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 H368

An apology for absence was received from Councillor J Robertshaw, Councillor T Ashby 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.

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 20 May 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 20 May 2024 were received.

Resolved:

That, the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 20 May 2024 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 representation from residents of Fernleigh concerning Agenda Item 16.

The Committee reconvened.

With the permission of the Chair, Agenda item 16 was moved up the agenda so the members of public could hear the discussion and outcome.

To receive correspondence from residents of Fernleigh, Buttercross Lane, regarding the maintenance of this footway.

The Committee considered the correspondence along with the verbal participation from the residents of Fernleigh in respect of the Right of Way through St Mary’s Churchyard.

The Fernleigh residents had outlined the issues that they faced on a daily basis when using the path though the churchyard and how the  ...  view the full minutes text for item H372

(The members of the public left the meeting at 7:21pm)

To receive and consider the report of the Deputy Town Clerk concerning the results of the 2024 annual resident’s satisfaction survey for this Committee.

The Committee received and considered the report of the Deputy Town Clerk (DTC) which provided feedback results following the annual residents survey.

The DTC advised that this was the raw data and that a further report would be presented to the Committee in September 2024 after Officers had fully reviewed  ...  view the full minutes text for item H373

For discussion by Chair:

a) Daily newspapers

b) Fairtrade tea and coffee

Newspapers

The Chair opened discussions as to whether the Corn Exchange Café should continue to supply a daily newspaper for its users, opinions were expressed as to both the cost incurred and the political standing of particular papers.

The Venue & Events Officer advised the newspapers were well read, and that  ...  view the full minutes text for item H374

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

The Committee received and considered the report of the Venue & Events Officer (VEO) which provided an update on the Councils public halls.

Members discussed the proposal to replace the existing coffee machine at the Corn Exchange with a new model and contract term. It was also proposed that the current  ...  view the full minutes text for item H375

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 (DVEO) concerning event activity in the Corn Exchange.

Members were pleased to receive the update and in particular to see the venue used to host screenings of England’s advancement through the Euro 2024 football championship. The DVEO  ...  view the full minutes text for item H376

To receive and consider from the Venue & Events Officer an updated Business Plan for the Corn Exchange along with draft business plans for Burwell Hall and Café 1863.

The Committee received and considered the business reports prepared by  the Venue & Events Officer (VEO).

Members were pleased to see the draft copies of Business Plans for Burwell Hall and Café 1863 and they looked forward to receiving the final versions.

In response to a Member’s question, the VEO advised  ...  view the full minutes text for item H377

To receive and consider the report of the Projects Officer.

The Committee received and considered the report of the Head of Estates & Operations concerning the replacement of the Madley Park Hall doors.

Members were pleased to receive the update and all members agreed to proceed with the appointment of Contractor C to carry out the work at a cost of  ...  view the full minutes text for item H378

(The Venue Events Officer and Deputy Venue & Events Officer left the meeting at 7:08pm)

To receive correspondence from Oxfordshire Country Council regarding the EV Microhub Pilot Scheme.

Members received the correspondence from Oxfordshire County Council (OCC) regarding the EV pilot scheme.

Members were pleased to hear that Burwell Hall had been selected as one of nine pilot sites across the county to receive one of the installations however, it was thought that the siting of the EV  ...  view the full minutes text for item H379

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operations Manager regarding the need to carry out Datum marking within Windrush Cemetery.

Members understood the importance to carrying out his work so as to ensure the Council always had sufficient burial plots available. The quote had increased since this had last been  ...  view the full minutes text for item H380

To receive and consider the report of the Project Officer.

The Committee received the report of the Projects Officer regarding Children’s Memorial Garden at Windrush Cemetery.

The report provided an update on the scheme which it was hoped would be completed later in the year. There was still an issue with what was achievable within the agreed budget.

Resolved:

That,  ...  view the full minutes text for item H381

(Councillor D Edward- Hughes left the meeting at 7:22pm, he returned at 7:25pm)

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operations Manager regarding the relocation of the memorial tree at Windrush Cemetery.

Members understood the need for the location of any memorial to be accessible to all and that the memorial should be of a respectable standard to reflect it significance. A Member  ...  view the full minutes text for item H382

To receive correspondence regarding nuisance behaviour at Tower Hill Cemetery.

The Committee received the correspondence from a member of the public regarding issues of vandalism and anti-social behaviour at Tower Hill Cemetery.

The Head of Estates & Operations advised that the logs in the cemetery would be removed by the Operations Team. The Town Clerk/CEO reported that she had  spoken with  ...  view the full minutes text for item H383

To review and approve the Councils guide to Burials & Cemeteries.

The Committee was pleased to see the final draft version of the Cemetery guide and welcomed its introduction.

Resolved:

That, the Cemetery guide be approved and published

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operations Manager in respect of the request to install fencing at Hailey Road and Newland Allotments.

Members were all in agreement with the recommendations in order to secure the sites for allotment users.

Recommended:

1.      That, the report be noted and,

2.      That,  ...  view the full minutes text for item H385