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 8(e)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item H133

Apologies for absence were received from Councillors O Collins and G Doughty, Councillors J Aitman and J Doughty attended as substitutes.

An apology was also received from Councillor A Bailey.

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 J Robertshaw declared a pecuniary interest in agenda item 6 as he was an established author.

There were no other declarations from Members or Officers

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Committee held on 19 January 2026;

b) Matters arising from the minutes not covered elsewhere on the agenda (Questions on the progress on any item).

That, the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 19 January 2026 were received.

H38 – The Committee heard that at the meeting of Policy, Governance and Finance on 2 February a grant of £2,000 was awarded to Lakeside allotments for the installation of raised beds. (Minute:  ...  view the full minutes text for item H135

Cllr R Smith joined the meeting at 6:02pm.

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 25.  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.

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.

Members were pleased to receive details of the sales increases for the Café & Bar in the Corn Exchange and asked that their thanks for  ...  view the full minutes text for item H137

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

The Committee received a report from the Venue and Events Officer (VEO).

The VEO advised that an Art Display Policy had now been drafted. Members considered the policy and proposed an amendment to the honesty commission on sales feeling that 10% was more appropriate, in recognition of the requirement for  ...  view the full minutes text for item H138

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

The Committee received the Corn Exchange Business Report from the Venue and Events Officer (VEO).

The VEO reported that January was traditionally a quieter month; however, events had been well attended overall. Cinema attendance was noted to be improving, and two quiz events had been held, both of which had  ...  view the full minutes text for item H139

To note correspondence from Publica regarding a proposal to improve a bin storage area at Thorney Leys, opposite Burwell Hall, on land owned by Witney Town Council, and to consider granting approval in principle, subject to the necessary licencing arrangements along with confirmation of the precise location, associated costs, and  ...  view the full agenda text for item H140

The Committee considered the request from West Oxfordshire District Council regarding the use of Town Council land to site the bins.

Members heard that Officers were arranging a site visit to better understand the proposal and the requirements.

The Committee discussed the matter and gave agreement in principle to proceed  ...  view the full minutes text for item H140

To receive the notes of the Friends of the Cemeteries meeting held 11 March 2026.

The notes of the meeting of the Friend of the Cemeteries meeting held on 11 March 2026 were received by the Committee along with a verbal update from the Committee Clerk.

Members were pleased to hear of the meeting and that the date for the next meeting was already set  ...  view the full minutes text for item H141