Draft Minutes of an Ordinary Meeting of Bishops Tachbrook Parish Council Held at Warwick

DRAFT MINUTES OF AN ORDINARY MEETING OF BISHOPS TACHBROOK PARISH COUNCIL HELD AT WARWICK GATES COMMUNITY CENTRE ON 20 th AUGUST 2015 AT 7.30PM

PRESENT: Councillors: S. Deely, R. Bullen (from 7.50pm), L. Carter, C. Gabbitas, M. Greene, C. Herbert, G. Leeke, P. Whitwood and County Cllr. L. Caborn 1 member of the public.

1. Apologies for absence Cllr. L. Balzaretti (holiday) and District Cllr. A. Day (holiday).

2. Public Session No questions.

3. Declarations of Interest Cllr. Greene declared pecuniary interests in item 5(v), 10(ii) and 10(iii) as a St. Chad’s Centre Trustee. Cllr. Gabbitas declared pecuniary interests in item 5(v), 10(ii) and 10(iii) as a St. Chad’s Centre Trustee. Cllr. Leeke declared pecuniary interests in item 5(iv) as a near landowner and 5(vi) as a member of his family is on the PCC. Cllr. Herbert declared a pecuniary interest in item 5(vi) as a member of the Village Events Group. Cllr. Whitwood declared pecuniary interests in item 5(vi) as a member of his family is on the Youth Group Committee and item 8(iv) as a near landowner. He also declared a personal interest in item 9(iv) as a member of his family uses the buses. The Chairman declared a pecuniary interest in item 5(vi) as a member of his family attends the Youth Club and Brownies. He also declared a personal interest in item 9(iv) as a member of his family uses the buses. Cllr. Bullen declared a personal interest in item 9(iv) as a member of his family uses the buses. Cllr. Carter declared a pecuniary interest in item 5(vi) as a member of his family attends the Youth Club. He declared a personal interest in item 9(iv) as a member of his family will be using the buses.

4. Acceptance of the minutes of the previous minutes (July) The Clerk had circulated the draft minutes prior to the meeting. Cllr. Gabbitas proposed that the minutes be approved, seconded and carried unanimously. The Chairman signed the minutes.

5. Financial/Administration (i) Bank balances The following bank balances were reported: Current Account £36,346.64 Investment Account £73,336.98 (ii) Bank reconciliation The Clerk reported that the bank reconciliation had been forwarded to councillors prior to the meeting. A copy is attached to these minutes. (iii) Internal auditor’s report The Clerk confirmed that there are no recommendations.

The Chairman asked if the agenda could be rearranged to enable Cllr. Bullen to take part in items 5(v) and 5(vi). There were no objections. (vii) Passing of following accounts for payment: RESOLVED: that the following accounts be approved for payment (proposed Cllr. Leeke, seconded Cllr. Carter and carried unanimously). Mrs. C. Hill - Clerk’s gross salary; August Mr. D. Connolly - Play area inspections (August) - £20.00 Mr. A. Gandy - Meadow mowing (July) - £100.00 Mr. D. Connolly - grass cutting (July) - £102.00

6. Warwickshire County Council Matters (i) To receive report from County Council Cllr. Caborn updated the meeting on the council’s plans for forming an alliance. (ii) Highways meeting; date for next meeting Cllr. Carter suggested that we wait until the forum has decided whether to grant us funds towards this project before arranging a meeting. ACTION: The Chairman and Cllr. Carter to produce an action list. 7.50pm Cllr. Bullen joins the meeting (iii) Mallory Road Crossing Point; report Cllr. Caborn reported that Graham Stanley has received comments from residents and that he would like to discuss these comments with all residents before producing a report. Councillors agreed that they would like to see these comments. Cllr. Gabbitas said that she would request a copy from Graham Stanley. ACTION: Cllr. Gabbitas to request a copy of the comments from Graham Stanley. (iv) Lengthsman scheme The Clerk had circulated to councillors information received from WALC. Cllr. Caborn said that he was not aware of any funds being made available to cover this scheme. Cllr. Leeke highlighted the large highways budget and said that he believed money could be made available from the County. It was agreed that the Clerk should respond to WALC saying that the Parish Council would support this idea if funding was to be made available. The Clerk to forward a copy of WALCs email to Cllr. Caborn. Cllr. Caborn suggested that this idea should be discussed at the Community Forum. ACTION: The Clerk to respond. WALCs email to be forward to Cllr. Caborn. To be discussed at Community Forum.

5. Financial/Administration 8pm Cllr. Leeke leaves the meeting (iv) To consider approving professional fees for legal advice relating to the Grove Farm II planning application up to £6,000 The Chairman introduced a member of the Planning Working Party who has experience in planning legal matters. The resident explained the legal options available to the Parish Council in challenging the District Council’s decision to grant this application and the costs involved. The Clerk reported that she has received donations from residents totalling £5,000. Cllr. Bullen proposed that we appoint Shoosmiths LLP, as our solicitor, as they are familiar with this application and have provided a reasonable quote for writing a pre-application protocol letter to the District Council informing them that we are considering requesting a judicial review. Following the letter via Shoosmiths, we should appoint a barrister to review the information and provide advice as to whether they believe a judicial review should take place. The total cost not to exceed £6,000. This was seconded with 5 councillors in favour and 2 abstentions. It was further agreed that Cllr. Bullen should approach the barrister used by The Save Warwick Group. ACTION: Cllrs. Bullen and Whitwood to instruct Shoosmiths. Cllr. Bullen to contact the barrister used by The Save Warwick Group. 8.40pm Cllr. Leeke returns to the meeting. (v) To consider passing authority to the Clerk in respect of authorising payments for the construction of St. Chad’s Centre, on receipt of a certified contract valuation up to £10,000 per transaction, to ensure that interest charges are not incurred Cllr. Greene explained the payment situation whereby the QS will issue a certificate based on the work carried out by the contractor which will be certified by the architect. Payment must be made by the 17th of each month. The QS and the architect are independent from the contractor and employed by the Trust. Cllr. Bullen asked for details relating to the funding of the project for the first couple of years. Cllr. Gabbitas said that she would forward a copy of the business plan to him. ACTION: Cllr. Gabbitas to forward a copy of the business plan to Cllr. Bullen. 8.50pm Cllrs. Greene and Gabbitas leave the meeting. The Chairman proposed that we delegate authority for payment to the Clerk to ensure that interest payments are not incurred, seconded and carried unanimously. 8.52pm Cllrs Greene and Gabbitas return to the meeting. 8.55pm The Chairman, Cllrs. Carter, Herbert, Leeke and Whitwood leave the meeting. Cllr. Gabbitas takes the Chair. (vi) To consider approving requests for section 137 grants The Clerk had circulated prior to the meeting 4 requests for funding. She also made councillors aware of £400 allocated in the budget for churchyard maintenance and £2000 for section 137 grants. Councillors agreed that the £400 in the churchyard maintenance fund should be paid to the PCC plus £275 from the section 137 fund towards the cutting back and replanting of the bottom hedge. The Village Events Group requested funding for 3 people to attend a food hygiene course and 1 person to attend a first aid course. Councillors agreed to fund 2 people attending a food hygiene course and 1 person attending the first aid course which equals £525. Councillors noted that the Brownies and the Youth Club applications show that these clubs mainly benefit residents. It was agreed that the Youth Club should be awarded £400 with £400 being reserved for the Brownies subject to receiving and reviewing a copy of their latest accounts. The above amounts were proposed by Cllr. Greene, seconded Cllr. Bullen and carried unanimously. 9.15pm The Chairman, Cllrs. Carter, Herbert, Leeke and Whitwood return to the meeting. The Chairman takes the Chair.

7. Warwick District Council Matters (i) To receive report from District Council No new report. (ii) Maintenance of islands on Othello Avenue; update Cllr. Leeke reported that the District Council officer has said that this will be addressed in September. (iii) Warwick Gates perimeter path; maintenance update Cllr. Leeke said that the District Council has said that this should be completed by 31st August. (iv) Dumping of waste in conservation area/heritage park; update ACTION: September agenda item (v) Oakley Wood Road layby - fly-tipping Cllr. Carter said that he has received an email from a County Council officer saying that the layby can’t be closed because it is a parking area, breakdown spot etc. Cllr. Caborn agreed to take this matter forward with County Highways. ACTION: Cllr. Carter to forward the email to Cllr. Caborn. Cllr. Caborn to discuss with Highways. 8. Planning Matters (i) Neighbourhood Plan; progress update Cllr. Bullen reported that the final responses have been incorporated into the pre-application which has been sent to the District Council. He is awaiting a response from the officer dealing with this. The plan might require rewording because of the Grove Farm II application. Cllr. Bullen said that there is now a requirement for a community energy policy which he has written and will forward to councillors for comments. Cllr. Bullen asked if councillors could please respond to him as soon as possible with any comments on the local green space policy. The Chairman thanked Cllr. Bullen for his hard work and dedication. (ii) Feedback from Planning Working Party meetings See item 5(iv). (iii) Planning Committee Meeting; update The Chairman and Cllr. Whitwood said that they were very disappointed that their comments had not been listened to by the Committee. (iv) Planning application no. 15/0963 - 11 Parsonage Close Discussed in July’s meeting. (v) Planning notice no. 15/1004/TC - Squab Hall Farm; granted. (vi) Planning application no 15/1106 - 3 Millway Drive Councillors agreed to comment that the applicant will not be able to use his garage once this work has taken place. ACTION: The Clerk to respond to Planning. (vii) Planning notice no. 15/0992 - 5 Penfold Close; granted. (viii) Planning notice no. 15/0946 - 30 Church Hill; granted. (ix) Planning application no. 15/1150 - 85 Holt Avenue Councillors agreed to raise no comments or objections. ACTION: The Clerk to respond to Planning. (x) Appeal notification; land south of Gallows Hill/West of Europa Way Cllr. Bullen summarised this appeal. Councillors agreed that a statement should be submitted and that Cllr. Bullen should represent the Parish. The appeal starts on 26th August. ACTION: Cllr. Bullen to submit a statement. (xi) Planning notice no. 15/0890 - 27 Miranda Drive; granted (xii) Planning application no. 15/1078 - land on north of Oakley Wood Road Cllr. Bullen explained that a number of amendments which have been discussed with the developer have not been included in this application. Councillors agreed that a meeting should be arranged with the developer to discuss our concerns. 7 councillors agreed to object to this application, because a number of requested amendments have not been included, with 1 abstention. It was further agreed that Cllr. Bullen should draft a response and also arrange a meeting with the developer. Any councillor wishing to be involved in the meeting should liaise with Cllr. Bullen. ACTION: Cllr. Bullen to draft a response to the application plus arrange a meeting with the developer. (xiii) Meeting with AC Lloyd; 2nd October (attendees) ACTION: September agenda item.

9. Amenities Matters (i) To note report Cllr. Leeke updated the meeting. He said that he would like to ask the Payback Team to tidy up the BMX track at a cost of £150. The Clerk confirmed that funds were available in the budget. Friends of Oakley Wood are holding a family day on 20th September from 10am until 4pm. (ii) Annual Play Area Inspection update Cllr. Leeke reported that he would be discussing this report with our contractor. There are no high risk items which require immediate attention. ACTION: Cllr. Leeke to discuss report with our contractor. (iii) Benches; repairs Cllr. Leeke said that he has found a replacement bench at a cost of approximately £400. He said that he would ask our contractor if he is able to fit the bench. Councillors agreed that this bench should be purchased and our contractor should be asked to fit it. ACTION: The Clerk to order the bench. Cllr. Leeke to arrange for our contractor to fit it. (iv) Bus shelter update ACTION: September agenda item.

10. Police/Community Matters (i) To note report from Police No new report. (ii) St. Chad’s Centre; update plus request from WDC that we acknowledge the contribution they are making in any publicity Cllr. Gabbitas updated councillors on this project. 10.05pm Cllrs. Gabbitas and Greene left the meeting. Councillors agreed unanimously that the Parish Council would acknowledge the contribution WDC are making in any publicity. It was agreed that this contribution should be mentioned in the magazine. ACTION: The Clerk to arrange for this to be mentioned in the magazine. (iii) To approve an extension to the licence for works to the St. Chad’s Centre to include provision for drainage and power cables under the green. Councillors discussed this request and agreed that this work could take place subject to searches taking place to ensure that no power cables or services are disrupted by this work, the Midland Tree Surgeons instructions are followed, that the green is restored to its original condition after the work has finished and the contractor makes good any other damage to the green including to footpaths. ACTION: The Clerk to write to the St. Chad’s Centre Trust 10.15pm Cllrs. Gabbitas and Greene returned to the meeting. (iv) Community Forum; 24th September (attendees) It was agreed that Cllr. Carter would attend. (v) To discuss providing bishopstachbrook.com email addresses for councillors ACTION: September agenda item.

11. Correspondence (i) WALC newsletter Circulated to councillors via email. (ii) Stratford District Council Core Strategy modifications ACTION: To be discussed on 19th September (iii) WCC invitation to County Church Service on 20th September

12. Date of next meeting Thursday, 17th September 2015 at Bishop’s Tachbrook Primary School. The Chairman closed the meeting at 10.20pm.