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.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  ...  view the full agenda text for item SC19

Apologies for their absence were received from Cllrs Bolger and King.

Members are reminded to declare any disclosable pecuniary interests in any 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 18 November 2019.

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

The Committee received and considered the minutes of the meeting held on 18 November 2019.  There were no matters arising.

RESOLVED:  that the minutes of the meeting held on 18 November 2019 be agreed as a correct record and 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 42.  Matters raised shall relate to the following items on the agenda.

The Committee adjourned in line with standing order 42 so that the public present could address the meeting.  Addressing the meeting were: -

Neil Bailey –                       Earth watch

Neil Clennell –                   The Wychwood Project

Olivia Thornton –             local resident

Following the addresses the Committee reconvened.

a)       To receive and consider the report of the Operations & Estates Officer relating to a tree donated by Extinction Rebellion and the logistics/policy for planting.

b)      To receive and consider correspondence from Tim Stevenson, Lord-Lieutenant of Oxfordshire regarding increasing tree cover in Oxfordshire.

c)       To receive and consider the report  ...  view the full agenda text for item SC23

This item was moved up the agenda with the express permission of the Chair, so that the public present could listen to the debate.

Member discussed the offer of the tree from Extinction Rebellion and agreed to its planting at the QE2 Field, Burwell.  One member of Extinction Rebellion could  ...  view the full minutes text for item SC23

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

The Committee received and considered the report of the Operations and Estates Officer, providing an update on vandalism, litter bins, benches, the Welch Way Flower bed, and hedge and tree works.

RESOLVED:          that the report be noted.

To note the updated schedule of works (to follow).

This item was deferred to the next meeting.

To receive and consider a request from a resident for an additional bus shelter

The Committee received and considered correspondence from a resident requesting a bush shelter at the stop on Tower Hill.

RESOLVED:

1.            that the correspondence be noted;

2.            that the Committee delegates the task of looking into land ownership and a possible bench to Cllr Ashbourne and the Operations and Estates  ...  view the full minutes text for item SC26

To receive and consider the report of the Communications & Events Officer on the Bus Shelter Art Project.

The Events and Communications Officer explained that the college were not able to facilitate bus shelter art now which left the problem of manipulating the images.  Sponsorship had not really taken off and the Council in the past had not been concerned with putting artwork in low footfall areas. There  ...  view the full minutes text for item SC27

To receive an update on the progress of the installation of the Community Piano Art Project

Cllr Enright provided an update on the community piano which was yet to be decorated.  The SOTA Gallery had agreed to take it on for the first few months and to do a launch event.  They were obtaining a quote for a bespoke trolley which would lock and negate the  ...  view the full minutes text for item SC28

At the last meeting the Town Clerk was asked to seek further clarification on what the grant funding could be spent on – minute SC460 refers.  Verbal report to be given at the meeting.

The Town Clerk had provided further information from the District Council about what type of things the Community Clean Up Grant could be spent on.   The issues with bins were the capital and on-going emptying costs. 

A member commented that individual groups had their own equipment and therefore it might  ...  view the full minutes text for item SC29

To receive and consider the communication from Thames Valley Police regarding the Town Council taking on the responsibility of the Community Speedwatch Scheme and also consider procuring the necessary equipment. 

This has come via the Witney Traffic Advisory Committee meeting from various complaints from residents on speeding and the lack  ...  view the full agenda text for item SC30

The Chair informed the Committee that County Councillor Laura Price had offered to fund the whole cost of the community speed watch equipment from her Councillor Priority fund which needed to be spent by the end of March.  The Traffic Advisory Committee had established a task and finish group to  ...  view the full minutes text for item SC30

To receive and consider the report of the Communications & Events Officer, including an update on Press Coverage.

The Committee received and considered the report of the Events and Communications Officer.

RESOLVED:

1.            that the report be noted;

2.            that the Council switches to paperless newsletters with the exception of the spring newsletter, which should be issued and distributed by Push Start as before;

3.            that the focus  ...  view the full minutes text for item SC31

The Committee received and considered the report of the Events and Communications Officer, covering proposed events.

RECOMMENDED:

1.            that the report be noted;

2.            that a pantomime in the Corn Exchange should be arranged for 2020 and

refreshments offered;

3.            that the Mayor will meet with the Events and Communications  ...  view the full minutes text for item SC32

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

The Committee received and considered the report of the Operations and Estates Officer, explaining the issues with using pitch one at The Leys as an events field as well as a sports pitch.  The Halls and Green Spaces Committee held the previous week had acknowledged this and had voted in  ...  view the full minutes text for item SC33

RESOLVED:          that Standing Order 48 (a) be suspended to allow the meeting to continue as it had now passed two hours in length.

Cllr Collins left the meeting at 8.05pm.

To receive and consider the report of the Operations & Estates Officer with an update of the current position relating to the 2019 Christmas Lights display and contract.

The Committee received and conisdered the report of the Operations and Estates Officer on the situation with the Christmas Lights contractor, the penalities due, and its offer to the Council.

RESOLVED:

1.            that the report be noted;

2.            that the Council pays the balance for the items Gala Lights did  ...  view the full minutes text for item SC35

To receive the minutes of the Witney & District Twinning Association held on 28 November 2019 – for information.

The Chairman of the Twinning Association has been advised that the Council has granted £1,000 towards the Twinning Anniversaries in 2020/21 as part of the budget setting agreed on 16 December 2019.  ...  view the full agenda text for item SC36

The Committee received and considered the minutes of the Witney and District Twinning Association held on 28 November 2019.

RESOLVED:          that the minutes of the Witney and District Twinning Association held on 28 November 2019 be noted.

To receive and consider the minutes of the VE Day 75 Working Party meetings held on

a.       4 November 2019 - enclosed

b.       6 January 2020 – enclosed

The Committee received and considered the minutes of the V E Day Working Parties held on 4 November 2019 and 6 January 2019.

RESOLVED:          that the minutes of the VE Day Working Parties held on 4 November 2019 and 6 January 2020 and the recommendations therein be agreed.

To receive a verbal report from the meeting of the Youth Services Working Party held earlier in the evening and agree any recommendations contained therein.

The Chair gave a verbal update on the Youth Services Working Party held earlier that evening.

RESOLVED:          that the verbal update be noted.