Clerk to the Council Control Tower, Bury’s Bank Road, , RG19 8BZ

[email protected] www.greenham.gov.uk 01635 43534

Minutes of Greenham Parish Council held at 7.30 pm on 8th July 2020 via Zoom

Present:

Cllr Billy Drummond (BD) Cllr Gary Puffett (GP) Cllr Martin Griffiths (MG) Cllr Steve Jones (SJ) Cllr Adrian Abbs (AA) Cllr Christopher Ferguson (CF) Cllr Tony Vickers (TV) Cllr Chris Austin (CA) Cllr Ken Neal (KN) Cllr Phil Barnett (PB)

In attendance: Clerk Susan Millington – Friends of the Earth

7:30pm Meeting Chaired by –Cllr Steve Jones GPC (Greenham Parish Council) Full Council meeting 8th July 2020

31 Public Session

Susan Millington from Newbury Friends of the Earth are running the Lockdown Woods project in the area. The Project is running on Facebook currently. The object of the project is to commemorate losses suffered during the Covid 19 Pandemic. There are two current proposed sites, one in Newbury that is currently being used as an orchard and the other area is in Newbury town centre. Ken Neal –a champion of permaculture, expressed a preference for fruit trees to be planted in the Greenham area. Susan Millington– There is no objection to fruit trees but this is budget dependant BD – Enquired if there was a project registered with the Good Exchange yet Susan Millington – Confirmed that funds have not been received from the Town Council

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32 Apologies for Absence Cllr Sally-Ann Jay (SAJ) – Not received Cllr Julian Swift-Hook (JSH) - Work Cllr Philippa Harper (PH) – Unwell

33 Declarations of Interest, Statements of Position and Dispensations, To receive any Declarations of Interest and Statements of Position by Councillors.

BD – Member of Newbury Town Council, Member of West Berkshire District Council (Greenham Ward). Greenham Business Park Director, Commissioner on Greenham and Crookham Commons Commission.

SJ – Director of Greenham Control Tower Limited and Greenham Control Tower Trading Limited.

PB - Newbury Town Council, Member of West Berkshire District Council, Western Area Planning Committee.

TV – Member of Newbury Town Council, Member of West Berkshire District Council (Wash Common Ward), Western Area Planning Committee.

AA - Member of West Berkshire District Council (Wash Common Ward), Shadow Executive Member for the Environment, Western Area Planning Committee (Sub), Environmental Advisory Group, Licensing Committee, Personnel Committee, Planning (Sub), Governance and Ethics Committee (Sub). Trustee for Stroke Care Newbury & West Berkshire. Director of TEEC, The EMEA Enterprise Company and KickFire Group.

KN – Vice Chair of Greenham and Crookham Common Commission and a grazier. Building Design and Environmental Consultant working on planning applications.

34 Approval of Minutes a) To Approve Minutes of Meeting held on 10th June 2020

Proposed: SJ Seconded: BD Abstentions: 1 Abstention Against: None Resolved: To approve that the minutes of Meeting held on 10th June 2020 are a true and accurate record of the meeting

Item 19 change ‘after Chris Ferguson to speak’ to ‘after Chris Ferguson spoke’.

35 Chairman’s Report Report and other matters not on the agenda (for information only).

Nothing to report

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36 Clerk’s Report Report, matters arising, other correspondence not on the agenda (for information only) ROI Ken Neal and Chris Ferguson – Clerk requested that these documents could be emailed to her. Return to office – Clerk and Deputy Clerk have now returned to the Control Tower currently on Wednesdays and Thursdays. The Planning application has been received – Tony Vickers has asked for a Working Party meeting to be arranged to discuss this application. Clerk to liaise with Hugh Peacocke from Newbury Town Council to arrange a meeting.

37 Finance a) To approve July 2020 GPC payments

Greenham Parish Council Schedule of Cheque and Bank Payments

8th July 2020 1. Cheque payments – GPC Current Account (Metro Bank) Inv No/ Inv Date Payee Amount Chq No Trans Ref Inv -12626 – Ink Cartridge Newbury Office Supplies 09/06/2020 for home printer due to 105.36 800036 (VAT 17.60) Clerk working from home 1332 – Earth mound 16/06/2020 removal at Greenham A Cornish 4092.00 800037 Control Tower Expenses – Printer 06/05/2020 Miss J Currie 4.84 800038 Extension Lead 01/06/2020 Room Rent – Inv 0039 Greenham Control Tower 250.00 800039 08/07/2020 Clerk Expenses – Stamps Lisa Blake 15.12 800040 08/07/2020 Good Exchange – Newbury Project Number 17632 – Spring Festival (s137) 2,000.00 800041 Technical Costs

08/07/2020 Good Exchange – Greenham Project Number 18174 – Control Tower Ltd (Free 3,500.00 800042 Covid 19 Reserves) Tax and NI payment – 01/07/2020 HMRC 489.50 800043 Month 3 01/07/2020 Pension – Month 3 Berkshire Pension Fund 580.58 800044 Telephone bill – 800045 23/06/2020 BT 45.68 GP00592130 30/06/2020 Payroll Services - 4548 Clere Bookkeeping 37.80 800046 Sub-Total GPC Current 11,120.88 Account actual payments

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2. Bank Payments – GPC Current Account

Trans Trans Date Trans Ref Payee Amount Type Salary – Month S/O 15/07/2020 Jennie Currie – Deputy Clerk 754.00 2 Salary – Month S/O 15/07/2020 Lisa Blake 1560.87 2 06/06/2020 SSE 20.32 DD Sub-total GPC Current Account 2,335.19 Bank Payments

Proposed: SJ Seconded: AA Abstentions: None Against: None Resolved: To unanimously approve July 2020 GPC payments b) To approve GPC Reconciliation statements 1st May and 1st June 2020

Proposed: BD Seconded: GP Abstentions: 1 Against: None Resolved: To approve GPC Reconciliation statements 1st May and 1st June 2020 c) To approve selection of new Payroll company

Proposed: AA Seconded: TV Abstentions: None Against: None Resolved: To unanimously approve Client A as the new Payroll company d) To approve in principle a contribution of not more than £10,000 to the Wildlife Garden project (CIL Funds)

Proposed: AA Seconded: TV Abstentions: None Against: None Resolved: To unanimously defer this decision whilst additional or alternative funding sources are sought

AA – Compared the costs of this project to the Friends of the Earth project, the Lockdown Wood project. KN – Lockdown Wood will be planted by volunteers. GP – Thinks the Control Tower would be a good location for a wildlife garden. MG – Is concerned about the public perception of funding mainly projects connected to the Control Tower. AA – Would like to defer this item until some quotes have been found for this project. TV – Also concerned and does not think there is a rush to make any decisions. SJ – Suggested that the motion could be approved in principle based on the attached criteria. To

Greenham Parish Council – Council Meeting – Agenda Page 4 of 9 have a future discussion about funding options for this project.

SJ – A number of Members are in favour of the project in principle but supports the motion to find alternative funding sources. e) To approve a grant donation to Lockdown Woods project of not more than £2,300 (S137) Proposed: AA Seconded: BD Abstentions: KN, TV, PB Against: None Resolved: To approve a grant donation to Lockdown Woods project of not more than 10% of the budget presented, up to a maximum of £230. (S137)

SJ – Has concerns about exactly where the money would be spent on this project. BD – Would like confirmation that Newbury Town Council are making a contribution to this project. AA – Would like to know that other Parish Councils are making a contribution. KN – Would like GPC to pay an appropriate proportion. TV – Stated that his wife is a member of Friends of the Earth. KN – Is also a member of Friends of the Earth. TV- Thinks we should make it clear that GPC is not funding the whole project.

8:23pm Phil Barnett joined the meeting f) To approve GPC administration support for the Greenham and Crookham Commons Commission, at a cost of no more than £500 annually (Salary budget)

Proposed: SJ Seconded: MG Abstentions: TV, CA, KN, BD Against: None Resolved: To approve GPC administration support for the Greenham and Crookham Commons Commission, at a cost of no more than £500 annually (Salary budget) Any costs above £500 to be agreed with the Greenham and Crookham Commons Commission

TV- Explained that the organisation does not receive any funding at all. West Berkshire District Council has been offering the support until now but can no longer offer this support, due to budget cuts, so they are looking for admin support from GPC. KN – Declared an interest as he is a Commissioner. BD – Confirmed that JSH represents GPC on the Greenham and Crookham Commons Commission. KN – Has offered to provide a report detailing this expenditure for GPC

g) To approve Bus shelter and noticeboard cleaning contract options

Proposed: AA Seconded: TV Abstentions: None Against: None Resolved: To approve bus shelter and noticeboard cleaning contract options - Once a year deep clean with Supplier C

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AA – Suggested a yearly deep clean for the bus shelters and noticeboards TV – Would like a deep clean once a year h) To approve selection of new contract for Bus shelter electricity Proposed: AA Seconded: SJ Abstentions: None Against: None Resolved: To unanimously approve selection of new contract for Bus shelter electricity, Green 1

KN - Would like to adopt a Green Energy policy TV – Would like to propose that solar panels are installed on the bus shelter SJ – AA will bring a Proposal to the next meeting KN – Asked if GPC bus shelters could be offered for PV panels

38 Planning and Highways a) To consider all planning applications received up to the date of the meeting Unit L Change of use from office space to mixed 20/01289/FUL Hambridge Lane use for storage, preparation, cooking and Proposed: AA Newbury off-site distribution of food to homeless Seconded: TV RG14 5TU community, storage of equipment (tents, Abstentions: None sleeping bags, etc.), and ancillary office Against: None HAVEN (West Berks) - Resolved: To unanimously use by Newbury Soup Kitchen Newbury Soup Kitchen approve and support this 1 project

No issue as on an industrial estate

Land to the south of Application under Local Development 20/01274/LDO Buckner-Croke Way Order for Change of use of land south of Greenham Business Park Buckner-Croke Way, between Venture Already approved Greenham West and The Driving Test Centre, for Thatcham storage and distribution of plant and 2 RG19 6HW associated equipment (Use Class B8) - The

Greenham Trust Ltd proposed use is made to support the intended occupier of new office facilities being developed elsewhere in the business park (Notification 19/02570/LDO). Leat House Section 73A - Application for removal of 20/01288/FULD Overbridge Square Condition 4 'Noise' of planning permission Newbury 17/00334/FULD: Removal of existing Proposed: KN pyramid roofs structures and construction Seconded: BD of new flat roof to create seven residential Abstentions: None 3 Overbridge Against: None units (three 1 bed and four 2 beds) Developments Ltd Resolved: To unanimously Object as GPC have always been against development of offices in this area to accommodation.

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Noise from the industrial area. Compromising the use of the industrial areas.

BD and TV – Directors of Mabel Luke charities PB – Considers the building to be too high currently

Oaklands Erection of single storey extension 20/00797/HOUSE Newtown Road including room in the roof and Newbury amendments to the external fenestration Proposed: KN RG14 7HA Seconded: AA Mrs Dulai Abstentions: None Against: None 4 Resolved: To unanimously approve no objection this planning application

b) To approve applying for an extension of the normal deadline for Planning application 20/01238/OUTMAJ

Proposed: TV Seconded: SJ Abstentions: None Against: None Resolved: To unanimously approve applying for an extension of the normal deadline for Planning app 20/01238/OUTMAJ.

TV – Explained why an extension is being applied for and a response from GPC needs to be agreed at a Joint Working Group meeting, hopefully to be held in July.

c) To approve a Joint Sandleford Working Group meeting (GPC and NTC) in July 2020

Proposed: TV Seconded: KN Abstentions: None Against: None Resolved: To unanimously approve a Joint Sandleford Working Group meeting (GPC and NTC) in July 2020

TV – Would like a meeting to be held before the end of July. Clerk to liaise with Newbury Town Council to arrange a Joint Working Group Meeting.

d) To be noted WBDC Highways Winter Service Plan 2020/21

TV – Commented on the lack of attention to busy pathways. Would like to send a general comment to WBDC. TV has volunteered to look at the Winter Service plan to field these

Greenham Parish Council – Council Meeting – Agenda Page 7 of 9 comments back to WBDC. BD and TV will look at this and field comments to the Clerk.

39 Community Engagement a) To receive a report from the Community Engagement Working Group

MG – Confirmed that he had visited the Community Youth project with the Clerk. 94 users of the centre are Greenham residents. MG explained the courses that are available at the centre. MG was very impressed with the centre and the facilities. SJ – Also supports the Youth Project. MG - Also talked about the Greenham in Bloom project and the progress of the project for next year.

40 GPC Environment a) To receive an update on GPC Environment project

AA – Did not have an update on this project. He is awaiting a response from St Mary’s Church regarding renewable energy at St Mary’s church. SJ – Three phase electricity supply at the Control Tower. Clerk to check with Peter Fazal. SJ – Would like to investigate the possibility of installing PV panels for the Control Tower. TV – Confirmed that any installation at the Control Tower would have to be approved by the Conservation Officers at WBDC. AA – Would like to investigate ground source heating options for the Control Tower. Clerk to investigate local suppliers of ground source heating options. TV – Confirmed that St George’s Church in Wash Common have installed a ground source heating option in the church.

41 Control Tower a) To approve Terms of Reference for Wildlife Garden Working party

Proposed: SJ Seconded: GP Abstentions: None Against: None Resolved: To unanimously approve Terms of Reference for Wildlife Garden Working party as presented with an amendment to the quorum being 3, including one Councillor.

TV – Membership three Councillors plus Chair and Vice Chairman Quorum to be three, including one Councillor. b) To approve Membership of Wildlife Garden Working Party

BD, PH, Jon Gage and GP have volunteered to be members of this group Approval not needed as this is a Working Party not a committee c) To approve that the Clerk can send a letter or not, to the WBDC Highways department requesting the installation and funding of new signage for the Control Tower Proposed: TV Seconded: BD Abstentions: None Against: None Resolved: To unanimously approve that the Clerk would send a letter to the WBDC Highways department requesting the installation and funding of new signage for the Control Tower

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TV – Clerk will send a letter regarding road signs for the Control Tower, to WBDC Highways department.

d) To provide an update on the proposed playground site (BD)

AA – Asked BD to clarify BBOWT’s concerns about the playground site. BD – Confirmed that his members bid had to be submitted tomorrow. BBOWT have concerns about the project and WBDC Countryside team had not supported the project. BD declared that he is a Director of the Greenham Common Trust KN – Conservation is of paramount importance to BBOWT. KN is of the opinion that a playground will keep children off the common as they would use the playground. BD – Will continue to submit his members bid tomorrow for funding for the Playground

42 Health and Safety None

43 Other items for information or for possible inclusion on a future agenda

PB – Will contact Raymond Beard about becoming a Councillor

Meeting ended 9:28pm

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