Agenda and minutes

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 H229

Apologies for absence were received from Councillors Butterfield and Enright.

Councillor Aitman attended for Councillor Enright.

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 the Vice-Chair of the Committee for the 2022/2023 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 2022/2023 municipal year.

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on 14 March 2022;

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

The minutes of the meeting of the committee held on 14 March 2022 were received.

H115 – Corn Exchange Decoration and Damp Works

The Deputy Town Clerk reported that the works had been completed and had come in under budget.

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee  ...  view the full minutes text for item H232

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.

Mr Barry Jessel representing Witney Allotment Association addressed the committee in respect of Agenda Item No. 16 – Allotments and Schools

The Committee reconvened following public participation

At the request of the Chair the Committee agreed to take Agenda Item No. 16 - Allotments and Schools before Agenda Item No. 6

To consider a project helping younger people in particular, and schools, get involved more in growing, understanding, and eating healthy, local foods and the use of Council allotment sites.

The Committee considered details of a project to helping younger people in particular, and schools, get involved more in growing, understanding, and eating healthy, local foods as outlined by Mr Jessel under public participation.

Members expressed their support in principle for the initiative and welcomed the ambition to work with  ...  view the full minutes text for item H234

To review the Committee Terms of Reference (TOR). The current TOR’s are attached.

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

Resolved:

That, no amendments be made to the Terms of Reference

To receive the report/verbal update of the Town Clerk & CEO.

The Committee considered the report of the Town Clerk/CEO. An update was given on the projects outlined in the report and the financial and staffing resources available.

Members discussed priority items and agreed that works to the Corn Exchange, Heating at Burwell Hall and repairs to the St Mary’s Churchyard  ...  view the full minutes text for item H236

To receive the report of the Town Clerk/CEO.

Consideration was given to the current position of the budgets allocated to the committee.

Resolved:

That, the current financial position be noted.

To consider the report of the Project Officer.

The committee received the report of the Project Officer in respect of a replacement heating system at Burwell Hall.

Members thanked the Project Officer for such a detailed report and considered the options outlined. The committee expressed a preference for a Fuel Cell CHP Boiler as it offered best value  ...  view the full minutes text for item H238

To consider the report of the Venue & Events Officer.

Consideration was given to the report of the Venues & Events Officer.

Members considered the recommendations in the report and noted that there was no loss of floor space when the new seating was in place. Therefore there should be no reduction in hire charges for non-performance hirers.

The committee noted  ...  view the full minutes text for item H239

To receive the minutes of the Corn Exchange Working Party held on 16 May 2022

The Committee received the minutes of the Corn Exchange Working Party together with a confidential report updating on issues that had arisen.

Members considered the options for additional works, legislative requirements, financial implications, contractual responsibilities and reputational risk. After discussion it was agreed that the works should comply with BS8300,  ...  view the full minutes text for item H240

To consider the report of the Maintenance & Environmental Services Officer

The committee considered the report of the Maintenance & Environmental Services Officer.

Members thanked the Maintenance & Environmental Services Officer for the report and the proactive approach that was being recommended. Members considered the proposals and supported the reduction in ashes plot sizes together with changes to the exclusive rights. In respect  ...  view the full minutes text for item H241

To consider the report of the Operations & Estates Advisor (to follow).

Consideration was given to the report of the Operations & Estates Advisor.

The committee noted the extensive works that were required, the permissions that were required and the financial implications.

After discussion it was agreed to progress the high priority works and remove vegetation. In respect of appointing a contractor it  ...  view the full minutes text for item H242

To consider the report of the Operations & Estates Advisor.

Consideration was given to the report of the Operations & Estates Advisor.

The committee considered options for the site together with the history of the site and purchase of the land in question. The financial implications were considered and it was noted that before any works could be undertaken then an  ...  view the full minutes text for item H243

To consider a request to erect a plaque marking the tree at the Cemetery from existing budgets, if agreed.

Members considered a request to erect a plaque marking the tree at Tower Hill Cemetery from existing budgets.

The committee agreed to the request and noted that if the tree was removed for any reason a replacement would be provided.

Resolved:

That, the request to erect a plaque marking the  ...  view the full minutes text for item H244

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 H245

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.

To receive the report/verbal update of the Town Clerk & CEO.

Members received the confidential report of the Town Clerk/CEO updating on major projects within the remit of the committee.

Consideration was given to the options for the premises identified in the report and the financial implications including alternative funding options. The committee acknowledged the possibilities for developing the premises but  ...  view the full minutes text for item H246