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 H261

An apology for absence was received from Councillors Enright and Aitman.

Further apologies were also received from Councillors Robertshaw and Collins, Councillors Treloar and Bailey attended as a substitute respectively.

The Deputy Town Clerk reminded members of the importance to inform the Committee Clerk should they be unable to  ...  view the full minutes text for item H261

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 at this point.

Councillor J Treloar later declared a potential non-pecuniary interest in agenda item 8 as a relation may be a contractor for the proposed works to be carried out.

There were no other declarations from Members or Officers.  ...  view the full minutes text for item H262

To elect a Vice-Chair of the Committee for the 2024/25 Municipal Year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed by Councillor Bailey and seconded by Councillor Crouch that Councillor D Enright be elected. There being no other nominations it was:

Resolved:

That, Councillor Duncan Enright be elected Vice-Chair of the Committee for the  ...  view the full minutes text for item H263

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on  11 March 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 & Allotments Committee meeting held on 11 March 2024 were received.

There were no matters arising.

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 11 March 2024 be approved as a correct record of the meeting and be signed by  ...  view the full minutes text for item H264

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 R.F.O concerning the financial position of items under the remit of this Committee in 2024/25

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.

A member raised a question in relation to the split of the Fizzy Friday and Loyalty drink promotion costs.

Resolved:

1.      That, the report  ...  view the full minutes text for item H266

To receive and consider the report of the Town Clerk/C.E.O concerning the priorities of this Committee during 2024/25.

The Committee received the report of the Town Clerk/CEO concerning the Committee Objectives & Work Plan for 2024/25.

A Member raised a question regarding the final cost of the works to improve the storage at the Corn Exchange. The Head of Estates & Operations confirmed this was slightly above the original budget  ...  view the full minutes text for item H267

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

The Committee received and considered the report of the Venue & Events Officer concerning an update on the council Public Halls.

Members were pleased to hear of the improved storage in the Corn Exchange and the immediate effect this had on improving the appearance.

Members then considered the options regarding Wireless  ...  view the full minutes text for item H268

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

The Committee received and considered the report of the Deputy Venue & Events Officer concerning the recent activity in the Public Halls.

Members were pleased to hear of the recent successful events and the proposals for the upcoming period and in particular the link up with the University of Gloucestershire and  ...  view the full minutes text for item H269

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

The Head of Estates & Operations advised the Committee that the Business Plan for both the Burwell Hall and Corn Exchange were in progress and therefore would be presented at the meeting of the Committee on 8 July 2024.

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 H271

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 H271

To receive a confidential update from the Town Clerk/CEO.

The Committee received and considered the confidential report along with a verbal update from the Town Clerk/CEO.

Members received details from the Head of Estates & Operations regarding the options for repairs to be carried out to the Madley Park Hall dividing doors. Members were in agreement that Officers project manage  ...  view the full minutes text for item H272