WELLESBOURNE & WALTON PARISH COUNCIL
Minutes for a virtual meeting of the Council on Tuesday 2nd June 2020 at 7.00pm via ZOOM online meeting facility

Present: Chairman Cllr Mrs Prior Councillors: Mrs Bolton, Cannon, Jackson, Kendall, Keogh-Bywater, Mrs Paige-Stimson
Clerk: Mrs Scriven Responsible Finance Officer: Mr Thomas District/County Cllrs: 2 Members of public:0

1. Welcome and announcements

2. Apologies for Absence – Cllr Mrs Burnard (Cllrs Dipple, Harte and Mrs Patalong were absent from the meeting)

3. Declarations of Interest – none

4. Confirmation of the order of the agenda – agreed

5. Identification of any items that might be resolved for confidential session – Item 14.2 as staffing matter – agreed
(Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)

6. Confirmation of the minutes of the Council meetings (virtual)
24th March 2020 – agreed (prop Cllr SJ, 2nd Cllr DK)
(Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)
19th May 2020 – Cllr Exchange, Cllr AB said she had used dog grooming services who were following the social distancing rules – agreed
(Prop Cllr SJ, 2nd Cllr OC) (Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)

7. Matters arising from the minutes not included in the agenda – none

8. Open session for members of the public to raise any matters of relevance to the Parish – no public attendance

9. District & County Council matters
9.1 Cllr Kendall – District Council’s Planning Committees would be returning from 17th June using Microsoft Teams virtual meetings
services. This would replace the special measures that had previously been in place.
9.2 Cllr Parry – report noted. The County Council were to resume Land Charge services (Local Searches for home buyers) noting there
would be a backlog of searches to be carried out and with a reduced team to comply with social distancing regulations.
Media Conferencing continued and SDC were encouraged by a significant drop in the infection rate with only three new cases confirmed last week. It was noted that small bags of textiles or small electrical equipment items left by residents recycling bins would be collected.

10. Planning
10.1 Decisions
10.2 Applications
1.
20/01166/FUL Replacement of existing modern extension and sheds with new extension and renovations to dwelling
At Smatchley Lodge, Ettington Road, Wellesbourne For Walton Estate
Planning Officer Catherine Gibbons Date 10th June 2020
Support – appropriate improvement to a historical building in poor condition the PC would want to see preserved.
(Prop Cllr RB, 2nd Cllr OC) (Cllr Votes: RB-yes, OC-yes, SJ-yes, MKB-yes, YPS-yes. AP-yes, DK-abstained)
2.
20/01167/LBC Replacement of existing modern extension and sheds with new extension and renovations to dwelling
At Smatchley Lodge, Ettington Road, Wellesbourne For Walton Estate
Planning Officer Catherine Gibbons Date 10th June 2020
Support – appropriate improvement to a historical building in poor condition the PC would want to see preserved.
(Prop Cllr RB, 2nd Cllr OC) (Cllr Votes: RB-yes, OC-yes, SJ-yes, MKB-yes, YPS-yes. AP-yes, DK-abstained)
3.
20/00892/FUL Erection of a single storey rear extension
At 10 Church Street, Wellesbourne For Andrew Mewton
Planning Officer Ryan O’Keeffe Date 11th June 2020
Object – window design not compatible with the building in conservation area – (Prop Cllr RB, 2nd NONE – MOTION FAILED)
No objection as other properties in the area differ in style – (Prop Cllr SJ, 2nd Cllr YPS) (Cllr Votes: RB-no, OC-yes, SJ-yes, MKB-yes, YPS-yes. AP-yes, DK-abstained)
4.
20/01135/FUL Replacement stable and store building
At Wellesbourne Hall, Stratford Road, Wellesbourne For Mr H Dhinsay
Planning Officer Louise Casey Date 11th June 2020
No objection (prop Cllr SJ, 2nd Cllr DK) (Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)

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5.
20/01198/FUL Erection of industrial building ancillary to existing operations at Amethyst Group Ltd
At Amethyst House, Fletchers Way, Wellesbourne For Greg Thwaites
Planning Officer Louise Casey Date 11th June 2020
No objection (Prop CllrDK,2nd Cllr SJ) (Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)
6.
20/01129/FUL Construction of a double garage
At 10 Granville Road, Wellesbourne For James Canney
Planning Officer Richard Lambert Date 15th June 2020
No objection (Prop CllrDK,2nd Cllr OC) (Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)
7.
20/01232/FUL Full application for the conversion of agricultural buildings into 4 dwellings and associated landscaping
At Laughs Building, Walton, Wellesbourne For Walton Estate
Planning Officer Joe Brooke Date 12th June 2020
No objection (Prop CllrDK,2nd Cllr MKB) (Cllr Votes: RB-no, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)

11. Finance Committee
11.1 Management Accounts (RFO) – Cllrs were shown the accounts on screen and the RFO gave a detailed explanation by section.
11.2 Record of payments made under delegated power by the Clerk as per the attached list – Cllrs noted payments made
11.3 Approval of staff salaries – Agreed (Prop Cllr DK, 2nd Cllr RB) (Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)
11.4 Bank Mandate (update Clerk) – the bank confirmed that no additional paper was being handled at this time for the safety of their
staff and that a message had been sent to the Mandate Team to process the paperwork as soon as normal working practices returned.
11.5 Year End (update Clerk) The Internal Auditor had met (Virtual) with the RFO to consider and approve the financial page of the AGAR
(Annual Governance & Accountability Return) and then with the Clerk to confirm the general governance of the Council. He was to complete the internal audit remotely via the Council’s website and with documents supplied by the RFO/Clerk but had verbally confirmed his satisfaction that the Council was compliant, and all was correct. The signed AGAR page would then be posted to the Clerk with a copy of the completed audit. Cllrs would be sent the document once received and the Chairman would call an Extra-Ordinary meeting of Council in order to approve and sign the AGAR ready for the external audit to complete.
11.6 Date of next meeting – to be announced

12. Highways, Environment & Emergency Committee
12.1 Items for consideration (chairman – Cllr SJ) Due to circumstances, HEE had not met, and items remained outstanding. The Clerk
would provide a list of all outstanding items for the Chairman from which an agenda would be formed to set HEE priorities going forward. It was noted that due to the current business climate some outstanding matters might fall from the agenda such as sponsorship of road traffic islands.
12.2 Date of next meeting – June – date to be announced

13. Community Facilities Committee
13.1 Items for consideration – (chairman – Cllr AP) As most projects required external agencies it was difficult to progress work. Newbold
Road project was dependant on planning, the Youth Hut removal/replacement could not be progressed, and Dog Close could not progress until the monies had cleared for the work to commence.
Action: Check for payment, if not received contact business concerned and request payment urgently By Office
13.2 Date of next meeting – to be announced

14. Office & Staffing
14.1 Office and staff arrangements during closure (update Clerk) The office phone is on divert to the mobile which was manned by the
Clerk[ and both she and the Admin Assistant were working on the office laptops to provide a service to Councillors and the public.
14.2 Planning for return to normal working practice – moved to confidential

15. Wellesbourne & Walton Community Cares Group
15.1 Current Group activity feedback (update Cllr AP) The group remained busy carrying out shopping, prescription collection and
deliveries, newspaper delivery and telephone befriending services. They were working with the school to help with provision of resources to disadvantaged children and Mrs Waters and Cllrs Harte and Cannon had taken part in media engagement both on TV and local radio.
It was noted that a support group for vulnerable persons in the parish after the pandemic would be a valuable asset and much sought after service.

16. Wellesbourne & Walton News
The W&W News would be available again online in July as the Church of England and Police were advising newsletters should be electronic unless Covid-19 advisory documents.
Items: HEE report General Council update

17. Cllrs & Clerk exchange of information
Cllr Bolton – what was the accepted plans for the old Medical Centre site – 4 houses
Cllr Paige-Stimson – Chedham’s Yard were to re-open in July but have reconsidered and will remain closed for the foreseeable future
Cllr Jackson – none
Cllr Kendall – none
Cllr Cannon – none 7

Cllr Prior – Communication regarding a dog fox on Dovehouse had been received asking the PC to take action to have it removed. The Clerk confirmed that the PC do not have the authority to remove wildlife from its habitat as a Local Government Authority or under the Wildlife and Countryside Act and that SDC do not have fox removal under their “Removal of Pests” services. A Cllr confirmed that the fox had been in his garden without incident. The Clerk had also received correspondence from several members of the public, one concerned it could harm a child as it had attacked the family cat, the others saying it was not aggressive, leaving the garden when shooed away.
Action: Contact the resident to inform that the Council do not have legal authority to remove the fox from its habitat. By: Cllr AP
Damage had been caused to the fence at WSCC since the lockdown rules had relaxed. It was noted that groups of youths were gathering at the WSCC where large amounts of nitrous oxide cannisters were found. The local police officer and PCSO attended the site and provided notices about the dangers of abusing nitrous oxide which would be displayed in the area. There remains some bits of hedging between the WSCC and MUGA where youths were sitting out of view of the CCTV, the Police advised removal as soon as possible. The Clerk confirmed that the hedge could be removed as possible harm to human life from substance abuse overrides the bird nesting legislation, provided the contractor undertakes all measures to ensure there are no nesting birds which must not be disturbed under any circumstances. Cllr SJ said the initial email response from the local police had been disappointing and he hoped they would now increase visible policing of the area.
The Leisure Centre Trustees and staff were preparing for an unknown opening date with a new regime for sanitising all equipment after individual use and sanitising/social distancing measures for both clients and staff. The questionnaire circulated asking if clients would like to use WSCC returned with 67% of clients saying they had wanted to return after the first week of closure.

18. Date of next meeting – 7th July 2020
19.
Table of meetings – committee meetings awaiting further notice
7th July 2020 Full Council
4th August 2020 Full Council

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 a 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.

CONFIDENTIAL
14.2 Planning for return to normal working practice
Cllrs noted that the staff had been disadvantaged by out of date equipment which was slow and had crashed several times. Staff members would not all return work at the same time and provision for efficient home working in the future was now a priority. It was agreed that new laptops be purchased for the Clerk and Admin Assistant and a printer/scanner and laptop stand should be purchased for the Clerk to use from home with a maximum budget of £1500.00 (net) via the Council’s chosen supplier Kaymark.
(Prop Cllr AP, 2nd Cllr YPS) (Cllr Votes: RB-yes, OC-yes, SJ-yes, DK-yes, MKB-yes, YPS-yes. AP-yes)
Action: Order the required equipment from Kaymark By:Office

There being no further business to discuss the meeting closed at 8:41pm
Chairman..Cllr Mrs Prior………
Signed………………………………….
Date……………………………………
Completed 03.06.2020
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