Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Committee Clerk derek.mackenzie@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 to replace ordinary  ...  view the full agenda text for item F488

Apologies for absence were received from Councillors M Jones and Councillor 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 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 18 July 2022 (enclosed).

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

The minutes of the meeting of the Committee held on 18 July 2022 were received.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee held 18 July 2022 be approved as a correct record of the meeting and be 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.

The Committee adjourned for this item.

The Committee received representations from Barry Beadle of Volunteer Link Up regarding Agenda Item 10b.

The Committee reconvened

To receive an application from Volunteer Link Up for an annual grant in 2022.

With the permission of the Chair, this item was moved up the agenda so the member of public could hear the discussion and outcome.

The Committee received and considered the report from the Deputy Town Clerk.

Members considered what value VLU provided to the community and how important that was  ...  view the full minutes text for item F492

With the express permission on the Chair, Jeff Hunter of Courtside Hubs addressed the Committee regarding a matter included under Agenda Item 14.

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

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

Resolved:

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

To receive and consider the correspondence from SAAA – Smaller Authorities’ Audit Appointments.

The Committee received and considered the correspondence from SAAA Ltd regarding the option to opt-out of the appointment of external auditors. The Town Clerk explained what this would entail and the risks to the Council. The Committee agreed unanimously to continue with the current arrangements.

Resolved:

1.      That, the correspondence  ...  view the full minutes text for item F494

To note that the Council’s External Auditor, Moore, have completed the review of Sections 1 and 2 of the Annual Governance and Accountability Return for year ended 31 March 2022, and in their opinion the information is in accordance with Proper Practices (External Audit Report and Certificate 2021/22 enclosed).

The Members reviewed the correspondence received from the Council’s External Auditor, Moore, and thanked the officers for their work in achieving the certification in a difficult year.

The Town Clerk confirmed that the certificates had been published for public view.

Resolved:

That, the outcome of the review of Sections 1  ...  view the full minutes text for item F495

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

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

PR446 – A member advised that the £1,250 was for the cost of anti-slip testing, should it be required, and not the cost for re-coating the courts. However the Town Clerk was able to provide  ...  view the full minutes text for item F496

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

The Committee received and considered the report of the Town Clerk/RFO, in which she was seeking some guidance in respect of Members expectations so that she could try and calculate as accurate budget as possible.

The Members noted that that the national pay negotiations would result in higher staff costs  ...  view the full minutes text for item F497

To receive the recommendations from the Stronger Communities Committee on distribution of the town council’s youth services grant for 2022-23.

The Committee considered six applications for funding from the Youth Services Grant funding for 2022 and noted that the grant totals requested totalled £103,573.58, exceeding the £40,000 which was allocated.

The Chair of the Stronger Communities Committee updated Members on what they had heard during public participation at the meeting  ...  view the full minutes text for item F498

To receive correspondence from Oxfordshire Music & Arts Trust and Witney Voice Box Choir.

The Committee received letters of thanks from OxMAT and Witney Voicebox Choir in relation to recent grant awards and payments.

Resolved:

That, the correspondence be noted.

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 F500

Resolved:

That in accordance with section (1(2) of the Public Bodies (admission 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 F500

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

The Committee received and considered the confidential report of the Town Clerk/CEO concerning contracts and licences that were approaching renewal.

Members considered the options for Human Resources and Health & Safety support. The Committee discussed the merits of using a new provider who was local and could offer a more bespoke  ...  view the full minutes text for item F501

To receive and consider the Town Clerk’s confidential report.

The Committee received and considered the confidential report of the Town Clerk/CEO concerning Property and legal matters.

The Town Clerk advised that due to the withdrawal of the external decorating contractor some of the work had commenced and would be completed by the Councils maintenance operatives.  However, Officers would have  ...  view the full minutes text for item F502

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

The Committee received and considered the confidential report of the Town Clerk and she was requesting that Members give consideration to the priority of these projects.

The Members considered the three major projects identified in the report and were concerned about the considerable cost of each project. One of these  ...  view the full minutes text for item F503

To receive and consider the confidential update from the Town Clerk/CEO

The Committee received and considered the confidential update from the Town Clerk.

Members were advised that there was a lack of works vehicles for the grounds maintenance team to operate effectively, particularly as one had recently broken down. Plans for electric vehicles had been reviewed and current prices and availability  ...  view the full minutes text for item F504

To receive and consider the confidential minutes from the Personnel Sub-Committee meeting held on Tuesday 6^th September 2022, and agree any recommendations contained therein.

[Circulated under separate cover]

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meeting held on 6th September 2022 which had been circulated ahead of the meeting.

The Town Clerk requested that a delegation be agreed in respect of the actions relating to minute S184(1) and recruitment.

The Chair of Personnel  ...  view the full minutes text for item F505