Community Facilities Committee meeting, 19/11/2019 – minutes

Minutes for a meeting of the Community Facilities Committee of the Council on Tuesday 19th November2019 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman Cllr Mrs Prior Councillors: Mrs Bolton, Mrs Burnard, Harte, Mrs Paige-Stimson,
Clerk: Mrs Scriven Members of public: 4 Non council members: Mr Isted

1. Welcome

2. Apologies for Absence – Cllr Mann

3. Confirmation of the order of the Agenda – Remove item 9.2 as fence height was not sufficient (advice from the Cricket Board) – agreed

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

5. Declarations of Interest
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to WSCC as a Trustee
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

6. Open Session for members of the public to raise any matters of relevance to the Parish
Mr Phyall, Newbold Road, asked what flood alleviation measures for the car park planned on Newbold Road land were in
the public domain. Cllr Mrs Prior said the flood report which was carried out by a professional company who looked at the flood zoning of the field based on historical data was posted on the PC website.
Mrs Cook, Church Street, said there had been a picture posted to Facebook showing that someone had dug a trench in the field by the brook and asked if the WSCC had its own generator for use in emergencies. Cllr AP said it did not but the cooking and lighting would have been independent of the mains.
Action: Notify WCC of the breach in the Newbold brook bank By:Office

7. Minutes of the meeting on 8th October 2019 – agreed

8. Matters arising – none

9. Sports Association
9.1 Report – Simon Isted – noted. It was noted that internal renovations at the Cricket Club would be phase one of the works,
bringing light into the building and confirmed the Club were anxious to keep the LIONS car day event as planned.
Mr Isted said attempts to engage a boxing club had not been successful to date but he continued to investigate this option with a
club in Coventry. The Clerk said Cllr Mann had a contact with a boxing club.
Action: Ask Cllr Mann for details of the contact at the boxing club By Office
9.2 Correspondence from Mr Podbury re safety fencing – – Removed from the agenda as ECB (Cricket Board) confirmed it
does not comply with the height requirements

10. Committee Budget 2020/21 – the draft committee budget had been agreed

11. Development Plan– Cllr AP
11.1 Draft Development Plan – Funding for the development plan was to be discussed at the December Full Council meeting.
11.2 Dog Close update – Cllr AP met with Dr Read-Jones, Wildgoose (the GP build contractors), Cllr Parry and Mr Faulkner (Agent for Walton Estate) where agreement was reached that quotes would be sought by WPC and Wildgoose to flay, weed kill and re-seed the areas affected by the building construction in the spring. It was also agreed that Wildgoose would confirm in writing guarantee of this work being carried to the agreed standard and would issue a work schedule. Once WWPC had this written assurance Walton Estate would reissue an amended lease to the Council for signing. It was noted that SDC planning in conjunction with the developers agreed that the SUDs did not need to be an attenuation pool feeding into the River Dene based on new figures on flood risks provided by the Environment Agency. Dr Read-Jones agreed that WWPC grounds maintenance contractors carry out the maintenance work required on the SUDs for which the Medical Centre would be invoiced directly.

12. Village Hall – Cllr AP
12.1 Lease to Management Committee – the VHMC would be meeting early December to confirm the revised constitution in order to meet the December 12th deadline for submission to the Charity Commission.
12.2 Youth Hut – a modular building company visited the site and gave an estimated cost for a building shell to fit the current footprint of £100,000 plus approximately £50,000 to fit out a bespoke interior as required. This modular building complied with building regulations and would require planning permission. The cost of demolishing the existing building would be approx. £10,000 and refurbishment of it £160,000. The uses of a replacement building including possible future Parish Council offices or community room for hire was still to be discussed.
12.3 Youth Bus – St Peter’s Church were hoping to reinstate a café bus for use in the parish which had successfully been provided by the Church before and asked if it might be parked on the Village Hall car park when not being used
Action: Contact Walton Estate to see if they would permit such use of the car park suggesting the small leg of land at the back of the car park currently unused By: Office

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13. Newbold Road land
13.1 Planning application update – this had now been submitted to SDC planning and receipt acknowledged. It was noted that the surface used would be permeable not tarmac and any conditions related to flood risk would be properly imposed by SDC. It was noted that the field intended for sports use was currently being misused by residents as a dog toilet/exercise yard and Cllrs considered the need for a gate and notice saying “no public access” for the safety of those using the facility once a sports field. The school had agreed their caretaker would open and close the gate during hours of use (approx. 8am – 6pm) and there would be several key holders for use of the sports field. Cllr AP said the field intended for sports use was not part of the flood plain and was the driest of fields in the area. The Wellesbourne Football Club had indicated they may have funding towards the preparation of the fields for football.

14. Chedham’s Yard
14.1 Chairman’s report John McKenzie – the report was informative and gave a clear indication of the cashflow of the facility
Cllrs noted it was good to see “Tommy” the metal commemoration soldier out for the Remembrance Sunday service.
Action: Request the soldier be returned to the Parish Council offices once no longer on display at the war memorial By: Office

15. Wellesbourne Sports and Community Centre
15.1 Chairman’s report Cllr AP – noted. Cllr YP-S asked if WSCC was insured, if so by who and if the policy needed revision to include use as a rescue centre? Cllr AP confirmed that WSCC was insured by the Trustees for content and MUGA whilst WWPC insured the building as advised by their insurers which was charged back to the WSCC. It was the difference for building insurance charged by WWPC’s insurer which was being reviewed. It was noted that if the WSCC was used by WWPC as a rest centre it would be covered under the indemnity insurance of the Council.

16. Cllr, Clerk and members exchange of information
Cllr Prior said she had been invited to the assembly at Wellesbourne CofE School to give certificates to all of the children who were shortlisted in the design a Christmas light competition. The winning child was Sam Mckenzie who was presented with a photograph of his design as a streetlamp lighting display and who will assist Father Christmas with the switching on of the lights.

17. Date of next meeting – 21st January 2020

There being no further business to discuss, the meeting closed at 8.35pm

Chairman Cllr Mrs Prior

Signed A Prior


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