Full Council meeting, 4/7/2017 – minutes

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

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bartlett, Mrs Bolton, Heaton, Kendall, Mrs Michael, Shepherd
Acting Clerk: Mrs Skinner Members of public: 130

1. Welcome and announcements

2. Apologies for Absence – Cllr Thomas

3. Declarations of Interest
Cllr Cllr Kendal declared a non-pecuniary interest in all matters pertaining to WSCC as a director
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
Cllr Mrs Prior declared a pecuniary interest in item 11.2 Chairman’s Allowance

4. Confirmation of the order of the agenda
Item 9 renumber to 9.1 and 9.2
Item 15 will be led by Cllr Mrs Bolton
Item 17 Late correspondence 17.1 email from Mr Lawley, 17.1 will become 17.2
Item 8 to be taken before item 7 Agreed with changes and additions

5. Identification of any items that might be resolved for confidential session
Possibly items under 14.2 and 14.4 if there is discussion

6. Confirmation of the minutes of the Council Meetings
6th June 2017
1. And 21. Mr Freeman should read Dr Freeman
10.1 Innervation Campus should read Innovation Campus
21. let a tribute should read led a tribute Accepted with amendments
Prop Cllr AS 2nd Cllr RH carried

13th June 2017
9. Bayden House should read Baden House Accepted with amendments
Prop Cllr CM 2nd Cllr DK carried

14th March 2017 – final meeting of Emergency Committee Accepted Prop Cllr Ap 2nd Cllr RB carried

7. Open Session for members of the public to raise any matters of relevance to the Parish
Mr Manning, Mountford Close representing Wellesbourne Allotments Association on behalf of the Chairman, committee, plot holders and others read a statement regarding the proposed development of 50 houses on the site of the allotment. It expressed disgust that the plot holders had not been contacted by letter and stated that the two alternative sites were not acceptable. It queried whether they could be moved as there is no security of tender and whether the housing is actually necessary. They aim to reject the planning application and have already gained widespread publicity in local and national media. They are gathering evidence for public support and in the long term wish to prevent the situation arising again by having the site in perpetuity.
Ms Slater, Mountford Close queried whether the site of the allotments is in the core strategy and if so how can planning permission be granted?
Cllr Mrs Prior reminded Councillors that no planning application has yet been received and that personal comments cannot be made. All applications must be approached with an open mind and views of the public heard. She stated that:
1. The plot has not been identified in the emerging Neighbourhood plan and there are strict guidelines of what is acceptable
2. SDC has an identified five year land supply and there is no requirement to find extra land
3. It is not part of the allocation in SDC core strategy.
Mr Wright, Ettington Close stated that the first local plan in 1996 covered this site. The plan was rejected at that time. In 2006 the plan was amended and again rejected and in 2011 it was a site of interest for the future and development was refused. It was identified for the core strategy and refused again. He stated that it is an important community asset which is not replaceable, alternative suitable sites have been looked at in the past and all have been rejected. Discussions with planning and policy are necessary and he hopes that the Parish Council will support the application as a refusal.
Mr Barber, Mountford Close asked whether the land can be used if it is not in the core strategy.
Cllr Mrs Parry, Stratford District Council (SDC) clarified some facts. This is an unidentified strategic site. The planning application for 86 homes off Kineton Road was refused because it is an unidentified site. The only type of development accepted in the core strategy are “windfall” sites eg selling of part of a garden or infilling. In the core strategy Wellesbourne section it highlights that the allotments are well used therefore SDC is aware of this. The figures for the five year housing land supply are due out this month and there is no suggestion at the moment that there is any threat. No planning application has been put in to SDC. She commended the team representing the allotments for their hard work and the publicity achieved to date.
Cllr Kendall stated that he will not vote on anything to do with this application due to his position as Chairman of East Area Planning Committee.
Mr Hargis, Chapel Street stated that the Neighbourhood Plan has strengthened the case for the Allotments Association as any consideration for an alternative site has to be approved by them.
Mr Oram, Willow Drive queried whether there are powers for compulsory purchase of the site by Parish Council. There was a brief discussion; the situation needs to be clarified.
Ms Necar, Constance Harris Close asked why the diocese is applying now and whether there may be any legal loophole.
Cllr Mrs Parry responded that the core strategy is in place with an identified five year land supply. A strong Neighbourhood Plan in its final stages carries weight and that should be voted to be put in place as it has significance.
Mr Maxwell, The Spinney, Hampton Lucy asked whether this is an exploratory exercise by the diocese and wonders if it is the same developer as proposed for the airfield.
Cllr Mrs Parry stated that it is not the same developer and she has sent an email to the agent acting on behalf of the diocese but they have yet to respond.
Mr Palin, Mountford Close recalled the debate that took place previously over the proposed closure of the football club when it had been argued that this is an important and valued part of the community which was in the end retained. He stated that plot holders have had a huge involvement in many aspects of community life and that they look after and support each other as well as the village. He is proud to be part of the allotment’s 180 year heritage and feels that the church is trying to destroy that. He is concerned that a precedent has been set and that the PCC could keep trying to develop on this land.
Cllr Mrs Prior recorded that the Parish Council recognises the contribution the allotment holders make to the village and the energy that has gone into their campaign.
Ms Balmer, Kineton Road asked if there is any way we can define who we are and protect ourselves as a village. There has been huge expansion but we still have the mind-set of a village and not of SDCs term “main rural centre”.
Cllr Mrs Prior stated that the Neighbourhood Plan clearly defines those elements and residents need to vote in the referendum to put the plan in place which also sends out the message that this is a community. She queried the tenure of the allotments and the length of notice that has to be given. Mr Manning responded that the period is one year.
Mr Hargis stated that there are standard requirements for green space and one is allotments. Wellesbourne currently falls short of the requirement. If the application is refused, maybe should look to acquiring the adjacent land in the future to provide further allotments.
Cllr Mrs Prior thanked members of the public for attending and showing such support for the community. The Parish Council will consider any application that is received and will take the views and representations of members of the public into account.
Mr Wright, Ettington Road queried progress on clearance of Newbold Road brook. Mr Stepenson was waiting for details of riparian land owners so they can be contacted to remove obstructions. Cllr Mrs Prior replied that the information has been sent and she will follow this up with the Clerk on her return from holiday.
Mrs Hurdman, Valetta Way requested that the hedge by the playground at Lysander Way should be cut. She commented that the look of the village is deteriorating.
Ms Cook, Church Street reported that there are no flowers in the village.
Mr England, Church Walk asked when the bollards at Chestnut Square were going to be installed. Cllr Mrs Prior reported that tenders are being sought and invited Mr England to submit a tender for the work.

8. Matters arising (not included in the agenda)
8.1 Meeting with the school Warwickshire County Council have initial plans for a servery on the Annexe and funds are secured for this. KS1 classes are full which will causes problems regarding numbers as they move through the school. In the future any out of village applications for places may not be allowed
8.2 Co-option There have been no applications to date although there will be two by the closing date on 7th July. Members of the public were invited to apply in writing by the deadline.
8.3 Grounds maintenance have been asked to inspect the damaged tree on Mountford Sports Field
8.4 Apologies were sent to Stratford Samaritans for their AGM which clashed with this meeting.
8.5 Messages regarding notice board management are too small and need to be enlarged

9. County & District Council matters
9.1 Cllr Mrs Parry announced that roadworks to construct a roundabout on Ettington Road will begin on 17th July for 22 weeks. There will be traffic signals during the day during off peak hours.
She has attended a three tier planning seminar between Parishes, Districts and County.
She has attended a training seminar on animal rescue provided by Warwickshire Fire and Rescue Service in Rugby.
Information will be provided later this month on the transportation budget and county grants.

9.2 Cllr Kendall reported he had attended a meeting at Ettington Park about the management of the green space. A private company will manage this and a Resident’s Association is to be set up.
At the Cabinet meeting in June Article 4 notice was issued for Wellesbourne Airfield. There will be a six month consultation period. If the landowners close the airfield they are not in a position to be able to develop the land.
Action Get an update from Wellesbourne Matters Clerk
The development of Warwick University Campus as an Innovation Centre is a visionary project to investigate opportunities for a business case from a strategic point of view. LEP will possibly be involved.

10. Planning – Cllr AP

Approvals, Refusals, Applications
10.1 Decisions
17/01176 Proposed conservatory and store
At 11 Crosslands For Linda Gilleard
Planning officer Louise Casey Date
Permission with conditions – noted
10.2 Neighbourhood plan report – John Hargis – There has been a response from the Environment Agency with a formal response expected 6th July. Report will be updated and circulated to Cllrs.
Wixey Transport Depot application has been approved.
Bargain Booze application was discussed – this has now been withdrawn.
10.3 Date of next Area Planning Meeting: 12th July 2017

11. Finance Committee – Cllr AS
11.1 Chairman’s update – no management accounts as RFO is finishing year end accounts.
Annual returns have been submitted to external auditors.
11.2 Councillor Mrs Prior left the meeting
Approval of monthly accounts as per the attached cheque list Prop Cllr DK, 2nd Cllr RH, carried
Cllr Mrs Bolton noted that the Chairman’s allowance payment was late.
Councillor Mrs Prior returned to the meeting
Approval of staff salaries Prop Cllr DK, 2nd Cllr AS, carried
11.4 Date of next meeting 18th July 2017

12. Highways, Environment & Emergency Committee – Cllr CM
12.1 Graffiti Waiting for Community Payback to finish work. Appalling graffiti in underpass noted SDC contacted by office to remove
12.2 Dog Fouling Campaign To discuss at next meeting
12.3 Correspondence regarding SSSI Cllr Mrs Prior requested this will be discussed at Highways, Environment and Emergency Committee
12.4 Date of next meeting 25th July 2017

13. Community Facilities Committee
13.1 Chairman’s update
The three sites where leases are to be taken on have been visited by Councillors.
An asbestos survey has been completed on the Youth Hut and report states there is only low level dust. The report will remain with the Council.
Meeting taken place with solicitor to discuss leases.
Dog Close lease is still to follow.
Wellesbourne Sports Association attended the committee meeting and were invited to have a member co-opted to the committee.
13.2 Letter from Walton Estate regarding visit – Councillors to indicate availability and Cllr Mrs Parry to be invited.
13.3 Benches update – Chestnut Square bench is ordered and contractor appointed to install it. Three more sites have been identified and permission sought from landowners at Cherry Orchard / St Peter’s Road, Elliott Drive / Granville Road and Willow Drive / Brookside Avenue. Funding has been offered for two of these so they can go ahead. A funder is still awaited for the third bench. Once benches are installed they will become the responsibility of The Council.
13.4 Date of next meeting 8th August 2017

14. Office & Staffing Committee
14.1 Chairman’s report noted
14.2 Amplification at meetings Recommendation to accept the quote from the committee’s preferred supplier to purchase a PA system Prop Cllr RB, 2nd Cllr AS, carried
14.3 Boiler service Recommendation to accept the quote of £310 for the necessary annual service of the boiler to maintain the manufacturer’s guarantee Prop Cllr RB, 2nd Cllr RH, carried
14.4 Redecoration of office Recommendation to accept the quote received for redecoration of the office Prop Cllr RB, 2nd Cllr AP, carried
A query was raised regarding the Clerk’s Fridays off – these are two per month which is for the time previously spent as RFO
14.5. Date of next meeting 21st August 2017

15. SDC draft Code of Conduct
Cllr Mrs Bolton gave background and explanation to the new Code of Conduct which, following a consultation period, should be accepted by SDC in September. The Parish Council then decide whether to accept it.
Action Cllrs to send comments in to office to collate for discussion at August Full Council meeting to make response All
Action Add to August agenda office

16. Street Fayre
16.1 Cllr Mrs Prior reported it was well attended and successful. The date for 2018 is June 9th and The Council needs to decide if it will have a stall as commitment will be needed from all councillors to run it.
Action Send letter of congratulations for the successful event to Street Fayre Committee office

17. General & late correspondence
17.1 Email from Mr Lawley regarding bollards and graffiti was discussed. Public asked to inform the Council of any new graffiti
17.2 Family Summer Activity Picnic – information circulated

18. Community Forum
18.1 Update – Good meeting with excellent speaker about cyber safety
Action Approach speaker to invite to Annual Parish Meeting 13/3/2018 Cllr AP
18.2 Date of next meeting 7th September 2017 in Wellesbourne – venue tba

19. Wellesbourne and Walton News – Cllr AP
Closure of bridge on footpath SD128
Statement about Allotments proposal

20. Cllr and Clerk Exchange of Information
Concern raised about the length of the grass verge in Hastings Road – Cllr Parry to raise at SDC
Dementia Awareness meeting at Medical Centre on Wednesday 12th was announced
Concern was raised about grass and car parking at the flats in School Road
Weeds in the Precinct were raised as a concern and the situation was discussed
The Z bend signs on Walton Lane were still obscured by overgrown vegetation
Overhanging trees at Carleon in School Road caused concern and the owner should be contacted again
Cllr Mrs Prior attended the Precinct Improvement Group meeting and reported on the good progress of the project

21. Items/reports for the next meeting by 20th July 2017

22. Date of next meeting 1st August 2017

There being no further business to discuss the meeting closed at 9.45pm

Chairman …..Cllr Mrs Prior


Completed 14th July 2017