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 F675

Apologies for absence were received from Cllrs J Aitman and A Bailey for whom Cllr G Meadows attended 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.

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 22 September 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 22 September 2025 were received.

There were no matters arising from the minutes.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 22 September 2025 be approved as correct records of the meetings and be  ...  view the full minutes text for item F677

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 Venue & Events Officer.

With the permission of the Chair, this item was moved up the agenda.

The Committee received and considered the report and a verbal update from the Venue & Events Officer concerning a proposal to introduce a minimum hire charge for use of the bar in the Council’s public halls.

Members thanked  ...  view the full minutes text for item F679

The Venue & Events Officer left the meeting at 6:32pm.

To receive and consider the report of the Compliance & Environment Officer together with a thermal imaging camera loan policy.

The Committee received and considered the report of the Compliance & Environment Officer concerning a scheme and policy to loan the Council’s thermal imaging camera to residents.

Members were pleased to see the scheme progressing and were encouraged by the level of interest generated through promotional activities at events throughout the  ...  view the full minutes text for item F680

To receive an updated Communictaions Strategy for the Council, recommended for adpotion by the Stronger Communities Committee on 17 November 2025.

The Committee received and considered an updated Communications Strategy for approval by the Council.

The policy had been recommended for approval by the Stronger Communities Committee at its meeting on 17 November.

Resolved:

That, the revised Communications Strategy be agreed and adopted by Witney Town Council.

To receive an updated flag-flying policy for the Council, recommended for adpotion by the Stronger Communities Committee on 17 November 2025.

The Committee received and considered an updated flag flying policy for approval by the Council.

The policy had been recommended for approval by the Stronger Communities Committee at its meeting on 17 November.

Resolved:

That, the revised flag flying policy be agreed and adopted by Witney Town Council.

To receive and consider the report of the Deputy Town Clerk together with an updated Council Complaints Policy.

The Committee received and considered the report of the Deputy Town Clerk along with an updated Complaints Policy for the Council.

Members were advised of the key changes from the previous version, including updates to the scope, complaint management responsibilities, categorisation, treatment of anonymous complaints, and monitoring arrangements. The Committee  ...  view the full minutes text for item F683

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 (RFO) with the accompanying payment schedules, bank statements and reconciliations for August and September 2025.

Resolved:

That, the report, bank statements and reconciliations be noted, and the following schedule of

payments be approved:

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

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

Members welcomed reports from Lowland Rescue Oxford, Witney 1^st Rangers Girl Guides, Oxfordshire Play Association and Home Start-Oxford which outlined how grants provided by the Council had been expended.

The Committee noted that further updates had been  ...  view the full minutes text for item F685

To receive and consider the report from the Deputy Town Clerk together with an updated scheme.

The Committee received and considered the report of the Deputy Town Clerk along with an updated publication scheme for the Council.

Members were advised that the Council was required, under Freedom of Information legislation, to maintain a Publication Scheme based on a model approved by the Information Commissioner’s Office (ICO).  ...  view the full minutes text for item F686

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

The Committee received and considered the report of the Deputy Town Clerk  along with an updated Privacy Notice for the Council.

Members were informed of the Council’s obligations under data protection legislation to provide a Privacy Notice. The Notice sets out how the Council collected, stored and processed personal data,  ...  view the full minutes text for item F687

To receive and consider the report of the Responsible Financial Officer (RFO) and the Draft Revised Revenue Budget for 2025/26 and Draft Budget for 2026/27.

The Committee received and considered the report of the Responsible Financial Officer (RFO) detailing income and expenditure for the current and future years budgets.

The RFO reported that preparation of the 2026–27 budget was progressing, incorporating the requests made by Committees during the current cycle of meetings together with officer  ...  view the full minutes text for item F688

Resolved:

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

Cllr R Crouch left the meeting at 7:58pm.

To receive and consider the report of the Responsible Financial Officer (RFO) with an update on the current year’s work programme relating to Capital and Special Revenue Projects; as well as projects identified during the course of the year for inclusion as Revenue Growth Items or Special Revenue Projects in  ...  view the full agenda text for item F690

The Committee received and considered the report of the Responsible Financial Officer (RFO) concerning revenue growth items, special revenue projects and capital projects for 2026/27.

Members received a list of capital programme bids for 2026/27, comprising proposals from both Committees and officers. The report outlined which projects could be funded  ...  view the full minutes text for item F690

To receive and consider the report of the Environment & Compliance Officer.

The Committee received and considered the report of the Compliance & Environment Officer.

Members welcomed the report which was connected to the Council’s emergency plan and a request from Witney Flood group for a single point of contact out of hours.

The Committee acknowledged that an issue existed but considered the  ...  view the full minutes text for item F691

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

The Committee received and considered the report of the Deputy Town Clerk concerning IT software upgrades for the Council, including an online bookings portal.

Members were given background on the project and informed of how its scope had evolved since 2024, following the approval earlier in the year of a  ...  view the full minutes text for item F692

During the Budget Setting Cycle the Council reviews its Fees and Charges for various facilities and services it operates.

Included is the schedule of charges in respect of the assets and services which fall under the responsibility of this Committee, and the Committee is requested to review and approve or  ...  view the full agenda text for item F693

The Committee received and considered the proposed recreational, burial and public halls charges for 2026-27 as part of the budget setting process.

Officers advised these had already been recommended for approval by the Council’s standing committees with some minor changes to the documents which had yet to be completed.

Resolved:  ...  view the full minutes text for item F693

The RFO left the meeting at 8:25pm.

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

The Committee received and considered the report of the Deputy Town Clerk outlining the financial decisions taken by spending committees during the last meeting cycle.

Members were also informed of several recommendations relevant to budget setting for the 2026–27 financial year.

Updates were provided on items previously referred to the  ...  view the full minutes text for item F694

The RFO returned to the meeting at 8:37pm.

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

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

Members considered two applications for subsidised lettings: one from Witney Food Revolution for use of the Corn Exchange for a fundraising event, and another for use of Burwell Hall  ...  view the full minutes text for item F695

To receive and consider the joint report of the Deputy Town Clerk and Responsible Financial Officer.

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

Members welcomed the report detailing the organisations for which the Council held annual budgets and expressed their support for releasing funds where appropriate requests and supporting information were provided. The only exception was  ...  view the full minutes text for item F696

To receive and consider

a)     The 2025 valuation of the Oxfordshire Pension Fund including the Council’s draft 2025 valuation results; and

b)     The invitation to respond to the Funding Strategy Statement (FSS) employer consultation – documentation enclosed.

The Committee received the Local Government Pension Scheme (LGPS) valuation results and Funding Strategy Statement Employer Consultation.

Members thanked officers for providing the information and were pleased to hear contribution rates had lowered.

The Town Clerk highlighted that there were two required actions; one in respect of the Oxfordshire Pension  ...  view the full minutes text for item F697

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 F698

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 F698

To receive and consider adoption of a Corporate Strategic Plan for the Council, provided by the Town Clerk/C.E.O. (To follow)

The Town Clerk/CEO advised that, due to time constraints, it had not been possible to progress this item in time for the meeting, but a revised draft would be presented to a future meeting.

Resolved:

That, the verbal update of the Town Clerk be noted.

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

The Committee received and considered the confidential report of the Town Clerk/CEO concerning matters relating to the Council’s property portfolio and estate management.

Members received an update on ongoing rent and lease negotiations with Courtside Hubs CIC, as well as matters relating to the Witney Lawn Tennis Club at the  ...  view the full minutes text for item F700

The RFO left the meeting at 9:18pm.

To receive and consider the report of the Deputy Town Clerk

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

Members welcomed the report and reaffirmed the importance of progressing a Community Governance Review, particularly in light of the policies and strategies currently emerging from West Oxfordshire District Council. The Committee agreed to convene  ...  view the full minutes text for item F701

Cllr G Meadows left the meeting at 9:20pm as she was not a Member of the Personnel Sub-Committee.

To receive the confidential minutes of the Personnel Sub-Committee held on 18 November 2025 and agree any recommendations contained therein.

The Committee received the minutes of the Personnel Sub Committee meeting held on 18 November 2025.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 18 November 2025, and the recommendations contained therein be approved.