The Executive Director of Economic Growth and Neighbourhood Services submitted a report presenting the Mapledurham Playing Fields revenue accounts for 2020/21 and updating the Sub-Committee on the re-opening of the Pavilion and the near completion of the landscape improvements to the playing fields.  The report also sought authority to complete proposed works relating to the Chazey Road entrance, wi-fi network, CCTV cameras and acoustic panels.  The following documents were attached to the report:

·       Appendix 1 - Mapledurham Transaction Summary 2020/21

·       Appendix 2 - Mapledurham Pavilion Hire Fees

·       Appendix 3 - Mapledurham Playing Fields Landscape Plan

The report noted that the last major phase of sports turf works had been completed in 2021 and that the external sports turf consultant had inspected the finished works and confirmed that the pitches passed the FA’s Performance Quality Standards.  The landscape improvement plan was now largely complete and a plan showing the extent of the landscape works was shown in Appendix 3.  The only remaining items were the addition of sand to the improved sports pitches and to tidy up the pedestrian entrance into the playing fields at Chazey Road. The entrance was through a space between failing and rusted chain link fencing and poor-quality concrete posts; a path then ran through a woodland before emerging into the playing fields.  It was proposed to replace sections of the fencing and improve the ground immediately at the entrance, with an allocated budget of £5,000.

The report explained that details of management arrangements for the use of the football pitches were still to be completed with Caversham Trents, as well as agreements relating to the use of the compound, shed, and changing rooms.  As per the previous arrangements the Trents would manage bookings for matches ensuring that pitch use did not exceed standards set out by the FA’s pitch quality and carrying capacity recommendations.  Outside these matches the sports areas were available for general recreation including events and sports training.  Works to the Community overflow carpark had been largely completed by Kier as an in-kind payment for space being provided for their cabins, and the £35k of enhancement funds originally allocated could now be re-used elsewhere.

The report explained that the pavilion works had been completed on budget in November 2020, but that due to the Covid-19 pandemic the pavilion had not reopened for use until September 2021 with the first event being the Caversham Trents FC awards.  The kitchen had been completed ahead of opening after WADRA had raised funds to purchase a new cooker and fridge freezer. These had been installed alongside several units and work tops.  Terms and conditions of hire for the pavilion and hires fees had been agreed by the Management Committee in 2020 and were attached to the report at Appendix 2.

The report noted that there had been enquiries about the lack of availability of Wi-Fi within the pavilion, and the lack of connectivity to internet also prevented the installation of a card system to control door locks and access. The Heights School had offered the opportunity to extend the School’s Wi-Fi into the Pavilion at an anticipated cost of £1,500.  This would provide a cost-effective option for a service that was seen as a fairly standard minimum level of provision and it was proposed to accept the school’s offer.

The report explained that, following a request from the Management Committee and in response to periodic antisocial behaviour and disturbance to neighbours it was proposed to install two CCTV cameras covering the entrance to the car park and rear of the pavilion.  These would link to a central monitoring station and would act as a deterrent and support identification of problem vehicles and people who might be present during instances of ASB and subsequent action.  The cost was estimated at £12K per camera.

The report also explained that the hall when in use suffered from excessive reverberation negatively impacting on the usability of the hall for some activities and the quality of experience.  The school had donated approximately 10m² of acoustic boards.  It was proposed to mount these at one end of the hall and reassess the acoustic performance of the hall, and that additional panels be supplied and fitted if required.

The report set out the draft accounts for 2020/21 including detailed transaction reports.  The cost of electricity did not include a recharge that was to be made from Kier as access to the pavilion electrical supply was provided to allow the generators to be switched off as this was creating disturbance to neighbours. A credit would appear in the current year's accounts.

Resolved –

(1)          That it be noted that the Pavilion was now open following completion of the rebuilding works to the pavilion along with support from Warren and District Residents Association and users in equipping the kitchen;

(2)          That it be noted that the landscape works were now largely complete, with some final work to pitches required over the next five years and to the entrance at Chazey Road this summer;

(3)          That the improvements previously authorised and budgeted for at the Chazey Road entrance be undertaken this summer;

(4)          That the offer from The Heights Primary school to allow the pavilion to piggy-back on their broadband connection be accepted and that equipment be installed to extend the school’s public Wi-Fi network;

(5)          That two CCTV cameras linked into the central monitoring station be installed covering the car park entrance and rear of pavilion;

(6)          That additional acoustic panels be installed in the pavilion should they be required;

(7)          That the submission of accounts to the Charity commission be noted.