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 8(e)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item H282

Apologies for absence were received from Councillors G Doughty & J Doughty.

A further apology for absence was received from Councillor O Collins, Councillor J Aitman attended as a substitute.

The Committee Clerk reminded all Members of the importance of submitting their apologies directly to him ahead of the meeting so  ...  view the full minutes text for item H282

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.

To elect a Vice-Chair of the Committee for the 2026/27 Municipal Year.

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

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

Resolved:

That, Councillor Jack Treloar be elected Vice-Chair of the Committee for the 2026/27 municipal year.

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Committee held on 16 March 2026.

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 16 March 2026 were received.

Resolved:

That, the minutes of the Halls Cemeteries & Allotments Committee meeting held on 16 March 2026 be approved as a correct record of the meeting and be signed by the Chair.

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 25.  Matters raised shall relate to the following items on the agenda.

There was no public participation.

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

The committee considered whether any changes were needed to the current Terms of Reference.

No amendments were required therefore it was:

Recommended:

1.       That, no amendments be made to the Terms of Reference and,

2.       That, the Terms of Reference be recommended for approval by the Full Council at the  ...  view the full minutes text for item H287

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

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 informed that the end-of-year adjustments were being undertaken. It was noted that the Committee held a relatively large number of earmarked reserves  ...  view the full minutes text for item H288

The Responsible Financial Officer left the meeting at 6:19pm

Members received the results of the annual resident survey which it was noted were consistent with previous discussions on this topic via Committees earlier in the cycle, Members observed that responses were often submitted predominantly by residents wishing to raise concerns, rather than those providing positive feedback.

Despite this, Members  ...  view the full minutes text for item H289

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

The Committee received the report of the Venues & Events Officer (V&EO), together with a verbal explanation on the technical aspects contained within it.

Members received updates on the “1 in 200” local author scheme and the local art display initiative. It was noted that both initiatives are generating interest  ...  view the full minutes text for item H290

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

Members received and considered the report of the Venue & Events Officer.

Members noted the feedback on the recent events held at the Corn Exchange.

The Committee also received the forthcoming events calendar and venue usage figures, which demonstrated positive increases in activity levels. The continued popularity of Café 1863 again  ...  view the full minutes text for item H291

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

Members received and considered the updated Business Plan. The principal amendment was the inclusion of Café 1863, following an earlier request of the Committee.

The Venues and Events Officer (V&EO) outlined the vision and purpose sections of the Plan. Members were unanimously supportive of the three strategic pillars identified,  ...  view the full minutes text for item H292

The Venue & Events Officer left the meeting at 7:20pm

To receive and consider the report of the Administrative Assistant – Facilities.

Members received and considered the report of the Administration Assistant (Facilities) regarding a request for the establishment of a memorial plaque for a US soldier who was interred at Tower Hill Cemetery prior to repatriation to New York.

Members were unanimous in their approval of the purchase and installation of  ...  view the full minutes text for item H293

To receive the report of the Senior Administration Officer.

The Committee received and considered the report of the Senior Administration Officer regarding the forthcoming review of the Cemetery Regulations.

Members were pleased to note that cemetery users, funeral directors, and the Friends of the Cemetery were being consulted to gather their views on potential changes, which would be taken  ...  view the full minutes text for item H294

Consider entry into the BRAMM Cemetery of the Year Awards 2026 for the Council managed Tower Hill and Windrush cemeteries.

The Committee received and considered the invitation from BRAMM (Burial and Cremation Administration Register Management Mentorship) to enter the Cemetery of the year awards for 2026.

Members agreed that both the Tower Hill & Windrush Cemeteries should be entered as this offered the potential to gain feedback on the cemeteries and  ...  view the full minutes text for item H295