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 30(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary Councillors at a meeting of a Committee if ordinary Councillors of the Committee have confirmed to the Proper Officer before the meeting that they are unable to attend.

No apologies for absence were received.

Cllrs A Mubin & D Temple had advised they would arrive late.

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.

The Chair advised Members that as the meeting would be discussing the Budget it was possible that declarations may need to be made if particular organisations became a topic of discussion. Therefore, there were no declarations of interest from members or officers at this point of the meeting.

During discussion of Item 5 the subject of the Langdale Hall arose. Councillors T Ashby, D Temple, G Doughty, J Doughty, D Edwards Hughes, J Robertshaw, J Treloar and A Mubin declared a personal, non-prejudicial interest by virtue of the CEO of the ICE centre, the tenant of Langdale Hall being known to them as a fellow member of the West Oxfordshire Conservatives Association.

There were no other declarations from Members or Officers

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

There was no public participation.

Cllr D Temple joined the meeting at 7:08pm

To consider the membership of the Climate, Biodiversity & Planning Committee. Currently only 7 members out of 8 places filled.

The Council considered the membership of the Climate, Biodiversity & Planning Committee which had 7 of the 8 places filled.

Members discussed the appointment of a replacement which resulted in a proposal being made by Cllr G Doughty, seconded by Cllr D Edwards Hughes that Cllr T Ashby fill the place.

A vote was then called for. The proposal was carried, with voting as follows:

In Favour             15

Against  0

Abstentions         1

Resolved:

That, Cllr T Ashby be elected to the Climate, Biodiversity & Planning Committee.

During the discussion of Item 5 the following occurred.

Cllr A Mubin joined the meeting at 7:14pm

Cllr G Meadows left the meeting at 7:37pm and rejoined at 7:40pm

Cllr J Treloar left the meeting at 7:50pm and rejoined at 7:52pm

To receive a presentation from the RFO on the Council’s Revenue Budget and the options relating to how it can be funded; the desirable level of Precept/Council Tax Band D equivalent so that the final budget can be calculated for adoption at the Extra Ordinary Council meeting scheduled for 6 January 2025.

Please note that this will be the last opportunity for any further input by Councillors.

The Council received and considered the presentation from the Responsible Financial Officer (RFO) along with a verbal explanation, summarising the budget-setting process of the Council so far.

The RFO thanked members for the questions they had submitted ahead of the meeting following the issue of the draft papers and explained most of these would be answered during his presentation. The presentation covered a summary of the current financial outlook for the Council and provided a set of four draft proposals on funding the budget for 2025/26 for consideration.

Members heard of the factors that were outside of the Council’s control such as increases to Employers National Insurance, geopolitical events and national and international policy changes.

One such policy change had resulted in the Levelling Up Grant Scheme being withdrawn; the Council had been looking to utilise the scheme to provide a significant amount of funding for the West Witney Sports & Social Club, the result of which would mean the Council would have to consider a loan to finance the project along with an additional loan to fund the new works depot.

The Council also heard of the diligent work of Officers to trim and reduce costs where possible as well as the receiving an explanation of the ear marked reserve accounts.

The Chair thanked the RFO for his presentation a sentiment that was echoed by other Members.

A lengthy discussion was had with all Members who wished to speak being able to do so. It was clear the majority of Members favoured either option two or three of the presented budget calculations and it was mutually agreed that as these two options differed by approximately £4 over the whole year for a Band D Property, that the guidance to the RFO should be directed around those calculations.

A proposal was made by Cllr A Bailey for an increase of 14.9%, the proposal was seconded by Cllr D Edwards Hughes and supported by both Cllr S Simpson and Cllr R Smith. A Vote was then called for and the proposal was carried, with voting being unanimously in favour.

In closing, Cllr S Simpson made a suggestion that in future budget setting periods, that the Council consults with residents as West Oxfordshire District Council have.

Resolved:

1.      That, the Responsible Financial Officer refine the budget calculations to reflect a 14.9% increase of Council Tax for the town from its precept for the financial year 2025/26. This would result in an increase of £26.37 to £203.37 for a Band Property and

2.      That, a final decision on the level of Precept to be set at the Extra Ordinary Council Meeting scheduled for 6 January 2025.