The Council received an annual attendance register for Members of the Council for the 2024/25 municipal year.

 

The Leader of the Council along with Cllr D Edwards-Hughes thanked Members for their attendances and highlighted that it should be understood when viewing such figures that many factors influenced an individual Councillor’s attendance such as illness and family or dependent commitments.

 

Resolved:

 

That, the annual attendance registers for 2024/25 be noted.