Agenda and draft minutes

Venue: Gallery Room, The Corn Exchange, Witney. View directions

Contact: Democratic & Legal Services Officer 

Items
No. Item

H556

Apologies for Absence

To consider apologies and reasons for absence.

Committee Members who are unable to attend the meeting should notify the Democratic & Legal Services Officer (democracy@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  ...  view the full agenda text for item H556

Minutes:

Apologies for absence were received from Councillors L Ashbourne & O Collins

 

H557

Declarations of Interest

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.

Minutes:

There were no declarations of interest from Members or Officers.

 

H558

Minutes pdf icon PDF 372 KB

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on 13 September 2021;

 

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

 

Minutes:

The minutes of the meeting of the committee held on 13 September 2021 were received.

 

There were no matters arising.

 

Resolved:

 

That, the minutes of the meeting held on 13 September 2021 be approved as a correct record and signed by the Chair

H559

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:

The Committee adjourned for this item.

 

Mr Barry Jessel representing Witney Allotment Association addressed the committee in respect of Agenda Item No. 8 – Request for Gates at Hailey Road Allotments.

 

The Committee reconvened following public participation

 

At the request of the Chair the committee agreed to consider Agenda Items 7 & 8 before Agenda Item No. 5

H560

Lakeside Allotments - Topographical Survey pdf icon PDF 355 KB

To consider the report of the Project Officer.

Additional documents:

Minutes:

Consideration was given to the report of the Project Officer regarding the results of a topographical survey around the Lakeside allotments to determine the extent of a bund required to prevent flooding to the allotments.

 

The committee noted the potential costs outlined in the confidential appendix to the report and  ...  view the full minutes text for item H560

H561

Witney Allotment Association - Request for Gates at Hailey Road Allotments pdf icon PDF 360 KB

To consider the report of the Operations & Estates Advisor.

Additional documents:

Minutes:

The report of Operations & Estates Advisor regarding vehicular and pedestrian access at Hailey Road allotments was received.

 

The committee considered options for replacement gates, site security, the layout of the site and land ownership issues. It was noted that there had been incidents of trespass on the site and that  ...  view the full minutes text for item H561

Councillor Eaglestone left the meeting at this juncture.

H562

Burial Times pdf icon PDF 357 KB

To consider the report of the Maintenance & Environmental Services Officer.

Minutes:

The report of the Maintenance & Environmental Services Officer was received outlining proposed new burial times during the winter months and health and safety. The Deputy Town Clerk clarified that the proposed timings and amendments to those stated in the report.

 

Resolved:

 

That, the inclusion of the below burial times in  ...  view the full minutes text for item H562

H563

Tower Hill Cemetery - DDI Audit Access Requirements pdf icon PDF 340 KB

To consider the report of the Maintenance & Environmental Services Officer.

Minutes:

Consideration was given to the report of the Maintenance & Environmental Services Officer regarding progress with the DDI Audit Access at Tower Hill Cemetery.

 

The development of a site plan to be provided on site and for inclusion in the new cemeteries brochure was supported. It was further noted that works  ...  view the full minutes text for item H563

H564

Public Halls & 1863 Café Bar Report pdf icon PDF 369 KB

To consider the report of the Venue & Events Officer.

Minutes:

Consideration was given to the report of the Venue & Events Officer providing an update on activities and bookings at Council owned venues.

 

Resolved:

 

That, the report be noted.

 

H565

Budget pdf icon PDF 212 KB

To receive and consider the report of the Town Clerk.

Additional documents:

Minutes:

The Town Clerk advised that it had not been possible to finalise the budget papers as the recharges had yet to be included. In addition consideration of options for the Café bar at the Corn Exchange would also need consideration to inform the budget.

 

The Committee considered the draft figures  ...  view the full minutes text for item H565

H566

Schedule of Proposed Fees & Charges 2022/23 pdf icon PDF 472 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. 

 

The Committee is RECOMMENDED to approve (or amend as necessary)  ...  view the full agenda text for item H566

Additional documents:

Minutes:

The Committee considered a schedule of proposed fees & charges for 2022/23.

 

It was advised that the Policy, Governance & Finance Committee had agreed

that the fees and charges of the Town Council for 2022/23 should rise in line with inflation which equated, when rounded down, to a 3% rise.

 

Resolved:

 

That,  ...  view the full minutes text for item H566

H567

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 H567

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 H567

H568

1863 Cafe - Business Plan

To consider the confidential report of the Venue & Events Officer.

Additional documents:

Minutes:

The Committee considered the confidential report of the Venue & Events Officer outlining options for the development of the 1863 Café bar at the Corn Exchange.

 

Members discussed the role of the café bar, likely demand once the Corn Exchange refurbishment was finished, competition issues and the financial and staffing implications.  ...  view the full minutes text for item H568