CROWTHORNE PARISH COUNCIL
MINUTES OF A MEETING OF CROWTHORNE PARISH COUNCIL (CPC) HELD ON
TUESDAY 5 SEPTEMBER 2017 AT THE PARISH HALL, HEATH HILL ROAD SOUTH, CROWTHORNE AT 7.30PM ______
Present: Cllr R H Wade – in the Chair
Cllr S J Butterworth
Cllr J Finnie
Cllr N R Kilvert
Cllr B McKenzie-Boyle
Cllr Mrs T McKenzie-Boyle
Cllr R M Price
Cllr G Robertson
Cllr S E P Sever
Mrs J Robertson - Assistant Clerk
Mrs A Swadling - Clerk
0 member of the press
3 members of the public
Apologies accepted: None
A minute silence was held in memory of Cllr Jack Bolton who passed away on Sunday
20 August 2017. Cllr Bolton was a member of Crowthorne Parish Council for 10 years from May 2007 until August 2017.
MINUTE 89 DECLARATIONS OF INTEREST AND DISPENSATIONS
None.
MINUTE 90 APPROVAL OF MINUTES OF THE PARISH Council MEETING
The minutes of the Parish Council meeting held on 1 August 2017 as circulated, were taken as read, confirmed and signed by the Chairman as a true record.
MINUTE 91 MATTERS ARISING FROM MEETING HELD ON 1 AUGUST 2017
1 Min 73.1 - Summer of Fun Event
The Summer of Fun event, which took place on 15 August 2017, again proved to be a big success with parents and children and the feedback received was very positive. The activities provided had long queues all day and the colouring competition and raffle once again proved to be extremely popular. Cllr Robertson was thanked for gathering all the raffle prizes from various traders.
A total income of £478.00 was received on the day, from various activities and catering providers. It is anticipated that the council will have a healthy budget to carry forward to next year.
Children and parents were consulted during the event on the range of play equipment on the recreation ground, the results of which will be looked at by the Property Working Group at the next meeting
Attendees who provided their time/facilities for free have all been thanked for supporting the event, along with traders who donated raffle prizes.
Thanks were extended to all the staff and Councillors who assisted on the day, as well as the Clerk who was praised for organising and running the event.
2 Min 87.3 – Virgin Media – Expansion Plans for Crowthorne
The meeting originally proposed for September has been deferred. Virgin Media confirmed that an initial meeting with BFC was scheduled to take place on 17 August, following which they would be in a better position to update the Parish Council on their proposed plans for network expansion in Crowthorne. Once a date has been agreed, Councillors will be notified.
MINUTE 92 CLERK’S REPORT
1 Annual Return 31 March 2017
CPC is responsible for ensuring its financial management is adequate and effective and that there is a sound system of internal control. An annual return has been prepared by the office and submitted to the external auditor. Mazars LLP has completed a review of the Parish Council’s annual return and discharged their responsibilities under the Local Audit and Accountability Act 2014 for the year ending 31 March 2017. Mazars LLP has certified that on the basis of the review, the information shown in the annual return and supporting evidence is in accordance with proper practices. No matters requiring attention or of concern have been identified by the auditor, thus confirming that all relevant legislation and regulatory requirements have been met by CPC.
2 Six Monthly Financial Check
Mrs S Thompson completed the independent financial check on 28 July 2017, in line with the Financial Check procedure. Following the check,
Mrs Thompson confirmed that for the period October 2016 to March 2017 the check showed that the accounts were accurate and in order.
Mrs Thompson has been thanked for her assistance.
3 Draft Winter Service Plan 2017/18
All Councillors have received via email an overview of the salting routes for Crowthorne along with a full copy of the draft Winter Service Plan, which is the result of BFC's standard annual review. BFC has advised that there have been no significant changes to the plan for Crowthorne this year. BFC requires any observations/comments by 15 September 2017.
Action: All Cllrs
4 2018/19 Budget Requirements
Work on the estimates for 2018/2019 will be commencing shortly. All Working Groups must ensure they review their requirements for next year to include any projects identified within the Three-Year Plan. A brief summary of requirements, including associated costs and quotations if obtained, should be sent to the Clerk by the end of October at the latest.
A breakdown of the planned activities per Committee/Working Group for 2017 – 2019 was circulated to members.
Action: All Committees/Working Groups
5 Review of Polling Districts
BFC is carrying out a review of polling districts and polling places in the borough and is taking the opportunity to review its polling stations at the same time. BFC is seeking views from local residents and stakeholders in the borough, including views on access to premises or facilities for persons with disabilities.
The consultation runs from 11 September to 13 November 2017. Any new agreed polling arrangements will be put in place by 1 December 2018.
MINUTE 92 (cont) BFC has requested that CPC includes the 2017 Polling District and Polling Places Review on the agenda for the October Council Meeting. BFC Officers would be happy to attend this meeting to answer any queries. Members agreed that no meeting was necessary but would forward any suggestions for suitable venues to the Clerk by mid-October, for approval at the November Council meeting.
Action: All Cllrs
6 Crowthorne Police Station
All Councillors received via email, correspondence from the Neighbourhood Policing Inspector advising that the police station in Crowthorne has been sold and that TVP are to vacate the building on 28September 2017.
Various options for the relocation of the information board, currently in situ in the grounds of the Police Station, had been considered and rejected due to issues associated with a lack of space, site lines and underground services
Therefore, as per the Clerk’s email of 11 August, and following discussion with the Chairman, plans to relocate the information board to the green space near the exit from the Morgan Centre Car Park to the High Street (via formerly Rogers Way) will commence shortly. Newcomers to the village routinely stop the Morgan Centre groundsman to ask for directions to the High Street. The site is on CPC land therefore no permission is required and underground services will not be an issue. All Cllrs were in agreement with this.
Action: Clerk
7 Data Protection Regulation (GDPR) and the Parish and Town Council requirements to comply
Compliance with the requirements of GDPR on 25 May 2018 will have significant resource implications for CPC and therefore preparations should not be left too late.
BALC is in the process of setting up a briefing course/session(s) for Councils in Berkshire to prepare delegates to appoint Data Protection Officers and manage data under the new regulations. These briefings will be suitable for all Council Members, Clerks and Officers.
Members of the Staffing Committee were particularly encouraged to attend the GDPR briefing. Members were asked to confirm to the Clerk, their wish to attend a session and provide a preference of day and time.
Action: All Cllrs
8 High Street Furniture
The blue high street planters were removed by Ringway on 21 and 22 August. The extent of the decay became apparent during removal, as most of the planters had extensive areas of rot in and around the base.
Installation of the new seats located adjacent to Newmans and outside the Co-op have also been completed. The initiative to remove the planters and install the seating was the last project Cllr Jack Bolton saw through to fruition. Therefore, in discussion with the Chairman it has been agreed to place a plaque in memory of Cllr Jack Bolton on the seat sited outside the Co-op. Members agreed with this suggestion.
MINUTE 93 FIFTEEN MINUTE QUESTION TIME
No questions were asked.
PLANNING MATTERS
MINUTE 94 PLANNING MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 1 AUGUST 2017
1 Min 76.7 – Planning Information tables
The Assistant Clerk confirmed that the Plans Pending Decision table is correct and up to date and is checked periodically.
2 Min 77 – Planning Applications 17/00627/FUL 48-50 Dukes Ride
During the Council meeting held on 1 August, Cllr Butterworth requested a public meeting be called with a Planning Officer in attendance, to answer concerns being raised by the public concerning planning application 17/00627/FUL, 48-50 Dukes Ride. Following liaison with BFC and the resident, Cllr Butterworth confirmed that no meeting was required at this time as the issues had been mitigated.
3 Min 80 – Cricket Field Grove Development
As instructed, the road names as approved by Council on 1 August have been sent to BFC for use within the above development. The chosen names are: Arlott, Compton and Edrich.
4 Min 81 – Bucker Park Development
As instructed correspondence has been sent to BFC advising that CPC has refused the names proposed by L&G as Council agreed that they were too obscure and would be meaningless to residents. BFC was advised that alternative options would be provided by CPC and this is an agenda item.
5 Min 82 – Neighbourhood Plan
As agreed by Council, rCOH Ltd has been appointed as CPC’s preferred consultancy contractor for the Neighbourhood Plan.
An application for grant funding and technical support has been submitted to Locality who has already confirmed that CPC is eligible for the technical support element of the application. The assessment on the grant funding is expected by the end of August.
Cllr Price confirmed that Locality has agreed to provide extra assistance in connection with the historic sites identified within the Crowthorne Parish boundaries and the SPA.
MINUTE 95 TO RECEIVE AND NOTE PLANNING INFORMATION ITEMS
1 Bracknell Forest - Rights of Way Improvement Plan 2017 to 2026
As emailed to Cllrs on 16.8.17, BFC is seeking feedback on a draft version of the new Rights of Way Improvement Plan (RoWIP2). A draft copy of the new 10-year plan for BFC is available to view on the following link: http://consult.bracknell-forest.gov.uk/portal/leisure/rowip2. The deadline for feedback is 4 October 17. This is the second stage of public consultation on the RoWIP, with feedback already having been collected from users via a questionnaire last April - June 2017.
2 New TPO 1251 – Land at and adjacent to Woodpeckers, 6 The Rise
On 25 August 2017 BFC made the above TPO to maintain the visual amenity the tree/s afford to the area. The Order took effect on a provisional basis and will continue in force on this basis for a further 6 months until the Order is confirmed by the Council, whether it should take effect permanently. A copy of the Order is held in the Parish Office should any Cllr wish to see it.
3 Information tables circulated:
· Planning applications for Crowthorne pending a decision by BFC.
· Tree Preservation Orders (TPO) applications for Crowthorne
· List of other planning applications received by BFC which do not require comment by CPC.
· CIL Liabilities for Crowthorne.
MINUTE 96 PLANNING APPLICATIONS AND ANY APPEALS
Council noted that Cllrs Finnie and Mrs McKenzie-Boyle, who are also Borough Councillors and members of the Planning Committee, may be present when any of the following applications are considered by BFC.
Although giving an opinion at the Parish Council meeting based on the information currently available, Cllrs Finnie and Mrs McKenzie-Boyle will reconsider any applications at the BFC Planning Committee meeting with an open mind, taking into account any additional information presented at this time.
The following planning applications were studied and commented on:
- 17/00797/FUL Recommend: Refusal
- 17/00820/FUL Recommend: Approval
- 17/00813/FUL Recommend: Approval
- 17/00825/FUL Recommend: Approval
- 17/00731/FUL Recommend: Refusal (Cllr Robertson declared an interest and took no part in the proceedings)
- 17/00758/FUL Recommend: Approval
- 17/00790/FUL Recommend: Refusal (Cllr Robertson declared an interest and took no part in the proceedings)
- 17/00818/FUL Recommend: Approval
- 17/00814/FUL Recommend: Approval
- 17/00842/FUL Recommend: Approval
- 17/00853/FUL Recommend: Approval
- 17/00717/FUL Recommend: Approval
- 17/00857/FUL Recommend: Approval (Cllr Butterworth declared an interest and took no part in the proceedings)
- 17/00894/FUL Recommend: Approval (Cllr Price declared an interest and took no part in the proceedings)
- 17/00906/FUL Recommend: Approval
- 17/00901/FUL Recommend: Approval
- 17/00915/FUL Recommend: Approval
MINUTE 97 TO APPROVE THE NAMES PROPOSED FOR THE BUCKLER PARK DEVELOPMENT
L&G previously proposed the names of deceased British car designers as a reference to transport and the former TRL site. Members considered these names at the Council meeting on 1 August 2017 and rejected the proposals as the names were considered too obscure and as such meaningless to the public.
The following options were put forward for approval:
Ø Option 1: Motor Racing Bend Names as circulated. This option keeps the link with cars and transport.
Ø Option 2: Crowthorne Fallen in WW1 as circulated. This option would commemorate the bravery of local Crowthorne soldiers in WW1. This was suggested by local residents as part of a public consultation by Cllr Butterworth on social media.
Following some discussion, it was proposed by Cllr Wade, seconded by Cllr Robertson and unanimously RESOLVED to choose Option 1 to maintain the link with transport. It was also agreed that car parts and names of deceased racing drivers would also be suitable as alternative options for use by L&G.
Action: Clerk
FINANCIAL MATTERS
MINUTE 98 AUTHORISATION OF PAYMENTS
A list of payments for the period 2 August to 5 September 2017, totalling £16,433.09 was presented to Council and unanimously RESOLVED.
COUNCIL MATTERS
MINUTE 99 REPORTS FROM REPRESENTATIVES OF OUTSIDE BODIES
None.
MINUTE 100 REVIEW AND NOTE INFORMATION ITEMS PREVIOUSLY CIRCULATED
None.
MINUTE 101 MEMBERS INFORMATION ITEMS
1 Cllr Mrs McKenzie-Boyle reminded members of the grand opening of the Lexicon in Bracknell on Thursday 7 September 2017.