Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Democratic Services Officer (nicky.cayley@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 F258

There were no apologies for absence.

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 in matters to be discussed at the meeting.

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.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 2019 (enclosed)

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

a)                   RESOLVED:         to confirm the minutes of the meeting held on 25 March be signed by the Chairman.

b)            MATTERS ARISING:        

Min F138 – A member asked if the telephone lines had now been changed to STL from BT.  The Town Clerk confirmed that this had been done.

Min F145  ...  view the full minutes text for item F261

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

There were no members of the public present for this item.

To receive and conisder the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk.  She explained that she had amended the Deputy Mayor and replaced it with Leader as being Ex Officio on all meetings. 

There was some discussion about the best way to tackle this item as the Mission Statement, Corporate Objectives  ...  view the full minutes text for item F263

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

The Committee received and considered the report of the Town Clerk as circulated with the agenda.  She gave a brief explanation of the accounts held and the processes used for the information of new Councillors.

The Town Clerk informed Members that the Office Manager was currently reviewing the Council’s banking  ...  view the full minutes text for item F264

To receive and consider the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk, containing spending recommendations from the Halls and Green Spaces Committee and the Stronger Communities Committee. 

Members also considered a confidential debtors report and revising the annual rent for Witney Feast Fair.  The Town Clerk , the Leader and Deputy  ...  view the full minutes text for item F265

To receive and consider the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk. The Chairman

commented that she had attended presentations from both companies – iBabs and Modern

Gov – and had been impressed with what was offered.  She was interested to know what the

DSO and Town Clerk’s preference would be.  ...  view the full minutes text for item F266

To receive and consider the report of the Democratic Services Officer.

Grant Award Policy

The Committee received and considered the report of the Democratic Services officer as referred by Full Council on 15 May.  Increasingly the Council was receiving applications for    £1,000 or more and the annual budget for grant aid was £3,560.  Members discussed increasing the amount of money available  ...  view the full minutes text for item F267

To receive and consider discretionary grant applications

Discretionary Grant Applications

The Committee received and considered the report of the Democratic Services Officer and the grant applications.

 The requests were: -

To consider suspending standing order 48 to allow the meeting to continue past 2 hours in length.

RESOLVED: to suspend standing order 48 in order to allow the meeting to continue past two hours in length.

To receive and consider the Annual Governance & Accountability Return & Financial Statements for the year ending 31 March 2019 (enclosed) – TO BE ADOPTED BY FULL COUNCIL ON 26 JUNE 2019

The Committee received and considered the Annual Governance and Accountability Return and Financial Statements for the year ending 31 March 2019.

RECOMMENDED:            that the Annual Governance and Accountability Return and the Financial Statements for the year ending 31 March 2019 be adopted by Full Council on 26 June 2019.

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 F271

RESOLVED:         that due to the length of the meeting, agenda items 11, 12, 14, 15 and 16 be deferred to a Special meeting of the Policy, Governance and Resources Committee to be held on 26 June 2019 at 6pm.

The Committee will adjourn for the meeting of the Personnel Sub- Committee.

To receive a verbal report from the meeting held earlier this evening, and agree any recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub Committee held on 10 June 2019 as circulated prior to the meeting.

RECOMMENDED: 

1.            that the confidential minutes be noted and the recommendations contained therein approved;

2.            that the Town Clerk provides a report to the next meeting  ...  view the full minutes text for item F273