AMENITIES & LEISURE COMMITTEE

Minutes of a meeting of the Amenities & Leisure Committee held in the Council Chamber at the Council Offices, Radstock Lane, Earley, Reading on Wednesday 2^nd July 2008 at 7.45 p.m.

Present

Chairman – Councillor D D Chopping

Councillors Mrs A Ames, J Armstrong, M J Firmager, W P Gothard, T A Holton, K J Miall and G Woods

In attendance: Councillors M A P Deegan (to 8.45pm), C J W Edmunds (to 8.45pm) Mrs J Lissaman and over fifty residents from the Paddick Drive area

An apology for absence was received from Councillor Ms T Christidis (Illness)

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16.       MINUTES OF PREVIOUS MEETING

The Minutes of the meeting held on 21st May 2008 were approved as a true and correct record and signed by the Chairman.

17.       MAYS LANE CEMETERY

17.1      Future Cemetery Provision

            Members were reminded of previous reports to this Committee, that there would be a need for further burial land to be made available within the next ten years when the currently used areas of the Cemetery became full.

The Town Council had for some time been looking for other plots of land but, so far, no new areas, other than the unused section beyond the fence boundary of the current Cemetery, had been found.

Members were further reminded that, when the unused section became ready for use, there would be an increased maintenance cost which would not be covered by an income stream for many years to come.  It was estimated that the grass cutting contract, at current prices of around £6,000 per annum, would approximately double from the existing sum provided in the budget.  It was, also, noted that the Town Council granted an Exclusive Right of Burial, for a period of fifty years, which was paid for at the time that a burial plot was reserved.

The Town Clerk had been advised by the ICCM that it was the practice, in some areas of the country, to offer a renewal of the Exclusive Right of Burial at intervals between the initial granting of that Right and its expiry.  This would, if adopted by this Council, lead to an income stream which could contribute towards the maintenance costs of the new portion of the Cemetery and would, if implemented immediately, allow the Town Council to build up a reserve against the future costs.  The Town Clerk further suggested that, if adopted, renewals should be offered on a five year rolling programme.

A Member was of the opinion that, once the Cemetery became full, the Principal Authority would become responsible for the future maintenance of the land.  The Town Clerk informed Members that, it was his understanding that Earley Town Council, as a Burial Authority in its own right, would continue to be responsible but, he agreed to seek clarification on the matter.

In view of the sensitive nature of the proposal, some Members felt that more detail was required before any decision could be made and, accordingly, it was

RESOLVED that

1.         The Town Clerk be requested to make further investigations into the implications of the proposal

2.         clarification be sought with regard to future maintenance as outlined above.

Note: Councillor M J Firmager declared a personal interest in this item and took no part in the voting thereon.

17.2      New Equipment Store

Members were reminded that, at Minute 75.2 of the meeting of this Committee held on 27^th February, it was resolved that, subject to Planning Permission being received, the quotation from Leofric Buildings, for the supply of the new equipment store, be accepted.

The Planning Approval was received at the end of May but, when the Amenities & Leisure Manager attempted to place the order, he was advised that, due to the increase in oil prices and resultant rise in the price of steel, the cost of the building and cost of delivery had both increased substantially since the original quotation had been prepared.  The revised cost would be £18,290 + VAT.

Councillors were further reminded that, at the same meeting, a Tender had been approved for the work to the car park in Sol Joel Park at a cost of £15,802.70, against a budget allocation of £22,000.  This work had now been completed on budget.

In view of the unforeseen rise in the cost of the new equipment store, and the fact that the car park extension at Sol Joel Park was achieved under-budget, Members were asked to approve a virement of £3,000 from the Sol Joel Car Park budget to the Equipment Store budget to allow completion of this project.

RESOLVED that the revised cost be approved and funded by a virement from the Sol Joel Park Car Park budget.

18.       SOL JOEL PARK

18.1      Sub-Committee

Consideration was given to the Minutes of the Sub-Committee meeting held on 24^th June a copy of which is appended to these Minutes for the information of Members.

RESOLVED that the report be received and the Recommendations contained therein be adopted.

19.       EARLEY FUN DAY

19.1      Earley Town Council Involvement

Members noted a report of the Town Clerk that he had received thirteen responses from Councillors with regard to assistance at the Fun Day.  The portable marquee had now been delivered and Officers were working on the displays.

Councillor Miall informed the Committee that his wife had volunteered to run a face painting session in the marquee to occupy children whilst their parent/guardians were speaking with Councillors.  He further requested the Committee to suggest a suitable charity to which the proceeds of the face painting could be donated.

The Committee was of the opinion that there was a need to brief Member volunteers on the current position with regard to the proposed BMX track to enable them to answer any questions on the day.

RESOLVED that

1.         proceeds from the face painting be donated to the Alexander Devine Children’s Cancer Trust

2.         a poster and publicity material be obtained from the above-mentioned Trust

3.         Member volunteers be briefed on the current position with regard to the proposed BMX track. 

20.       BMX TRACK   

Members were reminded that, further to the resolution made at Minute 10 of the last meeting of this Committee, an informal meeting of affected residents took place on 4^th June in the Council Chamber.  Invitations had been sent to over fifty affected neighbours and, in the event, sixty-nine people attended.  The Town Council was represented by the Chairman of this Committee, Councillors W P Gothard, K J Miall and the Vice Chairman of the Planning Committee.

Copies of the plans were made available for inspection at that meeting.  A number of residents had expressed their views concerning the proposal, several of which had expressed opposition.  The Chairman of the Committee informed them that no decision had been taken on whether to proceed further and that the matter would be referred back to this meeting for a decision on how to proceed.

Members were advised that, if it was resolved to go to the next stage of formal consultation, the findings of that consultation should be heard before submission of any Planning application.

The Chairman welcomed the residents to the meeting and invited one of them to speak to the Committee, on their behalf, for a period not exceeding five minutes.

Mr Alan Davidson, the Chairman of the Paddick Drive Residents Association, expressed his disappointment with regard to the time allowed because he had prepared a twenty minute presentation.

Following procedural advice from the Chairman and the Town Clerk, Mr Davidson gave a summary of his presentation made on behalf of the residents, much of which included questions asked at the Town Forum on 25^th June and had, accordingly, been reflected in the Minutes of that meeting.  It was noted that he had spoken for a period of twelve minutes.

Councillor’s M A P Deegan and C J W Edmunds, following examination and collation of correspondence and questions received from residents to Members of the Town Council and the Town Clerk, read out their list of replies to the various points raised.

            The Chairman stated that he was aware of the strength of opposition from the immediate residents and was of the opinion that a full consultation, to determine the need for youth facilities, should be proceeded with.

RESOLVED that

1.         arrangements be made for a full consultation

2.         copies of the list of replies be circulated to all Councillors

21.       FINANCIAL REVIEW

22.1      Cemeteries & Allotments

Members were reminded that this item formed part of the ongoing review of amenities as previously agreed by the Committee.  At this meeting, two areas of provision were being reviewed, namely cemeteries and allotments.

22.1.1   Cemeteries

The Committee was reminded that the Town Council managed the Cemetery in Mays Lane. Different fee scales were charged, dependent on the place of residence, as agreed by this Committee at Minute 45.2 of the meeting held on 24^th October 2007.

The Income and Expenditure for the Cemetery for 2007/08 was as follows:

Expenditure

Income

The Committee further noted that:

1.         Income from burials and cremated remains were higher than forecast.  However, the Town Council could only base estimates on past results and had no control over the outcome.

2.         As the spines were now constructed in-house, the estimated amount for 2007/08 was in excess of the actual figure.  The 2008/09 budget had been adjusted to reflect this.

22.1.2   Allotments

            Members were reminded that the Town Council managed an allotment site in Culver Lane with 73 plots.  The current occupancy rate was 100% and there was a waiting list with priority being given to Earley residents.

            The Income and Expenditure for the allotments for 2007/08 was as follows:

            Expenditure   

            Income

The Committee further noted that the estimated income was based upon the expectation of uptake of the allotment plots and that the allotment year ran from 1^st January and, therefore, this estimate had to be made almost one year in advance.  Nevertheless, the actual income from allotment rents was in excess of the estimate for 2007/08.

The wages outturn was a reflection of the apportionment of time between different aspects of the service across the Committee.

23.       PUBLICATIONS

Members noted that the following publications had been received and were available for perusal in the Council Offices:

24.       ONGOING MATTERS

25.       PRESS RELEASES

RESOLVED that the items relating to the BMX Track and the Fun Day should receive emphasis at the appropriate time.

26.       TERMINATION OF MEETING

            The meeting was declared closed by the Chairman at 9.35

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