Agenda and minutes

Stefan Gawrysiak declared that in relation to applications SCap16\49 (River & Rowing Museum – Henley) and SCap16\67 (Henley Town football club), he would be stepping down from consideration of these items and speaking in favour.

To adopt and sign as a correct record the minutes of the meeting held on 22 February 2016 (attached).

RESOLVED: to approve the minutes of the meeting held on 22 February 2016 as a correct record and agree that the Chairman signs them as such.

The panel noted the capital grant policy and procedure rules.

The panel received a brief overview from officers on each application and heard addresses from representatives of the applicants and answers to questions as summarised below.

Aston Tirrold and Upthorpe Village Hall – Replacement boiler and book trolley

The grants officer outlined this proposal and recommended that any grant is conditional on them completing an energy audit before installing the new boiler, to ensure they’re installing the best option.

Marsh Baldon Village Hall Committee – Replacement windows and doors

The grants officer outlined this proposal and recommended that any grant is conditional on them completing an energy audit before installing the new windows/doors, to ensure they’re installing the best option.

Great Haseley Parish Council – Two defibrillators

The grants officer outlined this proposal and recommended that any grant offer includes a condition that they will register the units with the ambulance trust.

Eye and Dunsden Village Hall – Extension and improvements to layout

Beth Timms and Gilly Lea, representatives of the village hall, spoke in support of their application. They reported that the proposed improvements would make the village hall more accessible to all; most notably those with mobility issues. The current configuration of the building is not fit for purpose.

Lord Phillimore, a local benefactor, has verbally pledged at least £50,000. In response to members’ questions, they reported that they’ve received no response from Binfield Heath parish council regarding funding.

The grants officer recommended that any grant offer includes a condition that they will register a charge (or if a charge isn’t possible a restriction) on the registered title of the property.

Sonning Common Parish Council – Kitchen upgrade

The grants officer outlined the proposal and advised that there was some debate if it’s more appropriate for the village hall committee to take on the work. The Memorandum of Undertaking implied the kitchen (as a fitting of the building) falls within the remit of the committee and not the parish council.   The grants officer recommended that any grant offered to the parish council is transferrable to the village hall management committee and that if the management committee do take on the project the award amount should increase to £9,418 to include the VAT they will need to pay.

Kidmore End Parish Council – Play area improvements (two sites)

Sue Biggs, a representative of the parish council, spoke in support of their application. She reported on the fundraising activities that have been taking place and funding updates for the project. In response to members’ questions, she reported that it is possible to install a disabled access platform but they are waiting for a price from the supplier. The Chairman read out a statement in support of the project from Robert Simister, the local ward member.

The grants officer recommended that any grant offer include a condition that they will register a charge (or if a charge isn’t possible a restriction) on the registered title of the property in the council’s favour.

Sydenham Parish Council – Play area equipment and field  ...  view the full minutes text for item 17.

The panel will review and amend officer scores as necessary.

The panel considered the applications, taking into account the report of the grants officer on each application, the presentations from the registered public speakers and site photographs/videos.

Using the scoring matrix set out in the policy, the grants officer’s provisional scores and any additional information received at the meeting, the panel awarded scores for each application.

After discussion, the panel adopted the grants officer’s recommended scores as their recommendations for all applications except for the following:

Sydenham Parish Council – Play area equipment and field gate

The panel decided to refuse this application as they felt the project needed some improvement before it was ready to fund.  They encouraged the applicant to reapply once they adjust the project to:

·         retain the kissing gate and install additional access for disabled users;

·         provide better disabled-access paths around the site;

·         replace all the old play equipment and fixtures like benches (not the items updated last year); and

·         include a reasonable maintenance plan (as the grounds appeared under maintained in the photos/video.  

Clifton Hampden and Burcot Sea Scouts – Boating equipment

Increase community benefit score from 7 to 10 points as they work with a large number of young people in the community and the project has a significant impact on their health and well-being.

River and Rowing Museum (Henley) – New roof section

Decrease new facilities or activities score from 8 to 3 as the project doesn’t allow any new facilities or activities to take place.

Before they finished reviewing the officer’s scores the panel agreed to recommend rejecting the application as they considered that they have sufficient reserves to fund the project themselves.

Krakatoa Preschool (Brightwell-Cum-Sotwell) – Outdoor resurfacing and benches

Increase new facilities or activities score from 6 to 9 points as the project will expand their current activities by allowing them to use the outside space in the winter.

Increase community benefit score from 5 to 9 points as the project would significantly increase the health and wellbeing of the children attending their sessions.

Henley Cricket Club – Resurface access track and machinery

Increase community benefit score from 7 to 11 points as the applicant confirmed more groups use the facility than previously known.

Increase funding the project score from 7 to 10 points as while their funding from the town councils isn’t secure it is very likely their request will be successful.

Henley Town Football Club – Access improvements and spectator stands

Increase community benefit score from 8 to 11 points as the applicant confirmed more groups use the facility than previously reported.

Increase funding the project score from 7 to 10 points as while their funding from the town councils isn’t secure it is very likely their request will be successful.

The final scores as agreed were:

The panel will finalise award recommendations for the consideration of the Cabinet member for grants.

RESOLVED: to recommend that the cabinet member for development management, building control, housing and grants makes the following capital award decisions, in line with the capital grant policy:

1.    To award Aston Tirrold and Upthorpe Village Hall up to £4,043 towards the replacement boiler and book trolley as set out in its application, with a condition that they must complete an energy audit before we make any payments.

2.    To award Marsh Baldon Village Hall Committee £4,047 towards replacement windows and doors as set out in it application, with a condition that they must complete an energy audit before we make any payments.

3.    To award Great Haseley Parish Council £1,480 towards two defibrillators as set out in its application, with a condition that they must register the units with the local ambulance trust.

4.    To award Eye & Dunsden Village Hall £191,000 towards the extension and improvements project as set out in its application, with a condition that they will place a charge (or restriction if a charge isn’t legally possible) on the registered title.

5.    To award Sonning Common Parish Council £7,697 towards a kitchen upgrade as set out in its application, with a condition that the grant is transferrable to the village hall committee should they take on the project instead of the parish council. If the village hall committee does take it on that the grant amount could increase to £9,418 (to cover the VAT they would need to pay).

6.    To award Kidmore End Parish Council £30,194 towards play area improvements as set out in its application, with a condition that they will place a registered charge (or restriction if a charge isn’t legally possible) on the title.

7.    To refuse Sydenham Parish Council’s grant application, but encourage them to apply again once they address the panel’s issues with the project.

8.    To award Clifton Hampden and Burcot Sea Scouts £4,238 towards new boating equipment as set out in their application.

9.    To award Shiplake Parish Council £1,325 towards replacing two parish noticeboards as set out in its application.

10.To refuse the River & Rowing Museum’s grant application.

11.To award Peppard War Memorial Hall £20,000 towards roof, window and lighting improvements as set out in their application.

12.To award Stanton St John Parish Council £19,699 towards play area improvements as set out in its application, with a condition that they include some accessible equipment in the final design and change the surfacing to be more accessible than mulch.

13.To award the Henley Amateur Operatic and Dramatic Society £7,102 towards a stage and studio upgrade as set out in its application.

14.To award Cuxham with Easington Parish £1,158 towards the purchase of a defibrillator as set out in its application. They also suggested the applicant could reapply for the remaining 50 per cent of the cost in the future if they are unable to raise the balance elsewhere.

15.To award Chinnor Village Hall £4,444 towards resurfacing the front car park as set  ...  view the full minutes text for item 19.