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.ukprior 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 to replace ordinary  ...  view the full agenda text for item H269

No apologies for absence were received.

Members are reminded to declare any disclosable pecuniary interests in any of the 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.

To elect a Vice-Chair of the Committee for the 2023/2024 Municipal Year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed and seconded that Councillor Duncan Enright be elected. There being no other nominations it was:

Resolved:

That, Councillor Duncan Enright be elected Vice-Chair of the Committee for the 2023/2024 municipal year.

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on 13 March 2023;

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

The minutes of the Halls, Cemeteries & Allotments Committee meeting held on 13 March 2023 were received.

P138 -The Town Clerk gave an update, advising that the meeting offered to the funeral director had been declined so the pre-sold plans would be assessed on a case-by-case basis.

P139 - The Town  ...  view the full minutes text for item H272

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 the report of the Deputy Town Clerk and review the Committee Terms of Reference (TORs).

The Committee received and considered the report of the Deputy Town Clerk along with the Committee’s current terms of reference.

The Town Clerk corrected a point in the report to advise that the Council still owned the Park Road Allotment and therefore it must remain in the Terms of Reference.  ...  view the full minutes text for item H274

To receive the report of the Town Clerk/C.E.O.

The Committee received and considered the report and of the Town Clerk/C.E.O along with verbal clarification, concerning its objectives and work programme for the forthcoming year.

The Town Clerk gave Members a summary of the history of Madley Park Hall including the details of the funding provided by the Council.  ...  view the full minutes text for item H275

To receive the report of the Responsible Financial Officer (RFO).

The Committee received and considered the report of the Responsible Financial Officer (RFO) which summarised the budgets under its remit, along with associated costs centres and codes.

Members were pleased services were operating within budget. The Town Clerk provided clarification to the reference to Outside Services (O/S) and Central Services  ...  view the full minutes text for item H276

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

The Committee received and considered the report of the Venue & Events Officer which provided an update on activity in the Public Halls since the last meeting.

Members expressed their thanks for all the work which had gone into the Corn Exchange. The return of groups to the halls was evidence  ...  view the full minutes text for item H277

To receive and consider the report of the Project Officer.

Members received and considered the report of the Project Officer in relation to the sponsorship of seating within the Corn Exchange.

Members discussed the possibility of a corporate membership being offered alongside that of individual. Members also discussed the potential offering of discounted tickets, a regular newsletter and a patron’s  ...  view the full minutes text for item H278

To receive and consider the report of the Project Officer.

The Committee received the report of the Project Officer and a verbal update from the Head of Operations who explained the reasons for suggesting the decision to proceed with the Fuel Cell Boiler be rescinded.

Members were dispirited to hear the Council would not be proceeding with the more climate  ...  view the full minutes text for item H279

To receive and consider a Corn Exchange subsidised letting request from Volunteer Link-Up in order to hold a 40^th Anniversary event.

Please note: This application is being submitted to this Committee, and not Policy, Governance & Finance due to the date of the event, 20 June 2023. The budget for  ...  view the full agenda text for item H280

The Committee received and considered the subsidised hall hire request from Volunteer Link Up (VLU).

All members agreed that VLU did an amazing job and were very happy to support their 40^th Birthday celebrations by way of a subsidised rental of the Corn Exchange to the value of £147.  ...  view the full minutes text for item H280

To consider entry of Windrush Cemetery into the Cemetery of the Year Awards 2023.

‘The Cemetery of the Year Awards Competition is designed not only to improve standards within Burial Grounds but also to encourage compliance with legislation and encourage best practice with information and support from leading Burial Authority  ...  view the full agenda text for item H281

The Committee received a verbal report from the Committee Clerk.

Members were keen to enter this annual competition and welcomed feedback from the Cemetery of the Year Awards judging to improve the services provided in Windrush Cemetery.

Resolved:

1.      That, the verbal report be noted and,

2.      That, Windrush Cemetery  ...  view the full minutes text for item H281

To receive the report of the Deputy Town Clerk.

The Committee received the report of the Deputy Town Clerk regarding the proposed installation of a sign to identify Commonwealth War Graves which are located in Tower Hill Cemetery.

Members were very keen to proceed, a member believed that there was also a grave in Holy Trinity churchyard and asked  ...  view the full minutes text for item H282

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operations Manager.

Members were concerned about the quality of  finish which might be carried out by the Probation team who had approached the Church about decoration and maintenance to the railings here, particularly as the work was not currently required and these were  ...  view the full minutes text for item H283

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 H284

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 H284

To receive a confidential, draft business plan for the Corn Exchange from the Venue & Events Officer.

The Committee received the report of the Venue & Events Officer outlining the plan for the Corn Exchange.

Members discussed the current mission statement for the Corn Exchange and requested only a change from “create” to “maintain” a small community arts facility.

Members were pleased to see the detailed plan. The  ...  view the full minutes text for item H285