Agenda and minutes

To consider apologies and reasons for absence.

Committee Members who are unable to attend the meeting should notify the Deputy Town Clerk (adam.clapton@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 H342

An apology for absence was received from Councillor O Collins.

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.

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on  23 May 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 23 May 2022 were received.

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee held on 23 May 2022 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 42.  Matters raised shall relate to the following items on the agenda.

There was no public participation.

To receive the report of the Town Clerk & Chief Executive Officer.

The Committee received and considered the financial report showing figures for items under its remit for the last Quarter, provided by the Town Clerk & Chief Executive Officer.

Resolved:

That, the current financial position be noted.

To receive the report of the Venue & Events Officer and accompanying Halls usage figures provided by the Bookings Administrator.

The committee received and considered the report of the Venue & Events Officer.

Members noted the current position and heard that Café 1863 had made a small loss during the previous two months. The Venue & Events Officer had assured the committee that future large events in both the Corn Exchange and  ...  view the full minutes text for item H347

To receive the report of the Project Officer.

The Committee received the report of the Project Officer concerning case studies for Fuel CHP boilers at Burwell Hall.

In response to a representation from another Member the committee discussed the merits of Fuel CHP heating system. The committee had previously resolved to proceed with this new and untested technology  ...  view the full minutes text for item H348

To receive the report of the Deputy Town Clerk.

The committee received and considered the report of Deputy Town Clerk.

Members asked for clarification from the Deputy Town Clerk as to which days were to be affected by the change to flag flying. It was confirmed that the new policy only affected the extended royal family birthdays and that  ...  view the full minutes text for item H349

To receive a verbal update from Officers (if appropriate).

The committee received a verbal update from the Deputy Town Clerk on the refurbishment of the Corn Exchange.

Members were advised that process had stalled however the Project Officer was in active discussion with the structural engineers and other associated parties.

Resolved:

That, the verbal update be noted.

To receive the report of the Maintenance & Environmental Services Officer and accompanying draft Cemetery Regulations.

The committee received a report from the Maintenance & Environmental Officer in respect of the new draft cemetery regulations document.

Members were assured that the main reason for the draft was to update the previous document which was produced in 2011 and to formalise procedures that have changed since that time.  ...  view the full minutes text for item H351

To consider entry of Windrush Cemetery into the Cemetery of the Year Awards 2022.

‘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 H352

The committee received a verbal update from the Deputy Town Clerk regarding entry into Cemetery of the Year Awards 2022.

Members were supportive of entering the competition as they felt it would help improve and promote the appearance of the cemeteries within Witney and offer advice to inform its future  ...  view the full minutes text for item H352

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

The committee received a report from the Maintenance & Environmental Services Officer concerning the Allotment waiting list.

The committee heard that the Witney Allotment Association (WAA) had over 200 names on the waiting list and had sought the Town Councils advice on whether to close the waiting list for a period  ...  view the full minutes text for item H353