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, 5^th September 2007 at 7.45 p.m.

Present

Chairman – Councillor D D Chopping

Councillors Pamela Dunn, W P Gothard, N Jorgensen, S Khan and K J Miall.

Apologies for absence were received from A T Bradley and T A Holton (Borough Council meeting).

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28.       MINUTES OF PREVIOUS MEETING

The Minutes of the meeting held on 30^th May 2007 were approved as a true record and signed by the Chairman.

29.       FINANCIAL INFORMATION        

The Committee noted details of the financial transactions for the period ended 30^th June 2007, a copy of which is appended to these Minutes.

30.       COMMUNITY CENTRES

30.1      Floor Refurbishment – Maiden Place and Radstock Lane Community Centres

            Councillors were reminded that, in order to keep the floors in both Community Centres in good condition, it was necessary for them to be machine-scrubbed, to remove deposits, and then re-varnished on a regular basis, preferably on an 18-month to 2-year cycle.  The floors were last refurbished at the Maiden Place Centre in August 2006 and at the Radstock Centre, in October 2006.

Quotations had been sought from the Town Council’s Contractor, Peter Dorrell & Co., for the necessary works to be carried out again in the 2008/09 financial year.  Consideration was, therefore given to the following quotations received in the sum of:

·         £1,370  (£1,325) + VAT in respect of the main hall and parish room at Radstock Centre

·         £1,670  (£1,570) + VAT in respect of the main hall and function room at Maiden Place  Centre

            Members noted that the equivalent costs from 2006 were shown in brackets and were advised that, should the quotations be approved, in view of the specialist nature of the work to be undertaken, it would be necessary to suspend the appropriate Financial Standing Order.

            The Committee was of the opinion that, to avoid any possible long-term damage to the floors through lack of regular maintenance, the work should be implemented in Spring 2008 and, accordingly, it was

RESOLVED that

1.         the Contractor be asked if the quotation period could be extended for a further six months

2.         subject to the above, sufficient funds be included in the 2008/09 budget and the Policy & Resources Committee be asked to look favourably upon the request

3.         subject to approval of 1 and 2 above, and in view of the specialist nature of the work, Financial Standing Order 11.1(b)(i) be suspended.

30.2      Radstock Lane Community Centre

30.2.1   Community Association – Extension of Hours

30.2.1.1            Annual Charity Event

Consideration was given to a request from the Community Association for extension of hall hire on Saturday 10^th November for its Annual Charity Event which, this year, was in aid of Home Start.  There would be a Barn Dance with supper and, as the band required payment for four hours and it was hoped to raise as much money as possible, the Association had requested approval for an extension to 12 midnight.

Members were reminded that the Council’s hiring policy was 11.30pm latest finish time on Saturdays.  The Association had stated that, if its request was approved, the bar would be closed at 11.00pm, the dancing would cease at 11.30pm and the building would be vacated by midnight.

In accordance with the terms of the Council’s use of the site, the Head Teacher of the School had been invited to comment on the request and a reply was awaited.  Members were reminded that any approval would be subject to Caretaking cover.

RESOLVED that, subject to a positive reply from the Head Teacher and satisfactory caretaking arrangements, the extension of hours be approved.

30.2.1.2            General Weekend Opening

Consideration was given to a proposal, received from the Earley Community Association/Earley Radstock Social Club to extend its opening hours to 11.30pm on Fridays and midnight on Saturdays.  Background information provided by the Social Club was appended to the Agenda for the information of Members only.

Members were reminded that the current opening times were as follows:

7.30pm to 11.00pm                    -                       Monday to Friday

1.30pm to 11.00pm                    -                       Saturday

12.30pm to 3.30pm and 7.00pm to 10.30pm         Sunday

The Chairman reported that there were four representatives of the Social Club present at the meeting and invited one of them to speak.

The spokesperson reiterated the background information and added that there was an urgent need to boost the membership which could possibly be achieved by relaxing the current restriction on the opening hours, as stated above, in line with a request from the membership.  In response to a question from a Member, the spokesperson advised that there had been no request for a midnight extension on Fridays.

The Committee was of the opinion that it would be prudent to allow the Social Club the option of a Friday evening extension to midnight that could be utilised as and when required and, accordingly it was

RESOLVED that

1.         subject to approval from the Head Teacher at Radstock School, the request be approved with an additional option to remain open until midnight on a Friday evening if required

2.         the matter be reviewed in one year’s time.

30.3      Maiden Place Community Centre

30.3.1   New Curtains

The Town Clerk reported that, further to the discussions recorded at Minute 5.1.2 of the meeting of this Committee held on 30^th May, quotations had been obtained for the manufacture of new curtains for the Centre which included the cost of the chosen fire retardant material.

Further investigation had shown that there were two options.  The first was to have the curtains manufactured in the traditional manner, i.e. with fire retardant material and lining.  The second was to purchase the same design of material with a ‘dim-out’ option which had a special backing affixed to the fabric that would make the curtains thicker thus avoiding the need for lining.  The traditional fabric was cheaper per metre, but there was the cost of the lining material and the additional cost of making.  Traditionally, the Town Council had always bought lined curtains because of the additional wearing quality and the fact they hung better.  Therefore, it had no experience of curtains made with ‘dim-out’ material, but had been assured by the manufacturer that they, also, would be hard wearing.

Consideration was, therefore, given to the revised quotations, shown below, which were for all materials (excluding tracks) and manufacturing costs, but excluded VAT.

* This price was for unlined curtains as the Company was unable to supply ‘dim-out’.

RESOLVED that

1.         the decision with regard to colour and manufacture options be delegated to Councillor Pamela Dunn together with the Deputy Town Clerk

2.         the quotation from Fabric Warehouse, for either option, be approved.

30.3.2   Security Cages to Air Conditioning

            Members were reminded that Minute 18.2.1 of the meeting of this Committee held on 4^th July recorded the discussions which took place in respect of the installation of galvanised metal cages over the external elements of the recently installed air conditioning units at the Centre.

It was noted that, prior to the commencement of this meeting, Members of this Committee had attended a site meeting at the Centre and were of the opinion that the installation of cages was too expensive and, accordingly, it was

RESOLVED that the Town Clerk be requested to ascertain the following:

1.         whether the existing plastic grill could be replaced with a metal grill

2.         whether the existing grill could be covered by a form of mesh protection and, if so, could this be fitted to the unit

3.         costings to replace the fan and existing plastic grill.

31.       MAIDEN ERLEGH LOCAL NATURE RESERVE

31.1      Proposal for Sculptural Work

Members were reminded that, at Minute 7.7 of the meeting of this Committee held on 30^th May 2007, it was resolved that the concept of a sculpture suitable for installation on Swan Island be approved in principle.  The Town Clerk subsequently advised MERA of the parameters for this work and a meeting took place on 25^th June between representatives of Maiden Erlegh School, MERA and Town Council Officers to further consider the feasibility of the project.  The school proposals had been forwarded to MERA and Councillors were requested to consider the preferred design.  A summary of progress to date, prepared by MERA, together with a sketch of the proposed design, was attached to the Agenda for the information of Members only.

The Chairman reported that there were two representatives of MERA present at the meeting and invited one of them to speak.

Mr Soul advised the Committee that MERA had allocated some of its own funds for the project and, now that a first estimate of costings had been obtained, would be seeking additional funding, including grant aid, to cover the costs of the sculpture itself and its installation on Swan Island.  He asked whether the Council could assist with further grant aid of £1,000 to be directed, specifically towards the costs of the Sculptor’s fee, site work on the island and a tubular A-frame to support the frond end of the sculpture.  He anticipated that there would be an approximate shortfall of £400 and asked whether the Council would be willing to contribute further in support of the project.

Consideration was, therefore, given as to whether any Council funding should be made available to contribute towards the project.  The Town Clerk advised that the Town Council could assist with the logistics and installation but the sculpture would need to be in the ownership of the Town Council.  Intellectual rights could remain with the Artist and Sculptor and a memorandum to this effect could be given to MERA.

RESOLVED that consideration for funding be deferred pending MERA’s discussion with its membership with regard to future ownership of the sculpture.

31.2      Reservoirs Act 1975

31.2.1      Annual Supervising Engineer's Report

Members noted that the Annual Supervising Engineer's Report for Maiden Erlegh Lake, covering the period September 2006 to August 2007 had been received.  There were no important issues outstanding but a few maintenance measures were contained within the report, a copy of which was being sent to the Environment Agency as the Enforcement Authority by the Executive Engineer.

RESOLVED that the Town Council’s thanks to Officers and volunteers, for work carried out at the lake, be recorded.

31.2.2   Appointment of Supervising Engineer

The Town Clerk reported that advice had been received from Jacobs UK Limited, that Mr Colin Makinson, the Supervising Engineer, would be retiring and that the Town Council would need to appoint a replacement.

A Mr James Penman, also from Jacobs UK Limited, had been suggested by the Company and his name had been forwarded to the Environment Agency.  Mr Penman had accompanied Mr Makinson at the Annual Inspection on 15^th August and, at the recommendation of the Town Clerk, consideration was, therefore, given to the approval of the appointment of Mr James Penman as the Supervising Engineer for the Lake.

RESOLVED that the appointment of Mr James Penman, as Supervising Engineer for the Lake, be approved.

31.3      Family Fishing Day

Members noted that a successful Family Fishing Day, during the National Fishing Week, took place on Saturday, 21^st July at the Lake.  The day was designed for anyone who wished to try fishing for the first time and, as it was well supported, it was hoped that a similar event could be staged in 2008.  Grateful thanks had been acknowledged to the Environment Agency which had provided the free training and equipment.

RESOLVED that the request for a Family Fishing Day, to be held in 2008, be approved.

31.4      Appointment of Water Bailiffs

The Amenities & Leisure Manager advised there were three vacancies for Water Bailiffs at the lake and, accordingly it was

RESOLVED that

1.         the following Water Bailiffs be appointed:

Daniel Beard

Luke Botting

Mark Lee

2.         an item to consider an increase in the number of Water Bailiffs, be placed on the next Agenda of this Committee.

32.       SOL JOEL PARK

32.1      Sub-Committee

Consideration was given to the Minutes of the Sol Joel Park Sub-Committee meeting held on 25^th July 2007, 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.

32.2      Appointment of Quantity Surveyor

Members noted that, at Minute 3 of the Sub-Committee meeting held on 25^th July, it was recommended that Building Design Services be requested to engage a Quantity Surveyor to provide an accurate estimate of building costs, based on quality of materials, to be agreed with the Town Council.

In order to move matters further and to avoid delay, the Town Clerk, in consultation with the Town Mayor and the Chairman of Amenities & Leisure Committee, agreed to proceed, as urgent action, with the engagement of the Quantity Surveyor.

RESOLVED that the action of the Town Clerk be approved.

32.3      Update on Meetings held since the last Sub-Committee Meeting

Members noted that three meetings had taken place since the meeting of the Sub-Committee on 25^th July:

·         6^th August – meeting with Beverley Thompson, Sports Development Manager at Wokingham Borough Council

·         22^nd August – meeting with representatives of the Hicks Development League

·         5^th September – meeting with representatives from BDS and a Quantity Surveyor

            Reports of the first two meetings were attached to the Sub-Committee Minutes for the information of Members only.  In respect of the third meeting, the Town Clerk reported that various items were discussed including standards, approaches and layouts.  There was a need to establish the costs for use of the building in addition to the global cost.

Members were further advised that following the various discussions, consideration would need to be given to the layout of the various sports pitches for the future and also the effect this would have on the final location of the extended car park.

With regard to the car park, consideration was given to plans submitted by the Amenities & Leisure Manager which showed two options.  Members noted that provision for a vehicle path between the two pitches needed to be made but Plan 1 only allowed a 6 metre safety zone between the car park and pitch 1, which was insufficient for the tractor turn and, therefore, Members were of the opinion that Plan 2 would be the better option.  It was noted that there was a need to assess the number of additional cars that could be accommodated within the car park extension.  Accordingly, it was

RESOLVED that subject to a sufficient number of car parking spaces, Plan 2 be approved.

33.       SKATEPARK/BMX TRACK PROJECT

Further to the Resolution at Minute 10 of the meeting of this Committee held on 30^th May (which was subsequently amended at the Town Council Meeting on 26^th June), Town Council Officers had requested clarification on the Committee’s perceived way forward for this project.

            In particular, Members were asked to consider the following:

Ø      Should Officers continue to investigate the possible use of Riverside Park for the BMX track facility

Ø      Were there other sites in Lower Earley which the Committee considered should be investigated for the BMX track and/or the Skatepark

Ø      Should Officers contain investigations into a suitable site for the Skatepark to Lower Earley, or should the whole of the Town be looked at?

Consideration was, also, given to the alternative option of extending the Skatepark at Sol Joel Park and the possibility of siting a BMX facility at the same site.

The Chairman reported that there were two local residents present at the meeting and invited them to speak.

The residents were of the opinion that the Skatepark and BMX track were two separate projects and asked for clarification on the matter.  The Town Clerk advised that funding had been allocated to the two projects as a whole.

In response to a question from a Member as to whether consideration could be given to a small BMX track on part of Riverside Park, Councillor Miall offered to investigate this, and alternative sites, and speak with potential users to ascertain their views and submit a report to the next meeting of this Committee.

RESOLVED that

1.                   the offer of Councillor Miall be accepted

2.         the Skatepark project be deferred at the present time.

34.       RIVERSIDE PARK

Members were advised that, at the Town Forum held on 1^st August 2007, a local resident had asked whether the Town Council would be in a position to support an improved status for Riverside Park that could lead to better protection for the wildlife reported as being present in the area.  In response, the Chairman of the Amenities & Leisure Committee said that a holistic approach of the whole park would be taken in deciding any alterations for the current status, and that the matter would be considered by this Committee.

The Committee noted that, should the status be changed, it might no longer be possible to continue with activities that currently took place at that location.  It was further noted that BMX riding was likely to become an Olympic sport and, therefore, it had become more popular.  It was also suggested that it might be possible to change the status on, only, part of the Park which could then facilitate a Local Nature Reserve with the unclassified land being utilised for a BMX track.

Members were reminded that the Park was in the ownership of Wokingham Borough Council and, therefore, the Town Council could only form an opinion and offer support.  It was, further, noted that all or part of the land might already hold some protected status.

RESOLVED that enquires be made with Wokingham Borough Council as to the current status, level of protection and potential for enhancement appertaining to the land and that the matter be considered at a future meeting of this Committee.

35.       EARLEY FUN DAY

35.1      Earley Fun Day 2007

            Members noted that a letter of thanks had been received from the Woodley & Earley Lions Club in respect of the Town Council's assistance with the Fun Day held on 7^th July this year.  Particular mention was made of the use of the Council's vehicle and line marking machine.  The Lions Club reported that, although there were no figures to hand at the time of writing, it was confident to be able to continue to donate funds to local causes.

35.2      Earley Fun Day 2008

            Members were reminded that, at Minute 21 of the last meeting of this Committee, it had been reported that preparations for the involvement of the Town Council in the 2007 Fun Day were in progress and that the Town Mayor had been invited to be present at the official opening of the event and to draw the first prize in the raffle.

During the debate on this item, a number of Councillors indicated that they wished to discuss a greater involvement by the Town Council in the annual Fun Day and it was resolved that consideration be given to future involvement at the next meeting of this Committee.

The Town Clerk reported that, at present, the Earley Fun Day was organised by the Woodley & Earley Lions and was supported by the Town Council in a number of ways.  The loan of a van and other equipment, together with assistance with marking-out and provision of bags for the collection of litter, plus the Town Mayor's involvement had been the traditional methods of support.  For the last two years, the Town Council had also resolved to underwrite any loss that might be incurred due to inclement weather up to a limit set by the Members.  In previous years, Members had manned the Town Council stall on the day but this did not occur in 2007.

Consideration was, therefore, given as to whether Members wished to have an enhanced involvement with the Fun Day for 2008 and beyond.  The Committee was of the opinion that there should be a Town Council presence on the actual day and it was suggested that a stall, accommodating leaflets depicting the Town Council activities, be organised by Officers and manned by Members.

The Town Clerk further reported that a letter had been received by a Member, from the Lions, requesting Grant Aid.

RESOLVED that

1.         Councillor Khan, supported by Officers, be appointed as Co-ordinator to oversee the manning of a Town Council stall in 2008

2.         the Town Council continue to underwrite the event and consideration of the amount be deferred until the next meeting of this Committee

3.         the Lions Club be informed that, although it is welcome to make a Grant application, the Council funds, budgeted for that purpose, were limited.

36.       GREEN FAIR

            Members noted that the Green Fair was, again, very successful and for the third year running there had been an increase in the attendance.

It was further noted that the Secretary of MERA had contacted the Town Clerk to pass on congratulations to the staff and relevant Committees of the Council for organising and supporting the Fair and, in particular, mention was made of the hard work and enthusiasm put in by the Park Rangers.  Also, it had been encouraging to see so many Town Councillors present, supporting the event.

RESOLVED that this Committee’s thanks be conveyed to the Park Ranger staff.

37.       FINANCIAL REVIEW

37.1            Play Club Schemes

The Committee noted that a Summer Play Club had been held at the Radstock Lane Community Centre from 23rd July until 31^st August.  Attendance figures were set out below with last year’s figures in brackets.  For comparison, actual possible attendance figures at any one session per week would have been 160.

* Short week because of Bank Holiday

            37.2      Financial Information

            The Committee noted details of the financial information as follows: