Virtual Annual Meeting of the Council, 04/05/2021 – minutes

WELLESBOURNE & WALTON PARISH COUNCIL
Minutes for a virtual Annual Meeting of the Council on Tuesday 4th May 2021 at 7.00pm via ZOOM online meeting facility
Present: Chairman: Cllr Mrs Prior Councillors: Blake, Mrs Bolton, Dipple, Harte, Jackson, Kendall, Keogh-Bywater, Mrs Patalong, Shepherd
Clerk: Mrs Scriven District/County Councillors: 2 Members of public: 4 (J.Hargis, L.Dane, P.Davies, C.Cartwright)

1. Election of Chairman (currently Cllr Prior) – Cllr Prior was nominated, no other nominations were received
Prop: Cllr RB, 2nd Cllr DK Carried Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AS-y Cllr AP abstained

2. Chairman’s Declaration of Acceptance of Office – The Chairman signed the Declaration witnessed by the meeting attendees/Clerk

3. Election of Vice Chairman (currently Cllr Bolton) – Cllr Bolton was nominated, no other nominations were received
Prop: Cllr AP, 2nd Cllr DK Carried Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AS-y Cllr RB abstained

4. Welcome and announcements – the Chairman explained that the permissions granted by the government for Parish Councils to hold virtual meetings had not been renewed and the impact on PCs would be considerable.

5. Apologies for Absence – Cllr Cannon

6. Consideration of Council documents – 6.1, 6.2, 6.3, 6.4, 6.5, 6.6 were agreed unchanged
Prop: Cllr RB, 2nd Cllr DK Carried Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
6.1 Standing Orders
6.2 Financial Regulations
6.3 Complaints Procedure
6.4 FOIA policy
6.5 GDPR policy
6.6 Press /Media policies

7. Committees 2021/22
7.1 Consideration of committee structure – it was agreed to reinstate the Office & Staffing Committee when required.
Prop: Cllr SJ, 2nd Cllr DK Carried Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y

7.2 Consideration of committee membership
Finance
Membership: Cllrs Blake, Mrs Bolton, Jackson, Kendall, Mrs Prior, Shepherd

HEE
Membership: Cllrs Mrs Bolton, Cannon, Harte, Jackson, Keogh-Bywater, Mrs Prior

Community Facilities
Membership: Cllrs Blake, Mrs Bolton, Dipple, Harte, Jackson, Kendall, Mrs Patalong, Mrs Prior

Office & Staffing
Membership: Cllrs Mrs Bolton, Harte, Mrs Prior, Shepherd

7.3 Consideration of committee Chairmen

Committee Chairman Proposers Cllr Votes:
Finance Cllr Mrs Bolton Prop Cllr AP, 2nd Cllr AB Carried AB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y Cllr RB abstained
HEE Cllr Jackson Prop Cllr MKB, 2nd Cllr AB Carried AB-y, RB-y, TD-y, JH-y, DK-y, MKB-y, NP-y, AP-y, AS-y Cllr SJ abstained
Community Facilities  Cllr Mrs Prior Prop Cllr SJ, 2nd Cllr DK Carried AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AS-y Cllr AP abstained
Office & Staffing Cllr Mrs Bolton Prop Cllr AP, 2nd Cllr JH Carried AB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y Cllr RB abstained
Grievance & Discipline Membership: Cllrs Harte, Kendall & Mrs Prior Prop Cllr RB, 2nd Cllr SJ Carried AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
Appeals Membership: Cllrs Mrs Bolton, Jackson & Shepherd Prop Cllr AP, 2nd Cllr AB Carried AB-y, TD-y, JH-y, DK-y, MKB-y, NP-y, AP-y
Cllrs RB, SJ, AS abstained

8. Working Parties – Due to limited exposure for the advertisers and the additional work for the office in unusually busy times, there would be no 2022 print of the Index. Alterations could be made to the online version where necessary.
8.1 Consideration of current working party structure – to remain unchanged.

8.2 Consideration of working party membership
Dog Close working party
Membership: Cllrs Dipple, Harte, Mrs Patalong, Mrs Prior plus members of the public

Future of the Council offices
Membership: Cllrs Blake, Harte, Jackson, Keogh-Bywater, Mrs Prior plus staff member Mrs Scriven

9. Nominations for representation to other Bodies 2021/22
Sports Association – Cllrs Kendall & Mrs Prior
Village Hall – Cllr Mrs Bolton
Boyce Charity – Cllr Shepherd
Chedham’s Yard – Cllrs Dipple & Jackson
WALC Southern Area Committee – Cllrs Mrs Patalong & Mrs Prior
Wellesbourne & Walton Community Cares (inc OSCARS/Dementia Group) – Cllrs Cannon, Harte & Mrs Prior
Flood Action Group – Cllrs Harte & Keogh-Bywater
Wellesbourne Sports and Community Centre (WSCC) – Cllrs Jackson, Keogh-Bywater & Mrs Prior
Wellesbourne & Walton News Steering Group – Cllr Blake

10. Signatories for finance
10.1
Recommendation to approve delegated signatories and for Cllr Shepherd to resume as a signatory if the bank had not removed him from the mandate – Cllrs Mrs Bolton & Mrs Prior noting that Cllrs Shepherd and Jackson would be added once Covid restrictions permitted the mandate change Prop: Cllr DK, 2nd Cllr JH carried
Cllrs Mrs Prior, Mrs Bolton, Jackson & Shepherd abstained
Cllr Votes: AB-y, TD-y, JH-y, DK-y, MKB-y, NP-y

11. Calendar of Meetings
11.1 May – April 2021/22 – Cllrs noted the May committee meetings would not go ahead as planned due to the government decision not to renew virtual meeting capabilities for Parish Councils beyond May 7th 2021.

12. Declarations of Interest
Cllr Mrs Prior declared a non pecuniary interest in matters pertaining to the WSCC as a Trustee
Cllr Jackson declared a non pecuniary interest in matters pertaining to the WSCC and Chedham’s Yard as a Trustee to both
Cllr Keogh-Bywater declared a non pecuniary interest in matters pertaining to the WSCC and Chedham’s Yard as a Trustee to both

13. Confirmation of the order of the agenda – agreed

14. Identification of any items that might be resolved for confidential session
Item 22.5 as conditions for a grant payment Prop Cllr RB, 2nd Cllr AP – Carried.
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y

15. Confirmation of the minutes of the Council meetings (virtual)
6th April 2021
Spelling of Kendall (ll) Prop Cllr DK, 2nd Cllr AS Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
30th March 2021
Prop Cllr JH, 2md Cllr SJ Carried
Cllr Votes: AB-y, RB-y, JH-y, SJ-y, MKB-y, AP-y, AS-y (Cllrs TD, DK, NP not at meeting)

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

17. Police Matters – Following consultation with the SNT, WWPC have been asked to gather information relating to vehicular antisocial behaviour by taking photographs, recording car registration numbers, details of disturbance such as times, locations, what offence occurred.
A WhatsApp group had been set up by PC Morgan with representatives of the Council to more easily provide information directly. Roads where speeding traffic had recently been problematical included Kineton Rd, Loxley Rd, Bridge St, Ettington Rd, Walton Rd and Warwick Rd.

18. Open session for members of the public to raise any matters of relevance to the Parish
Mr Hargis, Chapel Street, asked whether the Council’s 4 year Development Plan had been shelved because of the Pandemic.
Cllr Mrs Prior said there was to be a Powerpoint presentation on this matter at the APM, but Covid prevented this. The Council continued to progress some of the items within the plan but confirmed it would be progressed again once the Pandemic had cleared.
Action: Put the Powerpoint presentation for the 4 Year Development Plan onto the Council website. BY: Administrative Assistant

19. District & County Council matters
19.1 Cllr Kendall – A response was still awaited from Central Government to the question raised by Mr Hargis relating to permitted development rights work within the Conservation Area. Cllr Kendall thanked Cllr Parry for her work and service to the local community as County Councillor.
19.2 Cllr Parry – report noted. Cllr Parry gave a Pandemic update on the local position. There had been no cases of Covid in the 60+ age group across the district and there were now 51 available hospital beds locally. She reminded the Council of CIL grant funding availability and urged the Council and WSCC to make an application for local community projects. It was confirmed that CIL monies for cycle routes would be spent in Stratford town and its river routes. She urged WWPC to follow up the unpaid CIL for the Willett Gardens development with SDC.

20. Planning
20.1 Applications
21/00811/FUL Erection of a 4m x 3m timber framed garden gazebo behind existing leylandii hedge at the front north west corner of the front garden
At 16 Church Street For Mr And Mrs David Tilley
Planning Officer Assistant Planner Date 13/05/2021
No objection Prop Cllr SJ, 2nd Cllr RB carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y Cllrs AP & AS abstained
20.2 Date of next Planning Committee meeting 12th and 26th May 2021 – noted

21. Removal of permission for virtual meetings – planning ahead – Cllr AP
It was noted that the court case requesting the government to extend the legislation for local Councils to hold virtual meetings had been dismissed. WALC’s recommendation was not to hold any meetings before 21st June and to review the situation at that time before commencing. The Clerk confirmed that PKF Littlejohn, the External Auditor, had issued notice that the AGAR (Year End Audit document) must be approved by the Council at a properly convened meeting no later than 30th June 2021, and the AGAR must have a wet signature (by ink/hand not electronic) The date for submission to PKF Littlejohn was now 2nd August 2021 by special arrangement.
Cllrs agreed the Chairman should approach the vicar to request permission to hold socially distanced Council meetings inside the Church.
Action: Approach Greg Bartlem to ask if the Church Committee would be prepared to hire the Church to the Council for the purpose of holding its meetings the first to be 22nd June.By: Cllr Prior
Action: Request the presence of the RFO to respond to queries on the AGAR By: Clerk

As virtual meetings were now not permitted, the Council agreed to delegate to the Clerk, responsibility to respond to Planning applications on behalf of the Council unless the Council were able to meet virtually or otherwise.
Recommendation to delegate to the Clerk, the authority to responds 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 Pandemic restrictions, unless the Council were able to meet virtually or otherwise. Prop Cllr AP, 2nd Cllr AS Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y

22. Finance Committee
22.1 Chairman’s update– Cllr RB – The Internal Audit had been successfully completed and the AGAR signed. Cllrs noted there had been £611 profit from the year and agreed this indicated accurate budgeting.
22.2 Record of payments made under delegated power by the Clerk as per the attached list – noted
22.3 Record of staff salary payments made under delegated power by the Clerk as per the attached list – noted
22.4
Resolution to pay the previously agreed 21/22 grants subject to any conditions applied, to recipients once the initial tranche of the precept has been received Prop: Cllr RB, 2nd Cllr DK
Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
22.5 Consideration of the conditions to be attached to the payment of the 21/22 grant to WSCC – moved to confidential
22.6
Resolution to allow the use of council premises on a rent-free basis to Chedhams Yard, access being dependent on government guidelines affecting the reopening of the office for a further 12 months Prop: Cllr RB, 2nd Cllr AS
Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
22.7
Resolution to allow the use of council premises on a rent-free basis to CAB, access being dependent on government guidelines affecting the reopening of the office for a further 12 months Prop Cllr RB, 2nd Cllr AS
Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
22.8
Resolution to allow the use of council premises on a rent-free basis to WSCC, access being dependent on government guidelines affecting the reopening of the office Prop Cllr RB, 2nd Cllr AS
Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
22.9 Consideration of the request by the RFO for software to assist in dealing with invoices – withdrawn pending further information
22.10 Date of next meeting – 11th May 2021 – Postponed pending government advice

23. Highways, Environment & Emergency Committee
23.1 Chairman’s update – The “Dogs on Leads” signs and 20s Plenty campaign signs and banners had been delivered. It was agreed that the HEE working party would meet on 25th May to discuss locations for the signs and campaign material. New bins would be purchased this financial year from designated reserve. Cllrs were encouraged to take photographic evidence of road traffic signs obscured by overhanging vegetation to be forwarded to the Clerk. Items on the 4 year HEE Development Plan would be revisited during the year.
Action: Instruct the Lengthsman to cut back the overhanging vegetation on the VAS (Vehicle activated sign) on Kineton Road By: Office
23.2 Date of next meeting – 25th May 2021 – Postponed pending government advice

24. Community Facilities Committee
24.1 Chairman’s update – A SEC 81 Demolition Order had been granted by SDC for removal of the Youth Hut. SDC had confirmed the removal of vegetation and laying of hard ground surfacing in the offshoot of land at the rear of the Village Hall car park could be carried out under permitted development. Should the Council elect to use this offshoot for parking of a vehicle or as a storage facility, at that time a planning application should be made. An asbestos survey had shown no notifiable asbestos found and the small amount of asbestos in the floor and ceiling tiles could be properly removed by the contractor.
Newbold Road land gate repairs by Tom Fox had been approved along with the ground work by the Bowls Club.
Following a virtual meeting with the Medical Centre and Walton Estate representatives it was finally agreed the fence around the drainage pool on Dog Close should form a U shape connecting at each end with the Medical Centre’s fence. It was agreed the Medical Centre would install a gate in their connecting fence. Erection of the fence had commenced.
Quotes for the commuted sums required for the transfer of land at Mountford Place from the Developer to the Parish Council were being sought. The Residents Association for Mountford Place had indicated the desire for the children’s play area to be fenced in.
24.2
Recommendation to approve up to £1200 for asbestos removal at the Youth Hut Prop Cllr AP, 2nd Cllr SJ Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y

24.3
Recommendation to approve up to £1000 + vat for water supply disconnection at the Youth Hut Prop Cllr AP, 2nd Cllr DK Carried
Cllr Votes: AB-y, RB-y, TD-y, JH-y, SJ-y, DK-y, MKB-y, NP-y, AP-y, AS-y
24.4 Date of next meeting – 18th May 2021 – Postponed pending government advice

25. Office & Staffing – Cllrs agreed to consider and compile a Risk Assessment for the return to work of the staff after 21st June 2021 in line with government advice.
Action: Gather staff comments/concerns about returning to work in the office By: Clerk
Action: Arrange a site visit with Cllrs MKB, AS to assess the office space for social distancing and staff/public safety By: Clerk
Action: Compile a Risk Assessment giving consideration to staff comment/concerns and staff/public safety By Cllrs AS/MKB

26. Correspondence
Letter via email regarding highway issues and Wellesbourne Mountford airfield from Mr & Mrs Birch/Mr & Mrs Hine.
Action: CC letter to Councillors with Clerks response attached By: Clerk

27. Wellesbourne & Walton News
Detail of the restrictions on Parish Councils

28. Cllrs & Clerk exchange of information
Cllr Blake – none
Cllr Mrs Bolton – Asked if the Council would write to the Post Office asking why relief cover was not being provided whilst they recruit. The Garden Shed were placing tables on the green and footway again despite having been instructed by SDC to cease this practice.
Cllr Dipple – none
Cllr Harte – none
Cllr Jackson – Asked for feedback on the bollards installed without permission on the service/access road behind the shops on Newbold Road.
Cllr Kendall – none
Cllr Keogh-Bywater – none
Cllr Mrs Patalong – none
Cllr Mrs Prior – none
Cllr Shepherd – none
Clerk – none

29. Dates of next meetings
22nd June 2021 Full Council – pending venue permissions
18th May 2021 Community Facilities – postponed
25th May 2021 HEE – Postponed
11th May 2021 Finance – Postponed

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

22.5 Consideration of the conditions to be attached to the payment of the 21/22 grant to WSCC
Cllrs agreed that the grant should be paid in full with no additional conditions applied.
Prop Cllr Mrs RB, 2nd Cllr DK Carried. Cllr Votes: AB-y, RB-y, TD-y, JH-y, DK-y, NP-y, AS Cllrs Jackson, Keogh-Bywater & Mrs Prior abstained

There being no further business to discuss the meeting closed at 10.00pm

Chairman….Cllr Mrs Prior…….

Signed………………………………….

Date………………………….2021
(Completed 7th May 2021)