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 F189

An apology for his absence was received from Cllr 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 at this point in the meeting.

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 elect a Vice Chair for the municipal year.

RESOLVED: that Cllr Smith be elected Vice Chair for the ensuing municipal year.

a)       To receive and consider the minutes of the Policy, Governance & Finance committee meeting held on 27 January 2020.

b)      Matters arising from the minutes of the Policy, Governance & Finance committee meeting held on 27 January 2020.

The Committee received and considered the minutes of the meeting held on 27 January

2020.

RESOLVED:          to confirm the minutes of the meeting held on 27 January 2020

as a correct record and signed by the Chair.

There were no matters arising.

To consider the revised Terms of Reference for the Committee as attached, and to also consider the Committee’s vision and objectives for the remainder of the municipal year, taking into consideration projects already underway, and the day to day management of the Council facilities under its remit – balancing financial  ...  view the full agenda text for item F194

The Committee received and considered draft terms of reference for the committee.

RESOLVED:          that the terms of reference as presented be confirmed and adopted for the ensuing municipal year.

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

PLEASE NOTE, IN ORDER FOR OFFICERS TO BE ABLE TO ANSWER ANY QUERIES ON THE PAYMENT SCHEDULES - PLEASE CONTACT THE OFFICE MANAGER OR TOWN CLERK PRIOR TO THE MEETING (PARTICULARLY GIVEN THE NUMBER OF PAYMENT SCHEDULES ENCLOSED).  ...  view the full agenda text for item F195

The Committee received and considered the report of the Office Manager as circulated with the agenda, along with the payment schedules, bank reconciliations and bank statements for the period 1 January 2020 to 31 May 2020.

RESOLVED:

1.            that the report be noted;

2.            that the bank reconciliations and bank  ...  view the full minutes text for item F195

To receive and consider the report of the Town Clerk highlighting the financial implications of COVID-19 pandemic.  Income & Expenditure report for the period 1 April to 31 May 2020.

The Committee received and considered the report of the Town Clerk, highlighting the impact that the Covid-19 pandemic had had on the Council’s income.  The Town Clerk advised that she would be writing to the District Council’s Cabinet Member for Finance as NALC had advised that government funding had been  ...  view the full minutes text for item F196

To receive and consider the report of the Town Clerk to amend the Council’s Bank Mandates with Barclays Bank PLC and the CCLA , agreeing the necessary authorised signatories accordingly. 

The Committee received and considered the report of the Town Clerk as circulated with the agenda which highlighted the fact that the bank mandates needed updating.

RECOMMENDED:             that the report be noted and:-

1.                  that the Members of the Policy, Governance and Finance Committee be authorised signatories on Barclays Bank  ...  view the full minutes text for item F197

To receive and consider the final report of the Internal Auditor for 2019/20

The Committee received and considered the final internal audit report for 2019/20. The Town Clerk pointed out that it was the role of the Internal Auditor to sign page 3 of the Annual Governance & Accountability Return covered at the next agenda item

The Committee congratulated the Town Clerk and Office  ...  view the full minutes text for item F198

In line with The Accounts & Audit (England) Regulations 2015 and The Accounts & Audit (Coronavirus)(Amendment) Regulations 2020  - To receive and consider the Annual Governance & Accountability Return and the Unaudited Financial Statements for the year ending 31 March 2020

The Committee is requested to complete Section 1 - The Annual Governance  ...  view the full agenda text for item F199

The Committee received and considered the report of the Town Clerk along with the Annual Governance and Accountability Return for 2019/20.

She explained that it was the role of the Committee to carry out its due diligence and go through the Annual Governance Statement to confirm the correct procedures were  ...  view the full minutes text for item F199

To receive and consider the report of the Office Manager concerning the digitalisation of the Council's burial maps, as well as being equipped for future home working if necessary.

The Committee received and considered the report of the Office Manager.  His report covered how the offices had been able to operate during lockdown although it would have been more advantageous and efficient if there was more mobile phones and laptops as some employees had used their own equipment.  He  ...  view the full minutes text for item F200

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

The Committee received and considered the report of the Democratic Services Officer along with seven grant applications.  It was noted that Witney Buttercross Scouts had applied for a substantial grant, not realising that the maximum grant from the Council was £500.  Members discussed this application as the project to refurbish  ...  view the full minutes text for item F201

To receive and consider the report of the Office Manager and agree whether to implement a policy whereby the Council commits to a calendar of scheduled community and national campaigns by lighting up one of its town centre public buildings – and if in agreement to consider setting a budget  ...  view the full agenda text for item F202

The Committee received and considered the report of the Office Manager as circulated with the agenda.  The Chair gave some background to this item and the two national events already marked – Black Lives Matter and the NHS anniversary – which were achieved by the loan of lights from Ben  ...  view the full minutes text for item F202

To receive the Youth Services Grant Funding criteria for sign-off following alterations agreed by the Stronger Communities Committee on 6^th July 2020.

Cllr Collins left the meeting at 7.12pm.

Members received and considered the revised policy for Youth Services Grant Funding, which had been recommended by the Stronger Communities Committee at its meeting on 6 July 2020.

RECOMMENDED:             that the policy as now presented be agreed.

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 F204

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 F204

Confidential Item.

RESOLVED:  that as the meeting had now reached two hours in length, that standing order 48  be suspended in order to allow the meeting to continue.

To receive and consider the confidential report of the Town Clerk and correspondence from tenants.

Confidential item.

Cllr Eaglestone left the meeting at this point as he declared an interest in the item being discussed.

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 18 June 2020 (circulated under separate cover) and a verbal report from the meeting held earlier this evening, and agree any recommendations contained therein.

Confidential Item.