Agenda and minutes

As there was no legislation in place for the Town Council to hold virtual meetings, and because of the ongoing Covid-19 Pandemic, the Policy, Governance & Finance Committee formed virtually as an Advisory Committee. Any recommendations outside of the current work programme, budget or policy would require ratification at the Full Council meeting held on 11 April 2022.

The committee was advised that Councillor Smith, as Vice-Chair of the committee, would be chairing the meeting to ensure consistency with previous meetings when the Chair had been unavailable.

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Democratic & Legal Services Officer (democracy@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  ...  view the full agenda text for item F135

Apologies for absence were received from Councillors Collins & 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 declarations of interest from members or officers.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 31 January 2022 (enclosed)

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

The Committee received the minutes of the meeting held on 31 January 2022.

Minute F53 – The Deputy Town Clerk confirmed that the Annual Town Meeting was to be held on 25 April 2022. The Chairs of committees would be contacted about annual reports for the meeting.

Minute F55 –  ...  view the full minutes text for item F137

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.

Katie Lewis representing Anchora addressed the committee in respect of a subsidised letting request for consideration under Agenda Item. 10.

The Committee reconvened following public participation.

To receive and consider the schedule of accounts paid and bank reconciliations provided by the Deputy Town Clerk.

The Committee received the report of the Deputy Town Clerk outlining payment schedules, bank statements and bank reconciliations which are brought to the Policy, Governance & Finance committee as part of the Council’s due diligence.

Recommended:

Members noted the report, the bank reconciliations and agreed the following schedule of payments be  ...  view the full minutes text for item F139

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

The committee received and considered the report of the Deputy Town Clerk.

Members noted that the recommendations from other committees would be funded within the current fiscal year, apart from where stated.

In respect of a traffic calming scheme at The Leys it was reported that Oxfordshire County Council (OCC)  ...  view the full minutes text for item F140

a)       To receive the Interim Audit Report 2021-22 from the Council’s internal auditors, Auditing Solutions Ltd.

b)      To note the balance of the Council’s petty cash float as £500, verified by the Deputy Town Clerk, in line with the Council’s financial regulations

The committee considered the Interim Audit Report 2021-22 from the Council’s internal auditors.

Members welcomed the report and in response to a question it was confirmed that the insurance fidelity guarantee cover had been increased in line with the recommendation in the report as part of this year’s annual renewal.  ...  view the full minutes text for item F141

To receive and consider the report of the Town Clerk/C.E.O and agree the Risk Management Policy 2022 and Corporate & Financial Risk Assessment for 2021/22.

Consideration was given to the report of the Town Clerk/C.E.O. regarding the Risk Management Policy and Corporate & Financial Risk Assessment for 2021-22.

Recommended:

That, the report be noted and the Risk Management Policy & Corporate Risk Assessment for the financial year 2021-22 be endorsed.

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

Consideration was given to the report of the Deputy Town Clerk seeking a review of the Discretionary Grant Policy following six months of operation.

It was noted that funding was currently considered at the March & September meetings which could cause some issues as the March meeting was close to end  ...  view the full minutes text for item F143

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

The committee considered the report of the Deputy Town Clerk outlining applications and confidential financial information for Discretionary Grants, Subsidised Lettings and Additional Finance Requests.

Discretionary Grant Applications

The Rotary Club of Witney – The committee supported the allocation of £500 towards the Witney Colour Run 2022. It was noted  ...  view the full minutes text for item F144

Councillor Ashbourne left the meeting at this juncture.

To receive updates from the recipients of the Council’s Youth Service Fund 2021 - Got2B CIC, Home-Start Oxford, Synolos, Oxfordshire Music & Arts Trust and a Community Grant - West Oxfordshire Community Transport.

The committee considered the report of the Deputy Town Clerk updating on large grants distributed by the Town Council as part of the Council’s due diligence.

Recommended:

That, the report and accompanying updates be noted.

To receive and consider the report of the Town Clerk/C.E.O.

Consideration was given to the report of the Town Clerk/C.E.O. regarding a review of subscriptions and memberships the Council currently has to supporting and advisory organisations.

Members supported continuation of membership fees to the Oxfordshire Association of Local Councils (NALC). It was agreed to cancel membership of the Rural Market  ...  view the full minutes text for item F146

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 F147

Resolved:

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 confidential nature of the following business to be transacted.  ...  view the full minutes text for item F147

To receive and consider the confidential report of the Town Clerk/C.E.O.

The Committee received and considered the confidential report of the Town Clerk concerning property and legal matters.

Recommended:

1.       That, negotiations on the rent review of the Town Hall and Town House be progressed on the basis outlined in the report; and

2.       That, the Council agrees in principle to  ...  view the full minutes text for item F148

To consider the confidential report of the Town Clerk/C.E.O (to follow).

The committee received a confidential verbal report from the Town Clerk/C.E.O.

It was reported that discussions were ongoing with relevant officers at West Oxfordshire District Council regarding 3G pitch provision in Witney.

Recommended:

That, the confidential verbal update be noted.

Councillor Jones left the meeting at this juncture.

To receive and consider the confidential verbal report of the Town Clerk/C.E.O, if appropriate.

A confidential verbal update was received from the Town Clerk/C.E.O.

Recommended:

That the confidential verbal update be noted.

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 23^rd March 2022 circulated under separate cover, and agree the recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub Committee meeting held on 23 March and a verbal update on the meeting held prior to this committee.

Recommended:

That, the confidential minutes of the Personnel Sub-committee held on 23 March 2022 and confidential verbal update on the  ...  view the full minutes text for item F151