Full Council meeting, 6/12/2016 – Minutes


Minutes of a meeting of the Council which took place on Tuesday 6th December 2016 at 7.30 pm at the Methodist Hall in Bridge Street, Wellesbourne

Present Cllr Mrs Prior, Chairman; Councillors Mrs Bartlett, Cllr Mrs Bolton, Close, Heaton, Mrs Hurdman, Kendal, Lawley, and Mrs Michael Clerk Ms Hollinrake. County/District Cllrs: Cllr Parry. Guest: Catherine Morgan, Safer Neighbourhood Team. Members of public 12. 

  1. Welcome 
  1. Approval of Apologies for Absence – Cllr Shepherd; Cllr Thomas.
  1. Declarations of Interest

         Cllr EL non pecuniary interest in matters pertaining to Chedham’s Yard as a trustee.

Cllr AP non pecuniary interest in matters pertaining to WSCC as a director of WSCC.

Cllr DK non pecuniary interest in matters pertaining to WSCC as a director of WSCC.

Cllr CM non pecuniary interest in matters pertaining to WSCC as a director of WSCC.

  1. Confirmation of the order of the agenda – confirmed. Item 13.3 was withdrawn, on the Clerk’s advice.
  1. Identification of any items that might be resolved for confidential session – none.
  1. Confirmation of the minutes of Council Meetings. The minutes of 1 November and 15th November were agreed with minor amendments and signed as an accurate record. Minutes of the Extra Ordinary meeting on 18th October would be brought to the January meeting to confirm the numbering. 
  1. Matters arising (not included in the agenda)

7.1     Cllr AP confirmed that a useful meeting had been held with youth services. A report would be made to the January     Council meeting about provision for young people, including the views of providers and consideration of the youth centre, which may or may not have problems with asbestos. Cllr DK confirmed Cllr AP’s advice that minors could not use the WSCC without supervision, for safeguarding reasons.

7.2     Cllr AP noted Inspector Brealey’s response to her letter regarding lack of communication about the police signposting / information service being introduced at the library. She stated her disappointment that neither Chief Constable Jelley nor Mr Seccombe, Police and Crime Commissioner, had responded, as the issue was not with the local Safer Neighbourhood Team.

7.3       Cllr AP advised that she and the Clerk had had a helpful information sharing meeting with Amanda Wilson Patterson, a further meeting was scheduled for January 2017.

7.3.1 The Clerk suggested that, arising from the meeting with Ms Wilson Patterson, it would be useful to include on the Council’s website a page with links to the various grants that are available to community groups. Once set up, it would need to be kept current. This was agreed in principle.

7.4 The Clerk confirmed that Grant Thornton, auditors, had explained that the rise in fee this year was due to the increase in monies going through the Council’s accounts, which meant the Council fell into a higher band on their charging scale. That being so, the Council had settled the invoice.

7.5 The Clerk confirmed that SDC provided a hard copy of all new planning applications but not of re-submissions. SDC agreed to provide, when requested by the Council in case of a complex or large development, a hard copy of all subsequent applications/amendments.

7.6 Cllr AP reported that issues with Walton Estate regarding liability for the Christmas lights had been resolved.

7.7 The meeting agreed to prioritise re-painting the youth shelter as a task for the JLR volunteers. Additional possibilities would be discussed at the next Amenities and Highways Committee

Action: Liaise with JLR volunteers regarding repainting youth shelter

Action: Raise at December Amenities Highways Committee


Cllr DC

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

Wendy Bryan, Newbold Road, raised concerns about plans to move residents at Lawrence Mackie House upstairs in case of flooding. She did not consider this to be an appropriate strategy and stated that neither Orbit Housing nor the Council appreciated the seriousness of the flood risk in the Newbold Road area. Cllr EL confirmed that he and the Clerk had met with Orbit about emergency plans, including responding to a potential flood, and that moving people upstairs in Lawrence Mackie House was the preferred course of action to gain time and minimise disruption. Only if absolutely necessary would evacuation take place. Cllr AP confirmed that Orbit had legal responsibility for residents’ welfare, in such circumstances. Cllr EL confirmed Orbit now had a new emergency contact number and improved response arrangements.

Lionel Davis, Oxford Way, raised concerns about the impact of new housing on the availability of primary school places. He stated vacancies had fallen from 120 in 2014 to 55 in 2016. He suggested that the four new housing developments already approved would generate need for 128 additional primary school places, and was concerned that Section 106 funds had not been allocated to increasing school place capacity. Mr Davis asked what action the Council was taking to address congestion around Mountford Close, especially at peak times, causing disruption to residents and posing a risk to children’s safety, a situation only exacerbated with more children at the school.

Mr Davis asked what options and proposals the Council had for the leasehold sites in Dog Close, Mountford Close and the Village Hall area, once the leases were assigned; and for the associated £225,000 due under the Deed of Covernant.

Mike Podbury, Kineton Road, voiced concern about the possibility of repeat voting in the current Public Works Loan / MUGA consultation and noted that the Wellesbourne and Walton News reply slip did not ask for name and address.

Cllr AP welcomed Catherine Morgan, from the Safer Neighbourhood Team. In her presentation she highlighted the different ways of contacting the police. This included explanation of the central logging system for all calls, whether 999 or 101 and a ‘walk-through’ of the police website to demonstrate the on line reporting system – a work in progress. She also raised the twitter account (wellesbourncops) as another means of contact. Cllr AP thanked Ms Morgan for her presentation.

  1. County Council matters /District Council matters

Cllr DK informed the meeting that Wellesbourne Wanderers, a parenting project and St Peter’s Youth had received £1,000 respectively from the County Councillor’s grant fund.

Cllr DK provided an update on the airfield, confirming SDC was absolutely committed, in line with the Core Strategy, to maintaining and enhancing current flying services and prohibiting all housing. Cllr Parry affirmed this position.

Cllr Parry – the meeting noted her report. She stated that she had complained to the Leader and Chief Executive of Warwickshire County Council, (WCC), about lack of officer representation, especially from education and highways, at Community Forum meetings. She reported that she had reinforced concerns about pressure on primary and secondary school places; and the damaging impact of heavy goods vehicles. Cllr Parry advised that a Transport Strategy consultation was opening in January 2017. Cllr AP stated that she shared the frustration about lack of office engagement in Community Forums, a view relayed in the recent consultation on the future of Community Forums. (Cllr Parry left the meeting)

  1. Planning

Approvals, Refusals, Applications

10.1   Decisions

101.1 Approvals with conditions

16/02822/FUL Construction of a single storey timber orangery to the side
At Orchard House, 8 Bridge Street For Mr Unsworth



16/02564/FUL Erection of agricultural grain store
At Little Hill Farm, Wellesbourne Bypass For Mr Hutsby



16/03105/FUL Rear single storey extension
At 40 Hammond Green For Mr Spooner



16/03056/FUL Proposed erection of two storey side extension and extension of parking area to front of property (part retrospective)
At 10 Lancaster Close For Mr Brain



16/02473/REM Reserved matters application relating to appearance, landscaping and scale pursuant to outline planning permission ref 15/00595/OUT for a new medical centre car parking, landscaping and associated infrastructure (layout and access approved previously).
At Land off Dog Close, Bridge Street For Hastings House Medical Centre



16/02698/FUL Construction of replacement storage building (retrospective)
At Golden Bamboo For Mr De Meng Clien



16/01684/FUL Demolition of existing barn, erection of dwelling for use by disabled person and associated works (amended red line)
At Farrington Court, Loxley lane For Mr Butler



16/03340/TREE Tree works
At St Peter’s Church For Mr Dane



10.1.2   Refusals

16/01266/OUT Outline application (with all matters reserved except for means of access) for residential development of up to 86 dwellings of which 35% would be affordable dwellings
At Land south of Wellesbourne allotments and east of properties 33-73 Kineton Road For Braemar Ltd


10.2      Applications


16/03599/ Erection of single storey detached timber garage
At Leawood, 22 Kineton Road For Mr Woollard
Planning officer Amy Flute Date 8th December 16

The Council supported the application.


16/03500/FUL Demolition of existing medical centre and construction of 4 x 4 bed dwellings with associated access and parking
At Hastings House Medical Centre, Kineton Road For Mr O’ Flanagan
Planning officer Alison Willers Date 12th December 16

The Council could not see any significant change to the application and opposed it on the same grounds as before. The Council considered that the plans for parking were haphazard; that the site, with four houses, would be over-developed; and that the hard and soft landscaping were insufficient.

10.3 Neighbourhood Plan

10.3.1 John Hargis – report noted. He stated that agreement had not yet been reached with SDC on the potential extent of housing to the north of the village. The intention was to engage a consultant to undertake flood mapping work in this area, the timing and funding of which would need to be agreed by the Council. The Screening Report, to be carried out by a consultant, could not be completed until agreement had been reached with SDC on this issue.

10.3.2 Consultation Statement – draft provided to Council. Cllr

10.3.3 Basic Conditions Report – draft provided to Council. DC thanked Mr Hargis for his hard work. He queried why names of individuals had been redacted. As this related to public servants, it was agreed the redaction would be removed.

Action: any further comments to Clerk or Mr Hargis within one month By: All
Action: Remove redaction; present list of amendments to January Council meeting Mr Hargis

Cllr AP expressed her appreciation to Mr Hargis, on behalf of the Council.

10.4 Stratford-on-Avon Community Infrastructure Levy (CIL) Consultation – Cllr AP proposed that the Council made no comment as the changes had no real implications for the parish. This was agreed.

10.5 Correspondence. Cllr AP invited comment on the three documents provided by Mr Davis, about pressure on school places and Section 106 funds and his concerns about congestion in the vicinity of the school. Cllr VB thanked Mr Davis for providing useful data about school places. Cllr DC thanked Mr Davis for highlighting these issues and suggested the Council write to WCC in support of the concerns about school places and to ask about plans for addressing the issue. As regards the leases, Cllr AP advised that only when the reserved matters in the planning application had been resolved with SDC, enabling the contract to be agreed between Persimmon and the Walton Estate, could the leases be agreed and the monies released. The timeframe was not within the control of the Parish Council. The Amenities and Highways Committee had undertaken preliminary discussions but the Council was not yet in a position to make proposals for consultation.

Action: Write to WCC (Education), with a copy to SDC, to raise the matter of primary school provision and ascertain what plans were in place to address the potential shortfall in places. By: Clerk


  1. Finance Committee

11.1   Chairman’s report noted. In response to Cllr RB’s question, Cllr AP clarified that the decision to seek an alternative internal auditor was based on best practice advice, to maintain independence and rigour in the audit process.

11.1.1 Public Works Loan Board application. Cllr AP confirmed that a number of residents had responded. Only one ‘vote’ per device and only original reply slips and forms were accepted to minimise the risk of repeat voting although Cllr AP agreed this could not be entirely eliminated. However, the approach taken aimed to ensure all residents had an opportunity to express their view and was fairer than a meeting with a show of hands. Cllr AP reminded all that the consultation would close at noon on 19th December.

11.2 Approval of monthly accounts as per attached cheque list. Cllr VB queried the cost of the office rent. Cllr AP explained that the office was on a long lease, he terms of which would require the Council to sublet if it wished to move to cheaper premises. The matter could be revisited, once the Council had the leases from Walton Estate.

Approval of monthly accounts as per attached checklist   Prop Cllr EL 2nd Cllr DK. Carried 

11.3 Staff salaries

Approval of staff salaries Prop Cllr DK 2nd Cllr EL. Carried


11.4   Date of next meeting – 19th December 2016.

  1. Amenities and Highways Committee – Cllr DC

12.1   Chairman’s report noted. Cllr EL reported that he had assisted the Pay Back Team in locating and removing graffiti. Cllr RB noted that diversion signs on the A46 needed to be taken down; and that SDC needed to remove the Biffa bins from the footways and put them back in the right place.

Action; Ask Highways to remove diversion road sign on southbound A46 By :Office
Action: Ask SDC to place emptied Biffa bins back in the right location By: Office

12.2 Cllr DC reported that a site meeting would be held to look at providing a bench by the bus stop on Chestnut Square, on the Stag side of the road. Cllr DK confirmed that the Nineveh bench had been provided via a WCC grant.

12.3 Date of next meeting – 13th December 2016. 

  1. WSCC Committee – Cllr AP

13.1 Chairman’s report noted. Cllr AP stated that the Charities Commission was minded to grant WSCC charitable status, subject to revision of its aims and agreement by Companies House. She confirmed that planning permission would be required for the illuminated WSCC sign, (illustration provided), thus the matter would come back to Council under usual planning procedures. She reminded all of the Preview Day at WSCC on 10th December, and confirmed that the centre would open on 3rd January, with an ‘official’ opening thereafter. She outlined the current tasks of the manager, and confirmed that a second member of staff had been appointed. An advert was in progress to recruit casual staff to the 13.5 hours per week requiring cover. She invited councillors to a Christmas drink at the WSCC on 20th December.

13.2 The draft lease was agreed, subject to one amendment, removal of the word ‘landlord’s’ on page 19, number 31. 2


Resolution: to agree the lease, (subject to removal of ‘landlord’s’ at point 31.2), relating to Wellesbourne Sports and Community Centre between Wellesbourne and Walton Parish Council and WSCC Prop DC 2nd Cllr RB



Recommendation: to authorise execution of the lease in accordance with Wellesbourne and Walton Parish Council’s Standing Orders Prop DC 2nd Cllr RB



13.3 WSCC Committee – removed from the agenda.

13.4   Date of next meeting – 24th January 2017.

  1. Emergency Committee – Cllr EL

14.1   Chairman’s report noted. Cllr EL reported that he had met with Orbit several times, the organisation now had revised emergency plans in place. The ditch on the side of Newbold Road had been cleared. The Council’s Emergency Plan was being updated, amendments would be brought to the January 2017 Council meeting. Cllr EL updated the meeting on the Conservation Working Group. He reported that a final document would be ready in early 2017, for the Council then to progress with SDC.

14.2   Date of next meeting – 25th April 2017.

  1. Office & Staffing Committee – Cllr RB

15.1   Cllr RB reported that Ms Lipman had resigned and would be leaving the Council in February 2017. She expressed her appreciation, on behalf of the Council, for her tremendous contribution over the last fourteen years. She stated that Mrs Scriven had returned to work on a phased basis, returning full time on 19th December. Cllr EL thanked Ms Hollinrake for stepping in to cover the Clerk’s role.

15.2 Date of next meeting – 12th December 2016.

  1. Charlecote Park tickets. Cllr VB reported that she, Cllr FH and the Clerk had met with Charlecote Park staff to discuss the concessionary pass arrangement. She stated that 1,200 passes had been given out, and it was with regret that a much valued scheme would be coming to an end in February 2017. She confirmed that Charlecote were not able to offer any form of concessionary ticket scheme for local residents but instead offered National Trust membership at a discount for new members, in line with their usual business practices.
  1. WALC

17.1 Cllr AP requested a hard copy of the Annual Report.

17.2 WALC training survey – general priorities were good governance and more in depth planning training. Cllr AP invited councillors to respond directly, with their own training needs; and stated that it would be helpful for SDC to allow councillors to fill empty spaces on relevant planning training courses.

Action : Obtain paper copy of Annual Report By: Clerk
Action: Complete survey on Council’s behalf, prioritising good governance and planning By Clerk
Action : Contact Mr Weeks, Head of Housing and Planning at SDC to request councillors have access to relevant planning officer training, in case of empty places By: Clerk
Action: Identify training needs and complete survey, as needed By: Councillors 
  1. Community Forum

18.1 Cllr AP reported on the 1st December forum, noting that local policing priorities were stated as use of mobile phones whilst driving and dangerous parking by the Mercedes garage. She queried the usefulness of the meetings, in their current form.

  1. Wellesbourne and Walton News

19.1 Cllr AP would report on the Christmas lights.

19.2 Cllr AP would report on policing priorities; and provide an update on WSCC progress.

Action: Articles on policing priorities; Christmas lighting; and WSCC update By: Cllr AP


20 Cllr and Clerk Exchange of Information

Cllr EL reminded all of the Christmas celebration at Chedham’s Yard, planned for 10th December.

Cllr RB requested a business sign and A board on Newbold Road be brought again to the attention of SDC’s Enforcement Officer.

The Clerk raised the CPRE’s invite to councillors to the Christmas social event at the Roebuck Inn, Warwick, on 15th December at 7.45pm. Cllr DC expressed his appreciation of the CPRE’s work.

Action: Contact SDC regarding business sign and A board By: Office

Cllr DC observed that he had not agreed to contact Birmingham Airport to investigate a possible increase in the volume of commercial planes, flying at low altitude but felt the office should do so

Action: Contact Birmingham Airport regarding a possible increase in commercial aircraft, flying at low altitude By: Office

The Clerk stated Mr Hudson, Wellesbourne Methodist Church Centre, had written to thank the Council for the Christmas lights attached to the church and hall. These were felt to be an improvement on last year and had attracted many complimentary comments.

  1. Items/reports for the next meeting by 19th December. Cllr AP advised that the Council meeting for January would be held on 10th January at WSCC.


22     Table of monthly meeting dates


Office and Staffing 12th December
Amenities and Highways 13th December
Finance 19th December

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

Chairman   Cllr Prior

Signed …………………………

Date ……………………………