Agenda and minutes

To approve as a correct record the minutes of the meeting of the Council held on 12 July 2017.

The Chief Executive updated Members that although minute 14 was accurate at the time of writing, subsequent to the meeting, the proposed merger of Bracknell Forest Homes was no longer going ahead. Therefore it was noted that the agreed actions would not be carried out.

He also advised the meeting that minute 13 contained a typo as the Lodge was located in Stoney Road not Sandy Lane.

RESOLVED that, subject to the amendment above, the minutes of the Council meeting held on 12 July 2017 be approved and signed by the Mayor as a correct record.

Members are asked to declare any disclosable pecuniary or affected interests in respect of any matter to be considered at this meeting.

Any Member with a Disclosable Pecuniary Interest in a matter should withdraw from the meeting when the matter is under consideration and should notify the Democratic Services Officer in attendance that they are withdrawing as they have such an interest. If the Disclosable Pecuniary Interest is not entered on the register of Members interests the Monitoring Officer must be notified of the interest within 28 days.

Any Member with an affected Interest in a matter must disclose the interest to the meeting and must not participate in discussion of the matter or vote on the matter unless granted a dispensation by the Monitoring officer or by the Governance and Audit Committee.  There is no requirement to withdraw from the meeting when the interest is only an affected interest, but the Monitoring Officer should be notified of the interest, if not previously notified of it, within 28 days of the meeting.

There were no declarations of interest.

Petition ‘Keep the Green in Hayley Green’

In accordance with Council Procedure Rule 9 (Public Participation), a petition has been submitted by Rev Dr Norman, resident of Forest Road, Winkfield on behalf of Hayley Green Residents Group with regard to their concern about the Warfield Parish Neighbourhood Plan through their petition entitled ‘Keep the Green in Hayley Green’. The petition will be presented by Rev Dr Norman.

The full text of the petition is set out below:

We the undersigned petition the council to halt the Warfield Parish Neighbourhood Plan process to allow residents to discuss housing development, especially location, according to national Neighbourhood Planning guidance. We do not endorse the Neighbourhood Plan concept for Hayley Green. Residents were not made fully aware of development plans for Hayley Green until a map was presented on 4th October 2016. We strongly believe that any future development should be sympathetic to the current rural character of the village.

We the residents and custodians of this wonderful corner of Warfield Parish wish to keep it for our futures and that of the wider community. We urge the steering group to rethink and therefore we petition to halt their plans.

Development is needed but we feel that it should preserve the countryside focussing on any brown field sites and sympathetic local developments that can be supported by existing infrastructure.

In accordance with Council Procedure Rule 9 (Public Participation), a petition was submitted by Rev Dr Norman, resident of Hayley Green on behalf of Hayley Green Residents Group with regard to their concern about the Warfield Parish Neighbourhood Plan through their petition entitled ‘Keep the Green in Hayley Green’:

We the undersigned petition the council to halt the Warfield Parish Neighbourhood Plan process to allow residents to discuss housing development, especially location, according to national Neighbourhood Planning guidance. We do not endorse the Neighbourhood Plan concept for Hayley Green. Residents were not made fully aware of development plans for Hayley Green until a map was presented on 4th October 2016. We strongly believe that any future development should be sympathetic to the current rural character of the village.

We the residents and custodians of this wonderful corner of Warfield Parish wish to keep it for our futures and that of the wider community. We urge the steering group to rethink and therefore we petition to halt their plans.

Development is needed but we feel that it should preserve the countryside focussing on any brown field sites and sympathetic local developments that can be supported by existing infrastructure.

The Mayor invited Rev Dr Norman to present the petition and to make his submission to the meeting.

Councillor Turrell formally received the petition and in so doing stated that the government gave communities the right to do neighbourhood planning in the Localism Act and produced regulations for the procedure to be followed in the preparation and adoption of Neighbourhood Development Plans (NDPs).  Bracknell Forest Council as the local planning authority had a duty to support neighbourhood planning and, while the petitioners’ concerns were noted, it was not within the Council’s powers to block the community’s statutory right to prepare a neighbourhood plan.  He stated that the current stage of the Warfield NDP was that a pre-submission version was published for public consultation which closed on the 8th September and anyone had the right to comment at that stage.  There were a number of further stages to be followed before the NDP was finalised and residents would have the opportunity to put their views to an independent examiner who would consider whether the plan met the basic requirements. He added that if the Warfield NDP was successful at examination then it would also be subject to a local referendum and could only be brought into effect if a majority of those voting supported it.  He concluded that any development proposals that came forward would also be subject to normal planning controls and their impact on local character, residential amenity, transport, ecology, drainage and other relevant matters would be fully considered at the planning application stage.

The Mayor thanked Rev Dr Norman and representatives of the Hayley Green Residents Group for attending the meeting.

Thames Valley Police Chief Constable, Francis Habgood will be attending the meeting with Deputy Police and Crime Commissioner, Matt Barber to deliver a presentation on the work of Thames Valley Police over the last year.

The Chief Constable, Francis Habgood, gave a presentation on significant policing issues across the borough and Deputy Police and Crime Commissioner, Matt Barber also attended to speak to Members about the 2016 -17 Crime Performance Headlines and the results of the PCC Survey 2016. 

The Chief Constable showed the meeting a short film which was a brief round-up of what had been happening across the force told by officers in various roles serving the communities of Thames Valley.

The Chief Constable highlighted that the force had taken part in the Channel Four programme ‘Catching a Killer’ in order to show what was involved in murder investigations. He noted that demand for services had been particularly high over the summer but that Bracknell Forest continues to be a safe place to live and work. Burglary and violent crime figures were both down on the year to date. It was recognised that increases in domestic violence were potentially due to both changes in reporting and an increased confidence in reporting. He reflected that partnership working was embedded with the Council with successful joint problem solving meetings and sharing of information. He added that they were working towards an appropriate response to crime for example recognising that young people exploited to carry out crime were also victims.

He was pleased to report that Neighbourhood Policing Team had won the Lord Lieutenant’s Shrievalty Award in March 2017. Three Community Forums had been set up and Community Speed Watch had been successful in Crowthorne and Sandhurst.

The Chief Constable advised the meeting that local officers had reported a sense of pride around the Town Centre redevelopment and had been keen to see the changes to previous problem areas such as Jubilee Gardens.

Chief Inspector Sarah Grahame, Local Policing Area Commander also attended the meeting to respond to Councillors’ questions.

In response to a question regarding the mini motorbikes and antisocial behaviour around the Wildridings /Mill Pond area the Chief Constable explained that an operations order was in place, evidence of offences had been gathered and interviews had been undertaken. Community Forums were the place to raise issues and the Neighbourhood Policing team could answer queries.    

In response to a question about how the closure of Crowthorne police station would impact on the response time for officer attendance at Sandhurst the Chief Constable explained that the service had not changed only where officers were deployed from. The force was investing in people rather than premises and instead looking at technology to support this change in practice which should not result in a change in presence.

In response to a question about investigation response times the Chief Constable  explained that investigation resources were prioritised in terms of vulnerability and risk but he recognised that with finite resources available if there were no lines of enquiry to pursue then cases were slowed down.

In response to a question about whether the Bracknell Forest Youth Offending Team would continue to receive appropriate levels of financial support the Deputy  ...  view the full minutes text for item 21.

Green Flag Awards

The Executive Member for Culture, Corporate Services and Public Protection, Councillor McCracken reported that this year Bracknell Forest’s parks were judged by the judge who trains the judges. 1795 green spaces were judged this year and only 150 scored over 80 points. Bracknell Forest has six prestigious Green Flag awards and all of the parks had increased their band rating with South Hill Park and Lily Hill Park achieving the highest rating possible with scores of over 80. This placed them in the top ten nationally.

Ofsted Inspection

The Executive Member for Children, Young People and Learning, Councillor Dr Barnard shared with the meeting a letter sent from Robert Goodwill MP, Minister of State for Children and Families. The letter responded to the publication of Ofsted’s report on the Council’s services for children in need of help and protection, children looked after and care leavers and the review if the effectiveness of the local safeguarding board. The letter  emphasised the strengths identified by Ofsted and the Members present joined Councillor Dr Barnard in congratulating the Director and her team. 

Lexicon Opening

The Executive Member for Economic Development and Regeneration, Councillor Brunel-Walker shared images with the meeting which captured the opening of the Lexicon on 7 September 2017. He focused upon the final image which showed the Chief Executive and his staff team. The meeting joined him in congratulating all those involved but in particular he mentioned:

·         Vincent Paliczka, Director of Environment, Culture and Communities and his team

·         Andrew Hunter, Chief Officer: Planning, Transport & Countryside and his team

·         Steve Loudoun, Chief Officer: Environment & Public Protection and his team

·         Louise Osborn, Operational Support Manager and her parking team

·         Nikki Edwards, Director Children Young People and Learning and her team for working with Bracknell Regeneration Partnership to create the fantastic opening involving children from across the borough. He added that the scenes of the children collecting up the confetti had been memorable with children spotted at the weekend still wearing their Lexicon t-shirts.

·         Victor Nicholls, Assistant Chief Executive was a key member of the team who had worked on this project even though he had now left the authority.

·         Veryan Lyons, Team Manager - Regeneration & Economy and Beverley McWilliam, Regeneration Project Support Officer

·         Alana Razzell, Deputy Head of Communications & Marketing and the rest of the Communications and Marketing team for their work holding onto the communication strategy and making sure that the Council had a voice.

·         Timothy Wheadon, Chief Executive who had been a constant force in the project and should be recognised for the work he had done to keep the project on track.

The Members present applauded the Chief Executive to show their appreciation.

The Leader of the Council, Councillor Bettison OBE presented the Chief Executive, Timothy Wheadon with a framed picture from the opening as a memento of this achievement which it was acknowledged had been a long process involving a number of hurdles.

On receiving the gift the Chief Executive, though  ...  view the full minutes text for item 22.

To receive the Leader’s report on the work of the Executive since the Council meeting held on 12 July 2017.

Council is asked to resolve a recommendation in respect of:

·         Virements relating to the 2016/17 of over £0.100m as detailed in Appendix A, (Annex E of the original Executive report).

·         The Treasury Management performance in 2016/17 as set out in Appendix A,  (Annex B of the original Executive report).

The Leader of the Council, Councillor Bettison OBE, presented his report on the work of the Executive since that reported at the Council meeting on 12 July 2017. The Executive had met once on 18 July 2017.

The Leader highlighted the following matters that had been considered:

·         Revenue expenditure outturn in 2016/17 was £66.673m which represented an underspend of £3.515m within the approved budget. The Council was within budget for the 19^th consecutive year.

·         The projected capital programme outturn was £76.3m including major projects such as:

–        Kings Academy, Binfield

–        Coral Reef refurbishment & upgrade

–        Downshire Homes Ltd loans for temporary accommodation

–        Commercial Investment Strategy (generating more than £2m pa revenue)

Charging Options for Care & Support at Home

·         Executive had agreed to take account of Attendance Allowance, Disability Living Allowance & Personal Independence Payments income in determining care contributions

·         It was noted there are different thresholds for Department for Work and Pensions and Adult Social Care assessment of need for night time support

·         Looking to increase options for individuals by Forestcare offering a ‘pop in’ service for people needing occasional support

·         Strong preventative focus to keep people at home and out of residential care

Article 4 Direction

·         Economic Development Needs Assessment showed that an additional 350,000 sq miles of employment space was needed

·         Employers had shown concern at changing nature of business environments through Permitted Development

·         Article 4 Direction would prohibit Permitted Development in key areas from 27 February 2018 with Western, Eastern and Southern Business Areas

In relation to Charging Options for Care & Support at Home Councillor Mrs Temperton queried what the protection period would be for individuals who were negatively impacted upon by the proposals and how long this would be provided. In reply Councillor D Birch said he believed this would be based on the needs of the individual and would be impact assessed to enable a transition period however he committed to clarifying this after the meeting.

Councillor Mrs Temperton added that she was interested in what help would be offered and Councillor D Birch replied that people would be directed to take the night service and hoping to increase the number of people receiving night care funding and accessing the modified Forest Care service which would act as a prevention service.

On the proposition of Councillor Bettison OBE, Leader of the Council, seconded by Councillor D Birch, it was

RESOLVED that:

i)              the virements relating to the 2016/17 budget over £0.100m be approved as detailed in Annexe E within Appendix A of the agenda report; and

ii)             the Treasury Management performance in 2016/17 as set out in Annexe B within the Appendix A of the agenda report be noted.

To consider the revised position regarding the appointment of Members to serve on committees since Annual Council on 24 May 2017 and the Council meeting on 12 July 2017.

The Council considered a report which set out the revised position regarding the appointment of Members to serve on committees since Annual Council on 24 May 2017 and the Council meeting on 12 July 2017. Appointment to the vacancy on the Overview and Scrutiny Commission would be deferred to the next Council meeting.

On the proposition of Councillor Bettison OBE, Leader of the Council and seconded by Councillor Leake it was:

RESOLVED that:

i)              the Leader’s actions in relation to the Finance Portfolio Review Group is noted; and

ii)             the urgent action taken in relation to the Appointment Committee: Head of Overview and Scrutiny is noted.

By Councillor Mrs Temperton to Councillor Turrell, Executive Member for Planning and Transport

Bracknell Forest residents, as elsewhere, have an increasing need for affordable rented homes:

·         How many affordable houses (2,3 and 4 bedroomed) and affordable flats (1, 2, 3, 4 bedroomed) for rent - not for shared ownership - have been completed in the last two years and are proposed in the adopted plans for new development sites?

·         Is this housing peppered throughout the developments, as suggested as best practice, or clustered in certain areas?

·         Has any money been negotiated in S106 agreements in lieu of providing such housing?

Councillor Mrs Temperton asked Councillor Turrell, Executive Member for Planning and Transport the following published question:

Bracknell Forest residents, as elsewhere, have an increasing need for affordable rented homes:

·         How many affordable houses (2,3 and 4 bedroomed) and affordable flats (1, 2, 3, 4 bedroomed) for rent - not for shared ownership - have been completed in the last two years and are proposed in the adopted plans for new development sites?

·         Is this housing peppered throughout the developments, as suggested as best practice, or clustered in certain areas?

·         Has any money been negotiated in S106 agreements in lieu of providing such housing?

In response Councillor Turrell confirmed that 36 affordable rented units had been completed over the past two years with 15 of these being apartments and 21 houses.  A further 51 shared ownership homes were delivered in this time period. He added that the Council was projecting a further 65 rented units to be completed in 2017/18 as part of the Warfield development. He stated that the Borough Local Plan sought to achieve affordable housing on all sites where 15 or more dwellings were being provided or on sites larger than a hectare and that it was estimated that just under 600 affordable rented units would be delivered on the sites specifically identified in the local plan but not yet with planning permission.

He added that in practice on larger sites affordable housing was located in different areas across the whole site so that they are integrated in the development whereas on smaller sites they tended to be located in one or two locations. The Parks and Jennett’s Park were recent examples of estates where affordable housing has been pepper-potted through the development.

Councillor Turrell reported that over the past two years the Council had secured £2.9 million towards affordable housing provision which would be collected as developments progressed and trigger points in legal agreements were reached. These contributions would then be allocated to the delivery of affordable housing within the borough.

Downshire Homes Ltd, the Council’s Housing Company, had purchased 20 properties after receiving loan finance from the Council in 2016/17 and was on track to purchase 21 properties in 2017/18.

Councillor Mrs Temperton asked a supplementary question about who decided whether people were allocated a house or a flat and how the building of affordable homes could be sped up as the demand was urgent. In response Councillor Turrell explained that planning applications were considered within the Local Plan. Policy is 25% affordable housing with a ratio of 30/70 between social and shared ownership housing. Permissions had been given but they were not being built as quickly but housing completions were increasing. Councillor Turrell deferred to Councillor D Birch in relation to the housing allocation element of the question. Councillor D Birch added that the MyChoice system considered applications through a time and merits process. Applicants could bid on available properties and were also not required to accept properties they were offered. Seven families were  ...  view the full minutes text for item 25.