Full Council Meeting 5/1/2016 Minutes


The minutes of the Council meeting on Tuesday 5th January 2016 at 7.30pm at the Methodist Hall, Bridge Street Wellesbourne

Present: Chairman: Cllr Mrs Prior  Councillors: Mrs Bartlett, Mrs Bolton, Close, Mrs Hurdman, Lawley, Mrs Michael, Shepherd

Clerk: Mrs Scriven          Members of public: 10

  1. Welcome and announcements – The Chairman wished everyone a Happy New Year.
  1. Apologies of Absence – Cllrs Heaton, Kendall, Thomas
  1. Declarations of Interest – Cllr Lawley declared a disclosable pecuniary interest in item 11.3 Approval of monthly accounts as a payee.
  1. Confirmation of the order of the agenda – The Chairman asked for the minutes of 8th December 2015 and an item at 10.4.1 planning decision appeal in respect of fence at Anson Close – agreed
  1. Identification of any items that might be resolved for confidential session – Item 19.1 & 19.2 as staffing matters linked to the Lengthsman Scheme. Prop Cllr AP, 2nd Cllr DC, carried.
  1. Confirmation of the minutes of the Council Meetings

         1st December – Pg 81correction of spelling error should read “fete”, Item 15 add words “to the Emergency Plan”, add public description to the confidential session of the minutes. Accepted

         15th December – Accepted   

         22nd December – Accepted   

  1. Matters arising – It was noted that Kate Tait from Persimmon had not attended the meeting as expected.
  1. Open Session for members of the public to raise any matters of relevance to the Parish

Mrs Cook, Church Street, asked when the “Welcome Pack” for new residents would be available and suggested that the steps by the White Bridge were dangerously sharp and slippery. Action – suggestions to be put to WCC of how this might be addressed.

Mr Podbury, Kineton Road, said additional items should not be added to the agenda at the meeting, Cllrs explained it is permissible as set out by the Standing Orders.

Mr Davis, Oxford Way, said he had commented on the Medical Centre at the December 1st meeting & asked it be noted, and he asked if anyone from WWPC would be attending the Core Strategy meeting and if there would be a report back to the Council.

  1. County Council matters

District Council matters

Cllr Mrs Parry – report circulated prior to the meeting.

  1. Planning

10.1   Decisions

10.1.1   Approvals with conditions – none

10.2      Refusals – none

10.2.1   Applications


15/0463/FUL Single storey rear extension
At The Orchard, 79A Kineton Road For David Gibson
Case Officer Richard Bergmann By 11th January 2016

The Council supported the application as it would enhance the dwelling for the occupant.



15/03661/FUL Change of use and conversion of agricultural buildings into 2 No detached dwellings and change of use surrounding agricultural land to domestic curtilage (amended red line and proposed elevations)
At Friz Hill Farm, Kineton Road, Walton For Mr Butterfield
Case Officer Not given By No date given

Noted – Concern was expressed about the number of applications to change agricultural building to houses and Cllr Parry was asked to request information as to whether SDC track applications for barn building and application to convert.

10.3      New Medical Centre update – Cllr AP said the report from the South Warwickshire Clinical Commissioning Group was expected in February and she had given a press release and interviews to local media, and noted the newly set up petition already had over 2,000 signatories upon it.

10.4   Planning Correspondence

Letter in response to correspondence from the Clerk Mr Hanson

Mr Hanson had raised concerns relating to the outcome of a planning application discussion by WWPC. He had notified the Clerk he would await the outcome of the application from SDC before deciding whether or not to make formal complaint.

10.5      Neighbourhood Plan

10.5.1 Report John Hargis – circulated prior to the meeting. A workshop held in December had suggested a list of local heritage buildings be attached to the plan, work had started on the draft and this would be sent out for addition and deletion suggestions by the general public and Parish Council.

10.5   Date of next Area Planning Meetings:   20th January 2016

  1. Finance Committee – Cllr AS

11.1   Chairman’s report – circulated prior to the meeting


Recommendation to approve the parish precept including any tax base grant at £195,000 for 2016/17 Carried forward to Ex ordinary meeting 12.01.16

Cllr Lawley left the meeting


Approval of monthly accounts as per attached cheque list Prop Cllr Mrs Bolton, 2nd Cllr Mrs Hurdman – carried

Cllr Lawley returned to the meeting


Approval of staff salaries Prop Cllr Shepherd, 2nd Cllr Lawley – carried

11.5   Financial reports months 8 – circulated prior to the meeting from Bookkeeper – noted

11.6   Date of next meeting – 16th February 2016

  1. Amenities and Highways Committee – Cllr EL

12.1   Chairman’s report – circulated prior to the meeting. Concern was raised regarding the pedestrian access from the Charles Church development onto the Ettington Road, WCC had been asked to install a kissing gate to prevent children running out or cycling into the main road.

12.3   Date of next meeting 9th February 2016

  1. WSCC Committee – Cllr AP

13.1   Chairman’s report – circulated prior to the meeting. Work was anticipated to start on 18th January 2016.

13.2   Date of next meeting – 12th January 2016

  1. WWPC Website – Cllr EL


Recommendation to accept amendment of the website section of the Social Media Policy Prop Cllr AP, 2nd Cllr AS carried

14.2   Chairman’s report – circulated prior to the meeting

  1. Emergency Committee – Cllr EL

15.1   Chairman’s report – circulated prior to the meeting

15.2   Emergency Plan

Recommendation to review revisions and adopt the draft Emergency Plan Prop: Cllr EL, 2nd Cllr VB carried

15.3      Date of next meeting 19th April 2016

  1. Office & Staffing Committee – Cllr RB

16.1   Chairman’s update – It was noted that item 16.2 would be discussed at a briefing later in the month.

16.2   How to cover the RFO role in the future (see above)

16.3   Date of next meetings, 7th January & 23rd February 2016

  1. Index 2016 – Cllr RB

17.1   Chairman’s update – The Index was now with the printers.

  1. C.A.T. (Customer Access Terminal) – Clerk

18.1   Update on installation – All equipment had been installed and it glitches resolved. Once this had been done, the office staff would receive training on how to operate the equipment.

  1. Lengthsman Scheme – Cllr DC

19.1   Meeting notes 10th December 2015 – noted

19.2   Draft Lengthsman Scheme Proposal (for consideration) – moved to confidential for discussion as staffing matter.

Cllr Close gave a synopsis on how the scheme would work and that WWPC had indicated it would be willing to act as the administrating authority for the scheme. It was acknowledged that the office staff would have to administrate the scheme but it was felt the impact would be minimal as currently the staff liaised with WCC which could be a lengthy and protracted procedure.

Recommendation to continue to work on draft scheme Prop Cllr DC, 2nd Cllr EL, carried
  1. Community Forum

20.1   Date of next meetings 3rd March 2016 at Compton Verney

  1. Annual Meeting March 2016 – Cllr AP

21.1   Parish report – Reminder for Cllrs to submit reports to Mrs Lipman no later than 18th January 2016

  1. WALC

22.1   Update – Cllr DC had been asked to find out the services provided with membership, a document outlining this was circulated to Councillors prior to the meeting.

  1. Conservation Working Group – Cllr EL – A meeting would be arranged for late January or early February.
  1. Wellesbourne and Walton News – Cllr AP

24.1     Proposed contents – CAT (Customer Access Terminal), Budget of the Council 2016/17, Build work at WSCC

24.2   Chairman’s report – Cllr AP

  1. General/Late Correspondence – none
  1. Clerk’s updates

26.1   Walton Sewer – Severn Trent had now carried out the initial desk top works and a site survey of Walton homes would now commence during the next 2-3 weeks. A letter had been sent to all residents inviting them to make an appointment for inspection of their current facilities. 

  1. Facebook – Cllr AP – nothing to report
  1. Cllr and Clerk Exchange of Information

Cllr Shepherd said sections of the A429 was to be resurfaced during the next two weeks resulting in traffic congestion.

  1. Items/reports for the next meeting by 21st January 2016

Under section 100A of the Local Government Act 1972, in view of the confidential nature of the business about to be transacted, it is advisable in the public interest, as if members of the public were present during the consideration of such business, there would be disclosure to them of exempt information under paras 1 and 11 and Part 1 Schedule 12A of the said Act, that the public will be excluded.


  1. Lengthsman Scheme

The Council discussed Lengthsman schemes and who could act as Lengthsman during the piloting of the scheme.

There being no further business to discuss, the meeting closed at 9.35pm

Chairman: Cllr Mrs Prior