Council Meeting 3rd June 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.

To consider Cllr Cranage’s application for a dispensation to participate and to vote in any discussion relating to the maintenance of the watercourse from Chapel Street to Friday Street which is adjacent to his property.

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 note Declaration of Acceptance of Office to Chairman has now been signed and witnessed.

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

a)       To consider and approve the wording of the Clerk’s Minutes of the Annual Council Meeting held on Monday 13^th May 2024 – circulated 14.5.24

b)       To consider and approve the wording of the Clerk’s Minutes of the Parish Council Meeting held on Monday 13^th May 2024 – circulated 14.5.24

To receive update from meeting with Ian McLeod, Director of Planning.

a)       To receive the Clerk’s report on payments made since the last meeting

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

c)       To note Cllr Pearson & the Clerk are working on updating the Financial Regulations. These will be deferred to the July meeting.

d)       To note the first precept payment of £24,101 has been received.

e)       To note Clerk has submitted the AGAR documentation.

a)       Consider any West Mercia Community priorities Jun-Aug – see email sent 20.5.24

b)       To consider quotes for 2 new noticeboards.

c)       To receive feedback from Cllr Pearson following the Residents Association meeting on 23^rd May.

d)       To consider response to invite from Honeybourne Parish Council regarding D-Day celebrations on 6^th June.

e)       To note Clerk has contacted Persimmon regarding speeding issues on Meon Way and chased regarding the defibrillator.

f)        To note County Cllr Adams’ report regarding flooding.

To consider quote received from Brodie Planning Associates

To note Clerk has arranged for the amenity contractor to cut and collect the grass ahead of the judging for Pebworth in Bloom on 9^th July and for Party in the Park on 1^st September following a request from Pebworth In Bloom.

a)       To receive update regarding ditch clearance at The Close.

b)       To note damage caused to the Memorial Stone at the Recreation Field.

To note Clerk has received a request to arrange the clearance of a bridleway route.

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 review Reserves Policy

To confirm the date of the Ordinary Parish Council Meeting at 7.00pm on Monday 1^st July 2024 at the Village Hall, Pebworth.

Cllr Cotton

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

The Council considered a dispensation for Cllr Cranage under Section 31(4) of the Localism Act 2011 to participate and vote on all matters relating to the maintenance of the watercourse from Chapel Street to Friday Street which is adjacent to his property.

“This Council hereby grants a dispensation to Cllr Cranage to enable the said Parish Councillor to participate and to vote in any discussion relating to the maintenance of the watercourse from Chapel Street to Friday Street which is adjacent to his property for a period of four years or until May 2027.”

The reasons for granting this dispensation are:

It is appropriate to grant a dispensation

a)       1 member of the public was in attendance:

–          Final approval for the Fibrex development is awaited but matters are now progressing.

–          A query was raised asking whether the Parish Council would be providing any facilities at Meon Way Gardens as they contribute towards the precept. Resident was advised that dog bins and a noticeboard have been provided with a defibrillator expected shortly. Play equipment and a reflection garden are also being considered.

b)      County Councillor Adams – not in attendance at the time

c)       District Councillors Robson & Ciotti – not in attendance; District Councillor Ciotti sent her apologies part way through the meeting and advised the Rural Transport Consultation will commence following the General Election.

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

a)       The Minutes of the Annual Parish Council Meeting held on Monday 13^th May 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 Vice-Chairman as the Chairman was not present at that meeting.

b)       The Minutes of the Ordinary Parish Council Meeting held on Monday 13^th May 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 Vice-Chairman as the Chairman was not present at that meeting.

Notes from the meeting with Ian McLeod are appended to the minutes.

Decisions:

W/24/00676/HP Proposal: New side extension to existing dwelling at 1 Pitchill Barns, Broad Marston Road, Broad Marston, Pebworth, Stratford Upon Avon, CV37 8YQ Planning Permission Approved Subject to Conditions

a)       Members noted no payments were made between meetings.

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

c)       Members noted Cllr Pearson & the Clerk are working on updating the Financial Regulations.

d)       Members noted the first precept and grant payment of £24,101 has been received.

e)       Members noted all AGAR documentation has now been submitted.

a)       Members considered any West Mercia Community priorities for Jun-Aug. They requested the Clerk advise of anti-social behaviour at Meon Way Gardens.

b)       Members considered the quotes for 2 new noticeboards. They requested the Clerk seek a sample of the material to view at the July meeting where a decision will be made.

c)       Cllr Pearson provided an update from the Residents Association meeting on 23^rd May at Meon Vale.

d)       Cllrs noted the invitation from Honeybourne Parish Council regarding D-Day celebrations on 6^th June.

e)       Persimmon have confirmed they will be installing a defibrillator at the entrance to Meon Way Gardens. A request had also been made to install a pole for a VAS which was agreed. Clerk to contact Cllr Cotton to see where it would be best situated.

f)        County Cllr Adams’ report was noted regarding flooding issues.

Cllr Pearson will talk with Wendy Hopkins from Brodie Planning regarding the way forward reviewing the NDP.

Members noted the Clerk has arranged for the amenity contractor to cut and collect the grass ahead of the judging for Pebworth in Bloom on 9^th July and for Party in the Park on 1^st September following a request from Pebworth In Bloom. Moving forward it was resolved for the amenity contractor to cut and collect the grass three times a year for Open Gardens, Pebworth in Bloom & Party in the Park.

a)       Members noted the ditch clearance has been completed at The Close. A request has been made to consider increasing the invoice from £450 to £600. The time taken to clear the area was more than anticipated and resulted in more debris owing to the weather conditions. It was resolved to pay an invoice for £600 and noted this is being shared with Rooftop Housing.

b)       Damage to the Memorial stone on the Recreation Field has been reported. Clerk to contact John Hyde to see if he can carry out the repair.

c)       There are large ruts behind the MUGA and the golf net. Clerk to request John Hyde carry out the repair.

This is appended to the minutes.

County Councillor Adams reminded Cllrs of the quote of £2,950 for the flooding issues at Broad Marston. It has been difficult to get any further quotes with appointments being booked and contractors not turning up. County Councillor Adams stressed the urgency of these works being carried out in the relatively good weather, rather than waiting for the winter. Cllrs therefore decided for County Councillor Adams to set up a further meeting with the company which one of the Cllrs will attend. The quote will be discussed and the decision reported back at the July meeting.

The meeting was reconvened at 20:25

Members noted Clerk has received a request to arrange the clearance of a bridleway which is being investigated by the CAPV.

a)       Clerk has been advised the grips will be cleared on 5^th June.

b)      Future Tasks:

–          Grill clearance at The Close (monthly)

–          Ground levels at the horse and the roundabout.

–          Clear the surface rust on the shelter and cleaning the polycarb

–          Level surface at top end of zip wire.

–          There is a large shrub growing part way down the laurel hedging and there is a concern this could cause damage to the hedge. This to be cut back to ground level.

c)       The VAS Data was noted

Members reviewed and agreed the Reserves Policy

a)       Clerk to write to owners of Norton Hall as the hedge is encroaching onto the footway.

b)       To consider ways to promote the parish council meetings.

c)       Phone masts – to request further date for a meeting

d)       To add Meon Way Gardens as a separate agenda item

Council confirmed the date of the next Ordinary Parish Council Meeting on Monday 1^st July 2024 at 7.00pm in the Village Hall, Pebworth.