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 PR446

An apology for absence was received from Councillor Collins.

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.

a) To adopt and sign as a correct record the minutes of the Parks & Recreation Committee held on 3 July 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 3 July were received.

PR365 – Members were advised correspondence had been sent to the District Council. Further actions were with the Operations Manager.

Resolved:

That, the minutes of the Parks & Recreation Committee meeting held on 3 July be approved  ...  view the full minutes text for item PR448

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 representation from a member of Witney Road Runners concerning Agenda Item 9.

The Committee reconvened.

18:06pm – Cllr Simpson arrived during Public Participation

To receive and consider the report of the Operations Manager.

With the permission of the Chair, this item was moved up the agenda so the members of public could hear the discussion and outcome.

The Committee received and considered the report of the Operations Manager following a request from Witney Road Runners (WRR) for a storage container at West Witney  ...  view the full minutes text for item PR450

18:14pm - Members of the Public left along with Councillor Ashby

To receive the report of the Responsible Financial Officer (R.F.O).

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.

The Deputy Town Clerk asked that members consider projects for 2024/25 Budget Setting before the next meeting. A Member raised that one project  ...  view the full minutes text for item PR451

To receive and consider the report of the Operations Manager.

The committee received the report from the Operations Manager regarding the replacement of play equipment at Burwell and King George’s play areas.

In response to a question from a Member, the Head of Estates and Operations explained how RoSPA carry out the grading and associated risk of play equipment. He  ...  view the full minutes text for item PR452

18:23pm Councillor Ashby returned during Agenda Item 6 – Play Area Renewals

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

The Committee received the report and verbal update from the Head of Estates & Operations (HE&O) providing an update on the Skatepark refurbishment.

Members were pleased to hear that the contract had been awarded to Bendcrete Skateparks and that final consultation will now take place with skatepark users to consult  ...  view the full minutes text for item PR453

To receive and consider the report of the Operations Manager.

The Committee received the report of the Operation Manager regarding the installation of signage at the council’s recreation Grounds.

Members raised several questions which the Head of Estates & Operations was able to answer to confirm that signage was a legal requirement to inform users of the grounds of specific prohibitive  ...  view the full minutes text for item PR454

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 PR455

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 PR455

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

The Committee received a confidential update from the Town Clerk relating to the transfer of play areas from West Oxfordshire District Council to Witney Town Council.

Members were pleased to hear the completion of the transfer of Underhatching Park and Copse was approaching, as well as the advanced progress with  ...  view the full minutes text for item PR456

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

The Committee received a confidential report from the Town Clerk providing an update on Major projects.

Members were concerned plans for the Leys Masterplan did not initially include changing rooms; facilitating sports teams was a key service and these were requested to “future proof” the development. The Head of Estates  ...  view the full minutes text for item PR457