Full Council meeting, 03/05/2022 – agenda

Agenda for the Annual Meeting of the Council taking place on Tuesday 3rd May 2022 at 7.15 pm at the Methodist Hall, Bridge Street, Wellesbourne
Cllrs are summoned to deal with the following agenda by Lynda Scriven (Clerk to the Council) 26th April 2021
Members of public wishing to attend the meeting are asked to wear a mask on entry to, and when exiting the meeting.
If you have Covid symptoms, you must not attend the meeting.
Should you wish to raise any issues with Councillors without attending the meeting in person you may do so by emailing the Clerk on Clerk@wellesbournepc.com or by telephoning the Chairman 01789 842103 no later than 4pm on the day of the meeting (you will receive an emailed/written/telephone response following the meeting)

1. Election of Chairman (currently Cllr Prior)

2. Chairman’s Declaration of Acceptance of Office

3. Election of Vice Chairman (currently Cllr Bolton)

4. Welcome and announcements

5. Apologies for Absence

6. *Consideration of Council documents
6.1 Standing Orders (Full Council)
6.2 Financial Regulations (Finance Committee)
6.3 Grants Policy (Finance Committee)
6.4 Employment Policies (Office & Staffing Committee)
• FOIA policy
• Complaints Procedure
• DPR policy
• Press /Media policies
• Lone Worker procedure
• Vexatious/Repeated Request policy
• Equal Opportunities policy

7. Committees 2022/23
7.1 Consideration of committee structure

7.2 Consideration of committee membership
7.2.1 Finance
7.2.2 Highways, Environment and Emergency (HEE)
7.2.3 Community Facilities
7.2.4 Office & Staffing
7.2.5 Grievance & Discipline
7.2.6 Appeals

7.3 Consideration of committee Chairmen – (Members to be voted for by members of the committee)
7.3.1 Finance
7.3.2 Highways, Environment and Emergency (HEE)
7.3.3 Community Facilities
7.3.4 Office and Staffing

8. Working Parties
8.1 Consideration of current working party structure
8.2 Consideration of working party membership
8.2.1 Dog Close
8.2.2 Climate Emergency
8.2.3 Council offices (Future planning)
8.2.4 Index

9. Nominations for representation to other Bodies 2022/23
9.1.1 Sports Association
9.1.2 Village Hall
9.1.3 Boyce Charity
9.1.4 Chedham’s Yard
9.1.5 WALC Southern Area Committee
9.1.6 Wellesbourne & Walton Community Cares (inc OSCARS/Dementia Group)
9.1.7 Flood Action Group
9.1.8 Wellesbourne Sports and Community Centre (WSCC)
9.1.9 Wellesbourne & Walton News Steering Group

10. Signatories for finance
10.1 Recommendation to approve designated signatories

11. *Calendar of Meetings – discussion
11.1 May – April 2022/23

12. Declarations of Interest

13. Confirmation of the order of the agenda

14. Identification of any items that might be resolved for confidential session

15. *Confirmation of the minutes of the Council meetings 5th April 2022

16. Matters arising from the minutes not included in the agenda

17. Open session for members of the public to raise any matters of relevance to the Parish

18. *Code of Conduct
18.1 Resolution to adopt the revised Model Code of Conduct 2020 – Prop Cllr AP

19. District & County Council matters
19.1 Cllr Kendall – update
19.2 *Cllr Parry – report (to follow)
19.3 *Cllr Penny Anne O’Donnell – report (to follow)

20. Planning
20.1 Applications
22/01185/TREE Proposed T1 Oak (marked blue on plan) – Fell T2 – Apple (marked red on plan) – Fell
Client is putting in a tennis court and trees will disrupt ground in future years as well as debris. Client intends to replant trees as part of landscaping plan
At The Beeches, Chapel street Wellesbourne For Mr Joe Jonnes
Planning Officer Assistant Planner Date 12th May 2022
22/00296/LDE The Construction of 2no outbuildings incidental to the main dwelling house. Works include installation of permeable hardstanding from the main dwelling house to outbuildings.
At Kingsmead Farm, Stratford Road, Wellesbourne For Mr Butterfield
Planning Officer Amy Flute Date 11th May 2022
22/01084/FUL Extension and alteration of existing detached bungalow including dormer, rear extension and new entrance porch
At Longcroft, 15 Mountford Close, Wellesbourne For Keith Thomas
Planning Officer Assistant Planner Date 11th May 2022
22/01104/FUL Install PVCU conservatory to the rear of the property
At 54 Willow Drive, Wellesbourne For Mr R Parker
Planning Officer Assistant Planner Date 11th May 2022
22/01051/FUL Exterior works to replace windows to rear and front elevations and create new WC window to side, replace 1970s front door, replace missing chimney pot and fit cowls, fit burglar alarm box to rear elevation, removal of and cap-off redundant boiler chimney at side/rear, install extractor fan vent for upstairs bathrooms and flue for re-sited boiler on side elevation and replacement fencing enclosing rear garden. Internal works to create new downstairs WC and additional upstairs bathroom, and installation of log burners into existing chimneys
At 4 Chapel Street, Wellesbourne For Miss and Mr Vanessa and Adrian Clarke and Scruby
Planning Officer Assistant Planner Date 9th May 2022
20.2 Date of next planning meetings: 4th, 18th, 24th May 2022

21. Finance Committee
21.1 *Record of payments made as per the attached list
21.2 *Record of staff salary payments made as per the attached list
21.3 *Management reports & Management commentary (March) (to follow)
21. 4 Internal Audit update – Clerk
21.5 Date of next meeting: 17th May 2022

22. Highways, Environment & Emergency Committee – Cllr AB
22.1 Committee Chairman’s update – Cllr Blake
22.2 Date of next meeting: 10th May 2022

23. Community Facilities Committee – Cllr AP
23.1 Committee meeting Chairman’s update – Cllr AP
23.2 Public Open Space land transfers (Persimmon) – update Cllr AP
23.3 Dog Close working party update – Cllr AP
23.4 Jubilee Event arrangements update – Cllr AP
23.5 *Recommendation to accept the amended quote for works to repair potholes by the Bowls Club on Mountford Sports field – Prop Cllr AP
23.6 *Mountford Place planting/care
23.6.1 Recommendation to accept the quote for the ongoing watering of the newly planted trees at Mountford Place open space
23.7 Date of next meeting 14th June 2022

24. Office & Staffing Committee
24.1 New website (progress) update – Cllr AP
24.2 Council Logo – redesign of the Council logo project update – Cllr AP
24.2.1 Recommendation to approve the quote of £500 + vat (£600) to process an electronically modified design of the winning logo for use on the Parish Council’s new website – Prop Cllr AP
24.3 Date of next meeting: 19th July 2022

25. *WALC – correspondence regarding the procedure for Cllr meeting agendas and papers
25.1 Recommendation that Council agendas and documents will be emailed to councillors. If councillors require paper copies, the Clerk should be informed and paper copies will be sent to them. Prop: Cllr AP

26. Climate Emergency (Statement) update – Cllr AP
26.1 Resolution to approve the Parish Council’s Climate Emergency Statement

27. Wellesbourne & Walton News – New Council who’ who, Climate Emergency
28. Cllrs & Clerk exchange of information

29. Dates of next meetings
7th June 2022 Full Council
10th May 2022 HEE
17th May 2022 Finance
14th June 2022 Community Facilities
19th July 2022 Office & Staffing