Full Council meeting, 08/01/2019 – minutes

The minutes for the Meeting of the Council on Tuesday 8th January 2019 at 7.30 pm at the Methodist Hall in Bridge Street Wellesbourne

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

1. Welcome and announcements – The Chairman wished everyone a Happy New Year and welcomed new Councillor Philip Storey to the Council. It was announced that Cllr Jackson would be taking 3 months leave from Council duties for personal reasons.

2. Apologies for Absence – Cllrs: Mrs Bartlett, Jackson, Mann

3. Declarations of Interest
Cllr Mrs Prior declared a pecuniary interest in matters pertaining to budget item 11.5 Chairman’s Allowance as the recipient
Cllr Kendall declared a non pecuniary interest in matters pertaining to a grant application as a member of the group. (grant
applicant not disclosed)

4. Confirmation of the order of the agenda – remove items 15.3 – 15.6 as already dealt with at previous meeting – agreed

5. Identification of any items that might be resolved for confidential session – item 15.1 as a staffing matter

6. Confirmation of the minutes of the Council Meetings:
4th December 2018 – 11.6 recommendation was proposed by Cllr Mrs RB, 2nd Cllr RM – carried
add 14.2 Recommendation to re-adopt the Data Protection Policy Prop Cllr Mrs RB, 2nd Cllr Mrs AP carried
16.1 last sentence replace important with useful. Agreed
18th December 2018 – agreed

7. Matters arising (not included in the agenda)
7.1 Community email group held by Mr Hargis for the purpose of Neighbourhood Plan – The Council were asked to consider if they wished to take ownership of the contact list, Cllrs declined.
Action: Mr Hargis to be notified of the decision By: Cllr AP
7.2 Index – Difference between the monthly accounts and working party figures for expenditure to be explained
Action: Explanation email to be forwarded to all Cllrs By: Clerk
7.3 Letter to Police & Crime Commissioner about rising criminal activity and lack of police response – Cllr AP had invited residents to share information of anti-social behavior and crime and would summarise these into the correspondence.
Action: Letter to be compiled and sent to Mr Seccombe By: Cllr AP
7.4 Cllr AS asked that the resolution passed for payments for the WSCC be reworded to include detail of how the payments would be released as follows: “The sums to be released upon presentation of invoices from WSCC are from those specified: £93,000 in the unilateral agreement and £83,496.36 in the Section 106 agreement” – agreed.

8. Open Session for members of the public to raise any matters of relevance to the Parish
Lucy Tichmarsh informed Cllrs that the persons living above the florist had taken over the old shop with the intention of renovating it into a café stop and shop selling local produce/homeware/giftware and deli. There would also be activities and events using the outside garden and a points card incentive for persons who walk or cycle to the facility. Opening hours were still to be agreed but it was thought 8am – 8pm currently and a planning application would soon be made for an extension for disabled toilet facilities as well as a new kitchen area.
Mrs Dane, Newbold Road, asked if the footway behind the old pet shop (Church Street) could be restored as no works had been carried out for two months now. The house numbering on The Grange was erratic and difficult to follow when delivering and asked if Persimmon could be contacted with a view to being more consistent with the next phase of build works.
Miss McDonaugh, Mountford Close asked if the planning application for the school would be discussed further.
Mrs Cook, Church Street, said there would shortly be another free magazine in the parish.
Mrs Thornton, raised concern about the lack of buses supplied by Stagecoach for young people to get to college in the mornings and asked if they might be pressed to offer a more robust service. Cllr Parry agreed to take the matter up with Stagecoach.
Mr Davis, Oxford Way, asked Cllrs to reconsider the decision not to publish draft minutes as it made it difficult for residents to know what had happened in the previous month.

9. District Council matters
County Council matters
Cllr Kendall – No update
Cllr Mrs Parry – report noted. The previous report had omitted that the Wellesbourne & Walton Neighbourhood Plan had been adopted by SDC and thanks were expressed to Mr Matthew Neil and the Policy Team for their assistance and support and SDC had been asked to ensure that the SHLAA (Strategic Housing Land Allocation) matches with the NHD Plan. Cllr Parry was looking into the possibility of restoring the right of way (footpath SD311) from Moreton Morrell to Wellesbourne with the expansion of Warwickshire College. Cllr Mrs Bolton said she would be very happy to join the group working to achieve this.

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10. Planning
10.1 Amendments
18/02109/FUL Retrospective consent for replacement of three windows to front elevation and installation of a short external staircase to side elevation
At 10 Warwick Road For Mr James Richardson, M Webster Building Contractors Ltd
Planning officer Matthew Coyne Date 15th January 2019
18/021942/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 9th January 2019
10.2 Applications
18/03565/TREE T1 – cherry – Fell T2 – cherry – Fell T3 – apple – Fell T4 – Unspecified tree – reduce crown by 0.5 – 1.0 metre from tips to suitable re-growth points and crown thin by 10% T5/T6/T7 – Group of lilacs and alder – Reduce in height from approx. 4.5metres to approx. 2 metres
At The School House, 6 School Road For Mr Mark McGlenn
Planning officer Assistant planner Date 9th January 2019
No objection
18/03515/FUL Proposed new roof to existing garage and conversion to garden room. Alterations to side garden boundary
At 14 Chapel Street For Mr David Halliwell
Planning officer Zoya Zulfiqar Date 23rd January 2019
Objection on the grounds of reduction of the garage amenity would reduce parking in an area where parking was a premium
10.3 Planning correspondence – from Warwick District Council – A letter of acknowledgement was to be sent.
10.3.1 Planning request for construction of a new glasshouse on Wellesbourne’s Warwickshire University site. Cllrs considered this and agreed that the replacement would bring back into use, a currently derelict area.
10.4 Non land use issues raised in NHD Plan engagements – Cllrs agreed these would be considered after the election of the new council asked the font size is increased. Mr Hargis to be advised.
10.5 Date of next Area Planning Meetings: 16th January 2019, 6th February 2019 – The District Cllrs to approach EAPC requesting more notice of matters affecting WWPC as short notice caused difficulty in arranging Parish Cllr attendance.

11. Finance Committee – Cllr AS
11.1 Chairman’s report – noted
Approval of monthly accounts as per attached cheque list Prop: Cllr RB, 2nd Cllr AS carried
Approval of staff salaries Prop: Cllr AS, 2nd Cllr DK carried
11.4 Management account report for November & December 2018 – any queries to be sent to the Chairman of Finance for rectification and upload of the final document will be made into the Cllr shared drive “Final document” file.
Cllr Mrs Prior left the meeting & Cllr Mrs Bolton took the Chair
Cllr Mrs RB introduced the Chairman’s allowance of £400 for voting – Prop Cllr AS, 2nd Cllr DK carried
Cllr Mrs Prior re-joined the meeting and took the Chair

Recommendation to approve the precept to include the figure of £230,000 in the recommendation Prop: Cllr AS, 2nd Cllr DK
Recommendation to approve the Precept of £230,000 for 2019/20 Prop Cllr AS, 2nd Cllr DK carried
11.6 Date of next meeting – 22nd January 2019

12. Highways, Environment and Emergency Committee –Cllr SJ
12.1 Chairman’s update – Cllr R Barritt
The HEE Committee had discussed bus services and the cost of bus shelters, the decision not to complain further about the noise
from the Distribution Park (WDP) as there had been notable improvement, ongoing speeding problems around the village,
footpath problems, the work of the Lengthsman, budgets for the current and new year and Cllr Mann had agreed to join the Flood
Group. It was noted that the request for extension of working hours overnight at the WDP had been refused by SDC.
12.2 Cllrs discussed the correspondence and agreed the additional amount should be paid immediately.
Recommendation to pay outstanding invoice to AMW Site Services Prop Cllr AP, 2nd Cllr RB carried

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12.3 Conservation Area leaflet
agenda item for next HEE meeting & request Mr Hargis attends the meeting. By: Cllr AP
12.3 Date of next meeting – 29th January 2019

13. Community Facilities Committee – Cllr Mrs AP
13.1 Chairman’s update – The Village Hall lease should be completed shortly as the consultation period on the “sale” of a
village asset had now passed. The Village Hall Management Committee had been given a draft contract for consideration and
were to meet shortly to discuss the document.
Dog Close lease remained outstanding, queries made about the safety and stability of the SUDS remained unanswered. It had
been brought to the attention of the Chairman that a Stability Assessment should have been carried out on the area with a
recommended gradient of no more than 30º otherwise the banks may require reinforcement.
Action – request the Stability Assessment report and follow up on the request for security fencing and life belts on site. By Cllr AP
Joseph Arch commemorations – The Methodist Church was celebrating with a walk on 17th February ending with refreshments,
the Allotment Society were arranging a walk on 10th February and the Scouts/Guides/Youth Group had a save the date 2nd June.
13.2 Date of next meeting – 15th January 2019

14. Anti-Social behaviour – Cllr Mrs AP
14.1 Chairman’s update – there had been support for an additional CCTV camera at the entrance to the underpass opposite the
Co-op rear entrance and evidence of anti-social incidents received from members of public were to be collated into a list to be sent
to the Inspector in charge of Wellesbourne. Cllrs raised concern about the lack of police response to incidents in the parish again
and noted that there had been some very serious incidents such as the removal of the ATM from the Co-op.
14.2 Correspondence from concerned resident – Cllrs noted that residents had witnessed youths breaking down the safety barrier at the side of the underpass and were concerned to hear that they had difficulty reporting this to the police as 101 was not answered.

15. Office & Staffing Committee – Cllr Mrs RB
15.1 Chairman’s update – The rearrangement of the office had been undertaken, the basement filing remained outstanding.
A Cllr shared online file had been set up to include files for each committee, a policy file, a planning file and one for short term
items which would hold hyperlinks to the subject matter. Cllrs were asked to make suggestion for useful documents to the Clerk.
15.2 GDPR – Cllr held documents – retention/disposal policy – It was noted that Cllrs should destroy papers held detailing confidential information or personal detail as soon as practicable after the meeting had taken place to comply with the GDPR.
15.3 – 15.6 removed as dealt with at a previous meeting
15.7 Date of next meeting – 4th March 2019

16. Annual Parish Meeting
16.1 Annual Report
16.2 Speakers – Police & Crime commissioner, Sgt Simon Ryan & PC Sid Hammond

17. Wellesbourne and Walton News – Cllr Mrs AP
Proposed contents – Chairman’s report – Cllr Mrs AP Joseph Arch commemorations Election of Councillors

18. Cllr and Clerk Exchange of Information
The Clerk informed Cllrs that a piece on the achievements of WWPC had been printed in the Clerks & Councils magazine
Cllr AP had contacted SDC to discuss the imbalance of Cllrs per ward caused by the large amount of development in
Wellesbourne. A Governance Review could be carried out but would not be implemented until 2023 (the next election period)

19. Items/reports for the next meeting by 24th January 2019

20. Date of next meeting – 5th February 2019

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
Cllrs considered a request for change to leave entitlement and working days. Following consideration, it was agreed the national formula for leave entitlement was being correctly followed by the Council and that the previously agreed working days should remain unchanged.

There being no further business to discuss, the meeting closed at 9.40pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 5/2/2019

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