Earley Town Council

Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday 8th November 2006 which commenced at 7.45 pm.

Councillors D D Chopping, C J Edmunds (from 7.50pm), M Firmager, N Jorgensen
A W Spratling, M. Thomas and K J Ward.

Also in attendance: Cllr. J. Armstrong.

Apologies for absence were received from Councillor D Swindells (due to illness),
and the Committee Assistant (due to a family emergency).

The Chairman requested that the Committee’s best wishes for a positive resolution to her family emergency should be extended to the Committee Assistant, Mrs. Val. Robinson.

The Minutes of the meeting of the Policy & Resources Committee held on 20th September 2006 were confirmed as a true record and signed by the Chairman.

The Committee noted details of the financial transactions for the period ended 30th September 2006, a copy of which is appended to these Minutes.

41.       SUB-COMMITTEES & WORKING PARTIES

41.1      Youth & Community Sub-Committee

Consideration was given to the Minutes of the meeting of the Youth & Community Sub-Committee held on Tuesday, 19th September 2006.

The Policy & Resources Committee Chairman requested that an item should be included on the Agenda for the next meeting of the Sub-Committee authorising the setting up of a meeting with himself, the Chairman of the Youth & Community Sub-Committee, the Town Clerk and Thames Valley Police to allow a formal review of the contract and work of the Police Community Safety Officer. Cllr. K. Ward requested sight of a copy of the contract between the Police and the Town Council in respect of the PCSO.

Cllr. Armstrong addressed the meeting, and advised that, further to the verbal report given at the meeting of the Full Council on 4th October, he was able to advise that a further meeting of the Neighbourhood Action Group had been arranged for 14th November. He remained concerned about the future of the Group.

A Member present advised that he had received complaints about the seemingly low level of co-operation from the Police, and particularly in respect of reported vandalism to private houses. The Youth and Community Sub-Committee Chairman said that he was happy to pursue this through the Sub-Committee, but would require evidence from the complainants, such as date, time and nature of incident, and initial response received from the Police.

The Town Clerk was asked to circulate a letter to all Councillors asking for evidence of poor police co-operation to allow a basis for discussions at future meetings with the Police.

RESOLVED that the report of the meeting of the Youth & Community Sub-Committee Meeting held on 19th September 2006, as appended to these Minutes, be approved and the recommendation at Minute 7 be adopted.

The Committee noted that a letter of thanks had been received from the Earley CResCent Community Association for the help and continuing support from the Town Council particularly in the 4 years of funding for caretaking.

A schedule of grant applications received had been circulated with the Agenda for Councillors consideration, which detailed the level of any funding awarded in previous years, and the amounts now being requested by the various organisations. Copies of all Grant Application Forms had previously been circulated to Members.

The Committee Chairman then circulated a spreadsheet which he had prepared which categorised the various bodies applying for funding. It detailed the amount awarded in the 06/07 financial year, the bid now requested and an amount suggested by the Chairman. The Committee was then asked to consider each application individually, and to decide whether it felt that the amount suggested by the Chairman was appropriate.

Before proceeding to the formal discussions and voting on the grant applications received, the following declarations of interest were made:
Cllr D. Chopping declared a personal interest in SAGE and took no part in the voting thereon;
Cllr. C. Edmunds declared a prejudicial interest in respect of the Maiden Erlegh Pre-School Group and took no part in the discussion thereof or the voting thereon;
Cllr. M. Firmager declared a personal interest in Wokingham Job Support Centre, Wokingham District Sports Council and Earley & Shinfield Youth Committee and took no part in the voting thereon;
Cllr. A. Spratling declared a personal interest in respect of CResCent, MICE, SAGE and the Earley Volunteer Care Bureau and took no part in the discussion thereof or the voting thereon.

With regard to Just Around the Corner, a Member present expressed the view that the information supplied was not sufficiently detailed and requested that the organisation be asked for a breakdown of the figures supplied to detail ages of young people, ethnic background and whether the numbers represented first contact or repeated contact with the individuals concerned. The view was further expressed that since the work of JAC and the Outreach Service seemed to be linked it might be appropriate to ask the two organisations to submit a joint bid for consideration at the next meeting of this Committee.

The suggested amount to be allocated to the Maiden Erlegh Pre-school Group was queried. It was noted that the amount requested was for the purchase of a specific capital item, but it was felt that, in view of the relatively small number of children that would benefit, a reduced sum from the Town Council, with the expectation of an element of fund raising by the Group itself, might be appropriate.

The application submitted by Trinity Church was considered to be not sufficiently specific. The Committee felt that if the Church was to apply for a specific project in the future, this could be considered.

With regard to the Earley Volunteer Care Bureau, Councillors agreed a reduced level of funding, and requested that the Bureau be requested to submit any future applications for more specific projects, rather than to meet revenue expenditure.

The view was expressed that Earley would benefit greatly from the re-introduction of a regular CAB surgery, possibly based at CResCent. The Town Clerk was requested to follow this up with the Wokingham Area Citizens’ Advice Bureau.

RECOMMENDED that, subject to budget approval, in accordance with the provisions of the Local Government Act 1972, Section 137, as amended by the Local Government Housing Act 1989, Section 36, contributions be made to the various applicants as set out below:-

1. Just Around the Corner and the Outreach Youth Work Service be requested to submit a joint bid, as detailed in the preamble to this resolution and the combined sum suggested by the Chairman be nominally allocated to the two organisations pending receipt of this additional information.

2. No funding be allocated to the Trinity Church, for the reasons detailed in the preamble to this resolution.

3. Wokingham Area Citizens’ Advice Bureau be asked to consider providing a regular surgery in Earley, possibly based at CResCent, and that any decision on the level of grant to that organisation be deferred until the next meeting of the committee, pending the response received from the CAB to the Committee’s request.

5. With respect to JAC & WDC Outreach and Wokingham CAB, appropriate provisions be made in the draft budget pending the final decisions of this Committee.

The Town Clerk reported that, on previous occasions, the Town Council, had under Section 137, match funded the contribution made from the Wokingham Sports Sponsorship Fund to various young people within the area. A request for further funding had been received from Wokingham District Council and, in accordance with the wishes of Members, the letter containing the names of the recipients had been attached to the Agenda.

In accordance with the provisions of the Local Government Act 1972, Section 137, as amended by the Local Government Housing Act 1989, Section 36, a contribution of £150 be made to the Wokingham Sports Sponsorship Fund.

The Town Clerk reported that, in addition to the applications for grant funding under Section 137, letters had been received from the following organisations requesting sponsorship from the Town Council:-

Earley CresCent Community Association
Churches Together in Earley and East Reading
Lions Club of Woodley and Earley

Cllr. A. Spratling declared a personal interest in respect of CResCent, and took no part in the discussion thereof or the voting thereon.

With regard to the request from the Lions Club of Woodley and Earley for the Town Council to sponsor a Circus Scene event in the main arena for the 2007 event, a proposition that the Town Council should give £500 sponsorship to the event was not resolved.

2. The Amenities & Leisure Committee be asked to consider allowing Churches Together in Earley and East Reading to have free use of Sol Joel Park for the ‘Party in the Park’ event.

3. The request from Churches Together in Earley and East Reading for financial support for the ‘Party in the Park’ event be refused.

4. The request from Lions Club of Woodley and Earley for the Town Council to sponsor a ‘Circus Scene’ event in the main arena at the 2007 event be refused.

5. The Town Council should underwrite any loss, due to inclement weather, or other unforeseen circumstances on the 2007 Fun Day, organised by the Lions Club of Woodley and Earley, to a maximum of £2,500.

Consideration was given to major projects which this Committee would wish to undertake in 2007/08 to assist the Town Clerk with budget preparation and also any future projects for the following two financial years as part of the three year financial planning.

The Committee noted details of Orders for Payment paid since the last meeting of the Town Council.

RESOLVED that the various accounts set out on the attached list (Vouchers 302-373) be paid in the sums as stated and details of the Imprest Vouchers (133-161) be noted.

The Committee noted that the following items had been received and were available for viewing in the Council Chamber:

46. PRESS RELEASES