Annual Meeting of the Council 3/5/2016 – Minutes


The minutes of the Annual Meeting of the Council on Tuesday 3rd May 2016 at 7.30 pm at the Methodist Hall in Bridge Street, Wellesbourne

Present: Chairman: Cllr Mrs Prior  Councillors: Mrs Bartlett, Mrs Bolton, Close, Heaton, Mrs Hurdman, Kendall, Lawley, Mrs Michael, Thomas

Clerk: Mrs Scriven          Members of public: 10      District/County Cllrs:1   Police: 2

  1. Election of Chairman (currently Cllr Prior)
Nomination – Cllr Mrs Prior (no other nominations received) Prop Cllr RB, 2nd Cllr BH carried
  1. Chairman’s Declaration of Acceptance of Office –The Chairman signed the Declaration.
  1. Election of Vice Chairman (currently Cllr Shepherd)
Nomination – Cllr Shepherd (no other nominations received) Prop Cllr EL, 2nd Cllr DK carried
  1. Welcome and announcements

The Chairman welcomed the Police to the meeting and invited them to address any queries from the Council and members of public. PC Morgan and PCSO Bailey were in attendance and explained the SNT covered 43 villages and hamlets, therefore it was not possible to spend a shift in one area. PC Morgan said that policing priorities were decided at the Community Forum and urged attendance. She advised residents to ring 101 if they should see any behavior requiring Police attendance, or 999 if a more serious incident.

  1. Apologies of Absence – Cllr Shepherd
  1. Declarations of Interest

Cllr Close, non pecuniary interest in matters pertaining to Chedham’s Yard as a Trustee.

Cllr Lawley, non pecuniary interest in matters pertaining to Chedham’s Yard as a Trustee.

  1. Confirmation of the order of the agenda – It was noted item 15 was not required and was removed – agreed. 
  1. Identification of any items that might be resolved for confidential session – Item 24.2 as contractual – agreed. 
  1. Standing Orders & Financial Regulations
Approval of Standing Orders Proposed Cllr RB, 2nd Cllr BH, carried


Financial Regulations Recommendation to propose the current regulations continue until the Finance Committee meet to review the Legislative updates to the Financial Regulations. Prop Cllr AP, 2nd Cllr BH carried
  1. Committees 2016/17
10.1     Recommendation to retain the current committee structure Prop Cllr AP, 2nd Cllr DC carried


10.2   a) Consideration of committee membership

           b) Consideration of committee Chairman

All committee membership agreed

All committee Chairman were appointed

  1. Working Parties
11.1   Recommendation to retain the current Working Party structure (Social Media w.p. not required as Council now had a policy) Prop Cllr AP, 2nd Cllr DK carried


11.2   Consideration of Councillor representatives on working party Working party membership appointed
  1. Nominations for representation to other Bodies 2016/17

The Chairman reminded Cllrs that they would be appointed as Councillors to the “other bodies” as representatives of the Council loyalties will be to the Council

12.1   Consideration of Council representatives to other Bodies Membership to other bodies appointed
  1. Review of Policies
13.1   Recommendation to accept existing adopted Council Policies without review as recently reviewed Prop Cllr AP, 2nd Cllr EL carried
  1. Local Government Transparency Code
14.1   Recommendation to implement the appropriate section(s) of the Local Government Transparency Code Prop: Cllr AP, 2nd Cllr RB carried


14.2   Recommendation to publish attendance summary – Cllrs felt this information should not be published as it gave incomplete information Recommendation withdrawn
  1. Council’s eligibility to exercise the General Power of Competence – Removed from agenda as not required
  1. Signatories for finance
16.1     Recommendation to approve delegated signatories Prior, Bolton, Close, Shepherd Prop Cllr AP, 2nd Cllr RB carried
  1. Calendar of Meetings

17.1   May – April 2016/17 (subject to changes if required by Council) circulated prior to the meeting – approved

  1. Confirmation of the minutes of the Council Meetings:

5th April 2016 – Item 13.1 “Whiteroom” one word, Item 21 Chedham’s Yard no entry fee on “Saturdays”accepted

12th April 2016 – accepted

19th April 2016 – accepted

  1. Matters arising (not included in the agenda)

The bus service X15 would cease by 6th June to be replaced by X18 half hourly, removing the service on Newbold Road. It was noted that the Council had not been consulted regarding this loss of service.

Grants for War Memorials – ACTION: Cllr Close to follow this up on behalf of Wellesbourne & Walton Memorials.

Street Fayre – Cllr AP asked for assistance with the Council stall from Cllrs – ACTION: Proforma to be sent out by: Office

  1. Open Session for members of the public to raise any matters of relevance to the Parish

Mrs Dane, Newbold Road, asked if the Council had booked the venue for the APM as availability may be difficult.

Mr Hammond, Wellesbourne Lions, asked if the Council would be prepared to permit use of the recreation ground at Montford sports field for an event based on the motor industry. The Chairman asked for a written request with further details as much of the ground was leased to the Sports Association.

Mrs Bryan, Newbold Road raised concern about no parking on the verge notices placed on hers and neighbours vehicles during the Bank holiday weekend. Concern was expressed regarding a vehicle which was driving across the kerb, footway and through the trees into the household plot, details were given to the Council for action.

  1. County Council matters

District Council matters

Cllr Mrs Parry report – circulated prior to the meeting

Cllr Kendall update – District Core Strategy consultation was going well. A meeting was held on the gyratory with County Highways and Cllr EL, several problems were identified and would be followed up by County Highways.

  1. Planning

22.1   Decisions

22.1.1   Approvals with conditions – noted

16/00476/FUL Construction of bin store and storage structure on existing hard standing to be enclosed by fencing at front of property. Erection of 2metre high entrance gates an brick posts fronting highway
At 16 Church Street For Mr Tilley
  1. noted
16/00523/FUL Conversion of garage to downstairs kitchen diner at 21 Huntington Court
At Huntington Court, Lowes Lane For Mr Basham
  1. noted
16/00254/FUL Rear extension
At 17 whitehead Drive For Ms Richards


22.1.2   Refusals – noted

16/00464/FUL Erection of 2nd storey side extension
At 9 Wyvern Close For Mr Ragg

22.2      Applications withdrawn – noted

16/00339/FUL Proposed sub-division of existing semi-detached dwelling to create two dwellings. Proposed two storey side extension and single storey rear extension together with loft conversion to create additional accommodations.
At The School House, 6 School Road For Mr Forbes McGlen

22.3      Applications


16/00964/FUL Internal and external alterations to improve amenity and visual appearance of dwelling including re-roofing and replacement windows
At Gleville House, 29 Kineton Road For Mr Collins
Case Officer Dan Charles By 5th May 16

No objection made


16/01064/FUL Two storey side extension
At 7 Duxford Close, Wellesbourne For Mr & Mrs Allen
Case Officer Amy Flute By 12th May 160

The Parish Council objected to the application on the grounds the application would be overbearing of the neighbouring property, the garage would be incongruous to the property and street scene giving the terracing effect to the property.


16/00226/FUL Erection of a 2.5m galvanised steel palisade fence (revised plans)
At Loxley Ltd Wellesbourne distribution park For Mr David Lodowski
Case Officer Ed Pigott By 12th May 16

The Parish Council supported this application with the provision of good screening with mature trees planted at the time of erection of the fence.


16/00399/FUL Erection of a new lodge and formation of a vehicular access through existing opening in garden wall
At Wellesbourne Hall, Stratford Road For Mr Butler
Case Officer Ed Pigott By 10th May 16

The Parish Council object to the application on the grounds it would be over development of the site, overbearing to the neighbouring properties, would have a harmful impact on the setting of a listed building and the glass dome would be incongruous to the conservation area.

  1. Additional planning item agreed by Cllrs due to retrospective application of a sign.
16/01122/ADV Agency letting sign 1.8m x 2.4m (retrospective)
At Loxley Rd, Wellesbourne distribution park For J2 Advertising
Case Officer Amy Flute By 17th May 16

No objection but sign to be removed promptly once letting has taken place.

22.3     New Medical Centre developments since last meeting update – Cllr AP said she had been informed by Dr Reid-Jones that the new Medical Centre funding had been approved and would be going ahead.

22.4   Neighbourhood Plan

22.4.1 Report John Hargis – circulated prior to the meeting. Mr Hargis thanked the Parish Council for their level of input and said the NHD Plan was almost there. He thanked Cllr Close for his personal help.

22.5   Date of next Area Planning Meetings: 13th and 27th May 2016

  1. Finance Committee – Cllr DC

23.1   Chairman – Papers were circulated by Clerk prior to the meeting relating to all Year End financial business.


Approval of monthly accounts as per attached cheque list Props: Cllr AP, 2nd Cllr BH carried


Approval of staff salaries Prop: Cllr DC, 2nd Cllr DK carried


Recommendation to approve the Annual Governance Statement 2015/16 Prop Cllr AP, 2nd Cllr DC carried


Recommendation to approve the Accounting Statement 2015/16 Prop Cllr DC. 2nd Cllr EL   carried


  1. Amenities and Highways Committee – Cllr EL

24.1   Chairman’s report – circulated prior to the meeting. The Community Payback Team had notified the Council that the level of graffiti in the village could not be cleared for the amount of funding the Council had; investigation into steam cleaner/jet wash or use by the Handyman/Lengthsman to be explored.

24.2   Moved to confidential session

24.3   Christmas Lights update – quotes received from lighting companies, meeting Clerk/Cllr CM to discuss the proposals and preferred contract to be brought to Full Council for approval.

24.4   Appearance of the Precinct update – Cllr DC said the precinct was looking tired and worn but Sheldon Bosley and the village retailers were not able to proceed with any refurbishment. It was noted there may be funding available from “Footfall” and Mr Forbes-McGlen would be looking into the availability of funding. There was a small amount of funding available from the Street Fayre for small business use.

24.4   Date of next meeting 14th June 2016

  1. WSCC Committee – Cllr AP

25.1   Chairman’s update – Monthly update meetings were taking place it was noted that the project was running two weeks behind schedule. At the meeting concern was raised by the Chairman regarding workmen not wearing high visibility jackets and hard hats or bump hats. The site manager explained that this safety equipment was not mandatory and the decision to wear it or not lay with him. The Chairman requested the query to be minuted.

25.2   Date of next meeting – 17th May 2016 

  1. Emergency Committee

26.1   Chairman’s update – Cllr EL said the last meeting was inquorate and a meeting would be rescheduled for June.

26.2   Meeting with Orbit Heart of England regarding possible evacuation procedures – the meeting with Orbit Heart of England had been postponed to accommodate an Orbit Heart of England official to attend.

26.2   Date of next meeting – to be arranged

  1. Office & Staffing Committee – Cllr RB

27.1   Chairman’s update – Mr Des Thomas had been appointed as the Council’s Responsible Financial Officer (RFO) following a request from the Clerk to separate the Clerk/RFO job roles with a small reduction in contracted hours.The Clerk’s job description had been amended to reflect the change to Clerk/Finance Assistant and contract amended to reflect the new hours worked.

It was noted that no further progress had been made with the Customer Access Terminal (CAT) by SDC.

Due to unforeseen events, there had been a small amount of leave carried forward. (Administrator 1 day, Clerk 2 days)

27.2   Date of next meeting 28th June 2016

  1. WWPC Website – Cllr CM

28.1   Update – 32 news/event items had been posted along with agenda and minute documents. There had been 1200 page views and positive feedback suggested the new website was very informative.

  1. Conservation Working Group – Cllr EL

29.1   Update – no meeting had taken place, meeting to be arranged for early June.

  1. Index 2016 – Cllr RB

30.1   Chairman’s update – Visiting printer 4th May, it was hoped the Index would be out soon. 

  1. Lengthsman – Cllr DC

31.1   Update – The Clerk had arranged insurance for the Lengthsman and some equipment had been ordered. Training for the role would take place with WCC on 9th May. The Clerk would soon notify the partnership Councils that the role would be going “live”.

31.2   Soak away possible cleaning schedule – to be considered by Lengthsman.

  1. Chedham’s Yard – Cllr DC/EL

32.1   Parish Council Trustees update – A stall was held at J.Sainsburys store where Cllr EL was met with a warm reception by shoppers; over 250 leaflets were given out. Cllr DC said a new appointment had been made, Miss Amy Lewis who would work specifically engaging with children visiting the yard and he had given a presentation to the U3A group at Evesham.

Events programme 2016/17 – a full programme of events was planned, Cllrs and residents were given a copy of the programme

There would be free entry into the Yard on Saturdays throughout the open season again in 2016/17 

  1. Wellesbourne and Walton News – Cllr AP

Proposed contents

Chairman’s report – Cllr AP

Medical Centre – public support

Trees on public land

Queen’s Birthday Beacon

Lengthsman scheme

Bogus parking notices

Respecting property (referral to dog fouling on the children’s play equipment.

  1. Cllr and Clerk Exchange of Information

Cllr EL asked what progress had been made on the leases with Walton Estate regarding Dog Close and Newbold Road land and the Village Hall. The Chairman advised this would not be discussed until reserved matters come to planning at SDC.

Cllr BH said there was plant overgrowth at the top end of old Warwick Road behind the gate and in the ditch. ACTION: Cllr DK to take up with WCC.

Cllr VB said it was appreciated that the flags were flying in Walton for the Queen’s birthday, St George’s Day and Shakespeare’s birthday. 

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

Table of monthly meeting dates

Full Council 3rd May 2016
WSCC 17th May 2016
Finance 24th May 2016
East Area Planning 13th and 27th May 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.


24.2 Recommendation to appoint the preferred contractor for litter picking and bus shelter cleaning contracts

Prop Cllr EL 2nd Cllr DC – carried

There being no further business to discuss, the meeting closed at 10.00pm


Chairman…Cllr Mrs Prior…..