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 H624

An apology for absence was received from Councillor A Bailey, Councillor J Doughty attended as a substitute and Councillor O Collins had advised that he would be arriving late to the meeting.

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 adopt and sign as a correct record the minutes of the Halls, Cemeteries & Allotments Committee meeting held on 8 September 2025.

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

The minutes of the Halls, Cemeteries & Allotments Committee meeting held on 8 September 2025 were received.

H496 – In response to Members questions the Head of Estates & Operations confirmed that two ditches between the Witney Hotel and Lakeside Allotments had been cleared by the Town Council. Members also heard that  ...  view the full minutes text for item H626

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.

Cllr O Collins joined the meeting at 6:06pm

To receive and consider the report of the Responsible Financial Officer (RFO) and the Draft Revised Revenue Budget for 2025/26 and Draft Budget for 2026/27.

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 additional verbal commentary to the points outlined in his report and responded to Members’ questions regarding his thoughts ahead of the  ...  view the full minutes text for item H628

To receive and consider the report of the Responsible Financial Officer (RFO) with an update on the current year’s work programme relating to Capital and Special Revenue Projects; as well as projects identified during the course of the year for inclusion as Revenue Growth Items or Special Revenue Projects in  ...  view the full agenda text for item H629

The Committee received and considered the report of the Responsible Financial Officer.

Members were requested to provide their views on items detailed in the report for further consideration in the 2026/27 budget setting.

The Committee heard clarification that the amount required to install hearing loop technology into the Corn Exchange  ...  view the full minutes text for item H629

During the Budget Setting Cycle the Council reviews its Fees and Charges for various facilities and services it operates.

Included is the schedule of charges in respect of the assets and services which fall under the responsibility of this Committee, and the Committee is requested to review and approve or  ...  view the full agenda text for item H630

The Committee received and considered the details of the proposed increase to Halls & Cemeteries costs from April 2026.

Members heard of the general increase of 4% to burial fess and 5% for Halls related charges which reflected the additional cost to the Council and also aligned with the Council’s medium  ...  view the full minutes text for item H630

The RFO left the meeting at 6:24pm

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

The Committee received and considered the report of the Venue & Events Officer (VEO).

Members discussed the proposal to relaunch the Corn Exchange seat sponsorship and following additional consideration of the level of rewards to be offered to donors, the Committee agreed unanimously to proceed with the launch of the scheme  ...  view the full minutes text for item H631

The RFO returned to the meeting at 6:37pm

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 pleased to hear that the Café income had risen 20% year on year and that it had received the award of best café in Oxfordshire which they believed recognised the hard work of all the staff  ...  view the full minutes text for item H632

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

The Committee received and considered the updated Corn Exchange Business Plan prepared by the Venue & Events Officer.

Members heard of the ideas being explored which included revisiting the potential of introducing National Theatre cinema events which had seen changes to its offering since the last review. Also, potential improvements to  ...  view the full minutes text for item H633

The Venue & Events Officer left the meeting at 6:54pm

To receive and consider the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager which provided further details of the proposal for the introduction of the new ashes section at Windrush Cemetery.

Members were pleased to hear that the proposal had the support of the Friends of the Cemeteries group and that all  ...  view the full minutes text for item H634

To receive a verbal update from officers on a request for the Council to assist with clearances at the above site.

The Committee received a request for help clearing two plots at the Newland Allotment site, linked to the new fencing and replacement sheds the Council had already approved.

It was noted that the request had not been formally made via the Witney Allotment Association (WAA) and would incur additional labour/disposal  ...  view the full minutes text for item H635