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 F284

There were no apologies for absence.

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 the Vice-Chair of the Committee for the 2022/2023 municipal year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed and seconded that Councillor Ruth Smith be elected. There being no other nominations it was:

Resolved:

That, Councillor Ruth Smith be elected Vice-Chair of the Committee for the 2022/2023 municipal year.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 28 March 2022.

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 28 March 2022.

Minute F140 – The Town Clerk confirmed that a letter had been sent to West Oxfordshire District Council regarding CCTV. A response had been received and considered by the Stronger Communities Committee and it recommended to this  ...  view the full minutes text for item F287

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.

Mr William Wareing representing Witney Flood Mitigation Group addressed the committee in respect of Agenda Item No. 13 – Emergency Plan

The Committee reconvened following public participation.

The Committee, at the request of the Chair, agreed to take Agenda Item No. 13 before Agenda Item No. 6.

To receive and consider the report of the Maintenance & Environmental Services Officer.

Consideration was given to the report of the Maintenance & Environmental Services Officer.

Members welcomed the report and emphasised the need for local authorities to work together and share information. It was noted that the Town Council was not the lead authority for emergency planning but could have a role in  ...  view the full minutes text for item F289

To review the Committee Terms of Reference (TOR). The current TOR’s are attached.

The committee considered whether any changes were needed to the current Terms of Reference.

Resolved:

That, no amendments be made to the Terms of Reference.

To receive and consider the report of the Town Clerk & CEO.

The committee considered the report of the Town Clerk/CEO.

The Town Clerk brought to Members attention OSS Objective EE14, which had been deferred from the Personnel Sub-Committee, and asked what the Council’s expectations were around weekend working practices and service delivery.  She needed this information to be able to establish  ...  view the full minutes text for item F291

To receive and consider the final report of the Internal Auditor for 2021/22.

[Due to the delay in the production of the AGAR & Financial Statement by the Council’s Contract Accountants this item has only become available on 1 June 2022]

The Committee received and considered the final Internal Audit report for 2021/2022. Members thanked officers for their hard work in respect of the audit and welcomed the positive assurances in each relevant area.

Resolved:

That, the final Internal Audit Report for 2021/2022 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 2022.

The Committee is requested to complete Section 1 - The Annual Governance Statement 2021/22 - Town Clerk’s report TO  ...  view the full agenda text for item F293

The Committee noted that due to the delay in the production of the AGAR & Financial Statements by the Council’s Contract Accountants this item would be deferred to Full Council on 20th June 2022.

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

Consideration was given to the report of the Deputy Town Clerk.

It was noted that identified charges included in the report related to transactions associated with the card payment machines used by the Council.

Resolved:

That, the report and bank reconciliations be noted and the following schedule of

payments be  ...  view the full minutes text for item F294

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

Income & Expenditure accounts for the 12 month period ending 31 March 2022 enclosed.

The report of the Town Clerk/CEO was considered.

The Deputy Town Clerk advised that following the Stronger Communities Committee meeting, Oxford Playhouse had submitted an updated proposal for an event on The Leys in late June at the cost of £1k for two days. Members considered the timescale and publicity  ...  view the full minutes text for item F295

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

The committee considered the report of the Deputy Town Clerk outlining applications and confidential financial information for Discretionary Grants, Subsidised Lettings and Additional Finance Requests.

Discretionary Grant Applications

Witney Town Band – Members noted that the application was higher than previous years to reflect an increase in costs. The committee  ...  view the full minutes text for item F296

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 F297

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 F297

The committee considered the confidential appendix to the report.

Members agreed that a more structured out of hours service was required. Discussion ensued regarding financial implications, current staff contracts and options for a new service.

Resolved:

That, a revised emergency call-out and out of hours arrangements be supported and delegated  ...  view the full minutes text for item F298

To consider the confidential report of the Town Clerk/CEO.

Consideration was given to the report of the Town Clerk/CEO updating on a number of projects.

The committee considered proposals for The Leys Recreation Ground and whether previously allocated funding should be put towards a wider redevelopment scheme whilst retaining the vision for the new Skate Park. The financial implications,  ...  view the full minutes text for item F299

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

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

Members received details of rent negotiations for the Town Hall, Town House and Buttercross together with updates on play areas, playing fields, leases and other land interests.

Resolved:

1.      That, the rent increase  ...  view the full minutes text for item F300

To receive the confidential minutes of the Personnel Sub-Committee meetings held on 9 & 25 May 2022, circulated under separate cover, and agree the recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meetings held on 9 & 25 May 2022.

A Member raised an incident with an employee that had occurred at one of the recent Jubilee events and was disappointed by the behaviour of elected Members who had been present.  ...  view the full minutes text for item F301