Community Facilities Committee meeting, 19/06/2018 – minutes

Minutes for a meeting of the Community facilities Committee of the Council on Tuesday 19th June 2018 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bolton, Jackson, Mann Clerk: Mrs Scriven
Non Council members: Mrs Cook, Mr Isted Members of public: 2

1. Welcome

2. Apologies for Absence – Cllrs Kendall, Mrs Michael, Shepherd

3. Confirmation of the order of the Agenda – agreed

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

5. Declarations of Interest
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to Stucta as her son occasionally worked with the company

6. Open Session for members of the public to raise any matters of relevance to the Parish
Miss McDonaugh, Mountford Close, said the cutting from the Evening Telegraph showed similar issues with bad behaviour outside school facilities. She asked if residents would be contacted about the proposed drop off and parking zone and whether this area would permit dogs.

7. Minutes of the meeting on 8th May 2018 – item 16.1 Dr “Read-Jones” not Ried. – accepted with amendment

8. Matters arising
8.1 Open spaces on new developments – update Cllr AP had contacted SDC Planning about the ground maintenance contracts on new development via Sec 106 and the matter was now with SDC legal department and Enforcement.

9. Christmas Lights – The extension of the Christmas light display had been ordered and the fittings for street furniture would commence in August. The extension would see lighting in the tree at the library and on street lamps in Bridge Street to the One-Stop and outside the garage on Warwick Road.

10. Play areas
10.1 Play areas- Sec 106 money was awaited for the Dovehouse play area upgrade. Some work would be required on the
Mountford play area as the base plate on one of the new spring animals had a hairline crack in it.
Action: Contact Proludic regarding replacement part/repair By: Office

11. Handyman – The Clerk summarised the jobs carried out by the Handyman in the last month.

12. Village Hall – a meeting had taken place with the Village Hall Committee to discuss the content of its future lease
Recommendation for the Council’s solicitor to draw up a draft lease to be offered to the Village Hall Management Committee Prop Cllr AP, 2nd Cllr RB

13. Sports Association
13.1 Damaged grass areas – update – Cllr AP/Clerk met with Mr Rothwell to discuss possible temporary repair options. If the soil from the Dog Close development could not be used to fill the holes and level the surface, the ground would be cut back slightly to level the surface with the arisings utilised for filling the holes.

14. Leases
14.1 Leases- update Cllr AP – an email had been received to confirm the leases were now back with Walton Estate solicitors. There were some points of clarity still outstanding on the Dog Close lease re the sewer easements/pipework and reinstatement of the ground following damage by the soil spoils. Cllr AP was to meet with Dr Read-Jones on site to seek further clarity.
14.2 Consideration of forward planning (fencing/parking & surface materials/land survey) update – Cllr AP/Clerk – It was noted
that land surveys to assess flood risk would be required prior to any undertaking of works on the Newbold Road land and two
companies had been contacted for this purpose; it was agreed that one offered better service and value for money. Quotes had been sought for the likely cost of fencing for Dog Close and Newbold Road and porous surfaces. It was agreed to approach WCC regarding possible partnership funding of the fences at Newbold Road as this was to protect the school and its grounds. The school had confirmed that their caretaker would open and close the gates at Newbold Road as part of his duties to the school.
Recommendation to full council to accept the preferred contractor to assess the land at Newbold Road

Action: Letter to WCC re possible partnership funding of fencing at school site Prop Cllr AP, 2nd Cllr RM carried
By: Office

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15. Section 106 contract/Unilateral Agreement– update Cllr AP
15.1 A contract had now been drawn up by SDC for WWPC to take over the administration of the whole Sec 106 fund directly, this would be brought to the attention of the Full Council meeting for recommendation to approve for signature. Once in place, WWPC would arrange to meet again with Wellesbourne Sports Association. Mr Isted said legal advice was being sought on the points raised by WWPC and the possible registration as a charity by WSA. It was noted that the members would have to agree to registration and that costs would be incurred that the club might not have immediate access to.
An invoice had been sent via the Council solicitor to Persimmon seeking draw-down of the Unilateral Agreement monies.

16. Cllr, Clerk and members exchange of information
Cllr Jackson – Ettington Park road traffic island had been cut back giving better visibility. It was noted that the island at the approach to Ettington village were cut back immaculately but this was believed to be because of the orchids growing on site.
Cllr Mann – asked if there had been any progress with the Distribution Park signage
Clerk – asked what WWPC’s policy was on for sale boards following receipt of complaints from residents about the amount of boards on grass verges or the green in Chestnut Square.
Cllr Prior – said the at a meeting with the school governor she was asked if WWPC would order a larger one way sign as whilst it had been effective, a larger sign was felt to be better and the school were willing to contribute.
Mrs Cook – asked if the grass outside the library had been missed off the mowing schedule as it was all overgrown

17. Date of next meeting – 14th August 2018

There being no further business to discuss, the meeting closed at 8.55pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 14/8/18
(Completed 26th June 2018)

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