Agenda and minutes

Venue: Virtual Meeting Room via Zoom. View directions

Contact: Democratic Services Officer 

Items
No. Item

H370

Apologies for Absence

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 H370

Minutes:

There were no apologies for absence.

 

H371

Declarations of Interest

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.

 

Minutes:

There were no declarations of interest in matters to be discussed at the meeting.

 

H372

Minutes pdf icon PDF 389 KB

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on  14 September 2020;

 

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

 

Minutes:

The Committee received and considered the minutes of the meeting held on 14 September 2020.  Cllr King advised that he had given apologies for that meeting.

 

RESOLVED:          that the minutes of the meeting held on 14 September 2020 be agreed and signed by the Chair as a correct record.

 

H373

Operational Report pdf icon PDF 346 KB

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

Minutes:

The Committee received and considered the report on the Operations and Estates Officer, covering hall maintenance and repairs to 51a Market Square.

 

RESOLVED:          that the report be noted.

 

H374

Public Halls Report pdf icon PDF 188 KB

To receive and consider the report of the Venue Manager.

Minutes:

The Committee received and considered the report of the Venue Manager, covering the current Covid-19 lockdown implications.

 

RESOLVED:          that the report be noted.

 

H375

Public Participation

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.

 

Minutes:

Although this item was initially to be taken after the minutes but as the member of the public – Mr John Richards - who had put the request in for the cinema was now present, the Committee agreed to allow him the opportunity to address the committee.  The Committee adjourned  ...  view the full minutes text for item H375

H376

Request to run a Cinema in the Corn Exchange pdf icon PDF 149 KB

To receive and consider the report of the Venue Manager.

Additional documents:

Minutes:

The Committee received and considered the report of the Venue Manager on the proposal to run a cinema in the Corn Exchange.  Mr Richards had proposed that he would hire the films and provide the equipment and the Town Council would run everything else including ticket sales.  The profits would  ...  view the full minutes text for item H376

H377

Cemeteries & Closed Churchyards pdf icon PDF 358 KB

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

Additional documents:

Minutes:

The Committee received and considered the report of the Operations and Estates Officer. This covered Closed Churchyards including topple testing work to be done, Tower Hill Cemetery and the Windrush Cemetery.  A report on the Windrush Cemetery access that had been to the last Climate, Planning and Biodiversity Committee was  ...  view the full minutes text for item H377

H378

Review of the Council's Cemetery Regulations pdf icon PDF 421 KB

To receive and consider the Regulations relating to the management and operation of the Council’s Tower Hill and Windrush Cemeteries.

Minutes:

The Committee had been previously circulated with the current rules and regulations relating to the Council’s cemeteries.

 

Due to a recent request for a Saturday interment of ashes, the Chair suggested she wanted to review the times of opening Tower Hill Cemetery, to be able to offer this service, if  ...  view the full minutes text for item H378

H379

Allotments pdf icon PDF 345 KB

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

Minutes:

The Committee received and considered the report of the Operations and Estates Officer.  There followed a discussion about sheds on the new Windrush Place Allotments, which would be brand new and should be maintained by the Allotment Association.  Officers felt that in providing sheds they would look more uniform in  ...  view the full minutes text for item H379

H380

Financial Report

Members are referred to appendix b of agenda item 11a where the actual expenditure to date (1 April to 30 September) against budget can be reviewed.

Minutes:

The Committee received and considered financial reports from the Town Clerk/RFO.

 

H380a

Revised revenue budget 2020/21 and base revenue budget for 2021/22 pdf icon PDF 619 KB

To receive and consider the report of the Town Clerk/RFO (TO FOLLOW) and the Draft Revised Revenue Budget for 2020/21 and Draft Budget for 2021/22 (ENCLOSED).

Minutes:

The Committee received and considered the report of the Town Clerk/RFO which had been circulated prior to the meeting. She had written a comprehensive report in order to try and explain each individual cost centre and budget line.  She advised that there were still several unknown factors at this stage  ...  view the full minutes text for item H380a

H380b

Schedule of proposed Fees and Charges 2021/22 pdf icon PDF 552 KB

During Budget Setting Cycle the Council reviews its Fees and Charges for the various facilities and services it operates.

 

Attached is the schedule of charges in respect of the assets and services which fall under the responsibility of this Committee.  As agreed by Full Council on 12 October 2020 increases  ...  view the full agenda text for item H380b

Additional documents:

Minutes:

The Committee received and considered the proposed schedule of fees and charges for 2021/22 in respect of the Council’s Cemeteries and Halls as circulated with the agenda.  The Town Clerk advised that the increases were in line with the budget parameters agreed by full Council with an inflationary increase of  ...  view the full minutes text for item H380b

H380c

Revised Capital and Special Revenue Projects Programme 2020/21 pdf icon PDF 544 KB

To receive and consider the report of the Town Clerk/RFO relating to an update on the Capital & Special Revenue Projects Programme for 2020/21

Minutes:

The Committee had received a schedule listing the up to date financial position on the current years capital and special revenue projects programme. 

 

A member queried the projects listed as abandoned or deferred in the report and the Town Clerk/RFO explained that she had been trying to make savings in  ...  view the full minutes text for item H380c

H380d

Revenue Growth Items and Capital/Special Revenue Projects Programme 2021/22 and beyond

To receive and consider the report of the Town Clerk/RFO relating to items identified during the course of the year for inclusion as Revenue Growth Items in the Council’s Revenue Budget as well as items for the Capital/Special Revenue Projects Programme 2021/22 and beyond – TO FOLLOW.

 

Minutes:

The Town Clerk explained that this schedule covered projects for 2021/22.  The projects that were listed as deferred under the previous agenda item could be put back in and then reviewed to see if they could be afforded.  This would also be looked at the next Policy, Governance and Finance  ...  view the full minutes text for item H380d

H381

Exclusion of Press and Public

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 H381

Minutes:

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 H381

H382

Request to Sub-Let Langdale Hall

To receive and consider the request from the Council’s tenant to sublet the top floor of the Langdale Hall and carry out the necessary works in order to make it accessible, in conjunction with the Officer’s confidential verbal report.

Minutes:

The Committee received and considered correspondence from the Managing Director of the ICE Centre, concerning a request to sub-let a top floor room. The Town Clerk advised that the lease did not allow any part of the building to be sub-let so if the Committee decided to permit it, it  ...  view the full minutes text for item H382