Agenda and minutes

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 F493

Apologies for their absence were received from Cllrs L Ashbourne, O Collins and 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 of officers.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 26 July 2021

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 26 July 2021.

A member asked on progress relating to minute number F398. The Deputy Town Clerk advised that Baby-bonding sessions could be referred through Home-Start Oxford and the organizer was hoping to be able to provide these during October.  ...  view the full minutes text for item F495

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.

The committee adjourned for this item.

Rev’d Simon Kirby of St Mary’s Church Cogges, Peter Claridge of Witney Mills Cricket Club and Graeme & Linda Young of Witney Day Centre addressed the committee regarding their respective discretionary grant applications.

The Committee reconvened following the representations.

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

The Committee received and considered the report of the Deputy Town Clerk and accompanying grant applications.

All the projects offered benefits to the community of Witney but the budget for awards would regrettably not stretch to provide the whole amount requested, with a second round of grants due later in  ...  view the full minutes text for item F497

To consider the request from the Rotary Club of Witney for a grant towards the annual Christmas Lights Switch On Event. The set budget for this being £2,000 (4104/407).

The Committee considered a request from the Rotary Club of Witney for funds towards a switch-on event for the Witney Christmas Lights in November 2021.

Members were supportive of the application and although the request was slightly over the anticipated budget, it could be covered from funds unused for the  ...  view the full minutes text for item F498

To receive and consider the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk concerning the Committee Work Plan.

The report outlined the current status of matters arising from the adopted Open Spaces Strategy and asked for any 2022/23 budget considerations. Members were pleased many of the items on the plan were underway,  ...  view the full minutes text for item F499

To receive the report of the Deputy Town Clerk including the recommendations from the Stronger Communities Committee on distribution of this funding.

The Committee received and considered the report of the Deputy Town Clerk outlining the recommendations on distribution of this fund by the Stronger Communities Committee.

Members agreed that the applicants were all worthy of the requested funds but given the financial confinement of the awards they were unable to provide  ...  view the full minutes text for item F500

To receive and consider the report of the RFO.

The Committee received the report of the 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.

The Town Clerk provided an update to members on the Council’s bank mandate and advised  members  ...  view the full minutes text for item F501

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

The Committee received the report of the Deputy Town Clerk. Members were presented detailed income and expenditure updates on the Council’s budgets until 31 August 2021 and received the recommendations of the spending committees in this cycle of meetings.

The Deputy Town Clerk advised Officers were finding it increasingly difficult  ...  view the full minutes text for item F502

To receive and consider the report of the RFO.

The Committee received and considered the report of the Responsible Financial Officer concerning Budget parameters for 2022/23.

Members were mindful that the Covid-19 pandemic had affected the finances of residents and organisations but had to balance that consideration with the need to  improve and potentially expand services. It was agreed  ...  view the full minutes text for item F503

To receive and consider the report of the RFO.

The Committee received the report of the Responsible Financial Officer concerning the appointment of an Internal Auditor for the Council.

Members were encouraged to see the current auditors had initiated the review and considered each of the company’s quotes and documentation in turn. It was felt that one offered more  ...  view the full minutes text for item F504

To receive and consider the report of the Operations & Estates Advisor.

The Committee received and considered the report of the Operations and Estates Advisor concerning potential changes to the Grounds Maintenance Contract.

One change was for the inclusion of wildflower areas in the closed churchyards of Holy Trinity and St Mary’s churches. The churches had approached the Town Council in the  ...  view the full minutes text for item F505

To receive and consider the report of the Operations & Estates Advisor.

The Committee received and considered the report of the Operations & Estates Advisor concerning the marking of new grave spaces at Windrush Cemetery.

Members agreed this was a necessity as part of a wider project in cemetery mapping and planning for the future development of the site.

Resolved:

That, datum markers  ...  view the full minutes text for item F506

To consider the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning the migration of the Council’s IT software suite to Office 365.

Members were supportive of this action which would bring the Council in line with other organisations. It would have the added benefit of increasing internal communications  ...  view the full minutes text for item F507

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 F508

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 F508

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

The Committee received and considered the confidential report of the Town Clerk concerning property and legal matters.

Resolved:

1.      That, the confidential report be noted and,

2.      That, the revised terms for the lease from Cottsway Housing concerning the land at Park Road Play Area be agreed, subject to provision  ...  view the full minutes text for item F509

Cllr M Jones left the meeting at 7.57pm.

Resolved:

That, Standing Order 48 (a) be suspended to allow the meeting to continue as it had now passed two hours in length.

To receive and consider the report of the Operations & Estates Advisor.

The Committee received and considered the report of the Operations & Estates Advisor concerning works to the windows at the Town Hall and 51 Market Square, Witney.

Members were unable to reach a conclusion on who to award the works to due to the disparity in the quotes received. Further information  ...  view the full minutes text for item F511

To receive and consider the confidential minutes of the meeting held on Thursday 23 September 2021, and agree any recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meeting held on 23 September 2021.

Resolved:

1.      That, the confidential minutes of the Personnel Sub-committee held on 23 September 2021 be noted, and the recommendations contained therein approved.