This report updates the Trustees on the existing approved budget to refurbish the pavilion, and seeks authority to submit a planning application for the scheme and procure a contractor for the first phase of work.

The Director of Economic Growth and Neighbourhood Services submitted a report giving an update on the pavilion refurbishment scheme and seeking authority to submit a planning application and procure a contractor for the first phase of work.

The report noted that since the previous meeting of the Sub-Committee the pavilion had re-opened for hire, in July 2019.  The main refurbishment works would be funded through the £1.361m premium from the Department for Education (DfE) which had been paid to the Trustees on 20 August 2019 and £85K section 106 planning gain allocated to the scheme.  Whilst waiting for the DfE payment the Council had commissioned initial scoping and design work for refurbishing and potentially extending the pavilion in the future, and a draft layout of the pavilion had been agreed by the main user groups in early August 2019. 

The report explained that the scheme was split into two phases.  The first phase was to refurbish the pavilion and re-configure the internal layout for more efficient use of the space, and the second phase was an extension to provide additional sports changing spaces, a new main entrance, and a small extension at the rear of the building.  The first phase had been assessed as within the current budget allowance of £825k (including fees and contingency) for refurbishing the pavilion.  The second phase was beyond the funding currently earmarked for the pavilion.

An update report was tabled at the meeting which summarised recent discussions with the Berks and Bucks Football Association and a consultant working on behalf of the National FA, at which it had been explained that the provision of additional changing rooms would not be a funding priority.  Following consultation with Caversham Trents FC, it was therefore proposed to remove the additional third and fourth changing rooms from the scheme.  The update report also summarised comments received through the Management Committee including a request for more storage space with easier access from the main hall and querying the need for an office and additional meeting space. 

Attached to the update report were amended plans reflecting the removal of the extra changing rooms and additional changing space with access off the main hall.  Plan 1a identified the extent of works to be undertaken in the first phase of the works, for which approval to seek planning permission and procure a contractor was sought within the previously agreed available £825k budget (inclusive of fees and contingency).  Plan 2a showed the potential future developments including additional storage, office/storage space, extended kitchen and relocated main entrance.  The pavilion users had requested that both phases of the scheme be submitted for planning approval, to enable the second phase to take place when funding was available.

Resolved –

(1)     That the Assistant Director of Culture be authorised to submit a planning application for the whole scheme to refurbish and extend the existing pavilion;

(2)     That the Assistant Director of Legal & Democratic Services and the Assistant Director of Culture be authorised to procure and implement the first phase of the pavilion works, including the appointment of STL Architecture Ltd as lead architect, within the funding limits set out in the report.