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 F321

All Members were in attendance at the meeting.

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.

To elect a Vice-Chair of the Committee for the 2023/2024 Municipal Year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed and seconded that Councillor R Crouch be elected. There being no other nominations it was:

Resolved:

That, Councillor R Crouch be elected Vice-Chair of the Committee for the 2023/2024 municipal year.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 27 March 2023 (enclosed)

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 27 March 2023 were received.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 27 March 2023 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.

There was no public participation.

To receive the report of the Deputy Town Clerk and review the Committee Terms of Reference (TORs).

The Committee received and considered the report of the Deputy Town Clerk along with the Committee’s current terms of reference.

There were no changes suggested to the current terms.

Resolved:

1.      That, the report be noted and,

2.      That, the Committee terms of reference as presented be agreed.

To receive the report of the Town Clerk/C.E.O. (to follow).

The Committee received and considered a verbal update from the Town Clerk/C.E.O. concerning its objectives and work programme for the forthcoming year.

A copy of the Council’s Parks & Open Spaces Strategy and a list of earmarked reserves (EMR’s), set aside for specific projects were tabled. Following requests to each standing  ...  view the full minutes text for item F327

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

[Due to a delay in the production of the Annual Governance & Accountability Return for 2022/23, this item will be presented to Full Council on 26 June 2023 to meet the Council’s obligations under the Accounts & Audit (England)  ...  view the full agenda text for item F328

The Committee received the final update report for 2022-23 from the Council’s internal Auditor’s, Auditing Solutions Ltd.

The RFO advised Members this was an important part of internal financial control at the Council. The Auditor’s checked key areas of financial management and that processes were in place, being adhered to  ...  view the full minutes text for item F328

To receive and consider the schedule of accounts paid and bank reconciliations from the Responsible Financial Officer (RFO).

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.

The RFO explained that under the Council’s financial regulations and standing orders, there were robust controls  ...  view the full minutes text for item F329

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk regarding four requests for grant/subsidised letting assistance.

Members were generally supportive of grants which assisted asylum seekers but were conscious there were other groups offering activities and other grant pots available. A request from the bike project which  ...  view the full minutes text for item F330

To receive the report of the Responsible Financial Officer (RFO).

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 and management accounts for the period 1 April 2022 – 31 March 2023, along with an update on the Council’s investments.

Also  ...  view the full minutes text for item F331

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 F332

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 F332

To receive the confidential report of the Deputy Town Clerk.

The Committee received the report of the Deputy Town Clerk concerning additional grounds maintenance requests.

There was agreement the issue of amenity land ownership in Witney was complex and residents were often left frustrated by lack of action when maintenance was requested. A wider project of dealing with the issue  ...  view the full minutes text for item F333

Cllr O Collins left the meeting at 19.50pm

To receive the minutes of the Personnel Sub-Committee held on 17 April 2023 (circulated under separate cover) and a verbal report from the meeting held earlier this evening, and agree any recommendations contained therein.

The Committee received the minutes of the Personnel Sub Committee meeting held on 17 April 2023 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 17 April 2023 and the verbal update from the meeting  ...  view the full minutes text for item F334

To receive and consider the confidential report of the Town Clerk/C.E.O (to follow).

The Committee received a confidential verbal update from the Town Clerk concerning property and legal matters.

Members were advised that the Council’s Property Agents were dealing with negotiations at The Leys, West Witney Tennis Courts, and West Witney Sports & Social Club. Discussions were also due to be held with Madley  ...  view the full minutes text for item F335

To receive and consider the confidential report of the Town Clerk/C.E.O (to follow).

The Committee received a confidential verbal update on major and strategic projects being undertaken by the Council.

Members were advised a tender for the refurbishment of the Leys Skate Park had been published in the previous week, after officers had worked closely with Courtside Hubs CIC to meet the Leys  ...  view the full minutes text for item F336