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 30(d)(v) permits the appointment of substitute Councillors to a Committee whose role is to replace ordinary Councillors  ...  view the full agenda text for item PR260

An apology for absence was received from Councillor T Ashby, Councillor G Doughty 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.

There were no declarations of interest from Members or Officers.

To elect a Vice-Chair of the Committee for the 2025/26 Municipal Year.

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

It was proposed by Cllr R Smith and seconded by Cllr J Treloar that Cllr S Simpson be elected. There being no other nominations it was:

Resolved:

That, Councillor Sandra Simpson be elected Vice-Chair of the Committee  ...  view the full minutes text for item PR262

a) To adopt and sign as a correct record the minutes of the Parks & Recreation Committee held on 10 March 2025;

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 10 March 2025 were received.

Resolved:

That, the minutes of the Parks & Recreation Committee meeting held on 10 March 2025 be approved as a correct record of the meeting and be signed by the Chair.

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 Members of Witney Wolves Basketball Club concerning Agenda Item 10

The Committee reconvened.

During the following item:

Cllr J Treloar left the meeting at 6:08pm rejoining at 6:10pm

Cllr D Edwards-Hughes left the meeting at 6:35pm rejoining at 6:38pm.

To receive an update from the Deputy Town Clerk regarding basketball provision in Witney.

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 Deputy Town Clerk as to the current position of the provision for Basketball in Witney. Members had  ...  view the full minutes text for item PR265

To review the Committee Terms of Reference (TOR) if appropriate.

The Committee received and considered the report of the Deputy Town Clerk which outlined the current Terms of Reference for the Committee along with changes for consideration.

Following the Members discussions, it was agreed that the following amendments and additions be made:

That the wording of (c) be amended to  ...  view the full minutes text for item PR266

To receive and consider the tabled report of the Town Clerk/C.E.O concerning the priorities of this Committee during 2025/26.

The Committee received the tabled report of the Town Clerk/CEO along with a verbal update concerning the Committee Objectives & Work Plan for 2025/26.

Following the discussions regarding the provision for Basketball in Witney it was agreed that an objective be added.

To support the development of basketball provision in Witney  ...  view the full minutes text for item PR267

To receive the report of the Operations Manager.

The Committee received and considered the report of the Operations Manager along with a verbal explanation from the Head of Estates & Operations (HE&O) which related to West Witney Sports & Social Club’s cricket provision.

The HE&O explained that the table of costs was comprehensive however, as noted in the  ...  view the full minutes text for item PR268

To receive a verbal update from the Town Clerk.

The Town Clerk will provide an update on recent communications with Oxfordshire Cricket Board regarding ongoing interest in reintroducing cricket at The Leys. This includes a renewed expression of interest from Henry Box school in using a proposed artificial pitch on  ...  view the full agenda text for item PR269

The Committee received a verbal update from the Town Clerk/CEO in respect of the progression of discussions with the Oxfordshire Cricket Board and Henry Box School regarding the desire for an artificial wicket at The Leys Recreation Ground.

Oxfordshire Cricket Board had confirmed ongoing interest in reintroducing cricket at The  ...  view the full minutes text for item PR269

During the following item:

Cllr J Treloar left the meeting at 7:13pm rejoining at 7:16pm

To receive and consider the report of the Projects Officer concerning the progress of projects under the remit of this Committee being undertaken by the Council or Stakeholders.

The Committee received and considered  the report of the Project Officer regarding the major projects within the Town along with a verbal update from the Head of Estates & Operations (HE&O).

The Leys Masterplan

Members were concerned to hear of a further delay to the delivery of the renovations and  ...  view the full minutes text for item PR270

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 PR271

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 PR271

To receive and consider the report of the Projects Officer concerning the progress of projects.

The Committee received and considered the report of the Project Officer.

The Head of Estates & Operation answered Members’ questions regarding welfare provisions, insulation and cycle storage provision.

The report had outlined the building of the new works depot would be over one storey, rather than two storeys and would provide  ...  view the full minutes text for item PR272

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

The Committee received and considered the report of the Responsible Financial Officer regarding the West Witney Clubhouse renovation project and the option to tax to ensure that Value Added Tax (VAT) would be able to re reclaimed.

Members heard that the Council would be taking professional advice ahead of progressing  ...  view the full minutes text for item PR273