Agenda and draft minutes

Prior to the commencement of the official business the Mayor Elect, Cllr J Doughty acknowledged the hard work and achievements of the outgoing Mayor Cllr Andy Bailey, who was unfortunately unable to attend the meeting.

 

Additionally, the Mayor’s Chaplain, 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 2026/27 and to elect the Chair/Mayor.

Following the appointment of Cllr J Doughty as Mayor-Elect at the meeting of the Council on 13 April 2026, the Chair invited any further nominations for the position of Town Mayor for the ensuing municipal year, none were forthcoming.

 

All Members were in agreement and Cllr J Doughty was therefore nominated and duly elected Chair/Mayor by the Council.

 

Resolved:

 

1.       That, Cllr Jane Doughty be elected Town Mayor/Chair of Witney Town Council for the ensuing municipal year 2026/27 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 2026/27 and to elect the Deputy Chair/Mayor.

The new Mayor invited nominations for the position of Deputy Town Mayor for the ensuing municipal year. One nomination was made and therefore Cllr S Simpson was duly elected Deputy Mayor by the Council with unanimous approval.

 

Resolved:

 

1. That, Cllr Sandra Simpson be elected Deputy Town Mayor/Chair of Witney Town Council for the ensuing municipal year 2026/27 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 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 re-elected by the Council unanimously.

 

Resolved:

 

That, Cllr Ruth Smith be elected as the Leader of the Town Council for the ensuing municipal year 2026/27.

 

 

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 re-elected by the Council unanimously.

 

Resolved:

 

That, Cllr Joy Aitman be elected as the Leader of the Town Council for the ensuing municipal year 2026/27.

 

 

 

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 8(e)(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 Councillor A Bailey.

 

 

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 13 April 2026 in accordance with Standing Order 26 including questions on the minutes as to the progress of any item.

The minutes of the meeting held on 13 April 2026 were received.

 

Minute 190 – Cllr O Collins asked that congratulations be forwarded to the Mayors of Le Touquet and Underhaching following their elections.

 

Minute 202 – The Leader provided a reminder to Members to contact the Committee Clerk if they were yet to sign the Civility & Respect Statement of Assurance; she also reminded those present of the need to be respectful in their communications and interactions with Officers. In closing she was joined by the Mayor in thanking all council staff for the support that they provide.

 

Resolved:

 

1.       That, letters of congratulations be issued to the Mayors of Witney’s Twinned towns and,

2.       That, Members sign the Civility & Respect Assurance Pledge and note the need to be respectful in their communications with officers and residents and,

3.       That, the minutes of the meeting held on 13 April 2026 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 25.  Matters raised shall relate to the following items on the agenda.

The Committee adjourned for this item.

 

Former Mayor Brenda Churchill addressed the Council, offering her congratulations and best wishes to the newly elected Mayor. Her remarks were warmly received and appreciated by all those present.

 

The Committee reconvened.

 

 

 

Five Members of the public left.

The Mayor provided her thanks for those that had attended and for the service that they provide(d) to the Town both in the past and currently.

 

 

To formally adopt the timetable of Council Committee meetings for the 2026/27 municipal year.

The Council received the updated proposed calendar of meetings and formally noted the change from six to five cycles of meetings across the municipal year.

 

A Member noted that he was surprised annually to see the Town Hall open between Christmas & New Year. Other Councils were not open during this time, and it seemed right that this issue should be looked at by the Policy, Governance & Finance Committee.

 

Resolved:

 

1. That, the calendar of Council meetings for 2026/27 be adopted.

 

 

To consider whether to create any new Council Committees in accordance with Standing Order 9.

Following consideration there was no request for additional 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 2026/27.

Following a proposal from the Leader the Council, seconded by Cllr D Temple it was agreed unanimously that the terms of reference for the Policy, Governance & Finance Committee, Personnel Sub Committee and Disciplinary & Grievance Panel be reviewed to ensure they aligned on staffing and human resources matters.

 

Additionally, Members were advised by the Deputy Town Clerk that each committee would have the opportunity to review their remits at their first meeting within the 2026/27 cycle of meetings.

 

Resolved:

 

1.       That, the terms of the of the Policy, Governance & Finance and Personnel Sub Committees, along with the Disciplinary & Grievance Panel be reviewed and,

2.       That, Members consider any changes to the Committees on which they sit prior to the first meetings in 2026/27.

 

 

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 2026/27.

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 Treloar                                                               R Smith

 

Climate & Biodiversity Committee

 

S Simpson (Chair)                                             D Newcombe

J Doughty                                                            G Meadows      

A Mubin                                                               R Smith

J Aitman                                                               J Robertshaw

 

Parks & Recreation Committee

 

J Aitman (Chair)                                D Temple

R Crouch                                                              J Doughty

D Edwards- Hughes                                         S Simpson

J Treloar                                                               R Smith

                                                               

 

Halls, Cemeteries & Allotments

 

R Crouch (Chair)                                               J Treloar

G Doughty                                                          D Enright

J Robertshaw                                                     R Smith

J Doughty                                                            O Collins

 

Stronger Communities Committee

 

T Ashby (Chair)                                  A Bailey

G Meadows                                                       A Mubin

D Enright                                                              J Doughty

S Simpson                                                           R Smith

 

Policy Governance and Finance Committee

 

R Smith (Chair)                                  J Doughty

J Aitman                                                               R Crouch

S Simpson                                                           G Doughty

T Ashby                                                               

 

 

 

 

 

Personnel Sub- Committee

 

R Smith (Chair)                                  J Doughty

J Aitman                                                               R Crouch

D Newcombe                                                    G Doughty

T Ashby                                                               

 

Disciplinary & Grievance Panel

 

To be constituted from the pool of Members who do not hold a seat on either the Personal Sub Committee or Policy, Governance & Finance Committee.

 

Community Voices (was Inclusivity & Diversity Panel)

 

R Smith                                 T Ashby

J Aitman                                               R Crouch

S Simpson                                           G Doughty                                                         

 

Climate Action Working Party

 

S Simpson                                           D Edwards-Hughes

D Enright                                              J Aitman

J Robertshaw

 

Community Governance Task & Finish Group

 

O Collins                                               R Smith

A Bailey                                G Meadows

S Simpson                                           R Crouch

D Edwards-Hughes

 

Witney: Past, Present & Future Working Party

 

J Treloar                                               R Crouch

G Meadows                                       A Mubin

J Robertshaw                                     R Smith

 

There were thanks to the members of this Working Party, along with officers for facilitating such an engaging an excellent event to mark St George’s Day.

 

(Cllr D Edwards-Hughes left the meeting briefly so was not present for the vote of the agreement to the membership of the CG T&F Group and the WPPF Working Party)

 

Members unanimously agreed that the VJ & VE Day 80^th Anniversary Task & Finish Group be disbanded as their task had been successfully completed.

 

It was proposed by Cllr T Ashby, seconded by Cllr D Enright that the Pavillion Working Party be disbanded. Although the pavilion was yet to be handed over from West Oxfordshire District Council to the Town Council, it was felt the Working Party was no longer required as any outstanding work would principally be under the remit of the Policy, Governance & Finance Committee. A vote was taken; other than one abstention all other Members were in agreement.

 

 

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 VJ & VE Day 80^th Anniversary Task & Finish Group and Pavillion Working Party be disbanded.

 

 

 

 

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 2026/27.

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                                                                          R Smith

 

Witney & District Twinning Association                  J Doughty (Mayor)

R Crouch

O Collins

 

West Oxfordshire Museum Centre                                           O Collins

 

St Mary’s Church Preservation Trust                                        J Doughty (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                                                         D Temple

 

Windrush Pavillion Community Trust                                       J Aitman

                                                                                                                R Crouch

                                                                                                                G Doughty

 

Witney Town Centre Forum                                                        A Bailey

                                                                                                                D Edwards-Hughes

                                                                                                                G Meadows

 

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                                                             Cllr R Crouch & Mrs L J Semaine

Witney Town Charity                                                                      Mr B Beadle, Cllr R Crouch & Mr C Woodward

Witney Education Foundation (WEF)                                       Mr C K Woodward

 

Resolved:

1.       That, the report be noted and,

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

3.       That, arrangements for the provision of updates from Members to Full Council meetings remain the same.

 

 

The Scheme of Delegation was adopted by Council in June 2025. The next formal review is set for June 2027. Dependent on the resolution of Agenda Item 10 an immediate review may be required.

The Council received a verbal update from the Deputy Town Clerk to outline that the formal review of the Scheme of Delegation was carried out in June 2025. The next review would be due in June 2027.

 

Resolved:

 

1.       That, the verbal update be noted and,

2.       That, no formal review be undertaken at this time.

 

 

The Council noted that, due to wider service demands on Officer time, the review of the Standing Orders had not been completed in time for this meeting. A revised version would be presented to the meeting of the Council on 22 June 2026.

 

A request arose from Cllr T Ashby for the inclusion of an order to allow the submission of questions from members to the Leader ahead of meetings of the Council. It was agreed that Officers prepare a draft of wording for consideration with would include a review after three cycles of meeting to review if the task was too onerous.

 

Resolved:

 

1.       That, the update be noted and that the review of the Standing Orders be presented to the meeting of the Council on 22 June 2026 and,

2.       That, the review includes an order to reflect the submission of Members questions to the leader.

 

 

 

The Council noted that, due to wider service demands on Officer time, the review of the Financial Regulations had not been completed in time for this meeting. A revised version will be presented to the meeting of the Council on 22 June 2026.

 

Resolved:

That, the update be noted and that the review of the Financial Regulations be presented to the meeting of the Council on 22 June 2026.

 

 

 

Following The Leader’s address to Members to remind them of the importance of maintaining high standards of conduct and behaviour, it was proposed by Cllr D Enright, and seconded by Cllr G Doughty that the Council reaffirmed its agreement to the Oxfordshire Code of Conduct. Members were unanimously in agreement.

 

Resolved:

 

That, the Council reaffirms its agreement to the Oxfordshire Code of Conduct.

 

 

To receive the annual attendance list for Town Councillors during the municipal year 2025/26.

 

It should be noted Members are expected to attend all meetings to which they are summonsed, 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 2025/26 municipal year.

 

The Leader of the Council thanked Members for their attendances and highlighted that it should be understood when viewing such figures that many factors have influenced individual Councillor’s attendance such as illness, bereavement and family or dependent commitments.

 

A reminder was issued by the Committee Clerk that apologies from Members should be passed directly rather than any third party or after the meeting has commenced. It was subsequently agreed that future reports should show clearly where apologies are not received by Officers prior to meetings.

 

Additionally, it was highlighted that the number of attendances of Cllr R Smith should read 53.

 

Resolved:

 

That, the annual Councillor attendance register for 2025/26 be noted.

 

Before closing the meeting, the newly elected Mayor, Cllr J Doughty, thanked Members for their support for both herself and Cllr G Doughty over the past year, and expressed her appreciation for the time, effort and commitment Councillors gave alongside their busy personal and professional lives. She also echoed that apologies be passed on to the officers when Councillors were unable to attend.

 

The Mayor remarked that Witney was a wonderful town and expressed her confidence that 2027 would be a great year for the community. In closing, she encouraged everyone to continue working together with kindness, civility, integrity and accountability.