The Assistant Director of Legal & Democratic Services submitted a report recommending that the Annual Council Meeting due to be held on 2 June 2020 was cancelled and setting out the alternative arrangements for making various appointments for the forthcoming year in the absence of the Annual Meeting.  The report had appended the recommended appointments to Committees, Sub-Committees, other Bodies and appointments to outside organisations; and proposed meetings calendars for 2020/21 which had been prepared to hold a reduced number of online meetings, running until the end of August, as well as a possible full schedule of meetings in anticipation that some of the Covid-19 restrictions would be lifted by September.

The report explained that Local Authorities had been given permission to cancel or postpone their Annual Meetings this year as prescribed by the Coronavirus Act and the subsequent Regulations, which were issued in April 2020.  A consequence of the proposed cancellation was that the election of the new Mayor would not be able to take place as planned. Instead the Committee was being asked to approve the appointment of the Mayor and Deputy Mayor, until it was possible to confirm them at a future Council Meeting.  Additionally, the report requested approval for the appointment of the Leader and Deputy Leader; Lead Councillors; and Chairs of Committees and Sub-Committees.  Appendix A listed the proposed memberships of Committees; Sub-Committees; and other bodies as well as their Chairs and Vice-Chairs.  Appendix B listed the Council’s appointments to outside bodies.

The Committee was reminded that the Annual Council Meeting also considered, from time-to-time, changes to the Constitution; and Delegations, which included the Monitoring Officer’s ability to grant a general dispensation to members in certaincircumstances.  As a result of the current Covid-19 pandemic, it was intended that the Constitution and any other matters, some of which may not have been explicitly set out in the report, would remain unchanged until such time that the Council decided to review them.

The Chair, Councillor Brock, and Vice-Chair, Councillor Page, announced a few amendments to the recommended appointments, which had been included in the papers, as follows:

• Councillor Barnett-Ward would replace Councillor James on the Licensing Applications Committee;
• Councillor Edwards would replace Councillor McEwan as the Governor representative on the Berkshire Healthcare Foundation Trust;
• Councillor Brock would replace Councillor McEwan on the Royal Berkshire NHS Trust
• Councillor Stevens would replace Councillor Woodward on the University of Reading Court, as this appointment was linked to The Mayoralty;
• Councillor Page was the appointee to the Berkshire Local Transport Body and Bus Lane Adjudication Service Joint Committee and Councillor Debs Absolom should be recorded as his substitute (deputy) on those two bodies.

Resolved –

(1)      That, in accordance with Regulation 6(c) of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020, the Annual Council Meeting due to be held on 2 June 2020 be cancelled until such time as guidance on social distancing allowed;

(2)      That, in accordance with Standing Order 3, notice be given that the Leader of the Council shall petition the Chief Executive (Head of Paid Service) to call an Extraordinary Council Meeting for the purpose of confirming the appointment of the Mayor, at the appropriate time;

(3)      That, subject to formal confirmation at an Extraordinary Council Meeting, Councillor David Stevens be appointed Mayor of this Borough and Councillor Rachel Eden be appointed Deputy Mayor for the 2020/21 Municipal Year;

(4)      That the appointments set out below be confirmed:

Leader of the Council – Councillor Jason Brock

Deputy Leader – Councillor Tony Page

Lead Councillors & Portfolios:

Adult Social Care – Councillor Tony Jones

Children – Councillor Liz Terry

Corporate & Consumer Services – Councillor Ellie Emberson

Culture, Heritage & Recreation – Councillor Karen Rowland

Education – Councillor Ashley Pearce

Health, Wellbeing & Sport – Councillor Graeme Hoskin

Housing – Councillor John Ennis

Neighbourhoods & Communities – Councillor Adele Barnett-Ward

Strategic Environment, Planning & Transport – Councillor Tony Page;

(5)      That Chairs and Vice-Chairs of Committees & Sub-Committees be as set out below:

(6)      That the appointments to Committees, Sub-Committees and other bodies be approved as set out in Appendix A to the report, as well as the appointments and arrangements in place for reduced membership online meetings of Policy Committee and Planning Applications Committee, also described in Appendix A, and subject to Councillor Barnett-Ward replacing Councillor James as a member of the Licensing Applications Committee;

(7)      That the appointments to outside organisations be approved as set out in Appendix B to the report, subject to the following changes:

·       Berkshire Healthcare Foundation Trust (Governor representative) – Councillor Edwards to replace Councillor McEwan;

·       Royal Berkshire NHS Trust – Councillor Brock to replace Councillor McEwan;

·       University of Reading Court – Councillor Stevens to replace Councillor Woodward;

·       Councillor Debs Absolom being formally recorded as Councillor Page’s substitute (deputy) on the Berkshire Local Transport Body and the Bus Lane Adjudication Service Joint Committee;

(8)      That the alternative calendars of meetings for 2020/21, which had been prepared either to hold a reduced number of online meetings or a full schedule of meetings in preparation for the lifting of restrictions in relation to the Covid-19 pandemic, be approved as set out in Appendix C to the report.

(In accordance with Section 100B (4)(b) of the Local Government Act 1972, the Chair had agreed to allow this item to be considered as a matter of urgency to respond promptly to recent Government additional statutory guidance on the reallocation of road space in order to support local authorities to manage their road networks in response to the coronavirus outbreak).

The Executive Director of Economic Growth & Neighbourhood Services submitted a report seeking scheme and spend approval for a number of highway schemes which would reallocate road space to pedestrian and cycle space in response to the need to support sustainable transport modes during the Coronavirus pandemic.  The report explained that the Coronavirus pandemic continued to have a significant impact on how residents and businesses could operate. Social distancing requirements were likely to remain in place to keep people safe for some time.  The Government had also advised people to avoid public transport, where possible, as people began to return to work and school. The Council needed to respond swiftly to changing travel demands by increasing active travel opportunities which would increase walking and cycling.

The report stated that whilst the Government had issued guidance and was allocating funding to active travel proposals the details had yet to emerge.  The report set out an initial tranche of schemes for implementation including proposals for Gosbrook Road, Reading Bridge and Sidmouth Street.  Further smaller and local projects were also being considered with the hope that they could be brought forward for implementation.  It was recommended to use the Council’s approved Capital Programme funding (for transport projects) to commence initial delivery of these proposed schemes.  However, given the limitations of the Capital Programme, additional active travel schemes would need to be funded from the Government’s Active Travel fund.

The report explained that the schemes had been prepared to address the key Government guidance in the following sequence – i) short term - reallocating road space to walking and cycling to enable mobility whilst maintaining social distancing and reflecting the necessary restrictions on public transport (both in terms of  service frequency and occupancy) (ii) medium-long term - reallocating road space from private transport to public transport and active travel to meet public health, air quality and carbon objectives. Some schemes may achieve both and current circumstances presented a unique opportunity to take them forward.

The Government had stated that these measures could be introduced temporarily, either in isolation or as a combined package of measures. Some interventions, including new lightly-segregated cycle lanes, would not require Traffic Regulation Orders (TROs). Local authorities should monitor and evaluate any temporary measures they installed, with a view to making them permanent, and embedding a long-term shift to active travel as part of the passage from restart to recovery.

Resolved –

(1)      That scheme and spend approval be granted for the following short-term projects, as set out in Section 5 of the report:

·       Gosbrook Road;

·       Sidmouth Street;

·       Reading Bridge;

·       Cycle and bus lanes on Oxford Road;

·       Whitley Street Local Centre;

·       Southampton Street / Silver Street;

·       Redlands Road;

(2)      That, subject to Government funding as part of the £250m active travel pack being available, the Executive Director for Economic Growth and Neighbourhood Services be granted delegated authority for scheme and spend approval, in consultation with the Leader, Lead Councillor for Strategic Environment, Planning and Transport and the Chair of the Strategic Environment, Planning and Transport Committee, to approve further schemes set out in this report, as follows:

Medium-Term Projects

·       Blagrave Street;

·       Basingstoke Road;

·       London Road;

·       20mph speed limit review;

Long-Term Projects

·       Scheme from the Centre to East Reading through a joined-up approach to the provision of sustainable transport facilities on Kings Road and London Road;

·       Enhancements in West Reading including on Bath Road and further opportunities along the Oxford Road to deliver the new sections of bus lane as a part of the agreed corridor study and enhance and complement the current scheme;

·       Opportunities in North Reading, including improved access to Christchurch Bridge alongside walking and cycling enhancements in Caversham local centre and on Caversham Bridge;

·       Progression of measures in South Reading including on Basingstoke Road as referenced above, Shinfield Road and the A33 public transport scheme;

·       Enhancements to walking and cycling routes to/from and through the town centre alongside improving the quality of the urban realm;

(3)      That a further report be submitted to a future Traffic Management Sub-Committee or Strategic Environment, Planning and Transport Committee on additional active travel initiatives in due course noting the criteria set out in this report;

(4)      That, a further report be submitted to Policy Committee on the funding of these schemes, grant applications and possible amendments to the Capital Programme as soon as further details from Government had been published;

(5)      That the Executive Director of Economic Growth & Neighbourhoods and other appropriate officers be authorised to bid for all funding opportunities in order to support this initiative.

The Executive Director of Economic Growth & Neighbourhood Services submitted a report providing an update on the £9m capital investment in the Highways Maintenance programme and seeking approval for a reprofiling of the project given the current Covid-19 emergency situation.  The report recommended reducing the Contract value of the minor road surfacing in year 1 (2020/21) to £1m with reduction to £0.25m pre-patching and reduced pavements / footways programme to £0.25m, making a total Year 1 value of £1.5m. Consequently, there would be an increase in Years 2 & 3 to £3.75m each year subject to capital funding being available.  The implications of the recommendation were summarised as follows:

·       the area of surfacing and number of roads & pavements / footways that could be resurfaced would be reduced by approximately 50% but it would provide a manageable programme should Covid 19 restrictions persist to later this year.

·       It would still follow the contract tender preparation timescales being worked to for the current planned programme.

·       The likelihood of delivering a 50% reduced programme in late Autumn would be more realistic and manageable with any slippage completed early Spring in March 2021.

·       This option would also reduce the risk of causing too much traffic disruption by avoiding squeezing a full programme of works into a condensed timeframe.

·       The contract programmes would be kept within separate financial years and half of the agreed year 1 investment would still be delivered.

·       It should be noted that the current condition of residential (unclassified) roads that were originally included in year 1 would continue to deteriorate reducing the expected improvement in overall road condition.

·       A reduced programme may increase the cost per m2 rate thereby reducing the total surfacing area and number of roads than could be resurfaced, which would reduce the expected improvement in road condition.

·       The revised programme would provide flexibility should the Council need to review its capital expenditure plans as a result of COVID 19.

Resolved –

That Option 1, as set out in the report at paragraph 5.2 and summarised above, be taken forward which would implement a reduced Year 1 programme of £1.5m, with the balance of £7.5m being delivered over Years 2 & 3 subject to capital funding remaining available.

The Executive Director of Economic Growth & Neighbourhood Services submitted a report on a proposed fare increase, which had been received from the Reading Taxi Association.  The Licensing Applications Sub-Committee 3 had considered the proposal at its meeting on 6 February 2020 (Minute 21 refers) and had authorised an increase in hackney carriage fares by means of a decrease in yardage after the flag drop to 133 yards for all daytime fares, subject to no objections being received as a result of advertising the proposed increase in a local newspaper.  During the consultation period on the increase an objection was received on the basis of the unhelpfulness of some individual drivers.  The objection was not strictly relevant to the issue out for consultation and therefore it was recommended that the fare increase should be implemented and the objector be asked to report specific instances of perceived driver unhelpfulness to the Licensing Team for advice.  In addition, the Lead Councillor for Strategic Environment, Planning & Transport, Tony Page, said he would be personally raising the substance of the objection with the Reading Taxi trade.

The proposed fare increase was based on a decrease in the yardage for day time fares only. After the flag drop, it was recommended to reduce the current yardage from 145 yards (0-2miles) and 140 yards (over 2miles) to 133 yards for all day time distances, which would equate to an average increase of 3.50%.  However, as there was no proposal to reduce the yardage for night time fares, the overall average percentage over day and night fares would equate to an increase of 1.75%.  This recommendation was consistent with the decision of the Licensing Applications Sub-Committee 3.

In addition, due to the Coronavirus pandemic the implementation of the fare increase would pose a serious practical difficulty.  Officers would have to oversee the replacement of programmable chips in the taxi meters of around 240 cars.  This was not feasible in the present circumstances because it would expose staff to unnecessary risks of engaging with a wide range of people and vehicles.  It was therefore recommended that given the constraints of current circumstances, the taxi trade would be advised that implementation would only take place when it was safe to do so. 

The report had appended the following supporting documentation:

Appendix I    -         Current and proposed table of fares

Appendix II   -         Letter from the Vice chair Reading Taxi Association

Appendix III­  -         National fares table

Appendix IV -          Response from RCDA in respect of the proposed fare increase

Appendix V   -         Email objection to fare increase

Appendix VI  -         Hackney Carriage Vehicle Driver Conditions.

Resolved –

(1)      That the objection to the fare increase, attached as Appendix V to the report, and summarised in paragraph 5.1.4 be deemed not strictly relevant to the consultation on the Hackney Carriage Fares increase on the grounds set out in paragraph 5.2.2 of the report;

(2)      That the Hackney Carriage fare increase be allowed to proceed as previously advertised, that being an increase in hackney carriage fares by means of a decrease in yardage after the flag drop to 133 yards for all daytime fares, however the taxi trade be advised that implementation could only take place when it was safe to do so in the present circumstances because it would expose staff to unnecessary risks of engaging with a wide range of people and vehicles.

The Executive Director of Economic Growth and Neighbourhood Services submitted a report providing an update on the impact of the COVID-19 pandemic on the current project timetable for the delivery of the food waste/140 litre bin project and to present a revised timetable for consideration and approval.  Maps showing the locations of the early adopters, and the results and responses from the consultation with the Citizen’s Panel, were attached to the report.

The report noted that the pandemic had impacted on the resources available to the team and the ability to deliver an effective early adopters’ phase.  This initial phase was considered vital to the success of the project, with learning outcomes being fed into the main roll out.  The early adopters’ phase had originally been planned for July 2020, but it was now proposed to commence in October 2020 with a full roll out of the scheme planned for February 2021.  The main roll out would be dependent on the success of the initial phases of work, which would still be liable to some risks associated with the on-going implications of the pandemic on resources and the community’s capacity to embrace a change to the collection process.  The Council’s Medium Term Financial Strategy had expected £171k of savings to be delivered in 2020/21 and a further £171k in 2021/22.  The preferred option would not achieve the 2020/21 saving due to the later than anticipated full roll out of the service.  However, it was anticipated that in 2021/22 the full saving of £342k would be achieved.

Resolved –

That the introduction of a food waste collection service and the introduction of 140 litre bins project be commenced from 5October 2020 (Early Adopters) and 1 February 2021 (Main Roll Out).

The Executive Director of Economic Growth and Neighbourhood Services submitted a report on the Central and Eastern Berkshire Joint Minerals and Waste Local Plan (CEBJMWP), which was being prepared on behalf of Reading Borough Council, Bracknell Forest Borough Council, Royal Borough of Windsor and Maidenhead and Wokingham Borough Council.  The Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan and an equality impact assessment were attached to the report.

The report noted that the Plan had now been through several stages of consultation, and it recommended the approval of a Proposed Submission version of the Plan for consultation followed by submission to the Secretary of State.  This was intended to be the final consultation draft of the document, and submission would be followed by a public examination, which would include a set of public hearings, before final approval could be granted. 

Resolved -

(1)      That the results of consultation on the Draft Central and Eastern Berkshire Minerals and Waste Local Plan and Focussed Regulation 18 Consultation be noted;

(2)      That the Proposed Submission Central and Eastern Berkshire Minerals and Waste Local Plan, as set out in Appendix 2 to the report, be approved;

(3)      That community involvement on the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan and associated supporting documents be authorised;

(4)      That the Deputy Director of Planning, Transport and Regulatory Services be authorised to make any minor amendments necessary to the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan in consultation with the Lead Councillor for Strategic Environment, Planning and Transport, prior to community involvement;

(5)      That the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan be authorised for submission to the Secretary of State should no significant issues arise during community involvement that would necessitate a substantive change to the document;

(6)      That the Deputy Director of Planning, Transport and Regulatory Services be authorised to make any minor amendments necessary to the Proposed Submission Central and Eastern Berkshire Joint Minerals and Waste Plan that did not alter the policy direction, in consultation with the Lead Councillor for Strategic Environment, Planning and Transport, prior to their submission to the Secretary of State and prior to the consequent Public Examination of the plan.

The Executive Director of Economic Growth and Neighbourhood Services submitted a report on a Draft Design Guide to House Extensions Supplementary Planning Document (SPD), which was attached at Appendix 1 to the report. 

The report explained that the SPD gave user-friendly guidance on how planning applications for house extensions would be decided.  Approval was sought to undertake community involvement on the draft SPD, which would be taken into account in the preparation of the final version of the Guide.  It was intended that the consultation would begin in August and last for eight weeks, rather than the usual six, to take account of the school summer holidays.  The new SPD retained much of the guidance within the existing Design Guide, as good practice on the design of house extensions had not changed significantly.  However, the document was brought up to date with new references and links to the new Local Plan policy.  It also took account of changes that had happened in recent years, such as those to permitted development rights for house extensions.  It was anticipated that the final version of the Design Guide would be adopted in the autumn 2020.

Resolved –

(1)      That the Draft Design Guide for House Extensions SPD, as set out in Appendix 1 to the report, be approved for consultation;

(2)      That the Deputy Director of Planning, Transport and Regulatory Services be authorised to make any minor amendments necessary to the SPD that did not alter the policy direction, in consultation with the Lead Councillor for Strategic Environment, Planning and Transport, prior to consultation.

The Executive Director of Economic Growth and Neighbourhood Services submitted a report seeking approval to add the High Streets Heritage Action Zones (HSHAZ) Project to the Capital Programme.  A map showing the area covered by the Project was attached to the report.

The report explained that Historic England (HE) had launched the High Street Heritage Action programme with the goal to make the high street a more attractive, engaging and vibrant place for people to live, work and spend time.  HE had invited applications to run programmes with the main criteria being that the high streets should lie in conservation areas. The Council had been successful in its bid to HE following significant input from the local community.  The high streets that would be the focus of the HSHAZ would be the eastern end of Oxford Road, Castle Street, London Street, the southern end of St Mary’s Butts and Market Place. 

The report advised that the project had been awarded a grant of up to £806,500 from HE and therefore required £808,500 to be match funded from Reading Borough Council through S106 contributions and CIL funding and other sources, such as property owners and other sponsors to make up the full cost of the scheme.  The purpose of this report was to seek approval to include the HSHAZ Project within the Capital Programme.

Resolved –

(1)      That the inclusion of an additional £1,340k to the 2020/21 – 2024/25 Capital programme be approved for the High Street Heritage Action Zone to be funded from Historic England grant and central area S106 and CIL monies;

(2)      That the funding, as set out in Section 10 of the report, be allocated and authority to receive grant money and spend funds to support the programme be delegated to the Executive Director of Economic Growth and Neighbourhood Services, in consultation with the Lead Councillor for Strategic Environment, Planning and Transport and the Lead Councillor for Culture, Heritage & Recreation;

(3)      That it be noted that future years’ funding allocations would be sought from CIL 15% (Central Area) local funds and Section 106 funds.

Single storey side extension to provide a single bedroom.

The Executive Director of Economic Growth and Neighbourhood Services submitted a report on the above application.

Comments were received and considered.

Resolved –

          That, pursuant to Regulation 3 of the Town and Country Planning General Regulations 1992, the carrying out of the development 1200757/REG3 be authorised, subject to the conditions and informatives as recommended.

(Councillor Ennis declared a prejudicial interest in the above application on the grounds of predetermination.  He made a statement to the Committee and then took no further part in the debate or decision. Nature of interest: Councillor Ennis had been involved in the development of the scheme as Lead Councillor for Housing.)

Application for removal or variation of condition 2 following grant of planning permission (182031)

The Executive Director of Economic Growth and Neighbourhood Services submitted a report on the above application.  An update report was tabled at the meeting which had attached amended plans to reflect the previously agreed parking layout and manoeuvring area.

Comments were received and considered.

Resolved –

          That permission be granted to vary condition 2 (approved plans) of planning permission 182031, subject to the conditions and informatives as recommended.

(Councillor Ennis declared a prejudicial interest in the above application on the grounds of predetermination.  He made a statement to the Committee and then took no further part in the debate or decision. Nature of interest: Councillor Ennis had been involved in the development of the scheme as Lead Councillor for Housing.)

Retention of two modular school accommodation blocks (Use Class D1) and associated facilities for use by the Heights Primary School until 31st August 2021

The Executive Director of Economic Growth and Neighbourhood Services submitted a report on the above application.  An update report was tabled at the meeting which explained that outstanding flooding matters had been resolved, and that the Environment Agency had therefore withdrawn their objection, subject to two additional recommended conditions regarding retention of the floor levels, and the void area beneath the buildings.  The report also made several clarifications to the original report.

Comments and objections were received and considered.

Resolved –

          That temporary planning permission for application 200564/FUL be granted, subject to the conditions and informatives as recommended in the original report, with the two additional conditions as recommended in the update report.

Retention of fenced off area of the Westfield Park Recreation Ground for educational use during school hours for use by the Heights Primary School until 31st August 2021

The Executive Director for Economic Growth and Neighbourhood Services submitted a report on the above application.  An update report was tabled at the meeting which corrected and clarified a number of points in the original report, and summarised a letter received from the Heights School Chair of Governors and an additional objection received.  The update report also had appended written representations from an objector and a representative of the applicant who had requested to speak at the meeting.

Comments and objections were received and considered.

Objector Alex Vugler, and Tom Lambshead representing the applicant, addressed the Committee on this application.  Karen Edwards, Sharon McHale, and Chris Watson, also representing the applicant, were in attendance and answered questions from the Committee.

Resolved –

That planning permission for application 200512/FUL be granted, subject to the conditions and informatives as recommended in the original report, with amendment of proposed Condition 1 to specify that the site be left in a condition consistent with the reinstatement scheme referred to in proposed Condition 6.