To appoint a Chairman and Vice-Chairman for the 2017/2018 Municipal Year.

Councillor Leo Walters proposed himself for the position of Chairman which Councillor Malcolm Beer seconded.  Councillor Leo Walters received three votes in favour of this proposal from himself, Councillors Malcolm Beer and Michael Airey.

Councillor Richard Kellaway (proposed by Councillor Gerry Clark and seconded by Councillor David Hilton – received four votes from himself, Councillors David Hilton, Gerry Clark and Sayonara Luxton) and Councillor Malcolm Alexander (proposed by Councillor Richard Kellaway and seconded by Councillor Sayonara Luxton – received a unanimous vote) were elected Chairman and Vice-Chairman respectively, for the ensuing municipal year.

RESOLVED: That Councillor Richard Kellaway be elected Chairman and Councillor Malcolm Alexander be elected Vice-Chairman, for the ensuing municipal year.

To receive any apologies for absence.

Apologies for absence were received from Councillors Malcolm Alexander.  Councillor Sayonara Luxton had agreed to be a substitute on the Panel.

Apologies were also received from Councillor Christine Bateson (Lead Member for Neighbourhood Planning and Ascot & The Sunnings).

The Chairman explained that the meeting was being recorded and that the audio would be uploaded to the RBWM website.

To receive any declarations of interest.

Councillor Michael Airey declared an interest in Item 5 (Risk Mitigation – Housing, Schools and Hotels) as he sat on the Board of Directors Shared Service – Building Control Services.

Councillor Derek Wilson declared an interest in Item 5 (Risk Mitigation – Housing, Schools and Hotels) as he sat on the Board of Directors Shared Service – Building Control Services.

The Leader, Councillor Simon Dudley, declared an interest in Item 5 (Risk Mitigation – Housing, Schools and Hotels) as he was the Director of the Homes and Communities Agency (founder of Essential Living). 

To confirm the Part I minutes of the meeting of 16 May 2017.

RESOLVED: That the Part I minutes of the meeting held on the 16 May 2017 were agreed as a correct record subject to the following change.

Councillor Malcolm Beer stated that with regard to the ‘Response to the Housing White Paper: Fixing our broken Housing Market’ item at the last meeting his comments had not been fully minuted and as such the following was added:

“In response to the Government consultation that had already been sent before coming through the Overview & Scrutiny Panel Councillor Beer stated that ‘we’re chasing a horse and it’s already bolted’.

Councillor Beer criticised the Council’s reply to the Government paper ‘Fixing our broken housing market’ after the Panel was recommended to endorse it.

Councillor Beer stated that he felt it was outrageous and whilst he knew the Council was short staffed this should have been considered before not after it had gone out.”

Attendance at the meeting:

Homes:

Housing Solutions Orla Gallagher (Chief Executive)

Radian Lindsay Todd (Chief Executive)  & Ralph Facey (Director of Housing and Customer Services)

Schools:

· DfE return from Children's Services - oral update

Hotels:

Essential Living Andy Teacher (Head of Communications)

Premier Inn Hotels John Brind (Whitbread’s Director of Safety & Security)

Also in attendance - Mark Gaskarth, Area Manager for the Royal Berkshire Fire and Rescue Service.

Everyone around the table introduced themselves.

The Chairman explained that it had been a learning process about how the system worked as so much misinformation had been given since the Grenfell Tower Fire tragedy.

The Property Service Lead, Rob Large, informed everyone present that he had produced some background slides to help show that the Royal Borough has sought assurances from and invited external speakers to attend this meeting.  It was noted that a tall building was one that was over 18 metres high and could be as little as 5 floors tall.  It was explained that there was ongoing dialogue with the Royal Berkshire Fire and Rescue Service. 

The Panel was informed that the regulation function of Building Control meant that it could either be delivered by the Local Authority or by private authorised inspectors so anyone developing a project could choose between the two options. 

It was noted that the Local Authority Building Control Team did not hold data on buildings dealt with by private authorised inspectors or have a list of buildings in the Royal Borough that were over 18 metres tall.   

Mark Gaskarth, Area Manager for the Royal Berkshire Fire and Rescue Service was invited to address the Panel.  The Panel were given a copy of the updated Royal Berkshire Fire and Rescue Service report which highlighted the work undertaken to date following the Grenfell Tower Fire on the 14 June 2017.  It was noted that the role of the Fire Service was to give advice to both the public and organisations so they were aware of key guidance.  It was noted that the Royal Berkshire Fire and Rescue Service had undertaken over 4000 home safety checks since the tragedy in June. 

Mark Gaskarth went onto explain that the Fire Service enforced the fire safety order which enabled them to prohibit use of buildings and ensure fire safety was in place.  It was noted that the Fire Service were statutory consultees for any building regulations being put in place.  It was explained that the Fire Service also had to plan for fires in the Royal Borough.  The Panel was informed that an incident room (Operational Support Room) had been set-up and that the Fire Service was in daily communication with the West Midlands in order to be able to give consistent and regular advice. 

In response to questions Mark Gaskarth explained that legislation had changed in the late 1990’s to fit in with the Health & Safety legislation which meant that the Fire Service no longer issued fire certificates link ‘in the olden days’.  It was noted that the onus was now on the people who own and occupy buildings.  Mark Gaskarth added that the Fire Service has a specially trained team on building regulations that could advise on that subject.  It was noted that with regard to a best practice document not one piece of guidance fits all but there were numerous guidance documents available for different types of buildings and that fire risk assessments needed  ...  view the full minutes text for item 5.

To comment on the report to be considered by Cabinet on the 27 July 2017.

The Head of Planning, Jenifer Jackson, informed the Panel that this report sought approval from Cabinet for the Hurley and the Waltham’s Neighbourhood Plan to proceed to referendum at the earliest practicable opportunity.  It was noted that the Neighbourhood Plan had been formally examined by an independent examiner, and a number of changes had been recommended by the examiner to ensure that the plan met the basic conditions.  The Head of Planning explained that as there were several parishes in the plan area it would require more polling stations, the cost of the referendum could be claimed back from the government.

Members were informed that after the Draft Neighbourhood Plan had been submitted to the Royal Borough a formal process of consultation was undertaken by planning officers and the results were forwarded to the independent examiner for their consultation during the examination process.  It was noted that the consultation process had met the legal requirements.  The Head of Planning explained that members of the Planning Team had met with the Neighbourhood Plan Working Group, of which Councillor Maureen Hunt is Chairman, and they and members of the Planning Team were both content. 

In the ensuing discussion the following points were noted:

·                That there was no minimum number of people able to vote.

·                That the turnout in Ascot had been around 20% which was considered significant.

·                That there was only one divergence that would be resolved when the BLP goes through examination so was not considered an issue at present.

·                That it was hoped that the Neighbourhood Plan would be approved in early September.

·                That the Council could not impose the current NPPF position.

·                That they could be used as planning policy at a planning enquiry.

·         Councillor Malcolm Beer asked whether the Old Windsor Parish Council had submitted comments.  The Head of Planning confirmed they had not.  Councillor Malcolm Beer stated that he would look into this.

The Planning & Housing Overview & Scrutiny Panel unanimously agreed to recommend that Cabinet:

i)     Confirms that the plan meets the Basic Conditions tests and does not require a SA/SEA; and

ii)    Accepts the proposed changes to the Neighbourhood Plan set out in Appendix B, and

a.    Gives delegated authority to the Head of Planning to issue a decision statement; and

b.    agrees to put the modified Neighbourhood Plan to referendum.  The date of the referendum to be set in accordance with the legal requirements; and

iii)   Delegates authority to the Executive Director, in consultation with the Principal Member for Neighbourhood Planning, to make minor, non material, amendments to the Neighbourhood Plan prior to the referendum being announced; and

iv)   Provides advance funding, if required, for the referendum which will then be claimed back from Government.

It was agreed that the Head of Planning would provide the Panel with a written response as to what happens to the consultation database details once they had been used for the specific purpose intended. 

Councillor David Hilton, on behalf of the Panel, stated that the policy on car  ...  view the full minutes text for item 6.

• Tuesday 15 August 2017.
• Thursday 19 October 2017.
• Thursday 7 December 2017.
• Thursday 1 February 2018.
• Wednesday 18 April 2018.

Members noted the following future meeting dates (7pm start):

• Tuesday 15 August 2017.
• Thursday 19 October 2017.
• Thursday 7 December 2017.
• Thursday 1 February 2018.
• Wednesday 18 April 2018.