Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday, 20th September 2006 commencing at
7.45 pm.

Present

Chairman – Councillor M A P Deegan

25.       MINUTES OF PREVIOUS MEETING

The Minutes of the meeting of the Policy & Resources Committee held on 12th July 2006 were confirmed as a true record and signed by the Chairman.

26.       FINANCIAL INFORMATION

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

27.       SUB-COMMITTEES & WORKING PARTIES
           
27.1      Service to Earley Award Panel

Consideration was given to the notes of the Service to Earley Award Panel meeting held on Wednesday, 26th July 2006, a copy of which is attached to these Minutes for the information of Members only.

Councillor Chopping further reported that the Panel’s proposal was for a facility to be provided for an Honorary Citizenship that could be awarded in exceptional circumstances.  It was noted that it was not intended to be an annual award and it was possible that it might never be presented.

RESOLVED that

1.         the report be approved and Recommendations 1 and 3 be adopted.

2.         the alternative worded citation, detailed under Minute 2 be amended by substituting the work ‘inhabitants’ with the word ‘residents’ in both places.

3.         the alternative citation, detailed under Minute 2, as amended, be adopted.

28.       ATTENDANCE AT MEETINGS

The Town Clerk reported that a Councillor had raised the possibility of changing the way in which attendance at meetings was recorded, to take account of any Councillors who arrived late or left early.

The current practice was to record, in the attendance list at the start of the Minutes, the time that a Member joined or left the meeting.  It did not, however, indicate at what point in the proceedings of the meeting that Member actually came into or left the room.  Therefore, the business conducted prior to or subsequent to the Member’s entry into or exit from the Council Chamber or Meeting Room was not clearly shown.

Consideration was, therefore, given as to whether the current practice should continue or be amended in order that the point that a Member entered or left the meeting should be recorded in the body of the Minutes.  Members were reminded that recorded votes listed those present during a specific debate or vote, but that this type of vote only occurred very rarely.  It was

RESOLVED that the suggestion be refused and the onus be placed on individual Members to request their late arrival or early departure should be recorded in the body of the Minutes.

29.       GAMBLING ACT 2005 – DRAFT STATEMENT OF PRINCIPLES

Consideration was given to a request from Wokingham District Council for comments and observations on its Draft Statement in relation to the policy which referred to casinos. The District Council, in the Draft, was considering a “no casinos” policy but had yet to determine whether or not to pass such a resolution and was seeking the views of interested parties prior to reaching a decision.  The relevant section of the Draft Statement of Principles was attached to the Agenda for the information of Members and Members were advised that the full document was available for inspection at the Town Council Offices, or could be accessed on the Wokingham District Council’s website.

The Committee was of the opinion that, although it had no objection, in principle, to Casinos, Option 1 should be the preferred wording and, accordingly, it was

RESOLVED that Wokingham District Council be informed that the Town Council was of the opinion that Option 1 should be the preferred wording.

30.       MAIDEN ERLEGH SCHOOL

Members were reminded that, at Minute 19 of the last meeting of this Committee, it had been recorded that, in the light of the change in circumstances, as recorded in the Minutes, the Council should review its previous decision.  It was subsequently resolved that this Committee explore the options further, to be considered in consultation with the Thames Valley Police and users of the site, at this meeting and that the Town Clerk liaise with the local Police Community Support Officer in an effort to ascertain what police measures were currently in place.

Members were advised that both the Area Beat Officers and the Police Community Support Officer made regular patrols in the vicinity of the school premises.  The PCSO had informed the Town Clerk that many of the incidents of vandalism at the school went unreported to the police.  Investigations by the Deputy Town Clerk concerning rights of way through the school had revealed that there was no definitive footpath running from Maiden Erlegh Drive to Silverdale Road.  Furthermore, the stretch of road at the entrance to the school premises was not adopted as public highway.

The Town Clerk had written to the Chairman of Governors of Maiden Erlegh School to request that consideration be given to better security patrols and more liaison with the police to ensure a higher profile on the site at the most vulnerable times.

The Chairman invited the attendees to speak to the meeting.

Mrs Roch informed the Committee that further options had been explored taking on board the Town Council’s concerns from the last meeting.  In drawing up revised proposals for the site, various factors had been taken into consideration including the management of access for the local community, staff, pupils and site users; the wellbeing of staff, particularly the Caretakers, 24 hour access, security of the School, duty of care, and visual acceptance.  Copies of a map, showing revised proposals for the site, together with explanatory notes were circulated to the Committee.

Mr Jones outlined the revised proposals to erect a fence, approximately between 2.4 and 3m high, stretching from the Silverdale Road entrance to the site to Maiden Erlegh Drive, along the line of the small brick wall in front of the car park, with gated access at various points to allow access to the car park and both Schools.  The new footpath would measure approximately 30 foot wide and the lighting would be supplied by the four existing lights, although it was appreciated that these might have to be upgraded, and additional landscaping would be planted, probably with laurel bushes.  The proposals would allow security of the site whilst there would be a 24-hour, free access, footpath open along one side.  It was anticipated that the proposed measures would prevent opportunist damage, allow the management of persons on the site and allow the School to create a safe working environment for all users.

Mr Hackett confirmed that MERA welcomed the proposals but expressed concern that pedestrians and cyclists could be walking behind reversing cars.  Mrs Roch informed the Committee that, this situation was already in existence, but that she would ensure that visibility was improved by regular maintenance of the shrubbery.

The Committee, although welcoming the revised proposals, was of the opinion that the Police should be consulted before the plans were finalised, particularly because of previous concerns regarding the safety aspect of what would become an enclosed corridor along the footpath.  It was felt that both a Crime Prevention Officer and the local Police should be involved, to combine an expert view with that of local knowledge, and it was agreed that the School would make enquiries regarding this and report back to the Committee.  The School was asked to consult with residents of Maiden Erlegh Drive before submitting a Planning Application.

RESOLVED that the Town Clerk make enquiries to ascertain the ownership of the lighting on the School site.

RECOMMENDED that subject to the receipt of satisfactory reports on the latest proposals from the Crime Prevention Officer and Local Police, the Town Council should support the revised proposals to improve security at the School.

31.       REQUESTS FOR FINANCIAL ASSISTANCE

31.1      Letters of Thanks

The Committee noted that a letter of thanks had been received from the Lions Club of Woodley, for assistance in kind, on Earley Fun Day, 8th July 2006.

32.       DRAFT TOWN PLAN

Members were reminded that, at Minute 39 of the Town Council meeting it had been resolved that the following sections of the Town Plan be looked at by this Committee:

            Introduction
            Highways and Traffic (jointly with Planning Committee)
            General Section

These sections of the Plan had been circulated with the Agenda for Members’ consideration together with additional comments received since the tabling of the Draft Town Plan at the Town Council meeting on 26th July.  The following amendments were made:

Highways/Traffic

• Line one of the preamble was amended by the deletion of the words “in relation to Reading and” and the replacement with the word “between”.

• Line seven of the preamble was amended after the word “hours”, by the deletion of the whole of the rest of that sentence and the addition of the words “and a significant increase in the number of parents who choose to drive their children to school”.

• In the section “The Town Council will seek to”, bullet point five was deleted.

General

• In the section “The Town Council will seek to”, bullet point two was amended by the addition of the words “should the opportunity arise” at the end of the sentence.

• Bullet point five was amended by the addition of the word “including” after the word “area”.

• Bullet point thirteen was amended by the deletion of the words “hospital places” and insertion of the words “health provision”.

• Bullet point sixteen was amended by the deletion of the word “maximise” and the insertion of the word “improve”.

• Bullet point seventeen was removed.

• Bullet point 19 was amended by the deletion of the word “Obtain” and “during the life of this Plan” and the insertion of the words “Constantly seek to work towards”.

• An additional bullet point was added to read “Where there is an advantage to the residents of Earley, to accept management responsibility for as much of the Town’s infrastructure as possible”.

• An additional bullet point was added to read “To ensure provision of services under the guiding principles of Best Value”.

Further Comments

The comment headed “Town Identity” was removed.

RESOLVED that

• a Town Plan Working Party, comprising of the Town Mayor, the Chairmen of each of the Council’s Standing Committees, the Leader of Council and up to two representatives from the Opposition, be constituted to consider the proposed amendments to the Plan from the Standing Committees, and input received from local residents and to present the final draft of the Town Plan to the Town Council

2.         the amendments to the Draft Town Plan, as detailed in the preamble to this resolution, be recommended to the Council.

3.         the Town Plan Working Party be asked to consider a suggestion the plan should be split with the main policies forming the basis, and the specific actions being contained in appendices.

4.         copies of other Town & Parish plans, to include Sonning, be obtained prior to the next meeting of this Committee.

33.       INTERNAL AUDIT 2005/06

The Committee noted that the Internal Auditor, had completed his internal audit review for 2005/06 and his report was attached to the Agenda for the information of Members only.

In response to a question from a Member, the Deputy Town Clerk informed the Committee of the current position with regard to the Auditor’s Status C recommendations.

RESOLVED that

1.         the Auditor be thanked for his prompt work in completing the Internal Audit.

2.         the Status C items be reported to this Committee on a quarterly basis.

34.       ORDERS FOR PAYMENT

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 177-269) be paid in the sums as stated and details of the Imprest Vouchers (076-124) be noted.

35.       PUBLICATIONS

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

36.       PRESS RELEASES

            The Committee was reminded that the closing date for grant applications was 31st October.

RESOLVED that the closing date for the grant applications should receive emphasis.

37.       TERMINATION OF MEETING

            The meeting was declared closed by the Chairman at 10.05pm.