Agenda and minutes

Venue: Virtual Meeting Room via Zoom. View directions

Contact: Democratic Services Officer 

Items
No. Item

F59

Apologies for Absence

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 F59

Minutes:

An apology for her absence was received from Cllr Gwatkin.

 

F60

Declarations of Interest

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.

Minutes:

Cllrs Collins and Eaglestone declared an interest in agenda item 13, Property & Legal Matters, as they both sat on the Witney Town Hall Charity.

 

F61

Minutes pdf icon PDF 509 KB

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 23 November 2020 (enclosed)

 

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

 

Minutes:

The Committee received and considered the minutes of the meeting held on 23 November 2020.

 

There were no matters arising.

 

RESOLVED:          that the minutes of the meeting held on 23 November 2020 be confirmed as a correct record and signed by the Chair.

 

 

 

F62

Public Participation

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

Minutes:

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

 

F63

Payment of Accounts pdf icon PDF 349 KB

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

Additional documents:

Minutes:

The Committee received and considered the report of the Office Manager, together with bank reconciliations and statements and a schedule of payments.

 

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:

 

 

Cheque No’s  ...  view the full minutes text for item F63

F64

Financial Report pdf icon PDF 352 KB

To receive and consider the report of the Town Clerk.

Minutes:

The Committee received and considered the report of the Town Clerk, containing the recommendations from the spending committees.

 

RESOLVED:          that the report be noted and the recommendations of the spending committees as detailed in the report be approved.

 

F65

Internal Audit Report pdf icon PDF 145 KB

To receive and consider the first interim Internal Audit Report for 2020/21 from the Council’s independent internal auditor Auditing Solutions.

Minutes:

The Committee received and considered the Internal Audit Report and were pleased that no matters of concern had been raised.

 

RESOLVED:          that the Internal Report be noted.

 

F66

Grants and Subsidised Lettings pdf icon PDF 339 KB

To receive and consider the report of the Democratic Services Officer and correspondence from Witney Mills Cricket Club and Volunteer Link Up.

Additional documents:

Minutes:

 

The Committee received and considered the report of the Democratic Services Officer, along with

two grant applications; one from the Citizen’s Advice West Oxfordshire and a second from Oxford Play Association. Correspondence in thanks of previous grant awards from Witney Mills Cricket Club and Volunteer Link Up were also received.  ...  view the full minutes text for item F66

F67

Annual Town Meeting pdf icon PDF 355 KB

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

Minutes:

The Committee received and considered the report of the Democratic Services Officer concerning the Annual Town Meeting.  With the country in lockdown and no definitive date for the lifting of restrictions members considered how to proceed.  The Town Clerk confirmed that whilst last year guidance had been that the meeting  ...  view the full minutes text for item F67

F68

Calendar of Meetings pdf icon PDF 130 KB

To receive and consider the draft calendar of meetings for 2021 – 22.

 

Members should note that there is a very short time frame to get two cycles in before the summer, and to get the meetings needed in for the AGAR to be approved.

Minutes:

The Committee received and considered the draft calendar of meetings for 2021/22.

 

The Town Clerk advised notification had been received from the National Association of Local Councils (NALC) that Government legislation to hold virtual meetings would not be extended beyond the 7th May 2021, at this point in time.  ...  view the full minutes text for item F68

F69

Exclusion of Press and Public

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 F69

Minutes:

RESOLVED:        that in accordance with section 1(2) of the Public Bodies (Admissions toMeetings) 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 F69

F70

Debtors Report

To receive the confidential debtors list from the Office Manager.

Minutes:

The Committee received and considered a report detailing the Council’s debtors  prepared by the Office Manager.

 

RESOLVED:          that the report be noted.

 

F71

Property and Legal Matters

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

Minutes:

The Committee received and considered the confidential report of the Town Clerk on property matters which included matters relating to the Town Hall and Madley Park Hall leases, the use of the Council’s estates in Witney East for cycling and footpath connectivity, and requests for financial assistance towards rental charges  ...  view the full minutes text for item F71

Adjournment

The Committee adjourned at 7.30pm in order to receive minutes of the Personnel Sub Committee and a verbal report of the meeting held earlier that evening.  At this point the Democratic Services Officer and the Office Manager left the meeting

 

F72

Staffing Matters

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

 

To receive and consider the minutes of the Personnel Sub-Committee held on 30 November 2020, and 20 January 2021; and a verbal report from the meeting held earlier this evening, and agree any recommendations contained therein.

 

CIRCULATED UNDER  ...  view the full agenda text for item F72

Minutes:

 

The Committee received and considered the confidential minutes of the meetings held on 30 November 2020, 20 January 2021 circulated prior to the meeting, and also a confidential verbal report of the meeting held earlier in the evening.

 

RESOLVED:         that the confidential minutes of the Personnel Sub Committee held  ...  view the full minutes text for item F72

Reconvenement

The Policy, Governance and Finance Committee reconvened at 7.38pm.