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Present

Members:

  • Cllr Dan Beauchamp (Chairman/The Mayor)
  • Cllr Ailsa Charter
  • Cllr Mahmood Ebrahimjee
  • Cllr Marcus Harris
  • Cllr Susan Hendrie
  • Cllr Steve Holder
  • Cllr Claire Holford
  • Cllr Jacki Hoskins
  • Cllr Mark Hoskins
  • Cllr Nigel Hughes
  • Cllr Katharine Keats-Rohan
  • Cllr Ros Lester
  • Cllr Len Pannett
  • Cllr Christine Sandall

Officers:

  • Karen Crowhurst, Locum Clerk
  • Tracey Collins, Civic Secretary/Senior Administrator
  • Arthur Hodsdon, Head of Parks and Estates

Others:           

  • 1 member of the public from Minute 263/24
  • 0 members of the press
  • County Councillor Sudbury from Minute 261/24

 

259/24     Meeting protocol

The Mayor welcomed everyone and reminded Members of the protocols that needed to be followed in the conduct of the meeting.

260/24     Apologies

Apologies were received and accepted from Councillors Acreman and Margarido.

It was proposed by Councillor Hendrie, and seconded by Councillor Lester, and RESOLVED that these apologies be received and accepted.

261/24     Declarations of interest

To receive and record declarations of interest

A councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in our Council’s Standing Orders Code of Conduct (Item 13) in a matter being considered at a meeting is subject to statutory limitations or restrictions under code of conduct and their right to participate and vote on the matter.  Guidelines are available at the meeting and all councillors have received a copy prior to the meeting.

There were no declarations of interests received.

262/24     Minutes

To approve (a) the minutes of the Extraordinary meeting of the Full Council held on 19 August 2024, and (b) the minutes of the ordinary meeting of the Full Council held on 19 August 2024, and authorise the Chairman to sign them as correct records (SUPPORTING PAPERS) (RESOLUTIONS REQUIRED)

It was proposed by Councillor Charter, and seconded by Councillor Hendrie, and RESOLVED that the minutes of the Extraordinary meeting of the Full Council held on 19 August 2024 be approved as a correct record and signed by the Chairman

A member argued that the decision taken at the ordinary meeting of the Full Council on 19 August 2024 relating to the Christmas market, and minuted as 235/24, had been made on the understanding that there would be funds available for a Christmas event.  However, since the meeting, it had become clear that there were no such funds.

It was proposed by Councillor Lester, and seconded by Councillor Keats Rohan, and RESOLVED by majority vote that the minutes of the ordinary meeting of the Full Council held on 19 August 2024 be approved as a correct record and signed by the Chairman.

For: 9  Against: 1

A member of the public joined the meeting.

263/24     Actions from previous meetings [public]

To review progress on ‘open’ actions on publicly-discussed matters agreed at previous meetings.  The Action Log is reviewed in detail every quarter (January, April, July, and October).  The Log will be reviewed by exception at this meeting.  Actions assigned to County and District Councillors also appear on the Action Log. (SUPPORTING PAPER)

Members commented on Item 19 (Revised Neighbourhood Plan) and agreed to discuss Item 19 (rental property portfolio management) during the confidential session. Members noted that Item 24 (ceremonial robes at the 80th anniversary Andrew Wilding service has since been completed.

264/24     Mayor’s communications

The Mayor to update the Council on recent mayoral activities including:

–        Thanking all Members and Staff for their efforts regarding the 80th anniversary Wilding Andrew service

–        The positive feedback received about the ceremony.

–        His attendance – along with the Vice-Lieutenant of Oxfordshire – at the International Bomber Command Centre in Lincoln to lay a plaque on behalf of the town in memory of Flight Officer John Andrew and Flight Sergeant John Wilding

265/24     Town Clerk’s Report

To receive the Town Clerk’s Report covering information-only items (SUPPORTING PAPER)

It was agreed to receive the report from the Locum Town Clerk.

266/24     County and District Councillors’ Reports

To receive reports from County and District Councillors

After a couple of queries, it was agreed to receive the reports from the County and District Councillors.

267/24     Public participation

The member of the public in attendance did not wish to raise any questions or make comments.

268/24     Environment and sustainability

(a)   Kinecroft, triangle of land

To approve heads of terms with Oxfordshire County Council for this piece of land (SUPPORTING PAPER) (RESOLUTION REQUIRED)

The pros and cons of the Heads of Terms presented, as well as the use of the land,

It was proposed by Councillor Hendrie, and seconded by Councillor Keats-Rohan, that the proposed heads of terms be accepted.

This motion was not carried.

For: 6  Against: 6 

Mayor’s casting vote: Against

269/24    Arts, culture, and heritage

(a)   Agatha Christie bench, maintenance arrangement

To consider a proposed arrangement in which the Women Institute help to maintain the Agatha Christie bench and plinth (SUPPORTING PAPER) (RESOLUTION REQUIRED)

Members considered a proposal from the WI to assist with the maintenance of the bench. After a short discussion i

It was RESOLVED by majority vote that subject to correct standards and the Council providing the correct wax, that the offer of assistance in the maintenance of the bench be accepted.

Abstentions: 1

270/24     Community facilities

(a)   Renewal of football club lease

To approve the renewal of this lease (SUPPORTING PAPER TO FOLLOW) (RESOLUTION REQUIRED)

It was agreed to defer this item to the Bull Croft Trust.

271/24     Getting around

(a)   Community transport scheme co-ordinator

To consider a request of the Personnel Committee for the Council to consider whether the advertised role, for which no applications were received, is fit for purpose and to determine the next steps for this envisaged scheme.  A grant has already been received (RESOLUTION REQUIRED)

Councillor M Hoskins apprised Members that a Community Interest Company had expressed an interest in supporting the scheme as well as other interested parties.

No decision was made regarding this item.

It was proposed by the Mayor, Councillor Beauchamp, and seconded by Councillor Hendrie, and RESOLVED that this item be deferred

272/24     Strategy

(a)   Vision and strategic plan for 2024-31

To approve and adopt a strategic plan for the Town Council (SUPPORTING PAPERS) (RESOLUTION REQUIRED)

A couple of amendments were highlighted for future consideration.

It was proposed by Councillor Harris, and seconded by Councillor Ebrahimjee, and RESOLVED unanimously that the Vision and Strategic Plan for 2024-2031 be approved with a first review to be carried out during November 2024 to incorporate suggested amendments and allow more time for staff consultation.

273/24     Policies

(a)  Logo

To consider and approve an additional policy relating to use of the Town Council’s logo (SUPPORTING PAPER) (RESOLUTION REQUIRED)

This item was deferred for further consideration by the Locum Clerk.

274/24     Properties

(a)   Rental property management

To approve the documentation for the tender process (SUPPORTING PAPER TO FOLLOW) (RESOLUTION REQUIRED)

This item was discussed during the confidential session.

275/24     Committees and working groups

(a) Working groups

No proposals had been received to form or continue with individual working groups since the last meeting of the Full Council.

The Youth Working Group to establish a youth council was formed at the last meeting.  They now request that their councillor and non-councillor membership is approved and also revised terms of reference (SUPPORTING PAPERS) (RESOLUTION REQUIRED).

It was RESOLVED that the following people be appointed to the Youth Working Group:

–        Councillors Beauchamp, Holford, Keats-Rohan, Margarido and Sandall

–        Others: David Crutchley, Yasmin Betteridge, Karen Whiting, Kelsey Proctor, and John Marston.

(b) Liaison councillors

To appoint Liaison Councillors for the following:

  • Community Transport – Councillor M Hoskins
  • Twinning – Councillor M Hoskins

It was proposed by Councillor Harris, and seconded by Councillor Charter, and RESOLVED that Councillor M Hoskins be appointed as Liaison Councillor for both Community Transport and Twinning

276/24     Membership and subscriptions

(a)   Oxfordshire Association of Local Councils (OALC)

To consider whether the Council wishes to support a proposed increase in the subscription to OALC (SUPPORTING PAPERS) (RESOLUTION REQUIRED)

After establishing the actual cost to Council, it was agreed to support the proposed increase.

277/24     Future agenda items

The following items were identified for future meetings:

  • The Regal – selection of final option (in the light of recommendations of ADP/Carter Jonas) (October 2024 FC meeting)
  • Red kite stop-feeding campaign – recommendation from Parks, Gardens, Allotments and Open Spaces Committee (October 2024 FC meeting) (Cllr Acreman leading)
  • Red kite trail – recommendation from Parks, Gardens, Allotments and Open Spaces Committee (October 2024 FC meeting) (Cllr Acreman leading)
  • Greening the Market Place and Feather’s Yard – recommendation from Parks, Gardens, Allotments and Open Spaces Committee (October 2024 FC meeting) (Cllr Acreman leading)
  • Bull Croft – reference from the Bull Croft Trust regarding the concerns on some residents in Castle Street to the proposed recreational developments (October 2024)
  • Pedestrianisation of front area of Town Hall (Town Clerk and staff team leading)
  • Community emergency plan (The Mayor is leading)
  • IT contract, including training and policy regarding document repository (Town Clerk and staff team leading)
  • Honorary Freeman (proposed by Cllr Pannett)
  • Events for the future
  • Community Emergency Plan Working Group
278/24    Exclusion of press and public

It was RESOLVED unanimously that the press and public be excluded from the meeting due to the confidential nature of the business to be transacted.

 

There being no further business to be transacted, the meeting closed at 8.50pm.

Minutes of the meeting of the Full Council held on 23 September 2024 signed as a correct record

 

Chairman

 

2024-08-19 FC minutes DRAFT PUBLIC