Emergency Committee meeting, 14/3/2017 – Minutes

Minutes of the Emergency Committee of the Council which took place on Tuesday 14th March at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne 

Present: Chairman Cllr Lawley, Cllrs Mrs Bolton, Mrs Hurdman, Mrs Prior

Minutes taken by Admin Assistant Mrs Skinner,  Members of the public 4

  1. Welcome 
  1. Approval of Apologies for Absence – given and accepted from Cllr Mrs Bartlett 
  1. Confirmation of the order of the Agenda – agreed 
  1. Identification of any items that might be resolved for confidential session – none
  1. Declarations of Interest none
  1. Open Session for members of the public to raise any matters of relevance to the Parish

Cllr Lawley invited members of the public to join in with discussion through the meeting.

Matters Arising (not included in the agenda)

Cllr EL provided an update on Orbit’s flood plan. He noted that he had Orbit’s contact details and that a previous problem about contact had been resolved. Orbit has offered to do a trial run, not yet taken up due to staff absences. In case of possible, flooding Orbit’s plan was to move residents upstairs, evacuating thereafter if necessary.

Mr Roger Wright of Ettington Close stated that after the 2008 flood, South Warwickshire Housing Association (SWHA) had an evacuation plan which included the Fire Service.

Action Ascertain Coventry, Solihull and Warwickshire Resilience Team’s flood response responsibilities and if this includes the Fire Service. By: Cllr EL

Confirmation of the minutes – 20th September 2016 – confirmed as a true record and signed by the Chairman 

  1. Newbold Brook

8.1      Mr Wright, Mr Mark Banning and Cllr Heaton had ‘walked’ the brook, although no written report was produced. A discussion at the office following the walk identified various actions including the office to provide Mr Banning with details of the riparian landowners and to forward a copy of a map supplied by Mr Wright. Mr Tony Stevenson, Newbold Road, expressed concern he had not been invited and stated that the brook had not been cleared.

The meeting noted that some vegetation had been cut in the ditch alongside the Newbold Road but the pipe work under the gateways had not been installed. [See also the post meeting report]

Responsibility for maintenance of the ditch was uncertain.

Cllr EL noted that progress had been slower than anticipated and a letter would be sent to WCC.

Action Inform Mr Banning of riparian landowners By: Office
Action Discuss with landowners By: Mr Banning
Action Clarify action taken by WCC, and ongoing responsibilities for the ditch By: Cllr EL

River Levels

Cllr EL stated that the river levels vary tremendously over a short period of time. The Environment Agency website https://flood-warning-information.service.gov.uk/station/2029 shows the levels; flooding is a risk even at relatively low levels.

[Click the link for an illustration showing this ] Flood Risk Monitoring Feb 17

  1. Cameras and Environment Agency data

Cllr EL asked that all members of the committee should monitor the river level via https://www.vision-link.co.uk/community cameras.  Select West Midlands area from the map and then Bridge Street. Danger point is reached when the level is at the top of the underside of the arch.  [Click the link for an illustration showing this]  River Levels

  1. Flood forum and Newsletters

Cllr EL reported his resignation from the Parish Council, effective from the end of April 2017. The future of flood forums is uncertain; there isn’t one planned for this year.

Action Ascertain future plans for flood forums. By: Office

     12. Emergency boxes

12.1     Storage locations

The two emergency boxes have been restocked by Cllr EL and the Clerk. One is stored in the Council office, the other in Cllr EL’s garage. It was proposed that the latter should be housed at WSCC building but must be accessible 24/7. Cllr EL reported that the Emergency Plan was up to date; the Clerk has updates for plan in the WWPC office box. The box contents will need reviewing at the end of the year and items replacing / renewing as necessary.

Action Request emergency box to be stored at WSCC and 24/7 accessibility to be confirmed By: Cllr AP
Action Review content of boxes annually By: WWPC

     13. Committee or Working Party

The meeting discussed whether the group would remain a committee or become a working party. No conclusion was reached.

Action Discuss at May WWPC meeting if Emergency Committee should remain or become a working party By: All

     14. Exchange of information

Cllr RB gave warm thanks to Cllr EL for his excellent work on emergency planning.

Cllr EL recommended the Citizen Aid leaflet, priced at £2 each, be made available to all councillors and one placed in each emergency box.

Action Buy 20 copies of the Citizen Aid leaflet to distribute to councillors and add to emergency boxes By: Office
Action Publicise Citizen Aid leaflet in Wellesbourne & Walton News By: Cllr AP

Cllr EL gave his thanks to everyone for attending and wished the committee well for the future.

  1. Date of next meeting 12th September 2017 – noted           

There being no further business to discuss the meeting closed at 8.11pm

Chairman Cllr Lawley



Completed 20th March 2017 KMS