LAMBOURN PARISH COUNCIL

The Memorial Hall, Street, , . RG17 8XP Telephone: 01488 72400

Clerk: Mrs Karen Wilson Assistant Clerk: Mrs Ann McMath email: [email protected]

SUMMONS TO A VIRTUAL MEETING OF THE FULL COUNCIL ON WEDNESDAY 6th MAY 2020 AT 7:30 PM VIA ZOOM.

Present: Cllr Billinge-Jones, Cllr Riggall, Cllr Cocker, Cllr Bulbeck Reynolds, Cllr Rowlinson, Cllr McKay, Cllr Nims, Cllr Snowden, Cllr Jones, Cllr Rees, Cllr N. Spence and Mrs Wilson (clerk). 17 Members of the public.

19:32 start. Cllr Billinge-Jones welcomed everyone to the first virtual meeting of the Parish Council.

1 ELECTION OF CHAIRMAN AND VICE-CHAIRMAN LGA S4 (1) Following the Coronavirus Act 2020 and subsequent Local Government and Police and Crime Commissioner (Coronavirus) (Postponement of Elections and Referendums) ( and Wales) Regulations 2020, no elections will take place in 2020. The elected official will remain in their posts until 2021.

Acceptance of apologies for absence Schedule 12 of the Local Government Act 1972 requires a record to be kept of the members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Parish Clerk as it is usual for the grounds upon which apologies are tendered also to be recorded. Under Section 85(1) of the Local Government Act 1972, members present must decide whether the reason(s) for a member's absence are accepted. Apologies: Cllr E. Spence, Cllr J. Bracey and Cllr Marks.

Cllr Billinge-Jones assumed that by councillors connecting, this indicated acceptance of the first virtual meeting [Prior to the meeting the Clerk raised concerns over validity of this meeting, with both the Chairman and vice-chairman, due not constitutional changes being made by Council. She was assured this would be addressed in the meeting.] Cllr Billinge-Jones declared that he will be stepping down as Chairman at next year’s election.

DECLARATIONS OF INTEREST Disclosable Pecuniary Interests Regulation 2012 (SI 2012/1464). No declarations of interests.

2 MINUTES OF THE PREVIOUS MEETING LGA 1972 Sch 12 para 41(1) The minutes of the 4th March 2020 approved and will signed when the Chairman is next in the office.

3 PUBLIC PARTICIPATION Public Bodies (admission to meetings) Act 1960.

Cllr Billinge-Jones stated that Lambourn Parish Council has been attempting to operate as usual (subject to Government guidelines) during the Covid-19 lock down. We have cancelled all hall bookings and provided access to the volunteer Lambourn Junction group to facilitate their much needed support activities.

The children’s play areas are closed for now. We have kept our other open spaces available and maintained so that daily exercise can be taken. We have suspended litter picking and we ask all parishioners to take their litter home, or use the bins provided. We also ask dog owners to clear up after their dogs.

We cancelled Council meetings for April. At time of writing we are planning May’s full council meeting to be held via Zoom video conferencing. Depending how long Lockdown lasts we may be using this method to meet for a while yet. Parishioners are welcome to join these meetings.

We continue to communicate with Thames Water, Laura Farris MP and local residents to progress the sewerage issues in Lambourn. Many of you may have seen the temporary filter system installed outside the fire station. This ensures that less foul water reaches the river.

Cllr Rees asked whether this information was being filtered down to parishioners. Cllr Billinge-Jones Confirmed that information was being passed on the Mr Noll’s to be updated on the website. He also confirmed that Hub was the main source of information and that all parishioners were being sign posted to them, rather than create an additional stream.

19:39 Dist. Cllr Woollaston joined.

Cllr Bulbeck Reynolds proposed the recruitment of additonal Village wardens as Eastbury currently have 2.

Dist. Cllr Woollaston praised the work of volunteers.

Mrs Field thanked Dist. Cllr Woollaston and noted the volunteer’s appreciation for the use of the venue, but raised concerns over what the Parish Council are doing? The Lambourn Junction is run by volunteers, supported by volunteers (donations) and are sign posting residence to The West Berkshire Council Hub, but practical help is needed. Moist people don’t have internet access (with the libraries being shut), they are unable to use their voucher and this is a huge concern during this unprecedented event. Cllr Billinge-Jones confirmed this will be discussed under item 8.

4 FINANCE LGA 1972 s150 (5) Salaries LGA 1972 s111 (March) £4248.82 Salaries (April) £3781.94 Lambourn Universal Stores £34.78 SSE (Oxford St) £704.18 SSE (Oxford St) £1111.54 Scofell £2598.96 SSE (S/L Power) £513.81 Viking £277.47 BT £504.29 WBC (Dog Bins) £607.55 Mrs McMath (keys cut) £17.00 SSE (S/L repairs) £317.76 WBC (Lambourn Centre) £13436.04

Lambourn Universal Stores £47.89 HMRC £2309.45 Scofell Landscapes £3078.96 SSE (S/L Power) £550.01 Scofell (burial) £312.00 Eastbury Furze £411.65 WBC (Rates) £301.86 Smart Integration £1602.00

Standing Orders: LGPS (Pension) £1031.25 Castle Water (Hall Water) £22.54 Castle Water (outstanding) £28.17 Southern Electric (Hall electric) £94.00

LNDP: Mr Mills £129.90 Bluestone Planning £2203.20 Bluestone Planning £1101.60 Lepus £3791.24

5 PLANNING APPLICATIONS Town and Country Planning Act 1990 (Please note: in planning matters the Council acts as the consultee of the Principal Authority. The Principal Authority being the deciding body).

20/00913/HOUSE – The Hare Restaurant, Ermin Street, – Retrospective replacement sewerage treatment plant. No Objection, but would like to note that the map is incorrect.

20/00917/FULD – The Old Malt House, – Construction of detached 3 bedroom chalet style dwelling at existing racehorse training yard with associated works. Construction of two stable blocks containing 6 and 10 stables respectively. No Objection, request house is tied to the yard.

20/00920/FUL – 27 Child Street, Lambourn – Proposed single storey side extension to provide a private apartment (rented in the short term to local residents) to be used by elderly residents once a multi storey home becomes unusable. Objection. Over development of the site as this is a separate dwelling, not an extension. Tree survey is required.

20/00967/OUTMAJ – Linkslade Stables, Road, Lambourn – Outline Application for demolition of existing stable boxes, indoor school, trainers house and remaining infrastructure and erection of 15 dwellings for residential sale, new trainers house, staff hostel, new 50 stable boxes, horse spa, tack room, wash area, forge and indoor school and barn. Matters to be considered: Appearance, Landscaping, Layout and Scale.

Contrary to CS12. “Redevelopment away from uses essential to the horseracing industry will be subject to the tests of suitability and necessity” No documentation (the Rural Enterprise Appraisal prepared by Kernon Countryside Consultants) has been published to justify this development. Visual impact on, and harm done to, the AONB. The housing development is of an inappropriate scale and design in a rural area, outside the settlement boundary. The new yard will be higher up the hillside, above the houses. All will be very visible.

Unsustainable development. No public transport or pavements into the village. All residents of the housing would use cars to travel anywhere, thereby a substantial increase in traffic close to a difficult road junction”

Risk of groundwater flooding. Flood Zone only accounts for river and sea flooding. This site is in an at risk area for groundwater flooding.

Design of racing yard inappropriate. No room for large vehicles to manoeuvre.

There is also no provision made for existing racehorses during construction

20/00946/COMIND + 20/00947/LBC2 – Park Farm, Upper Lambourn – Change of use to convert ban and tack room adjacent to Katie’s Cottage to Home Office with meeting room on 1st floor –pursuant to permission 11/02388/FUL. No Objection.

20/00981/HOUSE – Hyde Farm Cottage, Sheepdrove, Lambourn – Removal of existing garden room and erection of single storey extension. External alternations to existing dwelling. No Objection

20/01035/HOUSE – Fairfield, Mill Lane, Lambourn –Extension to create ground floor shower room and enclosed entrance porch. No Objection.

6 PLANNING CORRESPONDENCE Weekly Lists

19/01847/FULD – Land South of Copping Stables, Green Gate, Greenways, Lambourn – Conversion of existing barn to single store dwelling with associated landscaping. Application withdrawn.

19/02188/COMIND – Hadley Farm, Ermin St, Lambourn Woodlands – Proposed demolition of 8 Former Agricultural Buildings (of which 4 consent for B1 Use) and Proposal for Commercial Redevelopment Units totalling 1.678sqm, together with land restoration and new hedgerows, amenity grassland and proposed tree planting (woodland area totalling 20 076sqm), refurbishment of existing former agricultural barn for B1 use. No Objection but request conditions restricting operating hours. APPROVED.

19/02596/FULD – Land North of Whitcombe House stables, Upper Lambourn – Pre- commencement conditioned agreed with applicant.

19/02727/HOUSE – Hyde Farm Cottage, Sheepdrove, Lambourn – Extension to existing stable building. No Objection. APPROVED.

19/0031485/FUL – Inholmes House, – Change of use from agricultural storage to residential car parking with internal and external alterations to the storage barn. APPROVED.

20/00185/COND1 – The Outhouse, Middle Farm, Eastbury – Application for approval of details reserved by condition 3 – window and door details, of planning permission 19/02665/LBC2 (Conversion of existing store to extend existing residential accommodation). APPROVED.

20/00040/FULD – Delamere House, Road, Lambourn – Section 73: variation of condition 2 –Approved Plans of planning permission 17/03562/FULD. No Objection. APPROVED.

20/00214/COMIND – Lodge Down Stables, Ermin St, Lambourn Woodlands – Section 73A: variation of condition 2 – Approved Plans, of planning permission 17/02847/COMIND (two stable buildings, extension to existing hat barn, two staff lodges). APPRIOVED.

20/00215/FUL – Longacre Farm Pumping Station, Wantage Road, Lambourn – Installation of s surge vessel within the grounds of the existing operational pumping station. The vessel will sit on a concrete foundation and be enclosed behind a fence. The size of the foundation and fence will be 5m long x 3m wide x 2m high. The associated pipework leading to the vessel will be underground. Around the fence will be planted with native shrubs and plants. No Objection. APPROVED.

20/00287/HOUSE – 31 Child Street, Lambourn – Loft conversion including roof extension. No Objection. APPROVED.

20/00337/DEMO- Lambourn Business Park, Lambourn Woodlands – Prior Approval for demolition of blocks 1 at Lambourn Business Park. No Objection. PRIOR APPROVAL NOT REQUIRED

20/00338/DEMO Lambourn Business Park, Lambourn Woodlands – Prior Approval for demolition of blocks 4 at Lambourn Business Park. Objection, PRIOR APPROVAL NOT REQUIRED

20/00339/DEMO Lambourn Business Park, Lambourn Woodlands – Prior Approval for demolition of blocks 4 at Lambourn Business Park. Objection, APPROVAL IS REQUIRED AND GRANTED.

20/00340/DEMO Lambourn Business Park, Lambourn Woodlands – Prior Approval for demolition of blocks 6 at Lambourn Business Park. Objection. PRIOR APPROVAL NOT REQUIRED

20/00341/DEMO Lambourn Business Park, Lambourn Woodlands – Prior Approval for demolition of blocks 8 at Lambourn Business Park. Objection. PRIOR APPROVAL NOT REQUIRED.

20/00386/LBC2 – The Old Post Office, Eastbury – Rendering to front wall and rebuilding of chimney. NO Objection. APPROVED.

20/00401/LBC2 – Inholmes House, Woodlands St Mary – Replacement of existing dormer windows. NO Objection. APPROVED.

20/00440/LBC2 – The Old School, Eastbury – Front- Replacement of existing rectangular secondary glazed metal framed casement window with arched double glazed framed window. Rear – Replacement of existing timber double glazed casement window with similar. No Objection. APPROVED.

20/00426/LBC2 – Broadway House, 2 The Broadway, Lambourn – Demolition of prefabricated 1980’s garage and construction of a new two bedroom house with associated parking. NOT REQUIRED.

20/00544/LBC2 – Carters Cottage, 12 Newbury Street, Lambourn – Retention of unauthorised works, namely dining area extension. No Objection. APPROVED.

20/00592/MDOPO – Neardown stables, Upper Lambourn – Modification of planning obligation on approved application 108983: clause 2(a) and 2(b) of legal agreement dated 19 Feb 1979. WITHDRAWN.

Cllr Rowlinson raised concern over the waste of time spent on planning applications by the Council and members of the public, which are then deemed to be Not Required. Dist. Cllr Woollaston will take this up with Mr Lugg to prevent future occurrences’.

7 ELECTION TO BE HELD NEXT YEAR

Confirmation received from West Berkshire Council that there will be an election next year to fill the vacancy on the Parish Council. Following the Coronavirus Act 2020 and subsequent Local Government and Police and Crime Commissioner (Coronavirus) (Postponement of Elections and Referendums) (England and Wales) Regulations 2020, any election to fill a casual vacancy that would have taken place in the period 16 March 2020 to 5 May 2021 (inclusive) will now take place on 6 May 2021.

It should be noted that whilst these Regulations defer polls to 6 May 2021, the Government has indicated that the situation will be kept under review and if safe to do so, further legislation will be laid that will permit by-elections and referendums sooner than 6 May 2021. Dist. Cllr Woollaston stated that as far as he was aware there was only 1 candidate for this position so was not sure why an election has been called. Cllr Billinge –Jones confirmed that the Clerk had followed up and West Berkshire Monitoring officer had re-interred that an Election had been request. Cllr Bulbeck Reynold suggested another follow up to confirm. Dist. Cllr Woollaston will follow up with West Berkshire Council.

8 THANKS TO VOLUNTEERS Proposal from the Chairman to record LPC thanks to the volunteer during the Cov-19 crisis. Cllr Billinge-Jones praised Mrs Field and her team for the amazing work which they are undertaking. He proceeded to read out her email:

Firstly, on behalf of the team at The Lambourn Junction, I would like to formally thank the PC for the continued use of the Memorial hall during the COVID19 crisis. This has enabled us to provide a responsive service to the community of the Lambourn Valley during this unprecedented time of need. Without this venue, we would not have been able to provide such a cohesive and responsive service. Thank you.

Secondly, I have been capturing soft data over the last 2 weeks, of use at The Junction - and am happy to provide this to the PC should they need evidence of use. I will be continuing to capture data, and am happy to provide this as/when required.

Thirdly, please can the LPC advise as to the practical support they are planning on providing to the people of Lambourn and the valley? The Lambourn Corona-virus community response volunteers are doing a wonderful job of providing support for the residents, but as of yet there has been no practical support offered or provided by the LPC, either in conjunction with or addition to, existing schemes.....

Mrs Field requested practical support from the Parish Council.

Cllr Billinge-Jones confirmed that the Council are signposting resident to where to get help and trying to work as normal. He stated that more could be achieved if Councillors get involved. He proposed opening the hall in the afternoon to allow resident to use his old laptop in order to provide internet access.

Mrs Field confirmed that there is a huge need for support but inability to access it.

Cllr Billinge-Jones requested volunteer to schedule and assist with the laptop and internet access.

Cllr Bulbeck Reynold stated that it had to be a person who was not shielding, was computer literate and a Lambourn resident. A village Warden could fill this role. She stated that there are currently 2 in Eastbury, she then asked Cllr Jones to confirm for Lambourn Woodlands and 1 in Lambourn.

[Post meeting note: Lambourn currently has a Flood Warden, not a Village Warden. The Council is not aware of any other Village warden besides Mr Potter in Eastbury].

Dist. Cllr Woollaston praised the Lambourn Junction for the amazing work in pulling Lambourn together.

Cllr Rowlinson proposed that the laptop be made available during opening hours of the Junction, in order to offer a cohesive service.

Cllr Billinge-Jones raised concerns over Health & Safety.

Mrs Filed was happy to assist and would make room for the laptop.

Dist. Cllr Woollaston proposed the use of the office.

Cllr Billinge-Jones declined as the Clerk still required to be in the office at present on a regular basis.

Cllr Riggall offered his gratitude and suggested that this discussion should take place after the meeting – volunteers to contact Cllr Billinge-Jones.

3rd session started…reduced to 22.

Cllr Billinge-Jones Suspended Standing orders and asked Mr |Noll’s to speak.

A letter has been received from Government thanking volunteer group and offering financial support, how will the Parish Council access part of the £1.6 Billion?

Dist. Cllr Woollaston confirmed that West Berkshire Council had received this letter and is currently receiving approximately £4 million, this is not being filtered down to Parish level.

Mr Noll’s stated that the letter was addressed to Town and Parish Council’s.

Dist. Cllr Woollaston will follow up. He will continue this conversation with Mr Noll’s tomorrow.

9 TREE SURVEY QUOTES Proposal from the Chairman to discuss the required tree works to be undertaken following the tree survey. Cllr Billinge-Jones confirmed that he and Assistant Clerk has requested clarification on the 2 quotes received. He proposes quote 1 at a cost of £6942 to undertake the tree work for 3,6 and 9 months. 6 Councillors in agreement.

10 HELAA Town and Country Planning Act 1990

Feedback from LNDP Committee stating response that was given to West Berkshire Council. In consideration of the time, Cllr Cocker confirmed that she had sent this out via email to all Councillors. All in agreement to accept.

11 LOCAL NEIGHBOURHOOD DEVELOPMENT PLAN Neighbourhood Planning Act 2017 Information only: Cllr Cocker requested retrospective confirmation of the cheques which have been raised. All in agreement. She requested community input for settlement character appraisal – things to be preserved or removed.

12 SEWERAGE ISSUES For information only: Feedback from meeting with MP Laura Farris on the 27 March 2020. Cllr Billinge-Jones confirmed the installation by Thames Water of a filter system near the fire station. Discussions are ongoing to resolve the upgrade issues which is required to be undertaken by both Thames Water and private individuals (around 25km of pipe).

Cllr Rees stated that any sewerage into the Lambourn River was unacceptable. As a riparian owner, he is required to adhere to strict regulations. Private companies should not be able ton use ‘acceptable levels’. Various version of information are available at present, which is unacceptable .He is not happy with the situation and lack of public knowledge. He queried why nothing is currently being done.

Cllr Bulbeck Reynold confirmed that Thames Water are providing ‘quick fixes’ (i.e. flip switches), but not addressing the problem. Thames Water need to be held accountable and pressurised to take action.

Cllr Rees stated that he was in conversation with residence personally affected and that the situation was unacceptable. For residence the current situation is worse than some 3rd world countries. Is it going to take fatality before action is taken? Thames Water have a duty of care.

Cllr N. Spence stated that talks have been going on since 2003. This is the 3rd time sewerage has been flowing down the street. It is time to stop paying and fight them.

Cllr Billinge-Jones confirmed that MP Laura Farris is fighting them.

Cllr Rees asked why they were given the benefit of the doubt.

Cllr Billinge-Jones has been informed that older properties are causing the problem, pumping water out of their gardens into the sewerage system.

Cllr Bulbeck Reynolds stated that it was overdevelopment without the required infrastructure.

Cllr; Rees as ked what would happen when the river dries up.

Cllr Billinge-Jones confirmed that then investigations could be undertaken.

Dist. Cllr Woollaston defended Thames Water stating that there has been unprecedented water in February. Thames Water are resolving the issue in Newbury Street and will then move on to Eastbury.

Mrs Rees- Howes stated that the road closure (Newbury Street) was only done after residence got the media involved showing kids walking to school through running sewerage. The Parish Council should be pressurising Thames Water via the media. Raw sewerage filtration system test site in Newbury Street should not be allowed to pump treated sewerage into the as it is a SSSI site. The Parish Council should be protection this.

Cllr Billinge-Jones confirmed that he will continue to work with Thames Water, Ms Farris and West Berkshire Council in order to get a resolution.

13 CCTV Information only: As a committee with delegated powers and a confirmed budgeted amount; the Hall and Street Committee has confirmed renewal of the CCTV maintenance contract with Smart integration at a cost of £1602.00. Agreed 3 requests for CCTV footage received in April. Noted.

Members of the public were asked to leave.

14 EXCLUSION OF PRESS AND PUBLIC Feedback from the staffing committee regarding staff appraisals of the Clerks and Caretakers. Cllr Billinge-Jones confirmed that an appraisal was held with the assistant Clerk and he would like to propose a 1 SP increase on the annual basis, with a possibility of additional performance related increase. Cllr Riggall stated that it was unsatisfactory to not complete the appraisals. Cllr Billinge-Jones asked for the Clerks input. Mrs Wilson felt stated that under the present situation, no proposal should be accepted until appraisals were complete. She queried whether this proposal included all staff, not just hose on SP. Cllr Billinge-Jones stated this was just inn regards to the Clerks. Mrs Wilson stated that any annual increase should only be considered when all staff appraisals have been completed. It made no sense to increase standing order and just have to undertake the work for a second time. She has spoken to the Pension provider and got agreement that at a future time, any changes will be backdated (increase in contributions due to new financial year). Cllr Billinge-Jones withdrew his proposal.

15 ITEMS FOR DISCUSSION/AGENDA ITEMS Cllr Cocker stated that the meeting was being broadcasted on social media, which prompted a request for consent to be obtained at the start of a meeting. Cllr Riggall and Cllr Jones will work on an acceptable procedure. Cllr N. Spence requested a ‘Vote of No Confidence’ in the Clerk on the agenda.

21:26 Meeting Closed.

Clerk: Karen Wilson Date: 7 May 2020