Agenda and draft 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(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item H126

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.

Councillor O Collins declared a personal, non-prejudicial interest Agenda Item 7 for by virtue of knowing the promoter of the “Over the Hill” festival.

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments meeting held on 22 January 2024;

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 and Allotments Committee meeting held on 22 January 2024 were received.

Resolved:

That, the minutes of the Halls, Cemeteries and Allotments Committee meeting held on 22 January 2024 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 and consider the report of the Responsible Financial Officer (R.F.O).

The Committee received and considered the report of the Responsible Financial Officer (RFO) detailing income and expenditure for budgets which were the responsibility of the committee.

In response to a Member’s question, the Town Clerk confirmed that the rent review for the lease of Langdale Hall and was set out  ...  view the full minutes text for item H130

To receive and consider the report of the Venue & Events Officer.

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

Members were pleased to hear that improvements were being considered for a screen, projector and conferencing facilities and they welcomed the visual demonstration from the Head of Estates & Operations as to how these would be installed in the  ...  view the full minutes text for item H131

To receive and consider the report of the Venue & Events Officer.

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

The Committee was pleased to see the events being planned, including the direct management of the monthly comedy night at the Corn Exchange; the success of the event would be monitored in the coming months. Officers advised  ...  view the full minutes text for item H132

To receive and review the policy for illuminating the interior of the Corn Exchange for local, charitable and national occasions. If agreeable, to recommend re-adoption by the Policy, Governance & Finance Committee.

The Committee received and considered the Corn Exchange Illumination Policy which was due for review.

The Committee agreed the illumination generally worked well and were in favour of renewing agreements already put in place by the previous administration.

Members asked that those requesting illuminations during summer months be advised that  ...  view the full minutes text for item H133

To receive the report of the Operations Manager.

The Committee received the report of the Operations Manager updating on the progress of works in the two closed churchyards maintained by the Town Council.

The Town Clerk advised that the Operations Manager would ensure that the work was completed as soon as authority was received from the Diocese.

Resolved:  ...  view the full minutes text for item H134

To receive a verbal update on projects at the meeting, if appropriate.

The Committee received a verbal update from Officers on the progress of the ongoing projects.

Members were advised that there had been some delays to the smaller ongoing projects following the absence of the Project Officer however, these would now recommence.

The work to install the Mapping posts in Windrush  ...  view the full minutes text for item H135