Extra-Ordinary Full Council meeting, 20/9/2016 – Minutes


Minutes of an Extra-ordinary meeting of the Council on Tuesday 20th September 2016 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior. Councillors: Mrs Bartlett, Mrs Bolton, Close, Mrs Hurdman, Kendall, Lawley, Shepherd. Guests Mrs Clatworthy, Mr Hargis, Neighbourhood Plan

Clerk: Ms Hollinrake, Administrative Assistant, Ms Lipman Members of public: 3

  1. Welcome 
  1. Apologies for Absence – Cllrs Heaton, Mrs Michael, Thomas
  1. Confirmation of the order of the Agenda – agreed to take items 9.1 and 9.3 together, after 9.2
  1. Identification of any items that might be resolved for confidential session – none
  1. Declarations of Interest

Cllr Lawley, non pecuniary interest in matters pertaining to Chedham’s Yard as a Trustee; and non pecuniary interest in matters appertaining to Neighbourhood Watch

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

Cllrs Mrs Prior, non pecuniary interest as a director of WSCC

Cllr Kendall, non pecuniary interest as a director of WSCC 

  1. Open Session for members of public to raise any matters of relevance to the Parish – none
  1. Urgent Planning – Cllr AP


16/02561/FUL Proposed erection of single storey front and rear extensions
At 16, Ettington Close For Mrs Tonge
Case officer Lindsey Young Date 20th September 16

The Council had no objection to the application.

7.2 16/02012/FUL Newlands Caravan Site, Loxley – change of use from agricultural to storage. Cllr VB agreed to attend the Area Planning Committee meeting on 5th October 16

Payment of outstanding invoices as per attached cheque list Prop: Cllr Kendall, 2nd Cllr Mrs Bolton Carried

9.2 Consideration and response to the contributions from the developers; and 9.3 Consideration of comments from SDC

Cllr AS suggested a graduated response to feedback, with a detailed reply to SDC, to demonstrate their comments had been carefully considered. The meeting agreed a more concise approach to the developers, thanking them for their contribution, addressing their issues and summarising the Committee’s conclusions. Mr Hargis confirmed he had an audit trail of all comments received and responses made, to ensure transparency and evidence of due process. Once a submission version was agreed, anonymised comments could be summarised and made available on the website. He considered it unlikely that SDC would take issue with the Council in relation to comments made by the developers, their main concern at this stage would be to ensure a sound consultation process underpinned the Neighbourhood Plan.

Cllr EL thanked Mr Hargis for his excellent work.

Cllr EL noted that one developer had indicated that risk of flooding was not an issue in the south of the village, a view he did not share. It was noted that the Environment Agency, Historic England, the Environment Agency and WCC Flood Risk and Water Management were satisfied.

Action: Send an email to all Committee members highlighting the key points made by each developer By Cllr AP
Action: Draft a concise letter to developers in response to their respective comments By: Cllr AP and Clerk
Action: Circulate draft letter to developers to all Committee members and consider at the Council meeting on 4th October, before being sent By: Cllr AP and Clerk
Action: Draft letter to SDC to respond to the comments SDC made, referring to the comments from developers; enclose copies of the letters to developers. BY Cllr AP and Clerk

9.1 Consideration and comment on the draft Neighbourhood Plan

The meeting noted that further revisions to the Plan had been made, to take account of comments received, including a written submission from Cllr CM. The draft Plan was considered page by page. No substantive revision was needed; minor matters for amendment or presentational improvement were identified. Cllr AP advised that the next meeting of the Neighbourhood Plan Group would be on Monday 26th September.

Action: Amend current version of Neighbourhood Plan to reflect Committee’s comments and circulate to Councillors By:   Mr Hargis and Office – by Monday 3rd October 16
Action: Extra-ordinary Committee on 18th October 16 to sign off the Neighbourhood Plan By: Cllr AP and Clerk
  1. Date of next meeting 18th October 2016

There being no further business to discuss, the meeting closed at 10.10pm


Chairman….Cllr Mrs Prior ……..  Signed…………………………….    Date…………………….. (Completed 27.9.16)