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(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item H26

An apology for absence was received from Councillor O Collins, Councillor G Meadows attended as a substitute.

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.

Councillors R Smith & G Meadows declared a personal interest in Agenda Item 6 by virtue of knowing the filmmaker requesting free use of the Corn Exchange.

Councillor D Edwards-Hughes declared a personal, non-prejudicial interest in Agenda Item 12 by virtue of the CEO of the ICE centre being known to  ...  view the full minutes text for item H27

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

H625 & H632 – Members were updated that the proposed Witney Allotment Association AGM had yet to take place and that the Town Clerk/CEO and Chair would be meeting with a WAA Committee Member to  ...  view the full minutes text for item H28

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 and the upcoming 2025/26 period.

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.

The Chair highlighted the net cost figures of running Café 1863 as outlined in the report. These were lower than those that had been  ...  view the full minutes text for item H30

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

The Committee received the report of the Venue & Events Officer which provided updates on the improvements to Conferencing equipment, Website layout and the installations of notice boards and other promotional materials.

Members also considered the request for a subsidised hire of the Main Hall from a local young film director,  ...  view the full minutes text for item H31

(Cllr D Enright arrived at 6:20pm)

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 recent and upcoming events in the public halls.

Members were pleased to see the detailed illustrations of target attendance against actual attendance, as well as the report that another wedding and panto had been successfully held  ...  view the full minutes text for item H32

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

To Follow

The Venue & Events Officer advised this was a working document however, the item would be deferred to the next meeting of the Committee to allow him further time to prepare the review for presentation.

To receive and consider the report of the Operations Manager.

To Follow

The Committee Clerk advised this item would be deferred to the next meeting of the Committee to allow the Operations Manager to fully complete the revised regulations and allow Members sufficient time to review it due to the complexity of the document.

A Member asked that the Friends of the  ...  view the full minutes text for item H34

To receive and consider the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager.

A verbal update was provided by the Committee Clerk to correct detail within the report. The cost of Exclusive Right of Burial, had previously been agreed at 15% at the meeting of Policy, Governance & Finance on 25 November 2024  ...  view the full minutes text for item H35

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 H36

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 H36

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

The Committee received a confidential verbal update from the Town Clerk/CEO in relation to one of its property assets, Langdale Hall, following advice from its professional advisors.

Members heard that repairs to the Langdale Hall roof had commenced, and Officers would continue to review in order to further future proof  ...  view the full minutes text for item H37