Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Communities 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 F57

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

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 21 November 2022.

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

The minutes of the Policy, Governance & Finance Committee meeting held on 21 November 2022 were received.

Resolved:

That, the minutes of Policy, Governance & Finance Committee meeting held on 21 November 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 Eric Marshall of Witney Music Festival concerning both Agenda Items 6 and 12.

The Committee reconvened.

To receive the report of the Deputy Town Clerk.

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

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

Members raised some ambiguity concerning Sections 8 and 4d and asked if there  ...  view the full minutes text for item F61

In order for the members of the public present to observe the discussion on this item, the grant application for Witney Music Festival was brought forward at this juncture.

The Committee considered the grant application and recognised the benefit the annual event at the Leys provided the community, so agreed  ...  view the full minutes text for item F62

To receive the report of the Venue & Events Officer.

The Committee received and considered the amended Third-Party event policy prepared jointly by the Venue & Events Officer and Operations Manager.

Members thanked officers for a competently put together and straightforward document that was easy to read and were pleased to see issues arising throughout the year were included along with  ...  view the full minutes text for item F63

To receive and consider the interim report of the Internal Auditor for 2022/23.

The Committee received and considered the Interim Report prepared by Auditing Solutions Ltd. Along with an update from the Responsible Financial Officer.

Members were pleased to see there were no issues or matters arising from the report.

The RFO confirmed to members that the next audit would focus on the  ...  view the full minutes text for item F64

To receive the report of the RFO.

The Committee received and considered the report of the Responsible Financial Officer (RFO)

The RFO gave a verbal update to advise that a change in the investment strategy would allow the Town Clerk to consult with the RFO on the investment of funds, rather than the Chair of this Committee  ...  view the full minutes text for item F65

To receive the report of the Deputy Town Clerk.

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

Members discussed the options for layout of the hall, opting for Option two as this would allow residents to see the new seating partly exposed and agreed it was more welcoming to sit around the tables rather than  ...  view the full minutes text for item F66

To receive and consider the draft calendar of meetings for 2023-24.

The Committee received the draft calendar of Meetings for the 2023/24 council year.

Resolved:

That, the draft calendar be accepted.

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

The Committee received the report of the Responsible Financial Officer 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 the report of the Deputy Town Clerk.

The Committee received the report of the Deputy Town Clerk.

The Committee considered Discretionary Grant Applications from Witney Talking News and Witney Town Band and supported the awards unanimously.

With regard to the request from Clean Slate, Members deferred a decision to to allow officers to request further information from  ...  view the full minutes text for item F69

To receive the reports of the RFO and Deputy Town Clerk.

Members received and considered the joint written report of the Deputy Town Clerk and Responsible Financial Officer (RFO).

Members were pleased to hear from the RFO that the income and expenditure statements had been brought as up to date as possible and gave an accurate position of the current budget  ...  view the full minutes text for item F70

To receive the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager.

Members felt that it was important that the repairs were carried out so as to avoid all potential occurrence of the splash park not being able to operate. They felt that the additional spending required for Option two was  ...  view the full minutes text for item F71

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 F72

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 F72

To receive the confidential verbal update from the Town Clerk/C.E.O.

The Committee received a confidential verbal report from the Town Clerk/C.E.O.

Members were pleased to hear that the transfer of playparks across the town had progressed to an advanced stage with Heads of Terms being drawn up for Cedar Drive, Waterford Lane and Ralegh Crescent. Regarding Unterhaching Park the Town  ...  view the full minutes text for item F73

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

The Committee received the confidential written report of the Town Clerk/C.E.O

Members were advised that Courtside CIC expected to hear back in March 2023 regarding their recent Grant application from the Community Ownership Fund. Once the decision was known the council could consider the implementation of the scheme and whether  ...  view the full minutes text for item F74

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 21 December 2022, 11 January 2023 and 25 January 2023 (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 21 December 2022, 11 January and 25 January 2023.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meetings held on 21 December 2022, 11 January and 25 January 2023 be noted, and the recommendations  ...  view the full minutes text for item F75