Agenda and minutes

The Policy, Governance & Finance Committee formed virtually as an Advisory Committee. Any recommendations outside of the current work programme, budget or policy would require ratification at the Full Council meeting held on 1 August 2022.

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Deputy Town Clerk (adam.clapton@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 F383

Apologies for absence were received from Councillors D Harvey & M Jones.

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.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 6 June 2022 (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 6 June 2022.

Minute no. F289 – Emergency Plan. The Deputy Town Clerk advised a multi-agency meeting had taken place in the hope of developing a structured and coherent approach to future flooding events. The Council was awaiting further information  ...  view the full minutes text for item F385

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

The Committee received the report of the Deputy Town Clerk with accompanying payment schedules, bank statements and reconciliations.

Resolved:

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

To receive a verbal report from the Town Clerk/RFO and to reaffirm those Councillors designated as signatories on the Council’s bank accounts.

The Committee received a verbal update from the Town Clerk & Chief Executive Officer concerning the Council’s bank mandate and authorised cheque signatories.

Members were advised there had been a delay to enacting the above as  Councillors struggled to verify their ID in the branch given the limited opening hours.  Although  ...  view the full minutes text for item F388

To receive the final draft of the Burial & Cemetery Regulations, as reviewed and amended by the Halls, Cemeteries & Allotments Committee at its meeting on 4 July 2022, minute no. H351.

The Committee received draft Cemetery and Burial regulations, as amended following recommended adoption by the Halls, Cemeteries & Allotments Committee at its meeting on 4 July 2022.

Recommended:

That, the Cemetery & Burial Regulations as presented, be formally adopted by the Town Council.

To receive the report of the Town Clerk/C.E.O and Deputy Town Clerk.

The Committee received and considered the joint report of the Town Clerk & Chief Executive Officer and Deputy Town Clerk.

Members noted the Council’s Annual Governance & Accountability Return and additional documentation had been submitted to the external auditor; and were advised the figures provided on Council budgets were as expected at  ...  view the full minutes text for item F390

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning grant and subsidised letting requests.

Members acknowledged recommendations of the Parks & Recreation and Stronger Communities Committees regarding a subsidised letting agreement for Got2b CIC and grant for Witney Voice Box Choir.

The Committee, while understanding of a  ...  view the full minutes text for item F391

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning a printing contract for the Council.

Members were advised four quotes had been sought for the contract which reflected the Council’s needs and aspirations. The Committee was particularly interested in greener and more sustainable options provided by  ...  view the full minutes text for item F392

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

The Committee received and considered the report of the Maintenance & Environmental Services Officer concerning the purchase of a new works vehicle.

Members were advised what the vehicle would be used for and the range it would be travelling so were supportive of this being the first electric vehicle for the  ...  view the full minutes text for item F393

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

The Committee received and considered the report of the Maintenance & Environmental Services Officer concerning a new electronic Sports Pitch Booking System for the Council.

Members recognised that the current system was not intuitive and cost a considerable amount in time for sports clubs and Council staff. The systems presented provided  ...  view the full minutes text for item F394

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 F395

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 F395

To receive and consider the confidential update from the Head of Operations (Interim) and to consider the options relating to the location of the Operations Centre/Works Depot.

The Committee received and considered the confidential report of the Head of Operations (Interim) concerning a planned programme of change for the Council’s ground and facilities operation.

Members were supportive of the report and agreed that Option 2 of the recommendations provided the long-term solution to deliver the operations the  ...  view the full minutes text for item F396

To receive and consider the confidential report of the Town Clerk/CEO – to follow

The Committee received and considered the confidential report of the Town Clerk & Chief Executive Officer concerning major and special projects.

Members noted the updates provided in the report including the potential development and loan required for improvements at West Witney Sports Ground. There was also an update on the latest  ...  view the full minutes text for item F397

To receive and consider the confidential report of the Town Clerk/CEO – to follow

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

Members were advised a number of assets, due to be transferred to the Town Council from the District Council, were being delayed due to a lack of District Council resources.  ...  view the full minutes text for item F398

Cllr H Eaglestone left the meeting at 7.19pm

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 22 June and 6 July 2022 circulated under separate cover, and agree the recommendations contained therein.

The Committee received the confidential minutes of the Personnel Sub Committee meetings held on 22 June and 6 July 2022, which had been circulated ahead of the meeting.

Resolved:

That, the minutes of the Personnel Sub-Committee meetings held on 22 June and 6 July 2922 be noted and the recommendations  ...  view the full minutes text for item F399