Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Committee Clerk derek.mackenzie@witney-tc.gov.uk prior to the meeting, stating the reason for absence.

Standing Order 30(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item SC513

Apologies for absence were received from Councillors G Meadows and J Doughty with Councillors J Aitman and D Temple attending as substitutes respectively.

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.

Councillor R Smith declared a personal interest in Agenda Item 10 as she was a member of the church that provided the Detached Youth Service.

There were no other declarations from Members or Officers at this point in the meeting.

Later, Councillor D Temple declared a personal interest in Agenda  ...  view the full minutes text for item SC514

a)            To adopt and sign as a correct record the minutes of the meeting held on 15 July 2024.

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 Stronger Communities Committee held on 15 July 2024 were received.

SC392 – The Communications & Communities Engagement Officer provided details of the activity and support provided to Witney Talking News.

SC399 – A member of the public had showed interest in the Spruce up  ...  view the full minutes text for item SC515

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 for this item.

The committee received representation from a member of the Witney Music Festival team (WMF) concerning Agenda Item 13. An update of the 2024 event was provided.

Further representation was received from two members of the detached youth service “The Station” concerning Agenda Item 10  ...  view the full minutes text for item SC516

To receive and consider the report of the Deputy Town Clerk.

With the permission of the Chair, this item was moved up the agenda so the members of public could hear the discussion and outcome.

Members received and considered the report of the Deputy Town Clerk along with the verbal update from the two members of The Station that had proceeded  ...  view the full minutes text for item SC517

(The three members of the public left the meeting at 6:57pm)

To receive and consider the report of the R.F.O concerning the financial position of items under the remit of this Committee in 2024/25.

The Committee received and considered the report of the Responsible Financial Officer (RFO) detailing income and expenditure for budgets which were the responsibility of the committee.

Members were pleased to see that the income and expenditure was within the projected budgets however acknowledged that some expenditures, such as the Christmas  ...  view the full minutes text for item SC518

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 SC519

Resolved:

That in accordance with section (1(2) of the Public Bodies (admission 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 SC519

The Committee received and considered the report of the Responsible Financial Officer along with a confidential verbal update from the Town Clerk/CEO following the initial discussions with Bob Wilson Funfairs Ltd.

Members heard details of the meeting held the previous week. They considered various options and provided the Town Clerk  ...  view the full minutes text for item SC520

(On conclusion of the item the meeting reverted back to open session)

To receive and consier the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk regarding actions resulting from the annual resident’s satisfaction survey.

Members asked that the illustration that Officers had prepared showing the services provided by each level of local government be published on a regular basis to ensure that residents  ...  view the full minutes text for item SC521

To receive and consider the report of the Communications & Communities Engagement Officer.

The Committee received and considered the report of the Communications & Community Engagement Officer (CCEO) concerning the Councils communications strategy.

Members were concerned to hear of the impact that negative social media posts had and agreed that improvements could be made to ensure Members support the action of the Council wherever  ...  view the full minutes text for item SC522

(A member of the public joined the meeting at 7:42pm remaining until the closing of the meeting  – they did not verbally participate in the meeting)

(Councillor T Ashby left the meeting at 7:42pm and rejoined at 7:45pm)

To receive and consider the report of the Communications & Communities Engagement Officer.

The Committee received and considered the report of the Communications & Community Engagement Officer (CCEO) concerning the planned events in the upcoming months.

The Committee were supportive of the idea to offer the Gallery Room to carers and the people they cared for in order that they could attend the Christmas  ...  view the full minutes text for item SC523

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 20 minutes.

To receive and consider the report of the Bookings Administrator.

The Committee received and considered the report of the Reception & Bookings Administrator which included details on the activity of the Community Window at the Market Square Reception Office.

A Member noted that this was the first report that the Committee had received from the Reception & Bookings Administrator and asked that  ...  view the full minutes text for item SC525

(Councillor O Collins left the meeting at 8:10pm rejoining at 8:13pm)

To receive and consider a request for Yoga Session on The Leys Recreational Ground.

The Committee received correspondence with a request to host outdoor yoga sessions.

Members heard that Officers had requested further information and invited the individual to attend the meeting however they had not heard further prior to the meeting.

The Committee were principally in support of the proposal however more information  ...  view the full minutes text for item SC526

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operations Manager in relation to Salt Bin preparations for the Town.

A verbal update was provided by the Committee Clerk in relation to the efforts made by the Town Council to site salt bins on the Kingfisher estate however these had been refused  ...  view the full minutes text for item SC527

To receive and consider the report of the Venue & Events Officer.

The Committee received and considered the report of the Deputy Venue & Events Officer relating to past and upcoming events that the Council were involved in or supporting.

Members had earlier received a verbal update from the representative of Witney Music Festival which members were very keen to receive. The two-day  ...  view the full minutes text for item SC528