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 F157

Apologies for absence were received from Cllrs A Bailey, R Crouch, R Smith for whom Cllrs D Newcombe, G Meadows and D Enright attended as substitutes respectively. A further apology was received from Cllr S Simpson.

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.

A personal, non -prejudicial declaration was made by Cllr D Newcombe due to his residence being in an area to be considered under Agenda Item 14.

There were no further declarations of interests from Members or officers at this juncture.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meeting held on 2 February 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 2 February 2026 were received.

There were no matters arising from the minutes.

Resolved:

That, the minutes of the Policy, Governance & Finance Committee meeting held on 2 February 2026 be approved as correct records of the meeting and be  ...  view the full minutes text for item F159

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 Hanborough Cricket Club and Friends of Witney Community Primary School under agenda item 12.

The Committee reconvened.

The two Members of the Public left the meeting following their participation.

To receive and consider the report of the Responsible Financial Officer together with an updated Procurement Policy

The Committee received and considered an updated Procurement Policy for approval by the Council from the Responsible Financial Officer (RFO).

Members heard that the Council had procured heavily in the previous two years due to the level of high value works being undertaken by the Council. This two-yearly review ensured  ...  view the full minutes text for item F161

Cllr T Ashby left the meeting briefly between 6.32 – 6.35pm

To receive and consider approval of the Corn Exchange Art Display Policy.

The Committee received and considered a Corn Exchange Art Display Policy for approval by the Council.

Cllr J Aitman declared an interest in this item as she hoped to display her art in the facility.

The policy had been recommended for approval by the Halls, Cemeteries & Allotments Committee at its  ...  view the full minutes text for item F162

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 December 2025 and January 2026.

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 interim update of the Council’s independent Internal Auditor for the 2025-26 fiscal year.

Members were advised there were no issues to draw their attention to and the final year-end report would be received in June.

Resolved:

That, the internal Audit interim update for 2025/26 be welcomed  ...  view the full minutes text for item F164

To receive and consider the report of the Responsible Financial Officer.

The Committee received and considered the report of the Responsible Financial Officer (RFO) who provided a verbal update to explain the need for a robust corporate risk assessment to be in place.

In accordance with its responsibility for the Council’s governance and financial oversight in line with the Accounts & Audit  ...  view the full minutes text for item F165

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.

Members were advised work had taken place on making the costs centres more accurate and accurately reflective, on property budgets and VAT. It was  ...  view the full minutes text for item F166

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.

Members noted the recommendation of the Parks & Recreation Committee to release agreed funding to Courtside Hubs for the Leys redevelopment project via delegation. Senior officers  ...  view the full minutes text for item F167

To receive and consider the report of the Deputy Town Clerk

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

Members considered each application in turn and noted that any awards would fall within the new financial year, as the 2025–26 budget had been fully expended. It was further noted  ...  view the full minutes text for item F168

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 F169

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 F169

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

The Committee received and considered the confidential reports of the Town Clerk/C.E.O and Head of Estates & Operations.

The Committee firstly received an update from the Responsible Financial Officer (RFO) on the Council’s insurance procurement, including three quotations for the annual premium. The options presented were broadly comparable in cost. In  ...  view the full minutes text for item F170

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 joint report of the Deputy Town Clerk and Responsible Financial Officer.

The Committee received and considered the report of the Deputy Town Clerk and accompanying draft Service Level Agreement (SLA) with Bright Futures Oxfordshire for a detached Youth Service, The Station in Witney.

The SLA incorporated amendments as previously agreed by the delegated Members and officers tasked with progressing the matter.  ...  view the full minutes text for item F172

Cllrs D Enright & G Meadows left the meeting ahead of the next item as they were not members of the Personnel Sub-Committee.

To receive the confidential minutes of the Personnel Sub-Committee held on 24 February and 25 March 2026 and agree any recommendations contained therein.

The Committee received the minutes of the Personnel Sub Committee meeting held on 25^th March 2026 and a verbal update from the Deputy Town Clerk. The minutes of the meeting held on 24^th February had been circulated prior to this meeting.

Resolved:

That, the confidential minutes of the  ...  view the full minutes text for item F173