Parish Council meeting minutes – 27th April 2021

·         Clerk to chase info on bat boxes.

·         Clerk to write to allotment holder with children’s toys.

·         Honours board to be updated.

·         Allotments – rent free period – Clerk and Cllr Durrant to take forward.

·         Vyne Park noticeboard – Clerk to complete forms and submit.

Clerk

·         None.

Cllr Tomblin and Cllr Robinson gave a verbal report:

·         Cllr Tomblin noted the Development Control Committee meeting on 28^th April, at which the Cedarwood (20/01954/FUL) application to be considered.

·         Cllrs Tomblin and Robinson thanked the PC for the last few years, and they hope to be working with the PC in the future.

7

Parish Environment

There is no data after November 2020 since the suppliers failed to invoice the Parish Council.  However, once this has been resolved the PC will be able to access the data.

There is a clear drop in pollutant levels during lockdown in 2020, and a marked increase once the lockdown was lifted.

Levels for 2020 are decreased from 2019.  Levels are below the Environment Agency (EA) recommended figures, but still quite high for a rural location.

Figures for 2019 need to be adjusted down by around 11.5% due to scaling allowances.  Cllr Ansell to take forward.

Questions from councillors were:

·         If last year’s figures also show us as being below EA thresholds, what might future actions be?  Cllr Ansell stated that monitoring in Bramley could continue, or, if the PC decide not to continue monitoring, the equipment could be hired out.  It was generally agreed that Bramley PC should keep monitoring, especially to see if the changes at the Bramley Lane junction make any noticeable difference to particulate levels.

·         Are there figures for other rural areas?  Cllr Ansell does not have any at present – he will to back to supplier to see if figures exist.

Cllr Ansell

Cllr Ansell

Cllr Robinson noted that the landowner of the land in question is likely to be against this route.  He suggested an alternative route which would be less contentious in Sherfield, but possibly more difficult in Bramley.

Councillors are generally in favour of a footpath; it was noted that there are a number of difficulties.

Cllr Vaughan confirmed that there is no likelihood of a pavement along the road from Sherfield to Bramley.

Contact to be made with Sherfield Parish Council after the May meeting.

Clerk noted pollution in the drainage ditch at the edge of Bramley Frith.  This has been reported to the Environment Agency.

Clerk

The Clerk noted recent diesel pollution in the Brook – this has been reported to the Environment agency.

Need to follow up with BDBC about  warning signs.

Cllr Durrant/ Clerk

Clerk

ii.            Review and approval of the 2020-21 Accounting Statement – this has been circulated to all Councillors for approval.  Cllr Durrant proposed that the Governance Statement for 2020-21 be approved.  Cllr Capel seconded, and unanimously agreed.  The Accounting Statement was duly signed by the Chairman.  Both statements will be returned to the Clerk for signature and processing.

iii.            2020-21 Internal Audit Report – the Clerk noted a successful internal audit, with very few issues of concern.  She noted that the Council is subject to an intermediate rather than a basic audit this year due to income and expenditure both being over £200,000 in the year.  This is due to several large capital expenditure projects, such as the Road Safety project.

The Clerk outlined the internal auditor’s comments:

·         The Council is of size where unusual transactions result in it being at the borderline between remaining with Receipts & Payments accounting and switching to Income & Expenditure.  Should the tax base rise further, the change may become a requirement, but the accounting software should make the change straightforward.  This was noted by Councillors.

·         The substantial sums spent on the road safety and Clift Meadow projects were correctly treated as grants outside the scope of VAT.  The Council should be aware that future projects of that size may require significantly more officer time.  This was noted by Councillors.

·         Now that the Council is operating its account on a standardised package, members should be able to have a greater input to budget setting.  It may be worth establishing a working party that meets between September and December each year for this purpose.  This was noted by Clerk and Councillors, and the Clerk stated that this was something she is keen to see happen.

·         Due to the limitations of COVID lockdowns the Council was not able to complete the review of standard documents this year.  This should be done in advance of approval of the AGAR.  The Clerk noted that the previous Standing Orders and associated polices were last approved in December 2019, and that summer 2020 was probably too short a time period to be reviewing them again.  They will be reviewed in full over the summer of 2021.

The three options outlined are as follows:

a.       Continue to meet virtually until such time as the Council feels it is safe to meet physically.  If the court challenge is not successful, this will not be lawful, although the risk of legal challenge is relatively low.

b.       Temporary scheme of delegation to the Clerk – this would be backed up by online meetings as usual.  Decisions would be made as usual, and they would be recommended to the Clerk to enact them.  This would remain in place until the Council feels it is safe to meet physically.  However, the Annual Meeting at which the Chairman is elected must be physical.

c.       Hold face-to-face meetings.  There are a number of steps to follow to ensure that Covid health and safety measures are met, and the Council should have a risk assessment in place as well.  It is strongly recommended that there is a provision for the public to view the meeting remotely if possible.

Cllr Durrant noted his opposition to face to face meetings for the moment, given the possible risks to the public and members.  He is looking at technical solutions for hybrid meetings, but there will be a cost associated with this.

Issue to be considered at the May meeting – Clerk to keep councillors updated with any legislation changes or advice from NALC.  Clerk to contact other local council clerks for their thoughts.

Clerk

Cllr Durrant also noted that it would be helpful to set up a rota for councillors to attend key BDBC committee meetings, such as the Development Control Committee, Manydown Overview Committee, and the Economic, Planning and Housing Committee.

Cllr Flooks briefly summarised the April Planning Committee meeting

Solar Farm and battery installation applications – both applicants have asked for a further meeting.  These are being organised.

Sewerage issues – Thames Water are going forward with possible solutions.  They have confirmed they are pursuing option 3, and will be reviewing what needs to be done for this in the next few months.  Cllr Bell is writing to BDBC to update them of the situation. It is likely to be at least 2-3 years before a solution is in place.

S.106 update – no further update at this time.  Clerk to write to BDBC officers and Persimmon.

Cllr Tomblin gave an update on a number of enforcement issues:

·         The PCs principal liaison at BDBC Enforcement is leaving.  A contractor is being brought in whilst BDBC recruit a replacement.

·         Enforcement officers have had no contact from Persimmon.  There has been a change of personnel at Persimmon – enforcement officers are writing to them.

·         Land at Oakmead – the land is believed to be in Persimmon’s ownership.  Enforcement officers are writing to Persimmon to inform them of the current situation.

·         Wallis Drive – officers writing to the relevant homeowners.

·         Cufaude Lane site – action on this item is ongoing.

Cllr Durrant proposed putting together a newsletter for St James Park residents updating them of the current situation.  This was unanimously agreed.  Clerk and Cllr Durrant to take forward.

i.            Any further new applications – none.

ii.            MPs Conservation Charter – the Parish Council has been asked whether they would support the Charter.  Cllr Munday proposed supporting it, as the approach of using brownfield sites first is sensible despite not mentioning Bramley specifically, where other places are.  It was noted that the charter does not mention any site west of the A33, and therefore this should be fed back to the MP.  Bramley PC would support if places west of A33 are named.  Clerk to take forward.

Cllr Durrant/ Clerk

Clerk

i.            St James Park allotments – the lease agreement is currently with the solicitors for further action.

·         Bookings are beginning to pick up.

·         Trustees are looking at improvements to help decarbonise the Village Hall, and are looking at solar panels for the roof.

·         Some clubs are now back, some still to return.  There are a few new clubs as well.

·         The Community Garden is beginning to take shape.

·         There will eventually be a wildflower garden behind the tennis courts.

·         CMT are looking to install more benches – they are looking at grant funding from the Four Lanes Trust.

·         They will be planting more trees in the meadow, possibly by the path from St James Park.  Various sources for the trees are being looked at.  Tom Mason has offered advice and assistance, which has been invaluable on this project.  CMT are also looking at possible sponsorship or funding from local firms and clubs.

·         A number of events are lined up, subject to covid restrictions – these include the annual fireworks event at the School, the village fete, and hosting a bike stop for the Chase the Sun bike ride.  As this event will involve supplying refreshments for 912 cyclists, this will be a considerable undertaking.  The route for cyclists will be avoiding the level crossing, and will be marshalled.  The event will be on 19^th June between 10.00am and 3.00pm.  CMT are liaising with the police, and Cllr Durrant suggested liaising with Highways as well.

·         Live music event – organisation will be down to the management company assisting with the event.  It will be a family event for around 400 people.  There will also be a professional security firm.  Cllr Durrant asked if CMT has contacted immediate neighbours to inform them – Cllr Capel to check.

·         Fly tipping is becoming an increasing issue at the meadow.  They have asked for a tight focus view camera so that registration numbers can be obtained.  The PCSO is heavily involved in the issue, and she has suggested the camera.  ‘No fly tipping’ signs have also been suggested.  Clerk to speak with supplier for options.

i.            Clift Meadow playground surface – after suggestions from CMT, a quote has been obtained for a more extensive playground surface and less grass.  There are two options:

a.       Artificial grass surfacing – this would cost £11,298 + VAT and site survey

b.       Bound rubber mulch (recommended) – this would cost £9,883 +VAT and a site survey

Cllr Tomblin to ask BDBC if they know of any suppliers who could quote competitively.

Issue to be considered for a future meeting.  Clerk to investigate grant possibilities.

Cllr Capel

Clerk

Cllr Tomblin

Clerk

Cllr Bell noted the very quick police response to the illegal encampment on Bramley Green at the weekend.

Clerk

‘BT Openreach has now commenced work at the Bramley Lane/Sherfield Road junction to complete utility diversion works in advance of the main scheme.  They will primarily be working on the north side footway of Sherfield Road, working from Jibbs Meadow through to the level crossing.  I understand the BT excavations and ducting works will continue into April, following which they will be completing various other wiring/ connection activities.  Following completion of BTs work, HCCs main contractor will commence the highway works.  BT have been primed to start for some time but have been waiting on Network Rail approvals.’

It appears that the BT work is complete.  LIF funding has been extended for another 12 months.

Cllr Durrant noted that this is the last meeting of the Parish Council year, and thanked all councillors for their hard work over the last 12 months.  Cllr Tomblin proposed a vote of thanks to Cllr Iain James, who has stepped down from the Parish Council.  This was unanimously agreed.

i.            Live Music Event – CMT has submitted a grant application for £2750 to hold a live music event in July at Clift Meadow.  Cllr Durrant and the Clerk has received assurances from CMT that they are liaising with a professional event planner and a security firm for this event.  A temporary events license will be applied for.  The stage will be placed at the edge of the cricket pitch, facing the Pavilion.  They are hoping for an audience of 200-400, although the license will be for up to 500.  The event will begin at 18:00 and finish at 21:00, although the license will be for the whole day to allow for overrun and setting up time.  Entry will be via paid ticket, and catering is being covered by voluntary organisations.  Grant is for set up costs, and any profits from the event will be ploughed back into Clift Meadow.  Ticket prices have not been confirmed as yet.

Cllrs noted the following:

o   A business plan for the event should have been submitted.  The PC would like to see what the expected income will be.

o   The event is likely be attended by people outside of the Parish as well as residents.

o   What is the plan if the event is cancelled due to Covid issues?

o   Such events could become annual and provide an income stream to CMT.

Cllr Capel to take PC concerns to CMT.

ii.            Village Fete – CMT has submitted a grant application for £3500 to hold the village fete in September at Clift Meadow.  This would be the standard annual event.

Cllr Durrant noted that last year’s grant for the fete was returned to the PC by CMT due to the cancellation because of Covid.

Cllr Bell proposed giving the grant as it is a Bramley community event, on the basis that the grant is returned if event is cancelled. Cllr Flooks seconded, unanimously agreed.  Clerk to take forward.

iii.            Clift Meadow capital improvements – CMT has submitted grant application for a number of capital improvements, as outlined below:

a.       New tables and chairs – £2,766

b.       Dog waste bins – £173 – £240 (excl. labour)

c.       Waste bins – £370 – £1,800 (excl. labour)

d.       Security grilles for Brocas Hall – £12,200

Cllr Capel noted that the bins are particularly needed.

Cllr Tomblin proposed that grant for all of the waste bins be given now, Cllr Munday seconded.  Unanimously agreed.  The other items will be considered at a later date.

Cllr Capel

Clerk

This event is being led by the WI, who want to make sure that they don’t clash with any PC events.  It has been suggested that a bench be placed to commemorate Covid victims and key workers.  Various designs have been suggested.  It was agreed that this should be explored further, and should be on the May agenda.

Clerk

Clerk

The Clerk noted the payments for April.

It was unanimously agreed to ratify the decision to approve the April payments.  These have already been paid since some invoices were due for payment last week, and this meeting was delayed by a week due to the death of HRH Prince Philip.

The receipts for March were noted.  The Clerk stated that the VAT claim for Q4 of 2020-21 has been submitted.  The first half of the precept has also been received just today.

14

Date of Next meeting

The meeting closed at 10.08pm

·         Local Plan Update -sites being brought forward.  Cllr Tomblin gave a brief update.  Legal Services upheld complaint re sites being brought forward, and the motion was withdrawn from the Cabinet agenda.

·         Clerk to chase cost of lighting at Clift Meadow.

Conversion of ground floor from tanning studio (sui-generis) and barber shop (A1) to 1 no. two-bed flat and a E(a) (retail) unit

·         Drawings of existing floorplan show original layout before work was carried out – QPS should have put the floorplan back to its original state but have not as yet.

·         The application states that work has not begun – this is not accurate, as per the above note.

·         There would be a loss of retail space – 2 retail units will be reduced to one.

·         New application means that enforcement case has now closed.

·         Given recent Minchens Barn conversion to flats, there is not a need for more residential flats in Bramley.

·         It was proposed to object along similar lines to previous objection, omitting concerns about the size of the retail unit.  However, the changed size is still smaller than the original size of unit.

·         Objections unanimously agreed.  Clerk to take forward.

Clerk

Proposed pergola in rear garden

·         No objections unanimously agreed.  Clerk to take forward.

Clerk

T1 Silver birch: Prune.

·         Although this application is on the BDBC planning portal, there are documents attached to it.  Clerk to check with BDBC and note that that this is not the first time that this has happened with tree planning applications recently.

Clerk

None.

These were noted.

20/01954/FUL – Cedarwood – this application is due for discussion at the next DC meeting on 28^th April.  It was decided that Cllr Flooks would speak on behalf of the Parish Council at the meeting.

Cllr Tomlin noted that Upper Cufaude Farm for 350 dwellings now has outline planning permission.

There are now a great number of neighbour comments on the planning portal, the majority of which appear to be objecting to the application.

Enso have requested a meeting with parish councillors from both Bramley and Silchester, and with ward councillors to discuss the application and the apparent local concerns and opposition to it.  This is being set up at present.

Update on Battery Installation application (21/00349/FUL)

This application has also attracted a number of resident comments, both from Bramley and Silchester parishes.  Many of these are objections, although not all.

i.            Thames Water contact – no further update at this time.

ii.            Bewley Contact re Centenary Fields – no further update at this time.

i.            Update on Bramley Brook issues – further work has been carried out to clear the Brook, and to seed the banks with grass seed.  However, there are issues with the banks continuing to collapse as a result of children jumping from one side of the stream to the other.  BDBC are aware of the issue.  The footpath is due for repair work in May.

Meeting closed at 8.12pm

Single mature Lime tree: prune

Defer to tree officer

1 Lime: fell

No objection

Installation of a 2kWp solar array consisting of 7 solar panels mounted on a ballasted flat roof mounting system (see also 21/00096/LBC for the same property)

No objection

Certificate of lawfulness for the proposed erection of a single storey rear extension

No objection

Variation of conditions 1 and 5 of Planning Permission 20/01036/FUL to amend the plans numbers and drainage details

No objection

Erection of single storey pitched roof rear extension

No objection

1 Oak: pollard: Leaving a finished height of 10m and a radius of 4m

No objection

Erection of front extensions to garages of 2 no. semi-detached dwellings (part retrospective)

No objection

First floor extension above garage to create office and work space

No objection

The erection of 1 no. dwelling and associated parking and access

Erection of 1 no. single storey dwelling to provide accommodation for parents, associated landscaping and access following demolition of stable/home office

T1, T2, T3 – Western Red Cedars: prune.

Variation of Section 106 agreement attached to 14/01075/OUT to enable the transfer of the Equipped play area, northern kick about and southern kick about areas to the existing management company instead of the Parish Council

Single storey front extension.

Installation of renewable led energy generating station, comprising ground-mounted photovoltaic solar arrays, battery-based electricity storage containers together with substation, inverter/ transformer stations, site accesses, internal access tracks, security measures, access gates, other ancillary infrastructure, landscaping biodiversity enhancements including a Forest School, associated car parking and Nature Area

Variation of Section 106 agreement to modify the mortgagee in possession clause

Installation of a battery storage facility with associated works

Erection of 1no. dwelling and associated parking