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 21^st May 2008 at 7.45 p.m.

Present

Chairman – Councillor D D Chopping

Councillors J Armstrong, Tania Christidis (to 9.07pm), K J Miall and G Woods

Apologies for absence were received from Councillors Mrs A Ames (holiday), A T Bradley, M J Firmager, W P Gothard, and T A Holton.

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1.         MINUTES OF PREVIOUS MEETING

The Minutes of the meeting held on 27th February 2008 were approved as a true and correct record and signed by the Chairman.

2.         VICE-CHAIRMAN

RESOLVED that Councillor M J Firmager be appointed Vice-Chairman of the Amenities & Leisure Committee for the ensuing Municipal Year.

3.         APPOINTMENT OF SUB-COMMITTEES & WORKING PARTIES

Consideration was given to the appointment of Sub-Committees and Working Parties for the ensuing year.

Accordingly it was

RESOLVED that the following be appointed:-

Culver Lane Allotment Working Party – Councillors A T Bradley, D D Chopping, N Jorgensen, Mrs  P Jorgensen and T Maher together with a co-opted member nominated by the Horticultural Society.

Sol Joel Park Sub-Committee – Councillors D D Chopping, C J W Edmunds, M J Firmager, T A Holton, S Khan, N Jorgensen, Mrs P Jorgensen and Mrs J Lissaman.

Local Nature Reserve Advisory Group – Councillors D D Chopping, T J Chambers and N Jorgensen.

Mays Lane Cemetery Working Party – Councillors A T Bradley, Ms P Dunn, M J Firmager, N Jorgensen and T Maher.

4.         COMMUNITY CENTRES

4.1        Maiden Place Community Centre

4.1.1     Possible Extension of Hours

The Town Clerk reported that, to comply with new Central Government recommendations, the Kilnsea Playgroup was exploring the feasibility of providing 3-hourly morning sessions.  Members were advised that, currently the Group accessed the Centre, five mornings per week, at 9.00am to set up the halls for the 9.30am sessions and had requested the Committee to consider allowing access from 8.30am to enable commencement of the sessions at 9.00am.

            RESOLVED that the request be approved.

4.1.2     Outstanding Debt

The Town Clerk reported that, during 2006 the Meeting Room was used by a hirer on a fortnightly basis.  In October of that year, a letter was received from the hirer expressing concern at the receipt of invoices for July and August, as she maintained that she had telephoned the Council Offices to cancel the hiring as she was going into hospital for a major operation.

A response was sent from the Town Council indicating that no such telephone call had been recorded and that it was Council policy to always request confirmation of hiring cancellations in writing.  The letter further requested a medical certificate or doctor’s letter to confirm the hospital stay, upon receipt of which the debt would have been cancelled. 

No such information had been received and there had been no further correspondence from the hirer since then, despite numerous reminders from the Town Council that the debt of £110 remained outstanding.

In view of the relatively small level of the debt, consideration was given to whether it should be written off, or whether Officers should investigate the possibility of pursuing the debt through the Small Claims’ Court which could be unsuccessful.  Accordingly it was

RESOLVED that the debt be written off and no further bookings be accepted from the hirer.

4.2        Radstock Lane Community Centre

4.2.1     Extension of Hours

Members were reminded that the latest finishing time of Saturday functions at both Community Centres was 11.30pm.  The only exceptions to this had been when permission had been given by this Committee for one-off special events, such as Christmas and New Year’s Eve Parties and, in the case of the Radstock Lane Centre, additionally, where no objection had been raised by the Headteacher of the School.

The Town Clerk reported that a letter had been received from the Earley Community Association/Earley Radstock Social Club requesting that consideration be given to extensions to midnight for the following functions:

31^st May – Charity Race Night

28^th June – Social Club Member’s Birthday Party

5^th July – Social Club Member’s Birthday Party

In accordance with the terms of the Council’s use of the site, the Headteacher had been contacted and a reply was awaited.

Members were further advised that, as far as the Town Council was concerned, there were issues with the granting of such requests.  These included contractual arrangements with staff, particularly with regard to the E U Working Time Regulations, as a midnight finish time would require the services of a Caretaker to 12.30am the following day.  There would also be Premises Licence and Lease implications of any agreement to the extension of bookings on a regular and non-exceptional basis.

The Chairman recognised two Earley Community Association/Earley Radstock Social Club representatives who were present at the meeting and, subsequently requested further information from them regarding the nature of the bookings.

In response to concern that any approval granted for extensions could set a precedent for other hirers, Members noted that, the Earley Community Association/Earley Radstock Social Club was a tenant of the Town Council and occupied part of its premises and, therefore, the circumstances were different to other hirers.

The Town Clerk further reported that, due to pre-booked staff annual leave, he would be unable to arrange for a Caretaker to staff an extension on 31^st May and would have to consult with Caretaking staff with regard to the other two dates.  Accordingly it was

RESOLVED that

1.         the request for an extension on 31^st May be refused

2.         subject to no objections from the Headteacher and satisfactory caretaking arrangements, the decision on the extensions of hours for 28^th June and 5^th July be delegated to Officers.

5.         MAYS LANE CEMETERY

5.1        Future Cemetery Provision

The Committee were informed that, in the report of a meeting which took place with Officers of the Borough Council, Town and Parish Councillors, it was stated that more land should be made available in urban areas for the provision of cemeteries.  A question had been asked as to what the Borough Council could do to expand the land available and a Briefing Paper, on Cemetery Provision, was circulated at the meeting, a copy of which was attached to the Agenda for the information of Members only.

RESOLVED that the Briefing Paper be noted.

6.         MAIDEN ERLEGH PARK LOCAL NATURE RESERVE

6.1        Water Bailiff Applications

Consideration was given to the appointments of Water Bailiffs for 2008/09.

RESOLVED that the following Water Bailiffs be appointed:-

Mr D Beard

Mr T Gough

Mr M Lee

Mr M Melhuish

Mr T Morris

Mr Shane Tegg

Mr Shaun Tegg

6.2        Honorariums

Consideration was given to the payment of Honorariums to Water Bailiffs for 2008/09.  Last year, the Council had paid £90 for those Bailiffs who had attended in excess of ten Working Parties.  Other Bailiffs had received a pro rata payment if they had completed a minimum of five Working Parties.

The Chairman expressed the Council’s thanks to the Water Bailiffs for all their volunteer work and suggested that the Mayor and Councillors might wish to attend a Working Party and, if so, the press be invited to the event.

RESOLVED that payments of £90 be approved for any Water Bailiffs who had attended in excess of ten Working Parties and £45 for those who had attended a minimum of five, but less than ten, Working Parties.

6.3        Angling Matters

6.3.1     Competitions

The Committee noted the following dates for angling events in 2008 as follows:

Saturday 28^th June                     -           Juniors (Under 17's)                  -           9 am to 1 pm

Saturday 5^th July                        -           Adults                                       -           9 am to 3 pm

Sunday 31st August                   -           Southern Electricity Board         -           9 am to 3 pm

Saturday 6th September             -           ETC Charity Match                   -           9 am to 3 pm

Open Event

Saturday, 26^th July                     -           Family Fishing Day                    -           10 am to 2 pm

                                                            (sponsored by Environment Agency)

The Committee noted that the Open Event was designed for people of all ages, who wished to try fishing for the first time, to attend a free day’s fishing to include tuition.

Consideration was, also, given to the nomination of the Air Ambulance Service as the beneficiary of the Town Council’s Charity Match proceeds.

RESOLVED that

1.         matches be arranged as outlined above

2.         the Charity match be held in aid of the Air Ambulance Service.

6.4        Complimentary Fishing Permits

Members were advised that there had been occasions in the past when complimentary permits had been issued, usually in recognition of past services as a Bailiff.

RESOLVED that complimentary permits be issued to Mr Frank Ainsworth and Mr Alan Hughes.

6.5        Proposed Sculpture

Further to Minute 73.1 of the last meeting of this Committee, the Chairman reported that two MERA representatives were present at the meeting and invited them to update the Committee on any subsequent developments.

Mr Hackett informed Members that work had commenced on the sculpture and the target date for completion was the end of June.  There was still a major issue with regard to the transportation of the finished sculpture onto the island.  It was understood that the cost for the hire of a crane company would be in the region of £4,000 to £5,000 and MERA had not received any further replies from either the Territorial Army or the Royal Engineers.  He was of the opinion that, once the final size and weight of the sculpture had been determined, it might be easier to assess possible modes of transportation.

In response to a suggestion that one of the Town Council’s contractors, who had recently carried out work at Sol Joel Park, might be able to advise on the matter it was

RESOLVED that advice be sought from the contractor as outlined above.

7.         CULVER LANE ALLOTMENTS

7.1        Best Allotment Competition

            Following the appointment of the Culver Lane Allotment Working Party earlier in the meeting, Members were requested to appoint the Working Party, together with the previous recipient of the award, as judges for the 2008 competition.

            The Chairman advised Members that he would be visiting the allotments for the first inspection at the forthcoming weekend and, subject to the Working Party being appointed as judges, he asked its Members to attend.

RESOLVED that the request be approved and the Working Party be requested to proceed with organising dates for the inspection and judging of the allotments at regular intervals commencing at the forthcoming weekend.

8.         SOL JOEL PARK

8.1        Sub-Committee

Consideration was given to the Minutes of the Sub-Committee meeting held on 2^nd April 2008, a copy of which is appended to these Minutes for the information of Members.

RESOLVED that the report be received and Recommendations 2.1, 3 and 5 contained therein be adopted.

RECOMMENDED that, in respect of Recommendation 4, Option C be approved as this Committee’s first choice and, if not approved, Option A as second choice or Option B as third choice.

8.2        Meetings of the Sub-Committee

RESOLVED that

the following dates for meetings, to commence at 7.30pm, be approved:

24^th June 2008

16^th September 2008

28^th October 2008

3^rd February 2009

21^st April 2009

8.3        Graffiti Wall

Members were reminded that, at Minute 53.1.1 of the Policy & Resources Committee held on 19^th March, it was resolved that the proposal for a graffiti wall be referred to the next meeting of this Committee for further deliberation and that it be requested to give consideration to the utilisation of Sol Joel Park as the most suitable location.  Further, that the matter of how to replace the tagging at Maiden Place youth shelter with a more artistic painting be referred to this Committee for consideration and that it be requested to work together with Wokingham Borough Council in an endeavour to reach a solution.  Also, that enquiries be made with Woodley Town Council in respect of the costs involved with regard to the supply, installation and maintenance of its graffiti wall.

The Town Clerk reported that he had been in contact with Woodley Town Council and had established that the ‘Just Around the Corner’ organisation had provided the graffiti wall.  This was achieved by way of funding which came from Thames Valley Police and cost approximately £600.  The wall was of wood construction with metal posts and had low maintenance.  It was the Town Clerk’s understanding that, should Earley Town Council also wish to erect a graffiti wall, similar external funding could be obtained.

RESOLVED that the utilisation of Sol Joel Park as a suitable location to house a graffiti wall be approved in principle.

9.         EARLEY FUN DAY

The Committee noted that the Woodley & Earley Lions Club would, again, be organising the Earley Fun Day, which this year would be held on Saturday, 12^th July, commencing at 12.30pm. Members noted that the gates would open at 12noon and the Town Mayor had been invited to officially open the event.  All monies raised this year would be pledged to the Alexander Devine Children’s Hospice Appeal.

For the second year running, The Lions would be presenting the event in association with Wokingham Borough Council's Cultural Partnership.  Entertainment would be provided throughout the afternoon both on stage and on the field.

9.1        Earley Town Council Involvement

Members noted that, as in previous years, Earley Town Council would be providing support to the event, through the supply of a vehicle and marking out of the field.

Councillor S Khan would be co-ordinating the Town Council presence and was seeking volunteers from Members to man the Town Council display.

RESOLVED that the Town Clerk consult with Councillor Khan with regard to the current situation.

9.2        Purchase of a Portable Marquee

Members were reminded that the Town Council had display stands showing its activities, which had been used in a variety of locations.  These were most suitable for the Fun Day and it had been suggested by Members that, in order to have a “professional” image, the Town Council should provide a marquee to house the presentation on the day.  This would also permit members of the public to come in and see what is being offered and, possibly, to participate in some sort of activity.

The Town Clerk had made investigations with regard to industrial quality marquees which were of a robust construction and could be instantly erected and dismantled.  Three quotations had been obtained for a 6 metre x 3 metre shelter with the appropriate stake kits, a carry bag and, for the printing of the Earley logo on the marquee itself.  The quotations were as follows:

Instant Pop-up Shelters Limited              -           £1,278

Sheerspeed Shelters                              -           £1,860

Top Marquees                                       -           £1,267

In response to a proposal from a Member that a domestic gazebo would be more cost effective, the Town Clerk strongly advised against that suggestion due to the Health & Safety implications in place for public events.  He further advised that a portable marquee should be of an industrial standard provision.

RESOLVED that the quotation of Top Marquees in the sum of £1,267.00 be approved.

10.              BMX TRACK           

The Chairman reminded Members that discussions, with regard to investigations into a suitable location for the provision of a BMX Track in Lower Earley, had previously been dealt with under confidential business due to the sensitive nature of previous reports.  Now that the Paddick Drive site had been finalised as the most suitable location, he felt that this item could now be dealt with under normal business.

Consequently, Members were advised that, further to the resolution recorded at Minute 83 of the meeting of this Committee held on 27^th February, the appointed Architect had now drawn up detailed plans for the track situated on that site and copies of the plans were submitted to the meeting.

The plans reflected initial consultations which had taken place with the Borough Council’s Highways Department, particularly in relation to the parking provision.  Further consultations were currently being undertaken with the Parks Department, Community Safety Officer and Youth Workers.

As requested in the resolution recorded at Minute 83, there had been discussions between the Town Clerk and the Chairman of this Committee concerning the public consultation on these proposals.  The Chairman suggested that, now the detailed drawings had been finalised, those residents immediately affected by the proposals should be invited to an informal meeting at the Council Offices to view the plans and a full public meeting would then be arranged to coincide with the submission of the Planning Application.

The Committee noted that the landscaping of the site would be undertaken by the Town Council’s own manual workforce.  It was, also, suggested that the parking area should only be utilised as a “dropping off” point.

RESOLVED that

1.         arrangements be made for an informal meeting of affected residents, to be held in the Council Chamber, on a date to be decided and to commence some time between 6 and 7.30pm

2.         invitations to the meeting be sent to the affected neighbours

3.         the Chairman of this Committee together with Councillors W P Gothard, K J Miall and the Chairman or Vice Chairman of the Planning Committee be appointed to attend the informal meeting

4.         the plans for the site be submitted to the Planning Committee.

11.       FINANCIAL REVIEW

11.1      Community Centres

The Committee was reminded that this item formed part of the ongoing review of amenities previously agreed by the Committee.

Members were referred to the relevant sections of the detailed breakdown of performance contained in the full budget statement, for all service areas, as an appendix to the Annual Council Agenda for May 2008.  They were further requested to note that £29,551 was spent in total under Capital budget for redecoration, curtains, air conditioning and doors at the Maiden Place Community Centre.

The overall deficits had come in over the original and revised budget estimates, mainly due to increases in lighting and heating costs, particularly at the Maiden Place Centre.  Members were, further, advised that the fourth quarter rents from the two Social Clubs were not received at 31^st March 2008 and, therefore, the overall deficit for the year was expected to reduce to £17,892 when the payments had been received.

11.1.1   Radstock Lane Community Centre

11.1.2   Maiden Place Community Centre

Totals

12.       PUBLICATIONS

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

13.       ONGOING MATTERS

14.       PRESS RELEASES

RESOLVED that the items relating to the Water Bailiffs honorariums, proposed sculpture, Senior Citizens Fitness Park and the BMX Track should receive emphasis at the appropriate time.

15.       TERMINATION OF MEETING

            The meeting was declared closed by the Chairman at 9.25pm.

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