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 2 August 2021.

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the 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 role  ...  view the full agenda text for item F390

An apology of absence was received from Cllr D 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 by members at the meeting.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 14 June 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 14 June 2021.

The Deputy Town Clerk drew attention to minute number F300(1) – The amount awarded to 2120 (witney) Squadron Air Cadets by way of a grant should read £994.31.

Resolved:

That, subject to the above amendment, the minutes  ...  view the full minutes text for item F392

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 members of the public present to address the committee.

To discuss the Committee priorities following adoption of the Open Spaces Strategy at the Full Council meeting held on 28th June.

The Committee received details of the priorities arising from the recently adopted Open Spaces Strategy for the spending committees of the Council. The Town Clerk advised these would be embedded into Officers’ work plans.

Resolved:

That, the priorities for the spending committees of the Council be noted.

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 F395

To receive and consider the joint report of the Responsible Financial Officer and Deputy Town Clerk.

The Committee received the joint report of the Deputy Town Clerk and Responsible Financial Officer. Members were presented quarterly income and expenditure updates on the Council’s budgets and received the recommendations of the spending committees in this cycle of meetings.

The Deputy Town Clerk drew members’ attention to the recommendation  ...  view the full minutes text for item F396

To consider a grant application received from the Rotary club of Witney.

The Committee received and considered a grant application request from the Rotary Club of Witney towards a Colour Run event in August.

Members were supportive of the application which would benefit Witney and its residents.

Recommended:

1.      That, an award of £500 be approved and;

2.      That, this grant be  ...  view the full minutes text for item F397

The Committee received and considered an application to provide free Baby bonding sessions for new parents.

Members were supportive of the sessions but felt further information was needed on how those who needed the subsidised support would be referred before the decision could be fully agreed.

Recommended:

1.      That, an  ...  view the full minutes text for item F398

To consider the report of the Democratic & Legal Services Officer.

The Committee received and considered the report of the Democratic & Legal Services Officer concerning the broadcasting of meetings and the equipment required for this to proceed.

Members were supportive of the proposal and reiterated the need to reach those who could not attend in-person meetings. The equipment would be a  ...  view the full minutes text for item F399

To receive and consider the report of the Town Clerk

The committee received and considered the report of the Town Clerk concerning a procurement policy for the Council.

Members were supportive of the proposed policy which supplemented the Council’s financial regulations. There was agreement that the limit on tendering should be reduced so that the regulations were in sync with  ...  view the full minutes text for item F400

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 F401

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 F401

To consider the confidential report of the Town Clerk.

The committee received and considered the confidential report of the Town Clerk concerning the future of the Council’s Grounds Maintenance Service.

She highlighted concerns that due to staff shortages grass cutting obligations were not being fulfilled, and whilst the Operations & Estates Advisor had suggested offsetting this against the Council’s request  ...  view the full minutes text for item F402

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

The Committee received and considered the confidential update report of the Town Clerk concerning several areas in the Council’s estate.

She particularly drew attention to the suggested nominal rent to the Allotment Association, now she was able to proceed with lease negotiations because the legal transfer of the new allotment  ...  view the full minutes text for item F403

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

The committee received and considered a verbal report from the Town Clerk from the Personnel Sub-Committee meeting held earlier in the evening.

Recommended:

1.      That, the confidential verbal report from the Personnel Sub-committee held on 26^th July 2021 be noted, and the recommendations contained therein approved.