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 F498

An apology for absence was received from Councillor J Doughty, Councillor G Doughty attended as a substitute.

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.

Councillor R Smith later declared an interest in Agenda Item 5 as she attended the church who proposed to run the Bright Futures youth service.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 24 July 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 24 July 2023 were received.

F401 – Witney High Street Engagement - Members were encouraged to ensure they submitted their own personal replies and promoted this to all that wished to contribute to the consultation.

The Chair also asked  ...  view the full minutes text for item F500

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 a verbal update and recommendation from the Stronger Communities Committee concerning funding of Youth Services in Witney, if appropriate.

The Committee received a verbal update from the Town Clerk relating to the draft Service Level Agreement (SLA) that was being prepared for agreement with Bright Futures, in relation to a detached youth service

Members heard that the Town Clerk had received an email from the group raising some questions  ...  view the full minutes text for item F502

To note that the Council’s External Auditor, Moore, have completed the review of Sections 1 and 2 of the Annual Governance and Accountability Return for year ended 31 March 2023), and in their opinion the information is in accordance with Proper Practices (External Audit Report & Certificate 2022/23 and Notice of  ...  view the full agenda text for item F503

The Committee received and considered the notice of the conclusion of audit for the year ended 31 March 2023

Resolved         

That, the Council notes that the Council’s External Auditor – Moore – has completed the review of Sections 1 and 2 of the Annual Governance and Accountability Return for year  ...  view the full minutes text for item F503

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

The Town Clerk advised she was unable to table the Scheme of Delegation document and this would be deferred to the next meeting.

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

The Committee received the report of the Responsible Financial Officer along with a verbal update.

The RFO explained the reasons behind the review by the National Association of Local Councils.

Members agreed to delegate to the RFO and Town Clerk to respond on behalf of the council to the consultation.  ...  view the full minutes text for item F505

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

The Committee received and considered the report of the Responsible Financial Officer (RFO) covering the activities of the management accounts for the period 1 April to 31 July.

Members heard that there was a delay to the August 2023 closedown, however this would be shortly completed and that should members  ...  view the full minutes text for item F506

To receive the joint report of the Responsible Financial Officer (RFO) and Deputy Town Clerk.

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

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

As this Committee had overall responsibility for the  ...  view the full minutes text for item F507

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 were brought to the Policy, Governance & Finance committee as part of the Council’s due diligence.

The RFO advised Members that the process of adding all Members of this Committee to the  ...  view the full minutes text for item F508

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

The Committee received the report of the Deputy Town Clerk concerning grant activity to local organisations.

Members received confirmation of subsidised lettings to Oxfordshire County Council, in support of the Witney High Street Community Engagements, and also the subsidised letting for the Friends of the Cemeteries group.

The Committee were  ...  view the full minutes text for item F509

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

The Committee received and considered the report of the Responsible Financial Officer (RFO),advising that budget setting would take place in the next cycle of meetings.  Members were invited to consider any projects that they may wish to be funded in 2024/25.

Members received a detailed verbal update which expanded and  ...  view the full minutes text for item F510

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 F511

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 F511

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.

Members heard that a planning application had been made for the West Witney Clubhouse refurbishment. The installation of the new boiler at Burwell Hall to service the Changing Room facilities as well as the hall was due to commence  ...  view the full minutes text for item F512

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

The Town Clerk advised there was nothing to report.

To receive the minutes of the Personnel Sub-Committee held on 19 September 2023 (circulated under separate cover) and agree any recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meeting held on 19 September 2023.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee held on 19 September 2023 be noted, and the recommendations contained therein approved.