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 27^th February 2008 at 7.45 p.m.

Present

Chairman – Councillor D D Chopping

Councillors A T Bradley, P Dunn, W P Gothard, T A Holton, S Khan and K J Miall.

Apologies for absence were received from Tania Christidis and N Jorgensen.

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71.       MINUTES OF PREVIOUS MEETING

The Minutes of the meeting held on 9^th January 2008 were approved as a true record and signed by the Chairman.

72.       COMMUNITY CENTRES

72.1      Maiden Place Community Centre

72.1.1   Protection for External Air Conditioning Units

Members were reminded that, at Minute 30.3.2 of the meeting of this Committee held on 5^th September, further consideration was given to the installation of galvanised metal cages to protect the external air conditioning units from vandalism.

At that Minute it was resolved that further information be sought on available options and the findings are given below:

Ø      The existing grill could not be replaced with a metal grill

Ø      As the most probable type of damage to occur to the units was by stones or bottles being thrown at them, the Contractors had suggested that mesh fitted directly onto the unit would not offer adequate protection

Ø      The cost of a replacement impellor and plastic grill for one unit, to include parts and labour would be a minimum cost of £394.00 + VAT.

Following the September meeting, Council Officers had further researched whether there were any other options available and, subsequently an internet search had revealed that Ryan Air Conditioning Spares, based in Manchester, supplied ready-made condenser cages.  These were constructed of powder coated finish aluminium, would be delivered as a flat pack and could be installed by Council staff.  The cost would be £210.00 + VAT per cage making a total of £840.00 + VAT  plus a small delivery charge.

Members noted that whilst the cages were not nearly as robust as those proposed by Speedweld Engineering, which were quoted at £1,666.25 + installation of £750 (Total £2,416.25 + VAT), they were considerably cheaper and would afford some level of protection.

It was further noted that no damage had occurred to the units since their installation in July 2007.

Consideration was, therefore, given as to the necessity of replacement, cost effectiveness and possible risks if no further action was taken.

            RESOLVED that

            1.         enquiries be made to ascertain the probable lifespan of the existing units

            2.         costings for replacement units be sought

3.         a risk assessment, on all of the units, be undertaken by the Town Council’s Health & Safety Officer as to the possible implications if no further action was taken

4.         the matter be referred to the next meeting of this Committee

5.         a vote of thanks to the Town Council Officers, for the work achieved so far in this matter, be recorded.

73.       MAIDEN ERLEGH LOCAL NATURE RESERVE

73.1      Proposed Sculpture

Members noted the contents of a progress report submitted by the Maiden Erlegh Residents’ Association.  The Chairman reported that a MERA representative, Mr R Jones was present at the meeting and invited him to update the Committee on any subsequent developments since the issue of the report.

Mr Jones informed Members that he had, again, spoken again with the Territorial Army but was still awaiting a definitive response.

Further consideration was given to the transportation of the sculpture to the Island and it was noted that, should it be necessary for it to be manoeuvred by crane, because of the additional weight, enquires would have to be made with the Borough Council’s Highways department to determine whether or not there were any gas services or foul sewers in the vicinity.

RESOLVED that

1.         enquires be made with the Borough Council’s Highways department to determine whether or not there were any gas services or foul sewers in the vicinity

2.                   enquiries be made as to whether it would be possible to cut the finished sculpture into manageable sized pieces, for the ease of transportation, and then re-assemble it on the Island

3.         MERA’s appreciation of the Town Council’s staff, in their efforts to successfully remove the tree trunk from the Greenway to the Interpretation Centre Compound, be recorded.

74.       SOL JOEL PARK

74.1      Sol Joel Park Sub-Committee

            Consideration was given to the Minutes of the Sol Joel Park Sub-Committee meeting held on 13^th February 2008,   a copy of which is appended to these Minutes for the information of Members.

The Committee noted that, although Councillor Mrs Jorgensen had called into Council Chamber, she was not present at that actual meeting and, therefore, had tendered her apologies.

With regard to item 2 of the Sub-Committee meeting, the Town Clerk reported that, as the landscaping plan had to be finalised prior to submission of a Planning Application, the Landscaper Architect had been in contact with Building Design Services.

Members further noted that, at this stage, the car park extension work would only involve the construction of a coarse sub-base and the final surface would be applied on completion of the Pavilion building.

RESOLVED that

1.         the report be received and Recommendation 2.2 contained therein be adopted

2.         Recommendation 2.1 be amended, as described in the preamble to this Minute, and the amended Recommendation be adopted.

74.2      Pavilion

The Town Clerk reported on developments regarding the pavilion since the meeting of the Sub-Committee and advised that information was still awaited from both Hicks Development League and Maiden Erlegh School.

He had still not received any positive replies from Environmental Funding organisations, which were responsible for landfill operations, but was optimistic that the formation of a “Friends of Sol Joel Park” group would help in this respect.

74.3      Tenders for Extension of Car Park

Members noted that the Tenders for the car park extension were opened on 6^th February in the presence of the Mayor and the Chairman of this Committee.  The Town Clerk and Deputy Town Clerk were also present.  Four Tenders were received and upon opening the Tenders two were in excess of the budget provision of £22,000.

The other two Tenders were below the budget provision and were extremely close, one from a Contractor on the Council’s ‘Approved Contractors List’, Sherwood Bros. Ltd., and one from a Company not previously used by the Town Council.  In view of the closeness of the two Tenders, neither of the Contractors were selected on 6^th February and the final decision had been left to Officers' discretion.

Sherwood Bros Ltd., had previously been asked to quote for the remedial works to the roadway at Mays Lane Cemetery.  An approach was made to that company asking whether there would be any cost savings if the Sol Joel Car Park works and repairs to the Cemetery roads were carried out at the same time.  It was confirmed that a 2% discount would be available in this situation.  In view of this, Councillors were, therefore, asked to approve the Tender from Sherwood Bros. & Burton (Maidenhead) Ltd. in the sum of £15,802.70 + VAT for the extension of the car park at Sol Joel Park.

RESOLVED that the quotation of Sherwood Bros. & Burton (Maidenhead) Ltd. in the sum of £15,802.70 + VAT be approved.

74.4      Groundworks to Toddlers Play Area

Members noted that some items of the old play equipment at the Park had been installed in an area which was formerly a concrete paddling pool and which had been filled with sand.  During the winter, there had been numerous drainage problems with the area flooding, and also difficulty in maintaining the appropriate depth of safety surfaces under the new equipment, as the play area was on different levels.

Consideration was, therefore, given to a proposal that the current sand safety surface be removed and utilised to create a special sand pit at an adjacent location and the former concrete surface of the paddling pool be removed and the area be levelled.

Members noted that it was the Amenities & Leisure Manager’s intention to re-use most of the former concrete base for hardcore material in other locations, in particular as a foundation for the proposed equipment storage shed located in Mays lane and any top soil removed from the Park would be utilised in the Cemetery.  Members were pleased to note that, by recycling all the waste materials, the Council would not incur any Landfill Tax costs.

Members noted that Town Council staff would be able to undertake the work to create the new sand pit area.  However, the breaking-up and removal of the concrete paddling pool area would require a specialist contractor.  Quotations (all exclusive of VAT) had been received for this work as follows:

            J. Mould (Demolition) Ltd.                                 £2,500

            Sherwood Bros. & Burton (Maidenhead) Ltd.     £2,750

            D.S. Thompson                                                 no quotation received

It was further understood that, if its quotation was approved, J Mould (Demolition) Ltd., had agreed to transport the removed hardcore from the Park to the Town Council’s storage area where it would await re-use.

With regard to finance for the project, Members were reminded that the Town Council was invoiced twice yearly by Woodley Town Council in respect of the upkeep of Bulmershe Park.  The non-receipt of the half-yearly invoice had been queried, and Woodley Town Council had advised that it would not be invoicing the Town Council this year, due to an overcharge in 2006/07.

Furthermore, Councillors were reminded that the Borough Council had made available £17,500 Section 106 money to go towards the cost of the car park extension.  In view of the fact that the tender for this work was just under £16,000, an approach had been made to the Borough Council seeking approval to release the balance of the Section 106 money for the groundworks detailed above.

RESOLVED that

1.         the quotation of J Mould (Demolition) Ltd., in the sum of £2,500.00 + VAT for the breaking-up of the sand pit area and the transportation of the removed hardcore to the Town Council’s storage area be approved.

2.         A virement from the Bulmershe Maintenance budget to the Sol Joel Park Play Equipment Maintenance budget, to go towards funding the work, be approved.

3.         a financial account relating to the total costings of this project be submitted to the next meeting of this Committee.

74.5      New Play Equipment

Members were reminded that some items of new play equipment had been installed in the play area in early 2007.  There was currently an allocation of £10,000 in the 2007/2008 budget for further equipment to be purchased.

The Park currently housed a traditional two-seat cradle swing, a two-seat swing for older children, a toddler’s roundabout, a small combined climbing/gangway/net/slide structure and two toddler-sized spring mobiles.

The Amenities & Leisure Manager had researched the equipment available and spoken with the users.  Of the comments received, more swings were requested, as were items of equipment which were slightly more challenging.  It was noted that different manufacturers offered various types and styles of equipment and, therefore, a strictly like-for-like comparison was not always possible.  Four companies were asked to quote for improving the facilities within the toddler play area.  In addition to the three companies listed below, Playdale Equipment had also quoted but, since much of its equipment was wooden and, therefore, liable to vandalism and graffiti, it was not recommended and, accordingly, the quotation had not been included.  Consideration was, therefore, given to the following proposals (all exclusive of VAT and fitting):

Proludic Equipment

Pod Swing (also suitable for use by disabled)                   £2,700

Gyro spiral                                                                    £1,950

Rodeo board                                                                 £2,600

TOTAL FOR SUPPLY ONLY                                     £7,250

Monster Play equipment

Rock ‘N’ Cross See Saw                                               £3,995

Climbing Unit                                                                £3,800

Synchro Spinner                                                               £895

TOTAL FOR SUPPLY ONLY                                     £8,690

Wicksteed Equipment

Traditional Swing                                                           £4,294

Spacenet 14                                                                  £6,588

TOTAL FOR SUPPLY ONLY                                    £10,882

Members noted that it was proposed to use an outside contractor, E. J. Services, for the fitting of the equipment and the Town Council’s own manual workforce to implement remedial ground works, as this had proven to be more cost effective than asking the equipment manufacturers to install.  It was further noted that, if the quotation of E. J. Services was approved, it would be necessary to suspend Financial Standing Order 11.1 (b) (i) which would negate the need to seek two further quotations for the cost of installation.

The costs of installation by E J Services would be:

            Proludic Equipment                                            £1,710  (Total cost £8,960)

            Monster Play                                                    £2,200  (Total cost £10,890)

            Wicksteed Equipment                                        £1,873  (Total cost £12,755)

Members noted that Officers’ preference would be for the Proludic equipment as, not only was this the most cost effective, but it also offered a different, more exciting and modern type of equipment as compared to some of the more traditional manufacturers.  Illustrations were available at the meeting.

RESOLVED that

1.         the quotation of Proludic Equipment, for supply of the equipment, in the sum of £7,250 + VAT be approved

2.         the quotation of E.J. Services for the installation of the equipment, in the sum of £1,710 + VAT be approved

3.         Financial Standing Order 11.1 (b) (i) be suspended.

75.       MAYS LANE CEMETERY

75.1      Road Repairs

            Councillors were reminded of the preamble to Minute 74.3 above which stated that a discount on the cost of the extension of the car park would be achieved if the repairs to the Cemetery road were implemented at the same time.

Consideration was, therefore given to the agreement of the suspension of Financial Standing Order 11.1 (b) (i) which negated the need to seek two further quotations for this work and, also, the approvement of the quotation received from Sherwood Bros. & Burton (Maidenhead) Ltd., in the sum of £1,570.11 + VAT for the repairs to the roadway.

RESOLVED that

1.         Financial Standing Order 11.1 (b) (i) be suspended

2.         The quotation of Sherwood Bros. & Burton (Maidenhead) Ltd., in the sum of £1,570.11 + VAT be approved.

75.2      Equipment Storage Shed

Members were reminded that, further to the resolution recorded at Minute 61 of the meeting of this Committee held on 9^th January, budget provision for the storage shed had been allocated in the 2008/2009 budget. 

An informal approach had been made to the Borough Council’s Planning Department and it had been confirmed that both Planning Permission and Building Regulations Permission would be required.  Draft plans had, therefore, been submitted to the Borough Council which sought advice on the proposal, pending submission of a formal application.

In view of the urgent need for this new facility, it was hoped that, subject to Planning Permission being received, the work could be implemented during the summer.  The estimated delivery time on the building was 8 – 12 weeks from receipt of the order.

In the report circulated in support of the item on the Agenda for 9^th January meeting of this Committee, Members were advised that the Officers’ preferred supplier of the equipment storage shed would be Leofric Buildings.  To invoke the sealed tender process in this situation would be extremely difficult, since no two manufacturers offered buildings of similar specification.  However, it was felt that the unit offered by Leofric was of the middle price range and offered options not available on some of the cheaper type sheds such as roof lights and, also, a double skinned insulated roof which would prevent condensation and, therefore, provide dry storage.  Members were further reminded that the costs contained in 9^th January report were:

            Browns (Wem, Shropshire)                                £19,400

            Leofric Buildings (Banbury)                               £15,800

            Capital (Guildford)                                             £13,656

RESOLVED that

1.         Financial Standing Order 11.1 (h) be suspended

2.         Subject to Planning Permission being received, the quotation of Leofric Buildings in the sum of £15,800 + VAT, to provide an equipment storage shed, be approved.

76.       EARLEY FUN DAY 2008 

Members were reminded that the Earley Fun Day, organised by the Woodley & Earley Lions, would take place on Saturday, 12^th July this year and that Councillor Khan would be organising the Town Council stall following his appointment by this Committee as Co-ordinator for the event.

Councillor Khan reported that he had met with the Town Clerk to discuss arrangements for the event.  He wished to organise a free competition for children which would, hopefully, attract people to the stall.

RESOLVED that

1.         the purchase of a Gazebo, to be utilised for the Fun Day and, also, for the Town Council’s Green Fair, be approved

2.         the competition be of a “name the landmarks” theme with the map, photographs and prize to be provided by the Town Council Officers

3.         Councillor Khan be requested to liaise with Councillor Edmunds to ascertain the previous format for the stall

77.       FINANCIAL REVIEW

77.1      Sol Joel Park

Members were reminded that the Town Council managed the Park under a Lease arrangement from Reading Borough Council.  The Lease was signed in 2001 and the facilities comprised of a children's play area, multi-sports areas, a skateboard facility and a large field which could be used for football and cricket.  There was also a Pavilion on the site but its condition gave cause for concern, and there were plans for its redevelopment, which, as Members were aware, were progressing.

The income and expenditure for the Park was as follows:

Members noted that there was no Local Authority Rate to be paid on the Park, because the Borough Council had exempted sports pavilions from rating.

The major overhead was wages but, if taken out of the equation, the other running costs were mostly met by the income from fees and from various sub-contracts that the park staff undertook largely for schools and other Parish Councils.

No expenditure was incurred on play equipment maintenance because a planned capital programme had been approved for 2006/07 and 2007/08.

Provisions had been made in the capital budget as shown in the table below:

Planned capital expenditure for 08/09 was as follows:

Improvement Fees         £17,870             (for Pavilion)

Car Park                       £22,000             (actual cost would come under budget and £17,500

                                                            would be covered by Section.106 monies)

78.       PUBLICATIONS

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

79.       ONGOING MATTERS

80.       BMX TRACK

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.

81.       PRESS RELEASES

.

RESOLVED that the items relating to the Sol Joel Park Toddlers Play Area and the recycling of building materials should receive emphasis.

82.       TERMINATION OF MEETING

            The meeting was declared closed by the Chairman at 9.56pm.

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