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 30(a)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item H580

No apologies for absence were received.

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.

Councillor D Enright joined the meeting at 6:03pm

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on 4 September 2023;

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 11 September 2023 were received.

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 11 September 2023 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.

The Committee adjourned for this item.

The Committee received representations from a resident concerning a lack of signage in Tower Hill Cemetery. His concern related to the lack of signs advising individuals to keep dogs under control and to pick up dog waste. As this was not an item on  ...  view the full minutes text for item H583

To receive the report from the Responsible Financial Officer (RFO).

The committee received the report of the Responsible Financial Officer (RFO) who apologised for the late delivery of the report to the Committee owing to additional work commitments.

The RFO summarised his reports which outlined a general underspend on the grounds maintenance cost but included there had been a significant  ...  view the full minutes text for item H584

To receive and consider the report of the Responsible Financial Officer (RFO) with an update on the current year’s work programme relating to Capital and Special Revenue Projects; as well as projects identified during the course of the year for inclusion as Revenue Growth Items or Special Revenue Projects in  ...  view the full agenda text for item H585

The Committee received and considered the tabled report of the Responsible Financial Officer.

Members heard that projects to fit the new boiler at Burwell Hall and redecorate the Gallery Room and Café at the Corn Exchange had been completed. Members agreed that the project to improve the lighting up of  ...  view the full minutes text for item H585

The Responsible Financial Officer left the meeting at 6:42pm

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 H586

The Committee received and considered the details of the 6.7% increase proposal to Halls & Cemeteries costs from April 2024.

Members discussed the increase however felt that before reaching a decision they asked for feedback from the council’s staff as to whether any cost increases should be considered independently rather than  ...  view the full minutes text for item H586

To receive the report from the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk which outlined comments listed in the resident’s survey which related to the Committee.

Members were pleased to see that the majority of respondents had not made any negative comments about the Halls, Cemeteries or Allotments. Only eight comments  ...  view the full minutes text for item H587

To receive the report of the Venue & Events Officer.

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

Members welcomed the update and were intrigued to hear of the potential introduction of a screen for use in the Gallery Room which could be used for multiple purposes.

The Deputy Town Clerk advised that Officers were also  ...  view the full minutes text for item H588

To receive the report of the Venue & Events Officer.

The Committee received the report of the venue & Events Officer which summarised events over the past few months.

Members were pleased to see the evidence of continued increases in the attendance of events and welcomed the greater focus on publicising of events and the news that a “What’s On” with  ...  view the full minutes text for item H589

To receive the Plan prepared by the Venue & Events Officer.

The Committee received and considered the Business Plan prepared by the Venue & Events Officer with details of the aims for the next 3 years.

A member raised concerns that the Corn Exchange did not show an indication of making a profit. Members discussed at length the aims of the venue  ...  view the full minutes text for item H590

To receive the report of the Head of Estates & Operations.

The Committee received the report of the Town Clerk/C.E.O concerning the safety and security of hirers and Council staff within the public halls.

The Head of Estates & Operations advised he had received a visit from Thames Valley Police earlier in the day updating him on the process of the recent  ...  view the full minutes text for item H591

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operations Manager following a request from Holy Trinity Church at Woodgreen to carry out repairs to the metal arch and stone pillars.

Members agreed that as the Council has a legal obligation to maintain the closed churchyard then a discussion on an increase  ...  view the full minutes text for item H592

To receive the report of the Senior Administrative Officer.

Members received and considered the report of the Senior Administrative Officer relating to the Councils burial service over the previous twelve months.

Members were pleased to receive the update and raised questions relating to the terms under which the council administrates its Exclusive Rights of Burials which were answered by  ...  view the full minutes text for item H593

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 H594

Resolved:

That in accordance with section (1(2) of the Public Bodies (admission 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 H594

To receive and consider the confidential report of the Town Clerk/C.E.O.

The Committee received and considered the confidential report of the Town Clerk relating to the renewal of the lease of Madley Park Hall to Madley Hall Park Trust (MPHT).

Members reported that residents had faced issues when trying to book the hall in the recent past relating to alcohol consumption  ...  view the full minutes text for item H595