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 F540

An apology for absence was received from Cllr J Aitman with Cllr G Meadows 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 J & Cllr G Doughty declared personal, non-pecuniary interests in agenda item 22 as a resident at a property referred to in the report was known to them.

Later in the meeting, Cllr R Crouch declared a non-pecuniary interest in agenda item 22, noting that she was a member of  ...  view the full minutes text for item F541

a)      To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 21 July 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 21 July 2025 were received.

There were no matters arising from the minutes.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 21 July 2025 be approved as correct records of the meetings and be  ...  view the full minutes text for item F542

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 a revised Subsidised Letting Policy.

The Committee received and considered a draft policy for the allocation of subsidised letting grants by the Council.

Members welcomed the policy, which had been requested at the previous meeting in response to the oversubscription of this year’s budget. The policy would help prioritise funding requests and provide the Committee  ...  view the full minutes text for item F544

To receive and consider a draft Lost Property Policy.

The Committee received and considered a draft policy for the management of lost property by the Council.

Members welcomed the comprehensive policy which clearly outlined expectations to anyone who lost property on Council premises.

Resolved:

That, the Lost Property Policy, as presented, be approved by Witney Town Council and reviewed  ...  view the full minutes text for item F545

To receive and consider a Draft Open Water Policy.

The Committee received and considered a draft Open Water Policy for the Council.

Members welcomed the introduction of this policy, recognising its importance given the Council’s responsibilities regarding open water facilities. The policy clearly outlined permitted activities, associated risks, and the mitigation measures in place within the Council’s parks.

Resolved:  ...  view the full minutes text for item F546

To adopt a Community Window Policy as recommended by the Stronger Communities Committee at their meeting of 15 September 2025.

The Committee received and considered a policy for the community window of the Council’s reception/administration office.

The policy had been recommended for approval by the Stronger Communities Committee at its meeting on 15 September, the annual review incorporating health and safety measures.

Resolved:

That, the Community Window Policy, as presented,  ...  view the full minutes text for item F547

To adopt a Mental Health and Wellbeing Policy as recommended by the Personnel Sub Committee at their meeting of 10 September 2025.

The Committee received and considered a Mental Health and Wellbeing policy for employees.

The policy had been recommended for approval by the Personnel Sub-Committee at its meeting on 10 September.

Resolved:

That, the Mental Health & Wellbeing Policy, as presented, be approved and reviewed every two years, or sooner if required  ...  view the full minutes text for item F548

To adopt a Corporate Volunteering Policy as recommended by the Personnel Sub Committee at their meeting of 10 September 2025.

The Committee received and considered a Corporate Volunteering policy for employees.

The policy had been recommended for approval by the Personnel Sub-Committee at its meeting on 10 September.

Members welcomed the policy but agreed that the title could be revised to either "Charitable Volunteering" or "Employee Volunteering" to provide greater  ...  view the full minutes text for item F549

To adopt a Long Service Award Policy as recommended by the Personnel Sub Committee at their meeting of 10 September 2025.

The Committee received and considered a policy for the recognition of long service of employees.

The policy had been recommended for approval by the Personnel Sub-Committee at its meeting on 10 September to ensure fair and consistent recognition to staff members.

Members welcomed the policy and agreed that, under point  ...  view the full minutes text for item F550

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.

Officers noted the continued and growing use of electronic payments for June and July 2025.

Resolved:

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

payments  ...  view the full minutes text for item F551

To note a non-material error in relation to the AGAR/Annual Internal Audit Report 2025. The date of the first internal audit visit was erroneously reported as having taken place on 16.10.25, when instead it was 16.10.24.

The Committee received a verbal update on the Internal Audit report which had been agreed and submitted by the Council as part of its Annual Governance and Accountability Return.

Members noted a non-material error in the report which had the date of the first internal audit visit as 16 October  ...  view the full minutes text for item F552

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

The Committee received the report of the Deputy Town Clerk which highlighted changes to the Annual Governance Statement for 2026.

Members were informed that updates to the Practitioners Guide, issued by the Smaller Authorities Proper Practices Panel, had introduced a new assertion 10 in the annual statements, requiring the  ...  view the full minutes text for item F553

 To receive notification of Council borrowing in relation to the West Witney Project.

The Committee received notice of borrowing approval from the Ministry of Housing, Communities & Local Government.

The Responsible Financial Officer (R.F.O.) advised that this was a formal document enabling the Council to apply for a loan to support the West Witney project. Following its approval, tender documents had been published, with  ...  view the full minutes text for item F554

During the following Agenda Item Cllr A Bailey left the meeting at 6:50pm rejoining at 6:55pm

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 and investments of the Council.

There were several questions from Members, including local government accounting practices, reinvestment of investment growth, the Councils overall financial  ...  view the full minutes text for item F555

To receive and consider the report of the Responsible Financial Officer (RFO)

The Committee received and considered the report of the Responsible Financial Officer in relation to budget-setting for the 2026-27 fiscal year.

Members were advised it was good practice to formally instruct officers on how to approach this process. He had provided the current situation and estimates on inflation, staffing costs,  ...  view the full minutes text for item F556

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

The Committee received and considered the report of the Deputy Town Clerk concerning financial expenditure from spending committees.

By way of an update, officers advised that the potential cost of a newly made Witney town flag was likely to between £200-400 based on initial quotes.

The Chair explained that, as  ...  view the full minutes text for item F557

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

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

Members were informed that there had been two grant applications and one late subsidised letting request. They agreed to refuse the latter, as the budget for the year  ...  view the full minutes text for item F558

A Member of the public joined the meeting at 7:58pm

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 report of the Committee Clerk.

The Committee received and considered the report of the Committee Clerk concerning the future live broadcasting of meetings.

This report had been referred from the previous meeting and confirmed the Council’s technological capability for this purpose and proposed a start date as 13January 2026.

Members confirmed their desire for  ...  view the full minutes text for item F560

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 F561

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 F561

The Member of the public left the meeting at 8:10pm

To receive and consider the confidential report of the Town Clerk

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

Members received updates on various property and lease matters, including the Leys Hub Development, West Witney Tennis Courts, and West Witney Sports & Social Club.

Regarding the Leys, members agreed on the lease negotiation details and noted the update  ...  view the full minutes text for item F562

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 regarding human resources and health & safety advice for the Council.

Members welcomed the report and agreed a contract should be taken out with the company outlined in the report for human resources and health & safety add-ons as it  ...  view the full minutes text for item F563

To receive and consider the confidential minutes of the Personnel Sub-Committee meeting held on 10 September 2025, and approve the recommendations contained therein. (Sent under separate cover)

The Committee received the minutes of the Personnel Sub Committee meeting held on 10 September 2025.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meeting held on 10 September 2025, and the recommendations contained therein be approved.