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 F70

There were no apologies for absence.

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 24 November 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 24 November 2025 were received.

There were no matters arising from the minutes.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 24 November 2025 be approved as correct records of the meeting and be  ...  view the full minutes text for item F72

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.

The Committee adjourned for this item.

The Committee received representations from Windrush Community Choir, Oxfordshire Foster Care Association (OFCA) and West Oxfordshire Performing Arts Foundation (WOXPAF) in support of their grant applications under agenda item 13.

The Committee reconvened.

During the following Agenda Item

Three members of the public left at 7:24pm

A Member of the public left at 7:42pm

A Member of the public left at 7:57pm

A new Member of the public joined the meeting at 7:59pm

Cllr J Robertshaw left the meeting briefly between 7:42pm and 7:44pm

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 each application in turn and welcomed the high level of engagement from groups providing services to the community. As it was not possible to fully fund all  ...  view the full minutes text for item F74

To receive an updated Tree policy for the Council, recommended for adoption by the Climate & Biodiversity Committee on 13 January 2026.

The Committee received and considered an updated Tree Policy for approval by the Council.

The policy had been recommended for approval by the Climate & Biodiversity Committee at its meeting on 13 January 2026.

Members agreed that the planting of trees on Council land should be addressed in the policy, including  ...  view the full minutes text for item F75

To receive an updated Memorial Tree policy for the Council, recommended for adoption by the Climate & Biodiversity Committee on 13 January 2026.

The Committee received and considered an updated Memorial Tree Policy for approval by the Council.

The policy had been recommended for approval by the Climate & Biodiversity Committee at its meeting on 13 January 2026.

Resolved:

That, the revised Memorial Tree Policy be agreed and adopted by Witney Town Council.

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

The Committee received and considered an updated Information Technology Policy for approval by the Council.

Although the Council already had IT policies, they were in need of review and, in line with changes to the annual governance and accountability return, it was timely to review them in line with these  ...  view the full minutes text for item F77

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 for October and November 2025.

Resolved:

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

payments be approved:

To receive and consider the interim report of the Internal Auditor, Auditing Solutions for 2025/26.

The Council received the final interim report of the Council’s independent Internal Auditor for the 2025-26 fiscal year.

Members were advised there were no issues to draw members attention to. The Leader of the Council thanked Officers for their diligence in achieving the positive report.

Resolved:

That, the internal Audit  ...  view the full minutes text for item F79

To receive and consider the report of the Senior Administrative Officer & Committee Clerk.

The Committee received and considered the report of the Senior Administrative Officer/Committee Clerk concerning the Annual Town Meeting which would be held on Wednesday 18^th March 2026.

Members were presented with outline proposals for the meeting, including options for its layout, format, and management.

It was agreed that the  ...  view the full minutes text for item F80

To receive and consider the report of the Deputy Town Clerk, with accompanying draft Committee Calendar for 2026/27.

The Committee received a draft calendar of Meetings for the 2026/27 council year.

The Deputy Town Clerk highlighted a significant proposed change for the coming year. The period between mid-May and July, which traditionally included two Committee cycles, had been particularly compressed, often placing pressure on both Council business and  ...  view the full minutes text for item F81

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.

An update was provided on a raised planter request from the Witney Allotment Association, previously considered by the Halls, Cemeteries & Allotments Committee. A revised cost  ...  view the full minutes text for item F82

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 F83

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 F83

The member of the public left the meeting at 8.01pm

To receive and note the external stocktake report for the Council’s bar operations for July-October 2025.

The Committee received and considered the external stock takers report for the bar operations of the Council.

Members welcomed the positive report and low surplus and congratulated the Bar Manager and her team on their excellent work.

Resolved:

That, the external stocktake report be noted.

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

The Town Clerk/C.E.O provided a confidential verbal update on matters relating to the Council’s property and legal matters.

Members were advised that Heads of Terms had been agreed for the lease of the Courtside Hub and facilities at The Leys. The terms provided long-term stability for the tenant, guaranteed income  ...  view the full minutes text for item F85