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 SC171

An apology for his absence was received from Cllr Enright.  Cllr Duncan was attending as a substitute.  Cllr Smith was also in attendance to offer advice on the item on bus shelters.

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.

To elect a Vice Chair for the municpal year.

RESOLVED:          that Cllr Ashbourne be elected as Vice Chair of the Committee for the municipal year.

a)            To adopt and sign as a correct record the minutes of the meeting held on 16 March     2020.

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 16 March 2020. 

RESOLVED:         that the minutes of the meeting held on 16 March 2020 be agreed as a correct record and signed by the Chair.

There were no matters arising.

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.

There were no members of the public present for this item.

To consider the revised Terms of Reference for the Committee as attached, and to also consider the Committee’s vision and objectives for the remainder of the municipal year, taking into consideration projects already underway, and the day to day management of the Council facilities under its remit – balancing financial  ...  view the full agenda text for item SC176

The Committee received and considered the draft terms of reference for the Committee as circulated with the agenda.

RESOLVED:   that the terms of reference as circulated be agreed with the addition of “Recognising the value and benefit of voluntary groups and endeavours within our community, supporting and helping to facilitate  ...  view the full minutes text for item SC176

The Committee received and considered the report of the Operations and Estates Officer.  He advised that the hanging basket extenders had gone missing in delivery transit.  He had visited St. Mary’s Churchyard earlier that day with the Tree Surgeon looking at tree T583.   The Tree Surgeon would requote for this  ...  view the full minutes text for item SC177

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

RESOLVED:

1.            that the report be noted;

2.            that the negotiation for the bench and its siting be delegated to the Operations and Estates Officer.

To consider how to commemorate the volunteers who have served the community during the COVID-19 Pandemic, and those who have died locally of the virus.  To also consider the correspondence from the Rotary Club of Witney on a similar suggestion and if the Council wishes to work in partnership on  ...  view the full agenda text for item SC179

The Committee received and considered the report of the Operations and Estates Officer and correspondence from the Rotary Club.  The Chair said that members had informally discussed an idea of a memorial for Covid-19 Victims and the volunteers.

Members proceeded to debate a suitable location. The Officers pointed out that  ...  view the full minutes text for item SC179

Members received a verbal update from Cllr Smith regarding the installation of cycle racks at Tower Hill and Windrush cemeteries along with correspondence concerning potential funding by Oxfordshire County Council for further ones in the town.

The Committee was in agreement that cycle racks should be installed at the two  ...  view the full minutes text for item SC180

To receive and consider the report of the Office Manager following a proposal from Oxfordshire County Council for bus stop improvements at Tower Hill, Witney.  To also receive a verbal update on the situation relating to the other bus stop improvements.

The Committee received and considered the report of the Office Manager concerning £10,000 of S106 funding for bus stop infrastructure on Tower Hill.   There had already been a site meeting with ward Councillors.  A proposal had been put together by OCC which was significantly over the funds allocated to this  ...  view the full minutes text for item SC181

To receive and consider the report of the Communications and Events Officer.

The Committee received and considered the report of the Communications and Events Officer which included details on the annual resident’s satisfaction survey.  Members were concerned that young people weren’t responding but the Communications and Events Officer explained that many ways including direct engagement had been tried but they were not  ...  view the full minutes text for item SC182

The Chair had circulated some designs for the rebranding of the Town Council prior to the meeting.  Cllr Gwatkin spoke to the Committee about her design.   Another member commented that he liked the banner but didn’t actually feel that the current branding was outdated, especially compared to other parish councils.  ...  view the full minutes text for item SC183

To consider forming an 'Inclusion Panel' made up of members of the community's various minorities, who could advise the Council on various matters to take greater account of the impact on all sections of the community - verbal report from Chair Cllr Collins

The Committee received and considered a verbal report from the Chair on forming an 'Inclusion Panel' made up of members of the community's various minorities, who could advise the Council on various matters to take greater account of the impact on all sections of the community.  The Leader also added  ...  view the full minutes text for item SC184

Due to Covid 19 etc. it has not been possible to prepare or complete the tender documentation in order to re-tender the Christmas Lights display for 2020.  The Operations and Estates Officer is in contact with several lights providers and is trying to organise a small display concentrated in the  ...  view the full agenda text for item SC185

The Committee received and considered the verbal report of the Operations and Estates Officer updating Members on this year’s Christmas lights display along with the report of the Cemeteries Officer regarding the children’s Christmas competitions. 

Members discussed other ideas such as putting lights in window, and the impact on the  ...  view the full minutes text for item SC185

To receive and consider the report of the Communications and Events Officer.

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

RESOLVED:

1.            that the report be noted;

2.            that commemorations for VJ Day be delegated to the Mayor and the Office Manager to progress;

3.            that  for Remembrance Day, the Communications & Events Officer progresses an event along  ...  view the full minutes text for item SC186

As the meeting had now reached over 2 hours in length, the Committee agreed to suspend standing order 48 in order to allow the meeting to continue for a further 10 minutes.

The Committee received and considered the report of the Office Manager, which recapped previous decisions.  Members discussed grant criteria and an accompanying application form.

RECOMMENDED:            

1.            that the report be noted.

2.            that the proposed grant criteria and application form be accepted;

3.            that Youth Services Signposting takes the form  ...  view the full minutes text for item SC188