Virtual Full Council meeting, 02/03/2021 – minutes

Minutes of a virtual meeting of the Council on Tuesday 2nd March 2021 at 7.00pm via ZOOM online meeting facility

Present: Chairman: Cllr Mrs Prior Councillors: Blake, Mrs Bolton, Harte, Jackson, Kendall, Keogh-Bywater, Shepherd Clerk: Mrs Scriven County/District Councillors: 2 Guest: Inspector Hembry (Warwickshire Police) Members of public: 10 (Mr Hargis, Mr Roberts, H.Smiddy, Mr & Mrs Littler, Mr Davies, CHC, Mr Olafsson, A Currie, Mrs Dane)

1. Welcome and announcements

2. Apologies for Absence – Cllrs Cannon, Dipple, Mrs Patalong

3. Declarations of Interest
Cllr Keogh-Bywater declared a non pecuniary interest in matters pertaining to Planning application 11.3 item 7 as spouse of applicant
Cllr Jackson declared a non pecuniary interest in matters pertaining to Planning application 11.3 item 7 as related to applicant

4. Confirmation of the order of the agenda – include February management report at 13.2 and add new 13.5 Staff mileage claim previously circulated to Cllrs, renumbering from thereon – agreed

5. Identification of any items that might be resolved for confidential session
Item 12 as pertaining to a private business, other local authority and possible legal matters
Cllr votes: AB-y, RB-y, JH-y, SJ-y, DK-y, MKB-y, AP-y Prop: Cllr AP, 2nd Cllr RB

Confirmation of the minutes of the Council meetings (virtual) on 2nd February 2021
Cllr votes: AB-y, RB-y, JH-y, SJ-y, MKB-y, AP-y Cllr DK was not in attendance Prop Cllr SJ, 2nd Cllr AB
Amendment to Minutes of 24th March 2020 – Item 7 Delegated powers to Clerk ref Planning –
Change wording to “Recommendation to delegate to the Clerk the authority to respond to Stratford District Council Planning Authority to planning applications made within the parish, in consultation with the Councillors on behalf of the Council during the current Covid pandemic unless the Council are able to meet virtually or otherwise”. Councillor votes: AB-y, RB-y, JH-y, SJ-y, DK-y, MKB-y, AP-y Prop Cllr RB, 2nd Cllr SJ

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

8. Police Matters
8.1 Police – Inspector Hembry – Introduced himself and gave a synopsis of his career with West Mercia and now Warwickshire Police. He said that the force was working hard to develop victim support and the harm hub, covering crimes such as antisocial behaviour, hate and race crimes, and youth engagement by enhancing the process for identifying the needs of victims and setting up if the Victims Code.
Cllr SJ raised the difficulties the PC had experienced with communications with the police SNT historically and his concerns about the ongoing issues caused by speeding traffic in several locations in the parish and the way in which accidents are dealt with.
Cllr Keogh-Bywater asked if the police were going to deal with the problem of cyclists gathering outside The Garden Shed not socially distanced and not from the locality.
Cllr Mrs Prior said Cllr Dipple had reported a greater police presence in Walton following complaints from residents about the use of the village for recreational purposes by persons from out of the area. These points were noted.
The Inspector suggested setting up a quarterly meeting between the local Parish Councils and the SNT to update each other on the issues in the parish, which was welcomed by the Councillors.

Cllr Shepherd joined the meeting
8.2 Matters to be raised with the SNT by public in attendance – none

9. Open session for members of the public to raise any matters of relevance to the Parish
Mr Hargis, Chapel Street, enquired if persons wishing to join the zoom meetings for the council had to input the hyperlink detail
Cllr AP said once you had downloaded zoom to the computer or the mobile app, you only need add the meeting id and password.
Mr Roberts – Take flight Aviation – gave a summary of the difficulties for his company saying since his enforced departure from the airfield and the implementation of the MoU (Memorandum of Understanding) by SDC, he had incurred substantial financial and personal cost. He questioned the refusal to permit removal of his building from the site on the grounds it would be detrimental to the flying function of the airfield when removal of his business would cause financial loss to the airfield and location. He noted that Councillors or officers at SDC he had contacted had not responded or acknowledged his correspondence and said the proposal to release part of the airfield for development to make the airfield sustainable with a proposed move to the main runway with a cost of over £50m was questionable.
Ms Smiddy – Take Flight Aviation – informed Cllrs of the social, charitable and educational roles offered by the company and confirmed they wished to continue to offer these services within Wellesbourne.

10. District & County Council matters
10.1 Cllr Kendall – no update
10.2 Cllr Parry report – noted
Following complaints from residents that only half of Ettington Park were to receive improved broadband services Cllr Parry had contacted BT Openreach for an explanation and response was awaited. She confirmed that additional signage alerting motorists to pedestrians crossing the road for Loxley Road and village gateways for Kineton Road had been approved from the County Councillor
budget and would be installed in the next few months. It was noted that the Covid “R” rate had reduced from last month across Warwickshire.


11. Planning
11.1 Amendments – noted
20/02006/FUL Proposed grey windows and removal of glazing bars (retrospective)
At 16 Hammond Green, Wellesbourne Status Additional drawings 01 – Additional elevations of window received
Planning Officer Issy Howell Date For information only – no consultation sought
11.2 Appeal Decisions – noted
20/00893/FUL Appeal allowed and planning permission granted with conditions for revised application to increase width of dormer
At 8 Hammond Green, Wellesbourne For Mr Steve Kapoor
Planning Officer J Gunn and Inspector R C Kirby Date 11th February 2021
11.3 Applications
21/00105/FUL Conversion of garage to habitable use involving alterations to elevations
At 144 Dovehouse Drive, Wellesbourne For Steve Bryan
Planning Officer Assistant Planner Date 3rd March 2021

No objection
21/00067/FUL Erection of two storey extension to side
At 1 Newbold Road, Wellesbourne For Mr R Kavanagh
Planning Officer Assistant Planner Date 3rd March 2021

No objection
21/00473/TREE T1 – Willow – pollard to previous pruning points – Ash – pollard to previous pruning points
At 20 Willow Drive, Wellesbourne For Mrs Susan Parry
Planning Officer Assistant Planner Date 9th March 2021

No objection
21/00215/FUL Orangery to rear
At 9 Joseph Arch Road, Wellesbourne For Mr Graham Smith
Planning Officer Issy Howell Date 9th March 2021

No objection
21/00393/LBC Restoration of wooden front porch to original design
At The Old Vicarage, Church Street, Wellesbourne For Mr Richard Olafsson
Planning Officer Heather Kenny Date 11th March 2021

Support as restoration of a historically important feature
21/00246/FUL New 4 bed dwelling
At 9A Kineton Road, Wellesbourne For Mr Michael Barwick
Planning Officer Erin Weatherstone Date 12th March 2021
Object – DEV Height bulk and mass – the building is three storey which is out of keeping with the streetscene, would be overdevelopment of the plot due to the bulk and mass of the proposed development which is proposed on a very narrow site. This application does not accord with the Neighbourhood Plan – WW9 Sec G (properties should not normally exceed 2 storeys). The access/egress to the site is compromised by the existing road layout
21/00633/TREE T1 Walnut – Reduce by up to 4 metres to clear buildings and property boundary. Remove deadwood. T2 – unspecified tree – Reduce by 1 metre from neighbouring property. T3 – Conifer remove
At The Stags Head, 1 Chestnut Square, Wellesbourne For Mrs Katie Keogh-Bywater
Planning Officer Assistant planner Date 17th March 2021
No objection
11.3 Date of next Planning Committee meeting 3rd & 17th March 2021

12. Wellesbourne Mountford Airfield– Cllr AP – moved into confidential session
12.1 Meeting with Stratford District Council update – Cllr AP/Cllr SJ
12.2 Correspondence – Mr Roberts

13. Finance Committee
13.1 Chairman’s update– Cllr RB said Cllr Shepherd would be joining the committee.
13.2 Management Reports January & February– Queries raised were to be discussed at a Team meeting to be attended by the RFO, Clerk and Cllrs AP, RB, AS. Cllrs were invited to send any queries they had to the Clerk before Friday. It was noted the PC intended not to reclaim the building insurance premium from WSCC for year 20/21 and agreed this should also be applied to the Village Hall.


Action: Recommendation to Full Council that the cost of building insurance should not be reclaimed from the Village Hall for the year 2020/21 Prop Cllr AS, 2nd Cllr SJ carried.
Cllr Votes: AB-y, RB-y, JH-y, SJ-y, DK-y, MKB-y, AP-y, AS-y

13.3 Record of payments made under delegated power by the Clerk as per the attached list
13.4 Record of staff salary payments made under delegated power by the Clerk as per the attached list – noted
13.5 Mileage claim from office staff
Submitted mileage claim from Clerk and Admin Assistant for payment Prop Cllr AP, 2nd Cllr RB – carried.
Cllr Votes: AB-y, RB-y, JH-y, SJ-y, DK-y, MKB-y, AP-y, AS-y
13.6 Date of next meeting – 30th March 2021

14. Highways, Environment & Emergency Committee – Cllr SJ
14.1 Chairman’s update – The February meeting had been postponed to April. Cllr SJ said he had been working with the Clerk to finalise the budget for the road safety project 20’s plenty and up to year end expenditure. He said the Happy Bench initiative was welcomed by the Council, especially in the current climate of isolation and notices would be placed out shortly. Communications with the police remained a high priority and the need for speed enforcement was evident in the parish. Despite a disappointing response from officers at the scene of an accident on Ettington Road, Cllr Jackson said speed was clearly a factor and this needed to be addressed.
14.2 Additional signage for the gyratory update – communications from several concerned residents had been received in relation to near-misses and accidents on the gyratory due to vehicles travelling the wrong way around the one-way system. Initial approaches to WCC for more or improved signage had been refused as it was perceived not to be a problem area. Following several accidents, one resulting in a car ending in a garden of a property on the gyratory, residents raised their further concerns. Cllr Parry offered financial support from her budget to ensure that the funding be ringfenced prior to year-end.
Action: Send photographs and precise locations for improved signage to Cllr Parry By: Cllr Jackson
14.3 Date of next meeting – 13th April 2021

15. Community Facilities Committee
15.1 Chairman’s report– noted.
Mountford Place – the Clerk had confirmed with SDC enforcement that the ground management contract had not been let at Mountford Place yet and requested that SDC take no further action until the PC had ascertained if it would be possible to take transfer of the land into local authority care and if they wished to do so. The Clerk had contacted Persimmon requesting the site measurements and detail of the soft landscaping in order to get a quote for the commuted sum required to maintain the land after transfer and Cllrs confirmed the PC did wish to explore the possibility of land ownership.
Dog Close had been weed treated again and the Clerk had been putting together an application for grant funding via WCC “Green Shoot fund” on behalf of the Council.
15.2 Bench installation
Recommendation from Community Facilities Committee that the cost of installation of a bench and to remove and replace one on Dovehouse play area be permitted from the Committee budget. Prop Cllr AP, 2nd Cllr AB carried
Cllr Votes: AB-y, RB-y, JH-y, SJ-y, DK-y, MKB-y, AP-y, AS-y
Recommendation from Community Facilities Committee to accept the preferred contractor to carry out the contract to dismantle and remove the Youth Hut and to resurface and mark out the car park at the Village Hall Prop Cllr AP, 2nd Cllr Dk carried
Cllr Votes: AB-y, RB-y, JH-y, SJ-y, DK-y, MKB-y, AP-y, AS-y
Cllr AS asked where the funding for this project was from. Cllr AP confirmed it would be from Unilateral Agreement and Sec 106 money and that the funding was available but this was not reflected correctly in the Management Report due to the Cricket Club project being set incorrectly against U/A funding when it was Sec 106 funding, to be corrected at the finance meeting with the RFO.
15.4 Date of next meeting – 16th March 2021

16. Office & Staffing
16.1 Staff leave year-end report – Cllrs noted staff leave taken and agreed to carry forward 4 days for the Clerk and 2 days for the RFO which due to the exceptional circumstances of the year and workload could not be taken in the current year.

17. WALC
17.1 WALC Training Programme – Cllrs were reminded of training opportunities available and if interested to attend, to notify the Clerk

18. Annual Parish Meeting 9th March 2021 – Cllr AP said this was a meeting of the residents hosted by the PC. The minutes of the last meeting in 2019 had been published on the PC website along with the agenda. (no APM took place in 2020 due to the pandemic)

19. Wellesbourne & Walton News
APM Village Welcome Packs
Covid – reminder to keep to the rules as restrictions are relaxed

20. Cllrs & Clerk exchange of information
Clerk – David Close had approached the Clerk regarding a Cllr representative for the St Peter’s Steering Group supporting the editorial team at WWNews as Mac would like to retire. Cllrs were asked to consider this matter and to let the Clerk know.
Cllr Bolton – none Cllr Blake – none Cllr Keogh-Bywater – none Cllr Jackson – none Cllr Harte – none Cllr Shepherd – none
Cllr Kendall – had been approached by the PTA for Wellesbourne Primary School who were aiming to put on an Easter event (walking egg hunt) to see if the PC had any objection. The PC had no objection to this event but asked any promotional materials were removed afterwards.
Cllr Prior – WALC updated that WALC and various other government bodies were lobbying the government to permit an extension to virtual


meeting arrangements which were due to revoke on 7th May 2021. WALC had expressed the inability for smaller Councils to hold functional meetings with the necessary social distancing measures. WALC advice to the PCs was to get the APM and Annual Meetings of the Council done before this date and review how to go forward with whatever guidelines were implemented.

21. Dates of next meeting
6th April 2021 Full Council
13th April 2021 HEE
16th March 2021 Community Facilities
30th March 2021 Finance

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.


12. Wellesbourne Mountford Airfield– Cllr AP – moved into confidential session
12.1 Meeting with Stratford District Council update
Cllr AP/Cllr SJ had attended a meeting called by SDC due to public concern linked to Social Media. SDC confirmed they were fully committed to supporting the flying function of the airfield and would proceed with the CPO if that action became necessary.
12.2 Correspondence – Mr Roberts
Cllrs reviewed the correspondence from Mr Roberts regarding the MoU and difficulties his company were having in getting response from
SDC and the possibility of legal action to access the information requested. Cllrs acknowledged the PC did not have the power to intervene in a dispute between another local authority and private business but confirmed it would continue to support the protection of the flying function of the airfield in accordance with the Wellesbourne & Walton Neighbourhood Plan.

There being no further business to discuss, the meeting closed at 9.07pm
Chairman: Cllr Mrs Prior……………


Completed 10.3.21)