Emergency Committee meeting, 20/9/2016 – Minutes


Minutes of the Emergency Committee of the Council which met on Tuesday 20th September 2016 at 7.00 pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman Cllr Lawley Cllrs Mrs Bartlett, Mrs Bolton, Mrs Hurdman, Kendall and Mrs Prior. Clerk Ms Hollinrake (minute taker). Administrative Assistant Mrs Lipman. Members of the Public: 1

  1. Welcome
  1. Approval of Apologies for Absence – none
  1. Confirmation of the order of the Agenda –confirmed. Items 8 and 9 were taken together
  1. Identification of any items that might be resolved for confidential session – none
  1. Declarations of Interest– none
  1. Open Session for members of public to raise any matters of relevance to the Parish – none
  1. Confirmation of the minutes of 27th October 2015 (April 2016 meeting did not take place) – confirmed as a true record and signed by the Chairman
  1. Chair’s verbal report of a meeting with representatives of Orbit Housing; 9. Chair’s verbal report of a meeting with representatives of the Environment Agency.

Cllr EL summarised action in March 2016 in response to a flood risk, including monitoring river levels and alerting Orbit Housing to the potential flooding of Lawrence Mackie House. Orbit’s response was not robust. Discussion with Orbit made clear that a flood management strategy was needed, coordinated with the Parish Council’s Emergency Plan. A further meeting with Orbit Customer Services on 14th September identified progress and areas for further action, including safeguarding Orbit residents in case of evacuation. The next progress meeting would be held in October 2016. Cllr EL proposed to update the Emergency Plan to take account of changes in Orbit’s new arrangements and a protocol with the Parish Council, with any changes being ratified at a subsequent Council meeting. This approach was agreed.

Action: Meet with Orbit on 5th October 2016 at 4pm at the Parish Council offices


Action: Amend Emergency Plan to accommodate revised flood management arrangements

By: Cllr EL and another councillor – to be identified


By: Cllr EL


Cllr David Close and Cllr EL met representatives of the Environment Agency (EA) on 9th September. It was stated that the EA have responsibility for the River Dene but not the other water courses in the area including the Newbold Road brook. Regular surveys of the River Dene are continuing but the EA have not informed the WWPC the dates or times. The surveys are still carried out by David Ricketts and he will liaise with the WWPC in future.

Vegetation including trees along the river bank are the responsibility of the land owner. Trees which have fallen across the river but do not impede the flow will not be removed by EA.

The clearing of the ditches and brooks are the responsibility of the land owner and not the EA. Regarding the Newbold Road this comes under the Flood Risk and Water Management Team at WCC, Mark Banning had reviewed areas of flooding concern relating to the brook (10th May); the water was running freely and it was not considered to be an issue. There are no plans by the team to take any action.

Action: Discuss the matter of the brook with Roger Wright By: Cllr EL

There is an annual Flood Summit at Rugby and Cllr EL urged members to consider attending the next event as this would be an opportunity to understand the latest policies, exchange information with the speakers and other delegates and to view the flood prevention systems etc on display. 

  1. Budget update 2016/17

No monies spent.

  1. Budget planning 2017/8
Proposal : To seek a smaller budget for 2017-18, in the region of £300 Agreed by all. Carried
  1. Emergency Plan update

It was agreed that Cllr EL would make and circulate any necessary alterations. A full set could be sent, once completed.

Action: Circulate amendments to Emergency Plan By : Cllr EL
Action: Ascertain if WSCC has capacity for a generator   By: Cllr AP
  1. Exchange of information – none
  1. Date of next meeting: 24th April 2017

There being no further business to discuss the meeting closed at 7.30pm


Chairman Cllr Lawley


Signed ……………………….                   Date …………………………..