Full Council meeting, 03/04/2018 – minutes

The minutes of the Council meeting on Tuesday 3rd April 2018 at 7.30 pm at the Methodist Hall in Bridge Street, Wellesbourne.
Present: Chairman: Cllr Mrs Prior Councillors: Barritt, Mrs Bolton, Heaton, Jackson, Kendall, Mann, Mrs Michael, Shepherd
Clerk: Mrs Scriven Members of public: 18 District/County Cllrs: 1

1. Welcome and announcements

2. Apologies for Absence – Cllrs Mrs Bartlett & Thomas

3. Declarations of Interest
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to the WSCC as a Trustee
Cllr Kendall declared a non pecuniary interest in matters pertaining to the WSCC as a Trustee
Cllr Jackson declared a non pecuniary interest in matters pertaining to the WSCC as a Trustee
Cllr Mrs Michael declared a non pecuniary interest in matters pertaining to Dog Close as a neighbour of the site

4. Confirmation of the order of the agenda
Item 16 – Code of Conduct to be deferred pending further information from the Monitoring Officer at SDC but add at 16,
feedback on the Code of Conduct training event provided by SDC. Agreed with amendments

5. Identification of any items that might be resolved for confidential session Item 13.5 Dog Close lease as commercially
Sensitive – Prop Cllr Ap, 2nd Cllr AS carried

6. Confirmation of the minutes of the Council Meetings:
27th February 2018 – Accepted Prop Cllr CM, 2nd Cllr BH – carried
6th March – Accepted with amendments – Prop Cllr AS, 2nd Cllr SJ – carried
20th March 2018 – Accepted Prop Cllr BH, 2nd Cllr Mr RB – carried

7. Matters arising (not included in the agenda)
7.1 Annual Parish Meeting – The Council had been pleased to see residents attending the meeting with some questions for the Council. There had been an informative presentation on Cyber-crime and displays from last years’ successful grant applicants.
Potential damage to the old Youth Hut – no update from Walton Estate had been received
Resident letter regarding Stagecoach services – this had been sent to Mr Burd (MD Stagecoach) for his comment

8. Open Session for members of the public to raise any matters of relevance to the Parish
Mrs Dane, Newbold Road raised concerns relating to the inaccuracies within the marketing brochure produced by Persimmon in
relation to their new development in Wellesbourne.
Mr Davies, Oxford Way asked for clarity of the Section 106 money and Unilateral Agreements as he believed there to be
discrepancies in what was to be paid by the developers as contribution to the community under these agreements. The Council
requested his queries in writing due to the complexity of the queries and subject matter.
Mr Wright, Ettington Close, raised concern about the substandard repair to the damaged road/layby area outside the Methodist
Hall. The displaced setts had not been reinstated when the hole was patch filled with tarmac. He had challenged the workmen who
confirmed that the order did not require the replacement of the setts. He requested detail of the total outturn on the WSCC
including the MUGA and Sec 106 breakdown to be provided in a meeting of the Council.

9. County Council matters /District Council matters
Cllr Mrs Parry – report – noted
Cllr Kendall – the Eastern Relief Road was discussed at SDC but it was noted there was no available budget at this time and no route had been confirmed.

10. Planning
10.1 Applications
18/00652/FUL Replacement of the existing perimeter fencing with paladin fencing as per the attached plan.
At Unit 14 Wellesbourne Distribution Park For CEVA CEVA Logistics Limited
Planning officer Andrew Huntley Date 6 April 2018
No objection
18/00726/FUL Full application for the extension to residential curtilage (agricultural to residential change of use), the erection of a garage to supersede the basement garage approved under application reference 17/00734/FUL and the use of the agricultural access for agricultural and residential.
At Fammington Court , Loxley Lane For Mr & Mrs M Butler
Planning officer Planner Date 9 April 2018
Support as necessary change to application due to circumstance of building land and water collection.
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17/02331/FUL Internal and External Alterations. External to include the removal of 20th century porch and creation of new pedestrian route/path from car-park to front entrance.
At Kings Head Hotel , Charlecote Road For Mitchell’s And Butlers Plc
Planning officer James Hodgkins Date 5 April 2018
Discussed previously so removed from agenda.
18/00745/FUL Single storey side extension (including demolition of existing conservatory)
At 62 Bristol Way For Mr James Randall
Planning officer Sian Gardner Date 18 April 2018
No objection
Action: Write to Persimmon regarding inaccurate information on their homes for sale brochure By: Office
10.3 Neighbourhood Plan report – John Hargis had spoken to the Independent Examiner and it was anticipated that the draft report would be sent out within the next 10 days.
10.4 Date of next Area Planning Meeting: 11th April 2018

11. Finance Committee
11.1 Chairman’s report – Cllr AS – noted
11.2 Management Accounts – Cllr AS – noted. A written summary was also provided by the RFO.
11.3.1 Recommendation for Council to adopt the updated asset register Prop: Cllr AS
2nd: Cllr BH carried
11.3.2 Recommendation that the Council approve the grants for 2018 – 19 as per the attached list subject to the general and specific conditions mentioned. Prop: Cllr AS
2nd: Cllr BH carried
11.3.3 Recommendation that the Council approve a further rent free licence of office space at the Parish Council offices for the period 1 April 2018 to 31 March 2019 on the same terms as previously agreed to each of: Stratford Upon Avon Citizen’s Advice Bureau, and Chedham’s Yard Trust Prop: Cllr AS
2nd: Cllr Mr RB carried
Approval of monthly accounts as per attached cheque list Prop Cllr AS, 2nd Cllr DK carried
Approval of staff salaries Prop Cllr DK, 2nd Cllr AS carried
11.6 Date of next meeting 10th April 2018

12. Highways, Environment & Emergency committee – Cllr CM
12.1 Chairman’s report – Cllr CM – noted
12.2 Date of next meeting 24th April 2018

13. Community Facilities committee – Cllr AP
13.1 Chairman’s update – The leases for Newbold Road land and the Village Hall and car park had been signed and returned to
The Council’s solicitor for processing, the end of lease agreement had been taken to Penman’s solicitors for signature and returned
to the Council’s solicitor for processing. The Chairman and Clerk would be meeting shortly to discuss the next steps.
13.2 Bowls Club entrance ground repairs – update Cllr AP – following a meeting of the Council’s and Cricket Club’s
Groundsman no compromise position could be found. Another meeting was to be held at the office and soil from Dog Close was
to be spread at the holed area outside the Bowls Club as a temporary repair in the interim period.
Council representatives attended the Sports Association AGM and reported that it had been a most productive meeting.
13.3 Meeting with SDC Section 106 Officers update– Cllrs AP & AS and the Clerk were to meet with Olly Scholefield and
Helen Smith from SDC to discuss the pending Sec 106 and the timely administration of these.
13.4 Leases update – Cllr AP
13.5 Dog Close lease – moved to confidential session
Recommendation for Council to repair the trim trail at Mountford Sports Field Prop: Cllr AS 2nd:Cllr CM carried
13.7 Date of next meeting 8th May 2018

14. Office & Staffing Committee – Cllr RB
14.1 Chairman’s update – The committee discussed the providers of CLOUD following presentations from two companies. The
chosen provider would be using Microsoft 365 and could provide compliance with the new Data Protection legislation due in May
Recommendation that the Office & Staffing committee preferred provider for CLOUD storage / back-up and email services is accepted and their services engaged Prop: Cllr Mrs RB 2nd Cllr CM carried
Recommendation that the set up costs to migrate all information to the new system is taken from General Reserve as unplanned expenditure Prop Cllr Mrs RB, 2nd Cllr AS
14.3 Date of next meeting to be arranged
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15. Index – Cllr RB
15.1 Working Party Chairman’s update – all information had now been gathered and was being collated for the printer.
Recommendation that the Index Working Party’s preferred provider for provision of a new map for the Index is accepted and their services engaged Prop: Cllr Mrs RB
2nd: Cllr CM carried

16. Code of Conduct – consideration of adoption of the new Code – deferred pending Monitoring Officer’s response
Feedback on the Code of Conduct Training at SDC – Cllrs had been disappointed with the overall standard of training given and felt delivery and quality had been very poor. Unsatisfactory responses were given to queries raised and it was felt that more focus should have been given to what was new within the Code. It was noted that 65 Councils had been indecisive about adopting the new Code, 4 had refused to adopt at all and some of the comments made to Parish Councils had at times been disrespectful.

17. Wellesbourne and Walton News – Cllr AP
Grants, Dog Close, Fix My Street, Conservation area, APM, Leases

18. Cllr and Clerk Exchange of Information
Cllr BH asked when the bridge repair at Walton would commence.
Clerk – Complaint was made to the Stratford Herald about Wellesbourne and Walton being missed from the Parish Pump
regularly as Mrs Dane (who writes the Parish Pump on behalf of the village) had been informed they operate an A-Z system and
if not enough room was available the last ones get omitted. The Editor dismissed this as untrue and stated the dates where
Wellesbourne & Walton had been published. Mrs Dane asserted that her Parish Pump submissions were still being missed and
said she would monitor the situation.

19. Items/reports for the next meeting by 20th April 2018

20. Table of monthly meeting dates
Community Facilities 8th May 2018
Highways, Environment & Emergency 24th April 2018
Office & Staffing To be arranged
Finance 10th April

21. Date of next meeting 1st May 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.

Dog Close Lease
Following discussion, three areas were identified for further clarity including the easement document, responsibility for the Sub Urban Drainage Systems (SUDS) and restoration of the land following the soil spoil from the construction of the foundations. It was agreed that the Clerk and Chairman discuss the lease with the Council’s solicitor on behalf of the Council
Prop Cllr AS, 2nd Cllr DK carried
There being no further business to discuss, the meeting closed at 8.55pm.
Chairman Cllr Prior
Signed A Prior
Date 5/6/18
Completed 9th April 2018
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