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 H143

An apology for absence was received from Councillor J Aitman.

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 21 January 2025 ;

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 21 January 2025 were received.

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 21 January 2025 be approved as a correct record of the meetings 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 four members of the Witney Allotment Association who thanked the Council for their assistance with their recent Annual General Meeting.

The Committee reconvened.

All Members of the public left the meeting at 6:05pm.

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 RFO provided clarification to questions submitted before the meeting by a Member which related to cemetery income, target setting, and the application of  ...  view the full minutes text for item H147

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 supportive of a Thames Valley Air Ambulance clothing bank being placed adjacent to Burwell Hall due to the mitigations in place by the charity. As the clothes were to be sold on, it was requested communications  ...  view the full minutes text for item H148

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 which outlined the recent events and hirings at the Corn Exchange.

Members were pleased to see a wider variety of successful events and associated ticket sales, including a decade’s disco but asked if the hall capacity could  ...  view the full minutes text for item H149

Cllr Edwards-Hughes left the meeting briefly during the following item between 6:40 and 6:42pm

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

The Committee received and considered the updated Business Plan action plan provided by the Venue & Events Officer.

Members welcomed the updates to the action plan for the year which helped track progress and demonstrate this to others. They noted it was a live document and provided a moment in time  ...  view the full minutes text for item H150

To receive and consider the report of the Operations Manager and updated Cemetery Regulations.

The Committee received and considered the report of the Operations Manager, with accompanying review of cemetery and burial regulations.

Members welcomed the review which would ensure compliance with legislation and offer clear guidance for residents and funeral directors on what was permissible. Key changes were highlighted by officers in the  ...  view the full minutes text for item H151

Cllr O Collins left the meeting briefly between 6:51 and 6:53pm

To receive the report of the Operations Manager.

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

Members discussed the re-wilding areas at both Holy Trinity and St Mary’s churchyards, noting the success of the former. With St. Mary’s there was acknowledgement that this wildflower area had not been as successful; this was alongside a key  ...  view the full minutes text for item H152

To receive the notes from the meeting between Officers and the Friends of the Cemeteries held on 5 March 2025.

The Committee received the notes of the Friends of the Cemeteries meeting held on 5 March 2025.

Members welcomed the notes which showed a positive and productive meeting regarding a range of issues and projects in the cemeteries. They were particularly pleased to see funeral directors would be invited to  ...  view the full minutes text for item H153

To receive and consider the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning the provision of allotment sites.

Members were informed that this item had been included following a request from a member of the public to assess whether the Council’s allotment provision was sufficient. The waiting list for allotments  ...  view the full minutes text for item H154

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 H155

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 H155

To receive a report back from the WAA AGM held on 16March 2025.

The Committee received a verbal update from the Chair and Leader of the Council following the Witney Allotment Association (WAA) Annual General Meeting held on 16 March 2025.

Members were advised the WAA had agreed to retain an over-arching Committee with a joint treasurer and waiting list co-ordinator with two  ...  view the full minutes text for item H156