Annual meeting of The Council, 01/05/2018 – minutes

The minutes of the Annual Meeting of the Council on Tuesday 1st May2018 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 District/County Cllrs: 2 Members of public: 9

1. Election of Chairman (currently Cllr Prior)
Cllr Mrs Prior nominated – no other nominations received. Prop Cllr Mrs Bolton, 2nd Cllr Kendall – carried

2. Chairman’s Declaration of Acceptance of Office – signed and witnessed.

3. Election of Vice Chairman (currently Cllr Shepherd)
Cllr Shepherd nominated – no other nominations were received. Prop Cllr Mrs Prior, 2nd Cllr Mrs Bolton – carried

4. Welcome and announcements

5. Apologies for Absence – Cllr Mrs Bartlett

6. Declarations of Interest
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to WSCC as a Trustee.
Cllr Jackson declared a non pecuniary interest in matter pertaining to WSCC as a Trustee.
Cllr Kendall declared a non pecuniary interest in matters pertaining to WSCC as a Trustee.

7. Confirmation of the order of the agenda – agreed

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

9. a) Approval of Standing Orders – carried forward as error on page 32 (the current SO remain in use)
b) Approval of Financial Regulations – prop Cllr AS, 2nd Cllr CM – carried

10. Committees 2018/19
10.1 a) Consideration of committee membership – Committee memberships were proposed and agreed
b) Consideration of committee Chairman – Chairman were proposed and agreed

11. Working Parties
11.1 a) Consideration of Councillor representatives on working party – Representatives were proposed and agreed

12. Nominations for representation to other Bodies 2018/19
12.1 Consideration of Council representatives to other Bodies – Representatives were proposed and agreed

13. Signatories for finance
13.1 Recommendation to approve delegated signatories – Cllrs Prior, Bolton, Shepherd, Heaton – prop Cllr DK, 2nd Cllr RB

14. Calendar of Meetings
14.1 May – April 2018/19 – noted

15. Confirmation of the minutes of the Council Meetings of the Annual meeting – removed as previously signed.

16. Matters arising (not included in the agenda)
16.1 Arrangements for notice board movement – Cllr AP to meet with the medical centre to discuss arrangements

17. Open Session for members of the public to raise any matters of relevance to the Parish
Mrs Dane, Newbold Road, raised concern about the overdevelopment of the Willett House and Gardens site by OHE.
Mrs Cook, Church Street concurred with Mrs Dane’s comments about the OHE development project.
Mr Davis, Oxford Way, asked if the PC had a response to his query on the Sec106/Unilateral Agreement shortfall of £77K.

18. County Council matters
District Council matters
Cllr Mrs Parry – report noted
Cllr Kendall update – none

19. Planning
19.1 Applications
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18/00977/FUL Demolition of properties at Willett House, Willett Gardens and garages on St Peter’s Road and Hastings Road, and re-development of the sites to provide 35 dwellings comprising 29 dwellings on the Willett House, Willett Gardens site, 3 dwellings on the St Peter’s Road site and 3 dwellings on the Hastings Road site with associated infrastructure.
At Willett House/Garages, Willett Gardens/St Peter’s
Road/Hastings Road, Wellesbourne For Mr Holt Orbit
Planning officer Anthony Young Date 16th May 2018
Objected on the grounds it was overdevelopment of the site, does not accord with the Core Strategy, does not satisfy the flood risk in an area already vulnerable to flooding, lack of security for the proposed properties, grossly underestimated traffic movement and parking (the allocation of one or two spaces per house and no visitor parking provision would result in on street parking in an already congested area. The Council raised concern about piping storm water into the Newbold Road brook which is prone to flood waters, any further burden on this watercourse could significantly increase the risk of flooding of properties backing onto the brook that have already been subject to severe flood. The work schedule does not account for parking on Newbold Place and movement of development traffic to the area would be disrupting to the residents, especially as Saturdays and Sundays are factored into the working week. There is no provision for green open space and although several bungalows will be lost in the redevelopment plans, no replacement bungalows are proffered.
19.2 Neighbourhood Plan – The final version had been received from the Independent Examiner. Amendments to be made by NHDP group prior to inspection by the Parish Council.
19.3 Report John Hargis – noted
19.4 Date of next Area Planning Meetings: 2nd, 16th May 2018

The Council recorded its grateful thanks to the NHD Plan Group for their hard work and dedication to providing the NHD Plan.

20. Finance Committee – Cllr AS
20. Chairman’s report – noted
Approval of monthly accounts as per attached cheque list Prop Cllr AS, 2nd Cllr BH carried
Approval of staff salaries Prop Cllr DK, 2nd Cllr AS carried
Recommendation to add the P.A. system to the Asset Register Prop Cllr AS, 2nd Cllr RB carried
20.4 End of year SAGE accounting report – RFO – noted
Recommendation to adopt the updated Risk Register Deferred until later date for amendments to be made
20.6 Date of next meeting 29th May 2018

21. Highways, Environment and Emergency Committee – Cllr CM
21.1 Chairman’s update – parking problems and graffiti continued to cause problems in Wellesbourne. The Lengthsman continued his work in the parish and the next Conservation working party meeting was scheduled for 25th April.
21.2 Date of next meeting 12th June 2018

22. Community Facilities Committee – Cllr AP
22.1 Chairman’s update – Quotes had been sought for works required upon acquisition of the leases, Sec 106 money enquiry by Mr Davis would be addressed and questions raised relating to the payment by Persimmon and Walton Estate under the Unilateral Agreement.
22.2 Correspondence – Mr Barbour re empty retail units in Wellesbourne – it was noted that the units were privately owned and therefore out of the remit of the Parish Council. However, the Council continue to support the businesses of the parish with the Index of Shops & Amenities, street fayre, Christmas lights and evening events.
22.3 Date of next meeting – 8th May 2018

23. Office & Staffing Committee – Cllr RB
23.1 Chairman’s update – none
23.2 Migration of office operating systems to CLOUD – update Clerk – migration to 365 and email set up to begin imminently.
23.3 Date of next meeting 21st May 2018

24. Index 2018 – Cllr RB
24.1 Chairman’s update – proof reading had begun and lineage would be with the printers mid month. It was agreed that Council owned land/business flyers could be posted with the Index on a strict rotational basis (Chedham’s Yard/WSCC)

25. Code of Conduct – consideration of adoption of the new Code
25.1 Recommendation to adopt the Councillor Code of Conduct as adopted by Stratford-upon-Avon
District Council on 16th October 2017 so as to replace the Parish Council’s existing Code of Conduct Prop: Cllr Mrs RB
2nd: Cllr DK carried
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25.2 Recommendation to adopt the documents linked to the Code, namely documents below:
25.2.1 Guidance Document
Prop: Cllr AP
2nd: Cllr DK carried

25.2.2 Declaration of Acceptance of Office form
Prop: Cllr DK
2nd: Cllr Mrs RB carried

25.2.3 Declaration of Personal Interests form
Prop: Cllr AP
2nd: Cllr CM carried

25.2.4 Parish and Town Council Councillor Role description
Prop: Cllr DK
2nd: Cllr AS carried

25.2.5 Social Media Policy
Prop: Cllr Mrs RB
2nd: Cllr SJ carried

25.2.6 Gifts and Hospitality Policy
Prop: Cllr DK
2nd: Cllr BH carried

25.3 Recommendation to require all members to complete and submit a fresh Declaration of
Personal Interests form to the Clerk on or before 15th May 2018, to enable the Clerk to
forward these to the Monitoring Officer.
Prop: Cllr AS
2nd: Cllr RM

25.4 Recommendation that the replacement Code and linked documents shall come into effect on
Tuesday 15th May 2018 Prop: Cllr Mrs RB
2nd: Cllr AS carried

Review of other Council Policies – Recommendation to readopt all other existing Council policies as follows:
Press Policy
Vexatious & repeated correspondence policy
Grants policy
Complaints procedure policy Prop: Cllr AS
2nd Cllr CM

26. Wellesbourne and Walton News – Cllr AP
Proposed contents –
Chairman’s report – Cllr AP
Council structure
Medical centre update
Meeting with SDC Officers re Section 106
Street fayre

27. Cllr and Clerk Exchange of Information
Cllr Mrs Bolton – Fire Station Commander to be asked to speak at next APM.
Cllr Heaton – Parking problems continue in the village centre.
Cllr Barritt – Noise disturbance from the Distribution Park continues and a diary of events was being kept by one family.
Cllr Mrs Prior – attended a planning seminar in London which had been very informative.

28. Items/reports for the next meeting by 25th May 2017

Table of monthly meeting dates
Full Council 5th June 2018
Highways/Environment/Emergency committee 12th June 2018
Finance 29th May 2018
Community Facilities committee 8th May 2018
Office & Staffing committee 21st May 2018 (to be confirmed)
There being no further business to discuss, the meeting closed at 9.40pm

Chairman Cllr Mrs Prior       Signed A Prior       Date 5/6/18
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