Agenda item

To receive the confidential report and recommendation from the Pavilion Working Party.

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

The Chair of the Pavilion Working Party explained that the Working Party had approached discussions with a neutral position, with a fallback option of the Town Council operating the facility if required. Having considered proposals from the interested party and assessed both the positive and negative impacts for football clubs, the wider community and the Council, the Working Party concluded that the proposal would offer benefits to all parties. While not a perfect solution, the arrangements were considered realistic and costed, with the potential to create a vibrant community facility. Key benefits included avoiding an increase in the precept for Witney residents and contributing positively to the West Oxfordshire District Council’s Playing Pitch Strategy, which identified a need for additional adult pitches. It was also noted that the Council had previous experience of operating facilities under a Community Trust model.

Concerns were raised about the level of information available to Members. The Town Clerk advised that some details were commercially sensitive and that the Policy, Governance & Finance Committee had delegated the matter to the Pavilion Working Party. Supported by officers, the Working Party had undertaken due diligence, including detailed financial scrutiny, and concluded that the Community Trust model presented was workable, recommending progression to a formal stage of negotiation.

While several Members supported the Community Trust approach, others sought further information or a delay. Concerns were expressed regarding opportunities for other clubs, the absence of resident consultation, the football club’s growth and potential future requirements for league-standard facilities, including responsibility for funding any additional works and maintaining community access to the open space.

Officers advised that a decision was required ahead of budget-setting to allow costs to be accounted for once the facility was transferred from the developer in 2026, and that no further information was available at this stage. Governance arrangements were also discussed, including trustee representation, with a proposal for one trustee from the Witney West ward and two from relevant standing committees.

Members noted that the Working Party was satisfied in principle that the proposal met Witney Town Council’s requirements in respect of; community access, financial sustainability and protection of Council assets (subject to a full repairing lease).

The recommendation to approve progression to formal lease negotiations with the proposed Community Trust, subject to the nomination of three Council Trustees was moved. A Member requested this be a named vote:

For:                       Cllrs A Bailey, J Doughty, O Collins, G Meadows, D Enright, R Smith, G Doughty, D Newcombe, S Simpson

Against:               Cllrs T Ashby, D Edwards Hughes, J Treloar, J Robertshaw, D Temple

A further recommendation to delegate to the Town Clerk/CEO, in consultation with the three nominated Council Trustees, authority to: Prepare draft Heads of Terms, develop a Service Level Agreement; and Progress detailed legal negotiations was moved. This was also requested to be a named vote:

For:                       Cllrs A Bailey, J Doughty, O Collins, G Meadows, D Enright, R Smith, G Doughty, D Newcombe, S Simpson.

Against:               Cllrs T Ashby, D Edwards Hughes, J Treloar, J Robertshaw, D Temple

Resolved:

1.      That, the confidential report be noted and,

2.      That, the Council approves progression to formal lease negotiations with the proposed Community Trust, subject to the nomination of three Council Trustees and,

3.      That, the Town Clerk/CEO, in consultation with the three nominated Council Trustees be delegated authority to:

·        Prepare draft Heads of Terms;

·        Develop a Service Level Agreement; and

·        Progress detailed legal negotiations.