Full Council meeting, 06/08/2019 – minutes

The minutes for the Meeting of the Council on Tuesday 6th August 2019 at 7.30 pm at the Methodist Hall in Bridge Street Wellesbourne

Present: Vice Chairman (acting in Chairman’s absence): Cllr Mrs Bolton Councillors: Dipple, Harte, Kendall, Mann, Shepherd
Clerk: Mrs Scriven District/County Cllrs: 2 Members of public: 10

1. Welcome and announcements – it was noted that the Lengthsman was off work currently and the Council wished him a
speedy recovery to full health.

2. Apologies for Absence- Cllrs Mrs Burnard, Cannon, Jackson, Mrs Paige-Stimson, Mrs Prior

3. Declarations of Interest –
Cllr Mrs Bolton declared a non pecuniary interest in matters pertaining to item13.2 Village Hall as the PC representative on the
Village Hall Management Committee.

4. Confirmation of the order of the agenda – agreed

5. Identification of any items that might be resolved for confidential session
13.2 Village Hall sublease as legal matter – agreed

6. Confirmation of the minutes of the Council Meetings
2nd July 2019 – agreed
16th July 2019 – agreed

7. Matters arising (not included in the agenda)
7.1 Spoil heaps at the Grange – Cllr Kendall – Planning Enforcement Officer Mr Thatcher was looking into the matter and the heap was not to remain permanently.

8. Open Session for members of the public to raise any matters of relevance to the Parish
Mrs Dane, Newbold Road, raised concern that the soapy discharge into the river at Bridge Street continued and that the bridge
webcam was not working.

9. District & County Council matters
Cllr Kendall
Cllr Mrs Parry – Report noted. The 5 year housing and land supply had been increased to 6.5 which meant Wellesbourne & Walton Parish was now well protected under the core strategy. SDC and Biffa had been asked not to put bins on the footway after complaints were received from pedestrians finding it difficult to safely pass them. A meeting had been arranged for August 30th to meet with the County Officer to ascertain the position for the village gateway on Charlecote Road and Cllrs Mann and Harte agreed to attend.

10. Planning
10.1 Applications
19/01801/FUL Two storey rear extension
At 14 Chapel Street, Wellesbourne For Mr David Halliwal
Planning officer Victoria Kempton Date 5th August 2019
No objection
19/01861/FUL Proposed single storey flat roof rear extension and pitched roof front porch
At 19 Mordaunt Road, Wellesbourne For Mr & Mrs S Bates
Planning officer Richard Lambert Date 9th August 2019
No objection
19/02084/TREE T1 Prunus – remove
At St Peter’s Church, Wellesbourne For St Peters Church
Planning officer Assistant Planner Date 21st August 2019
No objection
19/02073/DDT T1 unidentified species – Fell.(Dead, no replacement required as growing beneath crown of adjacent tree)
At 3 Peacock Court, Chapel Street, Wellesbourne For Mr B Waight
Planning officer Ruth Rose Date N/A
10.2 19/01615/FUL Formulation of Bio-digestate lagoon, Little Hill Farm Wellesbourne (Charlecote parish – queries raised)
Action: Enquire as to what distance from the parish negates notification to neighbouring PCs. By: Cllr Kendall
10.3 Site Allocations Plan for Stratford upon Avon District July 2019 (supplement to the Core Strategy 2011 – 2031) – noted

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10.4 Date of next Planning Committee Meeting: 7th August 2019

11. Finance Committee – Cllr AS
11.1 Chairman’s report – noted. New revised Financial Regulations were to be released by NALC.
Action: Look at the revisions and bring comments to the next meeting of the committee By: Cllr Shepherd
11.2 Correspondence re WSCC insurance – noted
Action: Obtain a copy of the WSCC insurance quote and send to Council insurers requesting explanation of why the quotes differ so greatly By: Office
Approval of monthly accounts as per attached cheque list Prop Cllr AS 2nd Cllr Dk carried
Approval of staff salaries Prop Cllr AS 2nd Cllr DK carried
11.5 Monthly management accounts – June & July – noted. The high telephone expenditure was queried, it appeared an item of expenditure had been charged to the incorrect budget heading. It was noted that some grant cheques had not been sent yet due to conditions placed upon the applicant.
Recommendation from the Finance Committee to adopt the amended Risk Register Prop Cllr AS 2nd Cllr RM carried
11.7 External Audit update Clerk – Some queries had been raised, it appeared there had been a misunderstanding by the Auditor, now rectified. The RFO was required to resend the accounting statement in line with the Auditor’s requests relating to the entering of totals and the structure of the final reconciliation.
11.8 Date of next meeting 24th September 2019

12. Highways, Environment and Emergency Committee – Cllr RM
Cllr Cannon had asked to join the committee – agreed
12.1 Chairman’s update – Specific tasks were currently being targeted and suggestions for HEE related issues were invited.
12.2 Repeater 30mph signs Loxley Road – purchased and awaiting fitting
12.3 Contracts for bus shelter cleaning and litter picking – revised. New locations would require adding during the contract.
Recommendation from the HEE committee to approve the 3 year contracts for bus shelter cleaning and litter picking Prop Cllr RM 2nd Cllr AS carried
12.4 Issues with the discharge in the river and the broken webcam raised in public session – The Environment Agency and WCC
had confirmed that the discharge was non toxic and therefore non hazardous, no further action was to be taken. The webcam on
the river had been switched off due to software problems which were being investigated.
12.5 Date of next meeting 13th August 2019

13. Community Facilities Committee – Cllr AP
Cllrs Burnard and Dipple had asked to join the committee – agreed.
13.1 Chairman’s report – noted
13.2 Village Hall sublease update Cllr RB – The Chairman, Cllr RB and the Clerk had met with the Council solicitor to discuss
the sublease.
13.3 Contracts for grounds maintenance
Recommendation from the Community Facilities committee to approve the 3 year contract for grounds maintenance Deferred for further clarification of reason for inclusion of footpath works.
Quote for White Bridge area cut back – agreed
Action: Progress the works Prop Cllr RM, 2nd Cllr TD carried.
By: Office
13.4 Date of next meeting – 20th August 2019

14. Office & Staffing
14.1 Office clearing – update Clerk – a date was to be agreed at the end of August for skip hire and confidential waste removal.
The office would be closed for one or two days whilst the clear up was undertaken by the office staff. Any Councillor wishing to
assist with the clearance would be welcome to do so.
14.2 Staff liaison meetings – Cllr RB – These meetings would commence after Cllr holidays.

15. Index of Shops and Amenities – Cllr RB explained the processes involved in putting together this booklet and invited
Cllrs to get involved in the data collection process.

16. Wellesbourne & Walton Parish Council – as a Market Authority (MA) – The Chairman and Clerk were to put together
a document for Cllrs and if the Council wished to proceed with becoming a Market Authority a letter declaring this would be sent
to SDC. Becoming a MA would give WWPC the authority to hold fetes and street fayres without the need to apply for a licence.

17. Code of Conduct video
17.1 Cllr training report – Clerk – noted

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18. Wellesbourne and Walton News – Cllr AP
18.1 Proposed contents – Page completed

19. Cllr and Clerk Exchange of Information
Clerk – Following correspondence and a meeting with Mr Vane (Head of Warwickshire CAB Outreach) it was confirmed that the
service level for Wellesbourne would remain the same as the previous year with their grateful thanks for the free room.

20. Items/reports for the next meeting by 22nd August 2019

Table of monthly meeting dates
Full Council 3rd September 2019
Highways/Environment/Emergency committee 13th August 2019
Community Facilities committee 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

Item 13.2 Village Management Committee sublease
Many issues raised by the VHMC had been resolved, and they were to contact their solicitor to look into the inclusion of points relating to the Charities Act. The responsibility for the outside maintenance of an old building was still a concern for the committee and the PC would have to consider whether a sinking fund could be held for the hall’s ongoing maintenance under the PC’s full repairing lease.
It had been agreed that a decision to sign the lease would have to be made by 31st October 2019.

There being no further business to discuss the meeting closed at 9.10pm

Chairman Cllr A PRIOR

Signed A Prior

Date 20/8/19
Completed 7th August 2019