Full Council meeting, 6/6/2017 – minutes

The Minutes of the Council meeting on Tuesday 6th June 2017 at 7.30 pm at the Methodist Hall in Bridge Street,

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bartlett, Mrs Bolton, Heaton, Mrs Michael, Shepherd
Clerk: Mrs Scriven District/County Cllrs: 1 Members of public: 16 Guest speakers: 3 organisations

1. Welcome and announcements – A card of condolences had been sent by the Clerk on behalf of WWPC to Mrs Freeman and the family of the late Mr Geoff Freeman. There would be a celebration of his life at the Charlecote Pheasant (Hampton Suite) on 15th June 2017, at 11.30am, all welcome to attend.

2. Apologies for Absence – Cllrs Kendall and Thomas

3. Declarations of Interest
Cllr Mrs Michael declared a non pecuniary interest in all matters pertaining to WSCC as a Director.
Cllr Mrs Prior declared a non pecuniary interest in all matters pertaining to WSCC as a Director.

4. Confirmation of the order of the agenda
Add to 7.6 Tree damage on Mountford Sportsfield, and 10.4.3 the email on planning item 17/00842/FUL Agreed with additions

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

6. Confirmation of the minutes of the Council Meetings:
2nd May 2017 – 10.2 Consideration of Committee Chairman should read “Chairmen”
13.1 Recommendation to re-adopted should read “re-adopt”
19 District Council matters last sentence should read from change of tenure – “to include more rented accommodation extending within the Ettington Park development and further developments. Accepted with amendments
Prop Cllr BH 2nd Cllr CM carried

23rd May 2017 – 9 Cllr exchange of information first line (OSCARS) should read “acquisition of dementia friendly status” Accepted with amendment
Prop Cllr BH 2nd Cllr AS carried

7. Matters arising (not included in the agenda)
7.1 Amplification of meetings
Action: Quotes for systems being sought discussion at Office & Staffing Committee By: Office

7.2 Notice board management
Resolution: Rules copied to all Cllrs and placed on all notice boards No further action

7.3 Meeting with the school Action: Date to be arranged By: Cllr Prior
7.4 Greenbelt response – Frost Road
Resolution: Greenbelt authorised urgent ground maintenance clearance and general tidy up No further action

7.5 Whiteroom signage – Kineton Road
Resolution: SDC Planning Enforcement were not willing to take any action and closed the file No further action

7.6 Malicious damage to tree on Mountford Sports field Action: Ask grounds maintenance team to review tree health By: Office

8. Election update/Cllr co-options – Clerk
8.1 Co-option adverts/date & interview schedule/questions

8.2 Skills Audit Resolution: Adverts posted, interview schedule prepared
Action: Questions to be revised

Resolution: List of Councillor skills compiled for use when co-opting new members No further action
By: Councillors

No further action

9. Open Session for members of the public to raise any matters of relevance to the Parish
Local Policing initiatives – Sgt Simon Ryan introduced himself and explained he would be heading up the local SNT. He said there had been a spate of burglaries in the district but it was known to be persons from the travelling community based in Northants and urged anyone with any intelligence on the matter to contact the police on 101. He reassured members of public that an additional firearms vehicle and duty officers had been deployed in conjunction with the heightened terror threat, and confirmed the use of the 999 number for any immediate threat of harm to life. He acknowledged the delay in answering problems with the 101 number and said this was currently under review.

Dementia Friendly Village – Heather Brown & Heidi Williams informed Councillors of a Steering Group to register recognition of the process for a dementia friendly village. The group requested a Council representative to support them along with WCC/SDC and the practice manager and a GP from the local surgery where 110 patients registered, suffered from dementia. It was noted there are currently 7600 people registered with dementia in Warwickshire, set to rise to 11,000 in the next ten years.
The process was estimated to take approximately 2 years using a Code of Practice for the recognition of dementia friendly communities in England.

(SAGAG) – Sand and Gravel Action Group – Barford/Wasperton/Sherbourne.
The Chairman of SAGAG explained the perceived problems from the planned gravel pit, including noise, dust, destruction of the landscape and traffic congestion. It was noted that silica dust was a known carcinogenic. He was unaware of any site location comparison studies being carried out and the Barrister engaged believed this may have been negligent by WCC. He said the developer had suggested up to 700 lorries would access and egress the site per week, travelling along the A429 to the first traffic island in Wellesbourne before turning back onto the A429 to join the M40. This would be unavoidable due to a no right turn imposed on the site traffic. The group had raised £11,000 from local residents and businesses but would need an estimated £40,000 for the initial stages of the campaign and asked if Wellesbourne residents would be prepared to contribute. The estimated timescale for the site was calculated as twenty years for excavation of two million tonnes.

Mr Belcher, Brookside Avenue raised concern about vegetation interfering with the vision splay of the road when exiting Birch Grove.
Mrs Hurdman, Valetta Way, expressed concern about the overgrowth of vegetation at both ends of Lysander Close.
Mrs Cook, Church Street, asked what had happened to Wellesbourne in Bloom (WIB) and raised concern that the WWPC dog fouling leaflet had been delivered with election material.
Mr Hargis, Chapel Street, asked the Council to check the damaged tree for foreign substances that could prove harmful to the health of the trees. He raised concern to confusion relating to the old Equidebt site called “Old Orchard” as there was already a house of this name.
Miss McDonaugh, Mountford Close, relating to item 18 of the approved 2nd May minutes said she also mentioned Environmental Health.
Mr Lionel Davis, Oxford Way, asked why the leases that were with the solicitors three months ago had not been given to WWPC and asked if the change of direction regarding removal/non removal of the youth hut had contributed to the delays.

10. County & District Council matters
The Chairman congratulated Cllr Parry on her appointment as County Councillor.
10.1 County & District Councilor – Anne Parry – Talks with WCC Highways had revealed the planned implementation of new HGV restriction signage, locations would follow shortly.
At the SDC Cabinet meeting on 5th July, SDC had agreed that the decision to remove permitted development rights on Wellesbourne Mountford airfield was correct and resolved that the decision stands. A strategic report on key infrastructure within the district prioritised several projects including the former HRI Warwickshire campus. Warwick University were considering how to develop the site into an Innervation Campus.
10.2 District Councilor – Danny Kendall – not in attendance

11. Planning – Cllr AP
11. Approvals, Refusals, Applications
11.1 Decisions
16/04088/FUL Sub-division of an existing semi-detached dwelling to create two dwellings, including a rear extension, loft conversion, car parking and new access
At 6 School Road For Mr Mark Forbes-McGlen
Planning officer Alison Willers Date
11.2 Approved with conditions
17/00734/FUL Demolition of existing barn, erection of dwelling and associated works (revision of 16/01684/FUL)
At Fammington Court, Loxley Lane For Mr Mark Butler
Planning officer Ed Pigott Date
Approved with conditions
17/00612 Erection of a single storey rear extension to house
At 7 Halifax Close For Mrs Mary Squirrell
Planning Officer Ian Guffick Date
Approved with conditions
11.4 Withdrawals
11.5 Amendments
11.6 Applications
1701520/TREE -T1 –T3 Silver birch – fell
At The Beeches, Chapel Street, Wellesbourne, CV35 9QU For Mr John Partridge
Planning officer Assistant Planner Date 14th June 2017
The Council objected as no justification given to fell tree which enhances the landscape in the conservation area.
17/01524/TREE – T1 Leylandi – fell
At Willow Dene, Chapel Street, Wellesbourne, CV35 9QU For Mr John Partridge
Planning officer Assistant Planner Date 14th June 2017
The Council supported removal subject as leylandi is an intrusive and overbearing species especially when close to buildings subject to replacement with an indigenous mature tree.
Email from planning Officer Amy Flute – Application 17/000842/FUL – 12 Church Street
SDC recommendation to refuse and request of WWPC to reconsider its decision to support Resolution: to withdraw support for planning reasons given

Request from resident for fence erection/style approval after SDC advice Action: Contact SDC stating inappropriate advice By: Office
11.7 Neighbourhood plan report – John Hargis – noted
11.8 Date of next Area Planning Meeting: 21stJune 2017

12. Finance Committee – Cllr AS
12.1. Chairman’s report
Approval of monthly accounts as per attached cheque list Prop Cllr BH 2nd Cllr AS carried
Approval of staff salaries Prop Cllr BH 2nd Cllr AS carried
Recommendation to accept the Annual Governance Statement 2016/2017 Prop Cllr AS 2nd Cllr AP carried
Recommendation to accept the Accounting Statement 2016/2017 Prop Cllr AS 2nd Cllr BH carried
Recommendation to adopt the amended Asset Register including the written down values Prop Cllr AS 2nd Cllr BH carried

Recommendation to note the Internal Audit Report Prop Prop Cllr AS 2nd Cllr BH carried (1 abstained)
Recommendation to re-appoint the current Internal Auditor Prop Cllr AS 2nd Cllr BH carried
Recommendation to accept the three year insurance quote for 2017 Prop Cllr AS 2nd Cllr BH carried (1 abstained)
Recommendation to purchase payroll software “Moneysoft” Prop Cllr AS 2nd Cllr BH carried Action: Notify RFO to proceed with purchase of software By: Office
Date of next meeting 18th July 2017

13. Highways, Environment & Emergency Committee – Cllr CM
13.1. Chairman’s update
Terms of Reference Action: to be reviewed at first meeting of the Committee By: Committee

13.2 Dog Fouling Campaign – Cllr CM
Survey on benefit of Dog Foul Campaign Action: Stall to be manned and survey to be carried out at Street fayre By: Cllr CM
13.3 Correspondence
Email– Grass maintenance request for information of who cuts the grass around Baker Drive/Elliott Drive Action: email Jennie Carter explaining who cuts what location By: Office
13.4 Date of next meeting 13th June 2017

14. Community Facilities Committee – Cllr AP
14.1. Chairman’s update
The Committee held its first meeting Action: To arrange site visits to lease areas (Village Hall & car park, Newbold Road & Dog Close) By: Cllr AP/Office

14.1.1 Wellesbourne Sports and Community Centre
MUGA completion on budget 3 weeks early Action: draw down SEC106 By: Cllr AP/Office
Email: Requesting meeting with WSA from Cathy Allfrey (Secretary) Resolution: WSA members invited to attend next Community Facilities Committee meeting By: Office
14.3 Chedham’s Yard
Cllr Trustees/Representation for Chedham’s Yard Trust Action: write confirming Cllrs DK and Cllr Parry will act as Cllr Trustees By: Office
14.4 Date of next meeting 27th June 2017

15. Office & Staffing Committee – Cllr RB
15.1. Chairman’s update – no meeting had taken place
15.2. Date of next meeting 26th June 2017

16. Council minutes
Recommendation that minutes of the Council meetings should not be published until they have been formally agreed and signed as a true record Prop Cllr AP 2nd Cllr RB carried Action: New arrangements to be put into place at the office By: Office
Recommendation that the future minutes of the Council and its
Committee meetings should record only the decisions taken, the actions
agreed and who will implement them. Prop Cllr AP 2nd Cllr RB carried Action: Produce new style minutes By: Office

17. Street Fayre – Cllr AP
17.1 Arrangements for the Street Fayre & Cllr volunteers
Management arrangement of the stall 12noon – 4pm Action: Cllrs to notify Clerk with hours available By: Councillors

18. General & late correspondence
Letter Sheldon Bosley – Precinct Improvement Group – Marcus Faulkner (Walton Estate) Action: Notify WE Cllr AP will join the group and the Council won’t carry out ongoing maintenance By: Office
Request to nominate Area of Outstanding Natural Beauty – Mr England Action: Request detailed report from Mr England on why this land would fulfil the criteria By: Office
Invitation to attend Stratford Samaritans Annual General Meeting Action: Cllrs to notify Clerk if they wished to attend By: Councillors

19. Community Forum – 22nd June 2017
Suggestions for the Forum invited by Cllr Mrs Parry Action: Email Cllr Parry any suggestions for the Forum

Suggested more police presence in village – several youngsters sleeping rough at WSCC having ingested foreign substance and not able to take care of themselves – ambulance attended as ages between 14 and 16 years old By: Cllrs/members of public

20. Wellesbourne and Walton News – Cllr AP
Tree damage Mountford Sports field New Councillors Frost Road/Greenbelt (grounds maintenance) Barford Sand & Gravel Pit
Public membership of Council Committees Horse fouling in village

21. Cllr and Clerk Exchange of Information
Councillors asked if there had been any further information on the ladies cycle tour and race
The Z bend signs on Walton Lane were obscured with vegetation making the road dangerous
Concern was raised about the lack of a “stop” line at the junction of Mountford Close and the small driveway exiting onto the Close at the rear far corner, as vehicles were pulling out without stopping into oncoming traffic.
The underpass was filled with rubbish, glass and graffiti again and the tiles were still missing after 18 months.

Cllr Mrs Bolton let a tribute to ex Cllr Mr Geoff Freeman who passed away recently. He had served on the Parish Council for 25 years, was Chairman and Vice Chairman and had considerable knowledge and commitment to local Government. He was also a long standing member of WALC (Warwickshire Association of Local Councils)

22. Items/reports for the next meeting by 22nd June 2017

23. Date of next meeting 4th July 2017

There being no further business to discuss, the meeting close at 10.00pm

Chairman….Cllr Mrs Prior


Completed 13th June 2017