Agenda and 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(a)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary Councillors  ...  view the full agenda text for item PR13

No apologies for absence were received.

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.

There were no declarations of interest from members or officers. Cllr Gwatkin advised her spouse was involved with Junior Parkrun, but this was separate to the adult organisation being discussed under agenda item 9.

a) To adopt and sign as a correct record the minutes of the Parks & Recreation Committee held on 31 October 2022;

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

The minutes of the meeting of the Parks & Recreation Committee meeting held on 31 October 2022 were received.

The Town Clerk updated members that she was meeting with West Oxfordshire District Council regarding outstanding legal matters including the transfer of ownership of playparks.

Resolved:

That, the minutes of the Parks  ...  view the full minutes text for item PR15

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. 5

The Committee adjourned for this item.

The committee received representations from Witney Park Run concerning Agenda Item 9

The Committee reconvened.

To receive and consider the correspondence from Parkrun requesting the renewal of the licence to use West Witney Sports Ground.

The Committee was unanimous in approval of extending the licence for Witney Parkrun to continue carrying out their event at West Witney Sports Ground.

Resolved:

That, Witney Parkrun be granted a 4-year extension to run until March 2027, including Christmas and New Year events.

To receive the report of the Deputy Town Clerk.

The Committee received and considered the report of the Deputy Town Clerk.

The Committee were disappointed not be able to view details of the County Council consultation responses regarding this proposed scheme. Only 22 responses were received but it was not possible to see if these were local residents or  ...  view the full minutes text for item PR18

To receive and consider the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager regarding the playground entrance as well as a verbal update from the Deputy Town Clerk regarding recent comments received from RoSPA following an inspection.

Members agreed with the report and asked that the Operations Manager proceed with grounds renovation  ...  view the full minutes text for item PR19

To recevie the report of the Town Clerk.

The Committee received and considered the report of the Town Clerk.

Members believed that the installation of signage would support park users that wish to encourage others not to smoke in the play areas. They also asked that any signage be extended to include Vapes as well as conventional smoking.  ...  view the full minutes text for item PR20

To receive and consider/note the adopted West Oxfordshire District Council Playing Pitch Strategy.

The Committee received a verbal update from the Town Clerk along with a copy of the West Oxfordshire Playing Pitch Strategy & Action Plan Report for consideration.

Members heard that West Oxfordshire District Council had recently appointed an individual to implement the strategy. The Town Clerk confirmed that she would be  ...  view the full minutes text for item PR21

To receive the report of the Town Clerk & Chief Executive Officer

The Committee received and considered the financial report provided by the Town Clerk.

Resolved:

That, the report be noted.

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 PR23

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 PR23

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

The Committee received and considered the report of the Deputy Town Clerk along with a verbal update.

Members were disappointed to hear that the painting contractor for West Witney tennis courts could not return until spring to resolve  issues with the Court re-coating and understood officers had done all they  ...  view the full minutes text for item PR24

To receive and consider the confidential report of the Town Clerk/C.E.O (to follow).

The Committee received the confidential written report and verbal update from the Town Clerk.

Members asked if the council would consider using some of the £75,000 being held for improvements at Burwell Hall towards the cost of the installation of lockers and a refurbishment of the current changing rooms.

Members  ...  view the full minutes text for item PR25