Annual meeting of The Council, 2/5/2017 – minutes


The minutes of the Annual Meeting of the Council meeting on Tuesday 2nd May 2017 at 7.30 pm at the  Methodist Hall in Bridge Street Wellesbourne

Present: Chairman: Cllr Mrs Bartlett, Mrs Bolton, Heaton, Kendall, Mrs Michael, Shepherd             Clerk: Mrs Scriven      Members of public: 8         District Cllr Mrs Parry         County Cllr Kendall

  1. Election of Chairman

Nominations Cllr Mrs Prior – no other nominations received.

Cllr Mrs Prior was nominated as Chairman Prop Cllr AS 2nd Cllr DK  carried


  1. Chairman’s Declaration of Acceptance of Office– signed and witnessed. 
  1. Election of Vice Chairman

Nominations Cllr Shepherd – no other nominations received

Cllr Shepherd was nominated as Vice Chairman Prop Cllr AP 2nd Cllr BH  carried

       4. Welcome and announcements 

  1. Apologies for Absence – Received for Cllr Thomas – accepted 
  1. Declarations of Interest – none
  1. Confirmation of the order of the agenda – items 25 & 26 removed as not required, item 11.1 should read “amended” working party structure. Remove authorization of the Annual Meeting minutes as previously approved in June 2016. 
  1. Identification of any items that might be resolved for confidential session – none 
9.  a) Approval of Standing Orders

b) Approval of Financial Regulations

Prop: Cllr As  2nd Cllr BH  carried

Prop: Cllr AS  2nd Cllr BH  carried

    10.  Committees 2017/18


Recommendation to replace the current committee structure with the following:

Office & Staffing committee

Finance committee

Community facilities committee

Highways/Environment/Emergency committee

Prop Cllr AP  2nd Cllr AS   carried

10.2    a) Consideration of committee membership

  1. b) Consideration of committee Chairman

The Council agreed the membership and Chairman for the new committee structure

  1. Working Parties

11.1    Recommendation to approve the amended Working Party structure

11.2    a) Consideration of Councillor representatives on working party

The Council approved the new structure and agreed the working party representatives.           

  1. Nominations for representation to other Bodies 2017/18

12.1    Consideration of Council representatives to other Bodies

The Council agreed the representatives to other bodies.

  1. Review of Policies


Recommendation to re-adopted Council Policies Prop: Cllr RB  2nd Cllr CM carried
  1. Signatories for finance


Recommendation to approve delegated signatories Cllrs Prior, Bolton, Heaton, Shepherd agreed
  1. Calendar of Meetings

15.1    May – April 2017/18.

Action: New calendar to be scheduled By: Office
  1. Confirmation of the minutes of the Council Meetings:

7th March – A Councillor requested amendment to the minutes as follows:

Cllr VB raised a point of order asking who gave authority for her name and a libel to be published in the minutes. Cllr AP said to fulfil the legislation, the Parish Council are not permitted in law to write confidential minutes which are not released to the public. Cllr VB said she had sought advice from the Monitoring Officer on this matter and that his views were contrary to those of the Clerk and Cllr Prior. He had suggested obtaining legal advice – Accepted with agreed amendment.

4th April – Cllr Parry asked her title to be changed from County to District Cllr – Accepted with agreed amendment.

11th April – Agreed

26th April 2017 – Agreed

  1. Matters arising (not included in the agenda)

17.1    Report on meeting with the Education Department – There was a meeting between Parish Councillors, Officers from the County Education Department, the Head Teacher and Chairman of the school Governors to raise their concern about the formula used by the Education Department to predict the number of school places required each year. There was a considerable discrepancy in the number of places available and the high level of housing development in the parish and the Education Department were asked to reconsider their formulas. The Council had previously understood that Sec 106 money from other developments could be used in another area but were informed that this was not the case. Section 106 could only be used in the area affected by the development. Any future development of the village school would be funded from Base Funding. The Council representatives confirmed that there was no anticipated Sec 106 for education in Wellesbourne until after 2030. The Education Department explained the formula used depended on classification being rural or urban, the number of births in a year and projections by WCC as to how quickly the houses would be occupied.  The school representatives were made aware that there would be provision of a kitchen/servery and meeting space provided for the school but had not been aware of this prior to the meeting. The Head Teacher asked if the Education Department would also consider provision of more toilet facilities and provide a copy of the plans for the kitchen. Nursery provision was also discussed and a meeting will be held at the school to explore further provision.

Action: Ask the school how they would like to proceed By: Cllr AP

17.2  Arrangements for notice board management –Terms of use of the notice boards were considered and agreed by the Council. Concerns were raised relating to the defunct play area on Frost Road and its current state of untidiness and its use as a dog toilet.

Action: Contact Greenbelt asking them to maintain the site By Office
  1. Open Session for members of the public to raise any matters of relevance to the Parish

Mrs Dane, Newbold Road, asked if any further information had been received about the cycling tour.

Miss McDonaugh, Mountford Close said the report in the last edition of W&WNews indicated that the problems with traffic in the

Close was only at school drop off and collection times which she refuted and asked which higher authority such as the Police or

County Council she had to write to in order to raise her concerns.

Cllr AP said the Parish Council had done all that could be done and individual issues could be addressed with WCC or the Police.

Mrs Cook, Church Street, expressed disappointment in the overgrown village planters which had previously been planted by WIB.

  1. County Council matters

District Council matters Cllr Mrs Parry – report noted.

Cllr Parry had advised Chris Saint at SDC of the current shortage in affordable housing and high demand and he agreed to review the situation in Wellesbourne with the possibility of a change in tenure, extending beyond the Ettington Park development.

Cllr Kendall – no update

  1. Planning                                                                                                                                                 20.1                Decisions                                                                                                                              20.1.1                Approvals with conditions                                                                                                                                                                                       
17/00369/FUL Single storey side / rear extension
At 22 Chapel Street For Mr Reading
Planning officer Date

Granted with conditions

20.1.2     Refusals

20.2        Applications withdrawn

20.3        Applications


17/00982/FUL Replace existing open ranch fencing to the left side of the property (as viewed from Stratford Road – photo2) with 6 foot close board fencing, to exactly match the existing closed board fencing in place nearer to the house (photo1) There is no change in the location or position of the fence. The open ranch fencing directly in front of the house which runs alongside the public footpath will remain unchanged.
At Ninevah Cottage, 4 Stratford Road, Wellesbourne For Mr Paul Gaskell
Case Officer Lindsey Young By 15th May 2017

The Council made no objection to this application.

An enquiry had been made into whether the Whiteroom sign on Kineton Road had planning permission, and was being

investigated by SDC Planning Enforcement. No outcome had been received to date.

20.4     Neighbourhood Plan – The Environmental Survey had been completed and once it had been received and checked at a

Meeting of the NHD Plan group it would be passed to WWPC for final approval.

20.4.1 Report John Hargis – noted

20.5     Date of next Area Planning Meetings: 23rd May 2017

  1. Finance Committee – Cllr AS

21.1    Chairman’s report


Approval of monthly accounts as per attached cheque list Prop Cllr AS  2nd Cllr CM  carried

It was noted that the office would be Council Tax exempt in the financial year 2017/18 as it qualified for 100% tax relief.


Approval of staff salaries Prop Cllr DK  2nd Cllr CM  carried

21.3    Recommendation to adopt the amended Asset Register including the written down values – postponed to next meeting

21.4    End of year SAGE accounting report – work on the Year End accounts was still in progress.

21.5    Date of next meeting 23rd May 2017

  1. Amenities and Highways Committee

22.1    item 16 Parking update should specify Warwick Road.  Item 18.2 Cllr RB was looking into installation of map boards

Item 11.1 Source of grey water found, WCC served notice on the person.

Confirmation of the minutes of 11th April 2017 Prop Cllr RB 2nd Cllr BH accepted with amendment

Query was raised about the validity of the notice served due to an email to a resident which potentially dismissed this action.

The Council felt unused bus stops could be removed to avoid excessive street furniture if unnecessarily left unused.

  1. WSCC Committee – Cllr AP

23.1    Chairman’s report – noted. The MUGA (Multi Use Games Area) was on target for an early finish.

Cllr RB said the opening of the Wellesbourne Sports and Community Centre had been a considerable achievement, a journey that Cllr Grantham had first embarked on in 1977. 

  1. Office & Staffing Committee – Cllr RB

24.1     Chairman’s update – Concern had been raised that not all Councillors could be heard properly when speaking at Full Council meetings.

Action: Investigate amplification options – June Agenda item By: Office

24.2        Date of next meeting 26th June 2017 

  1. WWPC Website – removed from agenda
  2. Index 2016 – removed from agenda
  1. Lengthsman – Clerk

27.1     The Lengthsman continued to provide general maintenance services to the four member Councils, work such as hedge cutting, sign cleaning, path clearance, fence maintenance and painting items.

  1. Wellesbourne and Walton News – Cllr AP

Proposed contents –

Chairman’s report – Cllr AP

New Council and Vacancies

New committee structure

  1. Cllr and Clerk Exchange of Information

The anti fouling dog campaign was underway, posters to be distributed around the parish. Oscars meetings would take place the 1st and 3rd Wednesday of the month, tomorrow’s meeting covering information on wellbeing for carers and over 60s.

The Z bend signs at Walton had been obscured by vegetation again and the replacement bin at the ford had not been installed. 

  1. Items/reports for the next meeting by 25th May 2017 

             Table of monthly meeting dates

Full Council 6th June 2017
Highways/Environment/Emergency committee 13th June 2017
Finance 23rd May 2017
Community Facilities committee 16th May 2017
Office & Staffing committee 26th June

There being no further business to discuss, the meeting closed at 9.25pm

Chairman….Cllr Prior….   Signed……………………….            Date………………..    Completed 11th May 2017