Agenda and minutes

As there was no legislation in place for the Town Council to hold virtual meetings, and because

of the ongoing Covid-19 Pandemic, the Policy, Governance & Finance Committee formed

virtually as an Advisory Committee. Any recommendations outside of the current work

programme, budget or policy would require ratification at the Full Council meeting held on 14 February 2022

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 F46

Apologies for their absence were received from Cllrs L Ashbourne and H Eaglestone.

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.

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 November 2021 (enclosed)

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 22 November 2021.

Minute F586 – The Deputy Town Clerk advised that the agreed Open Spaces infrastructure policies would be implemented and published online soon.

Minute F588 – The Town Clerk advised actions concerning the Council’s banking arrangements were ongoing.  ...  view the full minutes text for item F48

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 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 F50

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

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

It was confirmed the items listed would be funded within the current fiscal year, apart from where stated.

Resolved:

That, the report be noted.

To receive and consider the report of the Town Clerk/RFO.

The committee received and considered the report of the Town Clerk/RFO.

The report contained revised financial reports on the 2021-22 and proposed 2022-23 budgets. Reviews had taken place by each spending committee during the last Council cycle to balance their budgets in line with the formerly agreed precept increase of  ...  view the full minutes text for item F52

To consider the report of the Democratic & Legal Services Officer.

The committee received and considered the report of the Democratic & Legal Services Officer.

Members noted that no Annual Town Meeting took place during 2021 due to the Covid-19 pandemic so an in-person meeting, later than the scheduled date of 16^th March, but before 1^st June would be favourable.  ...  view the full minutes text for item F53

To receive and consider the draft calendar of meetings for 2022–23.

The Committee received the draft calendar of meetings for the forthcoming municipal year, as prepared by the Democratic & Legal Services Officer.

Recommended:

That, the calendar of meetings for the forthcoming municipal year as presented, be adopted by Witney Town Council.

To consider the report of the Deputy Town Clerk.

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

Members were advised that further information had been received since the report had been written and regrettably, the Town Council could not upgrade to Windows 11 as key software had not been tested with the programme and therefore,  ...  view the full minutes text for item F55

To receive and consider an updated draft Town Council Procurement Policy, including social value enhancements throughout, as previously requested by the committee.

The committee received and considered a draft Procurement Policy for the Town Council.

Members were advised this policy was previously submitted to the committee and amendments had been made to help realise the Council’s aspirations concerning social values, not just financial ones.

As a small organisation, it was difficult to  ...  view the full minutes text for item F56

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 F57

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 F57

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

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

Resolved:

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

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

The committee received and considered the confidential report of the Operations & Estates Advisor.

Members recognised the works were required to help solve a long-standing damp issue at the Corn Exchange but were disheartened so few quotes had been submitted for the work from qualified tradespeople.

Resolved:

1.      That, the report  ...  view the full minutes text for item F59

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

The committee received and considered the confidential report of the Operations & Estates Advisor.

Members were pleased to see the specification for these works and the quote comparison provided by officers to explain the differences in quotes which were in budget. There was however, some disparity in the quotes in terms  ...  view the full minutes text for item F60

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

The Committee received and considered the confidential report of the Town Clerk/CEO concerning major and strategic projects.

Recommended:

1.      That, the confidential report be noted; and,

2.      That, the confidential appendix report of the Projects Officer be noted and,

3.      That, architects be instructed to draft indicative layout plans of  ...  view the full minutes text for item F61

To receive and consider the confidential minutes of the Personnel Sub-Committee meetings held on 12th, 19th and 26th January 2022 circulated under separate cover, and agree the recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub-Committee meetings held on 12^th, 19^th, and 26^th January 2022 previously circulated.  Since the agenda had been published a further meeting had been held on 28^th January 2022 and these minutes had also been  ...  view the full minutes text for item F62