Agenda item

To receive and consider the confidential report of the Town Clerk

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

Members were provided with updates on a range of property and lease matters, including the Leys Hub Development, West Witney Tennis Courts, and the Clubhouse.

In relation to the Leys, members noted the Heads of Terms prepared by Officers in consultation with the Council’s professional property advisors, which had been circulated prior to the meeting. Discussion took place on the proposed level of rent, and the Town Clerk was instructed to negotiate this further with the tenants. An update was also given on the infrastructure supporting the tennis courts at West Witney Sports Ground, and it was agreed that the tenants should submit an invoice for the costs incurred in carrying out repairs.

Prior to Officers drafting Heads of Terms for the eventual lease of the clubhouse at West Witney Sports Ground, the Committee were being asked to consider the responsibility and future management of the sports changing rooms, given that these facilities were to have separate access from the social club.  Members emphasised that all sports ground users must be able to access them in the future regardless of membership to the sports and social club, and that this requirement should be clearly reflected in any lease.

Estate matters were also discussed, with members agreeing that an external review of the Council’s grounds maintenance should be undertaken as good practice, following three years of in-house operation. In addition, a decision was taken regarding how the Council should proceed with an issue concerning amenity land at Thorney Leys.

Resolved:

1.      That the confidential report be noted;

2.      That the Council’s legal position on the Leys Hub Development be noted, and that Bidwells be instructed to progress the terms of the lease and rent level as set out in the Heads of Terms and as discussed;

3.      That Witney Lawn Tennis Club submit an invoice for the fencing repairs; and

4.      That use of the changing room and toilet facilities at West Witney be protected for the benefit of all sports users.

5.      That, the Council commissions an external, independent audit of its in-house grounds maintenance service and,

6.      That, the issue surrounding amenity land at Thorney Leys be referred to West Oxfordshire District Council.