Full Council meeting, 07/08/2018 – minutes

The minutes for the Meeting of the Council on Tuesday 7th August 2018 at 7.30 pm at the Methodist Hall, Bridge Street Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Barritt, Mrs Bolton, Mann, Mrs Michael, Shepherd Clerk: Mrs Scriven Members of the public: 8

1. Welcome and announcements – Cllr Thomas had regretfully resigned as a Councillor due to the pressures of his work.

2. Apologies for Absence – Cllrs Mrs Bartlett, Jackson, Kendall

3. Declarations of Interest – Cllr Shepherd declared a pecuniary interest in matters pertaining to Barclays Bank as a Shareholder and recipient of a Barclays Pension.

4. Confirmation of the order of the agenda – agreed

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

6. Confirmation of the minutes of the Council Meetings:
3rd July 2018 – Cllr AP read out a request for change to the minutes from Cllr Mrs Bartlett for consideration by Council – open
session – Dr not Mr Kanwar, change Kineton Surgery to Red Horse surgery at Kineton, other suggestions not agreed.
Item 7.2 Council not Chairman, 10.4 clarification point 4th line Policy 19 removed from NHD Plan add – about Tourism, item
17 – change footpath by Constance Harris Close to footway – accepted with agreed amendments
24th April 2018 – agreed
22nd May 2018 – add apologies given from Cllr Shepherd, Item Cllr exchange – (Cllr Barritt) Western Power – change power
station to sub-station and Equity House should read Equidebt House – agreed with amendment.
10th July 2018 – agreed
24th July 2018 – open session – Planning Officer change to Planning Consultant – agreed with amendment

7. Matters arising (not included in the agenda)
3rd July minutes, item 13.4 New Homes Bonus – a letter had been sent to the Leader of Stratford District Council which had been
acknowledged. The request by Mr Belcher for the vegetation to be cut back from Birch Grove – this matter had been dealt with.
24th April minutes – WI offer of a tree – this was gratefully accepted for Dog Close and was being held until it could be planted.

8. Open Session for members of the public to raise any matters of relevance to the Parish
Mr Belcher, Brookside Avenue, raised concern about the services/pipework being brought through the field across Walton Road.
Mrs Dane, Newbold Road, said work on the Village Hall gentlemen’s toilets had commenced following difficulty in finding a
suitable contractor. She raised concern about the VARY application for Willett House/Willett Gardens as the applicant had not in
her opinion reduced the site working hours or addressed the issues of surface flooding and insufficient parking which she
suggested could be easily rectified if they reduced the number of properties built on the site. She suggested they had not revised
their Transport Plan in accord with the situation locally given there would be no early bus service suitable for 9-5 working hours
and that the site vehicles would cause further traffic problems in an already heavily congested area.

9. District Council matters
County Council matters
Cllr Kendall – no update available
Cllr Mrs Parry – report noted. Cllr Parry suggested that the Sand and Gravel Pit at Wasperton was likely to go ahead with approval as it had been identified in the late 1980’s as one of the larger sites in the county. She said WCC’s Strategy was to have fewer but larger aggregate sites than many smaller sites and she urged WWPC to take part in the consultation to prevent HGV’s directed left out of the site along the A429 to the island at Wellesbourne from travelling through Wellesbourne once they leave the site rather than returning along the A429 back to the Warwick/M40 island. Cllrs noted that if the site was approved that traffic management would be imperative.

10. Planning
10.1 Decision with conditions
18/01362/LBC Repair of existing flagstone floor including replacement of broken flags, brick and areas of cement
Infill for flags to match and removal of timber floorboards and concrete to reveal flagstone floor.
Removal of modern single-glazed window from rear extension and infill with masonry.
At The Little House, 17 Chestnut Square, Wellesbourne For Mr & Mrs S Bottles
10.2 Applications
18/01831/FUL Relocate modern greenhouse to further back into rear garden. Proposed new Garden Room.
At The Little House, 17 Chestnut Square, Wellesbourne For Mr S Bottles
Planning officer Sarah Macpherson Date 6th August 2018(extension requested)
The Parish Council made no objection

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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 redevelopment of sites to provide 35 dwellings comprising 29 dwellings on the
Willett House, Willett Gardens site, 3 dwellings on St Peter’s Road site and 3 dwellings on the
Hastings Road site, with associated infrastructure. AMENDMENT Bat survey, Transport statement,
Applicants update statement in response to third party comments, Access design and tracking, Flood
Risk addendum.
At Willett House/Garages, Willett Gardens/St Peter’s
Road/Hastings Road, Wellesbourne For Mr Holt Orbit
Planning officer Anthony Young Date 6th August 2018(extension requested)
The Parish Council strenuously object to this application on the grounds previously stated. The queries on flood risks have not been taken into account and addressed along with those of WCC about the highways. The village did not require the development nor do Councillors want it, on the grounds there would be over development of the site, the houses versus hectare regulation appears not to count for this development with the average being 24 houses per hectare but the application suggests 35 houses per hectare. The development does not provide at least one garage and one parking space for all properties. Flood alleviation issues raised were not addressed including concerns by the Flood Authority about tanks being placed under the drives of properties without any maintenance schedules or ownership agreed. Whilst the developer insists they have done all they can do; the Parish Council believe that known flood problems and problems with space for parking could be reduced by less houses being built within the known house per hectare count
18/02176/TPO T1 beech – crown lift to 4.5metres, crown lift to 5.5meters over the carriageway, prune to give
0.5meters clearance from lighting column. T2 – beech – crown lift to 4.5meters, crown lift to
5.5meters over carriageway prune to give 3meters clearance from property, sever ivy and remove.
At Street Record, Sunderland Place Wellesbourne For Jason Tombs, Warwickshire County Council
Planning officer Ruth Rose Date 14th August 2018
The Parish Council made no objection
18/02012/LBC Replace existing timber frame single glazed French-doors for timber framed double glazed French-doors
At 15A School Road, Wellesbourne For Mr Alex Lakic
Planning officer Heather Kenny Date 14th August 2018
The Parish Council made no objection
10.3 Change of planning procedure (removal of delegated decision by Officers to Planning Committee) noted as a sensible was of moving planning applications forward.
10.4 Neighbourhood Plan
10.4.1 Report John Hargis – The NHD Plan was formally approved by SDC on 30th July 2018. Grateful thanks for help were recorded to Cllr Parry, the SDC NHD Plan Team and WWPC. Currently the sub group were working on publicity for the pending referendum and in accord with the SDC advice, the campaign material remained neutral with slogans such as “your vote counts”.
10.5 Wellesbourne Airfield – update Cllr AP – It was understood that the Littler family were negotiating with SDC.
10.6 Date of next Area Planning Meetings: 22nd August 2018

11. Finance Committee – Cllr AS
11.1 Chairman’s report – noted
The first Sec106 payment of £7,722 and the Unilateral Agreement payment of £148,000 had been received into the Council’s bank account and notification of the Sec 106 payment of £222,214 had been received, to be paid to the Parish Council in August.
Approval of monthly accounts as per attached cheque list Prop: Cllr Mrs RB 2nd Cllr AS Carried
Approval of staff salaries Prop: Cllr AS 2nd Cllr RM carried
11.4 Annual Return – update Clerk – The auditor had acknowledged receipt of the Return but had proffered nothing further.
Cllr Shepherd left the meeting
11.5 Barclays Bank closure report Clerk – noted. The Clerk gave feedback on the meeting with Barclays Bank about the
closure of the local branch and information on what services the bank were prepared to offer the community to assist them with
their day to day banking requirements.
Cllr Shepherd rejoined the meeting
Recommendations from the Finance committee to adopt the amended Risk Register with agreed amendments Prop Cllr AS 2nd Cllr RM carried
11.8 Date of next meeting – to be arranged

12. Highways, Environment and Emergency Committee – Cllr CM
12.1 Chairman’s report – noted. Cllr Mrs RB asked that item Environment/noise issue SDC Enforcement had been made aware add wording and “is being monitored”.
12.2 Date of next meeting – 11th September 2018

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13. Community Facilities Committee – Cllr AP
13.1 Chairman’s update – Cllr AP said there had been a change to the agenda to add regular reports from community facilities
including Wellesbourne Sports & Community Centre, Chedham’s Yard, Wellesbourne Sports Association and would eventually
include the Village Hall.
13.2 Section 106 Financial Contribution Agreement contract – The contract had been signed by WWPC on 7th July and
accepted by SDC, the new Officer for CILs and Sec 106 had been asked when payment of the funds would be released.
Open Spaces relevant to Sec 106 or CILs agreement had been challenged as WWPC had not been approached to identify if the PC
were willing to take over The Grange development community open spaces with an agreed commuted sum for maintenance by the
developer in accord with planning regulations. The Chairman had taken this matter up with SDC who were looking into the
circumstances surrounding the development in Wellesbourne & Walton parish.
13.3 Chedham’s Yard – Councillor Trustee & Activity Programme
As Chedham’s Yard ownership resides with the Council, there should be a Councillor Trustee to support the Board of Trustees. Cllrs Kendall and Mrs Parry had volunteered to attend meetings until a replacement was elected but found that meetings clashed with other Council duties at District and County level. Cllr Parry said she would like to attend and contribute to more meetings, but meetings often clashed with County or District duties.

14. Office & Staffing Committee – Cllr RB
14.1 Chairman’s update – no meeting had taken place
Recommendation to update section 32 of the Councils Standing Orders by replacing with the NALC Model Standing Orders section 14 Code of Conduct Complaints Recommendation withdrawn
To go to Office & Staffing meeting
14.3 Migration of office operating systems to CLOUD & email changes – update Clerk – The migration of documentation used
by the Clerk and Administration Assistant had completed, items used by the RFO and Finance Assistant were still to be migrated.
The Clerk noted that the process had experienced a few glitches but appeared to be working without incident currently.
14.4 Date of next meeting – 17th September 2018

15. Index 2018 – Cllr RB
15.1 Chairman’s update – The Index had now been delivered to most houses and she extended grateful thanks to the volunteers
who had assisted with the delivery and to Cllr Mrs Michael for her assistance with the new map.

16. Wellesbourne and Walton News – Cllr AP
Proposed contents –
Chairman’s report – Cllr AP Wellesbourne Wheelers Grants
Bus service changes Barclays Tea & Teach sessions Index

17. Cllr and Clerk Exchange of Information
Cllr Mrs Bolton said the Village Hall Management Committee had struggled to get a contractor who understood the age and
nature of the building for the renovation work of the gentlemen’s toilet, but were pleased to have found the right contractor and
work was commencing.

18. Items/reports for the next meeting by 22nd August

Table of monthly meeting dates
Full Council 4th September 2018
Highways/Environment/Emergency committee 11th September 2018
Finance 21st August 2018
Community Facilities committee 14th August 2018
Office & Staffing committee (to be confirmed)

There being no further business to discuss the meeting closed at 9.00pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 4/9/18
(completed 14.8.18)

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