Community Facilities Committee meeting, 09/07/2019 – minutes

Minutes for a meeting of the Community facilities Committee of the Council on Tuesday 9th July 2019 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bernard, Mrs Bolton, Dipple, Harte, Jackson, Mann, Mrs Paige-Stimson
Clerk: Mrs Scriven Members of public: 2

1. Welcome

2. Election of a Vice Chairman – Cllr AP proposed Cllr YPS be elected as Vice Chairman, 2nd Cllr RB, no other nominations were received, motion carried.

3. Approval of Apologies for Absence – Cllr Kendall

4. Confirmation of the order of the Agenda – add at 12.1.5 communication with Walton Estate, 12.1.6 Health & safety proposal, 12.7 Chedham’s Yard – agreed

5. Identification of any items that might be resolved for confidential session – All parts of item 12.1 and 12.2.1 as relating to contractual matters or legal agreements. Prop Cllr AP, 2nd Cllr RB – carried

6. Declarations of Interest
Cllr AP declared a non pecuniary interest in matters pertaining to the WSCC as a Trustee
Cllr SJ declared a non pecuniary interest in matters pertaining to the WSCC as a Trustee
Cllr YPS declared a non pecuniary interest in matters pertaining to the youth hut as representative of the Scouts
Cllr AB declared a non pecuniary interest in matters pertaining to the youth hut as a representative of the Scouts and Guides
Cllr Mrs Bolton declared a non pecuniary interest in matters pertaining to the Village Hall as the Council representative

7. Open Session for members of the public to raise any matters of relevance to the Parish
Mrs Cook asked if the King’s Head hotel had responded to the letter relating to late night lighting causing light pollution.

8. Minutes of the meeting on 30th April 2019 – accepted

9. Matters arising
9.1 Dog signs at Mountford sports field play area – these had been installed onto the new fencing
9.2 Sports Association change of signatories and licence for alterations – this had been agreed and was now signed
9.3 Wet Pour repairs – the repairs were now completed and signed off.
9.4 Joseph Arch commemorations – smaller walks were ongoing.
9.5 Christmas lights contract – now agreed and signed. The company run a competition for children to have their design in lighting and were prepared to offer this service to WWPC. Cllr AP said the Street Fayre Committee were prepared to pay the £250 to enable this competition which would be carried out by Wellesbourne C of E School.

10. Sports Association
10.1 Report – Simon Isted – noted. The Cricket Club were working towards the match funding position and asked to meet
during the month to discuss finalisation of the Sec 106 match funding. Concern was raised about the Cricket Club not
recognising the risk from their activities but it was agreed this was a matter for the Trustees of WSCC and the Club, not

11. Grounds Maintenance
11.1 Draft contract for consideration – Cllrs considered the contracts.
Recommendation to Full Council from the Community Facilities Committee to accept the contract – Prop Cllr RB, 2nd Cllr RM carried

12.2.2 Youth hut – remedial costs were sought as an indicator of the possible costs for the youth hut and car park Refurbishment – £162,500 + car park Replacement – £350,000 + car park Removal – £51,374 + vat (approx. £10k to remove the old club building)
12.2.3 Car park – £41,810 + vat

12.3 Newbold Road land
12.3.1 Planning application update – Cllrs considered the document and requested minor changes to the layout of parking. Lighting for car park – It was noted that the school would be willing to provide a spur for electricity supply for the lighting.

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12.4 Youth Provision – update – The possibility of a skate park was to be investigated.
12.4.1 Chedham’s Yard – Cllr Trustees were required for this facility and consideration of the Yard’s future to be given within the Development Plan.
12.5 Non-land-use issues – Cllrs reviewed items raised by the Neighbourhood Plan to be included in the Development Plan
12.6 Section 106 spending plan review – Cllrs considered areas outlined for Sec106 / Unilateral Agreement expenditure.

13. Loneliness document (see Cllrs shared area / WEBSITE LINKS / Loneliness case studies June 2019) – noted

14. Cllr, Clerk and members exchange of information – none

15. Date of next meeting – 20th August 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

12. Development Plan / Forward Planning – Cllr AP/Clerk
12.1 Dog Close land
12.1.1 Correspondence with Medical Centre
12.1.2 Flood Risk Assessment
12.1.3 Site Drainage Maintenance Strategy
12.1.4 Quotation for fence around soakaway

Cllrs discussed all elements of item 12.1 the works required to restore the Dog Close land in order for the Council to enter into the lease agreement as one item.
Recommendation from the Community Facilities Committee to Full Council that a ROSPA report be undertaken on the public open space at Dog Close Prop Cllr YPS, 2nd Cllr RM carried.

12.2 Village Hall
12.2.1 Meeting with Village Hall Management Committee (VHMC) – Cllrs considered the issues raised by the VHMC
Action: arrange a meeting to discuss the lease By Office

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

Chairman Cllr Mrs Prior

Signed A Prior

Date 20/8/19
Completed 10.07.19

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