Full Council meeting, 07/09/2021 – minutes

Minutes for a meeting of the Council on Tuesday 7th September 2021 at 7.15 pm at St Peter’s Church, Wellesbourne
Present: Chairman: Cllr Mrs Prior Councilllors: Blake, Mrs Bolton, Kendall, Keogh-Bywater Clerk: Mrs Scriven
County/District Councillors: 2 (Cllrs Kendall & Mrs Parry) Members of public: 3

1. Welcome and announcements – It was noted that Cllr Patalong had tendered her resignation from the Council, the arising vacancy
will be advertised for election by the end of the week. The Co-option advert for the existing vacancy left by Cllr Harte concludes 15th September, applicants will be contacted shortly this date.

2. Apologies for Absence – Cllr Shepherd

3. Declarations of Interest – Cllr Keogh-Bywater declared a non pecuniary interest in matters pertaining to 10.2 Stags Head as spouse of the landlady, and 12.3 as on the committee.

4. Confirmation of the order of the agenda – add new 13.8 Mobile skate ramp offer from SDC, renumber 13.8 to 13.9 – agreed.

5. Identification of any items that might be resolved for confidential session – item 15 as sensitive information – agreed.

6. Confirmation of the minutes of the Council meetings:
20th July 2021 – add explanation for Cllr AS abstention at 15.3 “Cllr AS voted against due to the general reserve being used” and item 19 add to Cllr SJ said it was good to “note” – Prop Cllr DK, 2nd Cllr AB – accepted.
3rd August 2021 – add to Cllr exchange of information “Cllr MKB – none” – Prop Cllr AB, 2nd Cllr MKB – accepted.
10th August 2021 – Prop Cllr DK, 2nd Cllr AB – accepted.

7. Matters arising from the minutes not included in the agenda
7.1 Repair Club update – There had been a good response to the request for volunteer helpers and the first meeting is scheduled for October in the Methodist Hall.
7.2 Café tables blocking footway update – SDC Planning Enforcement had given words of advice about the tables, billboards and cars using the electronic charge points.

8. Open session for members of the public to raise any matters of relevance to the Parish – none

9. District & County Council matters
9.1 Cllr Kendall – SDC and WCC were considering a combined service following debts arising from the pandemic. There was a public
Consultation and he urged response from both WWPC and individuals. This would be further considered at the October Council meeting.
9.2 Cllr Parry report – noted. Cllrs expressed disappointment that WWPC were not contacted directly regarding the consultation on
local enforcement, especially as the opportunity for response had expired.
Action: Write to SDC expressing the disappointment of Cllrs that WWPC were not contacted directly about this matter as opposed to being informed by the Ward Member. By Office
9.3 Cllr O’Donnell report – noted

10. Planning
10.1 Permission with conditions
21/02269/TREE T1 – conifer – fell
At 31 Chapel Street For Mr Rupert Daffern
Planning Officer Ruth Rose Date 19th August 2021
Consent with conditions – work carried out within 2 years, all work carried out to BS3998, 2010 which is the British Standard Recommendations for tree work. Request consideration for replacement planting of suitable small tree species or large shrub species.
10.2 Applications
21/02601/FUL Erection of a single storey side and rear extension to existing detached double garage, forming new garage and garden store.
At Walnut Tree Cottage, 1 Walton Way, Wellesbourne For Matthew Lower
Planning Officer Assistant Planner Date 14th September 2021
Cllrs supported this application on the grounds it was a large enough plot and improvement to, and in keeping with the existing property.
21/02602/TREE T1 – Walnut – lift crown up to 8 metres T2 – Ash – lift crown up to 8 metres
At The Stags Head, 1 Chestnut Square, Wellesbourne For Mr Adam Smith
Planning Officer Assistant planner Date 14th September 2021
Cllrs made no objection to this application
21/02604/TREE T3 – Ash – Lift the crown up to height of 8 metres
At 5 Chestnut Square Wellesbourne For Mr Adam Smith
Planning Officer Assistant planner Date 14th September 2021
Cllrs made no objection to this application


21/02712/TREE T1 – T4 lime – Reduce back to suitable growth points, branches overhanging No.6 Bridge Street by approx. 2 to 3m.
T5 – Cherry plum – Remove tree and cut stem at ground level
At Orchard House, 8 Bridge Street, Wellesbourne For Bill Unsworth
Planning Officer Assistant Planner Date 16th September 2021
Cllrs made no objection to this application
21/02475/LDE Confirmation that the use of the buildings (now known as The Bothy, Garden Cottage and Mews Cottage) as three separate dwelling houses has occurred for a continuous period which began more than four years prior to the application date.
At Wellesbourne Hall, Stratford Road, Wellesbourne For Mr Harminder Dhinsay
Planning Officer Louise Casey Date 21st September 2021
Cllrs made no representation due to no knowledge of period of occupation or of building use.

10.3 Possible land transfers (Persimmon) – See item 13.4 under Community Facilities.
10.4 Planning responses from WWPC – Discussion to agree the procedure for how WWPC responds to planning applications – it was agreed this no longer posed a problem as planning would now be dealt with at a meeting of the Council.
10.5 Date of next planning meeting – 15th & 22nd September 2021

11. Finance Committee
1.11 Record of payments made under delegated power by the Clerk as per the attached list – noted
The Clerk noted that as there was budget in Dept 7 for the purchase of equipment for the office the payment for the office door screen was allocated to the budget rather than taken from General Reserve as per the minutes. Cllrs agreed this was entirely appropriate.
11.2 Record of staff salary payments made under delegated power by the Clerk as per the attached list – noted
11.3 Management reports (July) & Management commentary (June) RFO – Cllrs were invited to send any queries to Cllr Mrs Bolton.
11.4 Notes of the Finance Teams meeting 20th August 2021 Cllr RB – noted
11.4.1 Explanation report on unexpected Council tax demands for village car park – noted
Recommendation to vire £748.50 from general reserves to Dept 7 Office, to meet the unexpected Council Tax demand for the village car park for 2021/22 Prop Cllr AP 2nd Cllr DK
Recommendation to approve the payments (due by 18/8/21) for back dated Council tax on the village car park totalling £1607.30, made by the Clerk in consultation with the Chairman to avoid incurring late payment penalty/Court summons, and the vire of the remaining Youth Hut council tax budget of £1050 and £557.30 from general reserves to meet those unexpected charges. Prop Cllr AP, 2nd Cllr DK
11.5 External Audit 2020/2021– additional information had been requested relating to HMRC and Box 3 of the AGAR (income). A screen shot of the payments to HMRC was provided by the Clerk and the RFO supplied a detailed explanation of the £3527 income.
11.6 Date of next meeting: 21st September 202

12. Highways, Environment & Emergency Committee – Cllr SJ
12.1 20’s plenty campaign – it was noted there had been a mixed response from the residents but Sally Rolfe from Warwickshire Police had been very pleased to see the campaign which would be moved around the village to differing locations for maximum effect.
12.2 Feedback from meeting with County Highways/Police/Parish Council/District Cllr/County Cllr regarding traffic speed concerns on
A429 and around the parish – This had been a positive meeting with the police and Cllrs about the openness of the approach to the village
from the Ettington Road. It was agreed that some planting of the traffic islands would be helpful and that the hedgerow needed to be
reinstated on the approach to the islands at the edge of the estate to limit the visual effect of wide open space. Cllrs expressed their
disappointment that the County Council Officer did not attend the site meeting. A road safety audit was to be conducted for discussion at
another meeting.
12.3 Report from Wellesbourne & Walton Flood Action Group (WWFAG) – the flood action group were working on mapping ownership of land on both sides of the river bank. Once completed, owners were to be approached about providing natural flood areas upstream to help prevent flooding in the village.
12.4 Date of next meeting: 12th October 2021

13. Community Facilities Committee – Cllr AP
13.1 Committee meeting – no further update
13.2 Christmas lighting – addition of new timers for street displays update – WCC have been instructed to fit the new timers which will include a new lamp at the side of the precinct allowing the electricity feed to come from the street lamp rather than the DIY shop.
13.3 Community Events Fund (£5000 plus funding for publicity) Suggestion to purchase a central 3D Christmas light display – Cllrs agreed
a 3D display for the precinct would be an appropriate use. Quotes were being sought from the current Christmas lights contractor.
13.4 Possible land transfers (Persimmon) update – the new maps had been received and were now with Land Registry for final confirmation of their accuracy. Persimmon were to provide new financial estimates for the commuted sums associated with the transfer of land, these were awaited. A follow up meeting was to be arranged after 21st September.
13.5.1 Dog Close working party meeting update– the consultation for the application for lawful development was now coming to an end, and once the lease and new plans were received by WWPC the work on replacement fencing could commence. The WP had met and were in the process of ordering trees and shrubs from the Woodland Trust to be planted around the SUDS pond.
13.5.2 Gifted land adjoining Dog Close update – The funds for the legal documentation had been paid to the Council’s solicitor who was now progressing the matter.


13.6 Planning for Newbold Road land update – the Clerk had finally been able to contact the architect who apologised for not replying to the PC’s correspondence. He was awaiting contact from the SDC Planning Officer Louise Casey as to whether the application still required a major application to be made. He was to follow it up with the Officer and report back to the Clerk within 14 days.
13.7 Problems with bird fouling on swings and slides at Mountford and Dovehouse play areas – due to the number of complaints the Clerk had arranged for the Handyman to clean the swings once a month whilst carrying out the playground equipment visual inspections.
13.8 Mobile Skate Ramp – Opportunity to take ownership – Cllrs considered the benefits of a mobile skate ramp and agreed that WWPC express an interest in ownership.
Action: Contact SDC and express WWPC’s interest in ownership By Office
13.9 Date of next meeting 28th September 2021

14. Reopening of Council Offices
14.1 Report on return to office working and opening to public – noted

15. Apologies for absence – moved to confidential

16. Wellesbourne & Walton News
Grants Community Day Consultation of combining SDC/WCC to become South Warwickshire Combined Council

17. Cllrs & Clerk exchange of information
Cllr Keogh-Bywater – none
Cllr Mrs Bolton – said there was no sign indicating a village car park
Cllr Kendall – Residents of Farrington Court had complaint about overgrown buddleia obscuring their properties rear exit
Cllr Mrs Prior – none
Clerk – none
Cllr Blake – said the no HGV sign as you exit Sainsbury’s premises was obscured with overgrown vegetarian.
Cllr Mrs Parry – had been approached by a resident who whilst walking her leashed dog was approached by a large Alsatian dog
that was unleashed and intimidating. She was afraid to walk out with her dog after this incident and was advised to report it to the SNT.

18. Dates of next meetings
21st September 2021 Finance
28th September 2021 Community Facilities
5th October 2021 Full Council
12th October 2021 HEE

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.
15.1 Background reports – Cllr RB/Clerk
Following discussion, Cllrs agreed a more appropriate subject title would be “apologies were received from”
Recommendation to change the heading Apologies for absence to “apologies were received from” Prop Cllr RB, 2nd Cllr DK carried

There being no further business to discuss the meeting closed at 9.00pm
(Completed 08/09/21)