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 F394

Apologies for absence were received from Councillors J Aitman, R Smith, and L Cherry. Cllr G Meadows, D Enright and G Doughty attended as respective substitutes.

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 at this juncture.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on  19 June 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 19 June 2023 were received.

Minute 330 - A Member noted that as part of the discussion on whether to award funds to Witney Ringing Society towards the St Mary’s Church bells, an unsuccessful proposal had been made to  ...  view the full minutes text for item F396

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.

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 F398

To receive a confidential verbal update from officers regarding the awarding of the tender to refurbish the Leys Skate Park.

With the permission of the Chair, this item was brought up the agenda.

A confidential verbal update was provided to the Committee by the Head of Estates & Operations.

The Committee was advised the Council had followed the tender process and four submissions had been received for this refurbishment project. All  ...  view the full minutes text for item F399

Following the conclusion of this item the Committee returned to open session.

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning the reformation of a Council Inclusivity & Diversity Consultative Committee.

A Member from the previous Council administration advised the structure being suggested in the report was how it was previously envisaged but due to Covid-19 and other more  ...  view the full minutes text for item F400

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning the County Council’s Witney and Market Square improvement project.

A presentation from County Council officers administering the project had taken place at the end of the previous week and this had helped focus where support was required.  ...  view the full minutes text for item F401

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 advised Members there was nothing of note or concern within the documents in response  ...  view the full minutes text for item F402

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

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

The report provided a background to the management accounts and how they were structured at the Council. Members heard it was early in the financial year; any overspends showing would be covered by budget carry forwards from  ...  view the full minutes text for item F403

To receive the report of the Deputy Town Clerk.

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

Members were advised this report contained the financial implications emanating from the decisions made by the Council’s spending Committees during the current meeting cycle.

As this Committee had overall responsibility for the Council’s spending, recommendations needed to be  ...  view the full minutes text for item F404

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning annual grants to local organisations.

Cllr O Collins declared a non-pecuniary interest in the item as he was associated with both groups applying for grants in other ways.

Members were advised these grants were markedly different  ...  view the full minutes text for item F405

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 F406

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 F406

To receive the confidential report of the Deputy Town Clerk.

The Committee received and considered the confidential report of the Deputy Town Clerk concerning youth services in Witney.

Members were advised the Stronger Communities Committee had held conversations with local stakeholders and groups regarding the lack of youth services following the closure of Got2B CIC. That Committee had recommended a  ...  view the full minutes text for item F407

To receive and a confidential verbal update by the Town Clerk/C.E.O if appropriate.

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

Property updates were provided on Heads of Terms for the Leys, Madley Park Hall lease discussions, the transfer of play areas from West Oxfordshire District Council, and Windrush Place Pavilion & pitch.

A legal update was provided concerning a claim  ...  view the full minutes text for item F408

To receive a confidential verbal update by the Town Clerk/C.E.O if appropriate.

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

The Town Clerk advised that the relocation of the Works Depot was very much dependant on the Leys Hub project. Officers were working in the background on the feasibility and logistics for moving up to West Witney Sports Ground.  ...  view the full minutes text for item F409

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

The Committee received and considered the confidential report of the Responsible Financial Officer (RFO) and an additional confidential verbal update from the Town Clerk.

The report outlined the Leys Masterplan project being undertaken by Courtside Hubs CIC and partly funded by the Town Council. Members were updated on the progress,  ...  view the full minutes text for item F410