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 F312

An apology for absence was received from Councillor R Crouch, Councillor O Collins attended 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.

Councillor T Ashby declared a non-pecuniary interest in agenda item 15 as he was a Trustee of the Buttercross Scout Group who were an applicant for a Youth Services Grant.

There were no other declarations from Members.

To elect a Vice-Chair of the Committee for the 2026/27 Municipal Year.

The Chair called for nominations for the position of Vice-Chair of the Committee.

It was proposed and seconded that Councillor J Aitman be elected. There being no other nominations it was:

Resolved:

That, Councillor Joy Aitman be elected Vice-Chair of the Committee for the 2026/27 municipal year.

The Responsible Financial Officer arrived at 6:03pm.

a)   To adopt and sign as a correct record the minutes of the Policy, Governance and Finance Committee meetings held on 30 March and 27 May 2026.

b) Matters arising from the minutes not covered elsewhere on the agenda (Questions on the progress of any item).

That, the minutes of the Policy, Governance & Finance Committee meetings held on 30 March & 27 May 2026 were received.

F186 – Members heard that the deferred application from the Friends of Witney Community Primary School would be followed up by Officers.

Resolved:

1.       That, the minutes of the Policy, Governance  ...  view the full minutes text for item F315

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 the report of the Deputy Town Clerk.

The committee considered whether any changes were needed to the current Terms of Reference.

Members heard from the Deputy Town Clerk that it had not been possible to review term (k) as resolved at the Annual Council Meeting (Minute No: 228 Refers).This review would be carried out and presented for  ...  view the full minutes text for item F317

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

The Committee received the report of the Deputy Town Clerk (DTC) concerning the outcomes of the Council’s 2026 Annual Residents Survey.

As the Committee with overall governance responsibility, Members noted that matters relating to individual service areas had already been considered by the relevant Committees within the current cycle of  ...  view the full minutes text for item F318

To receive and consider approval for a town council Litter picking Policy.

The Committee received and considered the report of the Biodiversity & Green Spaces Officer regarding the introduction of a Litter Picking Policy.

Members noted that the adoption of the policy would support the Council’s application for Green Flag status for the Lake and Country Park, as well as provide clarity on  ...  view the full minutes text for item F319

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.

Resolved:

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

payments be approved:

To receive and consider the report of the RFO to agree the Annual Governance statement.

In line with The Accounts & Audit (England) Regulations 2015.To receive and consider the Annual Governance & Accountability Return for 2025/26.

The Committee received and considered the report of the Responsible Financial Officer (RFO) concerning the Annual Governance & Accountability Return (AGAR) for 2025/26 under the Accounts & Audit (England) Regulations 2015.

Members were reminded of the statutory requirement to complete and submit the AGAR by 30 June 2026.

The RFO guided Members  ...  view the full minutes text for item F321

To receive and consider the final report of the Internal Auditor for 2025/26.

The Committee received the final report of the Council’s Internal Auditor for the year 2025/26.

The Responsible Financial Officer provided a verbal update, advising that the audit reports produced throughout the year collectively form the final annual audit position.

Members were pleased to note that no issues of concern had  ...  view the full minutes text for item F322

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 across all Committees, providing a final position for the 2025/26 financial year.

Members heard that the principal change during the year had been the movement of Green Spaces budget lines, mainly  ...  view the full minutes text for item F323

Cllrs A Bailey & A Mubin joined the meeting at 6:56pm.

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

The Committee received and considered the report of the Deputy Town Council outlining financial matters arising from the recent cycle of Committee meetings.

Attention was drawn to the some of the requests such as that of the Halls, Cemeteries & Allotments Committee regarding the introduction of wedding packages for the Public  ...  view the full minutes text for item F324

Cllr G Meadows joined the meeting at 6:59pm

To receive and consider the report of the Head of Estates & Operations.

The Committee received the additional detail following a request from the Parks & Recreation Committee that the costs of additional fencing between the skatepark and the Courtside site be considered. (Minute PR273 - Parks & Recreations Committee 1 June 2026 Refers)

Members were presented with a written report alongside a verbal explanation  ...  view the full minutes text for item F325

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 F326

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 F326

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

The Committee received and considered the report of the Deputy Town Clerk regarding Youth Services Grant applications which outlined the recommendations of the evaluation panel, which had been delegated this responsibility by the Stronger Communities Committee

Members noted the comments of the Chair of the Stronger Communities Committee, who expressed  ...  view the full minutes text for item F327

Cllr A Mubin left the meeting at 7:18pm.

To receive and consider confidential updates reported by the Senior Management Team.

The Committee considered a confidential report relating to one of the Council’s properties.

The Chair highlighted the need for confidentiality due to the ongoing commercial sensitivity of the matter. Members discussed the options available and agreed that further work was required before any formal decision could be taken.

It was  ...  view the full minutes text for item F328

To receive the confidential minutes of the Personnel Sub-Committee meetings held on 8 and 30 Apil 2026, and agree any recommendations contained therein (sent under separate cover).

The Committee received the minutes of the Personnel Sub Committee meetings held on 8^th and 20^th April 2026 which had been circulated prior to this meeting.

Resolved:

That, the confidential minutes of the Personnel Sub-Committee meetings held on 8^th & 20^th April 2026, and the recommendations contained  ...  view the full minutes text for item F329