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 F312

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.

Cllr Ashbourne declared a non-pecuniary interest in the item on Property as she had had a lot of contact with one of the applicants for the property.  She would leave the meeting for the discussion of this item.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 13 July 2020 (enclosed)

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

The Committee received and considered the minutes of the meeting held on 13 July 2020.  A member asked if the grants that had been agreed were being used given the situation with the pandemic.  The Town Clerk replied that Rotary had decided their event could not go ahead so their  ...  view the full minutes text for item F314

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 payment schedules, bank statements and reconciliations since the last meeting.

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.

Members received and considered the report of the Office Manager along with payment schedules and bank statements.

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 and consider the report of the Office Manager containing the Youth Grant Award recommendations of the Stronger Communities Committee.

The Chair gave an update on the recommendations from the Stronger Communities Committee on the Youth Grant awards.  She added that the grants could not be used for furlough and the money granted had to be used to actively support young people in the town.

RESOLVED:          that the report be  ...  view the full minutes text for item F317

To receive and consider a draft policy on the lighting up of the Corn Exchange to mark community and national campaigns/occasions from the Office Manager.

The Committee received and considered a draft policy on marking community and national campaigns via lighting up the Corn Exchange.  This led to a discussion amongst members on timescales for lighting up and what might be appropriate if there was any concern over a request that was received.

The Town  ...  view the full minutes text for item F318

To receive and consider the report of the Town Clerk/RFO and the income and expenditure report for the period 1 April to 31 August 2020.

The Committee received and considered the report of the Town Clerk.  She advised that she would present the six-month position during the budget setting cycle, which would include the salary information and recharges from services. 

There was a discussion about opening the 1863 café as this would have budget implications  ...  view the full minutes text for item F319

The Committee received and considered the report of the Town Clerk, which provided the background to the budget setting cycle, and she explained that she was looking for guidance from the Committee on the budget parameters – including whether they wanted to cap or increase the Precept. 

The Town Clerk  ...  view the full minutes text for item F320

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 F321

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 F321

The Committee received and considered the confidential report on debtors from the Office Manager.

RESOLVED:          that the report be noted.

Councillor Ashbourne left the meeting for the discussion of the next item on Property Matters and Councillor Smith took over the position of Chair for this item only.

To receive and consider the confidential report of the Town Clerk regarding the Town Hall and Town House, and recommendation from the Council’s agent.

The Committee received a confidential report on property matters from the Town Clerk.

As thorough discussion was held on the offers received via the Council’s property agent.

RESOLVED:          that the Town Clerk proceeds as set out in the confidential report of the Council’s property agent, and further negotiations are delegated  ...  view the full minutes text for item F323

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

The Committee received and considered a confidential verbal report of the meeting held earlier that evening, given by the Town Clerk.

RESOLVED:          that the confidential verbal update from the meeting held earlier be noted, and the recommendations contained therein agreed.