Agenda and draft 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(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item F156

Apologies for absence were received from Councillors J Aitman & L Cherry (the latter by previously agreed dispensation).

An apology for absence was also received from Councillor J Doughty, Councillor T Ashby 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.

Councillor O Collins declared a non-pecuniary interest in agenda item 16 as he was an unpaid Director for West Oxfordshire Community Transport.

There were no other declarations 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 5 February 2024 (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 5 February 2024 were received.

F75 – Cllr Collins thanked officers for the management of the Annual Town Meeting. He had personally received positive feedback on the night and after the event.

F79 – Cllr Collins advised he had  ...  view the full minutes text for item F158

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 approve the recommendation made 11 March 2024 by the Halls Cemeteries & Allotments to adopt the revised policy.

The Committee received the Corn Exchange Illumination Policy which had been received and recommended for approval by the Halls, Cemeteries & Allotments Committee.

Resolved:

That, the Corn Exchange Illumination Policy, as presented, be adopted by the Council.

To receive and consider a Public Hall event cancellation policy, prepared by the Deputy Venue & Events Officer.

The Committee received and considered the report of the Deputy Venue & Events Officer and an amended Public Halls cancellation policy, which would form part of the terms and conditions of hire.

There were questions on the various group definitions but recognition that stronger conditions were required to avoid financial and  ...  view the full minutes text for item F161

To receive and consider the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager and the accompanying policy document. The item had previously been considered by the Climate, Biodiversity & Planning Committee on 7 November 2023 (minute number P600).

Members welcomed the final policy and recognised the sensitivity around the issue; the Council had  ...  view the full minutes text for item F162

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

The Committee received and considered the report of the Deputy Town Clerk and an amended policy document.

Members welcomed the updated document and agreed the grants budget and frequency of awards should remain the same. They also recognised the changes which enabled support for ecclesiastical properties were required in line  ...  view the full minutes text for item F163

The Council’s Procurement Policy is reviewed every two years and was last reviewed in 2022.

The Responsible Financial Officer has reviewed the Policy and made a number of suggested amendments, as shown in the tracking of the first document attached. The second attachment is a more viewable friendly version.

Members  ...  view the full agenda text for item F164

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

The Committee welcomed the amendments to the current policy to help ensure adherence to financial controls and legislation. With regard to the final table in the report, Members felt under ‘Above Procurement threshold’,  ...  view the full minutes text for item F164

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

Members received and considered the written report of the Responsible Financial Officer (RFO) along with a verbal summary of the report.

Along with the management accounts, the report also contained information relating to investments and in particular, sustainable investment through Churches, Charities and Local Authorities (CCLA) Investment Management Limited and  ...  view the full minutes text for item F165

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

The Committee received the report of the Deputy Town Clerk outlining the financial implications pertaining to recommendations of the Council’s spending Committees.

The Head of Estates & Operations advised a ticket sales split for an event at the Corn Exchange in August had not been financially viable, so the event organiser  ...  view the full minutes text for item F166

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

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

A grant request had been received from Madley Park Hall Trust for help towards running costs and for replacement internal doors. Although sympathetic, the Committee were aware of financial support the Council had provided in previous years and  ...  view the full minutes text for item F167

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

The Committee received the report of the Responsible Financial Officer with the accompanying payment schedules, bank statements and reconciliations.

In response to a Member, the Town Clerk advised Officers had reviewed the Council’s banking details in recent years, but recognised the current banker was not considered by many as the  ...  view the full minutes text for item F168

Cllr G Meadows Left the meeting at 7:10pm

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

Consideration was given to the report of the Responsible Financial Officer regarding the Risk Management Policy and Corporate & Financial Risk Assessment for 2023-24.

The Committee recognised that the risk assessment ensured the Council was complying with legislation and statute, good practice and Council procedures.

Resolved:

1.      That, the report be  ...  view the full minutes text for item F169

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

The revised stocktake for the period October to December 2023 is also attached. This now includes the income in relation to soft drinks. The Responsible Financial Officer is of the view that the stocktake  ...  view the full agenda text for item F170

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

Members welcomed the report highlighting there were no areas of concern raised, and that recommendations in the last update had been completed.

The revised stocktake for the period October to December 2023 was considered  ...  view the full minutes text for item F170

Cllr G Meadows returned to the meeting at 7:16pm

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

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

Members were pleased to see the reports and updates on the grants provided by the Council during the year which formed part of the Council’s due diligence. There would be a further monitoring report later in the year  ...  view the full minutes text for item F171

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 F172

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 F172

To receive and consider the confidential report of the Head of Estates & Operations.

The Committee received and considered the confidential report of the Head of Estates and Operations.

Members were provided with an update on the Leys Splashpark and options on whether it would be available during the summer. The Committee was aware the Parks & Recreation Committee had resolved to close it for  ...  view the full minutes text for item F173

To receive and consider the confidential report of the Town Clerk

The Committee received and considered the confidential report of the Town Clerk/C.E.O.

Members were updated on play area transfers and leases from West Oxfordshire District Council, lease negotiations with Council tenants and other updates on town council land and facilities. These included a change to temporary trading arrangements by Courtside  ...  view the full minutes text for item F174

The Committee will adjourn for the meeting of the Personnel Sub- Committee.

To receive the minutes of the Personnel Sub-Committee held on 18 March 2024 (circulated under separate cover) and agree any recommendations contained therein.

To consider the Discretionary Policies under the Local Government Pension Scheme Regulations deferred from the  ...  view the full agenda text for item F175

The Committee received and considered the confidential minutes of the Personnel Sub Committee meeting held on 18 March 2024.

Members also considered the report of the Town Clerk/ Chief Executive regarding Discretionary Policies under the Local Government Pension Scheme Regulations. This had been deferred from the above meeting.

Under the  ...  view the full minutes text for item F175