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.uk prior 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 F413

An apology for absence was received from Councillor L Cherry (by previously agreed dispensation).

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 10 June 2024  (enclosed)

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

The minutes of the Policy, Governance & Finance Committee meeting held on 10 June 2024 were received.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 10 June 2024 be approved as a correct record of the meetings and be signed by the Chair.

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.

There was no public participation.

To receive and consider the report of the Deputy Town Clerk concerning the results of the annual staisfaction survey which took place earlier in the year.

The Committee received and considered the report of the Deputy Town Clerk concerning the results of the resident’s annual satisfaction survey which was held at the beginning of the year.

Given the overarching remit of the Committee, the survey results covered all areas of the survey. Members expressed their disappointment  ...  view the full minutes text for item F417

To receive and consider the schedule of accounts paid and bank reconciliations from the Responsible Financial Officer (RFO).

The Committee received the report of the Responsible Financial Officer with the accompanying payment schedules, bank statements and reconciliations.

A Member raised two question which the RFO responded to:

The Payment of £1,861.58 made on 30 May 2024 was for the repair of 4 streetlights in Unterhaching Park, off Woodford  ...  view the full minutes text for item F418

To receive and consider the report of the Responsible Financial Officer (R.F.O).

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.

Members thanked the RFO for such a comprehensive report and were pleased to see the detailed information in respect of the new energy contract  ...  view the full minutes text for item F419

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

The Committee received the report of the Deputy Town Clerk (DTC) outlining the financial implications pertaining to recommendations of the Council’s spending Committees.

A Member raised the non-inclusion of the recommendation made at the Stronger Communities Committee on 15 July regarding the establishment of a separate budget line to account  ...  view the full minutes text for item F420

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

The Committee received and considered the report of the Deputy Town Clerk along with a verbal update detailing requests for the award of grants and subsidised lettings.

Windrush School – Members agreed unanimously that the request for £1,000 for play therapy equipment should be agreed.

Dementia Active – Members agreed  ...  view the full minutes text for item F421

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 F422

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 F422

To receive the most recent stocktake report for the 1863 Bar & Café.

The Committee received the April 2024 stocktake report for the 1863 Bar & Café along with a verbal explanation from the Responsible Financial Officer (RFO) outlining the Financial Summary included in the report.

Members were pleased to hear there was no cause for concern. A Member advised that to their knowledge  ...  view the full minutes text for item F423

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/CEO concerning an update on Property & Insurance matters

Members were pleased to receive the update and no questions arose.

Resolved:

1.      That, the report be noted.

2.      That, the minutes of the Community Governance task and finish group held  ...  view the full minutes text for item F424

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/CEO which provided an update on The Leys redevelopment and the Destination Play projects.

Leys Hub/Courtside CIC

Members were pleased to receive an update provided by Courtside CIC and welcomed seeing the advancement of the project with groundworkers on  ...  view the full minutes text for item F425

To receive the minutes of the Personnel Sub-Committee held on 9 July 2024 (circulated under separate cover) and agree any recommendations contained therein.

The Committee received the minutes of the Personnel Sub Committee meeting held on 9 July 2024.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 9 July 2024, and the recommendations contained therein be approved.