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 F180

An apology for absence was received from Councillor A Bailey.

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 3 February 2025.

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 3 February 2025 were received.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 3 February 2025 be approved as a correct record of the meeting and be signed by the Chair.

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 Responsible Financial Officer.

The Committee received the report of the Responsible Financial Officer along with a verbal update.

Following the 2024 review by the National Association of Local Councils which had led to comprehensive amendments, the Council received a draft of the Council’s financial regulations which had been updated to reflect its activities.  ...  view the full minutes text for item F184

To approve the revised Cemetery Regulations as recommended by the Halls, Cemeteries & Allotments Committee on 17 March 2025.

The Committee received and considered the revised Cemetery Regulations.

Further to the approval of the Halls, Cemeteries and Allotments Committee on 17 March 2025, Members welcomed the review which would ensure compliance with legislation and offer clear guidance for residents and funeral directors on what was permissible.

The Committee heard  ...  view the full minutes text for item F185

To receive and consider an updated Recording at Meetings protocol submitted by the Committee Clerk (the 2014 version is attached for information).

The Committee received an  updated Protocol for Recording of Public meetings which was overdue for review.

Members heard that although the legislation had not changed, the practice of individuals being able to record a meeting had and therefore the updated protocol was welcomed and unanimously agreed for adoption.

Resolved:

That,  ...  view the full minutes text for item F186

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.

In response to a Member’s question, the RFO confirmed that the number of cheques now being issued had decreased as Officers phased in the use of electronic transfers and would continue  ...  view the full minutes text for item F187

To receive and consider the interim update report of the Internal Auditor, Auditing Solutions for 2024/25 and January 2025 stocktake for liquor conducted by the Council’s independent stock checker.

To also receive and consider the report of the RFO in relation to the appointment of the Internal Auditor 2025-26.

The Committee received and considered the interim update report of the Internal Auditor, Auditing Solutions for 2024/25 along with the January 2025 stocktake for liquor conducted by the Council’s independent stock checker.

Members welcomed the report which provided reassurance as it highlighted no areas of concern.

It was also acknowledged  ...  view the full minutes text for item F188

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

The Committee received and considered the report of the Responsible Financial Officer and provided a verbal update to explain the need for a robust corporate risk assessment to be in place.

The RFO answered questions from a Member concerning the assessment of the risks included in the documents as well  ...  view the full minutes text for item F189

To receive and consider the report of the Responsible Financial Officer concerning the financial position of items under the remit of this Committee in 2024/25.

The Committee received and considered the report of the Responsible Financial Officer (RFO) detailing income and expenditure for budgets which were the responsibility of the committee.

Members heard that although the accounts presented were to the 31 January, that with it being the last day of the financial year, the  ...  view the full minutes text for item F190

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

The Committee received and considered the report of the Deputy Town Clerk. Members noted the financial implications from decisions taken by the Council’s standing Committees during the last meetings cycle.

Resolved:

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

2.      That, recommendations of the spending Committees as detailed  ...  view the full minutes text for item F191

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

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

Members received a verbal update from the Deputy Town Clerk following the meeting held with Witney Dramatic Society (WDS) regarding their request for grant funding for replacement lighting. Both the District Councils West  ...  view the full minutes text for item F192

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

The Committee received the report of the Responsible Financial Officer (RFO) along with a verbal explanation in relation to the financial funding and project timetable of the West Witney Sports & Social Club redevelopment and new Works Depot.

Members heard the reasoning for the loan was to facilitate the works and  ...  view the full minutes text for item F193

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 F194

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 F194

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

The Committee received the confidential report of the Town Clerk/CEO which included updates on St Marys’ Church Carillion, lease agreement with Bob Wilson Funfairs and progress of the Windrush Place Pavillion.

Members received and considered the report of the Diocese clock advisor and in respect of the St Marys’ Church  ...  view the full minutes text for item F195

To receive and consider the confidential minutes of the Personnel Sub-Committee meetings held on 13 February & 20 March 2025, and approve the recommendations contained therein. (Sent under separate cover).

The Committee received the minutes of the Personnel Sub Committee meeting held on 13 February and 20 March 2025.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 13 February and 20 March 2025, and the recommendations contained therein be approved.