Council Meeting 2nd September 2024

To consider any Members reasons of absence

Members are reminded of the need to keep their register of interests up to date.

Members are reminded that they must act solely in the public interest and should never

improperly confer an advantage or disadvantage on any person or act to gain financial or other

material benefits for themselves, their family, a friend, or close associate.

Disclosure of Interests
Members to disclose any disclosable pecuniary interests in items on the agenda and their nature.

Chairman to Move: The Meeting & Standing Orders be now adjourned:

At the Chairman’s discretion residents are invited to give their views and question the Parish Council on issues on this agenda or raise issues for future consideration.  Members of the public may not take part in the Parish Council Meeting.  There will be no discussion by members of the Council during this session but the views expressed may be considered later as part of particular agenda items.  During this period, in accordance with the revised Code of Conduct, members of the Council who have a disclosable interest (but not a disclosable pecuniary interest) in an item on the agenda may also make representations, answer questions, or give evidence relating to that item.

To receive Ward Member’s Reports.

County Cllr Adams

District Councillor Ciotti

District Councillor Robson

Chairman to Move: To close the adjournment and the suspension of Standing Orders

To consider and approve the wording of the Clerk’s Minutes of the Parish Council Meeting held on Monday 1^st July 2024 – circulated 2.7.24

a)       W/24/01575/HP Location: Ashford House, 5 Mill Field, Pebworth, Stratford Upon Avon, CV37 8UX Description of Proposal: Existing Garage roof to be replaced to suit conversion ancillary to the enjoyment of the dwelling – (Variation of condition 2 Ref. W/22/01748/HP). Following consultation via email the Parish Council responded with No Comment.

b)       W/23/02156/FUL Demolition of existing dwelling and construction of nine dwellings, creation of new vehicular access into site along with private driveways and gardens, alteration and extension of retained outbuilding at Elm View and alteration and extension of Walnut Tree Cottage. Location: Elm View, Chapel Road, Pebworth, Stratford Upon Avon, CV37 8XJ. Additional information has been received. Following consultation via email the Parish Council had no further comments to make.

a)       To note the External Audit report.

b)       To receive the Clerk’s report on payments made during August.

c)       To consider for approval the schedule of payments to be made by internet banking

d)       To consider appointing DKE Audit Services for the internal audit 24-25 at a fee of £210 plus mileage

e)       To ratify the decision to appoint Aviva as the Parish Council insurers for the next 3 years.

a)       To note police report

b)       To consider way forward regarding promoting Parish Council meetings.

c)       To receive update regarding potential increased connectivity within Pebworth.

d)       To consider response to the National Planning Policy Framework consultation.

e)       To consider response to the Consultation on Revised Statement of Principles Under the Gambling Act 2005

a)       To note the defibrillator and VAS pole have now been installed

b)       To receive update regarding play facilities/reflection garden.

c)       To receive update regarding 40/50mph speed limits at Meon Way/Meon Vale.

a)       To note monthly report and consider any works required

b)       To note panel on teenage shelter has been damaged and consider way forward.

c)       To consider the costings for proposed new benches.

To receive update.

To consider way forward regarding amenity contract.

To note some issues were raised over the summer regarding two overgrown plots.

a)       To note the dead trees on Dorsington Rd were reported to Worcestershire County Council Highways and a tree inspection has been requested.

a)       To note Lengthsman’s jobs issued from last Council meeting; comment on progress

b)       To consider future tasks to be issued to the Lengthsman

c)       To note VAS data

To consider quotes for streetlight energy as contract is due to expire November 2024.

To receive update regarding Bridleway at Broad Marston

a)       Equality & Diversity

b)       Unreasonably persistent or Vexatious Complaint

To confirm the date of the Ordinary Parish Council Meeting at 7.00pm on Monday 7^th October 2024 at the Village Hall, Pebworth.

Members noted the resignation of Cllr Parkins which has been reported to Wychavon District Council. This leaves 2 vacancies. Members noted Clerk has thanked Cllr Parkins for her contributions to the Parish Council.

Disclosures of Interests:

Members were reminded of the need to keep their register of interests updated. Members were asked to

declare any Disclosable Pecuniary or other Interests in items considered in virtual meetings and their nature.   

None declared

a)       1 member of the public was in attendance:

–          Ditches have been cleared opposite the fire station and the spoil left on top of the verge

–          A motorbike has been causing a nuisance at 7.15am through the village. Clerk to report to PC Prentice. Resident was also advised to report this.

b)      County Councillor Adams arrived 19.30

c)       District Councillor Robson (19:15)

The Chairman closed the open forum and reconvened the meeting at 19:10

The Minutes of the Ordinary Parish Council Meeting held on Monday 1^st July 2024 at the Village Hall, Pebworth were considered and approved by the Council to be a true record of the meeting and were signed by the Chairman.

a)       W/24/01575/HP Location: Ashford House, 5 Mill Field, Pebworth, Stratford Upon Avon, CV37 8UX Description of Proposal: Existing Garage roof to be replaced to suit conversion ancillary to the enjoyment of the dwelling – (Variation of condition 2 Ref. W/22/01748/HP). Following consultation via email the Parish Council had no comment to make.

b)       W/23/02156/FUL Demolition of existing dwelling and construction of nine dwellings, creation of new vehicular access into site along with private driveways and gardens, alteration and extension of retained outbuilding at Elm View and alteration and extension of Walnut Tree Cottage. Location: Elm View, Chapel Road, Pebworth, Stratford Upon Avon, CV37 8XJ. Additional information has been received. Following consultation via email the Parish Council had no further comments to make.

–          Advised the Elm View planning application will be at Planning Committee on 12^th September, no amended report has yet been received. A meeting to be arranged to consider how the Parish Council represents their comments.

Meeting reconvened at 19:20

a)       Council noted the external audit report –

On the basis of our review of Sections 1 and 2 of the Annual Governance and Accountability Return (AGAR), in our opinion the information in Sections 1 and 2 of the AGAR is in accordance with Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.

This information has been added to the website and placed in the village hall noticeboard.

b)       Council approved the payments made in August (Appendix A).

c)       The Council gave consideration and unanimous approval of the payments listed in Appendix A, confirming the payments in Appendix B have been approved by full Council and there is provision within the budget, and that financial regulations and relevant policies have been followed. Cllr Pearson to authorise the payments made by internet banking.

d)       Council resolved to appoint DKE Audit Services for the internal audit 24-25 at a fee of £210 plus mileage.

e)       The Council’s insurance policy expired on 31st August, necessitating approval of a new contract via email. The Clerk obtained three quotes:

–          Zurich: £1,822.95

–          Aviva (current insurer): £1,035

–          Charity & Community Insurance: £939

It was noted that the overall cost had increased; however, the Clerk explained that the MUGA (Multi-Use Games Area) had not been covered under the previous policy, and it was agreed to include this coverage. After consultation via email, it was resolved to accept the quote from Aviva for a 3-year Long Term Undertaking.

a)       No police report received.

b)       Members considered promoting the Annual Parish Meeting to encourage more attendance. District Councillor Robson advised attendance seems to be low at other parishes. It was resolved that Cllr Weller will lead on increasing Parish Council presence on social media.

c)      Cllrs confirmed, along with County Cllr Adams & the Digital Infrastructure and Connectivity Team at Worcestershire County Council, they support the drive for better digital and mobile connectivity in Pebworth. As such a letter of support has been sent to Atlas Tower Group to aid their communications with identified landowners. Atlas Tower Group has assured the Parish Council that they are committed to working closely with landowners to ensure that the project is implemented with minimal disruption and that any concerns regarding environmental impact, land usage, and aesthetic considerations are thoroughly addressed.

d)       It was resolved not to respond to the National Planning Policy Framework consultation.

e)       It was resolved not to respond to the Consultation on Revised Statement of Principles Under the Gambling Act 2005

County Councillor Adams provided his report which is appended to the minutes. (Appendix C)

Meeting reconvened at 19:40.

a)       Cllrs noted the defibrillator cabinet and VAS pole have now been installed. Persimmon are awaiting the location code & registration of the device before the defibrillator installation. Councillor Cotton advised the VAS does not appear to be working. Clerk to contact the Lengthsman.

b)       Cllr Pearson has been out of action but the draft survey is being put together for the play facilities/reflection garden which he will forward to Councillors shortly.

c)       Cllrs noted the response following the Parish Council’s letter of support regarding the request to decrease the speed limit from 50mph to 40mph on the B4632 Campden Road between the roundabout into Meon Vale and the then new roundabout. CIlr Isobel Seccombe, Leader of Warwickshire County Council has responded stating she would support Quinton Parish Council in their endeavours and has requested the Road Safety Team take a broader view whilst considering the safety angle. She noted that this issue should have been addressed during the development phase, but it seems to have been overlooked between the two County Councils. This is not the fault of the Quinton PC.

–          Members noted the monthly reports:

The Recreation Field

–          The Lengthsman has proposed the gates to the MUGA are kept locked as they were recently left open

–          There are weeds through the surface of the golf practice net – spray?

–          He is monitoring the tennis net as there is a slight lean to the southern side net post.

The Close

–          There is slight play in the ground at the carousel bowl. Clerk has reported this to Kompan and is awaiting a response.

–          The ground has been levelled and new matting installed around the roundabout and the zip wire

c)      Members noted one of the panels on the teenage shelter has been damaged and consider way forward. The Lengthsman has cleaned and painted the shelter and removed all polycarbonate sheets for the time being.  It was resolved to leave the polycarbonate off for the time being.

d)      Members reviewed the cost estimates provided by the Clerk for the purchase of two new picnic benches at The Close. It was resolved to proceed with the purchase of the benches, including an accessible option, at a cost of £923, with an installation fee of £700. This decision was made as there are sufficient funds remaining in the budget, thanks to Persimmon’s generous donation of a defibrillator for Meon Way Gardens.

Brodie Planning Associates have provided a quote in the region of £5,000 for a full review of the existing NDP which would preserve its planning status. The cost of that review currently would be met via grant funding. They further advise that due to the current review of the NPPF there is a risk that any work done now could be impacted by those changes so their recommendation is to wait until that review is complete before undertaking the Parish Council review. There is no specific timetable for the completion of the NPPF review. The Parish Council is very concerned that in delaying the review of the NDP, it will lose planning weight due it being over 5 years old. The NDP is viewed by the Parish Council as being a key planning document particularly given the current status of the SWDPR. The Parish Council is also mindful that the funding stream to undertake the work may also not be available if the review is not started now. It was resolved to proceed with the review. Cllr Pearson to advise Brodie Planning Associates.

It was resolved to issue the amenity and burial ground contracts as one and test the water.

Members noted that during the summer, there were concerns about two overgrown plots. The leaseholders were contacted, and the plots are currently being addressed or have already been resolved.

Members noted the dead trees on Dorsington Rd were reported to Worcestershire County Council Highways and a tree inspection has been requested. Cllr Cranage has queried the exact location the Council are investigating and Clerk is awaiting a response.

a)       To note Lengthsman’s jobs issued from last Council meeting; comment on progress:

–          Weed spraying has taken place at Middlesex Rd, Dorsington Rd, Back Lane, Front St & Broad Marston Rd.

–          The VAS has been moved to Meon Way Gardens

b)       Future Tasks:

c)       The VAS data was noted (Appendix D)

Members noted the streetlight energy contract is due for renewal November 2024. They considered the quote provided by Clear Utility Solutions. The estimated annual cost by the current provider (Yu Energy) is £3,294 where as Tomato Energy’s estimated annual cost is £2798 giving a saving of £496pa. Clear Utility Solutions recommend fixing for 3 years with Tomato Energy. It was resolved to enter a 3 year contract with Tomato Energy.

Rail contractors have now completed making good both the entry section to the bridleway at Broad Marston end and the exit section at the Honeybourne end. Harris temporary fencing has been removed and replaced with permanent ground embedded wire mesh fencing resulting in a wider pathway. The central path through the watery hole has had some clearance by Pebworth Team but there remains some risk from unstable rotting trees particularly at the Honeybourne end. Network Rail are checking if these are within their boundary and if so these will be dealt with.

a)       Equality & Diversity

b)       Unreasonably persistent or Vexatious Complaint

Both policies were reviewed and agreed. These will be reviewed in 2 years or unless any change to legislation.

a)       Jodi Cotton – query raised whether a Welcome to Pebworth/Wychavon will be installed at Meon Way Gardens.

b)       Jodi Cotton – streetlight 13 on all night – it has since been noted the streetlight is not on during the day.

Council confirmed the date of the next Ordinary Parish Council Meeting on Monday 7^th October 2024 at 7.00pm in the Village Hall, Pebworth.