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 SC282

There were no apologies for absence.

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.

Cllr Aitman declared an interest in the agenda item on Youth Funding as 2 of her charities as Mayor were Got2Be and Homestart.

Cllr Ashbourne and Gwatkin declared an interest in the same item as they knew Punam Owens in a personal capacity and she ran Parkrun.

a)            To adopt and sign as a correct record the minutes of the meeting held on 6 July    2020.

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

a) Minutes

The Committee received and considered the minutes of the meeting held on 6 July 2020.

b) Matters Arising

A member asked when the Council would have an Instagram page to engage with young people.  The Communications Officer explained that currently the Council’s Facebook page was broken and she  ...  view the full minutes text for item SC284

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 member of the public present did not wish to address the Council.

To receive and consider an evaluation of applications for the Witney Town Council Youth Fund, which closed on 1^st September 2020 from the Office Manager. Agreement on awards will be made at the Policy, Governance & Finance Committee meeting on 28^th September and ratified at the Full Council meeting  ...  view the full agenda text for item SC286

This item was moved up the agenda with the express permission of the Chair in light of having received presentations from the three applicants prior to the meeting.

Members received and considered the report of the Office Manager which included a confidential evaluation of the applications received for the Witney  ...  view the full minutes text for item SC286

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.  A member commented that the additional benches at Oxlease Park were well used.  Members discussed the option of taking over the defibrillator at West Witney Sports Ground from Tower Hill Football Club.  It was possible that it  ...  view the full minutes text for item SC287

To receive correspondence from Oxfordshire County Council concerning Salt Bins in Witney for winter 2020/21. There is no budget set for salt bins so members are asked to consider any pressing location requests for the forthcoming winter.

Members received and considered correspondence from Oxfordshire County Council concerning ordering additional salt bins for the winter 2020/21. There were also requests from members of the public for salt bins at Burwell Drive and Dene Rise.  A Councillor also asked if there was a salt bin on the Wood Green  ...  view the full minutes text for item SC288

To receive and consider the report of the Operations & Estates Officer on tree maintenance of the Council’s existing tree stock.

The Committee received and considered the report of the Operations and Estates Officer concerning the maintenance of the Council’s existing tree stock.  A member asked if the budget was overspent.  The Operations and Estates Officer replied that currently it was not but there had not yet been any storm damage  ...  view the full minutes text for item SC289

To receive and consider the report of the Operations & Estates Officer regarding next year’s floral displays in the town, and the Town’s entry into the In-Bloom Competition.

The Committee received and considered the report of the Operations and Estates Officer concerning next year’s floral planting.

RESOLVED:          that the report be noted and:

1.            that hot, bright flowers be used again next year for the summer bedding;

2.            that Witney’s summer bedding be dedicated to honouring the local  ...  view the full minutes text for item SC290

To receive and consider the report of the Operations & Estates Officer updating Members on the request from the Rotary Club of Witney as well as new request for a  memorial bench at Witney Lake.

Members received and considered the report of the Operations and Estates Officer, which updated them on the request from the Rotary Club of Witney and a new request for a memorial bench.  The latter had originally been requested for Witney Lake but the lady had now changed her mind and  ...  view the full minutes text for item SC291

To receive a verbal update from the Chair and/or the Leader on the progress of this project.

The Committee received and considered a verbal update from the Leader on the community piano which had become damaged in transit and therefore not playable.  The Office Manager had suggested that it could be turned into a planter instead and the original owner of the piano was very happy with  ...  view the full minutes text for item SC292

To receive and consider the report from the Operations & Estates Officer regarding this years Christmas Events - Christmas Lights Switch-on and the Advent Fayre

The Committee received and considered the report of the Operations and Estates Officer in respect of the Advent Fayre and the Christmas Lights Switch On.  Although the latter was organised by the Rotary Club of Witney and grant funded by the Council –the Town Clerk had been advised that Rotary  ...  view the full minutes text for item SC293

To receive and consider the report of the Communications & Events Officer covering the Citizen of the Year, Car Free Day, and Remembrance Sunday.

The Committee received and considered the report of the Communications and Events Officer, concerning Remembrance Day, Citizen of the Year Awards and car free day.

RESOLVED:         that the report be noted and:-

1.            that in light of the Covid-19 Hero Awards, the Citizen of the Year awards be paused;

2.  ...  view the full minutes text for item SC294

To receive a verbal update from the Chair on behalf of the Task and Finish Group working on recognising individual volunteers and businesses for the work they did in the community during the pandemic.

The Chair provided an update on the progress of the Task and Finish Group’s plans to celebrate individual volunteers and businesses for the work they had done in the community during the pandemic.  They were proposing certificate and badges and had designed a form (which would need to be available  ...  view the full minutes text for item SC295

Members received and considered the report of the Town Clerk concerning rebranding. Officers had recently tried to implement the new branding but there were issues with this and more work and time would be needed.

RESOLVED:  that the report be noted and any further rebranding work be put on hold  ...  view the full minutes text for item SC296

To receive a verbal update from the Chair regarding the progress made on setting up the inclusion panel as per minute SC202.

A Draft Press Release is provided within the Communications & Events Officer report for sign off.

The Committee received and considered a verbal update from the Chair on the progress made on setting up the inclusion panel.  Members had met with Punam Owens who was an expert in this field which had proved to be invaluable.  It was planned to set up a Diversity and Inclusion  ...  view the full minutes text for item SC297

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

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

RESOLVED:          that the report be noted and: -

1.            that the data from the residents’ satisfaction survey is published on the Council’s social media channels;

2.            that the draft press release on the Equality, Inclusivity and Diversity  ...  view the full minutes text for item SC298

The Committee received and considered the report of the Town Clerk.  She advised that the Committee had made decisions during the meeting that would have budget implications.  There was already a budget line for defibrillators which would cover the take-over of the Tower Hill FC one; the salt bins could  ...  view the full minutes text for item SC299

To consider and if appropriate, to pass the following resolution:

That in accordance with section 1(2) of the Public Bodies (admissions to Meetings) Act 1960, and as extended by Schedule 12A of the Local Government Act 1972, the public, including the press, be excluded from the meeting because of the  ...  view the full agenda text for item SC300

RESOLVED:          that in accordance with section 1(2) of the Public Bodies (Admissions to

Meetings) Act 1960, and as extended by Schedule 12A of the Local Government Act 1972, the public, including the press, be excluded from the meeting because of the confidential nature of the following business to be transacted.  ...  view the full minutes text for item SC300

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

The Committee received and considered the confidential report of the Operations and Estates Officer together with two quotes from Christmas Lighting Companies for a limited display for 2020.  A third quote had arrived earlier in the day but it was significantly over budget.

Members agreed that Lite Ltd was the  ...  view the full minutes text for item SC301