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, 12th July 2006 commencing at 7.45 pm.

Councillors D D Chopping (from 8.00pm), C J Edmunds, M Firmager, N Jorgensen, Councillor S Scarrott, D Swindells and M Thomas (from 8.40pm).

In attendance: Mr D Hawthorne (Corporate Head of Children's Services, Wokingham District Council), Mr H Jones (Chairman of Governors, Maiden Erlegh School) and Mr D Wilder (parent, resident and member of Maiden Erlegh School PTA)

An apology for absence was received from Councillor A W Spratling.

The Minutes of the meeting of the Policy & Resources Committee held on 7th June 2006 were confirmed as a true record and signed by the Chairman.

The Committee noted that a letter of thanks had been received from the Wokingham & District CAB.

Consideration was given to the Minutes of the Youth & Community Sub-Committee meeting held on 27th June 2006, a copy of which is appended to these Minutes for the information of Members only.

In respect of Minute 5 of the report, the Town Clerk clarified the BMX and Skate Park situation by informing Members that, at the time of the original resolution there had been some uncertainty regarding funding of the projects which had now been resolved. With regard to the Skate Park, the Environment Agency had expressed concern at the suggestion that it be located at the Riverside Park due to the area being in a flood plain. Therefore, it had been proposed that it be located under the A329M at the rear of the Showcase Cinema. Because of concern regarding Health & Safety issues at that site, it was felt that the Riverside location would be more prudent and investigations were being made as to how to overcome the problem of constructing a hard-standing on a flood plain area.

1. the report be received and approved and Recommendations 6.1, 6.2 and 7 be adopted

2. Recommendation 5.1.1 be amended to read “the Hornbeam group be encouraged, first and foremost, to ascertain whether Planning Permission for suitable temporary accommodation for young people on the Events Field would be achievable”

3. Recommendation 5.1.3 be amended by inserting the words “for formal resolution and steer to Officers” after the word “Committee”

Consideration was given to the notes of the Public Relations Working Party meeting held on 7th June 2006, a copy of which is appended to these Minutes for the information of Members only.

RESOLVED that

2. Recommendation 3 be amended by inserting the words “and libraries” after the word “Newsagents”

The Town Clerk reported that the External Auditor, UHY Hacker-Young, had completed the audit for 2004/05 and a draft memorandum, from the company, was being prepared but had not yet been received.

Concern was expressed at the delay in the completion of the audit and, accordingly, it was

RESOLVED that UHY Hacker-Young be informed of Earley Town Council’s concern regarding the delay in the audit process.

Members were informed that, at the Amenities & Leisure Committee meeting held on 28th June 2006, it had been agreed to recommend to this Committee that consideration be given to the earmarking of a sum from the Capital Replacement Reserve to provide funds for the resurfacing of the Skate Park at Sol Joel Park. A full report on the condition of the surface had been provided with the Agenda of that Committee.

RESOLVED that an amount of £5,000 be earmarked for the resurfacing of the Sol Joel Skate Park to be funded from the Capital Replacement Reserve.

Consideration was given to this item which had been included in the Agenda at the request of the Leader of the Council who had been approached by the Head of Maiden Erlegh School and Chairman of the Governors.

Members were reminded that the matter had previously been considered by this Committee at its meeting on 5th November 2003. It had been subsequently resolved at the meeting of Full Council on 26th November 2003, not to support the then proposals of the Governing Body to install security fences and gates around the school site. In particular, there had been concerns from Members and local residents regarding the loss of a pedestrian right of way via Maiden Erlegh Drive. Members also felt that there should be greater involvement of the District Council with regard to consultation and working with elected Members.

More recently, Maiden Erlegh School had experienced increasing and far more serious incidents of vandalism, which had been costly, not only in financial terms. The school had worked with David Hawthorne, Wokingham District Council's Corporate Head of Children's Services and the LEA shared the school's concerns and supported the latest proposals. The Leader had reminded both the school and LEA of the previous debate and policy decision of the Town Council referred to above.

The Leader of the Council circulated copies of the Agenda and Minutes of the Amenities & Leisure meeting held on 5th November 2003 to remind Members of the background and the reason for the Committee’s decision. He also emphasised that the reference made regarding consultation with local Councillors, in the letter dated 20th October 2003 from the then Chairman of Governors at Maiden Erlegh School to the parents of pupils, was referring to a Town Councillor who was acting in his capacity as a School Governor and, therefore, not as a formal directive from the Town Council.

The Chairman then invited Mr D Wilder and Mr D Hawthorne to speak to the meeting.

Mr Wilder informed the Committee that the incidents of vandalism had cost around £20,000 which obliterated the funds raised by the school. He stated that the vandalism had caused a decline in staff morale, particularly as there had been physical threats and there had been disruption to the pupil learning process. Furthermore, because of the constant harassment, the decorating that had been taking place on a Friday evening had to be stopped as it was felt that the Teachers could not be put at risk. There was also a difficulty in attracting caretaking staff.

Mr Hawthorne circulated copies of a report from the Wokingham District Council’s Children’s Services department, together with a plan of the site, which outlined the current situation and proposals for improving security and safety of staff and, also, the possible impact that any controlled security would have on residents and local businesses. Following a verbal summary of the report he reminded the Committee that the site not only housed Maiden Erlegh and Aldryngton Schools but included other organisations such as the Youth & Community Centre, the Visual Arts Centre and various voluntary groups. He drew attention to the increase in the nature of the crime involved, particularly the seriousness of the incidents and reminded Members that schools were more attracted by thieves because of the technology equipment housed inside and it had now become necessary to remove the more expensive items during the school holidays. He added that Maiden Erlegh and Bulmershe schools suffered the highest number of school criminal activities within the Wokingham District. With regard to the footpath through the site, it was his understanding that there was only permitted access to the public and not, necessarily, a right of way.

Mr Hawthorne continued by outlining the suggested solutions to the problems. He stated that any managed access to the site would be a management responsibility which would lie with all the site operators although the School caretaking staff would be responsible for the opening and closing of the gates. There would be some degree of flexibility in the opening and closing times to allow for different events. Any of the proposals would require additional fencing at both entrances to the site, particularly at the Maiden Erlegh Drive end in order to protect the neighbouring residential properties.

In response to a question from a Member regarding the use of CCTV on the site, Mr Jones informed the Committee that it was not always successful in the dark unless the lighting was vastly improved which would then cause a detrimental effect to neighbours.

During the discussion a number of Members expressed the view that the school itself should be asked to consider better policing and security patrols as well.

The Committee was of the opinion that, in the light of the changing circumstances, it should review its previous decision following consultation with the Thames Valley Police and users of the site.

1. this Committee explore the options further to be considered in consultation with the Thames Valley Police and users of the site at its next meeting on 20th September

2. the Town Clerk liaise with the local Police Community Support Officer in an endeavour to ascertain what Police measures were currently in place.

NB: Councillor Swindells declared a prejudicial interest and withdrew from the meeting for the duration of the discussion and voting on this item. Councillor D D Chopping also declared a personal interest and took no part in the voting thereon.

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 110-142) be paid in the sums as stated and details of the Imprest Vouchers (027-053) be noted.

RESOLVED that the press and public be excluded from the meeting during discussion of a confidential matter relating to a member of staff.