Agenda and draft minutes

To consider apologies and reasons for absence.

Committee Members who are unable to attend the meeting should notify the Democratic Services Officer (nicky.cayley@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 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 his absence was received from Cllr Owen Collins.

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.

a)         To adopt and sign as a correct record the minutes of the meeting held on 1 July 2019

b)      Matters arising from the minutes not covered elsewhere on the agenda (Questions on the   progress on any item)

The Committee received and considered the minutes of the meeting held on 1 July 2019.

There were no matters arising.

RESOLVED:    that the minutes of the meeting held on 1 July 2019 be confirmed as a correct record and signed by the Chairman.

To receive and consider the report from the Operations and Estates Officer

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

Members discussed the environmental impact of the Christmas Lights being continually on and estimated that they could save half of the carbon emissions f they were only on from 2pm – 2am, for example.  However, it was noted that at this stage in the contract it would not be sensible to fit timers, and therefore this should be something required in the next tender. 

RECOMMENDED: 

1.            that the report be noted;

2.            that the Committee notes that it is aware of the carbon footprint of the Christmas Lights and that timers will be looked at when the contract is retendered.

To receive and consider a verbal update from the Rotary Club

The Committee welcomed Mr Tony Carter from Rotary and Mrs Dianne Parks from Witney Wonderland. 

From a Rotary perspective, preparations were going well and the event would follow the same format as the previous year.

A new addition would be a lantern parade in conjunction with Witney Wonderland.  Mr Carter and Mrs Parkes explained that the two organisations had been working well together.  Mrs Parks said that there had been a huge surge towards the Church at the end of the switch on which had overwhelmed Witney Wonderland and therefore this year, no events would begin until 6.30pm, giving a half an hour transition period. She suggested that the Town Crier could be used to gather people together for the lantern procession

The Operations and Estates Officer raised concerns about the safe passage of pedestrians without a road closure at the end of Corn Street, as he felt it had been somewhat dangerous last year when everyone had turned to go down to the Church.  Mr Carter replied that Rotary could apply for a road closure and put members in fluorescent jackets at points on Corn Street to advise motorists.  They could also put marshals on the zebra crossing on Langdale Gate to help traffic and pedestrian management.

A member commented that he felt that a press release should be issued asking people not to use cars on the night of the switch on.

RECOMMENDED:

1.            that the update from Rotary be noted;

2.            that the update from Dianne Parks of Witney Wonderland be noted;

3.            that Rotary applies for an additional road closure for the end of Corn Street (where it meets the High Street)between 6 and 6.30pm to ensure crowd safety when the Switch On ends and the crowds disperse to the church – marshals should be stationed along Corn Street to advise motorists that there is no through road; additionally marshals should be stationed at the zebra crossing on Langdale Gate to allow traffic and pedestrians to use the road in turn.

To receive and consider the report from the Projects Officer

The Committee received and considered the report of the Projects Officer. 

She added that she was still looking for a Father Christmas if anyone knew of anyone that might help.  Mr Carter replied that he would ask his fellow Rotary members as they may be able to help out on this.

RECOMMENDED:

1.            that the report be noted;

2.            that the Project Officer makes contact with Tony Carter from Rotary to see if a Father Christmas could be sourced from Rotary members;

3.            that the Chair would speak to fellow members abut volunteering for the Advent Fayre;

4.            that the Chair would come back to the Project Officer with craft ideas.