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 F153

An apology for absence was received from 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 30 January 2023.

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 30 January 2023 were received.

Comments were made on two items.

F69 – A member expressed how pleased they were to see the partnership with Witney Music Festival finally in place.

F70 – Request to return Christmas Light, this  ...  view the full minutes text for item F155

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 was no public participation.

To receive and consider the report of the Project Officer.

The Committee received and considered the report of the Project Officer regarding the replacement boiler for Burwell Hall, brought up the agenda with the express permission of the Chair.

The replacement of the boiler has been discussed on a number of occasions by various committees and a final decision was  ...  view the full minutes text for item F157

To receive and consider the report of the R.F.O.

The Committee received and considered the report of the Responsible Financial Officer along with the amended Financial Regulations.

A member raised a question in respect of the removal of the definition of “material” from page 8. The RFO explained the definition was too prescriptive and removing it would reduce the  ...  view the full minutes text for item F158

To receive a draft open water policy, submitted by the Park Ranger/Biodiversity Officer (to follow).

The Deputy Town Clerk confirmed this policy was not ready for presentation to the Committee. It would be added for consideration at a future meeting.

To receive a draft updated metal detecting policy, submitted by the Park Ranger/Biodiversity Officer.

The Committee received and considered a draft Metal Detecting Policy on town council owned land.

No questions or comments arose from the members.

Recommended:

That, the Metal Detecting Policy be adopted.

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

The Committee considered the Interim Audit Report 2022-23 from the Council’s internal

Auditors, Auditing Solutions Limited.

Members welcomed the report highlighting there were no areas of concern raised, and in response to a question it was confirmed that the auditor does review the council processes as part of the reviews  ...  view the full minutes text for item F161

To receive and consider the report of the R.F.O.

Consideration was given to the report of the Responsible Financial Officer regarding the Risk Management Policy and Corporate & Financial Risk Assessment for 2022-23.

In response to a question raised by the Mayor it was confirmed that by signing the risk assessment she was signing on behalf of the Council to  ...  view the full minutes text for item F162

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

The Committee received the report of the Responsible Financial Officer outlining payment schedules, bank statements and bank reconciliations which are brought to the Policy, Governance & Finance committee as part of the Council’s due diligence.

Resolved:

Members noted the report, the bank reconciliations and agreed the following schedule of

payments be  ...  view the full minutes text for item F163

To approve that the Deputy Town Clerk – Adam Clapton, and the Responsible Financial Officer (RFO) – Nigel Warner – are authorised Officers, as well as the Town Clerk/CEO – Sharon Groth – to be able to deal with banking queries and also cash cheques up to £500 for petty  ...  view the full agenda text for item F164

The Committee noted the request asking that the Deputy Town Clerk, Adam Clapton and Responsible Financial Officer, Nigel Warner be approved as authorised officers in order to deal with banking queries and be able to cash cheques up to £500 for petty cash purposes.

All members approved and recognised this  ...  view the full minutes text for item F164

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk regarding three requests for grant assistance.

Clean Slate – This grant was deferred from the Grant funding requests considered earlier in the year so that additional supporting documentation could be provided to members. Members discussed the importance of  ...  view the full minutes text for item F165

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

The Committee received the report and verbal update from the Deputy Town Clerk regarding the monitoring of the large youth services grants awarded in 2022.

The Deputy Town Clerk explained that as part of the internal audit reporting, that recipients are asked to provide evidence that the amounts awarded are  ...  view the full minutes text for item F166

To receive the report of the Responsible Financial Officer.

The Committee received and considered the report of the Responsible Financial Officer (RFO) which contained detailed income and expenditure statements for the whole of the Council’s approved budgets for the period up to 28 February 2023, along with an update on the Council’s investments.

Also covered were a variety of  ...  view the full minutes text for item F167

To receive the report of the Responsible Financial Officer.

The Committee received and considered the report of the Responsible Financial Officer providing details of the Councils fleet of vehicles and the upcoming purchases.

Members were pleased to hear that the delivery of the long-awaited Nissan Townstar was expected before 31 March 2023 thanks to the immediate response of officers  ...  view the full minutes text for item F168

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 F169

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 F169

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

The Committee received a confidential verbal update from the Town Clerk.

She reported that the council’s solicitors and agent were making progress with the lease negotiations for the sports clubs at West Witney.

their was also advised that the Council would be carrying out work to secure access to private  ...  view the full minutes text for item F170

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

The Committee received a confidential verbal update from the Town Clerk.

The Leys masterplan was moving forward following the award of £650,000 to Courtside CIC. This work must be completed in the next 12 months and therefore the council would now be working quickly to relocate the works depot. Work  ...  view the full minutes text for item F171

To receive and consider confidential minutes of the Personnel Sub-Committee meeting held on 9 February 2023 (circulated under separate cover), to receive a verbal report from a meeting held earlier this evening, and agree the recommendations contained therein.

The Committee received the minutes of the Personnel Sub Committee meeting held on 9 February and a verbal update from the meeting held earlier in the evening.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 9 February and the verbal update from the meeting held earlier  ...  view the full minutes text for item F172