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Earley Town Council |
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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, 24th October 2007 at 7.45 p.m.
Present
Chairman – Councillor D D Chopping
Councillors A T Bradley, Tania Christidis, W P Gothard, T A Holton, S Khan and K J Miall.
Apologies for absence were received from Pamela Dunn (due to illness) and N Jorgensen (due to a work commitment). ____________________________________________________________________________________
42. MINUTES OF PREVIOUS MEETING
The Minutes of the meeting held on 5th September 2007 were approved as a true record and signed by the Chairman.
43. FINANCIAL INFORMATION
The Committee noted details of the financial transactions for the period ended 30th September 2007, a copy of which is appended to these Minutes.
44. ESTIMATES
Consideration was given to major projects with which this Committee would wish to proceed to be financed from the 2008/2009 budget and, also, future projects for the following two financial years as part of the three year financial planning scheme.
With regard to a suggestion that budget provision be made for external decoration at the Maiden Place Community Centre and internal decoration at the Radstock Lane Community Centre, the Committee noted that the work was required to comply with the terms of the lease.
In response to a question from a Member regarding budget provision for incorrect billing at the Maiden Place Community Centre, the Town Clerk reported that, during a recent electrical inspection, Southern Electric contractors has discovered that some of the Town Council’s power sources had been incorrectly wired to the Social Club’s meter and, therefore, it appeared that the Club might have been overcharged for a number of years. Advice on which power source(s) had been affected was awaited from Southern Electric. It was noted that there would, also, be a charge for the necessary rewiring.
Members were of the opinion that there would be a need to examine both the Town Council and the Social Club Electricity invoices to determine the difference in usage, before and after the rewiring work, to enable an assessment to be made with regard to the amount of repayment due.
Members were informed that there had been discussion earlier in the year that consideration should be given to an increase in the Animal/Bird Welfare budget, particularly in the light of the assistance given to the Town Council by Swan Lifeline although it was noted that the proceeds of the 2007 Charity fishing match had been donated to that organisation. It was, also, suggested that an increase would allow for the purchase of bird food.
RESOLVED that
1. provision be made in the 2008/09 draft capital budget for the following items:-
High Priority
Maiden Place Community Centre - Floor Refurbishment Maiden Place Community Centre - Kitchen Refurbishment Maiden Place Community Centre - External Redecoration Radstock Lane Community Centre - Floor Refurbishment Radstock Lane Community Centre - Ladies Washroom Refurbishment Radstock Lane Community Centre - Internal Redecoration Sol Joel Park - Replacement CCTV System
Medium Priority
BMX/Skatepark - Running Costs Maiden Place Community Centre (Social Club) - Provision for incorrect electricity billing Radstock Lane Community Centre - Kitchen Refurbishment Radstock Lane Community Centre (Social Club) - Ventilation Work
2. plans and costings be obtained for the provision and installation of replacement kitchen units at the Radstock Lane Community Centre by the Town Council’s manual workforce.
3. further information and costings be obtained for the purchase and erection of a new tractor shed
4. costings be obtained for ventilation work in the Radstock Lane Community Centre Social Club
5. with regard to the purchase of a replacement lawn mower for general use, the Town Clerk be requested to present a business case to the next meeting of this Committee.
45. FEES & CHARGES REVIEW
Consideration was given to necessary amendments to the fees and charges for 2008/09 as follows:-
45.1 Hall Hire
RECOMMENDED that Hall Hire fees for Non-Charitable organisation evening hire be increased by 5%, rounded up, in 2008/09 and be increased by a further 5% for Maiden Place only on completion of the kitchen refurbishment.
Note: Councillor D D Chopping declared a personal interest in the Maiden Place Community Centre Bridge hiring item and took no part in the voting thereon.
45.2 Burial Fees
In response to a question from a Member the Town Clerk advised that, for historical, ecclesiastical and reciprocal reasons there were different scales of charges for residents of Earley, Woodley and other areas.
RECOMMENDED that the Earley and Woodley residents’ fees be increased by 10%, rounded up to the nearest £10, and the fee for burials in a grave space for other residents be increased to £1,200 with the remaining fees increased in proportion.
45.3 Allotment Fees
RECOMMENDED that the allotment fees be increased as follows:
4 Pole Plot - £17.50 6 Pole Plot - £25.00 8 Pole Plot - £33.00
45.4 Fishing Permit Fees
RECOMMENDED that the fee for Adult Annual permits for non-Earley residents be increased to £35.00 and there be no increase in the remaining permit fees for 2008/09.
45.5 Playclubs
The Town Clerk advised that, because there were many competitive Playclubs being offered, any fees increase should be kept to a minimum so as not to deter any potential users.
RECOMMENDED that there be no increase in Playclub fees for 2008/09.
Note: Councillor Tania Christidis declared a personal interest in this item and took no part in the voting thereon.
45.6 Sports & Skate Park Fees
Members noted that there had been no exclusive bookings to date, possibly due to lack of floodlighting.
RECOMMENDED that there be no increase in the Sports and Skate Park fees for 2008/09.
45.7 Sports Pitch Fees
RECOMMENDED that there be no increase in Sports pitch fees in 2008/09.
46. RISK ASSESSMENTS
Members were reminded that, at Minute 11 of the meeting of this Committee held on 30th May 2007, it was resolved that the matter of risk assessments be delegated to the Town Clerk and a report of the inspection frequency be submitted to a future meeting of this Committee for Members' information. A schedule of the risk assessment categories relevant to this Committee was attached to the Agenda for information of Members.
RESOLVED that the report be approved.
47. COMMUNITY CENTRES
47.1 Radstock Lane Community Centre
47.1.1 Community Association - Extension of Hours
Consideration was given to the following requests from the Community Association for extension of hall hire as follows:
Saturday 17th November to 12 midnight for the Laurel Park Football Club Race Night
Saturday 22nd December to 12 midnight for a Christmas Dance.
Members were reminded that the Council’s hiring policy was 11.30 pm latest finish time on Saturdays and previous requests for an extension to 12 midnight for the Community Associations’ Christmas Dance had been approved. However, this was the first time that the Association had requested an extension of hours for the Laurel Park Football Club. 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 requests of which she had no objections to 17th November and a reply was awaited with regard to 22nd December. Members were reminded that any approval would be subject to caretaking cover.
RESOLVED that, subject to a positive reply from the Headteacher with regard to 22nd December and satisfactory caretaking arrangements, the extensions of hours be approved.
48. MAIDEN ERLEGH LOCAL NATURE RESERVE
48.1 Proposal for Sculptural Work
The Town Clerk reported that, further to Minute 31.1 of the last meeting of this Committee, MERA had confirmed its agreement to the transfer of ownership of the sculpture, to Earley Town Council, on completion of the project, or at an earlier date if appropriate.
Members were reminded that MERA had requested funding and it had been resolved that a decision be deferred pending its discussion with its membership on the future ownership of the sculpture. The Committee was further advised that MERA had submitted a grant application in the sum of £1,000 towards the project costs.
The Chairman reported that there were two representatives of MERA present at the meeting and invited one of them to speak.
Mr Soul updated Members on the costings and advised that MERA was hoping to locate a secure outside area for the sculpting work which would be on public view to allow School children the opportunity to observe the work in progress. He further advised that, although there had been many lines of enquiry, MERA had, so far, been unable to source a suitable tree for the sculpture.
The Town Clerk advised that the Town Council’s manual workforce could implement the necessary preparation works on the island, manoeuvre the tree within the limits of the equipment available and, subject to the size of the tree, might be able to offer a secure compound for the sculpting work.
RESOLVED that
1. an approach be made to Wokingham Borough Council in an endeavour to source a suitable tree
2. the Town Council accept responsibility, in principle, for the work as described in the preamble and, also, for the future maintenance of the sculpture.
48.2 Appointment of Water Bailiffs
Further to Minute 31.4 of the last meeting of this Committee, when it was resolved that an item to consider an increase in the number of Water Bailiffs be placed on this Agenda, consideration was given to an increase in the establishment of two Water Bailiffs.
In response to a question from a Member, the Head Water Bailiff advised that additional volunteer Water Bailiffs were required to assist with forthcoming major projects.
RESOLVED that the request be approved and the names of possible candidates be submitted to this Committee in due course.
49. SOL JOEL PARK
49.1 Sub-Committee
Consideration was given to the Minutes of the Sol Joel Park Sub-Committee meeting held on 10th October 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.
50. CULVER LANE ALLOTMENTS
50.1 Best Allotment Competition 2007
The Chairman reported that, following discussion with last year's competition winner and the other judges, it had been decided to grant two awards; one for the Best Allotment in 2007 which was won by Mr H Dawe and, the other, for the most improved plot won by Mr R Holdstock. The judges had been particularly impressed with the large variety of crops in Mr Dawe’s plot and, also the efficient and concentrated effort that had been put in by Mr Holdstock.
RESOLVED that
1. a competition for the most improved plot be held on an annual basis with shields awarded to be retained by the winners
2. the winners of the 2007 competition be invited to receive their awards at the Mayor’s Christmas Reception
51. BMX TRACK PROJECT
Members were reminded that, at Minute 33 of the last meeting of this Committee, it was resolved to accept the offer of Councillor Miall to investigate a small BMX track on part of Riverside Park, together with alternative sites and to speak with potential users to ascertain their views and to submit a report to this meeting.
Councillor Miall reported that, although he had explored a number of sites, he had, to date, been unable to find a feasible location. He would be speaking with the PCSO, Youth & Community leaders and JAC as it was his intention to compile a scoring system of items such as suitability, size, designation, safety, building regulations, security and environmental impact.
Members noted that it was understood that the status of the park consisted of partially a Heritage Wildlife Site, public open space and a flood plain and that it could possibly become a Local Nature Reserve in the future. Enquiries had, also, been made with Wokingham Borough Council to ascertain the potential for enhancement of the area.
RESOLVED that further enquiries, with regard to the current status of the park, be made of the Wokingham Countryside Management Service.
52. EARLEY FUN DAY
Members were reminded that, at Minute 35.2, of the last meeting of this Committee, it was resolved that the Town Council would continue to underwrite the Fun Day and that consideration of the amount be deferred until this meeting.
Consideration was, therefore, given to setting the amount of the proposed underwriting of the event for 2008.
RESOLVED that the Town Council underwrite the Earley Fun Day up to a maximum of £2,500 in 2008.
53. FINANCIAL REVIEW
53.1 Cemeteries & Allotments
Members were reminded that this item formed part of the ongoing review of amenities as previously agreed by the Committee and at this meeting, two areas of provision were being reviewed, namely cemeteries and allotments.
53.1.1 Cemeteries
Members were reminded that the Town Council managed the Cemetery in Mays Lane. Different fee scales were charged, dependent on the place of residence and, as the fees and charges had been reviewed earlier in this meeting, Members were referred to the current scales in force, as presented in the Agenda.
The Income and Expenditure for the cemetery was as follows:
Expenditure
Income
Members were pleased to note that, although the total expenditure for 2006/07 was originally estimated to exceed income by £6981, the actual was in surplus by £3376.
The Committee further noted that:
1. Income from burials and cremated remains was higher than forecast albeit the Town Council could only base estimates on past results and had no control over the outcome.
2. The wages outturn was lower than the original estimate but the wages apportionment between different aspects of the service across the Committee meant that the actual figures could differ in each expenditure code from the original estimates.
3. As the spines were now constructed in-house, the estimated figure for 2007/08 would be in excess of the expected actual figure. The budget would reflect this in future years once a pattern had been established.
53.1.2 Allotments
Members were reminded that the Town Council managed an allotment site in Culver Lane which accommodated 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 was as follows:
Expenditure
Income
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