Full Council meeting, 5/7/2016 – Minutes


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

Present: Chairman:          Councillors: Mrs Bartlett, Mrs Bolton, Close, Heaton, Mrs Hurdman, Lawley, Mrs Michael, Shepherd, Thomas

District/County Councillor: 1

Clerk: Mrs Scriven          Members of public: 9

1.      Welcome and announcements

2.      Apologies of Absence – Cllr Kendall                                   

3.      Declarations of Interest – none

4.      Confirmation of the order of the agenda – confirmed

5.      Identification of any items that might be resolved for confidential session – item 12.2 as contractual (Christmas lights)

6.      Confirmation of the minutes of the Council Meetings of:

7th June Pg 26 10.5, clarification of whose letter amended to “Mr Roberts letter to planning”, item 14.1 should read brook “under” to be replaced with “and” culvert, item 22 should specify coaches through “Walton” village. Accepted with amendments

14th June     Accepted

28th June     Accepted

7.      Matters arising (not included in the agenda)

           Lion’s Event – Cllr AP, letter received from Lions and Chairman responded and a discussion meeting was being arranged.

         It was noted there had been no response from Kate Tait (item 12.1 7th June minutes)

         It was noted there had been no response from Robert Weeks (item 14.2 7th June minutes)

         It was noted the hanging baskets had been placed on the bus shelter in Chestnut Square and a letter of thanks had been sent to Mr Hanson saying how they had enhanced the area.

         Cllr DC had met with the Vicar to discuss the War memorial clean/restoration works, the matter was ongoing 

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

           Mr Manning, Mountford Close, expressed his concern that a member of the public had complained about the arisings from hedge cutting at the allotments within one hour of the work commencing; and his subsequent dismay that the Parish Council acted upon this so quickly. He asked the Council to find out if the complainant had implied the arisings had been left for a period of time.

Mrs Dane, Newbold Road, asked if the Council had any input with the developers relating to development sites as the names for two local sites had been   inappropriate for the site.

Mr Podbury, on behalf of the Cricket Club expressed his frustration at a two day Under 17’s cricket event was delayed due to dog fouling on the cricket pitch again and asked Councillors to consider a total dog ban on the whole field.

Mr Podbury, Kineton Road, asked if the Standing Orders on the website were the current version as it appeared to be an older version.

Mrs Cook, Church Street, raised concerns relating to the new arrangements for the X18 not stopping at certain bus stops and asked if a pedestrian crossing was to be considered for the new children residing at Ettington Park. 

9.      County Council matters

District Council matters

Cllr Mrs Parry – report circulated at the meeting. She gave a brief update on the Core Strategy progress, it would be considered by SDC Monday 11th July where it was hoped subject to minor modifications, it would be adopted. She said once in place it should help to reduce the development across the district including the Kineton Road 86 house proposal which had not been in the strategic allocations.  She continued to work with the NHD Plan Group and acknowledged the concerns relating to the X18 bus service; she had written to Stagecoach and a response was awaited. A change of business plan would be coming forward for the Bargain Booze shop site, for a restaurant/takeaway, full details were expected soon.

Planning Enforcement had now taken up the breach of conditions relating to the “Mecure Hotel” (Walton Hall) signs.

 Cllr Kendall – not at meeting 

10.        Planning

10.1   Decisions

10.1.1   Approvals with conditions

1.      Noted


Single storey side extension creating single garage and ancillary accommodation


43 Valetta Way


Mrs Bollons

2.         Noted


Erection of a 2.5m galvanised steel palisade fence


Unit 14, Wellesbourne Distribution Park


Mr Lodowski

3.         Noted


Single storey side and rear extension


34 Whitehead Drive


Mr Northwood

4.         Noted


Alterations and extension to first floor side extension above garage


3 Lincoln Close


Mr Ortu

5.         Noted


Two storey side extension


7 Duxford Close


Mr Allen


10.2      Applications



Outline application (with all matters reserved) to enable the erection of one dwelling house with new vehicular access


Pine Lodge, 42 Kineton Road


Mr Kendall

Case Officer

Charlotte Dicks


8th July 2016

The Council objected to this application on the grounds it is out of keeping with the approach to the village and street scene, in contrast to the small houses around the property, would be contrived infill, and inappropriate development on restricted space. Councillors noted the application was lacking in detail.



Demolition of existing garage and erection of two storey and single storey side extension


51 Bristol Way


Ms Roberts

Case Officer

Amy Flute


12th July 2016

No objection



T1 Horse Chestnut: reduce to previous points


The Chestnuts, Lowes Lane


Mr Whiteman

Case Officer

Assistant Planner


12th July 2016

The Council support this application subject to the approval of the County Arboriculturalist.



Demolition of existing barn, erection of dwelling for use by a disabled person, new vehicular access and associated works.


Fammington Court, Loxley Lane


Mr Butler

Case Officer

Ed Pigott


19th July 2016

No objection



2 storey front extension


38 Hammerton Way


Mr Shrubsole

Case Officer

Emma Southerill Smith


30th June 2016

Further information received from planning officer received – No objection 

10.3      Neighbourhood Plan

10.3.1 Report John Hargis – circulated prior to the meeting. Cllr FH gave feedback on the responses to the consultation period and reminded everyone of the drop-in session to be held 23rd July. There was 41 comments, 75% agree with no further housing and more parking. Flying functions of the airfield should be retained and areas of flood to be extended to include the airfield, Oxford Way and Loxley Road. An area of green space on Daniell/Frost Road estate to be added into the plan.

10.4   Date of next Area Planning Meetings: 13th July 2016

11.     Finance Committee – Cllr DC

11.1   Chairman’s update


Approval of monthly accounts as per attached cheque list

Prop: Cllr AS   2nd: Cllr EL  Carried


Approval of staff salaries

Prop: Cllr AS   2nd: Cllr BH  Carried

11.4   April management accounts – Cllrs considered whether to include pie charts and/or histograms as part of the monthly account reports which show percentage of expenditure against budgets for each of the budget areas.

Action: Ask RFO to produce reports showing both types of graph for Cllrs to consider.

By: Office

11.5   Financing of WSCC MUGA (multi use games area)

Recommendation that when putting forward any resolution in relation to the financing of the WSCC and/or the associated MUGA, the WSCC committee, or councillor, shall ensure that the following documentation is provided to each councillor for consideration in advance of the meeting at which the resolution is to be considered:                                                                                                                         * Business Plan for the WSCC including the MUGA

*Risk Assessments in relation to finance and the construction of the MUGA and to include details of the mitigants to reduce or eliminate the risks identified.

Prop Cllr AS

2nd Cllr EL


It was agreed the RFO should have a Council email address.

Action: Ask Kaymark to set up an email account

By : Office

11.6   Date of next meeting – 16th August 2016

12.     Amenities and Highways Committee – Cllr DC

12.1   Chairman’s report – circulated prior to the meeting. Cllr CM to continue liaison with the Over 60s Group.

Cllr EL said the car wash problems at GWS continued and a reminder letter had been sent.

Cllr RB said there were significant potholes, one on Warwick Road by the garage and the other by Charlecote Road approaching the bypass.

Cllr DC had arranged to meet Ross Podbury (Lengthsman/Handyman) to review issues raised relating to the Mountford Sportsfield area.

The footpaths map provided by WCC had been reduced in size with the intention of posting it on Facebook.

Action: Contact WCC to seek clarification on any copyright (Ord. Survey map via WCC)

By: Office

12.2   Christmas lights – Moved to confidential as contractual

12.3   X18 bus service – It was noted the Admin Assistant and Cllr Mrs Parry had written to Stagecoach raising the concerns of residents and Councillors relating to the changed service, neither had received a response.

12.3.1   Correspondence – Letter from Mr Blundell expressing concern at the changes to the bus service in the parish.

12.3.2   Service to new estates – It was noted that the road was not wide enough to accommodate buses and that representation

should be made to the developers of new estates to ensure access by public transport.

Action: Make representation to Persimmon and SDC re traffic management plan to accommodate buses. Look at reserved matters on new development and ensure comments made.

By: Office/Cllrs

12.4      Date of next meeting 9th August 2016

 13.     WSCC Committee – Cllr AP

13.1   Chairman’s update – More damage had been caused by vandals to the roof tiles of the building. A crime number was to be sought on any further damage at the site. Security of the site at weekends was being compromised by attempts to enter the site, thought to be youngsters trying to retrieve footballs.

13.2   Memorandum of Association

13.2.1   The Council considered the document and asked if significant change to the document would occur if Section 12.1 item 3 and Section 12.3 item 1 were to be removed. (both relating to documentation being emailed within 24 hours as well as hand delivered or posted) The Council felt this was unreasonable as not everyone looks at their email every 24 hours.

Recommendation to accept the Memorandum of Association of  the Wellesbourne Sports and Community Centre as prepared by the Council solicitor

Recommendation to be amended.

Recommendation to accept the Memorandum of Association of  the Wellesbourne Sports and Community Centre as prepared by the Council solicitor subject to the solicitor’s view on items 12.1 and 12.3.1

Prop: Cllr AP, 2nd Cllr BH carried


Recommendation to delegate the responsibility for overseeing the registration of the charity to the Clerk, in the presence of the Chairman, in conjunction with the Council solicitor

Prop Cllr AP  2nd Cllr EL Carried


Recommendation that the Chairman and Vice Chairman of the WSCC Committee shall be nominated as the first directors of the company and as the first trustees of the charity. 

Prop Cllr AS  2nd Cllr BH


13.3   Date of next meeting – 12th July 2016

14.     Office & Staffing Committee – Cllr RB

14.1   Chairman’s update – The CAT system installed but is not yet fully operational. The boiler was being replaced, generously paid for by the landlords.  Staffing issues raised, Administrator had annual leave 11th – 21st July and RFO probationary period now complete and the Committee to consider permanency of the post.                                                           

14.2   Date of next meeting 25th October 2016 – earlier meeting to be arranged 

15.     Index 2016 – Cllr RB

15.1   Chairman’s update – most of the village had now received their copy of the Index. The Chairman expressed thanks to all who had volunteered to help with deliveries and the team for their work compiling the information.

16.     Street Fayre

16.1   Chairman’s update – It was believed to have been the most successful fayre ever. The committee were to finalise the accounts and a donation to WSCC would be made.  Due to the attendance, Cllrs suggested the event may have outgrown the venue and alternative venues to be considered.

Action: letter of thanks to be sent to the Street Fayre committee

By: Office


17.     Chedham’s Yard – Cllr VB had not received forms for Trustee nomination, a vacancy remained for a Trustee. It was noted there had not been any noticeable difference in takings during free entry periods, and possibly that higher attendance and takings had occurred due to use of the café facility. 

18.     Wellesbourne and Walton News – Cllr AP

 Proposed contents –

         Chairman’s report – Cllr AP

         Street Fayre/Dog fouling at the sports fields – Council consideration of total dog ban/graffiti in subway

         Over Sixties Communication and Recreation Scheme – Cllr CM

         Christmas Lights 26th November 2016

19.     Cllr and Clerk Exchange of Information

Cllr BH – the footpath to Charlecote was seriously overgrown (Cllr BH to send details to Admin Asst).

Cllr EL – Problems with “no man’s land” between Oxford Way and the new development continued – Cllr DK was to investigate

Police bike marking event was held at Sainsbury’s but was unsuccessful due to the time held. Advertising took place through Facebook but other ways of informing of such events should be considered, such as notifying the schools.  Concern was raised regarding the lack of policing in the parish again, especially when the Council had not been informed that the PCSO’s on the SNT had either left the job or were being moved to different areas leaving one officer to cover the 47 parishes dealt with by this SNT.

Action: Write to the Police Crime Commissioner cc MP expressing the deep concerns the Council have, especially when Sainsbury’s had been broken into earlier in the week.

By Office.


Cllr DC – expressed concern relating to the high level of children riding bikes and scooters on the footways at speed.

Action: letter to the Primary School asking children to slow down and be more considerate on footways

By: Office

Cllr VB asked if the trees on the memorial triangle in Walton Village could be pruned as the overgrowth impeded vision.

Action: Letter to Walton Estate (Sheldon Bosley) requesting pruning of the trees

By: Office

20.     Items/reports for the next meeting by 20th July 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. 


12.2   Christmas lights – Cllr EL

Recommendation from the Amenities Highways Committee to accept the preferred contractor for the provision of the Christmas lights (within budget)   

Prop Cllr EL 2nd Cllr CM



There being no further business to discuss, the meeting closed at 9.45pm

Chairman….Cllr Mrs Prior



(Completed by 7th July)