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 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.

Apologies for absence were received from Councillors D Newcombe, G Doughty, J Doughty, T Ashby & D Temple.

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.

As Members would discuss the Council’s Budget, the Mayor highlighted the possibility of subjects or organisations becoming a topic of discussion. Therefore, Cllr O Collins declared a non-pecuniary interest as he was a non-paid Director of West Oxfordshire Community Transport who were currently a recipient of an annual grant awarded by the Council.

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

There was no public participation.

To receive and consider a draft response to this proposal, deferred from the Full Council meeting on 8^th December 2025.

For further details please follow this link https://letstalk.oxfordshire.gov.uk/ofrs-consultation

The Council considered the draft response to the proposals to improve Oxfordshire’s Fire & Rescue Service.

Members welcomed the draft which had been prepared based on the outcome of their discussions on 8 December 2025. It was agreed that a figure be included in the response to signify the estimated number of properties being considered in the proposed large-scale housing developments.

Additionally, it was agreed that the support the Fire & Rescue Service provided to the town in respect non-fire activities be acknowledged, particularly the support in times of flooding.

These amendments were unanimously agreed.

Resolved:

That, the draft response be submitted with the inclusion of the additional amendments.

To confirm appointments to the ‘The Community Trust’ ahead of its creation. At the Full Council meeting held on 15^th December 2025 it was proposed the membership should consist of:

·        A West Witney Ward Member

·        A Member of the Parks & Recreation Committee

·        A Member of the Halls, Cemeteries & Allotments Committee

The Council considered the appointments to “The Community Trust” to be created for the management of the Windrush Place Pavillion & Pitches.

Three appointments were required based on a set criterion previously agreed.

·        A West Witney Ward Member - It was proposed Cllr G Doughty be appointed.

·        A Member of the Parks & Recreation Committee – It was proposed that Cllr J Aitman be appointed.

·        A Member of the Halls, Cemeteries & Allotments Committee – It was proposed that Cllr R Crouch be appointed.

There being no other nominations the proposed appointments were unanimously agreed.

Resolved:

That, Cllrs Geoff Doughty, Joy Aitman & Rachel Crouch be appointed as the Councils representative trustees on the “The Community Trust”.

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 date to be confirmed.

The Council received and considered a presentation from the Responsible Financial Officer (RFO), together with his verbal explanation, which summarised the budget-setting process of the Council to date.

The presentation provided a summary of the current financial outlook for the Council and set out three draft proposals for funding the budget for 2026/27. These proposals were based on the outcomes of discussions from the previous cycle of Committee meetings, during which each Committee had outlined its anticipated requirements.

Members were advised of several factors outside of the Council’s control which could impact future financial planning, including increases to the Council’s insurance long term agreement, geopolitical events, and changes to national and international policy.

Members received an update on the progress of the West Witney Projects and were informed of the potential options available should the overall project come in under the initial budget. The Council was pleased to hear of the work being undertaken by Officers to monitor expenditure closely and to identify and deliver cost savings.

The Council also heard of the continued diligent work of Officers to trim and reduce costs where possible across all other areas of the Council’s spending. An explanation was provided on the purpose of earmarked reserve accounts, details of which were provided at the meeting, and the options available for their utilisation to enable spending in other priority areas. The RFO emphasised that decisions to remove or amend budget lines were matters for the Council, rather than for the RFO.

The Chair thanked the RFO for his presentation, a sentiment echoed by other Members. A lengthy discussion followed with all Members who wished to speak being given the opportunity to do so.

Members discussed the potential impact of different levels of increase to the precept. It was noted that while some Members expressed a desire for a 0% rise above inflation, there was also concern that failing to increase the precept at this stage could result in compounded and more significant increases in later years.

Members were informed that Café 1863 turnover had increased by approximately 18%; however, it was recognised that future increases were likely to be more modest as daytime trade in particular, was nearing capacity. Reference was made to the business plan, including potential ideas to protect and grow alcohol sales.

During the discussion, a request was made by a Member for further information to enable fuller consideration prior to a final decision being taken. The Mayor highlighted the significant work and achievements delivered by the Council during 2025 and suggested that the budget-setting process presented an opportunity to promote these successes to residents.

In concluding the discussion, the RFO summarised that he had taken the overall steer from Members that a Council Tax increase should sit between inflation (using the most appropriate measure) and 5%.

It became clear that the majority of Members favoured either option two or three of the presented budget proposals. It was therefore agreed that these two options, which differed by £2.20 over the course  ...  view the full minutes text for item 6.