POLICY & RESOURCES COMMITTEE

Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber at the Council Offices, Radstock Lane, Earley on Wednesday, 24^th January 2007 commencing at 7.45 pm.

Present

Chairman – Councillor M Deegan

Councillors D D Chopping, C J Edmunds (from 8.35pm), M J Firmager, N Jorgensen, S Scarrott, A Spratling and M S A Thomas (to 9.45pm).

In attendance: Councillor Mrs J Lissaman.

Apologies for absence were received from Councillor D Swindells (due to ill health) and K J Ward (due to work commitments).

48.       MINUTES OF PREVIOUS MEETING

The Minutes of the meeting of the Policy & Resources Committee held on 8^th November 2006 were confirmed as a true record and signed by the Chairman.

49.       REQUESTS FOR FINANCIAL ASSISTANCE

49.1      Letters of Thanks

Members noted that letters of thanks relating to the provisional allocations of financial assistance for 2007/08 had been received from:

·         Berkshire County Blind Society 

·         Thames Valley & Chiltern Air Ambulance Trust

·         ARC

·         Home-Start Wokingham District

·         Relate

·         Vitalise

49.2      Representations

The Town Clerk reported that a number of representations had been received from organisations that received provisional grant allocations under Minute 42.2 of the last meeting of this Committee, namely Wokingham & District Citizens Advice Bureau, M S Therapy Centre, Berkshire, Earley CResCent Community Association (MICE) and Maiden Place (Earley) Retirement Club.  Copies of the correspondence were attached to the Agenda for the information of Members only.

With regard to the re-introduction of a regular outreach service in Earley from the Wokingham & District Citizens Advice Bureau, Members, being mindful of the lack of people utilising the service the previous time, expressed concern as to how the system would operate if it was tried again.  It was felt that more information was required as to what a two-hour session would provide, particularly in respect of specialist subject advice and whether or not users would be able to just drop in or would have to pre-book an appointment.

It was suggested that a contribution of £1,000 be made to the CAB for 2007/08 and that it be requested to gauge the reaction and demand for a service in Earley during the year.  It was further suggested that, in 2008/09, a pilot scheme could be operated whereby the Town Council Chamber could be offered free of charge and that the CAB invoice the Town Council for its costs on a monthly basis.

The Town Clerk reported that, in addition to the letter received from the Maiden Place (Earley) Retirement Club, he had also spoken with the Chairman of the Club who had informed him that it was now no longer financially viable to run the Club and, therefore, it would have no option but to close down.

Consideration was given to a suggestion that, as the Club catered for retired persons only, it might be more prudent to provide a short-term rent free period and, in the meantime, a representative of the Town Council meet with the Clubs’ members to ascertain what assistance would be required to ensure the future continuance of the Club.

In response to a question, the Committee noted that there was, currently, no waiting list for the Clubs’ booking period at the Community Centre.

RESOLVED that

1.         A contribution of £1,000 be made to the CAB for 2007/08 and that it be requested to gauge the reaction and demand for a service in Earley

2.         subject to demand, a pilot scheme be operated during 2008/09 whereby the Council Chamber be made free of charge to the CAB and that it invoice the Town Council for its costs on a monthly basis

3.         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 further contribution of £245 be made to the M S Therapy Centre, Berkshire

4.         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 further contribution of £455 be made to the Mobile Information Centre ( Earley)

5.         Councillor S Scarrott meet with the Maiden Place (Earley) Retirement Club as outlined in the preamble above

6.         subject to the outcome of 5 above, Councillor S Scarrott be authorised to offer the Maiden Place (Earley) Retirement Club a rent free period of up to six months.   

NB: Councillor A W Spratling declared a personal interest with regard to the MS Therapy Centre.

49.3      Just Around the Corner and WDC – Outreach

The Town Clerk reported that, following the resolution at Minute 42.2 of the last meeting of this Committee that Just Around the Corner and the Outreach Service be requested to submit a joint bid, a representative from JAC attended the Youth & Community Sub-Committee Meeting, on 9^th January, to explain the background as to why the submissions were separate and not combined.  In addition, a letter giving further explanation had, today, been received from the representative, a copy of which was circulated to Members at the meeting.

The Committee was of the opinion that more information was required with regard to the family work provision and it was suggested that a Member join JAC on one of its outreach sessions to glean more knowledge of its work.

RESOLVED that the Chairman of this Committee together with Councillor M S A Thomas, join JAC on one of its outreach sessions.

50.       ESTIMATES OF INCOME & EXPENDITURE

50.1      Draft Estimates of Income & Expenditure

Consideration was given to the Draft Estimates of Income & Expenditure for this Committee for 2007/08 and the revised estimates for 2006/07.  In connection therewith, the Committee noted and approved details of the financial transactions for the period ended 30^th November 2006 included within the report.

Councillors' attention was drawn to the capital item for a replacement vehicle and the Committee was of the opinion that, because it was intended that the Park Ranger Service would principally use the vehicle, it was technically an item which could be transferred to the Amenities and Leisure capital budget.

Members further noted and examined the Estimates of Income & Expenditure for 2007/08 and the Revised Estimates for 2006/07 compiled by the Standing Committees, together with the approved Estimates of this Committee in order to make recommendations to the Council accordingly.  The Estimates of the Amenities & Leisure Committee and the Planning Committee had already been approved.

With regard for the draft estimate for tree planting in Chiltern Crescent, Members were advised that it might be possible to obtain Section 106 monies from Wokingham District Council for this purpose.

RECOMENDED that the revised Estimates for 2006/07 and the draft Estimates for 2007/08, as appended hereto, be approved without opposition

RESOLVED that

1.                   enquiries be made to Wokingham District Council in an endeavour to obtain Section 106 monies for tree planting in Chiltern Crescent

2.                   should Section 106 monies not be forthcoming, consideration be given for the tree planting to be funded out of the Council’s Reserves at the 18^th July meeting of this Committee.

50.2      Precept Working Papers

Consideration was given to the Town Clerk’s Precept Working Papers, copies of which had been circulated prior to the meeting.  Arising therefrom, the Committee was requested to assess the amount required as the Town Precept for 2007/08 and to recommend to the Town Council accordingly.

The amended Precept Working Papers were as follows:-