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Agenda and minutes

Venue: Council Chamber Council Offices Market Street Newbury

Contact: Democratic Services Team 

Items
No. Item

40.

Chairman's Remarks pdf icon PDF 302 KB

The Chairman to report on functions attended since the last meeting and other matters of interest to Members.

Minutes:

It was noted that things were starting to return to normal after a year of disruption. The Chairman and Vice-Chairman had attended 11 ceremonies, including:

·         The High Sherriff’s reception.

·         The Cycling and Wellbeing Festival in Calcot

·         The Thames Valley multi-faith service organised by the High Sheriffs of Berkshire Buckinghamshire and Oxfordshire at Eton Dorney held in memory of those who had lost their lives during the pandemic.

·         The dedication ceremony for the Newbury Friends of the Earth Lockdown Woods Project at Goldwell Park.

·         The summer tea party of the Reading and West Berkshire Motor-Neuron Disease Association.

·         The thank you event for West Berkshire staff at Shaw House.

The Vice-Chairman noted that it was Emergency Services Day and thanked the individuals that made up the emergency services teams who had gone above and beyond to keep communities safe. A two minute silence had been held that morning and the day had been marked with a video, which had been posted on the Council’s social media channels.

He indicated that he had gained good insight into the external work of the Chairman and how it was appreciated by local communities.

41.

Minutes pdf icon PDF 354 KB

The Chairman to sign as a correct record the Minutes of the Council meeting held on 8 July 2021.

Minutes:

The Minutes of the meeting held on 8 July 2021 were approved as a true and correct record and signed by the Vice-Chairman subject to the following amendments:

·         On page 24, paragraph 7, it was clarified that Councillor Lee Dillon had said “there was no beast of electoral fraud that the Council had to fight against”

·         Councillor Dillon had seconded the voter ID motion rather than Councillor Graham Bridgman.

42.

Declarations of Interest pdf icon PDF 303 KB

To remind Members of the need to record the existence and nature of any personal, disclosable pecuniary or other registrable interests in items on the agenda, in accordance with the Members’ Code of Conduct.

Minutes:

Councillor Claire Rowles declared an interest in Agenda Item 14, and reported that, as her interest was a disclosable pecuniary interest or an other registrable interest, she would be leaving the meeting during the course of consideration of the matter.

 

43.

Petitions pdf icon PDF 298 KB

Councillors may present any petition which they have received. These will normally be referred to the appropriate body without discussion.

Minutes:

Councillor Phil Barnett presented a petition on behalf of residents of Mill Lane and Connaught Road in Newbury requesting traffic calming in Mill Lane. He noted that the residential area was on the south side, with many properties built in the pre-war period and without double glazing. Although the road had a 20 mph speed limit, vehicle travelled in excess of 30 mph and some in excess of 40 mph. The road was not very wide and more parking permits had been issued that there were available parking spaces. The road was also used by HGVs, resulting in noise and disturbance. Residents sought traffic calming in the short-term, but hoped that when the new road link was built between Sainsbury’s roundabout to Hambridge Road, through traffic would be discouraged from using Mill Lane.

The Chairman stated that the petition would be referred to the Highways Team for consideration.

44.

Public Questions pdf icon PDF 185 KB

Members of the Executive to answer questions submitted by members of the public in accordance with the Council Procedure Rules contained in the Council’s Constitution.

Please note that the list of public questions is shown under item 6 in the agenda pack. (Pages 39-40).

Minutes:

A full transcription of the public and Member question and answer sessions are available from the following link: Transcription of Q&As.

(a)  A question standing in the name of Anthony King on the subject of traffic forecasts for the Membury Industrial Estate and the capacity of the local road network was answered by the Portfolio Holder for Planning and Transport.

(b)  It was agreed that a question standing in the name of Louise Coulton on the subject of biodiversity experts used by the Council would receive a written response given that she was unable to attend the meeting.

(c)  A question standing in the name of Steven Beeson on the subject of the David Lock reports was answered by the Portfolio Holder for Planning and Transport.

(d)  A question standing in the name of Alison May on the subject of professional surveys of trees, hedgerows and ponds was answered by the Portfolio Holder for Environment and Waste.

(e)  A question standing in the name of Simon Pike on the subject of the Infrastructure Delivery Plan was answered by the Portfolio Holder for Planning and Transport.

(f)   It was agreed that a question standing in the name of William Beard on the subject of changes to planning guidance to support take-up of electric vehicles in the AONB would receive a written response given that he was unable to attend the meeting.

(g)  A question standing in the name of Paul Morgan on the subject of competitive tendering for the Monks Lane sports hub was answered by the Portfolio Holder for Internal Governance, Leisure and Culture.

(h)  A question standing in the name of Alan Pearce on the development contract with St Modwen Developments Ltd was answered by the Portfolio Holder for Finance and Economic Development.

(i)    A question standing in the name of Alan Pearce on access to files relating to development agreements, developer contributions and development transactions was answered by the Portfolio Holder for Planning and Transport.

(j)    A question standing in the name of Vaughan Miller on the subject of planned activities and milestones for the proposed sports ground at Monks Lane was answered by the Portfolio Holder for Internal Governance, Leisure and Culture.

(k)   A question standing in the name of Vaughan Miller on the subject of the Council’s plans to welcome Afghan refugees was answered by the Leader of the Council.

45.

Membership of Committees pdf icon PDF 303 KB

The Council to agree any changes to the membership of Committees.

Minutes:

There had been no changes to the membership of Committees since the previous Council meeting.

Councillor Lynne Doherty proposed that Councillor Andy Williamson replace Councillor Peter Argyle as a substitute for the Eastern Area Planning Committee. The motion was seconded by Councillor Ross Mackinnon. At the vote, the motion was RESOLVED.

 

46.

Licensing Committee pdf icon PDF 317 KB

The Council is asked to note that since the last meeting of the Council, the Licensing Committee met on 6 September 2021. Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

Minutes:

The Council noted that, since the last meeting, the Licensing Committee had met on 6 September 2021.

47.

Personnel Committee

The Council is asked to note that since the last meeting of the Council, the Personnel Committee has not met. 

Minutes:

The Council noted that, since the last meeting, the Personnel Committee had not met.

48.

Governance and Ethics Committee

The Council is asked to note that since the last meeting of Council, the Governance and Ethics Committee met on 26 July 2021.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

Minutes:

The Council noted that, since the last meeting, the Governance and Audit Committee had met on 26 July 2021.

 

49.

District Planning Committee

The Council is asked to note that since the last meeting of the Council, the District Planning Committee met on 8 September 2021.  Copies of the Minutes of this meeting can be obtained from Legal and Strategic Support or via the Council’s website.

Minutes:

Councillor Ross Mackinnon highlighted that although the agenda papers indicated that the District Planning Committee had met on 8 September, the meeting had in fact been cancelled.

50.

Overview and Scrutiny Management Commission

The Council is asked to note that since the last meeting of the Council, the Overview and Scrutiny Management Commission met on 10 August 2021 and 31 August 2021.  Copies of the Minutes of these meetings can be obtained from Legal and Strategic Support or via theCouncil’s website.

Minutes:

The Council noted that, since the last meeting, the Overview and Scrutiny Management Committee had met on 10 August 2021 and 31 August 2021.

Councillor Lee Dillon stated that there were no published minutes, so Members were not aware of what had been resolved or discussed at the meeting. He indicated that he would be abstaining from any vote.

Sarah Clarke confirmed that a vote was not required and informed Members that the item was just to advise them that the meetings had taken place and suggested it should be noted that the minutes had yet to be published.

Councillor Alan Law noted that any minutes would be in draft form and would not be approved until the subsequent meeting.

 

51.

Joint Public Protection Committee

The Council is asked to note that since the last meeting of the Council, the Joint Public Protection Committee has not met. 

Minutes:

The Council noted that, since the last meeting, the Joint Public Protection Committee had not met.

52.

Recommendations of the West Berkshire Council Independent Remuneration Panel 2021 (C4117) pdf icon PDF 245 KB

Purpose: To consider the IRP's Recommendations following their meeting on 23 June 2021.

Additional documents:

Minutes:

(Councillor Claire Rowles declared a personal and prejudicial interest in Agenda Item 14 by virtue of the fact that she was Chairman of the Health Scrutiny Committee. As her interest was personal and prejudicial she left the meeting and took no part in the debate or voting on the matter).

The Council considered a report (Agenda Item 14) concerning Recommendations of the West Berkshire Council Independent Remuneration Panel 2021. The report set out the recommendations of the West Berkshire Independent Remuneration Panel following their meeting on 23 June 2021.

MOTION: Proposed by Councillor Howard Woollaston and seconded by Councillor Tony Linden:

That:

“Council is asked to consider and, if appropriate, agree the recommendations of the Independent Remuneration Panel as set out in paragraph 4.10.

Authority be delegated to the Service Director: Strategy and Governance to amend Part 14 of the Constitution (Members’ Allowances Scheme) and the associated procedures and guidance in line with any changes agreed by full Council.

Once amended, Part 14 of the Constitution (Members’ Allowances Scheme) be publicised as directed in The Local Authorities (Members’ Allowances) (England) Regulations 2003.”

Councillor Howard Woollaston introduced the report and highlighted three minor errors in the report, which did not have any significant impact on the recommendations.

1.    On page 45, reference was made to paragraph 4.10, but the correct reference was paragraph 5.

2.    The same error was repeated on page 49.

3.    In paragraph 6.2, the future review of all Members’ by September 2024 should have been a recommendation.

Councillor Woollaston explained that the Health Scrutiny had been setup to deal, since the issues involved were highly technical and beyond the remit of OSMC, with Councillor Claire Rowles had been appointed as Chairman. It had been agreed, given the significant amount of time required and the associated level of responsibility, that the Chairman should receive a special responsibility allowance. The recommendation was for a Tier 7 allowance, which matched those for Licensing, Governance and Ethics and Personnel Committees.

Councillor Carolyne Culver noted the chart on page 56 suggested that the Minority Group Leader received an allowance in 2019/20, but she confirmed that it was only last year or the start of the current year that the Independent Pay Review decided that the Minority Leader would receive an allowance and the Minority Leader did not exist before 2019. Also, she sought clarification that the Opposition was entitled to an allowance provided they had at least four Members and the Independent Pay Review decided that the Minority Group would be entitled to an allowance if they had at least three Members, but they had voted to postpone that and the introduction of a higher allowance for all Councillors. She asked for this correction to be made. She had been asked if she had refused the allowance in 2019/20, but it had not existed at that time.

Councillor Lee Dillon supported the findings of the report. He considered Health Scrutiny to be an important function and confirmed that OSMC did not have  ...  view the full minutes text for item 52.

53.

Notices of Motion pdf icon PDF 306 KB

(a)          The following Motion has been submitted in the name of Councillor Carolyne Culver:

West Berkshire Council notes:

West Berkshire Council declared a climate emergency in July 2019 and subsequently produced an Environment Strategy and Environment Strategy Delivery Plan, with the objective of delivering carbon neutrality by 2030 in support of limiting global warming to less than 1.5 degrees centigrade. 

The Environment Strategy Delivery Plan includes objectives designed to protect and enhance biodiversity.

The climate emergency cannot be tackled by reducing emissions in isolation. Our ecological systems are intrinsic to life on earth and should be protected and enhanced as a valued asset. 

The State of Nature 2019 report highlighted the critical decline in biodiversity in the UK, where 15 per cent of species are threatened with extinction.

The COVID-19 pandemic has highlighted the relationship between humans and nature. When we destroy and degrade habitats, we disrupt the equilibrium of our ecological systems resulting in an increased risk of transference of pandemic type diseases between wildlife and humans.

The State of the World’s Plants and Fungi 2020 report from Royal Botanic Gardens Kew estimated that 39 per cent of plants are threatened with extinction.

The IPCC Report Sixth Assessment Report published in August 2021 concluded that climate change is 'widespread, rapid and intensifying' and urgent action is required to reduce carbon emissions and secure the long-term sustainability of planet earth and its inhabitants. 

In June the previously titled Climate and Ecological Emergency Bill was reintroduced for the 2021/22 parliamentary session as the Climate and Ecology Bill with support from across the House of Commons.

The government is running a public consultation about Nature Recovery Network Strategies, which ends on 2 November 2021.

West Berkshire Council resolves to:

  1. Declare an ecological emergency.
  2. Support the Climate and Ecology Bill and ask the Leader to write to our three local MPs urging them to support it.
  3. Participate constructively in the government’s public consultation about Nature Recovery Network Strategies before it closes on 2 November.

(b)          The following Motion has been submitted in the name of Councillor Alan Macro:

Recognising that Council should take every measure to ensure that no resident is excluded from council services and also recognising that many residents are not familiar, or not comfortable, with using online services, or with using payment methods such as direct debit,

Council therefore resolves that:

  • all services should be accessible to residents in person, or by phone as well as online
  • all payments by residents for council services can be made by cheque, or by credit or debit card, in person, or by phone, as well as via all forms of online banking.

Minutes:

The Council considered the under-mentioned Motion (Agenda item 15(a) refers) submitted in the name of Councillor Carolyne Culver.

The Vice Chairman informed the Council that should the motion be approved, under Procedural Rule 4.9.8 it would be referred to the Environment Advisory Group for consideration, prior to a report being considered by Executive. Councillor Culver would be invited to attend the meetings where this Motion was discussed in order to explain the motion. The outcome of the process would be reported back to Council.

MOTION: Proposed by Councillor Carolyne Culver and seconded by Councillor Steve Masters:

“West Berkshire Council notes:

West Berkshire Council declared a climate emergency in July 2019 and subsequently produced an Environment Strategy and Environment Strategy Delivery Plan, with the objective of delivering carbon neutrality by 2030 in support of limiting global warming to less than 1.5 degrees centigrade.

The Environment Strategy Delivery Plan includes objectives designed to protect and enhance biodiversity.

The climate emergency cannot be tackled by reducing emissions in isolation. Our ecological systems are intrinsic to life on earth and should be protected and enhanced as a valued asset.

The State of Nature 2019 report highlighted the critical decline in biodiversity in the UK, where 15 per cent of species are threatened with extinction.

The COVID-19 pandemic has highlighted the relationship between humans and nature. When we destroy and degrade habitats, we disrupt the equilibrium of our ecological systems resulting in an increased risk of transference of pandemic type diseases between wildlife and humans.

The State of the World’s Plants and Fungi 2020 report from Royal Botanic Gardens Kew estimated that 39 per cent of plants are threatened with extinction.

The IPCC Report Sixth Assessment Report published in August 2021 concluded that climate change is 'widespread, rapid and intensifying' and urgent action is required to reduce carbon emissions and secure the long-term sustainability of planet earth and its inhabitants

In June the previously titled Climate and Ecological Emergency Bill was reintroduced for the 2021/22 parliamentary session as the Climate and Ecology Bill with support from across the House of Commons.

The government is running a public consultation about Nature Recovery Network Strategies, which ends on 2 November 2021.

West Berkshire Council resolves to:

1.    Declare an ecological emergency.

2.    Support the Climate and Ecology Bill and ask the Leader to write to our three local MPs urging them to support it.

3.    Participate constructively in the government’s public consultation about Nature Recovery Network Strategies before it closes on 2 November.”

 

 

The Council considered the under-mentioned Motion (Agenda item 15(b) refers) submitted in the name of Councillor Alan Macro.

The Vice Chairman informed the Council that the motion should be debated in order to facilitate the discharge of business in accordance with Procedural Rule 4.9.8.

MOTION: Proposed by Councillor Alan Macro and seconded by Councillor Jeff Brooks:

“Recognising that Council should take every measure to ensure that no resident is excluded from council services and also recognising that many residents are not familiar, or not  ...  view the full minutes text for item 53.

54.

Members' Questions pdf icon PDF 185 KB

Members of the Executive to answer questions submitted by Members of the Council in accordance with the Council Procedure Rules contained in the Council’s Constitution.

Please note that the list of Member questions is shown under item 16 in the agenda pack. 

Minutes:

A full transcription of the public and Member question and answer sessions are available from the following link: Transcription of Q&As

(a)          A question standing in the name of Councillor Carolyne Culver on the subject of Council owned property leased to tenants was answered by the Executive Member for Finance and Economic Development.

(b)          A question standing in the name of Councillor Steve Masters on the subject of the number of letters issued to residents threatening legal actions for comments on social and other media was answered by the Executive Member for Internal Governance, Leisure and Culture.

(c)          A question standing in the name of Councillor Adrian Abbs on the subject of the tender process for the Monks Lane Sports Hub was answered by the Executive Member for Internal Governance, Leisure and Culture.

(d)          A question standing in the name of Councillor Erik Pattenden on the subject of the completion date for the Monks Lane Sports Hub was answered by the Executive Member for Internal Governance, Leisure and Culture.

(e)          A question standing in the name of Councillor Jeff Brooks on the subject of funding allocated for the replacement pitch at the Monks Lane Sports Hub was answered by the Executive Member for Internal Governance, Leisure and Culture.

(f)           A question standing in the name of Councillor Alan Macro on the subject of negotiations with Sport England regarding the Monks Lane Sports Hub was answered by the Executive Member for Internal Governance, Leisure and Culture.

(g)          A question standing in the name of Councillor Tony Vickers on the subject of public concern about anomalous electoral arrangements was answered by the Executive Member for Internal Governance, Leisure and Culture.

(h)          A question standing in the name of Councillor Lee Dillon on the subject of the provision of budget papers and regular management accounts to Members of Kennet JAC was answered by the Executive Member for Internal Governance, Leisure and Culture.

(i)            A question standing in the name of Councillors Phil Barnett and Billy Drummond on the subject of the use of front gardens for off-road parking was answered by the Executive Member for Planning and Transport.

(j)            A question standing in the name of Councillor Carolyne Culver on the subject of attendance at the Parish Climate Forum was answered by the Executive Member for Environment and Waste.

(k)          A question standing in the name of Councillor Steve Masters on the subject of officer time spent reviewing social media outside of the Council’s own social media accounts was answered by the Executive Member for Internal Governance, Leisure and Culture.

(l)            A question standing in the name of Councillor Adrian Abbs on the subject of whether the Monks Lane Sports Hub would be a net carbon zero project was answered by the Executive Member for Internal Governance, Leisure and Culture.

(m)         A question standing in the name of Councillor Erik Pattenden on the subject of consideration of Newbury Community Football Group’s and the ward councillor’s views on the Faraday Road football pitch  ...  view the full minutes text for item 54.

55.

Questions and Answers pdf icon PDF 506 KB

Transcription of the questions and answers from the meeting.