Agenda and minutes

To receive any apologies for absence.

Apologies for absence were submitted from Councillors Basit Alvi, Kay Gilder, Charles Margetts, Rebecca Margetts, Majid Nagra, Caroline Smith and Shahid Younis.

Councillor Sarah Bell attended the meeting online.

To confirm the minutes of the annual Council meeting held on 23 May 2024.

The Minutes of the meeting of the Council held on 23 May 2024 were confirmed as a correct record and signed by the Mayor.

To receive any declarations of discloseable pecuniary interests, other registrable interests and any non-registrable interests relevant to any matters to be considered at the meeting.

A declaration of interest was submitted from the following Members –

Councillor Stephen Conway declared a Personal Interest in Item 26 Statement from Council Owned Companies on the grounds that he was the Chair of and Non Executive Director of WBC Holdings.

Councillor Prue Bray declared a Personal Interest in Item 26 Statement from Council Owned Companies on the grounds that she was a Non Executive Director of WBC Holdings.

Councillor David Hare declared a Personal Interest in Item 26 Statement from Council Owned Companies on the grounds that he was a Non Executive Director of Optalis.

To receive any announcements by the Mayor.

The Mayor informed Members of the D Day celebrations that he had attended, one in Woodley and one in Wokingham.

To answer any public questions.

A period of 30 minutes will be allowed for members of the public to ask questions submitted under notice.

The Council welcomes questions from members of the public about the work of the Council.

Subject to meeting certain timescales, questions can relate to general issues concerned with the work of the Council or an item which is on the Agenda for this meeting.  For full details of the procedure for submitting questions please contact the Democratic Services Section on the numbers given below or go to www.wokingham.gov.uk/publicquestions

In accordance with the agreed procedure the Mayor invited members of the public to submit questions to the appropriate Members.

Question:? 

The Council has a statutory obligation under the Highways Act 1980 to maintain our network, yet there are constant failures to undertake the necessary actions both proactively and reactively to comply with the councils obligations, with recent statements from a council officer implying this statutory obligation wasn’t statutory. Why is the council persistently failing its statutory obligations over such a protracted period (this isn’t a recent phenomenon) against such a long standing and consistent Act? 

Question:? 

The Council has a statutory obligation under the Highways Act 1980 to maintain our network, yet there are constant failures to undertake the necessary actions both proactively and reactively to comply with the Council’s obligations, with recent statements from a Council officer implying this statutory obligation was not statutory.  Why is the Council persistently failing its statutory obligations over such a protracted period (this is not a recent phenomenon) against such a long standing and consistent Act? 

Answer? 

Thank you, Martin, for your question.  

Our road network, much like the rest of the UK, is subject to regular inspection, at defined frequencies, which help to ensure our roads are safely maintained for use.  Inspections are undertaken by trained officers and defects observed are risk-assessed against criteria set out in our Highway Maintenance Management Plan. Not all defects pose an immediate risk to highway users and to comply with our statutory duty, repairs will be carried out as required. This is managed within our agreed resource levels. ? 

Question:

Have the risks of flood inundation from the Bearwood Lakes Dam been taken into consideration in the planning for the Local Plan Update for the Loddon Garden Village? 

Question:? 

Has the risks of flood inundation from the Bearwood Lakes Dam been taken into consideration in the planning for the Local Plan Update for the Loddon Garden Village? 

Answer?? 

The answer, quite simply, is yes.

Question:? 

I recently received a huge Wokingham Borough Council (WBC) wheelie bin and enquired whether it would be possible to have a smaller one. After some confusion when I contacted Environment Services I was initially told the bins only come in one size but then another officer conceded that there are in fact two sizes – large and extra-large. 

You’ll be familiar with the quote “build it and they will come” in the Hollywood movie Field of Dreams. It would seem WBC Environment Services have amended this to the mantra “supply it and they will fill it” by providing enormous bins and challenging residents to fill them. This is totally contrary to the government’s aim of reducing waste by encouraging recycling. 

Not everyone has a large driveway leading to the back of their house where their ugly bin can be stored. We are all aware of how the street scene in neighbouring towns like Reading has been detrimentally affected by row upon row of ugly bins. As can be seen in the attached pics the bin totally blocks my side alley and has to be lifted over a concrete step – difficult when empty but near impossible for a pensioner when full. 

Surely it would be possible for the council to supply a smaller, more practical, bin to encourage recycling and maintain the pleasant aesthetic of our borough. 

Question:? 

I recently received a huge WBC wheelie bin and enquired whether it would be possible to have a smaller one. After some confusion when I contacted Environment Services I was initially told the bins only come in one size but then another officer conceded that there are in fact two sizes – large and extra-large. 

You’ll be familiar with the quote “build it and they will come” in the Hollywood movie Field of Dreams. It would seem WBC Environment Services have amended this to the mantra “supply it and they will fill it” by providing enormous bins and challenging residents to fill them. This is totally contrary to the government’s aim of reducing waste by encouraging recycling. 

Not everyone has a large driveway leading to the back of their house where their ugly bin can be stored. We are all aware of how the street scene in neighbouring towns like Reading has been detrimentally affected by row upon row of ugly bins. As can be seen in the attached pics the bin totally blocks my side alley and has to be lifted over a concrete step – difficult when empty but near impossible for a pensioner when full. 

Surely it would be possible for the Council to supply a smaller, more practical, bin to encourage recycling and maintain the pleasant aesthetic of our Borough? 

Answer: 

The provision of 180 litre bins is the standard size container for the majority of households in the Borough.  For larger families or those households with incontinence waste, a larger 240 litre bin can be provided following on assessment and this ‘duel approach’ has been in place since the launch of the project.  For reference, the 240 litre bin is the same size as the current garden waste bins. 

The Council’s intent is to minimise waste and the drive is not to fill the bin as almost 70% of the contents of blue bags under the current system can be recycled so there should be very little in the wheeled bin, which will support the Council financially and also support Environmental Strategies at the local and national level.  A great deal of effort in communications via the media, on the Council’s web site, council tax bills and calendars posted to residents are supporting the initiative.  We also have Engagement Officers support residents and communities across the Borough to support this initiative.

The smaller 140 litre bins are not visibly very different when compared to the supplied 180 litre bins as they are both the same height but have a smaller base which is more likely to topple when moving.  And due to the smaller base of the bin, bagged waste can get stuck in the bottom when emptying the bins.  

We recommend that residents place the black bin in their back gardens if it is accessible, but if this is not possible the bins should be placed in the front gardens and can be decorated to make them more aesthetically pleasing. 

Residents that are  ...  view the full minutes text for item 19.3

Question:

On 12^th July, a widely cited report was published on the Ofsted school inspection system. The Alternative Big Listen (ABL) was compiled by two senior former Ofsted Inspectors and reported the views of 1,368 respondents. https://thealternativebiglisten.co.uk

Page 3 of the Main Report states “The findings from the ABL reveal Ofsted has lost very significant levels of trust and confidence from the school sector and strongly suggest that fundamental, not piecemeal, change, is required to craft an inspection system fit for purpose in the second quarter of the twenty-first century.”

The report identifies many specific areas that the respondents feel must be urgently addressed.

My own view, however, is that the many roles and responsibilities of Local Authorities in the education system have been largely ignored in this ABL report. Local Authorities will not only be affected by changes to the school inspection system likely to be introduced by the new government. They also have enormous amounts of knowledge and experience that could and should be fed into these reforms. Local Authorities will also play key roles in the successful implementation of reforms – but will themselves need appropriate support to help achieve this.

Are you willing to engage with our Borough’s Members of Parliament to discuss with them the findings and recommendations of the Alternative Big Listen; and to ask them to lobby the government with specific proposals for changes that would enable our Council to better help to contribute to a reformed, fit for purpose schools’ inspection system?

Question 

On 12^th July, a widely cited report was published on the Ofsted school inspection system. The Alternative Big Listen (ABL) was compiled by two senior former Ofsted Inspectors and reported the views of 1,368 respondents.?https://thealternativebiglisten.co.uk 

Page 3 of the Main Report?states “The findings from the ABL reveal Ofsted has lost very significant levels of trust and confidence from the school sector and strongly suggest that fundamental, not piecemeal, change, is required to craft an inspection system fit for purpose in the second quarter of the twenty-first century.” 

The report identifies many specific areas that the respondents feel must be urgently addressed. 

My own view, however, is that the many roles and responsibilities of Local Authorities in the education system have been largely ignored in this ABL report.  Local Authorities will not only be affected by changes to the school inspection system likely to be introduced by the new government.  They also have enormous amounts of knowledge and experience that could and should be fed into these reforms.  Local Authorities will also play key roles in the successful implementation of reforms – but will themselves need appropriate support to help achieve this. 

Are you willing to engage with our Borough’s Members of Parliament to discuss with them the findings and recommendations of the Alternative Big Listen; and to ask them to lobby the government with specific proposals for changes that would enable our Council to better help to contribute to a reformed, fit for purpose schools’ inspection system? 

Answer: 

The Ofsted Big Listen was launched during spring 2024 and encouraged all stakeholders in the education system from parents to school staff, school leaders and Local Authorities to respond.  The Alternative Big Listen was launched at a similar time with a different set of questions and was run independently of Ofsted.   Due to purdah the Ofsted official response to the official Big Listen has not yet been made available nor its outcomes.  The Alternative Big Listen was able to produce their results as they are not subject to purdah.  Subsequently the elections on the 4th July returned a new government and we await information on both strategic direction for education and any proposed changes to Ofsted.  Further information is anticipated during autumn 2024.  The Secretary of State met with all stakeholders in the education system on 17th July and indicated that whilst a policy direction move is planned away from single word judgements to a scorecard approach, that this will take time and consultation with stakeholders to develop.  This does indeed give an opportunity to make representation where appropriate at such time as engagement is sought. 

So, the answer is yes.

Supplementary Question:

Thank you very much Prue for that very helpful answer including an explanation of the relationship between the Big Listen and the alternative Big Listen. That was very helpful indeed, thank you also for agreeing to meet with our Members of Parliament on this really important matter.  I do believe that inevitability that this meeting  ...  view the full minutes text for item 19.4

To receive any petitions which Members or members of the public wish to present.

There were no petitions submitted.

RECOMMENDATION

Recommendations to Council:

a.    To delegate authority to the Director for Place and Growth, in consultation with the Executive Member for the Environment and Climate Emergency and the Council’s Section 151 Officer, to carry out the procurement process, as required, to deliver best value.

b.    To note the overall procurement strategy and to approve the procurement to the open market for the 2026 Waste and Street Cleansing contract.  This will enable the tender to be advertised in August 2024 with commencement of the new contract in late Spring/early Summer 2026.

c.     To note, the decision to award the contract is separate to this report and will be presented through a second report early in 2025 once the procurement process has concluded.

d.    To note that Appendix 1 and 2 are exempt from disclosure on the grounds that they contain information relating to the financial or business affairs of a particular person (including the authority holding that information) under paragraph 3 of Schedule 12A of the Local Government Act 1972, and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Council considered the Waste Collection and Street Cleansing Procurement report.

It was proposed by Councillor Jordan Montgomery and seconded by Councillor Beth Rowland that the recommendations within the report be approved.

Councillor Montgomery indicated that the report detailed the approach to the market and sought approval to issue to the market, a contract for waste and recycling collection and street scene activities, such as street cleaning and litter bin emptying.  Councillor Montgomery went on to outline the governance arrangements for the project.  Following the process, a decision to appoint to the contract would be made by Full Council in Spring/Summer 2025.

The delivery of the Waste Strategy which began in August, would support and shape the new procurement process.  This would give the Council an insight into where it was experiencing difficulties in terms of delivery at an early stage, and what support would be needed from a future contractor.  Councillor Montgomery emphasised that there would be a focus on increasing recycling, supporting the Climate Emergency Action Plan target of reaching 70% of waste recycled by 2030.  Briefings for Members on the project would continue throughout the process.

It was proposed by Councillor Marie-Louise Weighill and seconded by Councillor Rachel Burgess that the recommendation be amended as follows (amendment in bold italics).

1. To delegate authority to the Director for Place and Growth, in consultation with the Executive Member for the Environment and Climate Emergency and the Council’s Section 151 Officer, to carry out the procurement process, which facilitates as required, to deliver best value including taking account of the requirement to ensure the most effective and efficient Social Value Return to the wider community in terms of social value. Prospective bidders will be made aware of the councils view to inform their approach in developing their bids, we will ensure that there is a contractual obligation mechanism to support social value. Deliver on those commitments over the life time of the contract. including (but not limited to) a number of social value areas will be considered for example, consideration of issues such as: 

Raising employment standards including requiring trade union recognition and adherence to collective agreements; banning from procurement contracts companies that exploit workers through blacklisting; banning zero hours contracts and umbrella companies; promoting direct employment as well as introducing a real living wage which would be applied to all workers employed on public sector contracts not just those employed directly by the public sector will be made clear to prospective bidders;  

Promotion of equality including processes to monitor, audit and address gender, race and disability pay gaps and reduce pay ratios between the highest earners and those on average wages; will be made clear to prospective bidders  

Regional development and supporting employment including supporting the local economy and decent manufacturing jobs by procuring goods locally and within the UK; will be made clear to prospective bidders  

Ensuring suitable skills, training and career opportunities are in place to facilitate the delivery of sustainable procurement; will be made clear to prospective  ...  view the full minutes text for item 21.

RECOMMENDATION:

Council is recommended to note:

1) that the Executive have been asked to recommend to Council the Treasury Management Outturn report at their meeting on Thursday 18 July 2024;

2) that all approved indicators set out in the Treasury Management Strategy have been adhered to; with the exceptions of the following which have already been reported as part of the mid year report;

·       Capital financing requirement – Housing Revenue Account (HRA).

·       Ratio of financing costs to net revenue stream - HRA

3) As at the end of March 2024, the total external general fund debt was £128m, which reduces to £103m after taking into account cash balances (net indebtedness) reducing interest costs in the current economic climate. This was an improved position from the forecast at mid-year stage of £129m external borrowing and £110m net indebtedness.

4) An improved position for the ratio of financing costs to net revenue stream – GF prudential indicator from the mid year forecast. This means the overall cost of capital is fully funded from investment income and income received from commercial, regeneration and invest to save schemes.

5) A reduction in capital financing requirement (CFR) at 31^st March 2024 representing an improved position to £355m from £398m forecast in the mid-year report. This was achieved through reducing in year capital spending and maintaining significant levels of debt repayment (Minimum Revenue Provision - MRP).

Council considered the Treasury Management 2023-24 Outturn Report.

It was proposed by Councillor Imogen Shepherd-Dubey and seconded by Councillor Stephen Conway that the recommendations contained within the report be agreed.

Councillor Shepherd-Dubey stated that the report showed retrospectively how well the Council had managed its debt and finances over the last financial year.  She highlighted the differences in the Housing Revue Account and indicated that this was the result of mid year agreement to provide funding for the Ukrainian and Afghan settlement scheme.  The external debt at the end of 31 March was £128million reducing to £103million when factoring in net indebtedness.  This was an improved situation on the earlier mid year forecast of £129million external borrowing and £110million net indebtedness.  Councillor Shepherd-Dubey emphasised that all investment loans made over the year, had been repaid back to the Council on time and in full, bringing in an income of £3.6million.

Councillor Dave Evans commented that the way the report was formatted could be made more transparent in future.

RESOLVED:  That Council notes

1)     that the Executive have been asked to recommend to Council the Treasury Management Outturn report at their meeting on Thursday 18 July 2024.

2)    that all approved indicators set out in the Treasury Management Strategy have been adhered to; with the exceptions of the following which have already been reported as part of the mid year report.

·       Capital financing requirement – Housing Revenue Account (HRA).

·       Ratio of financing costs to net revenue stream - HRA

3)     As at the end of March 2024, the total external general fund debt was £128m, which reduces to £103m after taking into account cash balances (net indebtedness) reducing interest costs in the current economic climate. This was an improved position from the forecast at mid-year stage of £129m external borrowing and £110m net indebtedness.

4)    An improved position for the ratio of financing costs to net revenue stream – GF prudential indicator from the mid year forecast. This means the overall cost of capital is fully funded from investment income and income received from commercial, regeneration and invest to save schemes.

5)    A reduction in capital financing requirement (CFR) at 31^st March 2024 representing an improved position to £355m from £398m forecast in the mid-year report. This was achieved through reducing in year capital spending and maintaining significant levels of debt repayment (Minimum Revenue Provision - MRP).

To answer any member questions.

A period of 30 minutes will be allowed for Members to ask questions submitted under Notice.

Any questions not dealt with within the allotted time will be dealt with in a written reply.

In accordance with the agreed procedure the Mayor invited Members to submit questions to the appropriate Members

Question:? 

Given the hazards posed by sharp litter fragments to both people and wildlife, can the council implement and ensure a protocol for litter collection prior to grass cutting in public areas? For instance, there have been numerous instances where a discarded drink can has been left in open grass and, upon mowing, has been shredded into dangerous, sharp fragments, posing a significant risk akin to scattered knives. Additionally, this process contributes to the creation of microplastics, which further damage our environment.  Implementing this measure would significantly reduce the risk of injury to residents, pets, and local wildlife, and contribute to a cleaner and safer community environment. 

Question:? 

Given the hazards posed by sharp litter fragments to both people and wildlife, can the Council implement and ensure a protocol for litter collection prior to grass cutting in public areas?  For instance, there have been numerous instances where a discarded drink can has been left in open grass and, upon mowing, has been shredded into dangerous, sharp fragments, posing a significant risk akin to scattered knives.  Additionally, this process contributes to the creation of microplastics, which further damage our environment.  Implementing this measure would significantly reduce the risk of injury to residents, pets, and local wildlife, and contribute to a cleaner and safer community environment. 

Answer:?? 

As part of our contract with Tivoli Group Ltd, prior to grass cutting litter should be cleared from the area.  Where the grass has become long and it is difficult to spot and remove the litter prior to cutting, our contractors are expected to arrange for its removal once cutting is finished.  Where an area of litter has been missed, we request our contractors to return to leave the area litter free.  We have contract monitors who raise issues such as this direct with our contractors and encourage residents to report these issues so we can arrange for our contractor to rectify the matter.  We will remind and review with our current contractor, we have also checked our Customer Service complaints relating to this issue and so far have found zero.

Supplementary Question:

Can the Council confirm if there are any plans to coordinate with community members or local organisations outside of contractors to conduct maybe litter patrols or clean up initiatives to ensure that the grass is actually clear before mowing?

Supplementary Answer:

I am sure if any group or parish council or any body such as that, reaches out to the Council, reaches out to myself, we would be very receptive and happy to coordinate with them.

Question:

With a growing population in Shinfield, residents are concerned that public transport connections are not keeping up with growth.  Public transport to Wokingham is infrequent and slow.  What is the Council doing to improve public transport between Shinfield to Wokingham?

Question:?

With a growing population in Shinfield, residents are concerned that public transport connections are not keeping up with growth.  Public transport to Wokingham is infrequent and slow.  What is the Council doing to improve public transport between Shinfield to Wokingham?

Answer:??

Thank you, Andrew, for your question.

Any public transport connections provided need to be financially sustainable. S106 funding is currently being used to support services between Reading and Shinfield.  To provide a new service to Wokingham is therefore unlikely to be sustainable based on current demand.

Reading buses will enhance the Leopard 3 service to Arborfield from Shinfield and Reading to every 15 minutes in the morning, late afternoon and evening from September 2024.  However, during other times when fewer passengers travel, the service will operate every 30 minutes.  

The Executive has recently approved an updated Bus Service Improvement Plan (BSIP).  One of our aspirations is to improve bus services from Shinfield to Wokingham along the Leopard 3 corridor and officers are looking at the level of S106 funding secured to enhance this service.  

Another aspiration in the BSIP is to create a Shinfield to Winnersh and Wokingham service.  However, to date, the Department for Transport has awarded us limited funding to deliver these improvements.  If sufficient funding comes forward, we will look to make these improvements in partnership with local bus operators. 

Longer term should further development come forward in Shinfield, additional enhancements and contributions towards public transport will also be sort. 

Supplementary Question:

The potential improvements to the Leopard 3 service are quite encouraging, which I did see in the Bus Service Improvement Plan.  One thing I was going to add, obviously one part of the growth is to do with an increasing number of secondary school age children going to Wokingham schools from Shinfield. 

One of the big issues with public transport at the moment is that the Leopard 3 service goes at times which really are not suitable for getting into Wokingham schools at the right time.  Are the timings of the timetable in the morning something which can be looked at and adjusted as part of that improvement?

Supplementary Answer:

We are always looking at timetables to try and tweak them wherever possible, so they join up with schools and to make it much easier.  The slight issue we have with the Leopard 3 is it is an hourly service running from Arborfield right by Bohunt School, and we are trying to enhance, and if we can enhance that with the S106 funding, and work out a good business case for it, then hopefully they will accept it.

Question:

My question is regarding new developments in the borough.  Many residents have raised with me issues relating to maintenance of their development and a lack of clarity over responsibilities of estate management companies versus responsibilities of the council.  Many residents feel as though they are 'paying twice' and yet still do not have the standard of maintenance they would expect on their developments.  Where the Borough Council anticipates adopting new open space and Highways infrastructure, how does the Borough Council communicate the areas adopted, and any delays in the adoption process, to the Borough's residents?

Question:?

My question is regarding new developments in the Borough.  Many residents have raised with me issues relating to maintenance of their development and a lack of clarity over responsibilities of estate management companies versus responsibilities of the Council.  Many residents feel as though they are 'paying twice' and yet still do not have the standard of maintenance they would expect on their developments.  Where the borough council anticipates adopting new open space and Highways infrastructure, how does the Borough council communicate the areas adopted, and any delays in the adoption process, to the Borough's residents?

Answer:??

Thank you for your question Nagi.  Let me begin with a factual description of the current situation and then if I may, suggest a possible way forward.

First the facts -developers are not required to pass land or roads over to the Council for adoption and where this does not happen residents normally pay a maintenance charge to the management company set up by the developers to maintain the area.  When purchasing a property, residents should be made aware by their conveyancing solicitors whether they are signing up to a management company and the charges associated with the maintenance responsibilities of that management company.  

The Council cannot force developers to put a development forward for adoption as the site is effectively a private site.  As such the Council has no control over maintenance standards in adopted developments.  However, I share your concerns about this unsatisfactory situation, and as this is a problem not confined to Wokingham, I am happy to write to our two new MPs covering the Borough, to ask them to raise this matter with Ministers. 

Supplementary Question:

Until we have a response back from the MPs and the Ministers, is there an alternative solution?  One of the examples being where there is overgrown vegetation in the communal areas in those new developments which needs attention, and estates management companies are not responding, which is leading to residents being stressed out.  So, how do we deal with situations like that?

Supplementary Answer:

Well obviously, as I said in my original answer to your question, we cannot force developers to do things, but we obviously do have a role in lobbying, and we can approach developers and management companies that are not performing effectively, and try and persuade them to do their duty.  I did, last municipal year, intervene in a case where leaseholders were not getting proper service from a management company.  That did illicit a response from the management company and some improvement in the situation, but the ultimate solution to this problem, I think is a new piece of legislation emanating from Parliament that addresses this problem across the country, not just in the specific scheme you are referring to, or even not just in Wokingham Borough.

Question:

Can the Leader of the Council please provide an update on when you will publish the draft Local Plan?

Question:? 

Can the Leader of the Council please provide an update on when you will publish the draft Local Plan? 

Answer:?? 

Thank you for your question, Pauline. 

I think you are referring to the final version of the local plan that we will bring to Council for approval.  

I had hoped that we would be able to do that at this evening’s meeting, but the ambition sadly could not be realised, as we have been waiting for final consultee inputs and the Council’s external legal advisers need time to digest the plan as a whole before they can assure us of its soundness.  Of course as you will be aware the plan needs to be sound to pass muster at a Planning Inspector’s inquiry.

The plan will therefore come to the next scheduled Council meeting on 19 September, where I hope it will receive unanimous approval.  It will, after all, be based on the draft approved by the administration of which you were a part, though with some important improvements in policy terms. 

Question:

This council has now been led by the Liberal Democrat or a Liberal Democrat led coalition for over two years. In this time there has been a complete failure to finalise and present a local plan to this council which has led to numerous inappropriate planning applications. Is this failure a result of lethargy or incompetence?

Question:? 

This Council has now been led by the Liberal Democrat or a Liberal Democrat led coalition for over 2 years. In this time there has been a complete failure to finalise and present a local plan to this council which has led to numerous inappropriate planning applications.  Is this failure a result of lethargy or incompetence? 

Answer:?? 

Thank you for your question, Dave and welcome to the Council.

Work on the new local plan began in 2015, when your party, I seem to recall, led the Council.  Seven years later, in 2022, when your party was replaced, the new administration inherited a draft local plan that had just been out to regulation 18 public consultation. 

We have sought to improve on that draft, mainly through detailed work on policies on green spaces, areas of public landscape value, energy efficiency in new homes, and developer contributions for affordable housing.   

While this important work was underway, and as you can I am sure, appreciate, that kind of work does require time.  While this important work was underway, we lobbied the government for a reduction in our overall housing target.  The target of course imposed by the government.  That target unfortunately took no account of over-delivery during the current plan period.   

My predecessor and I wrote to the Secretary of State and his ministers and secured the support of some of our then MPs, especially Theresa May.  After many months, our efforts seemed to be making headway.  Unfortunately, however, the government – your government – declined at the last minute to allow us to deduct past over-delivery from our new target, thereby forcing nearly 2,000 more homes on the Borough than we were required by the government by their own calculations. 

Your comments about ‘lethargy’ and ‘incompetence’ are highly insulting I have to say to the hard-working and highly professional officers who under both the previous and the current administrations have dedicated so much time and effort to bringing our new local plan forward.  It would be more appropriate to thank them than offer such unfair criticism. 

Supplementary Question:

In the continuing absence of a published plan, can the Leader of the Council at least confirm that the large housing development at Hall Farm will not be included in it, as publicly promised by his predecessor as Leader of the Council and the current Wokingham MP, placard wielding Clive Jones?

Supplementary Answer:

I suspected you would ask a supplementary and it was reasonably predictable the route you would choose to go down.  We will be debating the Local Plan at the September Council meeting as I said in my answer to Pauline’s question earlier.  You will have the chance to see the full details of what is in the Plan at that stage, in fact when the papers are published in advance of the 19 September meeting, but I would remind you if I may, that we inherited a draft Local Plan with certain commitments in it, and that draft Local Plan  ...  view the full minutes text for item 23.5

An opportunity for Members to ask questions in relation to the latest circulated volume of Minutes of Meetings and Ward Matters. 20 minutes is permitted for this item.

Question:

The grass cutting has only just been started this year in Finchampstead, which due to the height of the grass has left rotting grass scattered across pavements and verges.  Weeds are growing through pavements and the streets are not being swept regularly leading to blocked drains.  Is this the new normal for the maintenance of public highways, or is the contractor not delivering the service that they are paid for?

Answer:

As was discussed in the previous Corporate and Community Overview and Scrutiny Committee, we have relayed the issues that we have had with the grass cutting in particular, relating to the wettest winter and early spring period on record, with the previous record being the year before.  We will continue to go through our areas as per the schedule, and I am happy to provide a written response as to when your particular areas of Finchampstead are on the list.

Question:

There has been a notable increase in the number of long overdue road resurfacing projects in or around my ward that effects residents.  The techniques used have varied and appear to have changed from those that have been used in previous years, particularly for those of us who are of a particular age, raising a number of comments about the works from constituents.  Could the Member explain how the choice of techniques for road safety maintenance is made, what the pros and cons are both technically, financially, and how these differ if at all from seemingly similar techniques in previous times and before?  It will be helpful for residents to better understand the sort of process they should expect when each of the different techniques used is chosen for use in a particular location.  The understanding of the effects of weather conditions, the times needed to complete the works and particularly the timescales of returning the road surfaces to a normal condition, particularly with a surface dressing technique and the use of post resurfacing taking place, would be very helpful.

Answer:

Thank you, Martin, for that very long question.  Very detailed as well.  I am not sure I will get it all in 2 minutes. 

I would like to say about the lack of funding that we receive.  It is a huge financial challenge for this authority as well as other authorities across the country to try and keep all of our residents safe and well.  We also get less funding per head of population in this unitary authority, and we are about £30million less than the average.  The previous Conservative government also failed to actually provide sufficient funding for local roads, and that is across the country, and they were criticised this week in the National Audit Office, for not having a good enough understanding of the local road conditions.  The ALARM survey which is done annually is now showing a £16.3billion worth of backlog of funding, which is up £4billion in the last two years. 

But what do we do?  Well we carry out technical surveys, we carry out safety inspections, and we carry out analysis, and from that we develop our annual programme.  Our annual programme, we would like to do, lots of resurfacing, but lots of resurfacing is very, very expensive, and part of the analysis puts roads into a Red category and Amber 1 and Amber 2 and Green.  Now, what we have done is moved the dial this year, even more than we did last year on to preventative maintenance, and preventative maintenance is surface dressing.  Surface dressing stops the formation of defects in the road.  It seals it, it is an overlay, and it is a sixth of the cost of resurfacing, so it is considerably lower cost.  We are also using asphalt preventative as well, and we have a programme of 82 roads of which we have completed 80 of them already.

Question:

Is there an update on the pathway from Lailey Path to Shinfield Infant School and when that will become complete?  Residents really need this in place for the beginning of the next school year, and it has been a concern for residents and the parish council for a couple of years now.

Answer:

Thank you, Andrew, for that question.  Yes, Lailey Path has been on the list, and we have got officers to do some feasibility work this year.  It looked quite simple.  It was widening the existing verge, create a new footway, get the school to dedicate some land, and join up with the length of footway which runs up to Shinfield Green.  However, what we have found is a little wall and the little wall is listed, and that has caused us a major headache.  What we are now trying to do is work with the planners and what we really need to do to get through some kind of planning application, if it would be approved, if it was not going to be approved, then we have to stop where we currently are.  It is a really difficult situation that we are currently in.  They may come up with that we can relocate that wall, but that is the position that we are in at the moment.  It is going to be a bit of a long drawn out process, I am afraid.

Question:

I am glad that I am able to ask this question as the last time I spoke in this building was at the dismally ran Planning Committee meeting of last month, of which the minutes bear relation to my question.

Now to lay out some context, every other speaker was permitted some discretion for running slightly over time, but I was refused any whatsoever as the time allocated to Ward Members had reached a threshold.  The Committee’s decision to outright deny myself any discretion, meant I was barred from presenting my precise yet critical information to the Committee, effectively denying myself and residents of Barkham and Arborfield a voice.  Now following this I requested it be put on the record objecting to the Committee’s decision to deny myself and my residents a voice, by refusing to offer me the discretion that other speakers were offered.  Now, I was further appalled when I discovered that my objection to their decision, and even my attendance, was absent from the published minutes, silencing myself and residents once again. 

Councillor Iyengunmwena also noted that there was no reference to why he was not present during part of the presentation, and that was why he was denied a vote.  Our complaints were made two weeks ago and there were also follow ups to Councillor Margetts’ complaints two weeks ago, yet none of us have received an answer.  What is being done to resolve these inaccuracies and complaints, what lessons are being learned from it, and what is the Council doing to ensure that this never happens again?

Answer:

Thanks for that.  We thought Martin Alder’s question was long.

Let me start where you began Joseph, in which you claim you were denied the chance to speak.  As I understand it, and obviously I did attend that meeting, but to speak on another application, and I had left before you got the chance to speak.  But, as I understand it, 3 minutes is allowed to local ward councillors.  That is 3 minutes for all local ward councillors.  So, if I had been accompanied to that meeting by my two colleagues, well one of them actually is already on the committee, had I been accompanied by Martin Alder, we would have had to share that 3 minutes between us.  My understanding is that Charles Margetts actually used up the total allocation allowed to you and him, which is why you were unable to get the chance to speak.  That is my understanding of the situation.  If I am incorrect, I will quite happily stand corrected. 

The other point you raised really relate to your complaint or the complaint that has been made about that.  That is being handled by Legal and you will get a response as soon as they are able to give you one. 

Question:

My question is to Jordan about black waste bins.

Huge tranches of my ward were missed for delivery on the first time round a couple of weeks ago, and it seems to be the houses that do not face directly on to the main roads, so houses that were in, not a cul-de-sac, but a pathway.  I have reported all of them as well as some of the individual residents reporting their own.  The second attempt at delivery was yesterday, and I watched the lads as they pulled the bins around.  Each one took two bins. My house is two so two were delivered.  The next it is two, only one was delivered.  What houses in this area were missed?  Some of the residents are going away on holiday very soon and they are concerned that their bins will be delivered at some stage, hopefully before the end of the month, and they are concerned that they will be taken by other residents who have not had bins.  A bit of a mess really.  Can you assure me that it will be put right and quickly?

Answer:

Thank you very much for your question, Beth.

So, we are still on track to deliver what we expect to be the full number of bins by the end of this month.  However, as part of the final week, we enter the mopping up process, which is where we are going back and cross referencing all the areas where we have previously delivered to see which areas have been missed, reaching out to ward councillors such as yourself, and reaching out to various parish councils as well to see if they have any reports of areas that have been missed on the initial path through.  Once that mop up is complete, we will then be issuing out comms, leaflets, to residents, addressing whether or not they have received their bins, if they have not, providing the key signposting to waste services to ensure that no one is missed.

Question:

There are several planning applications pending determination in Barkham and Arborfield.  I am sure there are many more across the Borough.  I have been receiving emails from residents as to when they may be determined at the Planning Committee so they can play their part.  They are confused as to why the recent Planning Committee meetings have been cancelled.  Two of the last three Planning Committee meetings have not happened.  Can you please explain why they were cancelled, if August’s meeting is due to happen, and what impact this will have to the list of planning applications that will need to go to the Planning Committee?

Answer:

Let me clarify as best I can, the situation.  As far as I am aware there will be an August Planning Committee.  It has an agenda.  The agenda of Planning Committees is rarely fixed in stone before they are published.  Things come on and sometimes they cannot be proceeded with because there is still some requirement for a statutory consultee to provide their input, and if that is not ready then it cannot go to Committee. 

My understanding was that none of the reports, or it could have been just one was ready for the July Committee.  It is important, of course, to remember that we did have that little thing called a General Election.  That led to the cancellation of all public facing committees apart from the Planning Committee and the Licensing Committee, which are statutory committees, and therefore have to go ahead come what may.  But on this occasion, there were not any planning applications that could be brought forward for determination by the Committee.  That is my understanding of the situation.

I should say that I am not responsible for the day-to-day workings of the Planning Committee.  I should say our professional officers make a judgement as to when an application is ready to come forwards and be determined by that Committee, not me.  I cannot do that, it is not my role, and it would be quite wrong of me to interfere in that kind of way.  So, this is a process that members of the Committee are required to determine planning applications brought before them, but their readiness to be brought before them is a judgement that is only to be made by officers.

Question:

Arriva Buses are ceasing operation of the 850 bus route between Reading and High Wycombe this Saturday, which is one of the relatively few bus routes connecting Charvil, Wargrave and Sonning to Reading, Twyford and Henley, and up to High Wycombe.  Thankfully, Carousel Buses have stepped in to ensure the continued operation of the service.  Is there a risk that this service may not continue to run, and what is the Council doing to improve the very limited existing bus services which connect Thames ward and the villages within it to the many facilities that we do not have within walking distance?

Answer:

Thank you for your question Katrin.

Yes, the 850 bus service is ceasing on Saturday.  Currently run by Arriva, fortunately Carousel Buses are going to take that over, and they will continue with the same timetable as Arriva originally had.  It is a commercial operation, and it is a commercial decision on how they operate that particular service.  I will make further announcement in the Executive update shortly in this meeting.  What are we doing as well – the 128/129 service corridor, we have got aspirations to enhance that service to make that a 30 minute corridor running from Wokingham, Winnersh, Hurst, Twyford, Charvil, Sonning, Woodley and in to Reading.  That is included in our BSIP, our Bus Service Improvement Plan, but of course as I said previously in a previous answer to a previous question, we require external funding for that.  So, that is our aspiration, it is included in our BSIP.

Question:

I was not intending on asking a question, but Councillor Montgomery worried me a bit when he said the final week of the bin roll out would be mopping up houses that had been missed.  I certainly know of at least one road in Earley, not very far from me, which has not had any bins at all.  So, if you think you have done all the roads and are just mopping up, you are probably wrong.

Answer:

Apologies, we are not currently yet in the mopping up period, that is from I believe, Monday coming up.

Question:

Town Lane is a vital and historical link between Earley and Woodley.  Local residents in the form of Friends of Town Lane have been working hard to keep the link clear, and Woodley Council have also been playing their part, where they have responsibility for part of the land.  Can Wokingham Borough Council please take responsibility for managing the vegetation along the remainder of Town Lane, and also for keeping clean the channelling dish that runs down the centre of the link, by putting it on to the schedule of planning works every year? 

The Friends of Town Lane will continue to do their bit to help but the Council’s support with proper equipment will really help to keep this link open and fit for purpose for many residents including pedestrians and cyclists who use it every day, and for it to be accessible for emergency services should the need arise.

Answer:

Thank you, Andy.

Officers will be very happy to reach out to the Friends of Town Lane to go on site and get a better understanding of the issue, and we will arrange this in the next few weeks.

To receive any statements by the Leader of the Council and Executive Members.

In accordance with Procedure Rule 4.2.23 the total time allocated to this item shall not exceed 20 minutes, and no Member shall speak for more than 5 minutes.

Councillor Stephen Conway, Leader of the Council and Executive Member for Housing, Partnerships and the Local Plan:

I am delighted to say that the new Twyford Library has been well received by the local community.  Indeed, such is the enthusiasm in that local community that there has been a 59% increase in book loans in the first 6 weeks as compared to the same time last year.  So, a very big thank you to our officers for all their work to make this long-awaited new library, a reality. 

I also want to take this opportunity to correct some of the mistaken views on the Council’s Local Plan that circulated during the recent local and parliamentary elections.  The current administration at Wokingham inherited a draft Local Plan from the previous Conservative administration, which began work on a new Local Plan, as we heard earlier this evening, in 2015.  The new administration decided to review the draft that it had inherited.  We sought advice from a planning barrister on the status of the draft, and how much leeway we had to alter it.  In essence, our room for manoeuvre was limited.  Once a site is in the draft there is a general presumption in favour of its appearing in the final Local Plan.  It has been identified by planning professionals as suitable for development and unless circumstances materially change, any attempt to withdraw a site is likely to be challenged successfully by the developers at the Inspector’s Inquiry. 

In line with 4.2.13.16, Councillor Pauline Jorgensen sought confirmation that there was no written legal advice on this matter, and it is was possible although difficult to take sites in and out of the Plan after Regulation 18.

It was confirmed that there was no written legal advice.

Continuation of speech

No, as I was saying Mr Mayor, the advice was actually verbal.  It was given to us by the planning barrister who has been hired by the Council to advise us on the Local Plan, and he has advised that we have very little leeway to alter the draft.

As I was saying before I was interrupted, the Inquiry is the final, vital stage of the process, at which the Government appointed Inspector decides whether the Plan is sound enough to be approved.  The draft, in short, is the point at which the key decisions are made, which cannot, except in the most unusual circumstances be unmade.  I hope therefore that when we debate the Local Plan in September’s Council meeting, colleagues of all parties will contribute in a realistic and grown-up way, and not promise what is undeliverable.

Councillor Pauline Jorgensen referred to advice provided by Planning which stated that looking at Plan level, the evolution of a Plan from draft proposals to a proposed submission was expected given the role of a consultation was to seek views and further evidences gathered.  The evolution of a draft Plan to the point where you were selecting alternative strategy would likely require further consultation  ...  view the full minutes text for item 25.

To receive any statements from Directors of Council Owned Companies.

In accordance with Procedure Rule 4.2.24 the total time allocated to this item shall not exceed 10 minutes, and no Director, except with the consent of Council, shall speak for more than 3 minutes.

Councillor Stephen Conway, Non Executive Director of WBC Holdings:

Yesterday’s Board meeting of Wokingham Borough Council Holdings confirmed the appointment of new Non Executive Directors to the Board of the Council’s housing companies and noted the resignation from the Boards of the elected Member representatives.  These developments enacted the recommendations of the independent report, a review of the Council’s housing companies and their role in the delivery of affordable housing in the Borough.  Henceforth, elected Members will set strategic direction and monitor progress through a Shareholder Committee, which will be constituted as a sub committee of the Executive.

To consider any motions.

In accordance with Procedure Rule 4.2.11.2 a maximum period of 30 minutes will be allowed for each Motion to be moved, seconded and debated, including dealing with any amendments.  At the expiry of the 30-minute period debate will cease immediately, the mover of the Motion or amendment will have the right of reply before the Motion or amendment is put to the vote.

‘This Council supports residents with cost-of-living pressures and recognises that the affordability of school uniform is a concern. 

Therefore, Wokingham Borough Council will contact every school in the borough encouraging uniform design changes to be kept to a minimum and made infrequently. The Council will also encourage schools to allow more options of non-school branded uniform items. 

This activity will complement the Council’s work in this area and support the objectives in its Anti-Poverty Strategy.’ 

Chief Finance Officer Comment: 

‘There are no direct financial implications for the Council in supporting this Motion’.

The Chief Finance Officer comments are purely an assessment of the Financial Implications associated with the Motion as written and are not an opinion on the policy direction or intention contained within them. 

Council considered the following Motion, proposed by Councillor Vishal Srinivasan and seconded by Councillor Pauline Jorgensen.

‘This Council supports residents with cost-of-living pressures and recognises that the affordability of school uniform is a concern. 

Therefore, Wokingham Borough Council will contact every school in the borough encouraging uniform design changes to be kept to a minimum and made infrequently. The Council will also encourage schools to allow more options of non-school branded uniform items. 

This activity will complement the Council’s work in this area and support the objectives in its Anti-Poverty Strategy.’ 

Councillor Andrew Gray proposed the following amendment to the Motion, which was seconded by Councillor Rachel Bishop Firth.

‘This Council supports residents with cost-of-living pressures and recognises that the affordability of school uniform and other costs of the school day are is a concern.  The Council also aims to reduce waste and promote recycling.  

Council recognises the two ongoing major projects with our partners to ensure that the costs of the school day are affordable for all.  

Therefore, Wokingham Borough Council supports and encourages will contact every school in the Borough encouraging to keepuniform design changes to be kept?to a minimum and made infrequently.  

The Council will also encourage schools to allow more options of non-school-branded uniform items andwill actively promote the uptake of second-hand uniform.? 

This activity will complement the Council’s work in this area and support the objectives in its Tackling Anti-Poverty Strategy and its Climate Emergency Action Plan.’

Councillor Srinivasan indicated that the proposed amendment was acceptable. The amended Motion became the substantive Motion.

Upon being put to the vote it was:

RESOLVED:  That this Council supports residents with cost-of-living pressures and recognises that the affordability of school uniform and other costs of the school day are is a concern.  The Council also aims to reduce waste and promote recycling.  

Council recognises the two ongoing major projects with our partners to ensure that the costs of the school day are affordable for all.  

Therefore, Wokingham Borough Council supports and encourages will contact every school in the Borough encouraging to keep uniform design changes to be kept?to a minimum and made infrequently.  

The Council will also encourage schools to allow more options of non-school-branded uniform items and will actively promote the uptake of second-hand uniform.? 

This activity will complement the Council’s work in this area and support the objectives in its Tackling Anti-Poverty Strategy and its Climate Emergency Action Plan.’