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 F319

Apologies for absence were received from Cllrs G Doughty, J Doughty, and T Ashby. They were substituted by Cllrs J Treloar, D Temple and D Edwards-Hughes respectively.

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 at this point of the meeting.

Cllr R Crouch later made a personal, non-prejudicial interest in Agenda Item 14

To elect a Vice-Chair of the Committee for the 2025/26 Municipal Year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed by Cllr A Bailey and seconded by Cllr R Crouch that Cllr J Aitman be elected. There being no other nominations it was:

Resolved:

That, Councillor Joy Aitman be elected Vice-Chair of the Committee  ...  view the full minutes text for item F321

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 31 March & 14 April 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 31 March 2025 and the Special Policy, Governance & Finance Committee meeting held on 14 April 2025 were received.

F195 Property, Legal & Insurance Matters – The Chair advised the Pavilion task and finish group should be a Working Party due  ...  view the full minutes text for item F322

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 review the Committee Terms of Reference (TOR) if appropriate. The current TOR’s are attached.

The Committee received the report from the Deputy Town Clerk, which included proposed amendments to the current terms.

A verbal update was also provided, recommending that the terms and committee objectives be reviewed further to ensure they remained aligned.

Resolved:

That, agreement of the Committee terms of reverence be  ...  view the full minutes text for item F324

To receive and consider the report of the Town Clerk/C.E.O concerning the priorities of this Committee during 2025/26.

The Committee received the report of the Town Clerk/CEO.

Like the terms of reference, a verbal update was also provided, recommending that the terms and committee objectives be reviewed further to ensure they remained aligned with policy, properties and finances.

Resolved:

That, agreement of the Committee objectives and works programme  ...  view the full minutes text for item F325

To receive and consider the report of the Operations Manager in respect of desilting at Bridge Street, Witney.

The Committee received and considered the report from the Operations Manager.

Members were informed that this item had been agreed by the Council in 2024 as part of a broader report on riparian watercourse works for which it held responsibility in Witney. Although the area in question fell outside the  ...  view the full minutes text for item F326

To re-adopt the Memorial Bench Policy.

The Committee received the current memorial bench policy and agreed the process had expediated requests and therefore should be re-adopted and reviewed every two years.

Recommended:

That, the Memorial Bench Policy be re-adopted by the town council and reviewed every two years.

The Operations Manager left the meeting at 6.24pm

To adopt the revised Financial Regulations. Adjourned from the meeting of the Council 7 May 2025. Minute 257 refers.

The Committee received and considered the report of the Responsible Financial Officer (R.F.O) along with the proposed new Financial Regulations approved on 31 March 2025.

The RFO confirmed the regulations complied with audit legislation and the updated sector Practitioner’s Guide. Based on the NALC model, they had been adapted to  ...  view the full minutes text for item F328

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 (R.F.O) with the accompanying payment schedules, bank statements and reconciliations.

In response to a Member’s query it was confirmed that an issue with direct debits was in hand and that Members would notice an increase in electronic payments moving forward  ...  view the full minutes text for item F329

The Responsible Financial Office left the meeting at 6.49pm

Cllr J Treloar left the meeting briefly at 6.52pm during the following item.

To review and consider the recommendations of the Stronger Communities Committee made 2 June 2025 to approve the final version of the Community Engagement Strategy.

The Committee received a Community Engagement Strategy, recommended for approval by the Stronger Communities Committee on 2 June.

Members thanked the Communications & Community Engagement Officer for producing the document, which outlined the Council’s approach to community engagement, how it was currently being achieved, and how its success would be measured  ...  view the full minutes text for item F330

Cllr D Edwards-Hughes left the meeting briefly at 6.59pm during the following item.

To receive and consider the proposed Volunteer Policy from the Compliance and Environment Officer.

The Committee received a draft Volunteer Policy from the Council’s Operations team and heard the Council currently had approximately eight interested parties.

The policy would apply to all volunteers, not just those supporting the Lake & Country Park. It outlined roles, responsibilities, and health and safety provisions. It did not cover  ...  view the full minutes text for item F331

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.

PR273 – Members commended the Committee for resolving to engage professional services to deal with the issue of tax for  ...  view the full minutes text for item F332

Cllr R Crouch declared a personal, non-prejudicial interest in the following item.

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

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

Members welcomed the new round of applications and approved subsidised use of the Corn Exchange for Witney in Pink, OCVA, and a centenarian birthday party. They also approved free use and a £500 budget to support hosting the  ...  view the full minutes text for item F333

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 F334

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 F334

To receive a confidential verbal update from the Town Clerk/C.E.O.

The Town Clerk/CEO advised that instead of providing a verbal update at the meeting she would provide a report for the newly scheduled Special Committee meeting on 23 June.

Resolved:

That, a report of these matters be deferred to the Special meeting of the Committee scheduled for 23June 2025.  ...  view the full minutes text for item F335

To receive and consider the confidential report of the Head of Estates & Operations.

The Committee received and considered the report of the Head of Estates & Operations.

Members welcomed the report which included a draft copy of the final licence agreement between the Council and Witney Swifts Cricket Club for use of the cricket pitch at West Witney Sports Ground.

Members were advised the  ...  view the full minutes text for item F336

The Responsible Financial Officer rejoined the meeting at 7.20pm during the following item.

To receive and consider the confidential report of the Project Officer.

The Committee received and considered the confidential report of the Project Officer concerning funding for proposed West Witney Sports Ground projects.

Members were pleased with the positive public response to the consultation on the projects and the Council’s decision to take out a loan to achieve their delivery. The comprehensive  ...  view the full minutes text for item F337