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 F308

An apology for absence was received from Councillor J Doughty, Councillor D Edwards-Hughes 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 personal, non-pecuniary interest in Agenda Item 8 – Mayor Tree Policy owing to him being the current and previous years Mayor

Councillor Collins further declared a personal, non-pecuniary interest in Agenda Item 13 – Subsidised Letting owing to one of the subsidised letting requests being  ...  view the full minutes text for item F309

To elect a Vice-Chair of the Committee for the 2024/25 Municipal Year.

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

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

Resolved:

That, Councillor Rachel Crouch be elected Vice-Chair of the Committee for the 2024/25 municipal year.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 25 March 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 25 March 2024 were received.

F167 – The Mayor advised that he had received thanks from Witney Photo Group for the subsidised use of the Corn Exchange.

Resolved:

That, the minutes of the Policy Governance & Finance Committee meeting held  ...  view the full minutes text for item F311

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.

The Committee adjourned for this item.

The Committee received representations from representatives of Windrush School, 1^st Witney Rangers, Lowland Resue Oxford and Be Free Young Carers all concerning their respective grant applications to be discussed under Agenda Item 13.

The Committee reconvened.

To receive and consider the report of the Town Clerk/C.E.O concerning the priorities of this Committee during 2024/25.

The Committee received the detailed report of the Town Clerk/CEO along with a verbal update concerning the Committee Objectives & Work Plan for 2024/25.

The Town Clerk/CEO explained that some of the objectives listed in her report overlapped with other Committee’s objectives however, due to the financial, legal or policy nature  ...  view the full minutes text for item F313

To receive and approve the updated Witney Town Council Tree Policy.

Members received and considered the updated Tree policy; the Head of Estates & Operations advised that the policy will be further updated with Bio-Diversity net gain details and a tree planting policy in the future.

He also advised that though Witney Town Council were responsible for 9,000 trees and there were  ...  view the full minutes text for item F314

To receive and consider the joint report of the Deputy Town Clerk & Operations Manager.

The Committee received the joint report of the Deputy Town Clerk and Operations Manager regarding the Mayoral Tree Planting Policy.

The Deputy Town Clerk explained that a review of the policy was necessary following approaches from ex-mayor’s families as some of the dedicated trees had fallen into poor health or  ...  view the full minutes text for item F315

(Cllr D Edwards-Hughes left the meeting at 7:09pm , rejoining at 7:11pm)

also

(Cllr L Cherry left the meeting at 7:17pm and returned at 7:19pm)

To receive and consider the report of the RFO to agree the Annual Governance statement along with the Final Internal Audit Report.

In line with The Accounts & Audit (England) Regulations 2015.To receive and consider the Annual Governance & Accountability Return for 2023/24.

Also, to receive and consider the final report  ...  view the full agenda text for item F316

The Council received the report of the Responsible Financial Officer (RFO) concerning the Annual Governance & Accountability Return (AGAR) 2023/24 under its obligations of the Accounts & Audit (England) Regulations 2015 along with the final report of the Council’s independent Internal Auditor.

The RFO outlined the historical changes to the Audit practice  ...  view the full minutes text for item F316

To receive and consider the report of the Responsible Financial Officer (R.F.O) including end of year Investment Activity.

The Committee received and considered the report of the Responsible Financial Officer (RFO) detailing income and expenditure for budgets for the Councilwhich along with details of the investment activity for 2023/24.

The RFO advised that regarding the management accounts, only a small amount of work remained outstanding before the financial  ...  view the full minutes text for item F317

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 with the accompanying payment schedules, bank statements and reconciliations.

Officers pointed out that due to the financial year end, the schedules were slightly further behind than they would normally be, due to the technicalities of the accounting system, but this  ...  view the full minutes text for item F318

(Cllr Bailey left the meeting at 7:40pm and returned at 7:42pm)

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.

No questions arose.

Resolved:

1. That, the report be noted.

2. That, the recommendations of the spending Committees be approved.

Resolved

That Standing Order 48a) be suspended in order to allow the meeting to continue as it had now lasted for two hours.

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

The Committee received and considered the report of the Deputy Town Clerk detailing requests for the award of Grants and Subsidised lettings.

Discretionary Grants

Members had heard earlier in the meeting during Public Participation from the representatives of Windrush School, 1^st Witney Rangers, Lowland Resue Oxford and Be Free  ...  view the full minutes text for item F321

(Cllr Cherry left the meeting immediately following the awarding of Discretionary Grants at 8:10pm and therefore did not take part in the discussion or agreement of the Subsidised Lettings or Other Grants)

To note a Safer Roads Stronger Communities subscription opportunity and dates of an open day to find out more.

The Committee received and considered the request to subscribe to the Safer Roads Stronger Communities initiative.

Members agreed that the work was a duplication of the Witney Traffic Advisory Committee that the Council already facilitated and therefore agreed, unanimously to not join the initiative at this time.

Resolved:

That, the  ...  view the full minutes text for item F322

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 F323

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 F323

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

The Committee received the confidential report of the Head of Estates & Operations along with a verbal update and a visual presentation provided by the successful contractor.

Resolved:

1.      That, the report and verbal update be noted and,

2.      That, the award of the contract be made in open session after  ...  view the full minutes text for item F324

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

The Committee received the confidential report of the Town Clerk/CEO.

As well as the written report, the Town Clerk/CEO gave a verbal update on Deer Park & Ralegh Crescent Training Pitches, Madley Park Pitches, Windrush Place Pavilion, Pitches and Play Zone/MUGA and the prospective 3G pitch.

The report also contained updates  ...  view the full minutes text for item F325

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 3 June 2024, and approve the recommendations contained therein. (Sent under separate cover).

The Committee received the minutes of the Personnel Sub Committee meeting held on 3 June 2024.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 3 June 2024, and the recommendations contained therein be approved.

Following the completion of the closed session to consider confidential matters the Committee reverted back to open session to formally award the Christmas lights tender.

To formally award the Christmas lights tender agreed under confidential session – verbal report.

Members were pleased to hear and see of the advances in lighting that would be part of the agreed contract.

It was proposed by Cllr Collins seconded by Cllr Edwards-Hughes that the contract be awarded to LITE (Lighting and Illumination Technology Experience Limited). All members were in agreement.

Resolved.

That,  ...  view the full minutes text for item F328