Community Facilities Committee meeting, 08/10/2019 – minutes

The minutes for a meeting of the Community Facilities Committee of the Council on Tuesday 8th October 2019 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bolton, Dipple, Harte, Kendall, Mrs Paige-Stimson
Clerk: Mrs Scriven Members of public: 3 Non Council members: Mr Isted

1. Welcome

2. Apologies for Absence – Cllrs Mrs Burnard, Mann

3. Confirmation of the order of the Agenda – All contracts for Grounds Maintenance, Bus Shelter Cleaning and Litter Picking to be dealt with by the Community Facilities Committee as some companies had applied for all three – agreed

4. Identification of any items that might be resolved for confidential session – none

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 Paige-Stimson declared a non pecuniary interest in matters pertaining to Chedham’s Yard as a Trustee
Mr Isted declared a non pecuniary interest in matters pertaining to the Wellesbourne Sports Association as a member

6. Open Session for members of the public to raise any matters of relevance to the Parish
Mrs Cook, Church Street, said the grass on the repaired area of land by the Bowls Club had not grown and would require further seeding and asked if the top of the old Warwick Road could be used as a car park for the village.

7. Minutes of the meeting on 20th August 2019 – agreed

8. Matters arising – Cllr AP
8.1 Insurance cover for Dog Close SUDs update – The Council’s insurer had confirmed that if the Council followed the advice
given by ROSPA, that any incident at the location would be insured.
8.2 Remaining term of Parish Council lease on 2 School Road – It was noted that 5 years remained on the lease
8.3 Cricket club building works update – Due to a slight shortfall in match funding, work on the inside of the building would be completed first and then grant funding or a loan would be considered for completion of the outside works. Quotes would finalise ahead of any work starting with a minimum of 3 month’s notice to the Council in accordance with the WWPC criteria.

9. Sports Association
9.1 Report – Simon Isted – noted. The Council were pleased to hear of the impressive growth of the Cricket Club, noted
the challenges to the football section due to shortage of pitches and that the Bowls Club now had some very young members.

10. Committee Budget 2020/21
Councillors considered the budget for the coming year and agreed the budget to put forward to the Finance Committee.

11. Development Plan– Cllr AP/Clerk
11.1 Detailed draft Development Plan – Councillors discussed the development plan and the requirements to achieve the content
11.2 Priorities for 2020 – 2023 – Councillors discussed the priorities and agreed once Dog Close, Newbold Road land and the Village Hall projects had completed that the priority would be youth provision.
11.3 Community Involvement – 7 residents had volunteered to train for the Community Speed Aware Campaign to use the roadside speed gun to identify speeding offences in the parish. A request had been made for the parish to hold an Arts Week event, there was suggestion of a farmer’s market and suggestion of a possible boxing club.
11.4 Dog Close – three quotes to be sought for fencing using previous companies who had quoted as the fencing requirement had changed
11.5 Special action – nothing to add

12. Village Hall – Cllr AP
12.1 Lease to the Village Hall Management Committee – the draft lease was being considered by the VHMC, deadline to sign the lease was 31st October 2019.

13. Newbold Road land
13.1 Planning application update – the plans were being updated by the Architect for approval of Council and would then be submitted to SDC Planning.

14. Chedham’s Yard
14.1 Report – Eric Lawley – noted. Councillors felt it would be useful for future reports to contain detail of footfall.

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15. Consider applications for tender for grounds maintenance, bus shelter cleaning and litter picking 3 year contracts
Councillors considered the applications for each contract and agreed their preferred contractor for each,
Grounds maintenance – Councillors selected Contractor B
Bus shelter cleaning – Councillors selected Contractor B
Litter picking 3 year contracts – Councillors selected Contractor A

Recommendation to full council to accept the preferred contractors for
the Grounds maintenance, Bus shelter and Litter picking contracts Prop Cllr AP, 2nd Cllr DK Carried
Prop Cllr DK, 2nd Cllr RB Carried
Prop Cllr DK, 2nd Cllr RB Carried

Prop Cllr AP, 2nd Cllr DK Carried

16. Cllr, Clerk and members exchange of information
Mr Isted asked if there was any intention of removing the fence at the Bowls Club. Cllr Mrs Prior explained that it would stay until grass seeding had completed and then would be reviewed as the Bowls Club had indicated they would like it to remain.
Cllr Mrs Prior said that the WSCC required a new Trustee and asked Councillors to consider the position.
The Clerk informed Councillors that Mr Podbury had notified her that he was no longer Chairman of the Wellesbourne Sports Association.

17. Date of next meeting – 19th November 2019

There being no further business to discuss the meeting closed at 9.15pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 19/11/19

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