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 F338

No apologies for absence were received however Cllr T Ashby had advised he would arrive late.

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.

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.

The Committee adjourned for this item.

The Committee received representations from the spokesperson of the Witney Flood Group concerning Agenda Item 9.

Members heard of the progress of the Witney Flood Group (WFG) in relation to their target to mitigate flood risk within the town. They had recently received a  ...  view the full minutes text for item F340

Cllr T Ashby joined the meeting toward the end of the following agenda item at 6:25pm.

To receive a verbal report from Officers further to the earlier consideration of the report of the Operations Manager (Minute F326 Refers - Policy, Governance & Finance 9 June 2025)

Report attached for Information.

With the permission of the Chair, this item was moved up the agenda so the member of public could hear the discussion and outcome.

The Chair provided a summary of the current situation which had been discussed at the meeting of the Committee on 9 June 2025.

Officers provided a  ...  view the full minutes text for item F341

The spokesperson for WFG left the meeting at 6:30pm

To review and consideration of the report of the Deputy Town Clerk in respect of the Committee Terms of Reference (TOR).

This item was deferred from the meeting of the Committee on 9^th June 2025. (Minute F324 Refers - Policy, Governance & Finance 9 June 2025)

The committee considered the changes to the Committee Terms of Reference as deferred from the meeting of the Committee on 9 June 2025 (Minute F324 refers)

Members welcomed the changes and agreed unanimously.

Recommended:

That, the Terms of Reference as detailed be approved at the meeting of the Council to  ...  view the full minutes text for item F342

To review and consideration of the report of the Town Clerk/CEO in respect of the Committee Objective & Work Programme.

This item was deferred from the meeting of the Committee on 9^th June 2025. (Minute F325 Refers - Policy, Governance & Finance 9 June 2025)

As the Committee with strategic oversight of the Council, Members considered the objectives and  work programme of all the Council’s Committees, this item having been deferred from the meeting of the Committee on 9 June 2025 (Minute F325 refers)

Members welcomed the changes and agreed unanimously to their acceptance.

Recommended:  ...  view the full minutes text for item F343

To receive and consider the report of the RFO to agree the Annual Governance statement.

In line with The Accounts & Audit (England) Regulations 2015.To receive and consider the Annual Governance & Accountability Return for 2024/25.

The Council received the report of the Responsible Financial Officer (RFO) concerning the Annual Governance & Accountability Return (AGAR) 2024/25 under its obligations of the Accounts & Audit (England) Regulations 2015 

The RFO gave a verbal explanation of each question comprising Section 1, Regarding Question 4 following debate a vote was taken  ...  view the full minutes text for item F344

To receive and consider the final report of the Internal Auditor for 2024/25.

The Council received the final report of the Council’s independent Internal Auditor.

Members were advised this was the final report for the fiscal year 2024-25 and there were no issues to draw members attention to.

The Responsible Financial Officer (RFO) explained the reasoning behind the auditor’s responses to questions (m)  ...  view the full minutes text for item F345

To receive the report of the Deputy Town Clerk.

The Committee considered the Deputy Town Clerk’s report on local grant activity.

Following its deferment from the meeting of the Committee on 9 June Members welcomed the additional information provided by Apollos Clothing in support of their discretionary grant application  (Minute Ref: F333 refers).

Resolved:

1.      That, the report be  ...  view the full minutes text for item F346

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 F347

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 F347

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

The Committee received and considered the confidential report of the Town Clerk/CEO.

Updates were provided on lease agreements with Courtside Hubs CIC, Witney Lawn Tennis Club, ICE Centre, Witney Allotment Association, Madley Park Hall, and West Witney Sports & Social Club along with Madley Park and Waterford Road Play Areas.

An  ...  view the full minutes text for item F348