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, 30^th May 2007 at 7.45 p.m.

Present

Chairman – Councillor D D Chopping

Councillors Tania Christidis, Pamela Dunn, A T Bradley, W P Gothard, T A Holton, N Jorgensen, S Khan and K J Miall.

An apology for absence was received from Councillor A T Bradley (Borough Council meeting).

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1.         MINUTES OF PREVIOUS MEETING

The Minutes of the meeting held on 21^st February 2007 were approved as a true and correct record and signed by the Chairman.

2.         VICE-CHAIRMAN

RESOLVED that Councillor T A Holton 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.  Members noted that the Meadow Park and the Playclubs Working Parties had not needed to be re-constituted. 

Accordingly it was

RESOLVED that

1.                   the Meadow Park Working Party be disbanded

2.         the Playclubs Working Party only be re-constituted if the need arises

3.         the following be appointed:-

Culver Lane Allotment Working Party – Councillors A T Bradley, D D Chopping, N Jorgensen, 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, 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, Pamela Dunn, M J Firmager, N Jorgensen and T Maher.

4.         PLAY CLUBS

The Committee noted that the Easter Playclub held at Radstock Lane Community Centre had been successful and the attendance figures were listed below:-

            NB: the maximum number accepted into the Play Club was 32 per session.

In response to a question from a Member regarding the financial & comparable figures, the Town Clerk advised Councillors that one aspect of all of this Committee’s service areas would be considered at each of its meetings as part of the previously agreed ongoing Financial Review.  He further stated that, in relation to the income and expenditure figures, it could prove difficult to separate the Easter & Summer Clubs because of common cost elements.

RESOLVED that a full financial report on Easter and Summer Playclubs together with comparable figures for 2006 be provided to a future meeting of this Committee following the Summer Playclub.

5.         COMMUNITY CENTRES

5.1        Maiden Place Community Centre

5.1.1     Internal Redecoration

Members were advised that the 2007/08 budget included an amount of £5,000 for the internal redecoration of the Community Centre.  Quotations for the work had been received as follows:

It was noted that the Quotations received were to a set specification and included all labour, materials and any specialist equipment (e.g. tower scaffold).  The quotation from Crown Construction & Interiors also included the services of an Interior Designer for up to two hours to assist with choosing paint colours.

Marc Milan Decorating Ltd. had carried out work for the Town Council in the past, to a very high standard, including the redecoration of the two community centres 5 years ago.

The other companies invited to quote had not carried out work for the Town Council in the recent past.

RESOLVED that the quotation from Marc Milan Decorating Ltd in the sum of £5,000 be approved.

5.1.2          New Curtains

Members were reminded that the sum of £3,000 had been included in the 2007/08 budget to purchase replacement curtains for the Centre.

A fabric had not yet been chosen and the cost per metre was, therefore unknown at the present time.  To ensure that the quotations received were on a like for like basis, contractors were asked to quote for the manufacture and hanging, on existing tracks, of 13 pairs of lined curtains, excluding any material costs.  The following quotations were received:

The Fabric Warehouse, Woodley                        £1,292.00

            Mrs L Dias                                                        £1,250.00

Members noted that Curtain Calls had submitted a quotation which had not been received and, although a copy had been promised, it had not been received by the date of this meeting.

Fire retardant materials were required and the cost was likely to be in the region of £12 - £15 per metre for the material, £5 per metre for the lining, plus heading tape.  It was anticipated that 97 to 105 metres of material would be required, dependant on whether the fabric had a pattern repeat.

RESOLVED that

1.                   Financial Standing Order 11.1(b)(i) be suspended to allow consideration of the two quotations received

2.                   the Town Clerk be requested to choose an appropriate fabric and submit costings to the next meeting of this Committee.

6.         MAYS LANE CEMETERY

Members were advised that, at Minute 66 of the Committee Meeting held on 10^th January 2007, it was resolved that costings for "in-house" grass cutting, including any machinery for the Cemetery, be provided for a future meeting.  A copy of the relevant information was appended to the Agenda for the information of Members.

Currently, the grass cutting was undertaken by an outside Contractor with an annual budget provision of £6,000 in 06/07 increasing to £6,840 in 07/08.  Provisional out turn for the previous financial year would indicate that the actual expenditure was likely to come within the allocated budget figure.

RESOLVED that no further action be taken on this item.

7.         MAIDEN ERLEGH PARK LOCAL NATURE RESERVE

7.1        Water Bailiff Applications

Consideration was given to the appointments of Water Bailiffs for 2007/08.

RESOLVED that the following Water Bailiffs be appointed:-

Mr S Barnbrook

Mr T Gough

Mr M Melhuish

Mr T Morris

Mr S Tegg

7.2        Honorariums

Consideration was given to the payment of Honorariums to Water Bailiffs for 2007/08.  Last year, the Council had paid £90 for those Bailiffs who had attended in excess of ten Working Parties. Other Bailiffs received a pro rata payment if they had completed a minimum of five Working Parties.

RESOLVED that payment of £90 be approved for the Honorary Bailiffs as listed in Minute 7.1 above.

7.3               Angling Matters

7.3.1     Competitions

The Committee noted the following dates for angling events in 2007 as follows:

Saturday 30^th June                     -           Juniors (Under 17's)                  -           9 am to 1 pm

Saturday 7^th July                        -           Adults                                       -           9 am to 3 pm

Sunday 12^th August                   -           Southern Electricity Board         -           9 am to 3 pm

Saturday 8^th September              -           ETC Charity Match                   -           9 am to 3 pm

To be announced                       -           Ambulance Service                   -           9 am to 3 pm

Further to the resolution at Minute 71.1 of the last meeting of this Committee, consideration was given to the nomination of Swan Lifeline 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 Swan Lifeline

7.3.2          Open Event

The Committee noted that the following 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.

Saturday, 21^st July                     -           Family Fishing Day                    -           10 am to 2 pm

                                                            (sponsored by the Environment Agency)

7.4        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 a complimentary permit be issued to Mr Alan Hughes.

7.5        Dog Control around the Lake

Members were advised that at Minute 71.2 of the last meeting of this Committee, consideration was given to a report which related to improved dog control in the Reserve.  It was, subsequently, resolved to proceed with the process of securing Dog Control Orders, for the whole of the Nature Reserve, in relation to dog faeces and the keeping of dogs on a lead in the designated area.

The Town Clerk further reported that formal notices had been posted at locations around the Reserve on 17^th May 2007, which allowed a period for representations to be made to the Town Council by 15^th June 2007.  Furthermore, as required by the Clean Neighbourhoods and Environment Act 2005 and the Dog Control Orders (Procedures) Regulations 2006, the appropriate notice has been placed in all editions of the Reading Chronicle also dated 17^th May.

The Committee noted that the formal representations, together with the petition referred from the Town Council Meeting held on 16^th May 2007, would be placed on the Agenda for consideration by Members at the next meeting of this Committee to be held on 4^th July.     

7.6        Parish & Town Council Biodiversity Audit Report

The Committee noted details of the Parish & Town Council Biodiversity Audit Report, received from the Wokingham Biodiversity Forum, a copy of which was attached to the Agenda for the information of Members.

It was further noted that Earley Town Council was unique in being the only Council at this tier of Local Government in Berkshire to manage a Local Nature Reserve itself.  However, as well as this very important part of the Town Council activities; it did make a considerable contribution across a number of areas.

The audit concluded that, in overall terms, it was clear that Earley Town Council had, again, made the most significant contribution to the Borough’s biodiversity of any of the Parish/Town Councils.  Members noted, from the analysis on the first page of the report, that this Council was the only one that had achieved a positive result in all of the areas which had been included in the Audit Questionnaire.

RESOLVED that the Park Ranger Service, Bailiffs, Earley Environmental Group and public volunteers be complimented on the results.

7.7        Proposal for Sculptural Work

The Town Clerk reported that an approach had been made to the Chairman of this Committee, by the Maiden Erlegh Residents' Association, to determine whether, in principle, the Town Council would favourably consider the suggestion for a sculpture suitable for installation on Swan Island in the lake.  Subsequently, a letter was sent to the Town Clerk explaining the proposal, a copy of which was appended to the Agenda for the information of members.

The Chairman reported that Mr B Hackett, a M.E.R.A. representative, was present at the meeting and invited him to present further information to the Committee.

Mr Hackett reported that M.E.R.A. had decided to organise the project which would involve young people as well as build a relationship with Maiden Erlegh School.  It was felt that a suitable sculpture could be a focus of attention and, also, a discussion point in the Reserve.

The Senior Park Ranger was of the opinion that a sculpture could be an asset to the Reserve provided that it was sensitive to its environs, of an appropriate scale and of a natural appearance.  He requested that, as it was important not to disturb the swans or affect their breeding programme, installation should take place during the month of January.

The Committee noted that there could be some difficulty in manoeuvring a large sculpture onto the island as it would either have to be floated or craned across the water.

Members were of the opinion that, if approved, advice should be taken from Council Officers regarding the parameters with which to work with, particularly in respect of the maximum size in cross-section terms and the load bearing nature of the soil.

RESOLVED that

1.         the concept of a sculpture be approved in principle

2.         the Town Clerk advise M.E.R.A. of the parameters as stated above

3.         M.E.R.A. be requested to submit drawings of the proposed design for this Committee’s consideration at a future meeting.

8.         CULVER LANE ALLOTMENTS

8.1        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 2007 competition.

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.

9.         SOL JOEL PARK

9.1        Sub-Committee

Consideration was given to the minutes of the Sub-Committee meeting held on 27^th March 2007, a copy of which is appended to these Minutes for the information of Members.

RESOLVED that the report be received and the Recommendation contained there in be adopted.

9.2        Condition of Park

The Town Clerk reported that the Chairman of this Committee had received e-mails from a resident concerning the condition of the park, the contents of which were submitted at the meeting.

RESOLVED that the matter be referred to the Sol Joel Park Sub-Committee.

10.       BMX TRACK/SKATEPARK - RIVERSIDE PARK

Members were reminded that there was an ongoing project aimed at the provision of a BMX track and Skatepark in Earley, preferably in the Lower Earley area.

For several years, the Town Council had been receiving requests to provide facilities such as this for young people, but whilst a need was acknowledged, little progress had been made due to lack of funding.  Initial investigations into the possible provision of this facility commenced in 2004 following the allocation of around £52K Section 106 monies from the Marsh Farm development.  Town Council officers undertook considerable research into possible sites for the facility, which included meetings with Parks, Recreation, Highways, Youth Service and Planning Staff from Wokingham Borough Council.  Several meetings had, also, been held with potential users.  Sites considered were Laurel Park, Chalfont Park, the Events Field in Kilnsea Drive, the area in front of Paddick Drive, the open space near the end of Meldreth Way and the open space in the vicinity of Kitwood Drive.  Riverside Park was seen as a possible feasible site, in comparison to the others detailed above, and investigations into this site continued. 

In September 2006 an Architect, Neil Thomson, was appointed to draw up plans for a facility on the site and on 8^th January 2007, a public meeting was held to inform local residents of the proposals for Riverside Park and to allow the opportunity to view the plans.

In previous reports to this Committee, the main difficulties with the Riverside Park site had been reported; not least of these was the site’s propensity to flood.  As a result of this, the Committee had previously resolved that, should the project reach the Planning Permission stage, two separate applications should be submitted, one for the BMX track and one for the Skatepark.  New data issued by the Environment Agency earlier this year indicated that the predicted flood risk to this area, and to other areas of Lower Earley as a whole, had increased.  Since September 2006, the Town Council, through Neil Thomson, had been attempting to ascertain from the Environment Agency whether it would object to the building of a BMX track and Skatepark on the site.  Unfortunately, to date, whilst the Environment Agency had been willing to correspond with the Town Council to a certain level, it had proved impossible to obtain a definitive answer.

It was the view of the appointed Architect and Town Council Officers that it was unlikely that any more information would be received from the Agency at the present time.  It was felt that, for the benefit of all those who had an interest in this project, not least the potential users, a decision on its future could not be left in abeyance any longer.  Furthermore, following the public meeting mentioned above, it had been resolved that a newsletter be circulated to all nearby residents detailing the concerns which were raised on the 8^th January.

Following the site meeting of Members of this Committee and Officers, held immediately prior to this meeting, the Chairman recommended that consideration be given to not proceeding with the Skatepark proposal.

He then reported that there were a number of local residents present who wished to speak to the meeting and, accordingly, asked for a spokesperson to speak on behalf of the residents.

Although the spokesperson welcomed the Chairman’s recommendation regarding the Skatepark, he reported that there would be continued objection to the BMX track proposal for the reasons previously stated at earlier meetings, particularly with regard to the flood plain.  He, also requested that the Council consider that the project not be moved forward, it represent the local Community at large to Wokingham Borough Council and DEFRA and that the Riverside Park be designated as an area of outstanding Beauty.

The Chairman then invited Detta Regan of the Youth & Community Service to speak to the Committee.

Ms Regan stated that there were very few Amenities for young people in Lower Earley.  She felt that they were having to suffer from the perception of trouble but had noted that in areas where they were able to engage in healthy sports and skills, particularly in St Crispin’s Skate Park in Wokingham, anti social behaviour had been reduced.  She requested consideration of a BMX track in Lower Earley as both the young people and their parents wanted the facility within the local area.

The Chairman recommended that a decision on the BMX track be deferred pending further consultation with regard to the location and that further investigation and an alternative approach be considered.  He further suggested that the Committee could proceed with the installation of a community canopy at Riverside Park.

RESOLVED that

1.         proposals for a community canopy be approved

2.         a decision regarding the BMX track be deferred pending further investigation

3.         an alternative site for a skatepark be sought.

11.       RISK ASSESSMENTS

Members were reminded that, at the Annual Meeting of the Town Council, it was resolved that matters relating to risk assessments be referred to appropriate Committees for further consideration.

The Committee was of the opinion that the matter should be delegated to Officers to decide on the frequency of inspections.

RESOLVED that the matter be delegated to the Town Clerk and a report of the inspection frequency be submitted to a future meeting of this Committee for Member’s information.

12.       FINANCIAL REVIEW

12.1      Community Centres

Members were advised that this item formed part of the ongoing review of amenities previously agreed by this Committee.  With the exception of the Committee meeting that would consider the budget on 9^th January 2008, one aspect of service provision would be considered at each of this Committee’s meetings.

Members were referred to the relevant sections of the detailed breakdown of performance which was contained in the full budget statement for all service areas as an appendix to the Annual Council Agenda for 16^th May 2007.  It was noted that £2,000 was spent under Capital budget for sound panels at the Maiden Place Community Centre and £4,000 for a replacement boiler.

It was further noted that the overall deficits came in significantly under the original budget estimates, chiefly due to the excess of actual income over original budgets.

12.1.1   Radstock Lane Community Centre

12.1.2   Maiden Place Community Centre

Totals

Members wished to view the Community Centres and, accordingly it was

RESOLVED that

1.         a site visit to the Radstock Lane Community Centre be arranged for 4^th July 2007 to take place prior to the next meeting of this Committee.

2.         arrangements for a site visit to the Maiden Place Community Centre be arranged for 5^th September 2007 prior to the meeting of this Committee on that date.

13.       PUBLICATIONS

Members noted that the following publications had been received and were available for viewing at the Council Offices:

14.       ONGOING MATTERS