Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Democratic Services Officer (nicky.cyaley@witney-tc.gov.uk) prior to the meeting, stating the reason for absence.

Standing Order 30(a)(v) permits the appointment of substitute Councillors to a Committee whose role  ...  view the full agenda text for item H202

Apologies for their absence were received from Cllr Enright.

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 in matters to be discussed at the meeting.

To receive nominations for and agree a Chairperson for this committee for the ensuing municipal year.

Cllr Duncan was proposed and seconded as Vice Chairman.  All members were in agreement.

RESOLVED:          that Cllr Duncan be elected Vice Chairman for the ensuing municipal year.

a)             To adopt and sign as a correct record the minutes of the:

1.       Estates Committee meeting held on 4 March 2019 (enclosed)

2.       Sport & Recreation Committee meeting held on 11 March 2019 (enclosed)

b)                Matters arising from those minutes not covered elsewhere on the agenda      

           (Questions on the progress  ...  view the full agenda text for item H205

a)       RESOLVED:                          that the minutes of the Estates Management Committee

meeting held on 4 March 2019 and the minutes of the Sport and Recreation Committee meeting held on 11 March 2019 be agreed as a correct record and signed by the Chairman.

b)      MATTERS ARISING:         there were no matters arising  ...  view the full minutes text for item H205

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.

The Committee adjourned so that Mrs Anna Gattrell addressed the Committee on the subject of the increase in hire charges for her “Over 30’s Disco” event held on the Corn Exchange.

To receive and consider the following Officer reports:

8.1          Operational & Usage Report – Public Halls Officer (enclosed)

8.2          Corn Exchange Working Party – Office Manager (enclosed)

8.3          Langdale Hall & Madley Park Hall – Compliance – Operations & Estates Officer (enclosed)

This item was moved up the agenda with the express permission of the Chairman.  The Committee received and considered section 8.1.6 of the report of the Public Halls Officer.  There followed a discussion and members noted that the current price charged had been an introductory price and agreed that there  ...  view the full minutes text for item H207

The Committee adjourned so that Melanie Jones could address the Committee on behalf of the Friends of the Cemeteries Committee.

The Committee noted her concerns and asked for officers to bring a report back on the issues raised to the next meeting.

To receive and consider the report of the Town Clerk (copy enclosed).

Members received and considered the report of the Town Clerk as circulated with the agenda.

The following changes were suggested to the terms of reference:

a) “operate” be replaced by “oversee” and Madley Park Hall and Langdale Hall be removed and the halls itemised as separate entities to be overseen;  ...  view the full minutes text for item H209

To receive and consider the report of the Operations and Estates Officer (enclosed)

The Committee received and considered the report of the Operations and Estates Officer.

RECOMMENDED:             that the report be noted.

1. Operational and Usage Reports

The Committee received and considered the report of Public Halls Officer as circulated with the agenda.

2.   Corn Exchange Working Party

The Committee received and considered the report of the Office Manager.  The Chairman invited Mr Terry Powell who was present to become a member  ...  view the full minutes text for item H211

9.1          To consider correspondence concerning a memorial application for an inscription on a headstone (enclosed).

9.2          Update from Operations & Estates Officer (report enclosed).

The Committee received and considered correspondence concerning a memorial application for an inscription on a headstone.  The lady was appealing against a previous decision made by the Council that she could not have a specific quote by Spike Milligan on the headstone, which was her mother’s last wish.

The Committee  ...  view the full minutes text for item H212

To receive and consider the reports of the Operations and Estates Officer (enclosed).

10.1        Hedge Reduction Works – (a) Thorney Leys/Curbridge Road (b) Manor Road

10.2        Parking on Burwell Community Garden/Thorney Leys

The Committee received and considered the report of the Operations and Estates Officer as circulated with the agenda.

RECOMMENDED:    

1. that the report be noted;

2. that the reduction of the Thorney Leys/Curbridge Road hedge to 8”, leaving strands of trees where possible and stripping ivy to the base  ...  view the full minutes text for item H213

The Committee received and considered the report of the Operations and Estates Officer as circulated with the agenda.

RECOMMENDED:

1. that the report be noted:

2. that an official letter be sent from the Council to residents in this area regarding parking/driving on the amenity grass area.

To receive and consider the report of the Operations and Estates Officer.

11.1        Witney Town Bowls Club based at the Leys Recreation Ground – problem with pressure sewer (enclosed)

11.2        Update on Play Areas (enclosed)

11.3        Update on Sports (to follow)

11.4        Update on Recreation Grounds (to follow)

A.  Witney Town Bowls Club – Problem with pressure sewer

The Committee received and considered the report of the Operations and Estates Officer.  Members expressed concern about the sewage but also had concerns about if the Bowls Club could afford to pay for the repairs which were its responsibility. 

B.  ...  view the full minutes text for item H215

To receive and consider the report of the Operations and Estates Officer (enclosed).

The Committee received and considered the report of the Operations and Estates Officer and also a request from Continental Crayfish Ltd to carry out crayfish removal in the river and the lake.

RECOMMENDED:

1. that the report be noted;

2. that Continental Crayfish Ltd be permitted to remove crayfish in  ...  view the full minutes text for item H216

To receive and consider the report of the Operations and Estates Officer (to follow).

The Committee received and considered the report of the Operations and Estates Officer, which included details of the provision of new allotments at Windrush Place, as well as a request from the Witney Allotment Association for additional skips.  

There was a lengthy discussion on the request for additional skips and  ...  view the full minutes text for item H217

To receive and consider the report of the Town Clerk (to follow).

The Committee received and considered the report of the Town Clerk, which included information about the municipal bowling rink at Witney Town Bowls Club.  Members felt that the best way forward would be for members to go and speak to the bowls club before proceeding to make any decision.

RECOMMENDED:  ...  view the full minutes text for item H218