Full Council meeting, 02/11/2021 – minutes

Minutes of a meeting of the Council on Tuesday 2nd November 2021 at 7.15pm at the Methodist Hall, Bridge Street, Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Barton, Mrs Bolton, Cannon, Dipple, Kendall, Shepherd
Acting Clerk: Mrs Skinner County/District Cllrs: 2 WCC representative: Graham Stanley Members of public: 7

1. Welcome & Announcements

2. Apologies received – Cllr Jackson

3. Declarations of Interest - none

4. Confirmation of the order of the Agenda – Remove item 11.1 as not relevant – agreed

5. Identification of any items that might be resolved for confidential session – Confidential minute from 5th October to be amended – move to Confidential as involves staffing issues Prop AP, 2nd DK, all in favour

6. Confirmation of the minutes of the Council meetings
5th October 2021 Add Item 11.4.1 “Cllr RB said that the figures given in the management report for the current level of the s106 and unilateral agreement funding should be disregarded. There had been difficulties over the years in obtaining an accurate record and the Clerk, along with the RFO, was currently working on rectifying this. Correct figures would be presented as soon as possible.”
Item 19. Add AS – none Prop Cllr AS, 2nd Cllr RB – carried (Cllr DB abstained)
19th October 2021 Item 2. Add apologies from Cllr DK
Prop Cllr AS, 2nd Cllr DB – carried (Cllrs RB, OC, TD, DK abstained)

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
Representatives from Friends of Hastings House, Keith Greatham, Eileen Edwards, Wendy Waters, Heidi Williams gave a presentation on the proposed work of the charity which was formed in July 2021 to provide additional services to patients across the area. Case studies were presented to illustrate the work done by Well Being Navigator whose full funding ceased after initial 12 months, so funding was being sought to continue the post.
Frankie Stuart, Cherry Orchard reported that the area at the end of Cherry Orchard had become extremely overgrown during building works and Orbit and WCC both stated it was not their responsibility to maintain.
Action: Check with Orbit to find out responsibility and put pressure on to tidy up the area By: office
Linda Dane, Newbold Road asked whether the Council would consider increasing their contribution to Wellesbourne & Walton News for next year as income had dramatically reduced from advertisers and donations while printing costs had gone up by 5%. Cllr AP reported that an increase had been discussed at recent Office and Staffing meeting.

9. District & County Council matters
9.1 Cllr Kendall – nothing to add to colleagues reports
9.2 Cllr Parry – report noted. She added that there were not yet any results from public consultation on proposed merger of SDC and WDC.
9.3 Cllr O’Donnell – report noted. She gave an update on increased Covid figures and urged vigilance. She asked for white lines needing enhancement for safety to be reported to her.

10.1 Applications
21/03073/FUL Single storey extension to sides.
At  2 Valletta Way, Wellesbourne, CV35 9TB, For  Ms Leanne Schneider-Rose
Planning Officer  Assistant planner Date  10 November 2021.
It was noted that two documents in this application didn’t relate to the property. Cllr Parry would look into this.
No objection – Prop RB, 2nd DK, Carried AS abstained
21/03249/FUL Ground floor rear conservatory extension
At  43 Hammond Green For  Mrs Anderson
Planning Officer  Assistant Planner Date  12 November 2021.
No objection – Prop DK, 2nd OC, Carried AS, DB abstained
21/03274/FUL Replacement of 3no. velux roof windows with 2no. dormer windows (to be carried out in conjunction with stripping and re-laying roof tiling and associated repairs)
At  4 Chestnut Square For  Mr Phil Thomas
Planning Officer  Malwina Idziak Date  12 November 2021.
No objection – Prop DK, 2nd RB, Carried AS abstained
10.2 Date of next planning meeting – 10th November 2021, 24th November 2021

11.Finance Committee
11.1 deleted


11.2 Record of payments made under delegated power by the Clerk as per the attached list – noted. Cllr RB queried payment of Chairman’s allowance which was made on 1/11/21 but showed on report as being paid on 19/10/21. Payments had been set up by the clerk before she went on leave but were not made until the due date.

11.3 Record of staff salary payments made under delegated power by the Clerk as per the attached list – noted
11.4 Management reports & Management commentary (September) – noted. It was also noted that committee chairmen were now receiving up to date reports for committee expenditure
11.5 Audit
11.5.1 Internal Audit arrangements update – now scheduled for 19/11/21
11.5.2 External Audit 2020/2021 – now finalised and clean audit achieved
11.6 Council powers to award grants – paper prepared by Cllr RB to inform new councillors of the process of awarding grants
11.7 Date of next meeting: 23rd November 2021

12. Highways, Environment & Emergency Committee – Cllr SJ
12.1 Chairman’s update – Committee meeting Chairman’s update – Cllr AP chaired last meeting as Cllr SJ on leave of absence. Cllr AB now appointed as Chair and Cllr OC as Vice-Chair. Focus of the meeting was traffic issues around the village.
Graham Stanley (WCC) informed the meeting of the process of road safety audits for new developments. On completion of The Grange development, the audit highlighted issues of street lighting, lack of landscaping, inadequate chevrons, lane guidance on approach to roundabout, ponding on roundabout. Stage 4 audit to be carried out then taken back to Persimmon as extra money is allocated for additional signage, VAS, interactive signs, extension of 30mph zone, bus stops and shelters. He stated that a multi-agency approach was required to improve safety for future of pedestrians, cyclists and other road users. Report of stage 4 audit would be shared with WWPC. Landscaping with trees (rather than saplings) was required and would be pursued by Mr Stanley, and removal of existing hedges was questioned.
Action: Contact SDC enforcement to query hedge removal By: Cllr DK
A multi-agency meeting was being set up to look at other areas of concern.
Action: Send invitation to multi-agency meeting to Cllr O’Donnell and Mr Stanley By: Cllr AP
12.2 Electric charge points – approach from company to provide charging points to the parish – Cllr AP reported she and the clerk had met with the company who had put forward a proposal for charging points to be located at car park with no cost or risk to WWPC. Mr Stanley asked whether it adhered to WCC standards. Matter of cost to the public was raised, along with whether the lease would permit installation of charging points. Item would be added to December agenda to allow more gathering of information before further discussion.
Action: Write to Graham Stanley to obtain WCC information regarding charging points By: Cllr AP
Action: Contact Walton Estate to enquire whether terms of lease allowed charging points to be installed By: Cllr AP

12.3 Date of next meeting: 30th November 2021

13. Community Facilities Committee – Cllr AP
13.1 Committee meeting Chairman’s update – Cllr AP reported still awaiting final parts of Dog Close lease and there had been no feedback on Newbold Road land. She spoke about an incident of anti-social behaviour at Mountford playground which had been reported by a member of the public. A margarine type substance was smothered all over equipment making it dangerously slippery. The handyman had cleaned it up and it was reported to the police.
13.2 Community Events Fund (£5000 plus funding for publicity) – to purchase a central 3D Christmas light display update– this was now on order and would hopefully be installed in time for the switch on on 27th November.
13.3 Public Open Space land transfers (Persimmon) – relevant parties would attend a sign off meeting to include grounds maintenance company, then solicitors would deal with the process.
13.4 Lease and Gifted land adjoining Dog Close update – progressing
13.5 Planning for Newbold Road land update – no response to date
13.6 Recommendation to approve the amended quote from Thomas Fox for the Newbold Gate repair of £1749.23 + vat – prop Cllr AP, 2nd DK, carried
13.7 Recommendation to accept the offer of the mobile skate ramp from Stratford District Council – Prop Cllr AP, 2nd DK, carried, DB abstained. Storage position and permission was discussed. This would be on Community Facilities agenda.
13.8 Wellesbourne Sports Association AGM 17th November 2021 – Cllr AP to attend
13.9 Date of next meeting 9th November 2021

14. Office & Staffing Committee
14.1 Committee Chairman’s report – noted
14.2 Policies
14.2.1 Recommendation to adopt the Equal Opportunities policy, Appraisal policy and Fire Risk/Evacuation policy – Prop Cllr AP, 2nd Cllr AS, carried
Date of next meeting: 25th January 2022

15. Remembrance Sunday Service – 10.40am 14th November 2021 at war memorial – all welcome

16. Governance Review – discussion document – Number of parishioners per councillor was discussed and different options were explored. Working party to be set up for further discussion
Action: Contact all councillors to invite to join working party By: Cllr AP

17. PA System – arrangements made update –Now stored at Methodist Hall. Training session to be set up before next meeting so councillors could learn how to set up equipment

18. Annual Parish Meeting – Date of meeting 8th March 2022. Shortened annual report to go into Wellesbourne & Walton News
Action: Request extra space in February edition of Wellesbourne & Walton News By: Cllr AP


St Peter’s Church had been offered for meetings and discussed having a presentation at the meeting to explain report more fully. Possible theme of Climate Change, speakers to be invited. Suggested additional donation to Wellesbourne & Walton News for extra space as money for production of annual report was already included in budget.

19. Wellesbourne & Walton News
Update on highways / traffic issues, announce skate ramp, send Season’s Greetings

20. Cllrs & Clerk exchange of information
AS – none
RB – none
DK – none
DB – none
OC – asked whether digital copies of paperwork for meetings could be provided. It was agreed that as there is no internet at the hall, councillors would have to download papers to their own devices so they had access to papers at meetings. Any councillors requiring digital copies to let office know.
Action: Inform Cllrs of any papers that need to be sent out hard copy By: Clerk
TD – none
KS – none
AP – none

21. Dates of next meetings
7th December 2021 Full Council
9th November 2021 Community Facilities
23rd November 2021 Finance Committee
30th November 2021 HEE
25th January 2022 Office & Staffing

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.
Minute to be amended to:
11.4 Management reports & Management commentary (August) and SAGE report (September) – Cllrs noted that the monthly report in a different format as requested had not been sent out as requested and the SAGE report contained confidential information of a sensitive nature. Cllr RB said she was disappointed not to have been able to attend the Finance meeting but felt that there should have been more notice of any special requests to the staff. Cllrs discussed the methods used to collate and record the Council accounts and agreed that the RFO would be asked to show them at the next Team meeting agreed to take place on 15th October in the afternoon. Cllrs expressed frustration at the delay in receiving up to date financial information and the Chairman said it was totally unacceptable for the Council to be working on accounts that were more than a month out of date.
Minutes of meeting 5th October 2021 confirmed accepted as amended Prop DK, 2nd AS, Carried

There being no further business to discuss the meeting closed at 9.19pm

Chairman…Cllr Mrs Prior……

Signed………A Prior……………………..

Completed 3rd Nov 2021