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, 9th January 2008 at 7.45 p.m.

Present

Chairman – Councillor D D Chopping

Councillors A T Bradley, Tania Christidis (to 9.25pm), W P Gothard, N Jorgensen (from 8.50pm) and K J Miall.

An apology for absence was received from Councillor T A Holton.

58. MINUTES OF PREVIOUS MEETING

The Minutes of the meeting held on 24th October 2007 were approved as a true record and signed by the Chairman.

59. FINANCIAL INFORMATION

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

60. COMMUNITY CENTRES

60.1 Maiden Place Community Centre

60.1.1 New Curtains

Members were reminded of the discussions recorded at Minute 30.3.1 of the meeting of this Committee held on 5th September 2007 and its resolution which delegated authority for choice of colour and method of manufacture of the curtains to Councillor Pamela Dunn and the Deputy Town Clerk.

The Committee noted a report of the Deputy Town Clerk that, unfortunately, it had not been possible to use the same source for materials as had been quoted to the Committee in September. A new source had been identified, a design and appropriate method of manufacture had been chosen and an order placed with the curtain supplier.

The Committee further noted that there was an additional cost of just over £200, but the project was still within the budget of £3,000.

60.1.2 Soundproofing of Hatch

The Town Clerk reported that complaints had been received, over an extended period, concerning the transmission of noise from the Social Club into the Main Hall. The noise was being emitted through the serving hatch between the Club and the hall, which was currently fitted with a roller shutter on the hall side. Whilst, in general, the level of noise was probably no more than would be expected from the nature of activities that took place in the Club, it did cause disturbance to certain regular weekly hirings in the Main Hall, such as the Bridge Club, Yoga, Tai Chi, etc., which spoilt the enjoyment of users.

For the past several months, the Town Council staff had attempted to find a solution to the problem and, whilst being aware that any solution would need to considerably increase the level of soundproofing currently provided by the roller shutter, it was noted that the hatch would still have to be opened, as appropriate, for the serving of beverages to functions in the Main Hall.

Advice of a soundproofing Consultant was sought and, following consideration of his recommendations and consultation with other staff members, the best solution was deemed to be the removal of the existing roll-down shutter and its relocation to the Social Club side of the hatch. A pair of doors could then be manufactured (with a 40/60 split because of the space available) which would be suitably soundproofed and sealed, but which could be opened when access through the hatch was required.

A specialist manufacturer, as recommended by the consultant, Hodgson & Hodgson from Leicestershire, was asked to supply a quotation and this had been received in the sum of £2,780 + VAT for manufacture and fitting of the doors.

The Committee noted that, because of the wish to see the soundproofing to the hatch improved for the benefit of its members, the Bradshaw Bridge Club had donated £200 towards the cost of soundproofing. The Club had, also, expressed its thanks to the Caretaking staff for the cleanliness of the Community Centre.

Consideration was given to suggestions from Members for less expensive possible alternatives such as the use of a soundproof blanket type product.

RESOLVED that

1. an amount of £1,500 be put in the draft estimates for 2008/09 to be recommended to the Policy & Resources Committee for approval

2. subject to budget approval, the Town Council Officer’s be requested to endeavour to find an alternative solution to the problem within the amount stated above.

Note: Councillor D D Chopping declared a personal interest in this item and took no part in the voting thereon.

60.1.3 Kilnsea Pre-School – Request for Play Area

The Town Clerk reported that the Kilnsea Pre-School had advised that, to comply with the appropriate Ofsted regulations, it should be in a position to provide an outdoor area for children to play, even during the winter months. There was a grassed area to the rear of the Centre, but the Pre-School further advised that its use was limited due to a restriction which only allowed the children to use the area if the grass was dry.

Consideration was, therefore, given to a request from the Pre-School for a hard surfaced area to be provided, the width of the Main hall and stretching to the existing back fence. It was noted that the area would need to be enclosed by a picket fence.

Member’s noted that, should the request be approved, the Pre-School was willing to pay for the cost of materials and the construction could be undertaken by the Council’s Maintenance section.

RESOLVED that the request be approved and the construction be undertaken by the Council’s Maintenance section.

61. MAYS LANE CEMETERY

61.1 Tractor/Equipment Storage – Mays Lane Compound

Member’s were reminded that, at Minute 44.3 of the meeting of this Committee held on 24th October, it was resolved that further information and costings be obtained for the purchase and erection of a new tractor/equipment storage shed at the Compound.

The Committee had previously been advised that the small concrete garage currently at the Compound was in a very poor state of repair. Photographs and a Health & Safety Report were submitted to this meeting and an inspection by the Town Council's Health & Safety Officer suggested that it should be condemned. It was too small to house much of the equipment used at Sol Joel Park resulting in this equipment having to be stored outside. Furthermore, when it rained, the building itself flooded to a depth of 75-100mm, resulting in the equipment, being stored there, sitting in water. In windy weather, the concrete sides of the building could be seen "flexing".

Costings had been obtained for an agricultural type building of a size which would accommodate all the equipment currently used at the park and of a design which could be expanded if necessary in the future.

Three companies had been contacted, and the quotations received were as follows:

Browns (Wem, Shropshire) £19,400
Leofric (Banbury) £15,800
Capital (Guildford) £13,656

(All prices included erection on a concrete base prepared by others, supply and installation of rainwater goods, but excluded VAT).

The preferred specification was the one proposed by Leofric, since this included the provision of roof lights and a double skinned roof with fibreglass insulation.

Costs in addition to the actual building were:

Toilet, washbasin, taps and washroom sundries
£250.00
Electrical Works and fittings
£800.00
Architects Fees & Planning Permission
£500.00
Sewer connection
£1,000.00
5% contingency
£1,160.00

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Sub-Total:
£3,710.00
Building Cost:
£15,800.00
TOTAL:
£19,510.00

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Members were requested to consider how to proceed, subject to approval of the budget for 2008/09. The options were either to put the project out to tender or, given that three quotations had been obtained, to suspend Financial Standing Orders and accept one of the above quotations.

In response to a question from a Member, the Amenities & Leisure Manager informed the Committee that the costings were for a building measuring approximately 10 x 8 metres which would be large enough to accommodate all the machinery currently stored outside. This would reduce the Health & Safety risks, extend the life of the machinery and, because the equipment would be housed in secure storage, could, also, reduce the Insurance premium. He further reported that the new facility would be large enough to store the equipment from the Sol Joel Park Pavilion whilst the proposed building works were taking place.
RESOLVED that

1. an amount of £20,000 be put in the draft estimates for 2008/09 to be recommended to the Policy & Resources Committee for approval

2. Wokingham Borough Council be informed of the Town Council’s intention to replace the current garage with a larger building.

62. SOL JOEL PARK

62.1 Sub-Committee

Consideration was given to the Minutes of the Sol Joel Park Sub-Committee meeting held on 5th December 2007, a copy of which is appended to these Minutes for the information of Members.

The Town Clerk further reported that, subject to approval of the Recommendations, Tender invitations for the car park extension would be sent out and would be opened prior to the next full Council meeting.

He had, also, made contact with local environmental funders with a view to obtaining financial support from landfill operations and there was an imminent meeting planned with the Hicks Development League. Costings had been received for publicity leaflets and, also for the “cost in use” of the building.

RESOLVED that

1. the report be received and the Recommendations contained therein be adopted

2. Councillors A T Bradley, D D Chopping, N Jorgensen, Mrs J A Lissaman and K J Miall together with the Town Clerk be requested to consider the content of a Business plan for the project.

62.2 Letter of Thanks

The Committee noted that a letter had been received from the Laurel Park Football Club which expressed thanks to the Finance Manager and all staff, involved with the Club and pitches at Sol Joel Park, for accommodating its request for pitch hire at short notice and, also, for the excellent condition of the pitches.

63. EARLEY ENVIRONMENTAL GROUP

The Committee noted that the Earley Environmental Group, together with the Reading RESCUE, would be holding its annual litter-pick on Sunday 16th March 2008 from 10.00am to 12.30pm. The Senior Park Ranger had contacted the District Commissioners of the various local youth organisations to ascertain an approximate number of volunteers and, if there was sufficient advance interest, there would be an additional day held on Saturday 15th March. Members were informed that they would be welcome at the event and further details would be available nearer the time.

64. PUBLICATIONS

Members noted that no publications had been received for this Committee

65. ONGOING MATTERS

22/03/06 (86)
Sol Joel Pavilion
To be a standing item on future agendas until further notice

05/07/07 (35.2.1)
Earley Fun Day 2008

Councillor S Khan to organise Town Council stall for 2008

RESOLVED that

1. Councillor S Khan be requested to provide an update, on the Earley Fun Day 2008 Town Council stall, to the next meeting of this Committee

2. the MERA Sculpture Work proposal be added to the list of Ongoing Matters on the next Agenda of this Committee.

66. ESTIMATES OF INCOME & EXPENDITURE

Consideration was given to the draft estimates of income and expenditure for 2008/09 and the revised estimates of income and expenditure for 2007/08. In connection therewith, the Committee noted and approved the details of the financial transactions for the period ended 30th November 2007 included within the report.

Members were pleased to note that a lot of conservation work in the Maiden Erlegh Local Nature Reserve was carried out by volunteers which represented quite a saving within the budget.

With regard to the electricity costs for the Interpretation Centre, Members noted that enquiries were being made into possible sponsorship of solar panels.

RESOLVED that

1. the revised estimates for 2007/08 and the draft estimates for 2008/09, as appended hereto, be recommended to the Policy & Resources Committee for approval

2. a revised and updated report on the budget for the Playclubs be provided to the next meeting of the Policy & Resources Committee

3. investigations be made with regard to the possible use of bio fuel in the Town Council’s vehicles

4. enquiries be made with Wokingham Borough Council with regard to the use of Waste Management and Section 106 monies for play equipment costs.

67. BMX TRACK

Members were requested to receive a report on the current situation with regard to the finding of a suitable location in Lower Earley for the provision of a BMX track. In view of the sensitive nature of the report, the Committee was asked to consider the exclusion of the press and public during discussion of the item.

A Member requested that a recorded vote be taken on this item and the vote was as follows:

FOR: 4 AGAINST 2

RESOLVED that the press and public be excluded from the meeting during discussion of a confidential matter relating to the provision of a BMX track.

Note: Councillor Tania Christidis requested that her vote against the request be recorded and then left the meeting.

68. PRESS RELEASES
.
RESOLVED that the items relating to the Sol Joel Park letter of thanks, possible sponsorship of solar panels, Volunteer work, and possible use of bio fuel for Council vehicles should receive emphasis.

69. TERMINATION OF MEETING

The meeting was declared closed by the Chairman at 10.12pm