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 8(e)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary  ...  view the full agenda text for item F421

An apology for absence was received from Cllr R Crouch with Cllr O Collins attending as a substitute.

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.

Cllr A Bailey declared a prejudicial interest in Agenta item 13 as there was a request for subsidised hire to fundraise for his mayoral charities in the year, which Cllr J Doughty concurred with as Deputy Mayor.

Cllrs R Smith and T Ashby declared a personal, non-prejudicial interests in agenda  ...  view the full minutes text for item F422

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meetings held on 9 June & 23 June 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 9 June 2025 and the Special Policy, Governance & Finance Committee meeting held on 23 June 2025 were received.

There were no matters arising from the minutes.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on  ...  view the full minutes text for item F423

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 25.  Matters raised shall relate to the following items on the agenda.

There was no public participation.

To receive and consider the report of the Deputy Town Clerk concerning the results of the 2025 annual residents satisfaction survey for this Committee.

The Committee received and considered the report of the Deputy Town Clerk concerning the results of the resident’s annual satisfaction survey which was held at the beginning of the year.

Members were advised the report represented the survey results for the services under the remit of this committee and showed  ...  view the full minutes text for item F425

To receive and consider a revised Social Media Policy for Witney Town Council as discussed at the Stronger Communities Committee on 14 July 2025.

The Committee received a draft social media policy which had been recommended for approval by the Stronger Communities Committee on 14 July. At the meeting a Member had raised that there were some items in the original policy which had not been included so a review had taken place by  ...  view the full minutes text for item F426

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

The Committee received and considered the report and accompanying Councillor training policy from the Deputy Town Clerk.

The policy was based on a training statement agreed by the Council in 2024 and suggested that new Councillors should undertake a Council induction, code of conduct, and data protection training. A list  ...  view the full minutes text for item F427

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.

Members were pleased to note that no cheques were issued in May as a result of moving to electronic payments and this had a monetary benefit to the Council.

Resolved:

That,  ...  view the full minutes text for item F428

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

Due to time restraints, this item will now be deferred until the Council meeting on 6^th October 2025.

Members were advised that, due to time constraints, this item would now be presented to the meeting of 22^nd September, to be ratified at Full Council on 6^th October.

Resolved:

That, the update be noted.

To receive and consider the report of the R.F.O concerning the financial position of items under the remit of this Committee in 2025/26.

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 were provided with the Council’s management accounts, a statement of earmarked reserves, investment statements to June, investment activity for the previous fiscal year  ...  view the full minutes text for item F430

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 F431

To receive and consider the report of the Deputy Town Clerk

The Committee received the report of the Deputy Town Clerk concerning grant activity to local organisations.

Members debated the requests and considered that Witney Flood Group were providing a worthwhile service, they attended and lobbied on residents’ behalf and should receive the full amount requested.

With respect to the subsidised  ...  view the full minutes text for item F432

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 F433

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 F433

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

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

Members were advised that due to the overwhelming submission of applications, that the Stronger Communities Committee had delegated allocations to a small group of Members to score the submissions and make recommendations of the level of awards.  ...  view the full minutes text for item F434

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

The Committee received and considered the confidential report of the Deputy Town Clerk concerning the Council’s future IT provision.

Members were satisfied with the due diligence conducted by officers in line with Council policies and recommended approval of Contractor 3 in the report.

Resolved:

1.      That, the confidential report be  ...  view the full minutes text for item F435

Resolved:

That, Standing Order 5(w) be suspended in order to allow the meeting to continue as it had now lasted for two hours.

To receive and consider the joint report of the Town Clerk/CEO and Responsible Financial Officer (RFO).

The Committee received and considered the confidential joint report of the Town Clerk/C.E.O and the R.F.O concerning a medium-term financial strategy (MTFS).

The Town Clerk advised the strategy would provide a robust three-year financial framework and would align with the Council’s developing corporate strategic plan; this was a draft document  ...  view the full minutes text for item F437

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

The Committee received and considered the confidential report and draft Corporate Strategic Plan 2025-29 from the Town Clerk/C.E.O.

Members heard that the plan was a first draft and as such feedback was welcomed in order to refine it further as the Council continued to incorporate the changes to the WODC  ...  view the full minutes text for item F438

Cllr T Ashby left the meeting during the following item briefly between 8:19 and 8:21pm

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

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

Updates were provided on the Courtside Hub development, Windrush Place Pitches and Pavillion and Little Green.

There were also updates on the progress of Witney Lawn Tennis Club’s lease agreement, two ongoing insurance claims and the request from  ...  view the full minutes text for item F439

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 9 July 2025, and approve the recommendations contained therein. (Sent under separate cover)

The Committee received the minutes of the Personnel Sub Committee meeting held on 9 July 2025.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 9 July 2025, and the recommendations contained therein be approved.