Full Council meeting, 04/12/2018 – minutes

The minutes for the Meeting of the Council on Tuesday 4th December 2018 at 7.30 pm at the Methodist Hall in Bridge Street Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Barritt, Mrs Bolton, Kendall, Mann, Mrs Paige-Stimson
Clerk: Mrs Scriven County/District Cllrs: 2 Members of public: 8

1. Welcome and announcements – A letter of thanks had been received from the Kineton student for the financial support towards her trip to Peru. A new Councillor had been appointed, Cllr Philip Storey, who would be joining the Council in January.

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

3. Declarations of Interest
Cllr Mrs Prior declared a pecuniary interest in matters pertaining to item 11.2 Chairman’s allowance as the recipient, and a non
pecuniary interest in matters pertaining to item 11.6 WSCC as a Trustee.
Cllr Kendall declared a non pecuniary interest in matters pertaining to item 11.6 WSCC as a Trustee.

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 of:
6th November 2018 – agreed with amendments
13th November 2018 – agreed

7. Matters arising (not included in the agenda)
7.1 Index – financial outturn 2018 update Cllr Mrs RB – the Clerk had explained the differences between the Index working party figures and the management accounts in a report to be sent to all Councillors.
7.2 Minerals Consultation – The Chairman had sent the Council’s response to the consultation to SDC planning. The Officer in
charge of the application contacted the Chairman to confirm that there was no intention for HGVs from the site to turn toward
Wellesbourne and that a traffic island was planned with a right turn only sending HGVs toward the M40.
7.3 Retraction of the NHW statement that WWPC endorsed the advertisers in the Index – this had not yet taken place
7.4 Letter to Police & Crime Commissioner raising concerns about the rise in violent crime and the reluctance of residents to
report such matters for fear the police cannot protect them from repercussion.

8. Open Session for members of the public to raise any matters of relevance to the Parish
CWS Superfast Broadband (SFBB) – Richard Hopkins/Kam Kaur
The Government requirement was to rollout SFBB across the country. In Warwickshire I.T.S were responsible for a large area
but went out of business before completion. Wellesbourne new developments were included in I.T.S’s area and therefore these
estates were still awaiting funding. Ms Kaur said that CWS & WCC had been lobbying MPs to make the provision of SFBB a
utility service.
Miss McDonaugh, Mountford Close raised ongoing concern about the school traffic in the Close and queried the number of spaces
to be provided on the Newbold Road land.
Mr Davis, Oxford Way, had written to the Police & Crime Commissioner several times regarding the sale of weaponry from a
stall on Wellesbourne market without response. He was especially concerned about the sale of powerful crossbows in light of the
murder of a young pregnant woman in London using such a weapon. He asked the Council and Ward Members to follow this up.

9. District Council matters
County Council matters
Cllr Kendall /Cllr Mrs Parry –report noted. Cllrs were reminded that 9 Kineton Road would be considered at East Area Planning.

10. Planning
10.1 Applications
18/03040/LBC Internal doorway through party wall to next door – No. 8 to connect both houses to create 1 dwelling
At 6 and 8 Church Walk For Mrs Eve England
Planning officer Heather Kenny Date 5 December 2018
No objection
18/02942/FUL Erection of boundary fence (in association with 15/00595/OUT and 16/02473/REM)
At Land off Dog Close For Hastings House Medical Centre
Planning officer Louise Casey Date 4 December 2018 – Extension agreed
No objection
10.2 Date of next Area Planning Meetings: 12th December 2018

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11. Finance Committee – Cllr AS
11.1 Chairman’s report – noted
11.1.1 Recommendation to pay grant outstanding for Village Hall – Prop Cllr AP, 2nd Cllr Mrs RB carried
Approval of monthly accounts as per attached cheque list Prop Cllr RM, 2nd Cllr RB carried
Approval of staff salaries Prop Cllr DK, 2nd Cllr RM carried
11.4 Management account report for October 2018 – not available
11.5 Internal Audit – Clerk – There were no findings on the audit and Councillors commended the Clerk and RFO for another
exemplary audit.
11.6 Recommendation to release funds from SEC106 & Unilateral Agreement upon invoice from the WSCC – Prop Cllr Mrs RB, 2nd Cllr RM, carried.
11.7 Date of next meeting – 18th December 2018

12. Highways, Environment and Emergency Committee –Cllr SJ
12.1 Chairman’s update – emails had been sent to Chedham’s Yard, the Cricket Club and Bowls Club requesting dates to carry
out annual inspections of the condition of the buildings and grounds.
12.2 Date of next meeting – 11th December 2018

13. Community Facilities Committee – Cllr Mrs AP
13.1 Chairman’s report – noted. A meeting had been arranged to discuss the location for installation of the picnic benches.
Lions request for use of the perimeter grounds on Mountford sports field for Classic Car fun day – 8th Sept 2019 – agreed subject
to the ground being stable, to be at the discretion of the organisers.
Recommendation to accept the quote for hedge and tree maintenance Prop Cllr Mrs AP, 2nd Cllr RB carried
13.2 Date of next meeting – 15th January 2019

14. Office & Staffing Committee – Cllr Mrs RB
14.1 Chairman’s report – noted
14.2 Recommendation to re-adopt the Data Protection Policy Prop Cllr Mrs RB, 2nd Cllr AP carried
Recommendation to adopt the new model standing orders Prop Cllr Mrs RB, 2nd Cllr RM carried
Recommendation to adopt the lone working policy Prop Cllr Mrs RB, 2nd Cllr AP carried
Recommendation to adopt the new format appraisal forms for half yearly review for staff Prop Cllr Mrs RB, 2nd Cllr AP carried
14.5 Content of the Councillor shared online file – Cllr Mrs AP/Clerk – Agenda’s, minutes, Council reports and policies were to be uploaded and further consideration was to be given to other documents such as National Planning Policy Framework, Neighbourhood Plan, Core Strategy, Extending your home guidelines, Trees, Conservation Area regulations and Mineral Consultations.
14.6 Date of next meeting – 7th January 2019

15. Annual Parish Meeting
15.1 Annual Report – Committee Chairman, Representatives to other bodies and working party Chairman to give a synopsis of their activities for the year.
15.2 Possible speakers – Police & Crime commissioner – no response had been received to date. It was agreed to ask Crimestoppers to attend in the event Mr Seccombe declined.

16.1 Report on meeting – Cllr Mrs AP said the meeting had been well attended and was addressed by a University student Rachel Wall who had been looking into the interaction between Parish Councils and Unitary Authorities/District, County and Borough Councils. It was noted that Leamington Spa Town Council had problems with boundary changes where some wards had as little as 85 residents whereas others had over 500. Cllrs raised concern about ward over representation since the development in the village meant Hastings ward was over represented whilst Mountford ward was under represented. Cllrs agreed that it was useful to have Councillors who were also District or County Councillors where possible.

17. Wellesbourne and Walton News – Cllr Mrs AP
Proposed contents – Chairman’s report – Cllr Mrs AP
Christmas lights and fayre
New Councillor
Joseph Arch commemorations

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18. Cllr and Clerk Exchange of Information
Cllr Barritt asked who was cutting back the overgrowth in the coppice at Mountford Close Play area – it was noted this was
WWPC Lengthsman with the approval of WCC.
Cllr Mann raised concern about the continuation of HGVs travelling the Loxley Road daily
Clerk had spoken to a PSV driver who having parked in the Loxley Road layby proceeded to churn up the ground on the island.

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

20 . Date of next meeting – 8th January 2019

Table of monthly meeting dates
Full Council 8th January 2019
Highways/Environment/Emergency committee 11th December 2018
Finance 18th December 2018
Community Facilities committee 15th January 2019
Office & Staffing committee 7th January 2019

There being no further business to discuss, the meeting closed at 9.05pm

Chairman Cllr Prior

Signed A Prior

Date 8/1/19
(Completed 18th Dec 2018)

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