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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 04/02/2003
Annexe 2 - Overview & Scrutiny Committee (1) - Leisure


Annexe 2
H:\Finance\Administration\mfoste\partfund\Matched-Funding\Round6\O&S 1 Leisure.doc
OVERVIEW AND SCRUTINY COMMITTEE (1) – LEISURE


SURREY SPORT – ‘BREAKING THE TAPE’

An application for a grant of £6,000 has been submitted by ‘Surrey Sport’ toward the total capital costs of £13,500 associated with the appointment of a Surrey Disability Sports Development Officer.

Surrey Sport is an umbrella organisation representing all the local authorities, governing bodies, local sports councils (clubs, coaches & volunteers) as well as other interested bodies like the Surrey Playing Fields Association, Police, Health and University.

‘Breaking the Tape’ is a pilot project to tackle issues surrounding disability and sport in Surrey. The project will appoint a full-time Surrey Disability Sports Development Officer for three years. The total costs over 3 years to cover the annual salary, on-costs, and project budget administration are £127,083.

The total non-revenue costs associated with the project is £13,500 of which a grant application to Waverley of £6,000 is requested. These costs will cover the purchase of “sportability” bags, the production of a disability sports directory in hard copy, web and audio versions and the cost of running training programmes aimed at leisure centre staff, teachers, coaches, youth workers and play leaders.

However, Surrey Sport has been very successful in raising funds for the project and have confirmed funding of £125,583 towards the total costs of £127,083, with some grant awards still to be confirmed. Guildford Borough Council are contributing £7,500, Elmbridge Borough Council £1,500, Spelthorne Borough Council £6,000 and a grant request of £6,000 to Woking Borough Council still to be determined.

Corporate and Service Strategies

The project meets Waverley’s Corporate, ‘Opportunities For All’ and Leisure/Cultural Strategies by providing additional resources to encourage people with special needs to participate in sport. In addition, the Leisure Strategy states that ‘a high priority be given in assessing the merit of bids for grant aid that increase the opportunities for leisure activities for people with disabilities.

Matched-Funding Criteria

The application scored 87 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

Since the grant application was submitted to Waverley, Surrey Sport has been successful in raising the funds required to cover the coordinator’s costs. However, the project is highly supported by service officers and it is therefore recommended that a grant of £3,000 be awarded to contribute to additional project work specifically within Waverley. The Sports Development Officer at Waverley will liaise closely with the co-ordinator to agree the detail of the programme of work in Waverley.

ELSTEAD (THURSLEY ROAD) RECREATIONAL TRUST – REBUILDING THURSLEY RD PAVILION

An application for an additional grant of £20,000 has been submitted by the Elstead (Thursley Road) Recreational Trust towards the total costs of £307,986 to build a new pavilion. In the last Matched-Funding Provision application round, a grant of £35,000 was awarded for 2002/03, toward the total costs of £355,000. Since then, the application to Sport England for lottery grant was rejected on the basis that they will only fund facilities that are primarily sports related. However, Sport England encouraged the trust to re-apply for funds towards a modified scheme, concentrating on the sports element of the project. In addition, Sport England also commended that they would normally expect a larger percentage contribution from the Council.

The Trust have confirmed funding of £142,871 including reserves (£17,500), fees already paid (£7,041), pledges from individuals (£11,830), charitable trusts (£5,250), businesses (£14,250), user pledges (£15,000), Football Association (£6,000) Elstead Parish Council (£6,000), Surrey County Playing Fields Association loan (£25,000) and Waverley’s existing grant award of £35,000. A further £5,000 is due to be raised within the village with a requested grant of £140,115 from the Sports Lottery Fund. The Parish Council is also providing the land on which the new Pavilion will be built and has agreed to cover the costs of constructing the entrance to the Pavilion car park.

The Elstead (Thursley Road) Recreational Trust is a charity formed in 1999 with the objective of providing facilities for recreation and leisure for Elstead and the surrounding areas. The project involves replacing the existing dilapidated wooden pavilion, which is beyond economic repair, with a new ‘barn style’ pavilion compatible with the Elstead Village Design Statement. Planning permission was granted in April 2001 and the Parish Council have agreed to provide the Trust with a long lease on the land.

The new pavilion will provide:

p 2 changing areas;
p 2 shower areas;
p Lounge/activity area for the pre-school nursery;
p 3 dry storage areas; and
p Kitchen and small bar

A second phase of the project will be to convert the space into two further rooms. This phase will be the subject of further fundraising once the new building in constructed.

The new pavilion will be used by the Elstead Cricket and Football Clubs, including youth and junior sections at weekends and weekday evenings, with the Peter Pan Pre-school using it on every weekday morning and early afternoon. The St James Primary School would use the pavilion and recreation ground for sporting activities on weekday afternoons. Additional users would be the Karate Club and Ahmadiya Muslim Association.


Corporate and Service Strategies

The project meets Waverley’s Leisure Strategy in terms of providing an improved sports and community pavilion and ‘supporting voluntary groups working with young people, including grant aid for specific leisure initiatives and encouraging links with schools’.

Matched-Funding Criteria

The application scored 84 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The project will provide an enhanced sports and community facility within Elstead and support Waverley’s Leisure Strategy. The Trust has worked hard to raise an impressive range of partnership funding and have resubmitted their Sports Lottery application following Sport England’s advice. Waverley officers continue to fully support this project and recommend that a further £20,000 grant be awarded to enable the project to proceed.

HASLEMERE COMMUNITY RUGBY CLUB - 2003 DEVELOPMENT PROJECT

An application for a grant of £85,000 has been submitted by the Haslemere Community Rugby Club (HCRC), towards the total capital costs of £276,000 for the 2003 Development Project.

Partnership funding for the project includes Haslemere Town Council (£20,000 approved), Sport England Lottery Fund (£76,000), Playing Fields and Community Green Spaces Programme (£60,000), club members, sponsors and donations (£30,000). The Waverley Borough Council Matched-Funding grant of £5,000 awarded last year has been included within the funding package.

To install the new Artificial Turf Pitch (ATP) for junior hockey and football players at Woolmer Hill, the rugby club will need to move their first pitch to a smaller pitch. As a result it is proposed that 5 acres of land adjacent to Woolmer Hill is purchased to provide 2 additional pitches. This will provide the club with four pitches in total enabling the club to expand and develop the junior (16 – 18 year) and ladies sections.

To access the new pitches a pathway will be installed together with a spectator and wheelchair hard standing area.

In addition, replacement training lights and new nets (£20,000) will be installed on the existing pitch. In the clubhouse, a wheelchair lift will be installed to enable people with disabilities to access facilities on the first floor.

The breakdown costs are as follows:

p Land purchase £150,000
p Pitch construction £ 20,000
p Pathways & fencing £ 25,000
p Training lights & nets £ 20,000
p Electric cabling £ 5,000
p Lift £ 20,000
p Project management & legal fees £ 17,500
p VAT £ 18,500
Corporate and Service Strategies

The provision of additional rugby pitches fits into the overall plan for the development of sport at Woolmer Hill. It meets Waverley’s Corporate and Service Strategies in terms of providing high quality sports facilities with an emphasis on developing sport for women and young people. It also supports the Opportunities For All strategy by enabling people with disabilities to access the site.

Matched-Funding Criteria

The application scored 70 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The Haslemere Community Rugby Club submitted an application to Waverley in the last Matched-Funding Provision round for £90,000 towards the total costs of £270,000. Officers viewed the application as a valid project that forms part of the overall development. However, the HCRC needed to raise substantial funding to cover the land purchase and implementation.

A grant was approved of £5,000, up to 50% of the total costs incurred to cover professional advice and support to assist with progressing the scheme, with the view to hcrc submitting a further application in the current bidding round once the land purchase had been completed.

Since the grant was offered, the project has not progressed any further and the grant currently not used. The applicants have had initial discussions with the New Opportunities Fund and completed a draft application. The Sport England Lottery Fund application is still to be completed.

The HCRC still have substantial funds to raise, particularly in relation to purchasing the land for the two proposed new rugby pitches. However, due to the imminent construction of the ATP, they will lose one pitch and will need to install training lights and nets urgently on the remaining existing pitch. It is therefore recommended that the existing grant of £5,000 in 2002/03 be transferred for use in purchasing the training lights and nets.

CHIDDINGFOLD PARISH COUNCIL – RECREATION GROUNDS DRAINAGE IMPROVEMENTS

An application for a grant of £14,300 has been submitted by Chiddingfold Parish Council towards the total costs of £57,200 for drainage improvements to two recreation grounds in Chiddingfold.

Partnership funding for the project includes £3,600 from the Parish Council and £2,700 from Chiddingfold Football Club. An application for £36,600 from the Football Foundation was submitted in August 2002 with the outcome likely to be known by December 2002.

The project involves the installation of new land drainage systems to Coxcombe Lane Recreation Ground and Combe Lane Recreation Ground. The aim is to enable the grounds to be used all year, thereby allowing more clubs/groups and the local school to use the facilities. Following the drainage improvements, the grounds will be available to the school for extra curricular activities after school and at weekends. It will also enable Chiddingfold Football club to use the pitches more frequently in winter thereby increasing participation. The drainage improvements form part of the football club’s development plan.

Chiddingfold Parish Council lease Coxcombe Lane on a 99-year lease from Waverley Borough Council. Under the terms of the lease the Parish Council has an obligation to maintain the grounds. Combe Lane Recreation Ground is owned by the Parish Council.

Corporate and Service Strategies

The project supports Waverley’s Corporate and Services Strategies in terms of enhancing rural community facilities and in particular enhancing football facilities and increasing participation in sport.

Matched-Funding Criteria

The application scored 74 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The project has been well planned and costed, based on a survey and an appraisal by a specialist consultancy company (STRI Ltd). Both recreation grounds need urgent drainage works and once completed will provide additional facilities for the Chiddingfold Football Club as well as for the local school, cubs, brownies, guides & scouts.

However, Chiddingfold Parish Council is responsible for the maintenance of both grounds and additional funds could be raised through other funding sources, therefore, it is recommended that grant is not awarded for this scheme.

FRENSHAM ROYAL BRITISH LEGION BOWLING CLUB – CLUBHOUSE 2003

An application for a grant of £13,500 has been submitted by the Frensham Royal British Legion Bowling Club towards the total costs of £54,000 to construct an extension to the existing clubhouse. The pavilion is located at Hollowdene Recreation Ground in Shortfield Road, Frensham and is owned by Frensham Parish Council. Planning permission for the extension was granted in April 2002.

Partnership funding is being sought from the Parish Council (£4,000), Frensham Sports & Social Club (£1,500) with applications for the remaining £35,000 due to be submitted to Sport England and Foundation for Sports and the Arts.

The project aims to improve the facilities provided and thereby increase the membership of the club. The project involves constructing an extension on to the existing clubhouse, which will provide the following:

p toilet facilities, including disabled toilets;
p changing rooms; and
p a secure storage for equipment and machinery.

In addition, disabled access will be created by providing a ramp from the car park to the pavilion and from the pavilion to the green.

Corporate and Service Strategies

The project meets Waverley’s Corporate and Service Strategies in terms of enhancing rural sports facilities and improve access for people with disabilities.

Matched-Funding Criteria

The application scored 67 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The project will enable the club to improve the facilities offered to members and visitors and will provide improved access for disabled users.

However, the application has scored relatively low due to the uncertainty of the partnership funding, resulting in a risk to the project proceeding in 2003/04. Therefore, it is recommended that grant is not awarded for this scheme.

HAMBLEDON CRICKET GREEN TRUST – NEW HAMBLEDON CRICKET GREEN PAVILION

An application for a grant of £50,000 (£40,000 in 2003/04 & £10,000 in 2004/05) for the construction of a new sports pavilion has been submitted as a joint request from the Hambledon Cricket Green Trust and the Hambledon Cricket Club. The total costs are £179,300 with partnership funding being provided by Hambledon Parish Council (£2,000), Hambledon Cricket Club (£30,000 of which £20,000 has already been raised), other grants (£12,300) and local donations of £5,000. A grant request for £70,000 was made to the Foundation for Sport and the Arts in October 2002 and a loan request for £10,000 has been made to the Surrey County Playing Fields Association.

The project involves demolishing the existing early 1950’s pavilion which has no changing rooms suitable for women and girls or for people with disabilities. The new pavilion will be constructed in line with the Sports Council guidelines and the Hambledon Village conservation guidelines. Planning permission for the pavilion was granted in October 2002.

The new Pavilion will include:

p 2 changing rooms with attached showers and drying area;
p toilet facilities including access for disabled people;
p a club room for sports activities such as table tennis and social gathering;
p veranda for spectators;
p kitchen; and
p store room for equipment.


Matched-Funding Criteria

The application scored 81 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The application has scored relatively highly as the Trust and cricket club have consulted widely throughout the village in addition to club members, to obtain feedback on the need for a new pavilion. The project has also been well researched with the production of a detailed business plan for the scheme. If requests for funding from the Foundation for Sports and the Arts and the Lottery are unsuccessful, the Pavilion will be refurbished rather than replaced. The project will sustain and enhance the sports activities in Hambledon and meets Waverley’s objectives of ensuring access to facilities in rural areas.

However, the grant request is relatively high in relation to the benefits of mainly a single sports use. Officers recommend a grant of £20,000 in 2003/04 to the Hambledon Cricket Club towards the total costs and that the Club liaise with Waverley Sports Officer to ensure that their sports development plan is implemented.

BADSHOT LEA TENNIS CLUB – CLUBHOUSE PROJECT

An application for a grant of £15,250 has been submitted by the Badshot Lea Tennis Club towards the total costs of £30,540 for the replacement of the clubhouse at the recreation ground in Badshot Lea Village.

Partnership funding of £10,000 is being sought from a combination of grants and loans from the Lawn Tennis Association, Surrey Playing Fields Association, Foundation for Sports and the Arts and the Lottery. The tennis club will contribute £4,790 from their own funds with an additional £500 available from member loans.

The project involves demolishing the existing clubhouse and replacing it with a new building. The current clubhouse is an old Marley kit building with concrete clad walls and an asbestos roof. The building suffers from a leaking roof, damp and plumbing problems, resulting from poor insulation and heating.

The main aim of the project is to provide an attractive modern clubhouse that will result in increasing members and visitors, allowing them to expand the coaching season and have more supervised sessions for juniors.

Corporate and Service Strategies

The project meets Waverley’s Corporate and Services Strategies by improving existing sports facilities and ensuring that the club can continue to operate.

Matched-Funding Criteria

The application scored 70 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The application requests a contribution of 50% towards the total project costs of £30,540. Officers recommend a contribution of 25% (£7,800).

FARNCOMBE BOYS FOOTBALL CLUB - CHANGING ROOMS PROJECT

An application for a grant of £47,250 has been submitted by the Farncombe Boys Football Club towards the total costs of £189,000 for the construction of new changing rooms to replace the existing “portakabin” facilities in Meade’s Park at Green Lane in Farncombe.

Funding for the project is being sought from The Football Foundation (application currently being prepared), Co-op South East (5,000) and Awards For All (£5,000). In addition, the club have been active in fundraising resulting in £13,000 being raised to-date.

The purpose of the club is to promote and provide training and playing facilities for football for boys and girls under the age of 17 in the Farncombe, Godalming and surrounding areas. The club has approximately 350 playing members with a total of 18 teams for both boys and girls. The club work with ‘Sport Active’ which promotes and coordinates girls’ football and helps provide coaching. The club has 75 – 100 girls actively taking part and links with Binscombe and Green Lane Schools who will benefit also from the new facilities.

The current “portakabin” facilities are cramped and do not meet current building regulations and child protection policies. The land is owned by the club (since 1991) and planning permission for the new changing rooms was granted in May 2002. The new pavilion will provide:

p changing rooms, including officials changing facilities;
p toilets, including access for people with disabilities;
p showers;
p first aid room; and
p equipment store.


Corporate and Service Strategies

The project meets Waverley’s Corporate, ‘Opportunities For All’ and Leisure Strategies in terms of improving sports facilities for young people and people with disabilities, priority groups in the Leisure Strategy. The project also contributes to the provision of facilities identified in the Godalming Leisure Needs Study.

Matched-Funding Criteria

The application scored 75 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The project demonstrates high need and benefit to young people in the Farncombe area. It meets with Waverley’s Leisure Strategy, the Godalming Leisure Needs Strategy and Waverley’s policy on Opportunities For All. There is still uncertainty on the partnership funding for the major proportion of the costs. An application is due to be submitted to the Football Foundation and Waverley’s support will increase the clubs chance of being successful with their funding application. Officers recommend a contribution of £40,000 (21%) with the grant condition that the Club remove Boys from the club name.

NEW ASHGATE GALLERY – REDEVELOPMENT PROJECT

An application for a grant of £40,000 has been submitted by the New Ashgate Gallery in Farnham towards the total costs of £218,175 for refurbishing the building. New Ashgate Gallery is a registered charity and a company limited by guarantee. The Trust’s principal activity is the promotion, improvement and advancement of education in the arts in general with an emphasis on contemporary arts. The gallery funds its revenue costs and charitable/educational work through the sale of contemporary art and crafts. The building is owned by Waverley Borough Council with a lease to the gallery currently being extended to 21 years.

Partnership funding for the scheme includes Southern and South East Arts (£80,000 awarded), Farnham Town Council (£5,000 awarded), Billmeir Trust (£10,000 awarded), Foundation for Sports and the Arts (£25,000 decision pending), Abbey National Trust (£10,000 decision pending), business sponsorship (£5,000 negotiation in progress) and grants from a number of charitable trusts (£23,175).

The project aims to provide a contemporary, accessible and stimulating arts venue, providing an educational resource and supporting art practitioners whilst preserving the character of the building and location.

The refurbishment of the existing building includes the following:

p Improving accessibility, including installing a lift to the upper floors, providing toilet facilities, widening doorways, levelling floors and constructing ramps;

p Replacing the existing front staircase to confirm to building regulations;

p Improving internal decoration including a new wall, floor and ceiling finishes, lighting, fixtures and fittings and office space;

p Installing new heating and ventilation;

p Securing the fabric of the building by reducing damp and leaking roof;

p Creating of a staff rest room and second studio space, by reducing space allocated for storage;

p Creating space for an artist resource centre allowing access to information, literature, staff expertise and time and networking with other arts practitioners; and

p Developing an area for artist demonstrations, talks and educational activities.

The refurbishment forms a key element in the Trust’s business plan to improve the image and accessibility of the gallery, attract greater visitors and thereby increase revenue through additional sales and provide a better venue for artists.

Corporate and Service Strategies

The project meets Waverley’s ‘Opportunities For All’ strategy by improving access to the gallery for people with disabilities. It also meets the Leisure Strategy by seeking to ‘Encourage the development of facilities and services for artists and arts related businesses to increase the attractiveness of the area as a home for creative industries’.

Matched-Funding Criteria

The application scored 87 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

The building is owned by Waverley Borough Council and was last refurbished in 1976. There are currently a number of essential works necessary to preserve the fabric of the building. These works have been incorporated within the total costs of the scheme.

South East Arts view Farnham as a key centre for developing arts and crafts in the South East. The gallery is recognised as being an important venue as part of helping them deliver their regional strategy. On that basis, the gallery has been successful in obtaining a substantial Regional Arts Lottery Programme grant towards the refurbishment.


New Ashgate Gallery submitted a Matched-Funding Provision application last year (Round 5), for £80,000 towards the total project costs of £493,568. These costs included provision for building a new entrance and foyer as well as the refurbishment costs. Since then, the gallery have decided to phase the work, with the refurbishment being completed as the first phase.

The gallery’s Matched-Funding Provision application last year was supported in principle but the gallery was invited to reapply in the current round once a larger percentage of their partnership funding had been secured.

With the more feasible phasing of the scheme and the success of raising partnership funding, officers are now able to recommend a contribution of £40,000 towards the refurbishment costs.

THE SURREY INSTITUTE OF ART & DESIGN – ‘FRESH EYE’

An application for a grant of £5,675 has been submitted by the Surrey Institute of Art & Design towards the total costs of £22,700 to provide an arts education project.

Partnership funding for the project is being sought through a Regional Arts Lottery Programme grant (6,500), the British Council (£450 approved), Surrey County Council (£750) and the Japanese Embassy (£2,725). The Institute are contributing £6,000 from their own funds and a further £600 will be raised from teachers’ pack sales.

The ‘Fresh Eye’ project is a cultural exchange and mentoring scheme between Japanese and British textile practitioners. The Matched-Funding grant application is for support towards the education programme within the wider exchange scheme.

The education programme involves artists’ residencies in schools in Waverley, providing an opportunity for children to work alongside artists and for the children to produce and exhibit their own work. Cultural exchange and links between Waverley schools and Japanese schools through a website will also be provided. Open studio days and exhibitions will be held for the general public and art centres and other ‘public spaces’.

The project organisers are working closely with Waverley’s Arts Department to identify the most appropriate schools and artists to participate. The education programme will also run in other parts of Surrey and in Sussex. The costs for these elements are not included in the total costs of the application to Waverley.

Corporate & Service Strategies

The application meets Waverley’s Corporate and Service Strategies in terms of increasing opportunities to participate in art projects, particularly for young people.

Matched-Funding Criteria

The application scored 76 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

This project is supported by Waverley’s Arts office, who have been involved in liaising with the schools due to participate. A grant of £3,000 is recommended.

FARNHAM MALTINGS – “WALKING THE TIGHTROPE”

An application for a grant of £4,500 has been submitted by Farnham Maltings towards the total costs of £20,090 for the ‘Walking the Tightrope’ project.

Walking the Tightrope project is a 45-minute play for 2 actors and a musician designed to be performed to 5 – 7 year olds, their parents and other members of the community at the end of the school day. The play will be presented to 20 schools throughout Waverley during the second half of the summer term 2003. As part of the project, workshops and a teacher’s resource pack will be provided.

The project is an initiative of The Maltings’ Education Officer as a pilot for The Maltings in creating art that connects communities. The costs of the project include:

Funding to cover the costs include £6,600 through contributions from the schools and £6,000 from Theatre Review funding. The teachers resource materials are being provided by ‘Roundabout’ as in-kind support and the Farnham Maltings are contributing their time free of charge for managing and administrating the project, costed at £2,500.

Corporate and Service Strategies

The project meets Waverley’s Corporate and Service strategies in terms of increasing opportunities for young people to participate in art projects and by supporting the Maltings in developing their outreach work.

Matched-Funding Criteria

The application scored .. out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

This project is supported by Waverley’s Arts Manager and will enable the Maltings to develop its community and outreach work. A grant of £4,500 is recommended.

NEW FARNHAM REPERTORY COMPANY – SUMMER SEASON 2003

An application for a grant of £25,000 has been submitted by the New Farnham Repertory Company towards the total costs of £104,000 for a season of four plays in June, July and August 2003. The New Farnham Repertory Company is a registered charity and company limited by guarantee. Their prime purpose is to advance, promote and encourage theatre and arts within the community of Farnham and surrounding areas.

Funding for the project includes a projected income of £46,000 including box office sales of £40,000, £5,000 from the bar and refreshments and £1,000 from programme sales. Funding of £20,000 is being sought from Farnham Town Council, The Arts Council, The Equity Trust Fund and Awards For All. Fundraising activities have provided £10,000 to-date with a further £3,000 expected.

Matched-Funding Criteria

The application scored 67 out of a maximum possible score of 100. The score achieved is sub-divided into the following categories:
Officer Comment

This application is for a programme of plays, which since 2000 have been an annual recurring event. The first series of plays was supported by Waverley as part of the Millennium celebrations. However, the Matched-Funding Provision is only available for project capital costs and not to fund ongoing annual events.