Agenda item

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

The Committee received and considered the confidential report of the Town Clerk/CEO concerning matters relating to the Council’s property portfolio and estate management.

Members received an update on ongoing rent and lease negotiations with Courtside Hubs CIC, as well as matters relating to the Witney Lawn Tennis Club at the West Witney tennis courts and the West Witney Sports & Social Club.

In relation to the projects at West Witney Sports Ground, the Committee received a verbal update on the RFO’s due diligence of the appointed contractor, since the Extra Ordinary Council meeting held on 10 November 2025. While the company was trading profitably, the review highlighted some factors – such as the businesses rapid growth and group structure – that suggested a performance bond could be considered.

A Performance Bond Risk Assessment had been carried out by the Head of Estates & Operations and the Projects Officer. This concluded that the contractor had a strong track record on similar projects and that requiring a bond at this stage could delay the programme and lead to significant additional costs.

Alternative financial safeguards would instead be put in place, including ongoing financial monitoring, independent project oversight, verified staged payments, and controls to secure ownership of materials.

On this basis, the Members agreed not to require a performance bond for the contract; but that the future use of assurance bonds should be considered within the Council’s Financial Regulations and Procurement Policy.

The Town Clerk’s confidential report also included an update from WODC on the planned improvements at Springfield Oval and agreed in principle that the Town Council should consider assuming responsibility for both the freehold transfer and the project management to ensure successful delivery of the Section 106–funded project.

Finally, Members were informed that the review of the in-house ground’s maintenance service had been unavoidably delayed, and they noted the earlier updates provided on property budgets and green initiatives.

Resolved:

1.      That, the confidential report be noted and,

2.      That, the update on negotiations on the level of rent and insurance at the Leys Hub Development be approved and,

3.      That, the request from Witney Lawn Tennis Club to offset the costs incurred for recent maintenance works undertaken by the Club against its rent invoice be agreed, and,

4.      That, an in-principle agreement be given to managing the development of the Springfield Oval open space and accepting the freehold transfer, subject to a formal request from WODC and,

5.      That, £50,000 should be included in the 2026/27 budget for green initiatives for the Council’s property portfolio.