Agenda and minutes

To consider apologies and reasons for absence.

Committee members who are unable to attend the meeting should notify the Democratic & Legal Services Officer ( democracy@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  ...  view the full agenda text for item F581

Apologies for their absence were received from Cllrs L Ashbourne, V Gwatkin, H Eaglestone and D Harvey.

Councillor T Ashby was in attendance for Councillor H Eaglestone

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.

A personal, non-prejudicial interest was declared by Cllr O Collins in respect of Agenda Item 11 which included grant monitoring details relating to West Oxfordshire Community Transport.

a)    To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 27 September 2021;

b) Matters arising from the minutes not covered elsewhere on the agenda (Questions on the progress of any item).

The Committee received the minutes of the meeting held on 27 September 2021.

Minute F497 – The Deputy Town Clerk advised the Committee had agreed to release £500 by way of an annual grant to Witney Town Band but this was not reflected in the minutes.

Minute F497(6) – The  ...  view the full minutes text for item F583

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 were no members of the public present to address the committee.

To consider the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk concerning requests for 20mph speed restrictions in Witney.

Members were advised Oxfordshire County Council had recently resolved to make the introduction of 20mph speed restrictions easier to apply for through Parish and Town Councils, providing certain criteria was  ...  view the full minutes text for item F585

To consider and approve policies relating to Memorial Benches and Trees as recommended by the Stronger Communities Committee.

The Committee received draft policies concerning memorial bench and tree planting requests, as agreed by the Stronger Communities Committee on 15 November 2021.

Members were advised that a request from Stronger Communities had been made to include GDPR statements in both policies and to advise that a book listing memorial  ...  view the full minutes text for item F586

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

The Committee received the report of the Deputy Town Clerk outlining payment schedules, bank statements and bank reconciliations which are brought to the Policy, Governance & Finance committee as part of the Council’s due diligence.

Resolved:

Members noted the report, the bank reconciliations and agreed the following schedule of payments be  ...  view the full minutes text for item F587

To receive and consider the report of the Town Clerk regarding the level of service received by the Council’s bank and consider whether to remain or review its provision.  If it is the decision to stay with the current provider - consider the mandate and open credit facility.

The Committee received and considered the report of the Town Clerk/CEO concerning the banking arrangements of the Council.

Members were advised the Council had a complex banking mandate with its current provider and the level of service currently being provided had been disappointing, particularly concerning cheques which could only be  ...  view the full minutes text for item F588

To consider the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk/CEO concerning the Council’s Annual Investment Strategy.

Members recognised the importance of the strategy as part of local authority governance and were pleased that the investments of the Council were held securely by reputable, ethical providers. Members asked that once  ...  view the full minutes text for item F589

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

The Committee received and considered the report and confidential appendix of the Deputy Town Clerk outlining the financial implications of the Council’s spending committees and other financial matters.

The Stronger Communities Committee had deferred a budgetary decision on funding for the 2022 Witney Carnival from the Rotary Club of Witney.  ...  view the full minutes text for item F590

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

The Committee received the report of the Deputy Town Clerk concerning two annual grant request applications and a confidential update provided by West Oxfordshire Community Transport updating their current position, the Council having provided an annual grant within the fiscal year.

To receive and consider an annual grant request from Volunteer Link Up.

Resolved:

1.       That, the annual grant request of £500 be approved, and

2.       That, this grant be awarded under the General Power of Competence from budget line  (4162/407) and,

3.       That, Volunteer Link-Up be asked to acknowledge the Council’s financial contribution in its promotional literature.

To receive and consider an annual grant request from Citizens Advice West Oxfordshire.

Members considered the request from Citizens Advice West Oxfordshire and agreed that as the budget for this grant was £2000, this amount should be awarded due to the additional support required by residents due to Covid-19.

Resolved:

1.       That, an annual grant of £2000 be approved and;

2.       That, this  ...  view the full minutes text for item F593

To receive and consider the report of the Town Clerk and the Draft Revised Revenue Budget for 2021/22 and Draft Budget for 2022/23.

The Committee received and considered the report of the Town Clerk/CEO regarding the Revenue Budget.

Members were advised the draft budgets had been prepared on current activities in what would constitute a normal year and central support and works department recharges had yet to be added.

The Town Clerk advised  ...  view the full minutes text for item F594

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

Attached is the schedule of charges in respect of the assets and services which fall under the responsibility of this Committee. 

The Committee is RECOMMENDED to approve (or amend as necessary)  ...  view the full agenda text for item F595

The Committee received the draft schedule of recreation, public hall and burials fees for 2022/23 as previously agreed by the associated standing committees.

Members were advised the proposed fees included a 3% increase on the current charges which acknowledged the national inflationary rises during the previous year.

Resolved:

That, the  ...  view the full minutes text for item F595

To receive and consider the report of the Responsible Financial Officer relating to an update on the Capital & Special Revenue Projects Programme for 2021/22.

The Committee received and considered the Capital & Special Revenue Projects Programme for 2021/22 prepared by the Town Clerk/CEO.

Members were advised there were a number of projects included in the programme and posed questions on various budget lines. It would be the decision of the Council which projects could be  ...  view the full minutes text for item F596

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 F597

Resolved:

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 confidential nature of the following business to be transacted.  ...  view the full minutes text for item F597

Cllr O Collins left the meeting at 7.10pm.

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

The Committee received and considered the report of the Town Clerk/CEO concerning  property under the Council’s ownership and ongoing legal or commercial communications.

Recommended:

1.       That, the confidential report of the Town Clerk/CEO be noted and,

2.       That, the revised terms of the lease offered on Park Road Play Area  ...  view the full minutes text for item F598

To consider the report of the Operations & Estates Advisor.

The Committee received and considered the report of the Operations & Estates Advisor concerning the windows at the Town Hall, Witney.

Members were advised the quotes previously received had been reorganised and a new specification for works had been created, following advice from the local conservation office. It was hoped further  ...  view the full minutes text for item F598a)

To receive the minutes of the Personnel Sub-Committee held on 28 October 2021 (circulated separately).

Members should note that the Town Clerk/CEO has assumed the role of Responsible Financial Officer (RFO) until the vacancy can be filled.

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meeting held on 28 October 2021 previously circulated and noted the Town Clerk had assumed the role of RFO until the vacancy could be filled.

Resolved:

That, the confidential minutes of the Personnel Sub-committee held on 28 October  ...  view the full minutes text for item F599