Agenda and minutes

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

The Chairman reported that he and the Vice-Chairman had attended a number of events since the last Council meeting.  He highlighted attending Newbury library receiving the Library of Sanctuary Status, the launch of the Community Alcohol Partnership and a Citizenship Ceremony.  He also mentioned visiting Thrive that was an organisation that used gardening to bring about positive changes in the lives of people living with disabilities or ill health, or who were isolated, disadvantaged or vulnerable.

The Chairman also mentioned that the Vice-Chairman had attended events such as the getting to know the Royal Berkshire Fire and Rescue Service Day, the Newbury Street Pastors AGM and a supper party for the Reading Episcopal Area held by the Diocese of Oxford.

The Chairman will make presentations to Members qualifying for long service awards.

The Chairman made presentations to the following Councillors and former Councillors celebrating their long service:

Tony Linden for being a Councillor for 35 years.

Councillor Jeff Brooks for being a Councillor for 25 years.

Councillor Phil Barnett for being a Councillor for 20 years.

Councillor Billy Drummond for being a Councillor for 20 years.  (Councillor Drummond had given his apologies and would be given his certificate outside the meeting.)

The Chairman to sign as a correct record the Minutes of the Council meeting held on 25 May 2023.

The Minutes of the meeting held on 25 May were approved as a true and correct record and signed by the Chairman.

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.

There were no declarations of interest received.

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

There were no petitions recieved.

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 7 in the agenda pack 

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

A question standing in the name of Ken Omor on the subject of road works in the area of Hambridge Road / Boundary Road and Kings Road received a written response from the Portfolio Holder for Highways, Housing and Sustainable Travel.

A question standing in the name of John Gotelee on the subject of the Faraday Road Football Pitch was answered by the Portfolio Holder for Planning and Community Engagement.

A question standing in the name of Miss Staniforth on the subject of the budget received a written response from the Portfolio Holder for Finance and Corporate Services.

A question standing in the name of Paula Saunderson on the subject of Flood Risk Management was answered by the Portfolio Holder for Highways, Housing and Sustainable Travel.

A question standing in the name of John Gotelee on the subject of the Faraday Road Football Pitch was answered by the Portfolio Holder for Planning and Community Engagement.

A question standing in the name of Paula Saunderson on the subject of Flood Risk Management was answered by the Portfolio Holder for Highways, Housing and Sustainable Travel.

A question standing in the name of John Gotelee on the subject of surface water drainage was answered by the Portfolio Holder for Planning and Community Engagement.

A question standing in the name of Paula Saunderson on the subject of the Local Plan Review was answered by the Portfolio Holder for Planning and Community Engagement.

A question standing in the name of Paula Saunderson on the subject of the predicted future population figures was answered by the Portfolio Holder for Planning and Community Engagement.

A question standing in the name of Paula Saunderson on the subject of Green / Blue infrastructure work was answered by the Portfolio Holder for Planning and Community Engagement.

The Council to agree any changes to the membership of Committees (if any).

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

Purpose: The Council received a petition for debate at Full Council on the 6th October to consider establishing Hedgehog Highways in new developments.  This report considers the matters raised through the petition and proposes a way forward to support a greater understanding and promotion of the requirements of hedgehogs in West Berkshire. 

Council considered a report regarding the response to a petition, received on 6 October 2023, regarding Hedgehog Highways.

MOTION: Proposed by Councillor Tony Vickers and seconded by Councillor Owen Jeffery.

That the Council:

Recognise that the aims of the motion are already covered by policies in both the West Berkshire Local Plan and also the Local Plan Review 2039.

To investigate the possibility of a Hedgehog Positive Campaign to encourage all residents to adopt Hedgehog Highways.

Councillor T Vickers said that he had welcomed the initiative undertaken by Newbury Town Council that had been referred to in the petition, however, he could not support this petition as it was worded and he did not have the powers to change the wording of the petition tonight. He mentioned that he would have supported an alternative wording of the petition if this had been possible.  Newbury Town Council had requested that only new housing developments be required to provide hedgehog highways, as the report detailed in section 5.13 any planning conditions must pass legal tests and be backed by evidence. There would be certain developments where it would not be relevant or possible to impose the proposed conditions such as industrial sites.  There would also be certain major housing developments that would be unsuitable habitats for hedgehogs. He would have supported the petition if it could have been amended to suitable new developments having hedgehog highways. He pointed Council to the second recommendation in the report that encouraged existing homes in the district to have hedgehog friendly home where possible by having holes in their boundaries.  No sensible planning authority could accept the petition unamended, even though he applauded the sentiments behind it.

Councillor Richard Somner said that he was glad to see in the report that the officer recommendations had been positively taken as they were the experts and do not block things for the sake of it. He mentioned his garden that had fences but also a gate that hedgehogs could pass through.   Campaigning and education was the right way forward to get better outcomes.

Councillor Adrian Abbs said that this was a new administration and they were open to listening.  He recommended that petitioners come and speak to the Executive prior to submission to see if an acceptable outcome could be achieved.

Councillor Carolyne Culver mentioned that the petition had been presented to Council back in October 2022 but the petitioner could not attend tonight as they had such short notice that it was being considered.  It was regrettable that it had taken so long to get the response before Council without any meaningful dialogue with the petitioner. She mentioned that the report said the environmental impact would be neutral but helping hedgehogs survive would be positive.  The report also mentioned that positive action would be detrimental on other species, but we had policies to recommend boxes for barn owls.   As a member of a planning committee, she was frustrated that we did not have a policy that  ...  view the full minutes text for item 25.

Purpose: To consider a recommendation from the Joint Public Protection Committee (JPPC), to each partner authority, that the membership of the Committee be increased to three Members from each authority.

To consider recommendations from the Governance Committee, to amend the relevant sections of the Constitution and the Terms of Reference of the JPPC Committee and to extend the Membership of the JPPC Committee to three Members from Each Council.

Council considered the report that considered the recommendation from the Joint Public Protection Committee (JPPC) to each partner authority, that the membership of the Committee be increased to three Members from each authority.

MOTION: Proposed by Councillor Lee Dillon and seconded by Councillor Ross Mackinnon:

“That the Council:

Approves the amendments to Part 6.5 (Appendix Joint Public Protection Committee) of the Constitution to reflect the revised membership of the Committee as set out in paragraph 4.7 and paragraph 4.8.

Approves the amendments to Part 3.1 (JPPC) of the Constitution as set out in paragraph 4.6

Delegates authority to the Monitoring Officer to make any additional minor amendments to the Constitution arising from this decision.

Appoints a Member contained in Appendix A to represent the Council on the Joint Public Protection Committee in line with the updated amendments to the Constitution and such appointment shall commence upon the Inter Authority Agreement being amended and approved by both Councils.

Councillor Lee Dillon said that it would come as no surprise to those who had attended Council meetings that he was recommending that the membership of the JPPC be politically balanced. He provided some background in how the partnership had evolved and said that as the partnership could make policy decisions it should be politically balanced.  He proposed that if the recommendations were approved that Councillor Howard Woollaston be appointed as the additional Council representative.

Councillor Ross Mackinnon said that the Leader had been consistent in his ambition to have an opposition representative on the JPPC and it was to his credit that he had brought the report forward.  We all had the same ambition to do the best for our residents its just that we may disagree how to achieve this. He said that Councillor Woolaston would be a great addition to the JPPC.

Councillor Dillon summed up by saying that it may have been a long time coming but he was happy to put forward the recommendations to Council.

The Motion was put to the meeting and duly RESOLVED.

To note the following responses to Motions which have been presented to a previous Council meetings:

-       Response to the Motion from Councillor Tony Vickers. On Public Funds for Public Access considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via theCouncil’s website.

-       Response to the Motion from Councillor Jeff Brooks. On assist the regeneration of the Newbury evening economy and provide support to hospitality businesses, including cafes, restaurants and pubs, considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via the Council’s website.

-       Response to the Motion from Councillor Jeff Brooks. On booking system at our two HWRCs considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via theCouncil’s website.

-       Response to the Motion from Councillor Adrian Abbs. On adopt telephone boxes for use as an Open Access Defibrillator location. considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via theCouncil’s website.

-       Response to the Motion from Councillor Carolyne Culver. On declare an ecological emergency. Considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via theCouncil’s website.

-       Response to the Motion from Councillor Carolyne Culver. On response to COP26 in Glasgow. Considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via theCouncil’s website.

-       Response to the Motion from Councillor Adrian Abbs. On response High Street Canopies. Considered by the Executive on 23 March 2023.  A copy of the Minutes of this meeting can be obtained from Democratic Services or via theCouncil’s website.

Members were asked to note the following responses to motions to Council:

Response to the Motion from Councillor Tony Vickers. On Public Funds for Public Access considered by the Executive on 23 March 2023.

Response to the Motion from Councillor Jeff Brooks. On assist the regeneration of the Newbury evening economy and provide support to hospitality businesses, including cafes, restaurants and pubs, considered by the Executive on 23 March 2023. 

Response to the Motion from Councillor Jeff Brooks. On booking system at our two HWRCs considered by the Executive on 23 March 2023.

Response to the Motion from Councillor Adrian Abbs. On adopt telephone boxes for use as an Open Access Defibrillator location. considered by the Executive on 23 March 2023.

Response to the Motion from Councillor Carolyne Culver. On declare an ecological emergency. Considered by the Executive on 23 March 2023.

Response to the Motion from Councillor Carolyne Culver. On response to COP26 in Glasgow. Considered by the Executive on 23 March 2023. 

Response to the Motion from Councillor Adrian Abbs. On response High Street Canopies. Considered by the Executive on 23 March 2023. 

The Council is asked to note that since the last ordinary meeting of the Council, the Licensing Committee met on 25 May 2023 and 10 July 2023. Copies of the Minutes of these meeting can be obtained from Democratic Services or via the Council's website.

Council noted that since the last ordinary meeting of the Council, the Licensing Committee met on 25 May 2023 and 10 July 2023.

The Council is asked to note that since the lastordinary meeting of the Council, the Personnel Committee met on 25 May 2023 and 4 July 2023. Copies of the Minutes of these meetings can be obtained from Democratic Services or via the Council's website.

Council noted that since the last ordinary meeting of the Council, the Personnel Committee met on 25 May 2023 and 4 July 2023.

The Council is asked to note that since the lastordinary meeting of the Council, the Governance Committee met on 25 May 2023 and twice on 26 June 2203. Copies of the Minutes of these meetings can be obtained from Democratic Services or via the Council's website.  

Council noted that since the last ordinary meeting of the Council, the Governance Committee met on 25 May 2023 and twice on 26 June 2203.

The Council is asked to note that since the lastordinary meeting of the Council, the District Planning Committee met on 25 May 2023. A copy of the minutes can be obtained from Democratic Services or via the Council's website.   

Council noted that, since its last ordinary meeting, the District Planning Committee had not met.

The Council is asked to note that since the lastordinary meeting of the Council, the Scrutiny Commission met on 25 May 2023, 20 June 2023 and 17 July 2023. Copies of the Minutes of these meetings can be obtained from Democratic Services or via the Council's website.

Council noted that since the last ordinary meeting of the Council, the Scrutiny Commission met on 25 May 2023, 20 June 2023 and 17 July 2023.

The Council is asked to note that since the last ordinarymeeting of the Council, the Health Scrutiny Committee met on 25 May 2023 and 13 June 2023. Copies of these minutes can be obtained from Democratic Services or via the Council's website.

Council noted that since the last ordinary meeting of the Council, the Health Scrutiny Committee met on 25 May 2023 and 13 June 2023.

The Council is asked to note that since the lastordinary meeting of the Council, the Health and Wellbeing Board met on 28 June 2023 and 13 July 2023 . Copies of the Minutes of these meetings can be obtained from Democratic Services or via the Council's website.

Council noted that since the last ordinary meeting of the Council, the Health and Wellbeing Board met on 28 June 2023 and 13 July 2023.

The Council is asked to note that since the lastordinary meeting of the Council, the Joint Public Protection Committee met on 12 June 2023. A copy of the Minutes can be obtained from Democratic Services or via the Council's website.

Council noted that since the last ordinary meeting of the Council, the Joint Public Protection Committee met on 12 June 2023.

Please note that the list of Motions is shown under Item 20 in the agenda pack.

The Council considered the under-mentioned Motion (Agenda item 20 refers) submitted in the name of Councillor Carolyne Culver.

The Chairman informed the Council that should the motion be approved; under Procedural Rule 4.5.8 it would be referred to the Executive for consideration.

MOTION: As amended proposed by Councillor Carolyne Culver and seconded by Councillor Martha Vickers:

That the Council:

To recognise the precarious state of the natural world.

To recruit a new ecologist urgently, and ideally more than one, to ensure a.) planning applications are examined by a trained ecologist and b.) the council has an appropriate expert who can liaise with Windsor and Maidenhead Council to fulfil the collective responsibility of local authorities in Berkshire to create a Local Nature Recovery Strategy.

Work with residents and campaign groups to encourage action for nature, by promoting initiatives like #NoMowMay, the planting of trees, the installation of bird boxes, the creation of hedgehog highways, and so on, using council communication channels and public education opportunities.

Undertake the green infrastructure work promised under the current Local Plan 2012-2026 including mapping and categorisation of all public open spaces to form the basis of a current state assessment of all council managed lands.

Councillor Culver addressed Council and said that she thanked Councillor Adrian Abbs that the motion would be discussed at EAG prior to going to the Executive and that future meetings of EAG would be in public.  She said that the UK was one of the nature depleted countries in the world.  Local Authorities had declared Ecological Emergencies as well as Climate Emergencies, however the motion before us today had to be amended as the ecological emergency had been discussed within the last 6 months. The original motion had been submitted 18 months ago but because of constant delays the motion had to be amended removing ecological emergency.

Councillor Culver went on to say that the Council had assisted wildlife by reducing verge cutting, planting wildflowers and supporting woodlands. These and other initiatives were welcome as we would be doomed if we lost our pollinators. Councils would soon be obliged to produce a Nature Recovery Strategy and we need to recruit an ecologist as a matter of urgency, if not more to help support the planning process. We could all help improve the world be it small or large projects, we should not let the challenge before us stop our endeavours. We may not all be able to purchase new equipment to re wilding our gardens cost nothing. We also needed a proper blue green infrastructure policy in the Local Plan.

Councillor Addrian Abbs said that unfortunately the motion came to him after the Council agenda had been published rather than beforehand when pre discussion could have been undertaken.  He had offered that the issue goes to EAG prior to Cabinet and he had instructed officers to look at the issues.

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 21 in the agenda pack.

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

A question standing in the name of Councillor Woollaston: on the subject of the pedestrianisation of Newbury Town Centre was answered by the Executive Member for Highways, Housing and Sustainable Travel.

A question standing in the name of Councillor Mackinnon: on the subject of the pedestrianisation of Newbury Town Centre was answered by the Executive Member for Highways, Housing and Sustainable Travel.

A question standing in the name of Councillor Woollaston: on the subject of the pedestrianisation of Newbury Town Centre was answered by the Executive Member for Highways, Housing and Sustainable Travel.

A question standing in the name of Councillor Mackinnon: on the subject of the Statutory Guidance on highway network management was answered by the Executive Member for Highways, Housing and Sustainable Travel.

A question standing in the name of Councillor Woollaston: on the subject of the pedestrianisation of Newbury Town Centre was answered by the Executive Member for Highways, Housing and Sustainable Travel.

A question standing in the name of Councillor Mackinnon: on the subject of the pedestrianisation of Newbury Town Centre was answered by the Executive Member for Highways, Housing and Sustainable Travel.

A question standing in the name of Councillor Clark: on the subject of the Local Plan Review was answered by the Executive Member for Planning and Community Engagement.