Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Deputy Town Clerk (adam.clapton@witney-tc.gov.uk) prior to the meeting, stating the reason for absence.

Standing Order 30(a)(v) permits the appointment of substitute Councillors to a Committee whose role is  ...  view the full agenda text for item F142

An apology for absence was received from Cllr D Harvey.

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 interests declared by members at the meeting.

To receive and consider the minutes of the Policy, Governance & Finance Committee meeting held on 1^st February 2021.

The committee received the minutes of the Policy, Governance & Finance Committee held on 1 February 2021.

That the minutes of the Policy, Governance & Finance Committee meeting held on 1 February 2021 were a correct record and should be signed by the Chair.

There were no matters arising from the minutes of the Policy, Governance & Finance Committee meeting held on 1 February 2021.

The meeting will adjourn for this item.

Members of the public are welcome to attend the meeting.  Any member of the public who so wishes may speak, at this point in the meeting, for a maximum of five minutes on any matter relating to an item on the agenda

The Committee adjourned for this item.

Ron Spurs, Chair of the Witney Carnival Committee addressed the Committee on agenda item 7, regarding its financial request towards this year’s Carnival.

Eric Marshall of the Witney Music Festival addressed the Committee on agenda item 12 (a), regarding its request for financial request  ...  view the full minutes text for item F147

The meeting reconvened following Public Participation

To receive and consider the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk concerning financial implications from the Council’s spending committees in the previous cycle.

Members were in agreement that additional funds should be allocated to the Corn Exchange refurbishment project to ensure the best possible outcome of the project.

The Committee  ...  view the full minutes text for item F148

To receive and consider the report of the Deputy Town Clerk containing requests since the last meeting.

The Committee received and considered the report of the Deputy Town Clerk concerning discretionary grant applications from Oxfordshire Association of Blind, Life Education Wessex & Thames Valley and Carterton Gymnastics Club.

Members were supportive all three applications and were curious if Life Education Wessex would be delivering their training to other  ...  view the full minutes text for item F149

To receive and consider a grant request from Witney Music Festival for a community event in the summer of 2021.

The Committee received a funding request from Witney Music Festival towards an event in Witney during the summer of 2021.

Members had heard that a venue for the event was proving problematic but were supportive and had identified an underspent budget where funds could be awarded from. As there were  ...  view the full minutes text for item F150

Following a recommendation from Sport & Play Committee on 1 March 2021 - To receive and consider the report of the Operations & Estates Advisor confirming how football teams can be accommodated due to the possible extension of the football season, whilst still accommodating Cricket teams and other users of the Council’s  ...  view the full agenda text for item F151

The Committee received and considered the report of the Operations & Estates Advisor concerning the extension of the football season and requests for training pitches throughout the summer.

This issue had been referred from the Sport & Play Committee at its meeting on 1 March 2021 (minute SP101) and there was consensus  ...  view the full minutes text for item F151

To receive and consider the schedule of accounts paid and bank reconciliations.

The Committee received and considered the report of the Deputy Town Clerk with associated payment schedules, bank statements and reconciliations.

RESOLVED:

1.            that the report be noted;

2.            that the bank reconciliations and bank statements be noted;

3.            that the following schedules of payments be approved:

To receive the Interim Audit Report update 20-21 from the Council’s internal auditors, Auditing Solutions Ltd.

The Committee received and considered the Interim Audit Report for 2020-21 from the Council’s internal auditors, Accounting Solutions.

Members heard that the audit had been carried out remotely and were satisfied with the findings given the difficult circumstances of the last year.

RESOLVED:

That the Interim Audit Report for 2020-21  ...  view the full minutes text for item F153

To receive and consider the report of the Town Clerk/CEO and agree the Corporate & Financial Risk Assessment for 2020/21 and the Risk Management Policy.

The Committee received and considered the Corporate & Financial Risk Assessment, policy and accompanying report of the Town Clerk.

Members were advised this was a requirement of the annual audit to ensure effective internal controls were in place. The Action Plan identified and flagged risks to the Council which would be  ...  view the full minutes text for item F154

To receive and consider the report of the Town Clerk to designate and update signatories and permissions on the Council’s bank mandates.

The Committee received and considered the report of the Town Clerk concerning the Council’s banking arrangements.

Members agreed that the arrangements should be amended to reflect the new staffing changes at the Council. It was suggested that recommendations proposing members of this committee as signatories should be finalised at the  ...  view the full minutes text for item F155

To receive and consider the report of the Town Clerk relating to the renewal of the Council’s Insurance cover for 2021/22.

The Committee received and considered the report of the Town Clerk concerning the Town Council’s insurance renewal.

Members noted the longstanding service provided by Zurich but wanted to assure the best possible deal had been received to protect the Council’s finances. There was discussion on whether to include terrorism cover  ...  view the full minutes text for item F156

To receive updates on the progress of projects grant funded under this scheme from Got2B CIC, Home-Start Oxford and Junior parkrun.

The Committee received update reports from Got2B CIC, Home-Start Oxford and Junior parkrun concerning projects funded by the Town Council’s Youth Funding Award in 2020.

Members welcomed the updates, as part of the grants review and monitoring criteria, and were pleased to hear how the funds were making a difference  ...  view the full minutes text for item F157

This item was deferred from the Meeting held on 1 February 2021 (minute F67) – awaiting clarification on whether the legislation relating to the holding of virtual meetings is to be extended due to the COVID pandemic.

The Committee provisionally scheduled the Annual Town Meeting for 26 May 2021.

To  ...  view the full agenda text for item F158

The Committee received a verbal update from the Town Clerk on the possible date and format of this year’s Annual Town Meeting.

This item had been deferred from the last meeting of this Committee held in February 2021, for further consideration in light of upcoming relaxation in COVID restrictions and  ...  view the full minutes text for item F158

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 F159

RESOLVED:       

That in accordance with section 1(2) of the Public Bodies (Admissions toMeetings) 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 F159

To receive and consider the confidential report and options paper from the Project Officer, along with the proposal from West Witney Sports & Social Club.

The Committee received and considered the confidential report of the Project Officer concerning temporary facilities and the club house at West Witney Sports Ground.

Officers had reviewed this project and following a recommendation from the Sport & Play Committee that temporary changing facilities should be F.A Compliant, the cost and timeframe  ...  view the full minutes text for item F160

Cllr M Jones left the meeting at 8.07pm.

To receive and consider the confidential report of the Town Clerk.

The Committee received and considered the confidential report of the Town Clerk concerning the Town House in Market Square, Windrush Cemetery access, Park Road Play Area and Park Road Allotments.

RESOLVED:

1.       That the confidential report of the Town Clerk be noted; and,

2.       That the Town Clerk continues negotiations  ...  view the full minutes text for item F161

The Committee adjourned at 8.26pm to hold a meeting of the Personnel Sub-Committee.

The Committee reconvened at 8.58pm.

To receive and consider the confidential minutes of the Personnel Sub-Committee meetings held on: 1, 3, 10, 17 & 24 February 2021 and 18 March 2021, and agree any recommendations contained therein.

To be circulated under separate cover.

The Committee received and considered the verbal of update from the Chair of the Personnel Sub-Committee following its earlier meeting.

Members also received the minutes of the Personnel Sub-Committee meetings held on 1, 3, 10, 17 & 24 February 2021 and 18 March 2021.

RESOLVED:

1.       That the verbal update from  ...  view the full minutes text for item F162