Agenda and minutes

As there was no legislation in place for the Town Council to hold virtual meetings, and because of the ongoing Covid-19 Pandemic, the Policy, Governance & Finance Committee formed virtually as an Advisory Committee. Any recommendations outside of the current work’s programme, budget or policy would require ratification at the Full Council meeting held on 28th June 2021.

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify Simon Wright, Democratic & Legal Services Officer (democracy@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  ...  view the full agenda text for item F293

Apologies for absence were received from Councillor David Harvey who was on Council business.

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.

To elect a Vice-Chair of the Committee for the 2021/2022 municipal year.

It was proposed and seconded that Councillor Ruth Smith be elected Vice-Chair of the Committee.

There being no other nominations it was:

Resolved:

That Councillor Ruth Smith be elected Vice-Chair of the Committee for the 2021/2022 municipal year.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 22 March 2021 (enclosed)

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

The Committee received the minutes of the meeting held on 22 March 2021.

There were no matters arising.

Resolved:

That the minutes of the meeting held on 22 March 2021 be approved as a correct record and 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 were no applications from members of the public to address the committee.

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

The Committee received the joint report of the Deputy Town Clerk and Responsible Financial Officer outlining payment schedules, bank statements and bank reconciliations which are brought to the Policy, Governance & Finance committee as part of the Council’s due diligence.

Recommended:

Members noted the report, the bank reconciliations and agreed the  ...  view the full minutes text for item F298

To review the Council’s policy on discretionary grant awards.

The Committee reviewed the current Council policy on discretionary grant awards.

It was suggested that section 5.1 of the policy that set a £500 limit should be removed to allow greater flexibility when considering applications. In addition members considered whether grant applications should be determined bi-annually.

A member suggested that  ...  view the full minutes text for item F299

To receive and consider the report of the Deputy Town Clerk and RFO with accompanying applications and documents.

The Committee received and considered the report of the Deputy Town Clerk concerning

discretionary grant applications from 2120 (Witney) Squadron and Jewins Women2Women Ltd together with a subsidised lettings application from the Royal British Legion.

Members expressed support for the application from 2120 (Witney) Squadron subject to the recommendation regarding  ...  view the full minutes text for item F300

To receive and consider the final report of the Internal Auditor for 2020/21.

The Committee received and considered the final Internal Audit report for 2020/2021. Members thanked officers for their hard work in respect of the audit and welcomed the positive assurances in each relevant area.

Recommended:

That, the final Internal Audit Report for 2020/2021 be received and noted

In line with The Accounts & Audit (England) Regulations 2015 - To receive and consider the Annual Governance & Accountability Return and the Unaudited Financial Statements for the year ending 31 March 2021.

The Committee is requested to complete Section 1 - The Annual Governance Statement 2020/21 - Town Clerk’s report enclosed  ...  view the full agenda text for item F302

The Committee received the report of the Town Clerk in respect of the Annual Governance and Accountability Return (AGAR) 2020/21.

It was noted that the document would be presented at the forthcoming Council meeting for ratification as required under the Accounts & Audit Regulations.

Recommended:

The Council is invited to note  ...  view the full minutes text for item F302

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 F303

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 F303

To receive a confidential verbal update from the Town Clerk.

The Committee received a confidential verbal update from the Town Clerk in respect of a number of property matters.

During discussion it was noted that there was a large amount of furniture and other equipment in council buildings and this would need to be stored to allow conversion to additional  ...  view the full minutes text for item F304

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

To receive the minutes of the Personnel Committee Meeting held on 7 June 2021, and agree any recommendations contained therein.

The Committee received the minutes of the Personnel Sub-Committee meeting held on 7 June 2021.

Resolved:

That, the minutes of the Personnel Sub-Committee meeting held on 7 June 2021, and recommendations therein be agreed.