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Eathorpe, , & Joint Parish Council Minutes of the Council Meeting held at 7:30pm, 16th January 2018, Offchurch Village Hall

Present: Councillor M Brooks Councillor S Palmer Councillor M Burgun Councillor S Parker Councillor Mrs C Foyer Councillor W Redford (Chairman) Councillor Mrs M Green Councillor Mrs J Seaton Councillor O Ryan

In Attendance: Jane Chatterton Clerk & RFO

Villagers: 0

34. Apologies Apologies for absence were received from Councillors John Hammon, Denis MacDaid and District Councillor Mike Doody.

35. Declarations of Interest: There were no declarations of interest.

36. Public participation There were no members of the public present.

37. Minutes The minutes of the Parish Council meeting held on 14th November 2017.

RESOLVED THAT the minutes from the meeting held on 14th November 2017 were approved and the minutes were signed by the Chairman.

38. Matters Arising There were no matters arising.

39. Councillors reports and items for future agenda The Chairman updated on Councillor Doody’s report:

Boundary Commission Councillors were reminded of the submission made by District Council, as agreed by the Licensing & Regulatory Committee, to the Boundary Commission for with regard to the 2018 review of Parliamentary Constituencies within the Region.

It was noted that Council does not object to the proposals as laid out in the revised proposals for new constituency boundaries in the West Midlands and in doing so: (a) welcomed the retention of Warwick and Leamington in a single constituency; (b) regretted the proposals for , which faced their fourth reshuffle in 35 years (having been part of Warwick and Leamington, Rugby and Kenilworth, Kenilworth and Southam); and Joint Parish Council Minutes April 2017 to March 2018 Page| 14 Initialled

(c) regretted that and , Hunningham, Offchurch and Wappenbury JPC would move to the Rugby & Southam constituency.

ACTION: Clerk to write to WDC objecting to the plans.

40. Correspondence 40.1 GDPR It was noted that the General Data Protection Regulation (GDPR) would take effect in the UK from 25th May 2018. It replaced the existing law on data protection (the Data Protection Act 1998) and gave individuals more rights and protection in how their personal data was used by organisations. Parish councils must comply with its requirements, just like any other charity or organisation.

Parish Councils would be required to employ a Data Protection Officer, currently the Clerk was the Data Protection Officer. Based on the drafting of the GDPR and the guidance from the Article 29 Working Party, it was NALC’s view that most clerks and RFOs could not be designated as a council’s DPO. This was because although they may satisfy some requirements of the role, they would not satisfy all of them which were summarised as:

• An absence of conflicts of interest (which may arise from responsibilities as a clerk/RFO and may include processing activities) • Independence • Expert knowledge of data protection law and practices and related professional ethics to effectively advise and influence full council and • Adequate time to perform DPO role (many clerks/RFOs work part time).

Parish Councils were being approached by commercial businesses offering their services for a fee. The advice from NALC and WALC was to wait further updates before entering into any contracts.

RESOLVED THAT the update on the GDPR be noted. Further updates to be provided once known.

40.2 Nomination to Royal Garden Party A letter had been received from WALC who requested the Parish Council’s nomination (one councillor plus a companion) to attend a Royal Garden Party to be held on Thursday 31st May 2018.

After discussion it was agreed that Councillor Chrissie Foyer would be the Joint Parish Councils’ nominee.

RESOLVED THAT Councillor Chrissie Foyer complete the nomination form for consideration and forward to the Clerk for submission.

41. Planning To consider any Planning Applications since the last meeting

Weekly list 04.12.17 to 10.12.17 41.1 Appl. No: W/17/2180 App. Type: Planning Permission Site: Gallery House, Penns Lane, Eathorpe, CV33 9DE Proposal: Erection of timber framed car port and store

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RESOLVED: No Comment.

41.2 Appl. No: W/17/2091 App. Type: Planning Permission Site: Apple Tree Cottage, 2 Leigh Terrace, Main Street, Hunningham Resubmission of W/17/1305: Proposed erection of two storey side extension

RESOLVED: No Comment.

Weekly list 11.12.17 to 18.12.17 41.3 Appl. No: W/17/2310 App. Type: Planning Permission Site: Pavilion, Cricket Ground, Hunningham Road, Hunningham Proposal: Replacement of existing 2 lane cricket net practice facilities with new wider 2 lane net practice facilities

RESOLVED: No Comment.

Weekly list 18.12.17 to 24.12.17 Nothing to report

Weekly list 01.01.18 to 07.01.18 Nothing to report

42. Highways Notification had been received of a temporary road closure of Main Street, Wappenbury from 13/02/2018 to the 15/02/2018 to facilitate works to install a duct and build a chamber in the carriageway. The emergency services would be informed and the contractor would notify residents and businesses directly affected by the closure.

This closure and diversion route can be viewed on https://roadworks.org/?tm=103775973

Offchurch • Footpath Councillor Palmer reported an issue with the footpath that ran in front of the Church. The path had the following issues:

1. The path was narrower than minimum width of 27 inches 2. The path slopes towards the road making it difficult to maintain balance 3. The kerbs were broken over due to cars parking on the road

Some remedial work had been completed, but this had not addressed the key issues.

ACTION: Councillor Palmer to forward photographs to Councillor Redford to progress.

An issue was raised regarding the tree and hedge in front of Warwick House on School Hill which was overgrown and was limiting the amount of light from the street lamp. The owner should be contacted and requested to resolve this matter.

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Damage was being caused to the verge on School Hill due to cars being illegally parked on the footpath - verge.

ACTION: Councillor Palmer to forward photographs to Councillor Redford. An article to be placed in the Newsletter requesting people not to park on the footpath.

• Lamppost As reported at the last meeting the lamppost had been knocked over at the bottom of School Hill, Offchurch on 13th November and it had been removed. The lamppost had now been returned but without a lamp. It was acknowledged that this was the responsibility WDC.

• Gritting It was reported that during the recent bad weather (10.12.17) a car had skidded into the bungalow at the bottom of the hill, demolishing part of the front wall and window, it had also knocked over the lamppost base, which was already damaged and awaiting replacement.

It was confirmed that there was a grit bin situated at the bottom of the hill.

ACTION: Obtain prices for the purchase of another grit bin for the top of the road, the grit would be supplied by WDC.

Hunningham • Signage Councillor Margaret Green reported that the speed restriction signage was down on the main road in Hunningham travelling towards Offchurch. The signage was laid on the ground.

Also, the Hunningham Hill sign further on up Main Street, but before, the Hunningham Hill crossroads also needed re-attaching to the posts. It appears to have slipped and was lying at the bottom of the posts on the ground.

ACTION: Councillor Redford to progress.

• Speeding Concern raised with the speed of traffic travelling up the main road in Hunningham. It was agreed that this should be raised with Ed King at the Community Forum meeting.

43. Police Matters A letter had been received from Ed King. There had been an increase in crime figures and in particular the taking of vehicles off driveways with keyless cars being targeted. It was reported that thieves were standing watching car owners open the vehicles, picking up on the signal and cloning the keys.

Advice was for motorists to fit steering locks and keep car keys in a device to prevent them from being cloned.

Currently there were only two PCSOs and a Sargent for Kenilworth who oversees the PCSOs. The District and County Councillors had written to the Police and Crime Commissioner for , in addition to raising their concerns with Councillor A Thompson who interfaces Joint Parish Council Minutes April 2017 to March 2018 Page| 17 Initialled with the police about the current levels of policing (or lack off) and the increasing levels of crime within the Constituency.

It was not a direct criticism of those officers who do and had supported well in the past but one of priorities and organisation. An update would be provided when a response was received.

RESOLVED THAT the update be noted.

44. Chairman’s Report Councillor Redford updated on:

WCC Precept It was noted that WCC were able to raise the precept by 1% if required. This would provide extra income of £2.6m, with the current financial constraints this option was highly likely.

HS2 It was reported that Warwickshire County Council had the sum of £8m available which could be used to carry out repairs to roads which were damaged due to HS2 construction or to carry out any safety improvements.

Parking Policy Four policies had been approved by the County Council’s Cabinet at its meeting in July 2017. They set out the general approach of the County Council. These included:

1. Waiting Restrictions 2. Residents Parking Schemes 3. Parking Bays for Disabled People 4. Footway Parking

RESOLVED THAT the Chairman’s report be noted.

45. Finance 45.1 to approve payments: - Payments (Current Account) Date Reference Payee Details Value 16.01.18 J Chatterton Clerk’s Salary December 2017 PAID 16.01.18 HMRC Dec Tax Payment for Clerk PAID £74.20 16.01.18 J Chatterton Clerk’s Salary January 2018 16.01.18 HMRC Jan Tax Payment for Clerk £74.20 16.01.18 Offchurch Village Hall Venue for January’s meeting PAID £16.00 16.01.18 Hunningham Cricket Club Grant (TO BE PAID) £400.00 16.01.18 Hunningham Village Hall Venue for January & Sept meetings PAID £50.00 16.01.18 J Chatterton Expenses £93.36 16.01.18 DS Wagstaff & Sons Mowing Invoice 3452 PAID £255.00

RESOLVED THAT the above payments be approved.

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46. Accounts 46.1 Quarterly Accounts The quarterly accounts were received up to 31st December 2017.

It was confirmed that the balance on the current account was: £13,440.69.

RESOLVED THAT the quarterly accounts be approved.

46.2 Expenditure over £100 document The Expenditure over £100 document was discussed.

RESOLVED THAT the document be approved.

46.3 ICO Membership It was noted that the Data Protection Act 1998 required every data controller (eg organisation, sole trader) who was processing personal information to register with the ICO, unless they were exempt. More than 490,000 organisations were currently registered.

Discussion took place of the merits of the Joint Parish Council having membership. The cost would be £35 per year.

RESOLVED THAT it was agreed for the Clerk to apply for membership of the ICO for the Joint Parish Council.

47. Draft Budget and Precept Request 2018-2019 The precept request for 2018/19 was considered against the budget.

It was noted that due to a large reduction in the concurrent grant and council support grant received from Warwick District Council for 2018/19 the current level of precept would not meet the expenditure budget.

In 2016/17 the concurrent grant received by the Joint Parish Council was £2,650.00, this reduced in 2017/18 to £1,325.00 and for 2018/19 this has been removed completely.

After discussion and careful consideration, the Joint Parish Council took the decision to increase the precept request to £13,000.

Proposed Councillor Palmer Seconded Councillor Burgun Vote 8 in favour, 1 against

RESOLVED THAT the Precept for 2018/19 be £13,000.

48. HS2 Councillor Burgen updated on HS2.

The update included notes arising from HS2 Ltd drop in session at Offchurch Village Hall from 11th January 2018.

Carillion, the HS2 Ltd contractor for the design and construction of the tunnels for Phase 1 had entered into Administration. Their contract value was reported to be £1.4 billion. Joint Parish Council Minutes April 2017 to March 2018 Page| 19 Initialled

The main Design and Construct contract for the local section of the rail line was a consortium including Balfour Beatty. They were awarded the contract 3 months ago and now had an 18 month design phase prior to starting main construction work in the summer of 2019. It would be several months prior to being able to discuss meaningful topics with Balfour Beatty.

Separately, Enabling Works in the local area were being carried out by another consortium. Their scope of work was being added to at the present time but examples of their activities included: • Land surveys • Archaeology surveys • Mitigation works for wildlife • New roundabout at the junction of the Fosseway/Welsh Road. • Electrical supplies for tunnelling under Ufton Wood • The Main Construction Compound on the west side of the Fosseway, north of the Long Itchington Road junction.

Programmes for all this work were requested and were awaited.

Request had been made by a local resident to improve the cycle path arrangements currently proposed by HS2 Ltd which arose from their decision to close the Long Itchington Road between an area just north east of Offchurch and the Fosseway.

The papers were circulated in the JPC and would be sent to HS2 Ltd/their Design and Construct Contractor when detail design permits sensible discussion.

It should be noted that several cyclists travel east and return, crossing the Fosseway via the Long Itchington Road. Due to the closure of this road as detailed above, the alternative must be made safe and fit for purpose.

RESOLVED THAT the HS2 update be noted.

49. Policies The following draft policies were received for approval:

49.1 Publication Scheme 49.2 Risk Assessment Policy 49.3 Donations & Grants Policy 49.4 Data Protection Policy 49.5 Health & Safety Policy

RESOLVED THAT the above policies be approved.

50. Date of the Next Meeting The date of the next meeting was confirmed as 20th March 2018 at the Parish Room, Hunningham. (Vice Chairman would be in the Chair).

The meeting closed at 9:30pm