Community Facilities Committee meeting, 20/08/2019 – minutes

Minutes for a meeting of the Community facilities Committee of the Council on Tuesday 20th August 2019 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bolton, Mrs Burnard, Dipple, Harte, Kendall, Mann, Mrs Paige Stimson
Clerk: Mrs Scriven Members of public: 3 Non Council members: 0

1. Welcome

2. Apologies for Absence – Mr Isted (WSA representative)

3. Confirmation of the order of the Agenda – add correspondence from Walton Estate Agent Mr Faulkner at 14.2 – agreed

4. Identification of any items that might be resolved for confidential session – Chedham’s Yard – agreed

5. Declarations of Interest
Cllr Mrs Bolton declared a non pecuniary interest in matters pertaining to the Village Hall as the Council representative
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to WSCC as a Trustee
Cllr Kendall declared a non pecuniary interest in matters pertaining to WSCC as a Trustee
Cllr Mrs Burnard declared a non pecuniary interest in matters pertaining to 10.4 as involved in youth activity provision
Cllr Mrs Paige-Stimson declared a non pecuniary interest in matters pertaining to 10.4 as involved in youth activity provision

6. Open Session for members of the public to raise any matters of relevance to the Parish – none

7. Minutes of the meeting on 9th July 2019 – agreed

8. Matters arising
8.1 Christmas lights competition update – the new Christmas lights contractor offered a competition facility for a child’s
drawing to be turned into a light display. The school had confirmed they would like to take part in such an activity and a meeting
was to be arranged with the Head Teacher. The current lights had been collected from the previous contractor and would now be
tested and any necessary repairs carried out.

9. Sports Association
9.1 Report – Simon Isted – noted. Cllrs were pleased to hear how well the clubs are doing. It was noted that the Licence for
Alterations and the change of Trustees documents had now been signed and planning permission was in place for the alterations
but that match funding was still to be confirmed along with three quotes to be provided by the end of the cricket season.
Action: Remind Cricket Club of the conditions for quotes, phases of work and time schedules By Office

10. Development Plan– Cllr AP
10.1 Community Involvement – a request for community involvement placed in the last Wellesbourne & Walton News.
10.2 Dog Close – Cllrs considered the reviewed document
10.3 Parish facilities (current) – Cllrs considered the reviewed document
10.4 Youth/sporting provision – Cllrs considered the reviewed document
10.5 Special action – Cllrs considered the reviewed document
Action: Check the length of lease remaining on the Parish Council offices By: Office

11. Village Hall
11.1 Meeting with Village Hall Management Committee – had taken place and a response from the VHMC was awaited
11.2 Correspondence from Village Hall Management Committee – It was noted that due to a filled drainage grate and sloping car park surface that water was able to seep to the doorway of the hall. Cllrs agreed that this would not be properly rectified until the car park resurfacing had taken place but noted the grate could be cleared of debris to help in the short term.
Action: Instruct the Handyman to clean debris from the grate and notify the VHMC this had been done BY: Office

12. Newbold Road land
12.1 Planning application update – Cllrs considered the chevron parking layout preferable but agreed that more spaces would be required than shown, the roadway into the disabled bays would need to be widened and back to back parking should tessellate to ensure the safety of children. Costings for the provision of the planned works to be sought.
Action: Contact Wellan with the amendments to be made to the planning application and request for costings By: Cllr AP

13. Chedham’s Yard
13.1 Newsletter and schedule of events – noted
Cllr Paige-Stimson offered to become a Trustee, replacing Cllr Parry.
Action: Notify the Chairman at Chedham’s Yard and Cllr Parry of the change of Trustee By: Office

14. Dog Close land
14.1 ROSPA Report – SUDs report – It was noted that the ROSPA inspector suggested that no fence or lifebelts should be installed at the SUDs but recommended that a fence and grille be positioned over the headwall for the outflow pipe. Following discussion by email from Mr Faulkner, Agent for Walton Estate, it was agreed an updated lease would be required and Wildgoose

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(the contractor for the Medical Centre site) would be returning to reinstate the land. Quotes would be sought by the PC for fencing around the site including Bridge Street, the riverbank and coppiced area. The Medical Centre maintenance contract of the SUDs would need to be actioned as there was already evidence of pooling water in the bottom of the SUDs requiring immediate aeration to aid surface drainage.
Action: Send ROSPA report to the Council insurers for their opinion on the advice given as to whether this would satisfy their requirements for the Council to be adequately insured for risk protection. By: Office

15. Cllr, Clerk and members exchange of information
Clerk – the replacement noticeboard for Dovehouse Drive had been delivered and would be fitted shortly.

16. Date of next meeting – 8th October 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

Chedham’s Yard
Cllrs discussed the newsletter and potential revenue opportunities for the Yard. A meeting was to be arranged with the Chairman, Mr McKenzie (Chairman of Chedham’s Yard) and the Clerk to discuss income streams, feedback on visits and future development plans.

There being no further business to discuss, the meeting closed at 9.00pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 8/10/19