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 F468

There were no apologies for absence received.

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.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 22 June 2026.

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 June 2026 were received.

F317 – Members were advised an outstanding matter relating to the Terms of Reference would be brought forward in due course.

F321 – Members were advised that the External Auditor's Report and Certificate for  ...  view the full minutes text for item F470

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 Witney Music Festival under agenda item 15.

Members received thanks and a presentation on the success of the festival, including its positive contribution to the local economy, support for local artists and community organisations, and the challenges currently facing  ...  view the full minutes text for item F471

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

Members considered the report and supporting update as part of the Council’s ongoing review of the festival’s operation, funding arrangements and wider impact. In undertaking its due diligence, the Committee noted the information provided in relation  ...  view the full minutes text for item F472

The Venue & Events Officer and both members of the public left the meeting at 6:37pm

To receive the recommendation of the Stronger Communities Committee to adopt the revised policy.

The Committee received an updated Litter Bin Policy as recommended for approval by the Stronger Communities Committee at its meeting on 21 September 2026.

Resolved:

That, the Litter Bin Policy, as presented, be readopted by the Town Council.

To receive the recommendation of the Halls, Cemeteries & Allotments Committee to adopt the updated regulations from 1 November 2026.

The Committee received revised Cemetery Regulations as recommended for approval by the Halls, Cemeteries & Allotments Committee at its meeting on 14 September 2026.

Members welcomed the work undertaken in reviewing and updating the regulations.

Resolved:

That, the revised Cemetery Regulations, as presented, be readopted by the Town Council.

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

The Committee received and considered the report of the Town Clerk/C.E.O with an accompanying Community Asset Acquisition & Management Policy.

Members welcomed the framework provided by the policy and proposed a minor amendment to broaden its scope to include changes to the management arrangements of existing Council assets that are  ...  view the full minutes text for item F475

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 noted the reports and thanked officers for the quality of the information provided. It was further requested that a timetable be prepared by the RFO and circulated to Members wishing  ...  view the full minutes text for item F476

To receive and consider the report of the Responsible Financial Officer (R.F.O).

The Committee received and considered the report of the Deputy Town Clerk, highlighting the wok of those awarded youth services grants in 2025, with accompanying documents.

The monitoring highlighted the Council’s internal financial controls and Members were pleased to see the results of the funding and how it had made  ...  view the full minutes text for item F477

Cllr J Aitman left the meeting at 6:50pm to attend another meeting.

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

The Committee received and considered the report of the Deputy Town Clerk concerning the decision taken by West Oxfordshire District Council to undertake a Community Governance Review.

Members welcomed the decision and the opportunity to consider future parish boundaries, agreeing that the Community Governance working party should be convened to  ...  view the full minutes text for item F478

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

The Committee received and considered the report of the Deputy Town Clerk concerning the Council’s aspiration to seek gold status in the National Association of Local Council’s Award Scheme.

Members welcomed the progress made to date and noted that work would continue towards submission of an application in early 2027.  ...  view the full minutes text for item F479

To receive and consider the report of the R.F.O concerning the financial position of items under the remit of this Committee in 2026/27.

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 noted the Council’s current financial position and welcomed the additional information provided on operational income and expenditure. The Committee also reviewed the performance  ...  view the full minutes text for item F480

To receive and consider the report of the Responsible Financial Officer (R.F.O).

The Committee received and considered the report of the Responsible Financial Officer (R.F.O) outlining suggested parameters for the 2027-28 budget.

Members discussed a range of emerging budget pressures and project proposals and reviewed potential additions to future budgets. Particular consideration was given to community infrastructure projects, previously identified Council priorities,  ...  view the full minutes text for item F481

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 budget implications for the current and future financial years and reviewed a request for £1,500 to fund noticeboards within the Council’s parks from the Stronger Communities Committee. Following consideration, Members agreed that the proposal should  ...  view the full minutes text for item F482

To receive and consider the report of the Deputy Town Clerk

The Committee received and considered the joint report of the Deputy Town Clerk and R.F.O concerning the allocation of grant funding by the Council.

Members reviewed each application against the Council’s grant criteria and considered the extent to which the proposed activities would benefit residents of Witney. It was noted  ...  view the full minutes text for item F483

Resolved:

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

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

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

Members discussed the ongoing provision of IT support services, cyber security arrangements, future hardware requirements and the further development of online systems. Consideration was also given to the potential replacement of the committee management system and future arrangements  ...  view the full minutes text for item F485

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 F486

Resolved:

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 confidential nature of the following business to be transacted.  ...  view the full minutes text for item F486

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

The Committee received and considered the confidential report and accompanying verbal update of the Project Officer concerning this project.

Members noted the updates provided by officers regarding the project, including the current position in relation to the contract and the completion of the Clubhouse. The Committee discussed electricity supply arrangements  ...  view the full minutes text for item F487

To receive and consider the confidential report of the Town Clerk which includes updates on:

·        Springfield Oval Freehold Transfer

·        The Leys former Public Conveniences Heads of Terms

·        West Witney Clubhouse Lease

Members received and noted the confidential report and updates on current property, legal and insurance matters.

In relation to Springfield Oval, Members noted that WODC had completed the public consultation, with no representations received, and had instructed its solicitors to progress the freehold transfer. The Project Officer would liaise with  ...  view the full minutes text for item F488

To receive the confidential minutes of the Personnel Sub-Committee meetings held on 29 July, 20August & 17 September 2026 (sent under separate cover), and agree any recommendations contained therein.

The Committee received the minutes of the Personnel Sub Committee meetings held on 1 July, 29 July, 20 August and 17 September which had been circulated prior to the meeting.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meetings held on 1 July, 29 July, 20 August and 17  ...  view the full minutes text for item F489