Decisions

The Working Party received and considered the report of the Office Manager as circulated with the agenda.

Members were advised that progress on a Community Cinema in the Corn Exchange was on hold due to the Covid-19 lockdown. Further discussions would be held on this project when Government guidance allowed.

The Working Party was also advised that Oxford Arts Consultants would not be available to offer technical advice on the enhancements to the Main Hall in the Corn Exchange; these being retractable seating, lighting, sound and acoustics.

With funds of approximately £132,000 available to make these improvements via earmarked reserves, Section 106 contributions and a Community Facilities Grant from West Oxfordshire District Council, the project was at an important juncture. The Venue Manager was currently attempting to source other consultants and members asked if previous quotes could be revisited as part of this process. Once expertise had been sourced, a tender could be advertised.

RECOMMENDED: - that the report be noted and: -

That the Venue Manager reviews original quotations concerning the refurbishment of the Main Hall of the Corn Exchange, the previous consultants no longer being involved in this part of the project.

Members received and considered the report of the Office Manager as circulated with the agenda.

The Working Party was advised that the daytime weekly sales figures were not what had been hoped for in the run up to Christmas; the equipment and staffing costs were currently outweighing sales and this was unlikely to change in the immediate future. However, the jazz evening takings in December had been encouraging.

The Working Party agreed that consumer confidence and footfall in the town had been severely dented due to the pandemic which had impacted on the sales for such a new venture. Although the Corn Exchange and café would currently remain closed due to the pandemic, members discussed the merits of reducing day-time opening hours in the future and felt that it was important to have a clear plan moving forward for the Council, staff and customers.

Members agreed with the recommendations by officers and asked that as the weather improves, an element of flexibility is incorporated into plans in relation to opening days and outside seating.

As the café had not had time to fully establish itself it was agreed that amending drink charges was not something to consider at this point but would be undertaken by the Venue Manager as a matter of course in the future.

RECOMMENDED: - that the report be noted and: -

1.       That the 1863 Café Bar opens three days a week in the daytime (Thursday through to Saturday) with indoor seating when the Government guidance allows, to maximise the possibility of the Council meeting its running costs, and;

2.       That this will be reviewed on a two-weekly basis, or based on up-to-date guidance and perceived footfall in the town, and;

3.       That this decision be delegated to the Venue Manager & Office Manager/Town Clerk so that they may be acted on quickly and effectively, and;

4.       That these decisions be reported to the next appropriate meeting of this Working Party, or Halls, Cemeteries & Allotments Committee, whichever should fall first.

5.       That a full weekly opening of the 1863 Café Bar is delayed until the effective end of the Covid-19 Pandemic, and;

6.       At that time there is an official opening event with appropriate entertainment and publicity.

7.       That outdoor seating (complimenting the indoor seating) is utilised safely when the guidance and weather allow on non-Market days.

The Working Party received and considered a report from the Venue Manager.  He had not been able to get in touch with the consultants at all which was disappointing but was aware that things needed to get moving quickly as the Council was now in receipt of time limited grant funding.  Members were very concerned by this and felt that the Town Clerk should write to the consultants. 

RECOMMENDED:             that the report be noted and: -

1.            that the Town Clerk to writes to Oxford Arts Consultants asking for a response from them by 4^th January and if no communication was forthcoming, the Working Party be prepared to find alternative consultants;

2.            that a door be installed just to the left of the noticeboard and the existing door into the hall from the kitchen be blocked up – the new door would be entrance only to avoid possible clashes with the main hall door;

3.            that the provision and purchase of some protective vinyl flooring for the area behind the bar be delegated to the Venue Manager.

The Working Party received the report of the Venue Manager, who gave an additional update on the current operation of the 1863 bar.  He was now recommending that with the staff working out of the reception area, the café could open with seating.  The Compliance and Environment Officer had confirmed that this would be appropriate with restricted numbers and tables spread out.

RECOMMENDED:             that the 1863 café bar opens 5 days a week (Tuesday – Saturday, with inside Seating available and all required Covid -safe elements put in place – this arrangement will be reviewed at the next meeting of the Working Party in January and would be subject to Government Guidance on Covid-19.

The Working Party received and considered the report of the Venue Manager concerning an offer of “technical support” to run a cinema in the Corn Exchange by the person who had formerly done so before the refurbishment.  He had suggested a 50/50 split on profits although he Venue Manager had worked out that at the suggested ticket cost of £5.00 per person there would not be any profit, taking into account the restriction on numbers due to Covid-19.  With an increased ticket price and bar takings there might be a small profit.  Members were also asked to consider how long it might run for, if agreed.

Members discussed the Council’s previous experience of the Town Council facilitating a cinema and how long the project might run for.  The Office Manager reminded members that the request was to run until March when the town’s cinema was due to re-open.  

The Venue Manager reassured members that he would be stringent in implementing health and safety requirements.

RECOMMENDED:             that the report be noted and:-

1.            that Mr Richards be permitted to run a cinema once per fortnight from January until March on agreed terms but that the Council reserves the right to give a two-week notice to terminate at any time;

2.            that the pricing structure for tickets be delegated to the Venue Manager.

The Office Manager reported that the Town Council had been awarded £32, 591.35 towards the Corn Exchange from the District Council Community Facilities Grant.  This needed to be spent within 12 months.

Members discussed the terms of reference and agreed that these should stay the same.

RECOMMENDED:             that the terms of reference remain the same.

The Working Party received and considered the minute of the meeting held on 7 September 2020.

RESOLVED:         that the minutes of the Corn Exchange Working Party held on 7 September 2020 are an accurate account and should be signed by the Chair.

The Leader gave an update on the online pantomime.  Since the original discussions with the promoters, it had become clear that the Council would not be able to pay for the tickets within the timescale subsequently requested, due to the Council’s financial regulations.  As the Council was no longer able to support the initiative, it was hoped that an alternative could be found in the new year.

RESOLVED:          to delegate to Officers, the Mayor, the Leader and Cllr Duncan to try to arrange something similar in the New Year.

The Council received and considered the external audit report and certificate 2019/20.  The Town Clerk referred to the notes and advised that she was confident that the outstanding items would be done next year.  She also advised that the Code of Conduct was not within the control of the Town Council as members signed up to the District Council Code, and therefore there would be no change unless the District changed it or there was a national change.  She would take this up with the auditor.

RESOLVED:          that the conclusion of audit for the year ending 31 March 2020 be noted.

The Council received and considered two motions.  The Leader informed the Council that it had come to her attention that as a member of Government, the Rt Hon. Robert Courts could not support private members bills, such as those to be presented to Council.  This was confirmed by Cllr Harvey.

The motions were presented as follows:-

1.            County Lines and Child Exploitation         

Witney Town Council notes that: 

• We are only too aware of the issues in Oxfordshire of the County Lines and Child Criminal Exploitation, through our partnerships with WODC, TVP and other key organisations.
• We are equally aware of the damage that this criminal behaviour can wreak in communities like ours, and the potentially lifelong consequences it can have for vulnerable young people.
• We also note that County Lines and Child Criminal Exploitation is the subject of a current Early Day Motion in the House of Commons, which has been supported by MPs from across the political spectrum.

Therefore this council resolves to: 

• Write to Robert Courts MP, asking him to add his signature to the motion, and to encourage as many of his Parliamentary colleagues to do the same.

Proposed by Cllr Ashbourne, seconded by Cllr Collins.

2.            Climate and Ecological Emergency Bill

Witney Town Council declared a Climate Emergency at the Council meeting on 26th June 2019 and followed up with a Public Meeting in July 2019 enabling everyone to share ideas and visions for change. These included engagement with Central Government, West Oxfordshire District Council, Oxfordshire County Council, relevant stake holders and other organisations to initiate local action on climate change.

On September 20th 2020, an Early Day Motion entitled the Climate and Ecological Emergency Bill was tabled in the House of Commons. The Government’s recent Ten Point Plan goes a long way towards tackling the UK’s carbon emissions, but this Bill recognises that our carbon footprint extends beyond the UK’s borders. The Bill calls for:

•the UK to make and enact a serious plan to combat climate change. This means dealing with our real fair share of emissions so that we don’t go over critical global rises in temperature

•our entire carbon footprint be taken into account (in the UK and overseas)

•the protection and conservation of nature here and overseas along supply chains, recognising the damage we cause through the goods we consume

•those in power not to depend on technology to save the day, which is used as an excuse to carry on polluting as usual

•people to have a real say on the way forward in a citizens’ assembly with bite

This Council agrees with the principles of this Bill and supports Oxfordshire residents in their efforts to see it come into law.  We ask the Leader of this Council to write to our MP, asking them to support their constituents by voting for this Bill when it comes to the House of Commons.

Proposed by Cllr Prosser, seconded by Cllr Smith.

                Due to the Leader’s update, amendments were proposed as detailed below. 

Motion 1 - votes for the amendment:  16 for, 1 abstention; votes for the motion : 16 for, 1 abstention.

Motion 2 – votes for the amendment: 12 for, 5 abstentions; votes for the motion: 11 for, 6 abstentions.

                Both motions were therefore carried with the proposed amendments.

RESOLVED:          that both motions as presented are passed with the following amendments:

Motion 1 - County Lines and Child Exploitation

Final paragraph to read:

Write to Robert Courts MP asking him to support this motion shall it come to parliament and to reply to Witney Town Council informing what steps both the Government and he himself will be taking to safeguard vulnerable young people affected by county lines, both nationally and locally.

Motion 2 - Climate and Ecological Emergency Bill

Final sentence to read:

We ask the Leader of this Council to write to our MP, asking, that whilst we understand as a member of the Government he is unable to support this private members bill, he replies to Witney Town Council in the light of this with what policies he thinks need to be brought in to address climate change on a scale sooner than 2050, and how to improve on things like the recent Environment Bill to address climate and ecological emergency and engages with his constituents on this bill.

The Chair presented the minutes of the meeting held on 23 November 2020 and moved their acceptance.

RESOLVED:          that the minutes of the meeting held on 23 November 2020 be received and any recommendations therein approved.

The Chair presented the minutes of the meeting held on 16 November 2020 and moved their acceptance. 

Matters Arising

The Leader referred to minute SC391 – Christmas Lights - and asked if members would be happy to run a best dressed house competition.  Councillors should submit their favourites in their wards to the Communications and Events Officer and a winner would then be chosen from each ward.  All agreed that this was a good idea.

RESOLVED:         

1.            that the minutes of the meeting held on 16 November 2020 be received and any recommendations therein approved;

2.            that Councillors facilitate a best dressed Christmas house competition, with a winner to be chosen in each ward.

The Chair presented the minutes of the meeting held on 9 November 2020 and moved their acceptance. 

RESOLVED:          that the minutes of the meeting held on 9 November 2020 be received and any recommendations therein approved.

The Chair presented the minutes of the meeting held on 2 November 2020 and moved their acceptance. 

RESOLVED:          that the minutes of the meeting held on 2 November 2020 be received and any recommendations therein approved.

The Chair presented the minutes of the Climate, Biodiversity and Planning Committees held on 13 October, 3 November and 24 November 2020 and moved their acceptance.  It was noted that for the minutes of 24 November, the response for the Proposed East Witney Development was delegated to officers to complete.

It was also requested that Cllr Enright be added as attending the meetings of the 3 and 24 November 2020.

RESOLVED:          that the minutes of the Climate, Biodiversity and Planning Committee of 13 October, 3 November and 24 November 2020 be received and any recommendations therein approved, with Cllr Enright being added to the list of meeting attendees on the 3 and 24 November.

The Committee received and considered an updated schedule of vandalism, prepared by the Operations and Estates Officer.

RESOLVED:          that the update be noted.

The Council received and considered the report of the Mayor’s engagements, circulated before the meeting,

RESOLVED:          that the report be noted.

Cllr Duncan Enright – West Oxfordshire District Council

Cllr Enright provided an update on the District Council’s budget setting process.  The Council was beginning some difficult budgetary years as the mid-term plan indicated that there were shortfalls in funding.  Most of the savings made by the restructuring process had now been achieved and the pandemic had also impacted the budget.

Cllr Rosa Bolger – West Oxfordshire District Council

Cllr Bolger advised that a new Covid-19 test centre was under construction at the Woodford Way car park in town.  Officers had been working hard.  Residents had expressed concern at the loss of parking and so members had pushed hard for extra signage to signpost the top two levels of Marriott’s Walk Car Park.  Cllr Bolger also reported that a close eye would be kept on the surrounding residential roads to ensure that people did not park their cars there instead.

RESOLVED:          that the updates be noted.

Members received and considered the minutes of the meeting held on 12 October 2020.  There were no matters arising.

RESOLVED:          that the minutes of the meeting held on 12 October 2020 be agreed as a correct record and signed by the Chair