Agenda and minutes

Venue: Virtual Meeting Room via Zoom. View directions

Contact: Democratic Services Officer 

Items
No. Item

SC189

Apologies for absence

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 SC189

Minutes:

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.

 

 

SC190

Declarations of Interest

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.

Minutes:

There were no declarations of interest in matters to be discussed at the meeting.

 

SC191

Election of Vice Chair

To elect a Vice Chair for the municpal year.

Minutes:

 

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

 

 

SC192

Minutes pdf icon PDF 383 KB

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).

Minutes:

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.

 

SC193

Public Participation

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.

Minutes:

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

 

SC194

Committee Terms of Reference, Vision and Objectives for the Municipal year pdf icon PDF 317 KB

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 SC194

Minutes:

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 SC194

SC195

Operational Report - Progress since the last meeting pdf icon PDF 347 KB

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

Additional documents:

Minutes:

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 SC195

SC196

Memorial Bench Request - Tower Hill F.C pdf icon PDF 333 KB

To receive and consider the report of the Operations & Estates Officer following a request from Tower Hill FC for a memorial bench at West Witney.

Minutes:

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.

 

 

SC197

COVID-19 Commemorations pdf icon PDF 340 KB

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 SC197

Additional documents:

Minutes:

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 SC197

SC198

Cycle Racks - Windrush & Tower Hill Cemeteries

Using OCC Councillor priority fund to fund new cycle racks at Windrush and Tower Hill Cemeteries - to consider a verbal report from Cllr Ruth Smith/Owen Collins

Minutes:

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 SC198

SC199

Bus Stop Improvements pdf icon PDF 396 KB

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.

Additional documents:

Minutes:

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 SC199

SC200

Communications Update pdf icon PDF 339 KB

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

Minutes:

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 SC200

SC201

Witney Town Council image & rebranding

To consider rebranding the Council, updating and having a 'uniformed/corporate' identity throughout with a new Council logo, letterhead and newsletter template.

Minutes:

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 SC201

SC202

Inclusion Panel

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

Minutes:

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 SC202

SC203

Christmas Lights Display & Competitions 2020 pdf icon PDF 346 KB

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 SC203

Minutes:

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 SC203

SC204

Civic Events pdf icon PDF 468 KB

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

Minutes:

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 SC204

SC205

Suspension of Standing Orders

Minutes:

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.

 

 

SC206

Youth Services pdf icon PDF 339 KB

To receive and consider the report of the Office Manager concerning grant funding and signposting of youth services.

Additional documents:

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 SC206