Full Council meeting, 06/11/2018 – minutes

The minutes for the Meeting of the Council on Tuesday 6th November 2018 at 7.30 pm at the Methodist Hall in Bridge Street Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Barritt, Mrs Bolton, Jackson, Kendall, Mann, Mrs Paige-Stimson, Shepherd
Clerk: Mrs Scriven County/District Cllrs: 2 Members of public: 7

1. Welcome and announcements – Welcome to newly appointed Cllr Yvonne Paige-Stimson

2. Election of Vice Chairman – Cllr Mrs Bolton nominated, no other nominations made. Prop Cllr AP, 2nd Cllr RM carried

3. Apologies for Absence – Cllr Mrs Bartlett

4. Declarations of Interest – none

5. Confirmation of the order of the agenda – planning should be number 11 not 10, AGM to be added at 16.

6. Identification of any items that might be resolved for confidential session – Item 14.2 draft Village Hall lease, confidential minutes of 2nd October – Prop Cllr AS 2nd Cllr RM, carried.

7. Confirmation of the minutes of the Council Meetings
2nd October 2018 – Item 13.3 Open spaces add “The Grange” to make clear which open spaces – agreed with amendments
Confidential section – Item15 to start at It was noted and the to be replaced with a non councillor in last sentence – agreed with
16th October 2018 – agreed
23rd October 2018 – agreed

8. Matters arising (not included in the agenda)
8.1 Studley Medical Centre – update Cllr Parry confirmed that Stratford District Council had purchased the Medical Centre
which was an empty building for the use as a community facility and investment.
8.2 Response from Royal Mail update Clerk – Royal Mail had sent an apology for the poor service received in the parish and
included a Harry Potter stamp collection by way of apology. Cllrs agreed to use the stamps for a prize at the Christmas fayre.
8.3 Correspondence from Kineton School – Thanks had been received for the donation for the two students on the Peru trip.
8.4 Correspondence re Barford Quarry – A request had been received from the Quarry opposition group to present to the Council its anti-quarry campaign. Cllrs agreed they had got all information required at their last presentation and as the Council had already formulated a response to the consultation Cllrs felt they had enough information at this time.
8.5 Neighbourhood Watch – Cllrs asked if the incorrect statement asserting the Council endorsed advertisers in the Index of Shops and Amenities had been redacted by NHDW.
8.6 Criminal activity in the parish – Concern was raised at the lack of policing and the constant changing of the SNT officers for the parish. Residents had expressed their concerns to Cllrs that they would not use 101 to report crime for fear of reprisals. It was noted that there had been a substantial increase in anti-social behavior over the last 6 months but noted that the rise in the precept from the police did not accord with the service levels given. It was agreed to write to the Police & Crime Commissioner
Action: Draft a letter to the Police & Crime Commissioner for circulation to Councillors By Cllr AP

9. Open Session for members of the public to raise any matters of relevance to the Parish
Mrs Singleton Hunscote Lane, gave the Council a synopsis of why she had submitted planning application item 11.1.3
Mrs Dane Newbold Road, raised concern about HGVs using Bridge Street as an extension of the building site on Dog Close

10. District Council matters /County Council matters
Cllr Kendall – The valuation had now been set on the airfield and the move by SDC to compulsorily purchase the
site continued.
Cllr Mrs Parry –report noted. It was noted that the remaining funding from the Ward Members budget had been submitted for use by WCC Highways to install Cats Eyes on the Newbold Road and advisory signage about the adverse camber of the road.
A new Business Award scheme aimed at small businesses had been set up and nominations sought.

11. Planning
11.1 Applications
18/03034/TREE T1 – Yew – lift crown to 2.5m above ground level – 30% crown reduction, excluding roadside crown – shape only – remove limbs growing eastwards towards number 8a Church Street – cut out elderberry through crown
At 10 Church Street For Andrew Mewton
Planning officer Assistant Planner Date 7 November 2018
No objection

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18/02906/FUL Demolition of side flat roof garage and provide new side access to rear with two storey side extension
At 6 Westfield Crescent For Mr Sean Ascott
Planning officer Sarah Macpherson Date 16 November 2018
No objection
18/02067/FUL Conversion of domestic outbuilding used for stables and storage to self-contained holiday let.
At Apple Tree Cottage, Hunscote Lane For Karen Singleton
Planning officer Alison Willers Date
No objection
11.2 Neighbourhood Plan
11.2.1 Report John Hargis – noted. Mr Hargis and his team were thanked by the Council for all the hard work and time given in putting together such a comprehensive Neighbourhood Plan. Mr Hargis said that 1 in 3 voters turned out to vote, with 93.3% voting in favour of adopting the Plan.
11.3 Community Asset Status – Wellesbourne Allotments update Cllr DK – following a meeting between the Diocese and SDC, the Community Asset registration was upheld.
11.4 Date of next Area Planning Meetings: 14th November 2018

12. Finance Committee – Cllr AS
12.1 Chairman’s report noted. The grant application deadline had now expired and all applications would be considered at the next Finance meeting. Cllr Kendall asked to join the committee. The Clerk confirmed that WWPC could pay cheques into the Post Office.
Approval of monthly accounts as per attached cheque list Prop Cllr AS, 2nd Cllr RM carried
Approval of staff salaries Prop Cllr AS, 2nd Cllr DK carried
12.4 Management account report for September 2018 – it was noted some administrative adjustments were required but agreed the payments were accurate.
12.5 Internal Audit – 7th November
12.6 Date of next meeting – 13th November 2018

13. Highways, Environment and Emergency Committee –Cllr SJ
13.1 Chairman’s update – Cllr Jackson elected as Chairman, Cllr Barritt elected as Vice Chairman following resignation of Cllr
Mrs Michael, Cllr SJ to seek information on West Midlands Police Parksafe Campaign, no information supplied from WCC
regarding the Truvelo speed monitoring devices on Kineton and Loxley Roads, request made to Cllr Parry for a crossing on
Ettington Road (from Cllr annual budget), meeting to be arranged with the Distribution Park Manager and tenants and hours of
operation of the tenants not received, footpath enquiries being dealt with, update on Lengthsman given, light outages on Fletcher’s
Way island reported, Conservation Working Party chair considered, clearance of the coppice by Mountford sports field to be
13.2 Date of next meeting – 11th December 2018

14. Community Facilities Committee – Cllr AP
14.1 Chairman’s update – no update as committee not held meeting. It was noted the Dovehouse play area renovation had been
completed and the picnic benches would be ordered shortly. The topographical surveys had been completed on Newbold Road and were to be forwarded to the consultants who will be carrying out the flood risk analysis. Newbold Road land lease had now completed. The Village Hall lease remained outstanding due to SDC not yet agreeing to the disposal of a Community Asset Status on the Hall.
14.2 Village Hall draft lease (for Management Committee)– moved to confidential session
14.3 Date of next meeting – 20th November 2018

15. Office & Staffing Committee – Cllr RB
15.1 Chairman’s update – meeting had not taken place and main item on next agenda would be review of the new NALC Model
Standing Orders.
15.2 Migration of office operating systems to CLOUD & email changes update Clerk – all systems now live including RFO and
New folder set up on shared drive for Councillors, content to be discussed and agreed.
15.3 Correspondence – Mr & Mrs Cole – It was noted that problems of smoking by other tenants in the rear access yard behind
the office had been resolved by the landlord removing use of the yard for this purpose.
15.4 Key Person Insurance update Clerk – It had been confirmed by the Council’s insurers that the Clerk, RFO, Administrative
Assistant and Groundsman were all covered under the Key Person insurance currently held by the Council.
15.5 Date of next meeting – 12th November 2018

16. Index – Cllr RB
16.1 Minutes of final working party meeting – agreed
16.2 Financial outturn of 2018 Index – it was noted the figures from the working party differed from those of the RFO.

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17. Wellesbourne and Walton News – Cllr AP
Proposed contents –
Chairman’s report – Cllr AP New Councillor appointed
Feedback from residents – underpass Newbold Road land lease
Remembrance Day Parade Cycling on footways

18. Cllr and Clerk Exchange of Information
Cllr Barritt said a new dog and litter bin had been installed at the children’s play area on the Ettington Park estate and landscaping,
roads and footways were being or had been, completed.
Cllr Mann raised concern relating to HGVs continuing to drive up Loxley Road turning on footways and damaging verges.
Cllr Mrs Paige-Stimson asked when the Blue Plaque would be erected on Wellesbourne House in honour of the founder of the
Girl Scouts. It was confirmed this had been delayed due to contractors not having completed the works on schedule.
Clerk – a request had been made by a friend of the young man who lost his life on Newbold Road to install a memorial bench on
the Mountford sports field/play area wherever most appropriate – the Council agreed in principle.
Action: Report the costings of purchase and installation of a recycled material bench to the enquirer By : Clerk

19. Items/reports for the next meeting by 22nd November 2018

20. Date of next meeting – 4th December 2018

Table of monthly meeting dates
Full Council 4th December 2018
Highways/Environment/Emergency committee 11th December 2018
Finance 13th November 2018
Community Facilities committee 20th November 2018
Office & Staffing committee 12th November 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 members 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 12A of the said Act, that the public will be excluded

14.2 Village Hall draft lease (for Management Committee) – Cllrs considered the lease and agreed potential amendments to be sent to the solicitor for consideration and alteration where required. Once amended and Council have approved, copy to go to the Management Committee for consideration and comment.

There being no further business to discuss, the meeting closed at 9.26pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 4/12/18
(completed 9th Nov)

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