Full Council meeting, 4/10/2016 – Minutes


Minutes of the Council meeting held on Tuesday 4th October 2016 at 7.30 pm at the Methodist Hall in Bridge Street Wellesbourne

Present: Chairman Cllr Mrs Prior, Cllrs Mrs Bartlett, Mrs Bolton, Close, Heaton, Mrs Hurdman, Kendall, Lawley, Mrs Michael, Thomas and Shepherd.   Minutes taken by Admin. Asst. Mrs Lipman.

Members of the public 5 

1.      Welcome and announcements

2.      Approval for Apologies of Absence            – there were none            

3.      Declarations of Interest

         Cllr Mrs Prior non pecuniary interest pertaining to WSCC as a director

         Cllr Kendall non pecuniary interest pertaining to WSCC as a director

         Cllr Mrs Michael non pecuniary interest pertaining to WSCC as a director

         Cllr Close non pecuniary interest pertaining to Chedham’s Yard as a trustee and St Peter’s Church assisting with finance and as a member of the Church

         Cllr Lawley non pecuniary interest pertaining to Chedham’s Yard as a trustee and pecuniary interest in item 11.3 as a payee

4.      Confirmation of the order of the agenda – agreed

5.      Identification of any items that might be resolved for confidential session

         It was agreed that items 13.2 as a commercial and legal matter and item 15.3 as a staffing matter should be moved to a confidential session

6.      Confirmation of the minutes of the Council Meetings of the 9th August and 6th and 20th September 2016

              The minutes of the 9th August and 6th September were agreed, with amendments, and duly signed by the Chairman.

7.      Matters arising (not included in the agenda)

         Cllr RB asked about progress on the youth liaison meeting. It was reported that 3 Cllrs and all invited parties had agreed to meet and a date was being agreed. She also was surprised to read in the Midweek that the police were to offer front of counter police services in Wellesbourne Library. The Council were disappointed that the police had not contacted the PC regarding this despite there being recent meetings.


Contact SNT to ascertain details and publish in W & W News


Office/Cllr AP

         Cllr AP reported being contacted by a resident who had objected to application 16/02423/FUL. He had asked why the Council had objected to a previous application but raised no objection to this and asked why his objection had not been shown on the SDC planning portal.  It was explained that Cllrs look at each application individually and make a comment based solely on what is in front of them. He was advised to take up the matter of the portal with SDC planning.


Identify previous applications and make Cllrs aware



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

         Pat McDonaugh – Mountford Close said she had written a letter to the Chairman.  This was confirmed and forwarded to Amenities Highways Committee meeting on 11th October.

         Lionel Davis, Oxford Way asked about any news on the forthcoming leases and Deed of Covenant on land expected to be leased to the Parish Council as part of the medical centre planning agreement.  Cllrs reported that there had been no notification as yet but expected the leases to be issued when reserve matters of the planning application were passed and the sale of the land triggered.  He also asked what ESPO stood for in the cheque list which was stated as Eastern Shires Purchasing Organisation.  He asked that replies to questions from the public should be reported in minutes.  It was agreed provided an answer was available at the time.

         Linda Dane, Newbold Road raised concerns regarding slow moving tractors, some having neither number plates nor lights and having no regard to the queues building up behind them.  She asked that the SNT be asked to contact local farmers.

9.      County Council matters /District Council matters

Cllr Mrs Parry –report noted 

She encouraged the PC to reply to a consultation on boundary change by supporting the proposal to include Wellesbourne and Walton in the Stratford upon Avon constituency.  Comments could be made on www.bce2018.org.uk. There was to be a public hearing on 10/11 November and consultation ends on 5th December.


Make agenda item for November meeting



Cllr RB reported continued problems with grass cutting carried out by SDC contractor and asked Cllr Parry to contact SDC.


Contact Jennifer Wharton for meeting with Cllrs



It was agreed that the PC should purchase 2 copies of the Core Strategy document at a cost of £25 per copy.  The cost to be taken from the training budget.  Prop Cllr DC 2nd Cllr EL carried

 Cllr Kendall update

WCC were required to make £67 million savings before 2020, mainly due to reduced government grants.  There was to be a consultation process and a budget calculator app on the WCC website.  He reported a site visit on the Newbold Road and confirmed that an external contractor had been appointed to carry out ditch clearance.

10.     Planning

10.1   Decisions

101.1 Approvals with conditions


G1 Lombardy poplar x 5 reduce height back to previous reduction points, remove deadwood and lift lower canopy to height of 2 metres above ground level by a mix of removal of small diameter stem growth and small laterals.

T 1 Ash shorten back crown by approx.2.5 metres where overhanging roof. Thin crown by 20% and remove deadwood.  Lift crown to 4 metres above ground level.


6 Charlecote Fields


Mr Shepherd



Erection of one dwelling with associated works


6 Kineton Road


Mr Page



Proposed two storey side and single storey rear extensions, alter and replace windows and elevational treatment


1 The Nurseries, Lowes Lane


Mr Rotchell



Demolition of existing gatehouse and erection of replacement gatehouse and associated road and landscape works


Wellesbourne Distribution Park


Mr McGuigan



Installation of new Multi-Use Games Area (MUGA) with associated lighting and fencing


Loxley Close





Demolition of existing garage, construction of a two storey side, single storey rear extension and porch.  All facades to be rendered.


1 Wellesbourne Farm


Mr Pearson


10.1.2   Refusals


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


10.2      Applications



Construction of replacement storage building (retrospective)


Golden Bamboo, 4 Newbold Road


Mr De Meng Clien

Planning officer

Richard Bergman


10th October 16

No objection

2.         Cllrs EL and DC declared a non-pecuniary interest as trustees of Chedham’s Yard as a neighbouring property.

Cllr RT also declared a non-pecuniary interest as a neighbour.


Construction of a single storey timber orangery to the side


Orchard House, Bridge Street


Mr Unsworth

Planning officer

Sian Gardner


10th October 16

No objection subject to the approval of the Conservation Officer



Upgrade of existing streetworks pole (12.5m) and associated cabinets


Orange site, land adjacent Fire Station


WHP Wilkinson Helsby

Planning officer

Sian Gardner



No objection



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


Fammington Court, Loxley Road


Mr Butler

Planning officer

Ed Pigott


13th October

The Council supported the application as it would cause very little change to the local environment and would support a local disabled person.

10.3     Neighbourhood Plan

10.3.1   Report John Hargis – noted

10.3.2   Draft letters of response to developers – for discussion

           Amendments were agreed to the proposed letters.


Send letters to identified developers with copies to SDC


Office/Cllr AP

10.3.3   Recommendation that the Council follows the advice of John Hargis, contained in the attached email, and writes to Matthew Neal as suggested. Prop Cllr AP 2nd Cllr FH – motion carried

10.4     Date of next Area Planning Meetings: 5th and 26th October 2016            – noted

11.     Finance Committee

11.1   Chairman’s report – noted

Cllr AS reminded Committee chairmen and organisations applying for a grant, to make their submissions before the end of the month.

11.2   Approval of amended Financial Regulations – one additional amendment was agreed

         Recommendation to adopt Financial Regulations as amended Prop Cllr AS 2nd Cllr BH – motion carried

         Cllr EL left the room

11.3   Approval of monthly accounts as per attached cheque list Prop Cllr AS 2nd Cllr BH – motion carried

         Cllr EL returned to the room

11.4   Approval of staff salaries – Prop Cllr AS 2nd Cllr BH – motion carried

11.5   Monthly management reports – noted

11.6   Government Consultation on proposed changes to precept

11.6.1          The 2017/18 Local Government Finance Settlement

                  WALC Precept Consultation


Respond in writing taking note of the Finance Committee Chairman’s advice



11.7   Date of next meeting – 8th November 2016 noted

12.     Amenities and Highways Committee

12.1   Chairman’s report – noted

         Cllr VB asked that there should be a larger sign on Walton Road indicating its unsuitability for HGVs and coaches

12.2   Correspondence

Fly tipping

Charlecote (Wellesbourne) Management Company

         It was agreed to raise this subject in the Wellesbourne and Walton News

12.2   Date of next meeting 11th October 2016 – noted           

13.     WSCC Committee

13.1   Chairman’s report – it was noted that the date for the building show round was 18th October and not 19th as shown. Cllr AP said the new company now had 8 directors including 3 Cllrs and there had been a number of applications for the position of manager

13.2   This item was deferred for confidential session

13.3   Date of next meeting – 15th November 2016 – noted

14.     Emergency Committee

14.1   Chairman’s report – noted

         A meeting was planned with Orbit Housing on 5th October.  The Emergency Plan would then be updated and only those pages that had changed would be reissued.

14.2   Date of next meeting – 25th April 2017 – noted

15.     Office & Staffing Committee – Cllr RB

15.1   Chairman’s report

15.2   Resolution: that the grant made annually hitherto to the Wellesbourne and Walton News be replaced by an annual budgeted amount in the Administration section of the Council’s budget Prop RB Sec AP – motion carried

15.3     Staff/Councillor relations

           This item was deferred for confidential session due to it being a staff matter

15.4     Date of next meeting – to be arranged

16.     Christmas Lights

16.1   Cllr EL said the lights had been ordered and there would now be lighting in the precinct and on the village hall due to a productive meeting with representatives of the Street Fayre, Council and Walton Estate

17.      Conservation Working Group

17.1     Chairman’s report – noted

18.      Lengthsman

18.1     Quarter 1 report – noted

19.      Chedham’s Yard

19.1     Cllr EL reported that 190 tickets had been issued for the recent Live and Local event and approx. 140 attended. CDs of the music were available to purchase. 

           Newsletter  – noted.

         Cllr RT left the meeting

20.     Centenary Christmas Tree Festival – Methodist Church

         This was agreed in principle provided the Clerk felt able to participate.

21      Wellesbourne and Walton News – Cllr AP

21.1   Proposed contents

         Chairman’s report – Cllr AP

         Fly tipping

         Police presence in the library

         Reminder for Remembrance Service

22.     Cllr and Clerk Exchange of Information

         Cllr AS congratulated the Clerk on the successful application for a public sewer in Wellesbourne

         Cllr AP said the vicar had agreed that a Christmas tree could be located at Walton church

23.     Items/reports for the next meeting by 18th October 2016 – noted

Table of monthly meeting dates – noted


Amenities and Highways

11th October

Extraordinary meeting  – Neighbourhood Plan

18th October



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 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.

15.3   A staffing matter was discussed.

Cllr AS took the chair

13.2   Consideration of the Lease from the Parish Council to the WSCC Company

         Amendments were suggested by Cllr AS


Send amendments to Council solicitor for comments




There being nothing further to discuss the meeting closed at 10pm


Chairman Cllr Mrs Prior


Signed …………………………….


Date ……………………………….