Agenda and minutes

There were no apologies made at this meeting

To confirm as a correct record the minutes of the meeting of the Leisure and Community Policy Development and Review Panel held on 15 May 2013.

It was AGREED that, subject to the inclusion of Councillor Mrs K Mandry (deputising for Councillor M J Ford, JP), the minutes of the Leisure and Community Policy Development and Review Panel meeting held on 15 May 2013 be confirmed and signed as a correct record

The Chairman wished to express her thanks to all members of the leisure team and to councillors for their hard work in making a success of the Fareham Park Fun Day event held on Saturday 20 July 2013.  It was reported that over 500 residents had attended the Fun Day activities provided.

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct and disclosures of advice or directions received from Group Leaders or Political Groups, in accordance with the Council’s Constitution.

In accordance with Standing Orders and the Councils Code of Conduct, a declaration of interest was made by Councillor Miss Bell (Chairman) (see minute 6 below) and Councillor R H Price, JP (see minute 6 and minute 8 below).

To receive any deputations of which notice has been lodged.

The Panel received a deputation from Mr J Sparshott, concerning agenda item 8 - Portchester MUGA- Results of Consultation and he was thanked accordingly (see minute 6 below).

(Having agreed, with the Panel's approval, to bring forward item 8 on the agenda and the Chairman having declared an interest in this matter (see minute 4 above) the Vice-Chairman took the chair for the following item)

To consider a report by the Director of Community regarding the outcome of the public consultation on the possible provision of a MUGA (Multi-Use Games Area) facility at Portchester Community Centre.

The Panel considered a report by the Director of Community regarding the outcome of the public consultation on the possible provision of a MUGA (Multi-Use Games Area) facility at Portchester Community Centre. Members also took into account of the comments made by the deputee in respect of this matter (see minute 5 above).

Councillor Miss Bell (Chairman) declared a non-pecuniary interest in this matter on the grounds that she is Chairman of Portchester Community Centre Ltd Management Committee and invited the Vice-Chairman, Councillor Ford to chair the meeting in respect of this item. Councillor Miss Bell withdrew to the public gallery and, at the invitation of the Chairman addressed the Panel on this item, following which she left the meeting room.

Councillor Price also declared a non-pecuniary interest in this matter on the grounds that he is a Trustee of Portchester Community Centre Ltd.   He stated that in his role as a Trustee he had not been involved in the consultation process and therefore wished to remain in the meeting and participate in the discussion and voting on the matter.

At the invitation of the Chairman, Councillor Mandry, as Chairman of the Council's Community Safety Partnership and Chairman of the Community   Tasking Coordinating Group, addressed the Panel on this matter. At the invitation of the Chairman Councillor Mrs Hockley also addressed the Panel during consideration of this item.

The Panel discussed the matter at some length.   The consensus of opinion was that following the outcome of the public consultation and the comments received, the provision of a MUGA on the site of the former Portchester Community Centre could not be supported.  During the course of discussion Councillor Price expressed his concern about the lack of provision for tennis in the area. He proposed therefore that consideration be given to finding a suitable alternative location for a tennis court in the area providing open access to the public. Members were advised that the two tennis courts at Portchester Community School are available for community use and details of the current arrangements for public use in accordance with the Council's community use agreement were provided.   Under the terms of the agreement the courts were essentially only open to the public outside of school opening hours.

A proposal was made that, in the first instance, that officers be requested to discuss with the Community School whether it was possible to improve/extend the provision of open public access to the tennis courts at the school in order to satisfy community need. Dependent on the outcome of the discussions, consideration could then be given to investigating whether there was a suitable site in the Portchester area for provision of an open use tennis court.

It was AGREED that the Panel advise the Executive as follows:-

(a)          having considered the outcome of the consultation exercise, the Panel do not recommend the provision of a Multi Use Games Area (MUGA) on the site of the former Portchester Community Centre (Voting unanimous);

(b)          in the Panel's view the request by those residents of Clive Grove who back onto the tennis courts to have the existing fencing removed and replaced with a close boarded timber fence should be refused (Voting unanimous); and

(c)          A motion was proposed and seconded that officers be requested to contact Portchester Community School to discuss extending provision of open access to the public for tennis at the two courts on the site.  In the event that the school are not able to deliver increased provision, officers be requested to explore the feasibility of finding an alternative site for a tennis court in the Portchester area and report their findings to a future meeting of the Panel (Voting 5 for: 1 against). 

To receive a presentation from the Head of Leisure and Community and Countryside Officer on countryside sites nature conservation.

The Panel received a presentation from the Countryside Officer on countryside sites nature conservation.  A map showing the 25 existing countryside sites in the borough was circulated at the meeting.  It was noted that the sites covered a range of habitats including woodlands, grass land and wetlands.  Sites are designated as either conservation or recreational sites.  The Panel was informed that in addition to the list of current countryside sites, large area of land within the Coldeast and Daedalus sites will also need to be maintained in the future.

Members expressed concern that over the years there had been a decrease in the number of countryside rangers, (currently there are two officers), whilst the site acreage to be managed was increasing.  It was reported that officers had reviewed the ecological significance of each site and were proposing to explore the feasibility of transferring a number of sites to the Council's Streetscene Department to be managed by the grounds maintenance team. The Panel acknowledged the valuable work undertaken by the Ranger Service and were of the view that in view of the additional sites to be taken on, arrangements should be made to ensure these are adequately resourced.

At the invitation of the Chairman Councillor Mrs Trott addressed the Panel during consideration of this item.

It was AGREED that the Panel note the information presented and express their thanks to the Rangers and their teams of volunteer workers for all the work undertaken.

To consider a report by the Director of Community which presents the latest revised strategy document reflecting the changes and achievements that have occurred in  2012/13.

The Panel considered a report by the Director of Community regarding the latest revised Leisure Strategy document which contained details about the changes and achievements that have occurred in 2012/13.

Members were referred to paragraphs 3 to 11 of the report which identified emerging issues/ projects required to be undertaken in the future. Members were also requested to note that the Leisure Strategy included an action plan for 2013 and beyond, setting out the programme for the delivery of activities and cultural facilities by the Leisure and Community team over the next five years.

Councillor Price declared a Disclosable Pecuniary Interest in respect of this  item as he leases an allotment in Portchester and is a member of the Portchester Gardens and Allotments Association.  He stated that if necessary, should there be specific discussions regarding allotments, he would not take part in the discussions but leave the meeting.

In response to an enquiry from Councillor Knight regarding the Revenue Budget table shown on page 18 of the Leisure Strategy document, specifically the estimate budget figures for the Foreshore, the Head of Leisure and Community proposed to contact Councillor Knight direct to provide a more detailed explanation  of how the figures had been arrived at.

At the invitation of the Chairman, Councillor Mrs Hockley addressed the Panel during consideration of this item.

It was AGREED that the Panel advise the Executive that the revised Leisure Strategy for 2013 to 2018, attached as Appendix A to the report, be endorsed and recommended for adoption.

To consider a report by the Director of Streetscene which sets out proposals for commemorating the centenary of the start of World War 1 and the 70th anniversary of D Day.

The Panel considered a report by the Director of Streetscene which set out the proposals for commemorating the centenary of the start of World War 1 and the 70^th anniversary of D Day.

Members discussed the various proposals identified in the report including the  financial implications and proposed funding bid to the Heritage Lottery Fund.

It was suggested by Councillor Price that there could be an opportunity to obtain a loan of armoury appropriate to the period from the Royal Armouries, Fort Nelson, to link in with the community theme.   The Head of Leisure and Community agreed to enquire as to whether this was possible and   reported that the County Museum Service are exploring the possibility of  making a WW1 Vehicle available for the event.  Councillor Knight suggested that it may be possible to secure old film from Hampshire County Council archives which could be incorporated in proposed projects involving the Museum and or  Ashcroft Arts Centre.

Members expressed the view that an imaginative and sensitive programme of  proposals had been put together at a reasonable cost.

It was AGREED that the Panel advise the Executive that:-

(a)          the Panel supports the very imaginative proposals to commemorate the centenary of WW1 and the 70^th Anniversary of D Day as outlined in the report; and

(b)          recommends that an allocation of funding required to implement all proposals be made.

To consider a report by the Director of Community which reviews the Panel’s work programme for 2013/14.

The Panel considered a report by the Director of Community regarding the proposed work programme for 2013/14.  The Panel was informed that Dr Janet Owen, Head of Museums and Arts, (Hampshire County Council), will be attending the Panel meeting on 6 November 2013 to provide an update on progress when considering the item concerning the future of Westbury Manor Museum.

It was AGREED that the Panel's work programme for 2013/14 as set out in Appendix A attached to the report be endorsed.