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(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item F529

An apology for absence was received from Cllr J Aitman, for whom Cllr G Meadows attended as 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.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 22 July 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 22 July 2024 were received.

F425 Major Strategic Projects – In response to a Member, the Town Clerk advised that third-party project management of the Destination Play project would be progressed soon.

Resolved:

That, the minutes of the Policy,  ...  view the full minutes text for item F531

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 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 F533

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 F533

To receive and consider the confidential report of the Operations Manager.

With the permission of the Chair, this item was moved up the agenda in order to best utilise Officers time at the meeting.

The Council received the confidential report of the Operations Manager concerning the implementation of the Cemetery Regulations following correspondence from a family to intern a set of  ...  view the full minutes text for item F534

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

With the permission of the Chair, this item was moved up the agenda in order to best utilise Officers time at the meeting.

The Council received the confidential report of the Project Officer concerning the progress of the Council’s Major Projects.

Members were disappointed to hear of the further delays  ...  view the full minutes text for item F535

To receive a confidential update on The Leys Hub project from Courtside Hubs.

The Committee received the update report received from Courtside CIC in relation to the delays to the Witney Leys Community Hub project.

Members were disappointed to receive the news of the delays to the project however were pleased that a start date of 7 October 2024 was proposed and that  ...  view the full minutes text for item F536

(At 6:55pm the meeting returned to Open Session at the same time the Project Officer and Operations Manager left the meeting)

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

The Committee received and considered the report of the Deputy Town Clerk regarding actions resulting from the annual resident’s satisfaction survey.

Members asked that the illustration that Officers had prepared showing the services provided by each tier of local government be updated to show the role in the Planning process  ...  view the full minutes text for item F537

To receive and approve the updated Witney Town Council Amenity Land Sale Policy.

The Committee received and considered the Requests for Sale of Amenity Land policy document.

Members were pleased to be reviewing the policy originally adopted in 2021 and to be reminded of the importance of protecting all amenity spaces under the Council’s ownership across the town.

All members were in agreement  ...  view the full minutes text for item F538

(Councillor G Meadows left the meeting at 7:00pm)

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.

No questions arose.

Resolved:

That, the report, bank statements and reconciliations be noted, and the following schedule of payments be approved:

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 2024, and in their opinion the information is in accordance with Proper Practices (External Audit Report & Certificate 2023/24 and Notice of  ...  view the full agenda text for item F540

The Committee received and considered the notice of the conclusion of audit for the year ended 31 March 2024.

Members noted the comments of the auditor in respect of the Inspection period being advertised as 31 days rather than 30 days.

Resolved:         

That, the Council notes that the Council’s External  ...  view the full minutes text for item F540

(Councillor G Meadows rejoined the meeting at 7:06pm)

To receive the report of the Responsible Financial Officer.

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 2024.

Members discussed the issuing of poll cards in relation to the Witney Central Ward by-election due to take place on 14  ...  view the full minutes text for item F541

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 advised this report contained the financial implications emanating from the recommendations made by the Council’s spending Committees during the current meeting cycle. Requests for budget funding in the 2025-26 year would be considered during the next  ...  view the full minutes text for item F542

To receive and consider the report of the Responsible Financial Officer (R.F.O)

The Committee received the report of the Responsible Financial Officer (RFO) concerning grant activity to local organisations.

Members received details of the £50 for fifty grants that had been received and recommended for approval . All members supported these awards. Consideration was given to a request received from Positive Measures  ...  view the full minutes text for item F543

To receive the most recent stocktake report for the 1863 Bar & Café.

The Committee received the April 2024 stocktake report for the 1863 Bar & Café along with a verbal explanation from the Responsible Financial Officer (RFO) outlining the Financial Summary included in the report.

Members were pleased to receive report which once again showed the prudence of staff with very low levels  ...  view the full minutes text for item F544