Further to Minute 15 of the meeting held on 7 May 2019 the Assistant Director of Legal and Democratic Services submitted a report setting out a draft Deed of Dedication for Mapledurham Playing Fields, which was attached to the report at Appendix 1.

The report noted that at its previous meeting the Sub-Committee had authorised officers to investigate the implications of the charity entering into a deed of dedication, and liaise with Fields in Trust (FIT) and the Charity Commission regarding entering into a deed of dedication in respect of the Mapledurham Recreation Ground Charity.  The Council’s external Legal advisers Veale Wasborough Vizards (VWV) had obtained and reviewed FIT's standard draft deed of dedication and made a number of changes to it to reflect the Council's role as trustee of the Charity.  The resulting draft Deed was attached to the report. 

The report summarised the key undertakings included in the draft Deed and explained that it essentially provided for the Council (as trustee of the Charity) to undertake that it would not take certain steps in relation to the Ground, including disposal of all or part of the Ground by way of sale or the grant of a long lease to a third party, or building new buildings on the Ground for anything other than the Charitable Purpose, without the consent of FIT.

The Sub-Committee were asked to consider whether pursuing the draft Deed would be in the best interests of the Charity, and if so to authorise officers to discuss the detail of the terms with FIT and also seek the views of the Charity Commission.

Resolved –

(1)     That seeking to negotiate a draft of the Deed with FIT be agreed as being in the best interests of the Charity and its beneficiaries;

(2)     That the Assistant Director of Legal & Democratic Services be authorised to progress negotiations with FIT, with a view to presenting a final draft for consideration and (if thought fit) approval by the Sub-Committee;

(3)     That the Assistant Director of Legal & Democratic Services be authorised to seek the views of the Charity Commission on the entry into the Deed and to confirm the position to the Sub-Committee in advance of any decision to enter into a Deed.

The Director of Economic Growth and Neighbourhood Services submitted a report setting out proposals for changes to the Mapledurham Playing Fields Management Committee.  The following documents were attached to the report:

·         Appendix 1 – Proposed new Paragraph 5 for the Charity Commission Scheme on the Committee of Management

·         Appendix 2 – Proposed new Mapledurham Management Committee Terms of Reference

The report noted that the development of the proposal to build the school had resulted in a number of requests for the management committee make up to be reviewed, and changes made to reflect the involvement of organisations representing beneficiaries and making use of the Playing Fields and its facilities. Local groups with significant current involvement included Mapledurham Lawn Tennis Club, Caversham Trents Football Club and Warren and District Residents Association. When the school opened another large group of beneficiaries would be making use of the playing fields introducing a range of both opportunities and pressures.

The Sub Committee were asked to consider proposals for a revised Management Committee of between seven and nine members with the following representatives:

·         Two individuals appointed by Reading Borough Council

·         An individual appointed by Reading Borough Council who is a Reading Borough Councillor from the ward in which the playing fields are situated

·         A representative of Mapledurham Parish Council

·         A representative of the Football Club

·         A representative from the Tennis Club

·         A representative of other major users of the Playing Fields

·         A representative from the local residents association (WADRA)

·         A representative from the School Head teacher/Governor/Parents

A draft set of provisions reflecting the above and other aspects of the composition of the Management Committee and conflicts of interest was attached to the report.

At the meeting it was recommended that the proposals be amended to specify that members of the public could attend Management Committee meetings as observers, that the Chair of the Committee would be elected by secret ballot, and that the provision to allow electronic meetings be kept under review to ensure that transparency was maintained.

Resolved –

          That the proposed new Paragraph 5 for the Charity Commission Scheme on the Committee of Management (Appendix 1) and proposed new Mapledurham Management Committee Terms of Reference (Appendix 2) be adopted with the amendments recommended at the meeting.

The Director of Economic Growth and Neighbourhood Services submitted a report giving an update on the pavilion refurbishment scheme and seeking authority to submit a planning application and procure a contractor for the first phase of work.

The report noted that since the previous meeting of the Sub-Committee the pavilion had re-opened for hire, in July 2019.  The main refurbishment works would be funded through the £1.361m premium from the Department for Education (DfE) which had been paid to the Trustees on 20 August 2019 and £85K section 106 planning gain allocated to the scheme.  Whilst waiting for the DfE payment the Council had commissioned initial scoping and design work for refurbishing and potentially extending the pavilion in the future, and a draft layout of the pavilion had been agreed by the main user groups in early August 2019. 

The report explained that the scheme was split into two phases.  The first phase was to refurbish the pavilion and re-configure the internal layout for more efficient use of the space, and the second phase was an extension to provide additional sports changing spaces, a new main entrance, and a small extension at the rear of the building.  The first phase had been assessed as within the current budget allowance of £825k (including fees and contingency) for refurbishing the pavilion.  The second phase was beyond the funding currently earmarked for the pavilion.

An update report was tabled at the meeting which summarised recent discussions with the Berks and Bucks Football Association and a consultant working on behalf of the National FA, at which it had been explained that the provision of additional changing rooms would not be a funding priority.  Following consultation with Caversham Trents FC, it was therefore proposed to remove the additional third and fourth changing rooms from the scheme.  The update report also summarised comments received through the Management Committee including a request for more storage space with easier access from the main hall and querying the need for an office and additional meeting space. 

Attached to the update report were amended plans reflecting the removal of the extra changing rooms and additional changing space with access off the main hall.  Plan 1a identified the extent of works to be undertaken in the first phase of the works, for which approval to seek planning permission and procure a contractor was sought within the previously agreed available £825k budget (inclusive of fees and contingency).  Plan 2a showed the potential future developments including additional storage, office/storage space, extended kitchen and relocated main entrance.  The pavilion users had requested that both phases of the scheme be submitted for planning approval, to enable the second phase to take place when funding was available.

Resolved –

(1)     That the Assistant Director of Culture be authorised to submit a planning application for the whole scheme to refurbish and extend the existing pavilion;

(2)     That the Assistant Director of Legal & Democratic Services and the Assistant Director of Culture be authorised to procure and implement the first phase of the pavilion works, including the appointment of STL Architecture Ltd as lead architect, within the funding limits set out in the report.

Change of use of ground floor to Class A3 cafe/restaurant. Changes to shop front and kitchen extract equipment on rear flat roof.

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 summarised additional representations made.

Comments and objections were received and considered.

Objectors Simone Illger and Robert Cox, and the applicant’s agent Simon Millett attended the meeting and addressed the Committee on this application.

Resolved –

(1)      That planning permission for application 191755/FUL be granted, subject to the conditions and informatives as recommended in the original report;

(2)      That discharge of the conditions relating to materials, delivery and servicing plan, acoustic assessment and odour management be consulted on with Ward Councillors and reported to a future meeting of the Committee for approval.

191383/VAR - Part-one, part-two storey side and rear extensions and associated alterations without complying with Condition 2 (approved plans) of Planning Permission 171850 regarding building footprint, roof form and external appearance (Retrospective)

191385/FUL - Change of use from a C4 HMO to a Sui Generis 7-bedroom HMO with parking and amenity space

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

Comments and objections were received and considered.

Objector Shirley Strickland, the applicant’s agent Chris Keen and Ward Councillor Richard Davies attended the meeting and addressed the Committee on these applications.

Resolved –

That applications 191383/VAR and 191385/FUL be refused for the reasons set out in the report, with the informatives as recommended.

Residential development for a total of six dwellings (net increase of 4 dwellings), comprising re-modelling of 49A and 51A George Street, two storey and single storey rear extensions, rear dormer windows and external alterations to form four apartments and demolition of existing warehouse and construction of two apartments.

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 clarified the construction methodology and a number of other points in the original report. The update report recommended amendment of the proposed construction management condition to require submission of phasing arrangements, and amendment of other related conditions to ensure that various facilities were provided in relation to the relevant apartment, no later than first occupation of the relevant apartment. 

A verbal update was given at the meeting to explain that the central area policies referred to in the original report did not apply to this location, and to clarify that the affordable housing contribution referred to in the proposed Heads of Terms should be index-linked from the date of permission and payable on commencement of the development.

Comments and objections were received and considered.

Resolved –

(1)      That the Deputy Director of Planning, Transport and Regulatory Services be authorised to grant full planning permission for application 191144/FUL subject to completion of a S106 legal agreement by 30 January 2020 (unless a later date be agreed by the Deputy Director of Planning, Transport and Regulatory Services) to secure the Heads of Terms as set out in the original report and verbally amended at the meeting;

(2)      That, in the event of the requirements set out not being met, the Deputy Director of Planning, Transport and Regulatory Services be authorised to refuse permission;

(3)      That planning permission be subject to the conditions and informatives recommended in the original report, as amended by the update report, and with an additional informative regarding retention of the cobbled driveway;

(4)      That the conditions relating to external materials and the phasing of the development be agreed in consultation with Ward Councillors.

Further to Minute 42 of the meeting held on 10 January 2019, the Executive Director for Economic Growth and Neighbourhood Services submitted a report providing the Sub-Committee with an update on progress with the Oxford Road Corridor Study.

The report explained that in order to take the proposals forward to delivery, a further statutory consultation would need to be carried out.  This consultation had been programmed to take place in February/March 2020 with supporting public exhibitions to help raise awareness of the project with residents, businesses and local road users.  The exhibitions would take place in Battle Library as it was regarded as the most central location.  Subject to no objections being received during the consultation, officers had planned to commence works during the summer 2020 holidays. The programme of works was likely to take six to eight weeks to complete and if objections were received they would be considered at the June 2020 meeting.

Along with the measures that had been detailed in the report there would be further phases of the study which would focus specifically on the use of the Oxford Road corridor and surrounding roads.  This would include the potential for an area-wide 20mph speed limit zone, measures to prevent through traffic, such as bus gates/lanes, environmental enhancements and a full review of the current Strategic HGV route to the Oxford Road from Junction 12 of the M4.  All of these areas would be considered as part of the development of the next Transport Plan for Reading which was currently being prepared for consultation during Spring/Summer 2020.

Further to Minute 79 of the meeting held on 8 March 2018, the report explained that the Sub-Committee had agreed to the implementation of an on-street charging scheme in place of the limited waiting bays on Oxford Road, between Howard Street and Brock Barracks.  Ward Councillors had since asked officers to review the agreed tariff and consider the impact of the free period.  There had been some concern that drivers would seek free parking in the side roads, where there was some shared use provision, to avoid payment.  Whilst this was a valid concern in reality currently drivers sought parking in side streets as kerbside space along the Oxford Road could be hard to find.  The current parking only allowed 20 minutes maximum stay but this was difficult to enforce and consequently cars were parked much longer than the regulations allowed.  Part of the justification for on-street charging was to ensure drivers only parked for the time they needed.  The charges had been designed to encourage a turnover of space, which in-turn would increase access to kerbside space and would promote local trade.  In addition, by applying charges this was an opportunity to increase the length of stay; currently only a maximum of 20 minutes was permitted.  The new charges allowed up to two hours, giving increased choice to park on the Oxford Road and not just the side streets.

The report stated that should a free period be desired there would be costs to be considered.  As the tariff was offered in 20 minute segments the obvious consideration would be to make the first 20 minutes free of charge.  From an analysis of existing on-street charges that were offered in 20 minute segments, just over 15% of drivers had used just the first 20 minutes.  The current equipment did not allow for a free period and to ensure any such free period was managed this would require a change as the only way to manage a free period would be to link this to the vehicle parked by registering the vehicle registration number.  This would require a key pad to be added to the on-street payment machine where the driver had to declare their registration number when they took a ticket.  This was not a typical application within the Borough and would cost approximately £2,000 to carry out the change and, in addition, to ensure only one free period was taken once within the no return period would require an annual software licence of £2,040 for the 17 pay machines that had been installed under this scheme.  There was no allocated funding for making this change to the tariff, introducing a free period and ensuring the free period was then not abused.  In addition, on-street parking charges had formed part of the Council’s Medium Term Financial Strategy to ensure it remained sustainable.

The Sub-Committee discussed the report and it was proposed that officers investigate the possibility of retaining the free period in the parking bays along the Oxford Road, prior to the introduction of pay and display arrangements.  It was also suggested that the possibly of introducing a free period in all pay and display car parks/streets and roads around local shopping areas, outside of the town centre, should be investigated.  In both cases it was requested that the findings be submitted to the next meeting.

Resolved –

(1)         That the report and the proposed delivery programme be noted;

(2)     That, prior to introducing the pay and display arrangements, the possibility of retaining the free period in the parking bays along the Oxford Road and of introducing a free period in all pay and display car parks/streets and roads around local shopping areas outside of the town centre be investigated by officers and the findings submitted to the next meeting.

The Executive Director for Economic Growth and Neighbourhood Services submitted a report providing the Sub-Committee with an update on the Rights of Way Improvement Plan, which had been adopted as part of the Local Transport Plan in 2007, and the steps needed to review and update the Plan to reflect current and future use.

The report explained that local authorities were required to review the Rights of Way Improvement Plan after no more than ten years, and at regular intervals after, to ensure the Plan had remained relevant.  As part of this process local authorities were expected to carry out a further assessment to ensure the Plan continued to achieve its purpose and to subsequently review the Plan and take a decision as to whether or not to amend it.

A number of public rights of way had been improved, or complemented, throughout the period of the existing Plan, including the opening of Christchurch Bridge, the installation of lighting in Kings Meadow, surface improvements, significant riverbank strengthening works along the River Kennet and private sector contributions towards improvements to the width and surface footpaths on the network.  Evidence from the annual cordon count had shown that investment along routes connecting residential areas with the town centre and other employment sites had led to increases in the number of people using the network and how it was used.

In order to fulfil the Council’s duties and ensure the Plan remained fit for purpose, the report proposed that an on online survey should be carried out to enable the Council to assess whether or not the existing Plan reflected current and future use, as described in the Rights of Way Act.  The proposed survey would collect information on how people currently used the network, including frequency, purpose, mode of travel and barriers to use.  In parallel to the consultation assessments on the public rights of way network would continue to be carried out, including consideration of proposed development sites and potential improvements which could be funded or delivered through public developers.  In addition, information would also be sought on any unclaimed rights of way that could be investigated and included as part of the network.  Details of the consultation would be shared with local user groups, including the Mid-West Berkshire Local Access Forum, Access and Disabilities Working Group, Older People’s Working Group, Cycle Forum and the Cleaner Air and Safer Transport Forum.  The results of the consultation would be submitted to a future meeting and a recommendation would be made on whether or not to amend the existing Plan. 

Resolved -

(1)     That consultation be undertaken informing the development of the next Rights of Way Improvement Plan, as set out in this report, be agreed;

(2)     That submission of the feedback from the consultation to a future meeting be noted.

The Director of Environment and Neighbourhood Services submitted a report seeking approval for statutory consultation on new or altered waiting restrictions.  A table setting out the Bi-Annual Waiting Restriction Review Programme list of streets and officer recommendations, including any comments from Councillors, was attached to the report at Appendix 1 and drawings to accompany the officer recommendations in Appendix 1 were attached to the report at Appendix 2.

Resolved -

(1)     That the report be noted;

(2)     That the Assistant Director of Legal and Democratic Services be authorised to undertake a statutory consultation in accordance with the Local Authorities Traffic Orders (Procedure) (England and Wales) Regulations 1996, for the proposals contained within in Appendix 1 and 2;

(3)     That the requests made for waiting restrictions as shown in Appendix 1 be amended as follows:

(i)      Battle Ward: Elm Park – To remain in the programme;

(ii)     Kentwood Ward: Thirlmere Avenue – To be removed from the programme;

(iii)    Minster Ward: Wensley Road – To remain in the programme;

(iv)     Norcot Ward: Taff Way – To be progressed and officers to arrange a meeting with schools and Ward Councillors to discuss wider parking issues;

(v)      Redlands Ward: Allcroft Road – To remain in the programme and officers to arrange a meeting with Ward Councillors and affected residents to better understand the issue;

(vi)     Thames Ward: Victoria Road (private road) – Officers to arrange a meeting with Ward Councillors to discuss the issues;

(vii)    Tilehurst Ward: Combe Road – Officers to investigate appropriate restrictions for the traffic signal service layby;

(viii)   Tilehurst Ward: Elvaston Way – Officers to carry out further work around the extent and location of the yellow line restrictions;

(4)     That subject to no objections received, the Head of Legal and Democratic Services be authorised to make the Traffic Regulation Order;

(5)     That any objection(s) received following the statutory advertisement be reported to a future meeting of the Sub-Committee;

(6)     That the Head of Transport, in consultation with the appropriate Lead Councillor be authorised to make minor changes to the proposals;

(7)     That no public inquiry be held into the proposals.

(a)     Petitions in respect of De Beauvoir Road and Wrenfield Drive

The Executive Director for Economic Growth and Neighbourhood Services submitted a report on the receipt of two petitions asking the Council:

• To change the parking restrictions on De Beauvoir Road, Reading, to ‘13R permits only’;
• For a double yellow line to be installed between 18 and 45 Wrenfield Drive, Caversham.

Petition in respect of De Beauvoir Road

The report explained that the petition had been received by the Council on 30 December 2019 and contained 35 signatories.  The lead petitioner had provided the following background information to the petition:

‘Currently the parking restrictions on De Beauvoir Road are ‘13R permits only or 2 hours free parking, with no return within 2 hours.’ Due to reasons listed below, the parking restrictions on De Beauvoir Road are no longer fit for purpose and is causing a negative impact on the local residents, which the system is designed to protect:

·      Parking is restricted to one side of the road only. However, there is a large number of residents along the street due to terraced housing on both sides of the street.

·         Parking spaces are used by people stopping to shop in the Cemetery Junction area. The big issue is Tesco Express (1-4 London Road) just around the corner from De Beauvoir Road, where parking spaces on De Beauvoir Road are used continuously for those stopping for a quick shop, which significantly reduces the amount of spaces available for local residents. When a space becomes available it is filled very quickly by the next person popping in to the shops. This means that residents are forced into parking a few streets away due to the lack of availability.

·         De Beauvoir Road is a busy road which is used as a regular rat-run for traffic when the London Road is busy. Consequently, this means parking spaces are used more regularly than neighbouring streets because of the busy nature of the road.

·         Introduction of additional parking restrictions in the Redlands area has pushed more temporary parking back onto the street.

·         Families and young professional residents are turned away from living along the street due to the lack of parking. This is something that myself and neighbours have seen first-hand on a number of occasions’.

At the invitation of the Chair the petition organiser, Kit Brash, addressed the Sub-Committee on behalf of the petitioners.

The Sub-Committee discussed the report and agreed that Carnarvon Road and Junction Road should be included in the officers recommendations that would be submitted to the March 2020 meeting.

Petition in respect of Wrenfield Drive, Caversham

The report explained that the petition had been received by the Council on 6 January 2020 and contained 13 signatories.  The lead petitioner had provided the following background information to the petition:

‘The section of road that we are requesting DYL is at the very end of the cul-de-sac in the turning circle. The turning circle has been used for many years by residents for parking on two sides (as in the aerial view taken from Google Maps below). Until recently, it was very seldom that cars would be parked at the end of the turning circle, where we are now requesting DYL and there was never really a problem.

However, over the past year or so, there has been regular parking on all three sides of the turning circle – thus making it very difficult for cars to use the turning circle and for residents to access driveways.’

Resolved –

(1)     That the report be noted;

(2)     That the contents of the petitions be considered and officer recommendations submitted to the March 2020 meeting;

(3)     That with regard to the petition in respect of De Beauvoir Road, Carnarvon Road and Junction Road be included in officer recommendations submitted to the March 2020 meeting;

(4)     That the lead petitioners be informed accordingly.