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 F612

An apology for absence was noted for Cllr L Cherry.

The Chair advised the Committee there would be an adjournment at 7pm for the Transgender Day of Remembrance vigil taking place outside the Corn Exchange.

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 25 September 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 25 September 2023 were received.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 25 September 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 Head of Estates & Operations.

The Committee received and considered the report of the Head of Estates & Operations reviewing the Council’s grounds maintenance services which were taken in-house from October 2022.

The review showed the change had resulted in a positive overall outcome for the Council in all aspects of the service and that the  ...  view the full minutes text for item F616

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

The Committee received and considered the report of the Deputy Town Clerk which outlined comments listed in the resident’s survey relating to the Committee.

The majority of the comments made were about the ground’s maintenance service and the review document Members had just seen highlighted some of the challenges encountered,  ...  view the full minutes text for item F617

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

The Committee received a verbal update from the Town Clerk/C.E.O following a meeting attended by herself and the Chair at Oxford County Hall.

Members heard the County Council were spearheading the Charter which outlined how all local tiers of authorities should communicate and work together for the benefit of residents.  ...  view the full minutes text for item F618

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

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

Resolved:

1.         That, the report be noted and,

2.        That, the bank reconciliations be agreed.

To receive and consider the interim report of the Internal Auditor, Auditing Solutions for 2023/24.

The Committee received and considered the Interim Audit Report 2023-24 from the Council’s internal Auditors, Auditing Solutions Ltd.

Members welcomed the report and noted that recommendations provided under review of income which were being addressed by Officers.

Resolved:

That, the Interim Audit Report 2023-24 from the Council’s internal auditors be  ...  view the full minutes text for item F620

To receive and consider the report of the Responsible Financial Officer.

The Committee received and considered the report and accompanying document from the RFO concerning the Council’s investment strategy.

Members heard this was usually reviewed in autumn and was part of Officers’ due diligence in good financial management. A number of minor amendments were proposed, mainly regarding the powers open to  ...  view the full minutes text for item F621

For the purposes of the Council’s Funding Agreement – to RESOLVE that the Town Clerk/CEO in her capacity as the Council’s Proper Officer has authority to sign the funding agreement on behalf of Witney Town Council.

The Town Clerk explained that Officers were in the final stages of providing the necessary supporting information for the grant award. She requested a resolution be passed confirming the authority for her, in the capacity as the Council’s Proper Officer, Town Clerk and CEO to sign the necessary paperwork.

Resolved:  ...  view the full minutes text for item F622

To receive and consider the report of the Responsible Financial Officer.

The Committee received and considered the report of the RFO regarding revenue budgets for the current and forthcoming years.

Members were advised that Officers had scrutinised budget lines in detail, and although an assumed interest in line with inflation of 6.7% had been factored, there were still volatile unknowns in  ...  view the full minutes text for item F623

To receive and consider the report of the Responsible Financial Officer.

The Committee received and considered the report of the RFO regarding the growth items, along with special revenue and capital projects.

Members were advised this was the challenging part of the budget which, under growth items, included the day-to-day recurring expenditure over and above what it was doing already. A  ...  view the full minutes text for item F624

The meeting adjourned at 7pm so Members could attend a vigil outside the Corn Exchange marking the Transgender Day of Remembrance and reconvened at 7.25pm

During Budget Setting Cycle the Council reviews its Fees and Charges for the various facilities and services it operates.

Attached are the schedules of fees & charges which have been RECOMMENDED for approval by the respective spending committees:

a.      Burials Fees & Charges

b.      Public Halls Fees & Charges

c.      Recreation Fees & Charges  ...  view the full agenda text for item F625

The Committee received the proposed fees and charges for 2024-25 which had been recommended for approval by other Council Committees in the meeting cycle.

There was agreement the fees should increase with inflation which was at 6.7% at the time of the reports. Members debated Group 4 hire charges for  ...  view the full minutes text for item F625

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

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

As this Committee cycle had been focused on budget-setting for 2024-25, there were few recommendations for current fiscal year spending.

The Youth Council Task and Finish Group had raised Youth Council Member training once it had reformed at  ...  view the full minutes text for item F626

1.      That, the general breadth and scope of the current Christmas lights display (and trees) be retained for the future contract from 2024.

2.      That, that a budget of £45,000 per year with a contingency of £10,000 is considered by the Policy, Governance & Finance Committee on 20November for inclusion  ...  view the full agenda text for item F627

The Committee received the financial recommendations of the Christmas Lights Working Party held on 13 November 2023.

Resolved:

1.      That, the recommendations including that the breadth and scope of the future contract being retained and a budget of £45,000 + £10,000 being included in the 2024-25 budget, be approved.

The Committee received the financial recommendations of the D-Day 80^th Anniversary Task and Finish Group held earlier in the evening.

Resolved:

1.      That, a request to include an extra £500 in the 2024-25 budget, therefore making the event budget £1,500, be approved.

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

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

Members agreed the work provided by all the groups was crucially important to Witney and its residents. The Town Clerk/C.E.O advised the sum allocated for Witney Twinning  ...  view the full minutes text for item F629

Cllr O Collins rejoined the meeting at 7.40pm during agenda item 16

Cllr D Newcombe left the meeting at 7.44pm during agenda item 16

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 F630

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 F630

To receive and consider the confidential report of the Project Officer.

The Committee received the report of the Project Officer which provided updates on projects underway at The Leys and West Witney Sports & Social Club.

Members were advised that a public engagement event regarding the redevelopment of the Skate Park had provided positive feedback which would be analysed by Officers and  ...  view the full minutes text for item F631

Cllr G Meadows rejoined the meeting at 7.45pm during agenda item 18

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

The Committee received and considered the confidential report of the Town Clerk/C.E.O concerning various property and legal matters.

Members received updates on play area transfers from West Oxfordshire District Council to the Town Council, including Unterhaching, Ralegh Crescent Waterford Road and Madley Park Playing areas and agreed the Heads  ...  view the full minutes text for item F632

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 15 November 2023 (sent under separate cover), and agree the recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meeting held on 15 November 2023.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee held on 15 November 2023 be noted, and the recommendations contained therein approved.