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 H620

Apologies for absence were received from Councillors O Collins & 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.

Councillor D Edwards-Hughes declared a personal, non-prejudicial interest in Agenda Item 13 by virtue of the CEO of the ICE centre being known to him as a fellow member of the West Oxfordshire Conservatives Association.

There were no other declarations from Members or Officers

a) To receive and consider the minutes of the Halls, Cemeteries and Allotments Minutes held on 16 September 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 16 September 2024 were received.

H495 – Members were notified that the cost of the Oak Monolith had risen from £850 to £975 in order to increase the thickness from 25mm to 75mm, this would mean greater longevity and  ...  view the full minutes text for item H622

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 a member of the Witney Allotment Association (WAA) concerning Agenda Item 11.

Members asked the Association member questions to gain further clarification regarding the positions of the Committee that were not filled, what the WAA constitution allowed for by  ...  view the full minutes text for item H623

To receive a verbal update from the Chair and Town Council Officers, as appropriate and consider a request for a subsidised let of the Corn Exchange from WAA for its Annual General Meeting.

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

The Committee considered the points raised by the members of the Witney Allotment Association (WAA) who were present along with a verbal update from Officers and  ...  view the full minutes text for item H624

(All Members of the public left at 6:26pm)

To receive and consider the report of the Responsible Financial Officer (RFO) and the Draft Revised Revenue Budget for 2024/25 and Draft Budget for 2025/26

The Committee received and considered the report of the RFO concerning the base revenue budget, draft estimates on budget parameters for 2024/25 and a revenue budget summary.

For the benefit of Members, the RFO outlined the contents of the report and explained that although monitoring takes place throughout the year,  ...  view the full minutes text for item H625

(Councillor D Enright left the meeting at 6:45pm)

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 H626

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

Members heard the majority of new Capital Items could be met from existing budgets however, there was a need to increase revenue to ensure that the maintenance of property remained at an agreeable level. Replacement lighting at  ...  view the full minutes text for item H626

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 H627

The Committee received and considered the details of the proposed increase to Halls & Cemeteries costs from April 2025.

Members heard of the general 2% increase to most of the charges along with the greater proposed increase to limited Cemetery fees, the Committee felt it was necessary to ensure that the  ...  view the full minutes text for item H627

(The Responsible Financial Officer left at 7:05pm)

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

The Committee received the report and verbal update of the Venue & Events Officer providing an update and further details of proposed capital expenditure.

The Committee received specifics of the proposals having earlier in the meeting been presented with the costs when they reviewed the capital cost items for 2025/26.

Members  ...  view the full minutes text for item H628

(Councillor D Edwards-Hughes left the meeting at 7:23pm – The meeting adjourned due to being inquorate till 7:25pm when he returned)

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

The Committee received and considered the report along with a verbal update from the Deputy Venue & Events Officer (DVEO) concerning the recent and upcoming events in the public halls.

Members were reminded of the Advent Fayre which required their assistance so as to be able to run effectively. All Members  ...  view the full minutes text for item H629

To receive a verbal update from the Chair and/or officers following a meeting with Church representatives on 10 October 2024.

The Committee received a verbal update from the Chair and Officers following their meeting with church representatives.

Holy Trinity - Woodgreen

Members heard that tree works were due to be carried out as planned. It was also noted that the church grounds were an excellent wildflower area and that there  ...  view the full minutes text for item H630

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 H631

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 H631

Members considered further the earlier discussions regarding the issue being experienced by the Witney Allotment Association.

Following a proposal Members agreed that an AGM was necessary in order for the Association to move forward. The Council was supportive of the WAA separating into two separate associations.

Resolved:

That, the Town  ...  view the full minutes text for item H632

To receive a confidential report from the Town Clerk/CEO.

The Committee received the confidential report of the Town Clerk/CEO which concerned one of the Councils building assets.

Members also received a verbal summary of the history of the lease arrangements along with a verbal update from the Head of Estates & Operation regarding the current condition of the fabric of  ...  view the full minutes text for item H633