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 PR567

An apology for absence was received from Cllr O 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.

Cllr D Newcombe declared a personal non-prejudicial interest for agenda item 11b as he was a member of an affiliated club at West Witney Sports Ground.

There were no other declarations from Members or Officers.

a) To adopt and sign as a correct record the minutes of the Parks & Recreation Committee held on 4 September 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 4 September were received.

PR457 – Following a question by a Member, it was confirmed a new energy efficient gas boiler had been installed at Burwell Hall. It would offer more control along with reduced costs and consumption; reports would  ...  view the full minutes text for item PR569

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

There were no members of the public present.

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

The Committee received and considered the report of the RFO concerning the base revenue budget, draft estimates on budget parameters for 2023-24 and a revenue budget summary.

For the benefit of new Members, the RFO outlined the contents of the report and explained that although monitoring takes place throughout the  ...  view the full minutes text for item PR571

Cllr S Simpson joined the meeting at 6.14pm

To receive and consider the report of the Responsible Financial Officer (RFO) with an update on the current year’s work programme relating to Capital and Special Revenue Projects; as well as projects identified during the course of the year for inclusion as Revenue Growth Items or Special Revenue Projects in  ...  view the full agenda text for item PR572

The Committee received and considered the report of the RFO, tabled at the meeting concerning the financial standing of the Council’s projects.

Members were advised of the funding streams and budgets in place for the revised capital and special revenue projects for 2023/24 and what was needed in order to  ...  view the full minutes text for item PR572

During Budget Setting Cycle the Council reviews its Fees and Charges for the various facilities and services it operates.

Attached is the schedule of charges in respect of the assets and services which fall under the responsibility of this Committee. 

The Committee is RECOMMENDED to approve (or amend as necessary)  ...  view the full agenda text for item PR573

The Committee received and considered proposed recreational charges for 2024-25 as part of the budget setting process.

In response to Members’ questions, the RFO explained the variances of the 2023/24 and 2024/25 figures. Changes in the current year were due to the fact VAT was no longer being applied to  ...  view the full minutes text for item PR573

The RFO left the meeting at 6.50pm

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

The Committee received and considered the report of the Deputy Town Clerk concerning items raised from the Council’s satisfaction survey earlier in the year.

Members noted several projects mentioned were underway or had been completed such as the refurbishments of the Skate Park and West Witney Sports & Social Club Clubhouse.  ...  view the full minutes text for item PR574

Cllr T Ashby left the meeting at 7.14pm

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 alongside a report on the Council’s grass sports pitches by STRI (formerly the Sports Turf Research Institute).

Members welcomed such a positive report showing the improvement in all the pitches from the previous year. The weather  ...  view the full minutes text for item PR575

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 PR576

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 PR576

The Committee received the confidential report and verbal update of the Head of Estates & Operations concerning the redevelopment of the Leys sports areas, known as the Leys Masterplan.

Members heard plans had been submitted to the Planning Authority by Courtside Hubs CIC who were spearheading the project and illustrative guides  ...  view the full minutes text for item PR577

The Committee received and considered the report and verbal update of the Head of Estates & Operations concerning the refurbishment of West Witney Sports & Social Clubhouse.

Members agreed the general condition of the clubhouse meant the refurbishment was necessary and were pleased plans had been submitted to the Planning Authority. Further  ...  view the full minutes text for item PR578

To receive the confidential report of the Town Clerk/CEO. (To Follow)

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

There were updates on the transfer of several play areas from West Oxfordshire District Council; Heads of Terms agreements had been received and these, along with further queries would be reviewed by the Policy, Governance & Finance Committee.

Members  ...  view the full minutes text for item PR579