Full Council meeting, 07/12/2021 – minutes

Minutes for a meeting of the Council on Tuesday 7th December 2021 at 7.15 pm at the Methodist Hall, Bridge Street, Wellesbourne
Present: Chairman: Cllr Mrs Prior Councillors: Barton, Blake, Dipple, Shepherd Clerk: Mrs Scriven Members of public: 1
County & District Councillors: 2

1. Welcome and announcements

2. Apologies received -Cllrs Mrs Bolton, Cannon, Jackson, Kendall

3. Declarations of Interest – Cllr Blake declared a non pecuniary interest in matters pertaining to the Village Hall as the Treasurer
Cllr Mrs Prior declared a pecuniary interest in matters pertaining to Budget item Chairman’s Allowance as the recipient and a non pecuniary interest in matters pertaining to the WSCC as a Trustee

4. Confirmation of the order of the agenda – Inc 7.1 Gifted land acquisition – agreed

5. Identification of any items that might be resolved for confidential session – 7.1 Land acquisition as legal and contract matters,
12.2 Electrical Charge Points as potential contract. 11.4 grants and payroll – if further discussion is required only – agreed

6. Confirmation of the minutes of the Council meetings on:
2nd November 2021 – Prop Cllr AS, 2nd Cllr TD carried.
23rd November 2021 – Prop Cllr DB, 2nd Cllr AS carried.

7. Matters arising from the minutes not included in the agenda
7.1 Land acquisition – Moved to confidential

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 – not in attendance
9.2 Cllr Parry – report noted.
9.3 Cllr O’Donnell – report noted. Rules surrounding Covid variant – even if triple vaccinated if Omicron variant identified you must still isolate for 10 days.

10. Planning
10.1 Permission with conditions
21/01504/FUL Single storey side extension to include internal garage and home office
At 8A Church Street Wellesbourne For Mr Dave Matthews
Planning Officer Malwina Idziak Date 26th November 2021
10.2 Applications
21/03314/VARY Vary conditions 2 and 3 of planning permission 20/02432/FUL (date of decision 05/07/2021). To allow the installation of a manager’s lodge of a different design, including approval of materials for the same Condition 2 to delete reference to: Proposed Site Plan Drawing No. 8135-A-201 Proposed Lodge Drawing No. 8135-A300 Replace with references to: Proposed Site Plan Drawing No. 8135-A-202 Proposed Container House Drawing No. 8135-A-302 Condition 3 to refer to the external materials set out on drawing 8135-A-302
At Agricultural Land, Hunscote Lane, Wellesbourne For Victoria Warr
Planning Officer Joe Brooke Date 14th December 2021
No comment
21/03628/FUL Proposed porch to north-west elevation, roof light to south-west elevation and replacement windows, doors and paving
At Manor Orchard, Bridge Street, Wellesbourne For Mr & Mrs James Ashley
Planning Officer Assistant planner Date 9th December 2021
Support as improvement to the amenity for the resident and has no detrimental effect on the streetscene
10.3 Correspondence – Pegasus/Persimmon – pre application meeting request – Cllrs considered the request to meet Persimmon to discuss the land they had identified for the new South Warwickshire Plan. This land had been rejected in the current Core Strategy and Neighbourhood Plan and Cllrs agreed until it had been formally identified under the new scoping for sites consultation and integrated into a new Core Strategy and/or Neighbourhood Plan, that the request should be declined.
Action: Contact Pegasus and relay Council’s decision to decline a meeting at this time. By Office
10.4 Correspondence – Warwick District Council Housing and Employment Assessment – Draft Methodology Consultation – This consultation was looking at how sites were identified in the County of Warwickshire for housing and employment with a desk study then a call to sites. The only reference to parishes and local councils were that they would look at parishes Neighbourhood Plans. Cllrs felt they should be contacting and consulting Parish Councils directly as changes may have occurred and that Neighbourhood Plans should be followed not just considered.
Action: Responses by email – respond with the Council’s comments By Office
10.5 Date of next planning meetings: 8th & 15th December 2021


11. Finance Committee
11.1Committee meeting Chairman’s report – noted
11.2Record of payments made under delegated power by the Clerk as per the attached list – noted
11.3 Record of staff salary payments made under delegated power by the Clerk as per the attached list – noted
It was noted by the Council that the payments made by the Clerk under delegated power should be reviewed in January 2022
11.4 Recommendation from the Finance Committee to accept the spending needs of £283,161 for 2022/23 to be reduced by general reserve requiring a precept demand to SDC of £260,000. Cllr AS asked why the wording for the recommendation for the precept had been presented in this way, the Clerk confirmed the Chairman of the Finance Committee had requested it be shown this way as the first total was the identified budget required less general reserve payment and the actual precept demand being the amount remaining.
A change to the recommendation was requested as “Recommendation to accept a precept of £260,000 for 2022/23” – Prop Cllr AS, 2nd Cllr AP carried
Recommendation to accept a precept of £260,000 for 2022/23 Prop AP, 2nd AS carried.
Action: Send details of the agreed precept request to SDC By Office
11.5 Consideration of timing of notification of grant application outcome to applicants – Cllrs considered the difficulties for applicants not knowing if their grant had been successful or not when applications were submitted in October but not notified until May the following year. The reason for this was due to the fact the precept did not get paid until April and payment of grants depended on the acceptance of the precept request. It was noted this proved difficult for applicants, especially those seeking match funding and agreed that once the precept had been confirmed by SDC in February confirmation of the outcome of the applications could be made.
Action: Recommendations to Full Council (Jan 2022) to change the current process to inform grant applicants of the status of their application once the precept had been confirmed. By Cllr AS/Clerk
11.6 Website compliance – Cllrs noted that the PC website was no longer compliant with the accessibility legislation and it was agreed with the current webmaster that amendment of the current site would be more onerous than a complete re-write under the guidelines. The Chairman had liaised with Kineton Parish Council who had recently set up a new compliant website and obtained the requirement list.
11.6.1 Recommendation from the Finance Committee to tender for a company to set up a new compliant website with a cost of up to £2000 + vat to be paid from reserves – Prop Cllr AP 2nd Cllr AS carried
Action: Review tenders at Office & Staffing Committee in January 2022 By: Committee members
Action: Agenda item for Office & Staffing Committee January 25th 2022 By Office
11.7 Management reports & Management commentary (November) – not available
11.8 Audit
11.8.1 Internal Audit report – Cllr AB applauded the Clerk/RFO for their hard work during a challenging period to conclude with such a positive audit. It was noted that the Auditor also commended the Council for their proactive approach to compliance and best practice.
11.9 Date of next meeting: 14th December 2022/18th January 2022

12. Highways, Environment & Emergency Committee – Cllr AB
12.1 Chairman’s comments – Cllr Blake gave apologies for the cancelled meeting due to it being inquorate.
Issues he raised:
20s Plenty campaign – to be moved to Charlecote Road between island and garage then on green outside the Garden Shed to edge of the village at the top of Kineton Road – Lengthsman job as soon as possible
Traffic speeding – consideration of how to manage abuse of volunteers using the Council’s speed detection device – agenda item Feb
Anti-social parking in Church Walk/Chestnut Square – to be raised with the SNT again – agenda item Feb
Emergency Plan review – volunteers required – email to HEE members
12.2 Electric charge points – approach from company to provide charging points to the parish update – Cllrs considered the draft contract sent by the company and agreed it should be scrutinised by the Council’s solicitor.
12.3 WWFAG report – Cllrs agreed this had been most informative.
12.4 Date of next meeting: 8th February 2022

13. Community Facilities Committee – Cllr AP
13.1Committee meeting Chairman’s report – noted.
13.2 Christmas light display update– Cllr AP applauded the large number of residents who turned up to witness the children’s light competition winner switch on the lights with Santa despite the terrible weather which saw cancellation of the street stalls. The office were in dialogue with the lighting company about the few lights which were not fully illuminated or were out, and would meet them in the new year for a debrief and discussion on the contract.
13.3 Public Open Space land transfers (Persimmon) – no update available, with Persimmon’s legal team.
13.4 Lease/Deed of Covenant and Gifted land adjoining Dog Close update – Cllr AP had signed the Deed of Covenant and exchange of the lease was now with the solicitor.
13.5 Planning for Newbold Road land – no update available
13.6 Recommendation to approve the quote from Thomas Fox for tree and hedge works at Dovehouse play area of £880.00 + vat – prop Cllr AP, 2nd Cllr AB carried
Action: Confirm acceptance of the quote with Thomas Fox By Office
13.7 Date of next meeting 11th January 2022

14. Office & Staffing Committee
14.1 Committee Chairman’s update Cllr AP – the staff appraisals were now complete and any issues arising would be discussed at the Office & Staffing committee.
14.2 Date of next meeting: 25th January 2021


15. Governance Review – update– Cllr AP said this contained comprehensive information from SDC to be reviewed in January with a draft proposals/options document to be discussed as a February agenda item for Full Council.

16. Wellesbourne Matters AGM update – Cllr AP attended the meeting on behalf of the Parish Council who pledged to support the retention of the airfield in accordance with the Core Strategy AS9 Policy and the Wellesbourne & Walton Made Neighbourhood Plan, the Clerk to the Council took the minutes for the group. Mr Daren Pemberton (Deputy Leader SDC) gave a very detailed presentation on SDC’s position on the airfield and the potential CPO (Compulsory Purchase Order) and discussed the potential for business enterprise expansion at the site. He said that the owners needed to approach SDC with a plan as SDC would action the CPO within weeks and months, not months and years now. Mr John Guilder from APPG (All-Party Parliamentary Group) gave an interesting presentation on the importance of local airfields now recognised by the Government.

17. Wellesbourne & Walton News – Christmas lights switch on Grant from Shakespeare’s England Wellesbourne Matters AGM

18. Cllrs & Clerk exchange of information
Cllr AP said the District Councils had declared a Climate Emergency and Parish Councils would also have to look at their carbon footprint. There were two Climate Change virtual conference days 19th January and 30th March 2022 and Cllrs were urged to book onto the conference. She said Cllr DK has asked her to attend a meeting with Persimmon about self build at land behind Walton Way in order that the WWPC had some influence on what they are proposing.

19. Dates of next meetings
4th January 2022 Full Council
11th January 2022 Community Facilities
14th December 2022 Finance Committee (only if precept not set)
18th January 2022 Finance Committee
8th February 2022 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.

7.1 Land acquisition – Cllr AP/Clerk spoke with Mr Mackie and explained that if he got 2 quotes the Council had already resolved to pay the cost up to £2000.

12.2 Electrical Charge Points – Cllrs considered the proposed contract and agreed to ask the solicitor for a quote to look at the contract and advise on any areas that may require amendment.

There being no further business to discuss, the meeting closed at 9.00pm

Chairman…..Cllr Mrs Prior…..