Full Council meeting, 4/4/2017 – minutes

The minutes of the Council meeting on Tuesday 4th April 2017 at 7.30 pm at the Methodist Hall, Bridge Street Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bolton, Close, Heaton, Mrs Hurdman, Lawley, Mrs Michael, Shepherd
Clerk: Mrs Scriven Members of public: 10 District Cllr Mrs Parry

1. Welcome and announcements

2. Apologies of Absence – Cllrs: Mrs Bartlett, Kendall, Thomas

3. Declarations of Interest
Cllr Close declared a non pecuniary interest in matters pertaining to Chedham’s Yard as a Trustee, a non pecuniary interest in matters pertaining to St Peter’s Church as an active member
Cllr Lawley declared a non pecuniary interest in matters pertaining to Chedham’s Yard as a Trustee and a non pecuniary interest in matters pertaining to Neighbourhood Watch as Treasurer
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to WSCC as a Director of the company
Cllr Mrs Michael declared a non pecuniary interest in matters pertaining to WSCC as a Director of the company

4. Confirmation of the order of the agenda – agreed

5. Identification of any items that might be resolved for confidential session – none

6. Confirmation of the minutes of the Council Meetings
7th March
Amendments made Item 12.1 Amenities & Highways – “clearance of the coppice in front of Mountford sports field would not
now happen at the earliest until the autumn if able to get someone to do the work”. Item 10.3.3 Objection to the school house as
windows out of keeping with the windows existing in the house. Item 22 should say the resignation letters were post dated to the
end of May.
Cllr Mrs Bartlett unable to attend the meeting sent by email queries relating to the minutes, discussed by the Council. It was
agreed the recording of the Conservation document made clear no Councillor would receive the document until the final draft and
therefore was an accurate record but the Council agreed to defer the confirmation of these minutes until the May meeting of Full
Council in relation to the other queries raised by Cllr Bartlett.
14th March Item 8.1 should say “bridge across the river Avon and meeting dates give the wrong month – agreed with amendment
28th March 2017 – “Johnnie Johnson” misspelt, Item 9 Cllr FH should read “pleased to see” not advised and “disappointed” no
sign on the approach to Sainsbury’s. Lowes Lane item should read request a “separate name” not two separate names. Cllr DC
asked the trees supplied were “9ft” tall not 6ft – agreed with amendment.

7. Matters arising (not included in the agenda)
7.1 Youth hut asbestos assessment update – Asbestos assessment awaited arrangement
7. 2. Tour of Walton Estate – Cllr AP said Mr Faulkner was now arranging this with the Estate

8. Open Session for members of the public to raise any matters of relevance to the Parish
Mr Davies, Gloster Gardens said his name was spelt with an “e” whilst Mr Davis was without.
Mrs Dane, Newbold Road, said that Redhill Nursery properties had been using “Lowes Lane” as their delivery address for years
Mr Rose, Grange Gardens advised of a drop-in session “Have Your Say” being held at Hastings House Medical Centre on Friday 7th April. He spoke about Healthwatch which concerned itself with social and welfare matters in South Warwickshire attempting to bridge the gap in arrangements between hospital and home. He also advised of a survey of GP practices requesting public opinion of the services to be offered at the new medical centre. The consultation was available on website https://bit.ly/2meDnsy paper copies would also be available from Hastings House. He urged Councillors and members of public to have their say.
Mr Davis, Oxford Way, said he had received the Council Tax demand and requested that the Parish Council give a detailed breakdown of the Parish Council increase in the Wellesbourne & Walton news. He asked for an update on the position of the leases for the Newbold Road and Village Hall site and asked for an update on the discussion since those in December as to possible use of the land. Cllr AP confirmed the lease documents were now with both parties’ solicitors and no further discussions had taken place since December.
Mrs Cook, Church Street asked when the railings on Bridge Street opposite the Post Office would be fixed. Cllr AP said they were on the County Council work schedule over which WWPC had no authority.

9. County Council matters /District Council matters
Cllr Mrs Parry update – the Strategic Transport Consultation had now concluded and had over 600 responses including her own.
There had been no progress on the Conservation Document as SDC had no budget for Consultant advisory services.

10. Planning 10.1 Decisions – none 10.1.1 approval with conditions
17/00254/TREE Arboricultural work
At 7 Holly Lodge, Wellesbourne, CV35 9RE For Mr Alan Seeds
Planning officer Assistant Planner On 6th March 2017
Granted with conditions. The Council did not object.
17/00165/FUL Proposed two storey side extension
At 15 Bristol Way For Mr Malcolm Leggett
Planning officer L Young On 6th March 2017
Granted with conditions
17/00144/ADV Installation of externally illuminated signage
At WSCC, Loxley Road, Wellesbourne, CV35 9RU For Mrs Anne Prior
Planning officer Sian Gardner On 21st March 2017
Granted with conditions
17/00144/TREE Arboricultural work
At 34, Willow Drive, Wellesbourne, CV35 9SB For Mr Fielding
Planning officer Amy Flute Date 22nd March 2017
10.2 Withdrawals – none
10.3 Applications
17/00691/FUL Construction of single storey detached timber garage
At Leawood, 22 Kineton Rd, Wellesbourne, CV35 9LQ For Mr & Mrs Woollard
Planning officer Sian Gardner Date 19th April 2017
The Council objected on the grounds it was significantly forward of the building line, was out of context with the existing building, the building materials do not accord with the existing properties at the location.
17/00882/TREE T1 Ash tree – 20% crown reduction and removal of 1 to1.5 metres in height from the crown. Remove all self set trees from landscaped borders.
At Kings Head Hotel, Charlecote Road, Wellesbourne, CV35 9LT For Miss Sophie Macdonald
Planning officer Assistant Planner Date 20thth April 2017
The Council support this application as necessary arboricultural work

11. Finance Committee – Cllr AS
11.1 Chairman’s Report – noted
11.2 Grants.
Resolution : Recommendation that the Council approve the grants for 2017-18 as per the attached list subject to the general and specific conditions mentioned Prop Cllr AS 2nd Cllr BH carried
Resolution : Recommendation that the Council approve a further rent free licence of office space at the Parish Council offices for the period of 1 April 2017 to 31 March 2018 on the same terms as previously agreed to Stratford Upon Avon Citizens Advice Bureau and Chedham’s Yard Trust Prop Cllr AS 2nd Cllr BH carried
11.3 Risk assessment – Cllrs considered the Risk Assessment document and accepted it with agreed amendments
Resolution: Recommendation to accept the updated risk assessment Prop Cllr AS 2nd Cllr BH carried
Approval of monthly accounts as per attached cheque list Prop Cllr EL 2nd Cllr BH carried
Approval of staff salaries Prop Cllr EL 2nd Cllr AS carried
11.6 Monthly management accounts – Cllr AS noted the incorrect accounts had been circulated
11.7 Date of next meeting – 18th April 2017

12. Amenities and Highways Committee – Cllr DC/EL
12.1 Chairman’s update – no further update as no meeting had taken place.
12.2 Management of fire risks of smoking in precinct- Cllr DC said the letter was essentially requesting WWPC take over the
bin emptying on private property.
Action: Respond to letter stating group working on the improvements are mainly those working at the location and the precinct is the responsibility of Walton Estate not the PC By: Office
12.3 Parking of delivery trucks on Newbold Road near One Stop Shop – The Clerk had spoken to the manager of One Stop who
recognised the problem of delivery lorries and he was to speak with the neighbouring properties to find out which lorries were a
problem and ask if he would record the vehicle registration in order for the companies to identify the drivers directly.
12.4 Response to WCC Stratford Transport Strategy consultation – It was suggested that a copy of the letter be sent to the Herald
Action: send copy of the response to Stratford Herald By Office
12.5 Flooding of Newbold Road – The Council had received a letter of concern relating to the flooding on Newbold Road. Cllrs EL and CM attended the Flood Forum which outlined the high risk areas noting that Wellesbourne falls within the top 10% at risk
of flooding in Warwickshire. The rising flood risk was attributed largely to climate change. The ditch and culvert clearance on Newbold Road would begin on April 10th.
12.6 Anti-dog fouling group update – Cllr CM said the campaign would run from 1st May to 10th June and urged everyone to fill out the survey showing where the fouling “hot-spots” were in the village. As part of the campaign, there would be a highlight spray event of fouling on footways and there would be a “wall of shame” of photograph evidence of fouling in the village. It was noted that the small group of helpers would not be identified for fear of repercussion. A recent incident was reported, where a dog had fouled and the female owner readily cleaned up immediately but was watched and then followed by a man who did not identify himself or why he was following her. All incidents of this nature should be reported to the local police.
12.6 Date of next meeting 11th April 2017

13. WSCC Committee – Cllr AP
13.1 Chairman’s update – The MUGA (Multi-Use Games Area) installation was on schedule, with tarmac and fencing installation to take place next week.
13.2 Date of next meeting 16th May 2017

14. Emergency Committee and Conservation Group – Cllr EL
14.1 Chairman’s report – noted
14.2 Date of next meeting – to be arranged
14.3 Conservation Group – Cllr EL said there would be an informal meeting to thank the volunteers for their input and that the
group expressed a willingness to continue.

15. Office & Staffing Committee – Cllr RB
15.1 Chairman’s update
15.2 Staff leave
Recommendation – that the Council accepts that, due to exceptional circumstances in the past year, some members of staff will be carrying forward up to five days’ leave to next year, although the Council will be looking for all applicable leave to be taken within the holiday year by its staff Prop Cllr CM
2nd Cllr AP
15.3 Three tier Councillor training – 29th June 2017 – noted
15.4 NALC Conference – noted
15.5 Date of next meeting – to be arranged

16. Education Matters
16.1 Communication with Warwickshire County Council – A meeting had been arranged with Sarah Mills from WCC Education
Dept. and Cllr AP would be meeting with Wellesbourne C of E Primary School to prepare ahead of the meeting.
16.2 Report of traffic survey of Mountford Close – Cllr AP read out the responses to the traffic survey and confirmed the
responses were only from residents of Mountford Close. The general consensus was that it would be disproportionate to impose a
mandatory one way system in the Close. Previously the children had drawn notices pointing traffic one way which had been
pinned to the school fence with some success, Cllr AP was to speak with the school Governors about the possibility of installation
of more permanent signs staying traffic to follow clockwise direction at school start and finish times.
Cllrs also considered the possibility of stating as a planning condition that HGVs could not deliver building materials during the
school start and finish times.

17. Election of New Councillors – Cllr AP said she had received a post-dated resignation letter from Cllr Mrs Hurdman who
would be leaving the council at the end of April 2017. The Monitoring Officer sought advice on when to advertise the post from
the Electoral Commission as he had not received post-dated resignations previously. The advice was that the election process
should begin the day following the resignation date given.
17.1 Skills audit – Cllr AS said the Council should consider the skills brought to the Council by individual Cllrs, and what skills
were missing or would be useful to add.
Action: Put together a document for Cllrs to declare any particular skills they bring to the Council By: Cllr AS

18. Committee Structure for 2017, discussion document – Cllr AP – circulated prior to the meeting. It was agreed the new
structure suggestions be formally agreed at the Annual meeting in May.

19. Chedham’s Yard – Opening 29th April. Cllrs were given a list of events including a “Coffee Morning” event which would
give information about the Yard and volunteering. Cllrs were invited to attend and visit the site, owned by the Parish Council.

20. Annual Parish Meeting – Cllr AP.
20.1 Update – Cllr AP
20.2 Matters Arising – The APM had been very well attended and concern was raised about the venue size being inadequate. Alternative venue to be sought for the 2017/18 APM.
Action: Seek hire of Wellesbourne School or similar sized room for next meeting By: Office
20.2.1 Notice Board Management – Consideration was given to advertising businesses on the PC noticeboards.
Action: Draw up a list of conditions of use for community noticeboards for consideration of the Council By: Cllr AP
20.2.2 Hedge trimming – Write to any reported residential property whose hedge is encroaching the footways or making road vision splay difficult asking they cut back the vegetation. If the occupier does not respond, report the matter to WCC for action.
20.2.3 Bollards – To be discussed at the Amenities & Highways committee.
20.2.4 Traffic on Charlecote Road – Speeding traffic on Charlecote Road continued to be a danger to pedestrians and other road users.
Action: Report continued problems to the Local Police By: office

21. Wellesbourne and Walton News – Cllr AP
21.1 Annual Parish Meeting, Mountford Close traffic survey, dog fouling campaign, Cllr vacancies, analysis of council tax

22. Cllr and Clerk Exchange of Information
22.1 Government Consultation on Housing White Paper – NALC requesting response. Cllr DC said paying particular notice to
page 3 Neighbourhood Plans were to be reviewed every 5 years (less than previously) and if a local authority wished to increase
housing development the NHD Plan would not have such impact in future.
Action: Cllrs to consider the content and let Cllr AP have comments to be collated and response made By: Cllr AP
Cllr EL said the source of the effluent in the River Dene had been identified and would be rectified.
Cllr EL thanked the Cllrs for their support during his membership of the Council beginning 2002, saying at times it had been frustrating, interesting and rewarding. He said he had found it difficult to understand why SDC and WCC found time to give convoluted reasons for not being able to carry out a repair rather than getting the repair done. He offered to meet with whomever took over the roles he had fulfilled and guide them through the contacts and circumstances. Lastly, he urged the Council to be open about the number of meetings Cllrs are expected to attend in order that new Cllrs understood the commitment they would be undertaking. Finally he thanked the office staff for their support.
Cllr RB said she had been the only Cllr to have worked on the Council with Cllr DC from the start 25 years ago. She expressed the gratitude of the Council for the service given which included being Chairman of the Council on numerous occasions. He initiated several projects including daffodil planting in the verges. She said he had always had a pro-active attitude working with the community to see how problems could be resolved and had campaigned for tennis courts since joining the Council, to which the foundations were now being installed.
Cllr DC said he had joined the Council when annoyed by the incorrect spelling of “Valetta Way” and had aimed to get tennis courts installed in the village. During his time as Chairman he had instigated a regime for Council committees to be set up with regular reports from the Chairman of the committees which the Council continue to use today. He said the Council can only succeed if Cllrs worked together for the greater good of the community and gave the commitment required. He thanked the Council and the staff for support to him as a Councillor.
Cllr AP thanked all three Cllrs for their invaluable support and said she would be arranging a small gathering to formally acknowledge their service given to the community.

23. Items/reports for the next meeting by 20th April 2017

24. Table of monthly meeting dates
Amenities Highways 11th April 2017
Finance 18th April 2017

25. Date of next meeting 2nd May 2017.
There being no further business to discuss, the meeting closed at 9.55pm
Chairman: Cllr Mrs Prior………….
Completed 12th April 2017