Decisions

The Council received a verbal update from the Town Clerk concerning the Town House and 51 Market Square.

While undertaking work to enable the ground floor of the Town House to be used as offices, the beams between the two floors had been found to be in a poor state of repair and infested with death watch beetles.

The Town Clerk was hopeful this would not be a time heavy project and solutions on how to repair and treat the beams were currently taking place with timber experts, the District Council’s Conservation Officer and other professionals. At this stage, there was no indication of cost and although the Landlords of the premises, Witney Town Hall Charity had been made aware of the situation and had pledged some funding, the Town Council would need to meet the shortfall under its tenancy obligations.

RESOLVED:

That the verbal update of the Town Clerk be noted.

The Council received and considered the revised Financial Regulations provided by the Town Clerk and noted the intention to review Standing Orders in the near future.

Members were advised the new regulations incorporated changes in legislation, regulations and personnel and were based on the recognised model by the National Association of Local Council’s (NALC). Once adopted they would assist new officers of the Council in meeting the Council’s transparency and financial obligations.

As the Standing Orders contained many technical and statutory parts, they would require further time for review, but would be brought to the Council soon.

RESOLVED:

That the Financial Regulations, as proposed with the report be accepted by Witney Town Council.

The Chair of the Committee presented the above minutes to Council and moved their acceptance.

Attention was drawn to minute number P168 from the meeting of 30 March and accompanying note concerning the publication of applicant names on the Councils Committee papers. The Committee had agreed that names should no longer be published due to safeguarding concerns.

RESOLVED:

That the minutes of the Climate, Biodiversity & Planning Committee meetings held on 16 February, 9 March and 30 March 2021 be received and any recommendations therein approved.

The Chair of the Committee presented the above minutes to Council and moved their acceptance.

A member queried minute number F151, the resolution appeared to differ from the discussion at the earlier Sport & Play Committee meeting regarding King George’s field and West Witney Sports Ground in August. The Town Clerk advised that this Committee had attempted to make the best-informed decision to accommodate the conflicting demands on the Council’s pitches during the summer. The issue could be re-visited at the next meeting of the Sport & Play Committee.

RESOLVED:

That the minutes of the Policy, Governance & Finance Committee meeting held on 22 March 2021 be received and any recommendations therein approved.

The Chair of the Committee presented the above minutes to Council and moved their acceptance.

RESOLVED:

That the minutes of the Stronger Communities Committee meeting held on 15 March 2021 be received and any recommendations therein approved.

The Council received correspondence from RAF Brise Norton concerning a proposed radar tower.

RESOLVED:

That the correspondence from RAF Brize Norton concerning proposal for a new radar tower be noted.

The Chair of the Committee presented the above minutes to Council and moved their acceptance.

RESOLVED:

That the minutes of the Sport & Play Committee meeting held on 1 March 2021 be received and any recommendations therein approved.

The Chair of the Committee presented the above minutes to Council and moved their acceptance.

RESOLVED:

That the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 8 March 2021 be received and any recommendations therein approved.

The Committee received a verbal update from the Town Clerk concerning the Annual Council Meeting.

The Meeting had been scheduled virtually for 12^th May 2021 but The Local Authorities & Police & Crime Panels (Coronavirus) (Flexibility of Local Authority & Police & Crime Panels Meetings) (England & Wales) Regulations 2020 was due to end on 7^th May, meaning an in-person meeting would need to take place.

As it was unclear whether this legislation would be extended, Members agreed it was sensible to bring the Annual Council forward to ensure the statutory business of this meeting could take place. As local elections were taking place on Thursday 6^th May, Tuesday 4^th May was proposed as the new date and accepted by the Council.

RESOLVED:

That Witney Town Council’s Annual Council meeting is re-scheduled from Wednesday 12^th May to Tuesday 4^th May 2021, to be held virtually.

The Committee received notice of an open Government consultation concerning the current provision for remote or hybrid local authority meetings.

Members agreed that town and parish Councils should have the right to choose how they hold their meetings and agreed that officers should enter a response for the Council. Councillors should also submit their own individual thoughts directly.

RESOLVED:

That the Town Council enters a response supporting the current provision to hold meetings remotely or in a hybrid format.

The Council received and considered the report of the Maintenance & Environmental Services Officer.

Members were advised that there had been a small amount of vandalism since the last report and what plans were for the re-opening of services after the most recent pandemic lockdown.

RESOLVED:

That the report of the Maintenance & Environmental Services Officer be noted.

The Council reflected on the difficulties of the previous year due to the Covid-19 pandemic and agreed that the current Mayor and Deputy had done an excellent job in unprecedented circumstances. It was only right that they be offered another year to fulfil the roles as actively as possible.

A member proposed Cllr J Aitman as Mayor for the municipal year 2021/22.  This was seconded and all were in favour.

RESOLVED:

That Cllr J Aitman be declared Mayor Elect for the municipal year 2021/22.

The Council received correspondence and a survey from CPRE Oxfordshire concerning Sewage, Flooding and Water Issues in Witney.

Members agreed this was an important document which the Council should have an input to, given the recent and continuing problems with these issues in the town.

RESOLVED:

That the response to the survey be delegated to the Town Clerk, in conjunction with the Chair of the Climate, Biodiversity & Planning, Cllr R Smith.

The Council received and considered the report of the Town Clerk concerning contingency plans and delegations for the continuation of the Council’s democratic process during the Covid-19 pandemic.

Members had already heard that legislation to continue virtual meetings was due to end at the beginning of May and were disappointed that this Council and others across the country had been left in this situation. The decision conflicted with guidance on indoor gatherings and virtual meetings had been hugely beneficial for the Council to continue its work. They had made meetings much more open and accessible to the disabled, working parents and women and they hoped that a High Court judgement, due on 21^st April would allow them to continue. A future with the possibility of virtual meetings would be welcomed and the Council should continue to lobby NALC and consider investing in technology to allow this to happen should the legislation be amended.

The Town Clerk advised that the Council had a Duty of Care to Members, Officers and members of the public and although the Council may be able to facilitate a small, socially distanced in-person meeting, was it right to do so while Covid-19 was still in circulation.

The Town Clerk advised that there were delegations in statute which had been re-affirmed by the Council in March 2020, and they could be used again in the decision making process. It was envisaged they would be temporary if required and a fundamental meeting to agree the Annual Governance and Accountability Return (AGAR) would have to be held in some way at the end of June. By this time, the Government roadmap out of lockdown would indicate in-person meetings should be held without restriction.

The Council agreed, that while in-person meetings were desirable, it was not the right time to implement them, so the delegations should be used in the short-term if they were required but the mater should be discussed at the Annual Council Meeting to offer a clear resolution.

RESOLVED:

1.      That delegations in statute to the Town Clerk be re-affirmed as well as those per the Council’s Delegations Policy; and,

2.      That in principle, and depending on the outcome of the High Court decision on the continuation of virtual meetings, these delegations be used for a temporary period until in-person meetings can be held again; and,

3.      That this issue be re-visited at the Annual Council Meeting to be held on Tuesday 4^th May 2021.

The Council received and considered the report of the Town Clerk concerning the Members Code of Conduct which had been adopted in 2019 following the last ordinary elections.

The Town Clerk pointed out that a new national Members Code of Conduct had been released, however the current code was the model which was still recommended and had been adopted by all Oxfordshire District and town/parish Councils for the time being.

RESOLVED:

That Witney Town Council re-affirms the adoption of the current Members Code of Conduct, as circulated.

The Council received and considered the report of the Project Officer containing updates on projects at Windrush Place Allotments, West Witney Sports Ground, The Leys, Corn Exchange and Park Road Play Area.

Members were pleased the new Project Officer had hit the ground running and good progress was being made in these areas. There had been some frustration that some of the play equipment earmarked for the play area could not be re-assembled due to health and safety concerns, but new smaller scale schemes, within budget would be presented to the Sport & Play Committee and opening for some part of the summer was still plausible.

RESOLVED:

That the report of the Project Officer be noted.

The Council received a verbal update from Cllr L Duncan concerning a fund provided by Oxfordshire County Council for community bike repair pumps and signs.

It was agreed that the signs would require some further investigation and would be a long-term project, but an application for funding should be made for the pumps. They would need to be robust and should be in an area away from residential housing to make them a worthwhile contribution to the active travel infrastructure.

RESOLVED:

1.                That Witney Town Council supports Witney Community Activation and agrees that bike repair pumps be installed on land in its ownership; and,

2.                That this initiative be delegated to the Deputy Town Clerk to progress in terms of siting and the application for funds from Oxfordshire County Council.

The Council received information concerning the national Great British Spring Clean campaign.

Members were enthusiastic in supporting the initiative as the community had been invigorated to undertake litter picks during the pandemic lockdowns of the last year. Promotion and awareness of this would continue to highlight the value of these in enhancing areas of the town.

RESOLVED:

That Witney Town Council promotes the Great British Spring Clean on its Website and Social Media platforms, the content being shared by Councillors on their own outlets.

The Council received a project plan for the re-branding, provided by the Communications & Community Engagement Officer. An informal presentation had also been offered to Members ahead of the meeting.

There was agreement that a task and finish group should be created to enable the expedient roll-out across the Council’s administrative and operational services.

RESOLVED:

That a task and finish group to assist with roll-out of the Town Council’s re-branding be established, the members being Cllrs L Ashbourne, V Gwatkin and O Collins.

The Council received correspondence from Robert Courts MP in response to a letter issued raising concerns on drug dealing and County Lines issues in Witney.

RESOLVED:

That the correspondence from Robert Courts MP, concerning drug dealing and Oxfordshire county lines be noted.

RESOLVED: 

That the seal of the Council be affixed to any documents arising from decisions taken by this meeting of the Council.

The Council received the report of the Mayor outlining the civic engagements which had taken place since the last meeting.

Due to the Covid-19 pandemic it had regrettably been another quiet period, however the Witney Covid-19 Hero Awards were being well received and support had been given to the Rotary Club’s End Polio Now Campaign. The Mayor had also attended the virtual inauguration of the High Sheriff of Oxford Imam Monawar Hussain, MBE, whose vision for the year was ‘Celebrating Oxfordshire’s Heroes’ and nominations for groups and businesses had been highlighted.

RESOLVED:

That the Mayor’s Civic Announcement report be noted.

The Council received and considered the minutes of the Council meeting held on 16 February 2021.

Matters Arising

A member was advised there had been no discussion with West Oxfordshire District Council on the Community Zero Waste Roadshow (minute number79(d)). It would take place following this meeting.

RESOLVED:        

That the minutes of the Council meeting held on 15 February 2021 be agreed as a correct record and signed by the Chair.

The Council received and considered the report of the Town Clerk, as circulated. She had previously given a full presentation to Council.

A member said that the Conservative Group would support the 3% increase and were happy to see the moderation in the budget considering that there would be a rise in unemployment.  He also hoped that earmarked reserves would be restored over the coming years.

The Leader of the Council thanked the Conservative Group Leader for his comments. She added that considering the past year and the loss of the Council Tax support grant she was very proud of the Town Council for bringing the precept in with just a 3% increase.

A member commented about the Blue Plaque budget and the fact that he thought this project would not come on stream until 2022/23 – he felt it might be worth noting. The Town Clerk advised that she was aware of this and the money would roll forward to the following year.

RESOLVED:          that the report be noted and:-

1.            that the revised budget for 2020/2021 as presented be adopted;

2.            that the estimated budget for 2021/22 as presented be adopted.

The Leader of the Council gave a verbal update, explaining that the current staff restructure that was taking place was a huge part of the corporate plan and priorities for each committee had been identified for the forthcoming year and budgeted them in.   In addition there was the open spaces strategy also going on which would be a huge part of the corporate strategy. This would bring something very comprehensive in the coming months.

RESOLVED:          that the verbal update be noted.

The Council received and considered the report of the Town Clerk.

The proposal was to increase the precept by 3% which equated to £159.04 per annum for a band D property.

A member asked if information could be shared to illustrate how many play areas the Town Council was responsible for. The Town Clerk confirmed that a newsletter would be sent to every household explaining the budget and how it was spent.  She would ensure that the number of play areas maintained was included.

RESOLVED:          that the report be noted and that the Town Clerk be authorised to sign

and serve a precept on the West Oxfordshire District Council, in accordance with the

appropriate provisions of the Local Government Act 1972 (as amended), requiring the

District Council to pay the Town Council the sum of £1, 691, 877 in respect of Council Tax

for the town during the financial year 2021/22.

The Chair presented the minutes of the meeting held on 1 February 2021 and moved their acceptance.

RESOLVED:         that the minutes of the meeting held on 1 February 2021 be received and any recommendation therein approved.

The Chair presented the minutes of the meeting held on 25 January 2021 and moved their acceptance.

Matters Arising

A member commented on page 3 item 11 – Zero Waste Roadshow, suggesting that the relevant Officer should speak to the Waste Department at the District Council as it would also be carrying out promotional work during that week and it would be an opportunity for both Councils and possibly even the County Council to work together to produce something.  The Chair replied that he would ensure that the Town Council liaised with them.

A member commented about the Planters for the High street on P4.  She understood that it had gone through as an action but felt that it was audacious that the Town Council was expected to pay for something that was essentially a highways closure.  The Town Clerk replied that the District would be funding the planters themselves via the Government funding for Covid Secure measures.

RESOLVED:         that the minutes of the meeting held on 25 January 2021 be received and any recommendation therein approved.

The Chair presented the minutes of the meeting held on 18 January 2021 and moved their acceptance.

RESOLVED:         that the minutes of the meeting held on 18 January 2021 be received and any recommendation therein approved.

The Vice Chair presented the minutes of the meeting held on 11 January 2021 and moved their acceptance.

RESOLVED:         that the minutes of the meeting held on 11 January 2021 be received and any recommendation therein approved.

The Chair presented the minutes of the meeting held on 15 December 2020, 5 January 2021 and 26 January 2021 and moved their acceptance.

Matters Arising – 26 January 2020

A member commented on the Active Travel Proposals that concerned Corn Street and Holloway Road.  He said that residents had a great deal of antipathy for the scheme and that the consultation period had been too short in order for the County Council to be able to spend the money.  He felt that the scheme had not been thought through.

Another member added that he had spoken to the County Officer who had told him that most responses received were negative.

A member welcomed the idea of an active travel corridor in the town.  Most comments on the area he represented – East Witney – had been positive.  He asked the Chair of the Committee if she knew when the consultation would be concluded and when things would be announced.

The Chair replied that she had made investigations and that the consultation had been done within the statutory timeframe.  However, due to the time constraints of spending the funding there would not be a second round of consultations.  She was under the impression that the comments surrounding the Corn Street area had been robustly made and were being heard.

A member pointed out that the County had said that the work would be started in February and therefore he was unsure as to how much time would be spent checking the correspondence received in connection with the consultation.

The Office Manager drew members attention to minute P58 – Flooding.  Members had raised the issue of how the Town Council could get the District Council to take notice of any concerns on flooding and had asked if there was a policy in place.  He explained that following the meeting, he had established that there was a policy – EH 7 - Flood Risk - which he believed that the Climate, Planning and Biodiversity Committee would be utilising in its responses when considering flooding in the future.

A member commented that he thought that the Town Council would be asked to come up with an emergency plan in the next few months.  The Town Clerk advised that this had been agreed by the Stronger Communities Committee as part of the Communications Strategy so it would be coming forward in the next few months.

RESOLVED:         that the minutes of the meetings of the Climate, Biodiversity and Planning Committee of 15 December 2020, 5 January 2021 and 26 January 2021, be received and any recommendations therein approved.

The Council received and considered a letter from the Chair of NALC, Cllr Sue Baxter, concerning three pledges:

·         Rethink relations – more respect, commit to training, Local Council Award

 Scheme, better links with principal authorities

·         Rethink ambitions, work with your community to shape place, Climate Change

·         Rethink engagement, encourage more people to be councillors and engage more

with your community

The Leader of the Council commented that she had liked the tone and sentiment of the proposals and felt that they fitted well with the Town Council.  She thought it might be helpful to have the pledges in mind when considering the strategic plan.

RESOLVED:          that the correspondence be noted.

There was no update at the present time.

The Council received and considered an update on vandalism in the town.

RESOLVED:          that the update be noted.

The Council received and considered the report of the Mayor.

RESOLVED:          that the update be noted.

Cllr Harvey reported that a successful meeting of the Climate Action Group had been held and that matters were progressing.  The District Council had appointed a Biodiversity and Land Management Specialist to help ensure that the move towards biodiversity and land management was moving ahead.

RESOLVED:          that the update from Cllr Harvey be noted.

The Council received and considered the minutes of the Council meeting held on 7 December 2020 and 14 December 2020 and the Extra Ordinary meeting held on 12 January 2021.  There were no matters arising from the minutes to be discussed.

RESOLVED:          that the minutes of the meetings held on minutes of the Council Meetings held on 7 December 2020 and 14 December 2020 and the Extra Ordinary meeting held on 12 January 2021 be agreed as a correct record and signed by the Chair.