Agenda and draft minutes

To receive nominations for the position of Chair/Mayor for the civic year 2024/2025 and to elect the Chair/Mayor.

Following the appointment of Cllr O Collins as Mayor-Elect at the meeting of the Council on 15 April 2024, he invited any further nominations for the position of Town Mayor for the ensuing municipal year however none were forthcoming.

 

Other than one abstention from Cllr O Collins, all members were in agreement. Cllr O Collins was therefore nominated and duly elected Chair/Mayor by the Council.

 

He thanked all members for the support he received in his first year as Mayor and looked forward to his second term.

 

Resolved:

 

1.      That, Cllr Owen Collins be elected Town Mayor/Chair of Witney Town Council for the ensuing municipal year 2024/25 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 2024/2025 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 A Bailey was nominated and duly elected Deputy Mayor by the Council.

 

The Mayor expressed his thanks to the outgoing Deputy Mayor, Cllr G Meadows for the support provided and for attending events when he could not.

 

Resolved:

 

1.                That, Cllr Andy Bailey be elected Deputy Town Mayor/Chair of Witney Town Council for the ensuing municipal year 2024/25 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 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 2024/25.

 

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 2024/25

 

(Members heard from Councillor J Doughty who stepped down as leader of the Conservative members of the Town Council, she was replaced by Cllr David Edwards-Hughes. She thanked the Leader & Mayor for their support over the past year)

 

 

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 Treloar and Temple due to their work commitments.

 

An apology was also received from the Town Clerk/CEO.

 

 

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.

 

(The Communications & Community Engagement Officer & Business Administration Apprentice left at 7:13pm)

 

To approve and adopt the minutes of the Council Meeting held on 15 April 2024 in accordance with Standing Order 18 including questions on the minutes as to the progress of any item.

The minutes of the Full Council meeting held on 15 April 2024  were received and considered.

 

Resolved:

 

That, the minutes of the Council meeting held on 15 April 2024 be approved as a correct record of the meeting 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 formally adopt the timetable of Council Committee meetings for the 2024/2025 municipal year.

The Council received the proposed calendar of meetings for the ensuing 2024/25 municipal year. All Members were in agreement.

 

Resolved:

 

That, the calendar of Council meetings be adopted.

 

To consider whether to create any new Council Committees.

Resolved:

 

There were no new committees to be appointed.

 

To consider whether any Committee terms of reference should be reviewed for the municipal year 2024/25.

There were no requests made for the review of Terms of Reference at this point.

 

During the appointment of members to the Policy ,Governance & Finance Committee later in the meeting it was proposed by Cllr D Edwards-Hughes, seconded by Cllr G Meadows that the Committee membership be amended to be six members plus the Mayor and Leader (ex Officio). All Members were in agreement.

 

Resolved:

 

a)       That, term (x) relating to the membership of the Policy, Governance & Finance Committee be amended to read,  The Membership of the Committee shall consist of 6 Members plus the Leader and Town Mayor ex officio.

 

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 2024/25.

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 Doughty

Cllr S Simpson                                                 Cllr G Doughty

 

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 J Treloar

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 Robertshaw

 

Chair of Committee: Cllr R Crouch

 

Stronger Communities Committee

 

Cllr O Collins                                                    Cllr R Smith                                       Cllr S Simpson

Cllr T Ashby                                                      Cllr A Bailey                                      Cllr L Cherry

Cllr J Doughty                                                  Cllr G Meadows

 

Chair of Committee: Cllr L Cherry

 

Personnel Sub-Committee

 

Cllr O Collins                                                    Cllr R Smith                                       Cllr J Aitman

Cllr A Bailey                                                     Cllr R Crouch                                    Cllr D Newcombe

Cllr J Doughty                                                  Cllr G Meadows

 

Chair of Sub-Committee: Cllr R Smith

 

Disciplinary & Grievance Panel

 

Cllr G Doughty                                                Cllr D Enright                                    Cllr S Simpson

 

Inclusivity & Diversity Task & Finish Group

 

All Committee Chairs

Christmas Lights Working Party

 

Cllr T Ashby                                                      Cllr R Smith                                       Cllr A Bailey

Cllr R Crouch                                                   Cllr G Doughty                                 Cllr J Aitman

 

D-Day Task & Finish Committee

 

Cllr R Smith                                                      Cllr A Bailey                                      Cllr J Robertshaw

Cllr J Treloar

 

Youth Council Task & Finish Committee

 

Cllr L Cherry                                                     Cllr G Meadows                               Cllr R Smith

Cllr J Aitman                                                    Cllr S Simpson                                   Cllr R Crouch

 

 

Following the agreement to amend the Terms of Reference in respect of the membership of the Committee there were two recommendations for the final appointment to the Policy Governance & Finance Committee.

 

Cllr G Meadows was proposed by Cllr D Enright, seconded by Cllr G Meadows and,

Cllr J Doughty was proposed by Cllr R Smith, seconded by Cllr A Bailey.

 

Vote was taken:

Appointment of Cllr J Doughty                   7

Appointment of Cllr G Meadows               5

Abstentions                                                      2

 

Therefore, Cllr J Doughty was elected to membership of the Policy, Governance and Finance Committee, the final membership being:

 

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

 

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 2024/25.

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

 

Requests were  received from some members to step down and a replacement sought to serve for the remaining 3-year terms. The following appointments were proposed, seconded, and agreed unanimously:

 

Witney Traffic Advisory Committee                                                       Cllr J Aitman

Cllr T Ashby

Cllr S Simpson

Cllr R Smith

 

Oxfordshire Association of Local Councils                                            Cllr R Crouch

(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 R Smith

 

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 Aitman

 

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 A Bailey

 

West Oxfordshire Community Transport                                             Cllr D Enright

 

Witney Fair Trade Action Group Champion                                         Cllr R Smith

 

Witney Infrastructure Neighbourhood Group                                    Cllr R Smith

                                                                                                                        Cllr A Bailey

 

Witney Community Profile Steering Group                                          Cllr L Cherry

                                                                                                                        Cllr J Aitman

 

 

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

 

Madley Park Hall Trust                                                                              Cllr J Aitman

 

The Deputy Town Clerk summarised the vacancies for Witney Town Charity and Cogges Welfare Trust Charity. Members agreed unanimously that the following appointments be made.

 

Witney Town Charity                                                                                 Mrs M Jones

 

Cogges Welfare Trust Charity                                                                  Cllr J Aitman

                                                                                                                        Cllr A Bailey

                                                                                                                        Mr H W Chirgwin

 

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 review any Council policies if appropriate, noting that Standing Orders and Financial Regulations were updated in 2023.

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

 

Resolved:

 

That, the verbal update be noted.

 

 

To receive the minutes of the Annual Town Meeting held on 20 March 2024.

The minutes of the Annual Town Meeting held on 20 March 2024 were received.

 

Members agreed that the meeting had been successful, well attended and upbeat.

 

Resolved:

 

That, the minutes of the Annual Town Meeting be noted.

 

(Cllr T Ashby offered his apologies and left the meeting at 7:50pm)

 

To receive the report of the Head of Estates & Operations.

The Council received the update report of the Head of Estates & Operations regarding the Council’s climate emergency plan.

 

Members were pleased to see that Officers had a handle and that a lot was going on behind the scenes to work towards the ambitious 2028 target. They encouraged them to look to the established team at West Oxfordshire District Council who had a well-established team working on their own climate plan as they believed they could provide expertise.

 

A recommendation was made by Cllr Smith, seconded by Cllr Bailey that once the strategy and action plan has been complied that it was communicated via a public meeting. All members were in agreement.

 

Resolved:

 

1.      That, the report be noted and,

2.      That, the creation of a climate change strategy and climate emergency action plan were welcomed and,

3.      That, a public meeting be held to inform the public once the above were completed.

 

To receive the report of the Deputy Town Clerk.

 

The Council received the report of the Deputy Town Clerk along with a verbal update regarding the former Council proposal to explore the option for a Community Governance Review of the parish/town boundary.

 

Members agreed that the initial decision to be made was as to whether the request should be made of West Oxfordshire District Council (WODC) to consider carrying out a review. All Members were in agreement with this action.

 

It was further proposed that a Task & Finish group be established to ensure a coherent approach. The membership of the T&F group should be cross party and include representatives from all affected wards.

 

The following membership of a Task & Finish Group was proposed by Cllr O Collins, seconded by Cllr D Enright and unanimously agreed.

 

Community Governance Review Task & Finish Group

 

Cllr O Collins                                                    Cllr R Smith                                       Cllr A Bailey       

Cllr D Edwards-Hughes                                  Cllr S Simpson                                   Cllr R Crouch

Cllr G Meadows

 

Members requested that Officers inform WODC of their decision and request them to commence the process of a Community Governance Review.

 

Members were keen that to ensure transparency that all potentially affected parishes are informed along with residents, particularly those already resident in Colwell Green and The Coppice already. The Deputy Town Clerk advised that should a review go ahead then a public consultation would be carried out.

 

Resolved:

 

1.      That, the report be noted and,

2.      That, Officers contact WODC to ask that they consider carrying out a Community Governance Review and,

3.      That, a Task & Finish Group be established with the above membership and,

4.      That, Communications commence at the earliest opportunity with the Parishes that would be affected.

 

(Cllr R Crouch left the meeting at 8:11pm during the following item)

 

To receive the annual Councillor attendance register for the 2023/2024 municipal year.

The Council received an annual attendance register for Members of the Council for the 2023-2024 municipal year.

 

A Member congratulated everyone as the attendance figures were a good indication for the work that Councillors put in given that as Councillor, they are volunteers. It was also raised that attendance at meeting was simply the tip of the iceberg; so much more activity goes on outside of the Committees.

 

A Member raised a point regarding the potential for low attendance figures to show due to ill-health, it was agreed that a caveat should be added to advise the public that due to the rules that govern the democratic process of attendance, a low percentage figure can be due to a variety of factors, some of which are outside of the control of Members, such as the inability to hold virtual or hybrid meetings.

 

The Mayor thanked those present for their efforts during the past year and remarked how effectively the Council was when its members work together.

 

Resolved:

 

1.      That, the annual attendance register for 2023-24 be noted and,

2.      That, a caveat be added to advise the reason why a Member’s attendance may be low whenever the information is published.