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 F589

Apologies for absence were received from Councillors M Jones 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 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 3 October 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 Policy, Governance & Finance Committee meeting held on 3 October 2022 were received.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 3 October 2022 be approved as a correct record of the meeting and be signed by the Chair.  ...  view the full minutes text for item F591

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 heard from a resident of Riverside Gardens in respect of agenda item 9.

To receive the report of the Operations Manager.

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 discussed the written report of the Operations Manager.

Members agreed with the purchase of a sandbag store provided a grant application was  ...  view the full minutes text for item F593

To receive the report of the Deputy Town Clerk

The Committee received the written and verbal report of the Deputy Town Clerk explaining the proposed changes to Standing Orders in line with legislation and best practice, for consideration by members.

Members discussed the retention of meeting recordings, Standing Order 11g, it was agreed that these recording should be kept  ...  view the full minutes text for item F594

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

The Committee received and considered the financial report showing figures for items under its remit for the last quarter, provided by the Deputy Town Clerk.

The Deputy Town Clerk answered questions from members relating to the payment for the  Corn Exchange pavement licence as it was believed this would be  ...  view the full minutes text for item F595

As advised by the Town Clerk this item is deferred to the Policy, Governance and Finance Committee meeting on 30 January 2023.

The Town Clerk advised this item would be deferred to the next Policy, Governance & Finance meeting on 30 January 2023 due to the time spent on budget commitments.

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

The Committee received the joint report of the Deputy Town Clerk and Town Clerk/CEO.

The Deputy Town Clerk gave a verbal update to explain that a Fire Safety Strategy was needed for the Corn Exchange once the retractable seating was installed,  further quotes were awaited in addition to the one  ...  view the full minutes text for item F597

During Budget Setting Cycle the Council reviews its Fees and Charges for the various facilities and services it operates.

Attached are the schedules of charges which have all been approved by the respective spending committees. 

The Committee is RECOMMENDED to approve (or amend as necessary) the:

i.             Burials Fees  ...  view the full agenda text for item F598

The Committee discussed the proposed increase to fees for Halls, Sports and Cemeteries.

Members agreed that the 10% increase was in line with similar increases nationally and were needed to protect the council as costs continue to increase. also, It was right that the increase be the same across all  ...  view the full minutes text for item F598

To receive and consider the report of the Town Clerk.

The Committee received the report and verbal update of the Town Clerk.

In response to a question from a member the Town Clerk confirmed that the Corn Exchange café staff were not usually engaged in other work within the Hall other than the occasional locking up duty. The activity in  ...  view the full minutes text for item F599

To receive a verbal report of the Town Clerk.

The Committee received a verbal update from the Town Clerk to confirm that she was still working on this, and it would be provided in the special Council budget meeting on 12 December 2022.

To receive the report of the Operations Manager.

The Committee received the report of the Operation Manager.

Members understood the pressing need for a vehicle. They ideally wished to procure a further electric vehicle to enhance the fleet, however they recognised the limitations in terms of loads and carrying so deferred the decision to the Chair of the  ...  view the full minutes text for item F601

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 F602

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 F602

To receive the confidential report of the Deputy Town Clerk.

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

Members were pleased to see the draft of the agreement and how it was a positive step towards building a better relationship with the Witney Music Festival (WMF) organisers.

Members asked that the agreement was amended to ensure  ...  view the full minutes text for item F603

To receive the report of the Operations Manager.

The committee received the report of the Operation Manager

Members agreed the work to the external sections of the Corn Exchange was required under the Council’s obligations to Witney Town Charity as Landlords of the building. Members agreed to delegate the selection of a new contractor to the Operations Manager.  ...  view the full minutes text for item F604

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

The Committee received the confidential written report and verbal update from the Town Clerk.

Members discussed the Leys Masterplan and were happy with an agreement in principle to pledge£250,000 as matched funding to enable Courtside Hubs CIC to apply for a substantial grant. Members stipulated the £250,000 would only be  ...  view the full minutes text for item F605

To receive verbal confidential report of the Town Clerk.

The Town Clerk had nothing to report.

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 26 October 2022, and agree the recommendations contained therein.

The Committee received the confidential minutes of the Personnel Sub Committee meeting held on 26 October 2022, which had been circulated ahead of the meeting.

Resolved:

That, the minutes of the Personnel Sub-Committee meeting held on 26 October 2022 be noted and the recommendations contained therein be approved.