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 PR249

An apology for absence was received from Cllr R Crouch.

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.

To elect a Vice-Chair of the Committee for the 2023/2024 Municipal Year.

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

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

Resolved:

That, Councillor Joy Aitman be elected Vice-Chair of the Committee for the 2023/2024 municipal year.

a) To adopt and sign as a correct record the minutes of the Parks & Recreation Committee held on  6 March 2023.

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

The minutes of the Parks & Recreation Committee meeting held on 6 March 2023 were received.

PR113 - Smoke Free Parks. The Deputy Town Clerk advised winners of a competition to design park signage had been selected and the signs were in construction. A photo call with winners would be arranged  ...  view the full minutes text for item PR252

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 member of public present did not wish to speak on any agenda item.

To review the Committee Terms of Reference (TOR) if appropriate. The current TOR’s are attached.

The Committee received and considered the report of the Deputy Town Clerk along with the Committee’s current terms of reference.

Members were advised a Sports Strategy, per reference (c) would be developed by officers later in the year through the amalgamation of several reports and feasibility studies. These had previously  ...  view the full minutes text for item PR254

To receive the report of the Town Clerk/C.E.O.

The Committee received and considered the report of the Town Clerk/C.E.O. concerning its objectives and work programme for the forthcoming year.

Members were advised there were several projects underway and programmed for the forthcoming year at The Leys, Burwell Changing Rooms and West Witney Sports Ground and raised several questions  ...  view the full minutes text for item PR255

To receive the report of the Town Clerk/C.E.O.

The Committee received and considered the report of the Town Clerk/C.E.O. which provided progress updates on actions from the Council’s adopted Open Spaces Strategy and projects currently under discussion with external stakeholders.

There was an update on the pavilion and football pitches at West Witney which was followed  by questions  ...  view the full minutes text for item PR256

To receive the report of the Responsible Financial Officer (RFO).

The Committee received and considered the report of the Responsible Financial Officer (RFO) which summarised the budgets under its remit, along with associated costs centres and codes.

Members were pleased services were operating within budget. The Town Clerk answered questions concerning the contents of the report and tables included.

Resolved:  ...  view the full minutes text for item PR257

To receive and consider the report of the Project Officer.

The Committee received and considered the report of the Project Officer concerning future refurbishment of Burwell Hall Changing Rooms.

Members were presented with a project brief based on the decisions of the previous Council administration and were happy to proceed on that basis. There were some issues raised about the  ...  view the full minutes text for item PR258

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 PR259

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 PR259

To receive the confidential report of the Town Clerk/C.E.O.

The Committee received and considered the confidential report of the Town Clerk/C.E.O.

Updates were provided on the transfer of several play areas from West Oxfordshire District Council (including draft Heads of Terms for Madley Park Play Area), the Leys Masterplan and regarding Witney Lawn Tennis Club.

The Deputy Town Clerk  ...  view the full minutes text for item PR260

To receive a confidential verbal update from the Town Clerk/C.E.O. if appropriate.

There was no further update on Major or Strategic Projects which had not been covered earlier in the meeting.