The Minutes of the meeting held on 10 February 2020 were agreed as a correct record and signed by the Chair.

This report presents the Mapledurham Playing Fields revenue accounts for 2020/21, provides an update on the reopening of the Pavilion in September 2021 and the near completion of the Landscape Improvements to the playing fields, and seeks authority to complete four proposed pieces of work.

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  ...  view the full minutes text for item 2.

This report updates the Sub-Committee on progress being made to complete the Deed of Dedication.

The Assistant Director of Legal and Democratic Services submitted a report updating the Sub-Committee on the progress of a Deed of Dedication relating to Mapledurham Recreation Ground.  The agreed revised draft Deed of Dedication was attached to the report at Appendix 1, an alternative Deed of Dedication proposed by Warren and District Residents Association (WADRA) was attached at Appendix 2, and communication from WADRA setting out their current position was attached at Appendix 3.

The report noted that the purpose of a Deed of Dedication was to provide for the Council (as Trustee of the Charity) to undertake that it would not take certain steps in relation to the Ground, including disposal of all or part of the Ground by way of sale or the grant of a long lease to a third party, or building new buildings on the Ground for anything other than the Charitable Purpose, without the consent of Fields in Trust (FiT).  The report summarised the previous reports submitted to, and decisions made by, the Sub-Committee relating to the process of agreeing a Deed of Dedication.  At the previous meeting of the Sub-Committee on 10 February 2020 the Sub-Committee had noted that a revised draft Deed of Dedication had been negotiated and approved by FiT and had authorised officers to enter into the Deed of Dedication, subject to any changes that might be required in order to reach agreement with FiT.

The report explained that an alternative Deed of Dedication (‘the WADRA draft’) had subsequently been proposed by WADRA as an alternative to the one negotiated and advised upon by Veale Wasbrough Vizards (VWV) and agreed to by the Sub-Committee.  A copy of the WADRA draft highlighting the proposed changes was attached to the report at Appendix 2.  WADRA felt that more protection for the recreation ground was needed than that afforded by the agreed Deed of Dedication and that the Deed should prevent anything being added to the recreation ground in the future.  Their draft therefore had a number of amendments which included: adding a clause not permitting use of the property exclusively by and for the benefit of the Heights Primary School; removing the section referring to the erection of any buildings or structures on the property that would result in the total area of such buildings or structures exceeding 4% of the total area of the property and instead specifying no new buildings or structures beyond those existing at the date of the deed and no fencing off any part of the property; involvement of members of the Management Committee in a number of clauses, and amendments to the section on replacement property.

The report noted that the WADRA draft had been sent to the Trustees on 29 September 2021 and submitted to the Mapledurham Playing Fields Management Committee meeting on 13 October 2021.  The report summarised the discussion held at the Management Committee meeting and set out the Committee’s decision, which had been that the alternative Deed of Dedication  ...  view the full minutes text for item 3.

The Chair invited Councillor Ballsdon, Chair of the Mapledurham Playing Fields Management Committee, to make a statement to the Sub-Committee.  The statement included feedback on the completed works at the Pavilion and playing fields, and clarification of the discussion and decisions made at the meeting of the Management Committee on 29 March 2022 with particular reference to the use of the Pavilion by WADRA for a community café.