Full Council meeting, 09/01/2018 – minutes

The minutes of the Council meeting on Tuesday 9th January 2018 at 7.30 pm at the Methodist Hall in Bridge Street, Wellesbourne.
Present: Chairman: Cllr Mrs Prior Councillors: Barritt, Mrs Bolton, Jackson, Kendall, Mrs Michael, Shepherd Clerk: Mrs Scriven District/County Cllrs: 2 Members of public: 9

1. Welcome and announcements

2. Apologies for Absence – Cllrs Mrs Bartlett, Heaton, Mann, Thomas

3. Declarations of Interest
Cllr Mrs Prior, non pecuniary interest in matters pertaining to WSCC as a Director of the company and pecuniary interest in the
Chairman’s allowance (if dealt with in isolation from total precept. Cllrs voted for the Chairman to remain in the meeting for the
resolution to accept the precept for 2018/19 and agreed the Chairman’s Allowance would not be discussed other than being part of
the global total of actual precept. Prop Cllr Shepherd, 2nd Cllr Kendall. Motion carried.
Cllr Kendall, non pecuniary interest in matters pertaining to WSCC as a Director of the company
Cllr Mrs Michael, non pecuniary interest in matters pertaining to WSCC as assisting with the paperwork and item 10 Medical
Centre as a neighbour to the site.

4. Confirmation of the order of the agenda – Additional item at 14a – Councillor matter – agreed with addition.

5. Identification of any items that might be resolved for confidential session – Item 14.a Cllr matter, 14.2 Staff salaries,
11.5 Sec 106 as legal implications, 11.2 Precept resolution if the grants were to be discussed individually or in depth (noting the
precept itself would not be confidential) Prop Cllr Mrs Prior, 2nd Cllr Kendall. Motion Carried

6. Confirmation of the minutes of the Council Meetings:
5th December 2017 – Item 12.1 Rebecca Boulton not Bolton. 7.2 Community Asset status – add wording – for the allotments
13.1 remove word project Prop Cllr CM, 2nd Cllr AS – accepted
12th December 2017 – Item 9 to represent the Parish Council at the carol service – formerly not formally Prop Cllr RBarritt,
2nd Cllr CM – accepted
19th December 2017 Prop Cllr SJ, 2nd Cllr RBarritt – accepted

7. Matters arising (not included in the agenda)
7.1 Meeting with Angela Lloyd and Patch Byrne regarding underpass – Cllr AP said this meeting had been unsatisfactory, it
was stated as not as bad as other areas in the district and there was nothing either SDC or WCC would do. With regard to the repairs to the underpass, this would have to be reported to the Bridges Section of WCC. ACTION: HEE committee
7.2 Trustee for WSCC – Cllr Jackson had been appointed as Trustee
7.3 Conservation Group working party – No Cllr had been appointed.
7.4 Stagecoach correspondence – Mr Burd, MD of Stagecoach had corresponded with the Clerk to arrange a date to meet with the Council. ACTION: Clerk to circulate dates to all Cllrs and let Mr Burd know the arrangements made.
7.5 Safer Routes to School – Cllr AP said communications with Carolyn Burrows from the Safer Routes Team had not been productive as her approach had been that Wellesbourne was not on the list and therefore she could not assist the PC.
ACTION: Cllr Parry to discuss the issues with Carolyn Burrows as soon as possible.
7.6 Anti-social behaviour – Cllr AP met with the SDC Anti-social behaviour officer in relation to the underpass and defunct piece of road by Mountford Sports field who informed Cllr AP that she had been the only complainant. Cllr AP clarified that as Chairman of the PC she was acting as the representative for the parish. Forms for reporting any anti-social behaviour in the area were now available in the office. The possible installation of a “Mosquito” (a small device that omits a high pitch squeal only heard by teenagers making it uncomfortable to loiter in the area) was discussed, the cost being £600 and permissions to install in the underpass would have to be sought from WCC. ACTION: HEE committee

7.7 Leases – no update

8. Open Session for members of the public to raise any matters of relevance to the Parish
Mr Manning, Mountford Close raised concern about the steep slope running down to deep water in the sub urban drainage system on Copeland Avenue and its proximity to the children’s play area, with no life belt/ring on site or adequate fencing to prevent access by youngsters.
Cllr Jackson said a Residents Association was being formed that would have two Councillors as members, with the intention of resolving these issues.
Mrs Dane, Newbold Road asked if the Medical Centre’s application to vary the planning conditions would be discussed at the meeting.
Mr Belcher, Brookside Avenue raised concern regarding the lack of grit/salt bins saying during the snow residents had to walk on the road as the pavements were unsafe.

9. County Council matters /District Council matters
Cllr Mrs Parry – report noted – Cllr Parry said she would be writing to congratulate the two MPs on their posts
Jeremy Wright as Attorney General and Nadim Zahawi as an Education Minister.
Cllr Kendall – No update

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10. Planning
10.1 Decisions
17/02759/FUL New two bay timber framed garage
At Friz Hill Barns, Walton For Mr Simon Butterfield
Permitted with conditions – noted

10.2 Applications
17/02887/OUT Outline planning permission with consideration of Access details for the erection of a dwelling with an agricultural tie. (the matters of Appearance, Landscaping, Layout and Scale being reserved)
At Friz Hill, Walton For Mr & Mrs Redfern
Planning officer Alison Willers Date 11th January 2018
Objection on the grounds that no requirement for a tied dwelling had been proven.
17/03563/FUL 2 storey rear extension
At Garden Cottage Church Walk Wellesbourne For Mr & Mrs P Harper
Planning officer John Shaw Date 15th January 2018
No objection
17/03286/LBC Creation of downstairs toilet area for elderly/disabled access in existing internal rear room
At The Old Stores, 13 Chestnut Square Wellesbourne For Mr Ian McNeill
Planning officer Heather Kenny Date 17th January 2018
No objection
17/03785/TREE T1 – spruce – fell
At 3 Willow Drive, Wellesbourne For Mrs Barnett
Planning officer Assistant planner Date 23rd January 2018
No objection – the Council requested replacement tree to be planted at the site.
17/02986/VARY Variation of conditions 12 & 13 of planning permission 15/00595/OUT to state “prior to the occupation of the Medical Centre building hereby permitted, the access to the site on to Bridge Street shall be constructed, located and laid out in accordance with the approved drawing 1355-01 rev A”
At Land off Dog Close Bridge Street Wellesbourne For Hastings House Medical Centre
Planning officer Louise Koelman Date 23rd January 2018
No objection
10.2 Neighbourhood Plan update – John Hargis gave a detailed summary of feedback from the consultation. The NHD Plan group would await the report back from the Independent Examiner before making any required amendment or comment to be followed by a referendum. It was noted that the NHD Plan group would have a financial shortfall of approximately £500 and that the PC had budgeted £1000 towards the cost of preparation for the referendum should it be required.
10.3 Date of next Area Planning Meeting: 17th January 2018

11. Finance Committee – Cllr AS
11.1 Chairman’s report – noted. It was agreed that the £3000 donated by the Street Fayre for the purchase of play equipment would be moved into designated reserve if the invoice had not been paid by year end.
Recommendation that the Council accepts the precept for 2018/19 of £225,000 Prop Cllr Shepherd, 2nd Cllr Michael. Motion carried
Approval of monthly accounts as per attached cheque list – It was agreed that payment to HMRC be added as Cllrs had been supplied with the information prior to the meeting and it had been missed off the list in error. Prop Cllr Shepherd, 2nd Cllr Barritt
Motion carried
Approval of staff salaries Prop Cllr Kendall, 2nd Cllr Michael Motion carried

11.5 Section 106 monies – Cllr DK – moved to confidential session
11.6 Date of next meeting 27th February 2018

12. Highways, Environment & Emergency committee – Cllr CM

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Chairman’s update – Cllr CM Actions By
1. Councillors and residents encouraged to attend the Flood Forum meeting taking place on 17th January at the village hall, 7.30pm. Flood alert warnings on the river Dene had been raised during the recent inclement weather
1. None
2. Revision of the Emergency Plan continued
2. None
3. Difficulties getting the signage to the Distribution Park amended remained
3. HEE committee agenda 3. Office
4. Concern was raised relating to the conditions on old Warwick Road at
the top where the gate cuts off the road and where a car parked partially
blocked the access for emergency vehicles. The lock had been changed on the
gate as it had been filled with superglue.
Car owner to be asked to remove vehicle and desist parking by gate
Lock has been replaced 4. WCC Highways
5. Some resident’s garden shrub overhang made access to the footpath
5. Residents to be written asking to cut back hedges 5. WCC Highways
6. The footpath from old Warwick Road to the small bridge into the farmer’s
fields behind Lawrence Mackie House was deeply rutted and in generally
poor condition.
6. Farmer to be asked to clear and WCC footpaths to clear their responsibility 6. WCC Highways

12.2 Date of next meeting 23rd January 2018

13. Community Facilities committee – Cllr AP
13.1 Chairman’s report – noted
13.2 Recommendations for works on Dovehouse Playing field/play area (DHSE) and Mountford sports field (MFD)
1. Recommendation to cut back hedge on playing field immediately next to the boundary fence, down to 6ft (in line or just below fenceline) Note: this does not include any tree work – £398.00 + VAT (DHSE)
Prop Cllr AP
2nd Cllr DK
Motion carried

2. Recommendation to cut back overgrown roses/dog roses in the shrub area and re-shape any shrubs – £398.00 + VAT (DHSE)
Prop Cllr AP
2nd Cllr RBarritt
Motion carried

3. Recommendation to remove dead wood from canopies of 2 x Cherry trees, target pruning and to tidy up crown – £425.00 + VAT (MFD)
Prop Cllr AP
2nd Cllr CM
Motion carried

4. Removal of dead wood from canopies of 2 x Sweet Chestnut, remove crowded and crossed branches as necessary – £425.00 (MFD)
Prop Cllr AP
2nd Cllr RBarritt
Motion carried

5. To cut back Hawthorne hedge from encroaching into playing field, remove as much ivy as possible and other dead limbs – £825.00 + VAT (MFD)
Prop Cllr AP
2nd Cllr DK
Motion carried

6. To cut down self-seeded trees to ground level and also up to 8 other trees which appear to have died possibly due to overcrowding – £475.00 + VAT (MFD)
Prop Cllr AP
2nd Cllr RBarritt
Motion carried

*Bowls Club entrance ground repairs – Consideration of options and cost
Option A
Using mini digger to dig out potholes and uneven ground, digging down to approx. 8” and remove all resulting waste. To supply, lay and compact hardcore sub-base. To supply and distribute 7 tonnes of Cotswold Shingle. (This does NOT include installation of a retaining edge on stone area)
£1515.00 + VAT

Option B
To repair uneven ground on the area approx. 1202 metres. To supply and distribute top soil to infill any holes, level and grade. Supply and sow grass seed
£505.00 + VAT

ACTION: Following discussion, Cllrs agreed option B was the only option and to write to Wellesbourne Sports Association (WSA) asking their opinion and seeking any other solution they may have if willing to contribute to the repairs of the damage caused by their use of the land.
By: Office

13.3 Date of next meeting 30th January 2018

14. Office & Staffing Committee – Cllr RB
14.1 Chairman’s update – No update
14.2 Discussion of 14.2 moved to confidential session
Recommendation to full Council to accept the proposed staff salaries and staff pensions for 2018/19
Prop Cllr RB, 2nd Cllr AP – Motion carried

Recommendation to accept changes to the NEST staff pension contributions
Prop Cllr AP, 2nd Cllr RBarritt – Motion carried

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14.3 Date of next meeting 5th February 2018

14.a Councillor matter – moved to confidential session

15. Index
15.1 Working Party Chairman’s update – collection of data for the Index was progressing.

16. Annual Parish meeting 13th March 2018 – Cllr AP
16.1 Recommendation that the Council appoints the preferred printer for the Annual Parish Report Prop: Cllr AP, 2nd Cllr RBarritt Motion carried

17. Parish Council website
17.1 Recommendation that the Council amend its website address to include “https” to ensure greater security at an annual cost of approximately £10 – £15

ACTION: Let Mr Saunders know to proceed with the security measure Prop Cllr AP, 2nd Cllr DK Motion carried

By: Office

18. Wellesbourne and Walton News – Cllr AP
Budget, grants, website change to https, approved works by PCC, war memorials survey, handyman/Lengthsman, APM

19. Cllr and Clerk Exchange of Information
Cllr SJ – Parking problems in Chestnut Square – bollard installation more urgent due to damage by commercial vehicles
Cllr CM – Benches now in place in Cherry Orchard and Elliott Drive
Clerk – Lengthsman undertaking his training on 12th January and External Auditor fees now received and basic charge for a PC
the size of WWPC starts at £600.
Cllr AP – Letter received from Village Hall thanking the PC for the backdated grant funding of £3000

20. Items/reports for the next meeting by 25th January 2018

21. Table of monthly meeting dates
Community Facilities 30th January 2018 Highways, Environment & Emergency 23rd January 2018
Finance 16th January 2018 Office & Staffing 5th February 2018

22. Date of next meeting 6th February 2018.
Under section 100A of the Local Government Act 1972, in view of the confidential nature of the business about to be transacted, it is advisable in the public interest, as if member of the public were present during the consideration of such business, there would be disclosure to them of exempt information under paras 1 and 11 and part 1 schedule 12 A of the said Act, that the public will be excluded.


14.a Following discussion, Cllrs agreed to allow a leave from duty for a period of 3 months for Cllr Mann. Prop Cllr AP, 2nd Cllr AS Motion carried.
14.2 Salary scales and pension contributions
Cllrs discussed the current salaries and the growing workload of the staff with the development of the parish and agreed the level and scale point or rise for each member of staff to be paid in 2018/19. Recommendation reported in main agenda.
Cllrs discussed the current contributions to the NEST pension scheme and agreed the contributions to be paid in 2018/19 Recommendation reported in main agenda
11.5 Section 106
Cllrs considered all sec 106 payments pending and proposed allocation of all funds. Several proposals were put forward for consideration and it was agreed to take these forward to the Community Facilities Committee for further discussion.
There being no further business to discuss, the meeting closed at 10.00pm
Chairman Cllr Mrs Prior
Signed A Prior
Date 6/2/18
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