Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Deputy Town Clerk (adam.clapton@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 SC354

Apologies for absence were received from Councillors V Gwatkin, H Eaglestone and A Prosser.

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 from members or officers.

a)            To adopt and sign as a correct record the minutes of the meeting held on 30 May 2022.

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

The minutes of the meeting of the committee held on 30 May 2022 were received.

SC256 – Communications & Community Engagement Report

In response to a Member, the Deputy Town Clerk advised that ‘You Said, We Did’ videos with members had yet to take place in response to the customer satisfaction  ...  view the full minutes text for item SC356

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 was no public participation.

To receive financial figures from the last Quarter, relating to the work of this Committee.

The Committee received and considered the financial report showing figures for aspects under its remit for the last Quarter, provided by the Town Clerk & Chief Executive Officer.

In response to a Member, the Town Clerk explained the committee had higher costs than others due to the nature of its work,  ...  view the full minutes text for item SC358

Cllr L Ashbourne joined the meeting at 6.15pm

To receive the report of the Communications & Community Engagement Officer.

The Committee received and considered the report of the Communications & Community Engagement Officer concerning community engagement projects.

Members were advised on the plans for the national ‘In-Bloom’ and the local ‘Schools In Bloom’ projects which were coming to fruition by the end of July. In addition, it was agreed the  ...  view the full minutes text for item SC359

To receive the report of the Communications & Community Engagement Officer.

The Committee received and considered the report of the Communications and Community Engagement Officer concerning communications and strategy review.

Members welcomed the review and noted the updates and suggestions provided. It was pleasing to see that so many actions were either completed or in development.

With regard to the Website,  ...  view the full minutes text for item SC360

To receive the report of the Communications & Community Engagement Officer.

The Committee received and considered the report of the Communications & Community Engagement Officer concerning the Town Council’s rebranding.

Members were advised the process had been delayed due to other commitments and the brief for the project had changed but the Task and Finish Group had agreed on the logo, as  ...  view the full minutes text for item SC361

To receive the updated Youth Services Grant Criteria, see minute no. SC255 of the meeting held on 30 May 2022. The scheme is due to launch on 1 August – a full timeline of dates is included in the document.

The Committee received and considered the report of the Deputy Town Clerk concerning the Youth Services Grant criteria and timeframe for the awarding of funds.

Members agreed the timetable and looked forward to receiving applications when the scheme opened at the beginning of August.

Resolved:

1.      That, the Youth Services  ...  view the full minutes text for item SC362

To receive and consider a grant request from Voice Box Choir for a community event at Langdale Hall on 19 July 2022.

The Committee received and considered a grant request from Witney Voice Box Choir towards funds for a free concert in the Langdale Hall, Witney.

Members were aware that a Platinum Jubilee concert was hugely oversubscribed, and this performance would provide a further free event, which could be accessed by many  ...  view the full minutes text for item SC363

To receive the report of the Project Officer.

The Committee received and considered the report of the Project Officer concerning the Happy to Chat Bench.

The Town Council would be project managing this matter as the parties who had shown interest in the project had not been able to pursue it themselves. Members were pleased the local Methodist  ...  view the full minutes text for item SC364

At the meeting of the Parks & Recreation committee it was indicated that a licence would be provided, allow a sundial to be erected in Unterhaching Park to mark this Jubilee year.

To speed up the installation, on approval of the licence, the Project Officer would like to offer the following  ...  view the full agenda text for item SC365

The Committee considered potential wording for a plaque to mark the Queen’s Platinum Jubilee Project in Unterhaching Park, which now seemed possible following the District Council’s indication a licence could be granted.

Members agreed on a simple dedication for the plaque on the sundial, ‘Installed by Witney Town Council to  ...  view the full minutes text for item SC365

To receive a verbal update from officers.

The Committee received a verbal update on Autumn and Winter planting, as provided by the Maintenance & Environmental Services Officer.

Members were advised that plants had already been ordered directly by the Council based on a previous resolution to adhere to what had been done before, but there was still a  ...  view the full minutes text for item SC366

To receive the report of the Venue & Events Officer.

The Committee received and considered the report of the Venue & Events Officer concerning third party and large events.

The Chair started by thanking all organisers of the events held so far in the year. They had all been most welcomed and were a credit to all who had contributed to  ...  view the full minutes text for item SC367

To receive the report of the Venue & Events Officer.

The Committee received and considered the report of the Venue & Events Officer concerning Remembrance Sunday.

Feedback had been received following last year’s event, the first run by the Town Council with Covid-19 circulating so this year presented a new challenge. After discussion on potential arrangements, it was agreed information should  ...  view the full minutes text for item SC368

To receive the report of the Venue & Events Officer.

The Committee received and considered the report of the Venue & Events Officer concerning the annual Advent Fayre.

Members supported the continuation of the event as in previous years on the last Sunday in November. This year, more than ever, the Town Council should be hosting this free event for children  ...  view the full minutes text for item SC369