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 F67

An apology for absence was received from Councillor L Cherry (by previously agreed dispensation).

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 13 as he was an unpaid Director for West Oxfordshire Community Transport.

Councillor T Ashby declared a non-pecuniary interest in agenda item 13 as he was a member of the Trustee board of Buttercross Scouts.

There were no other declarations  ...  view the full minutes text for item F68

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 20 November 2023

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 20 November 2023 were received.

P621 – Resolution 4 – In answer to a members query the Responsible Financial Officer advised that feedback is planned for a future meeting.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee  ...  view the full minutes text for item F69

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

The Committee received the report of the Town Clerk/CEO along with a draft document from the previous administration tabled at the meeting.

A member asked that consideration be given to include “gender reassignment” in point 6 of the mission statement. All members were in agreement.

The Town Clerk asked members  ...  view the full minutes text for item F71

To receive and consider the draft Oxfordshire Council’s Charter, provided by Oxfordshire County Council.

Members may like to consider a response at the meeting or delegate this to a small group of Councillors on its behalf.

The Committee received the Draft Charter document which had been received requesting feedback from Oxfordshire County Council.

The Chair outlined the charters aims, the main one being to get “councils working together” having attended a briefing at an Oxfordshire Association of Local Councils (OALC) meeting. She also reported that West  ...  view the full minutes text for item F72

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.

The Town Clerk advised members that the mandate to allow for greater simplified access for the operation of the council banking was nearing completion.

Resolved:

That, the report, bank statements and  ...  view the full minutes text for item F73

To receive an updated Annual Investment Strategy document, provided by the RFO. The updated document includes a section on sustainable investments as requested at the previous meeting.

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

Members were pleased to see the inclusion of the statement in respect of Sustainable Investments and look forward to receiving  further details on these as agreed at a future meeting.

The RFO confirmed to members that all  ...  view the full minutes text for item F74

To receive and consider the report of the Senior Administration Officer/Committee Clerk.

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

The Chair provided a summary of the meeting explaining to the newer members that the meeting was a public meeting for the electors of Witney to speak about any issues they have in the town and that it was  ...  view the full minutes text for item F75

To receive, consider, and approve the draft Calendar of Committee meetings for 2024/25.

Members should note that due to short timeframe in fitting two cycles of meetings in before the summer recess, it is recommended the date of the Annual Council Meeting is brought forward to Wednesday 8^th May.  ...  view the full agenda text for item F76

The Committee received the draft calendar of Meetings for the 2024/25 council year.

The Mayor, Cllr O Collins asked that consideration be given to leave the Annual Council Meeting (ACM) set for the 15May 2024 as he had a Mayoral event planned for 10 May 2024 meaning that if  ...  view the full minutes text for item F76

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

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

No questions arose from members, and all were unanimously in agreement with the recommendations made in the report.

Resolved:

1.      That, the report be noted and,

2.      That, the  ...  view the full minutes text for item F77

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

The Committee received the written report of the Deputy Town Clerk (DTC).

The DTC also provided a verbal update regarding the recommendations from the Climate Biodiversity & Planning Committee to purchase a winch for tree removal at a cost of £2,500 and for £8,000 to be sought from the General Reserve  ...  view the full minutes text for item F78

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

The Committee received the report of the Deputy Town Clerk.

The Committee considered Discretionary Grant Applications for the 2023/24 financial year from Witney Town Band, Witney Day Centre, Broadhill Pre-School, Oxfordshire Mind and  Life Education Wessex & Thames Valley and supported these awards unanimously.

Members considered the request from Buttercross Scouts  ...  view the full minutes text for item F79

Cllr O Collins left the meeting between 7:20pm and 7:28pm whilst the grant application for West Oxfordshire Community Transport (WOCT) was considered.

To receive and consider the report of the Project Officer.

The Committee received and considered the written report of the Project Officer along with a verbal update on current projects.

Members heard that the tender pack was being completed for the proposed improvements work at West Witney Sports & Social Club (WWSCC) and were particularly pleased to hear that Officers were  ...  view the full minutes text for item F80

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 F81

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 F81

To receive a confidential verbal report from Officers.

The Committee received the January 2024 stocktake report for the 1863 Bar & Café along with a confidential verbal update from the Responsible Financial Officer (RFO).

Members were pleased to hear there was no cause for concern and the RFO provided a summary and explanation of the results of the stocktake  ...  view the full minutes text for item F82

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

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

Members were pleased to hear the completion of the transfer of Unterhaching Park and contribution from West Oxfordshire District Council of £30,000 as a commuted sum had been receipted and placed in an earmarked reserve.

Members also welcomed the  ...  view the full minutes text for item F83

To receive the minutes of the Personnel Sub-Committee meetings held on 11^th and 30^th January 2024 (circulated under separate cover) and agree any recommendations contained therein.

The Committee received and considered the confidential minutes of the Personnel Sub Committee meetings held on 11 January 2024 and 30 January 2024.

Resolved:

That, the confidential minutes of the Personnel Sub Committee meetings held on 11 January 2024 and 30 January 2024 be noted, and the recommendations contained therein  ...  view the full minutes text for item F84