Parish Council Annual Assembly 03/03/16 – minutes

MINUTES OF THE ANNUAL ASSEMBLY OF THE PARISH MEETING OF CLIFFORD CHAMBERS AND MILCOTE HELD IN THE JUBILEE HALL, CLIFFORD CHAMBERS ON THURSDAY 3RD MARCH 2016 AT 8.00PM

PRESENT: Cllrs S Buczacki (Chairman), A Edworthy, N Kitchener, N Stratton and S Wyles
SDC Cllr Peter Barnes – WCC Cllr Mike Brain - 24 members of the public - Karen Parnell Clerk

Before the start of the Assembly, Sarah Brooke-Taylor who is the Rural Housing Enabler from WRCC will give a brief overview of the Housing Needs Survey which will shortly be distributed to all households.

Sarah Brooke-Taylor from Warwickshire Rural Communities Council:
A Housing Needs Survey should be undertaken by the PC every three years.
WRCC is a charity set up to enable community projects. Sarah specialises in affordable housing.
Once completed the Housing Needs Survey can be used as Supplementary Planning Guidance by SDC
Properties are defined by need and local connection.
Information was circulated including a survey form and timetable.
The PC has agreed to proceed with the project; WRCC will distribute surveys and promote the scheme at no cost to the PC. Information will be made available in six weeks’ time.
There is usually around 30% return rate of surveys. Provision of Alms-houses was discussed.

1. Apologies received:

Sally Abell

2. Minutes of the Previous Assembly (2015)

The minutes of the previous Annual Assembly were accepted by those present as a true record of what had taken place. The Chairman signed the minute book.

3. Any matters arising from those minutes:

None.

4. Report from the Parish Council Chairman – Cllr S Buczacki gave his report.

Parish Council Chairman's Report for Annual Parish Assembly 2016

It is a pleasure to welcome you here this evening and a special pleasure to begin by once again paying tribute to my hard working colleagues - Cllrs Nigel Kitchener the Deputy Chairman - Nicky Stratton, Alastair Edworthy and Stuart Wyles.  As I am sure you are aware, we are one down on our quota of Councillors - we have a vacancy and so may I take this opportunity of asking you all to think carefully and see if you may be interested in being co-opted to the Council.  Whilst all five Councillors work hard - often in ways of which you can have no idea! - the opportunity to serve the community in many different ways is richly rewarding and an additional enthusiatic individual would be extremely welcome.

May I additionally thank Cllr Kitchener who represents us on the Village Hall and Recreation Ground Management Committee and also Charmian Evans who is our nominated representative on the Village Charities Committee. Thanks also to Cllr Wyles who provides our liaison with the allotment holders and Cllr Edworthy who has brought his considerable legal talents to more than one planning response. And may I add a special word of gratitude to former Parish Councillor Mike Farthing who initiated and remains responsible for the village defibrillator.

May I once again most warmly thank our District Councillor Peter Barnes and County Councillor Mike Brain for being present when advice or support is needed, for their close interest in all Clifford matters and for their informative reports to the Council. Naturally I know that in the nature of things, our two councillors do not always agree with each other but I take the view that we as a Parish benefit from their different approaches.

And also of course our collective thanks go to our hard-working clerk Karen Parnell who is a fount of knowledge about Parish Council and local government matters.
Until recently the licensing Sub-Committee had a fairly quiet year; mainly because the village also had a fairly quiet year from our three licensed premises – the New Inn, Club and Village Hall.  Recently however there has been some cause for concern because the premises must not create a nuisance and noise from them must not be audible in nearby houses. Car parking associated with activities at the licensed premises is also a growing concern.

Floods and Emergencies matters are now in the capable hands of Cllr Stratton who has grabbed the portfolio with enthusiasm.  I am only too aware how sensitive is the matter of flood prevention in the village and I am delighted to say there have been no major incidents this year.  But we cannot relax and Cllrs Kitchener and Stratton have recently checked our stock of sandbags and found some renewal is necessary.  So may I also take this opportunity to advertise our third Clifford Sandbag Saturday on March 12 when we shall ask residents to turn out to help fill a fresh stock on the recreation ground - time to be advertised.  I am assured that as always, refreshments will be available and I always think these are classic instances of the way our community comes together.

I cannot leave the floods issue without a comment on a matter that has I know aroused passions - and resulted in a petition to WCC: the fact that the Parish Council decided to take the advice of the WCC experts and support their application for major funding that, if it is successful, should enable us to have our whole ancient drainage system renewed properly.  There is no certainty that this will succeed and it was done at the expense of us pursuing any application for funds to alleviate more local problems (with also uncertain results) - as for instance in The Nashes. We were advised most strongly that to take the latter course would effectively torpedo any hope of obtaining the major funding.

I must say a word about Broadband which many of you will know has been painfully erratic of late, and I know also that some of you have been without phone connections.  I wrote on the Parish's behalf on 10 January to the Chief Executive of BT Open Reach and since then have been in almost daily e-mail contact with their Executive Level Complaints office who are doing their best to persuade me that they are on the case. I believe some of the phone lines have been restored but a conclusion to the Broadband problems is certainly still awaited.

Now, Planning. Your Parish Council considered 16 planning applications during the course of the year, rather fewer than in recent years although three of them occupied an inordinate amount of time and consideration.  Overall the Parish Council gave support to 7, objected to 2 and made no representation - although sometimes with certain requests - for 7.  The three that exercised us significantly were first an extension at The Hollies to which the Council objected to three versions before agreeing to a fourth. The second was a retrospective application for a large retail area at the rear of the garden centre, constructed without any permission. The Parish Council raised numerous serious concerns about this and eventually gave it qualified support although the outcome has yet to be decided not least because WCC Highways have objected. Highways are all powerful in these matters and too often in my view far too dependent on their computer models rather than getting out to look at real life. And finally, the Parish Council - supported by many residents - objected to the proposal to demolish an outbuilding and create an extension to 35, The Square.  This application was rejected by SDC but is now subject to an appeal to which the Parish Council has made a further submission.

Obtaining planning permission for appropriate works is a legal requirement and the rules are especially strict as much of the village is a Conservation Area and even more strict for those residents with Listed Buildings. The regulations can be annoying and irritating – and sometimes inexplicable – but they are there and I can only reiterate that much pain, disappointment and cost can be avoided by making enquiry and following the guidance given in advance of undertaking any works. And by speaking to the Parish Council so we understand the issues and possible sensitivities.  And it worth reminding residents that although our powers in Planning are limited, they do carry some weight.  For instance if we object to an application, this triggers a referral to the relevant planning committee of elected District Cllrs rather than be
ing determined by planning officers under delegated powers.

Closely allied to the planning process - certainly in the future - is the Neighbourhood Plan which will be reported on separately and although this comes under the legal aegis of the Parish Council and I have to sign all the relevant documents, it is organised by a separate committee and it gives me much pleasure to pay tribute to all the members of the Neighbourhood Plan Group who have grabbed this hugely important project with enormous talent and enthusiasm.

This year, the Council decided after very careful consideration to maintain the precept at £8000. This of course is the very small part of the Council Tax that goes towards Parish matters and Parish expenditure and we did consider a small increase and try to set aside a fund to help towards flood prevention but concluded - pardon the pun - that it could only be a drop in the ocean and not worthwhile. The entire £8000 would not I am afraid go very far in that direction.

I have pleasure in submitting my report.

Stefan Buczacki

5. Reports from the District & County Councillors

- Councillor P Barnes SDC
Cllr Barnes latest newsletter has been distributed and is now online.
The Neighbourhood Plan will help Clifford regarding future development.
400 homes are likely to be built at Long Marston airfield, but there have been no improvements to the roads as yet. A 5 year land supply has been put in place.
Re-instating the rail line remains a consideration. The Core Strategy is still being progressed.
SDC joining the West Midlands Combined Authority may help with infrastructure issues.
All dogs will need to be microchipped by 5th April 2016.

_ Councillor Mike Brain WCC
Cllr Brain thanked the PC for working with him.
B4362 improvements will need to take place before the 400 homes in Long Marston are built.
Research into three ghost islands is currently taking place.
The A46 relief road is being progressed.
The rail link could include the NEC and Birmingham Airport. Improvements to the Stratford line are also taking place.
Police and Crime Commissioner Ron Ball was thanked for his work in making savings in the Police Force.
Recycling rates in this area are one of the best in the country.

6. Reports from any Parish organisations including:

CLIFFORD CHAMBERS CHARITY REPORT MARCH 2016

Clifford Chambers Charities. Chairman’s Review of 2015. (For Parish Assembly 2016)
The Clifford Chambers Relief in Need Charity. (Registration Number 25400). Distributed a total of £9,437 for the year. Made grants to 20 families and individuals living in the parish. The Charity also supported the following organisations through the provision of grants:- Clifford Seniors. PHAB Club. Warks. & Northants. Air Ambulance. St. Helens Pastoral Care. Stratford Food Bank. Avon Valley First Responders. Age UK Stratford upon Avon. Nosh & Natter.
The Thomas Jackson Educational Foundation.(Registration Number 1008199). Distributed a total of £11,157 for the year. Made grants to 32 individuals living in the parish. The Charity also supported the following organisations through the provision of grants:- Clifford Chambers Brownies. Clifford Village Archive. Clifford Chambers Village Hall. (Cutting of the Recreation Ground grass and New Gazebo). Clifford Newsletter. Welford upon Avon Primary School. The Welcombe Hills School. Back & 4th. Community Links. Warwickshire Hedgehog Rescue. Almshouses. (Numbers 17,49 & 50) The Charities three almshouses remained fully occupied for the year. The Charity has a policy of continual improvement to its properties to ensure that residents enjoy the best standards of modern living achievable within an elderly housing stock. The Charities made reserves as recommended by The Almshouse Association, to cover the cost of short, mid and long term maintenance and improvement.
Rental Cottage. (Number 22) The cottage remained fully occupied by a young family on a short hold two year tenancy
General.
About six acres of the Charities land at Tiddington which is part of Sir Thomas Jackson’s Permanent Endowment received planning approval for 60 houses in November and a Section 106 Agreement was finalised by the end of December.
The developer now has a right to exercise the option to purchase this parcel of land. If this option is exercised, then we are advised that the income from the reinvested capital may be used in meeting the Charities purposes.
The Trustees and their advisors continue to consider an appropriate investment and distribution strategy for an enlarged Charity.
As an organisation with increasing public exposure and scrutiny, the Charity now has a clear and distinct identity. Our grant giving documentation, monthly advert and in particular the website help with this.
In October the Trustees wrote a letter to the Stratford Herald in response to its article entitled “Two villages pitted against each other in houses fight”. An eye catching headline referring to the planning application at Tiddington. The Charities letter was published in the Village Newsletter and can be viewed on its website.
To diffuse a potentially embarrassing situation with the village, the Trustees wrote “It is important to understand that the Charity is responsible to its beneficiaries, its benefactors and then The Charity Commission, it does not represent the village of Clifford Chambers although it does support some residents in the provision of grants and Almshouse as well as providing grants to village groups”.
The Trustees have been widely complimented on the quality of the new website. This has proved to be an invaluable communication tool throughout the year. The Charities new grant giving procedure is working well. Over 90% of Education applications were received via the website. It is also worth mentioning that all initial contact with local objectors to our plans at Tiddington were received via the website as well as contact with the Stratford Herald and other interested parties.
Thanks. Thanks must be extended to our Trustees who posses a range of practical and professional skills that have proved invaluable in a year of change and consolidation.
Ex Officio :- Stefan Buczacki. Deputy Chair. Rev. Patrick Taylor.
Nominative :- Charmian Evans. Welfare Grants.
Co optative :- Angela Wylam. Welfare Grants. Trevor Acreman. Education Grants. Alison Gray. Education Grants. Nick Able. Len Potter
On behalf of our Trustees I would also like to thank our Clerk Heather Taylor who has freed up Trustees time to concentrate on grant giving and decision making.
Len Potter
Chairman of Clifford Chambers Charities

Clifford News – Report from Clifford News for Annual Assembly, March 3, 2016

Clifford News continues, much as it has done in the past three years, under the guidance of Sally Abell and Sarah Hosking who took over as editors in December 2012.
10 issues were produced in 2015 consisting of parish council news, forthcoming events, church news and miscellaneous features. Clifford News also ran The Thomas Jackson Writing Competition on behalf of Clifford Charities and this carried a prize fund of £300. Six winning entries received £50 each. Our independent judges were Roger Pringle and Janet Cockin.
The newsletter is financed through advertising and is printed by Vale Press in Willersey. Mike Hill, who lives in Clifford and runs Mike Hill Graphics in Stratford, designs and supplies the colour covers free of charge, for which we are eternally grateful.

Village Hall – Reported by L Moseley
Clifford Chambers Village Hall and Recreation Ground Management Committee
Registered Charity no. 1089041

Clifford Chambers Village Hall and Recreation Ground Management Committee – Chairman’s Annual Report - March 2016

Use of the Village Hall
The Hall continues to be in use on most days of the week supporting a number of local groups and activities related to the community. Activities include the Brownies Group, the Pilates Group, the Seniors Group, the Chamford Society, dancing lessons, the Art Group, the Clifford Players and the Film night. The hall is also used by other organisations and individuals. I am pleased to be able to report that members of the community are making more use of the hall to hold birthday and children’s parties.

Maintenance and Development of Facilities
Significant progress on the maintenance plan has been made during the year, the major project being the repair of the floor. External and internal decoration has also now been completed. The Village Hall and Recreation Ground requires continuous maintenance and development to retain their usefulness to the community. Further upgrading and repair to the outside of the Village Hall and in particular the Recreation Ground is planned for the coming year.

The Film Night has now been included in the calendar of events. This has proved popular. By way of an anonymous donation we now have a large electronically operated screen to enhance the enjoyment of the film night. This screen is easy to operate and can be used by other groups.

Revenue and Fundraising Activities
Revenue during this financial year has been similar to the previous year, partially due to the increases made two years ago. The repair and improvement costs have been paid for by the income raised by the Auction of Promises in 2014. We will again review the hall charges at the Village Hall Committee AGM and should it be considered necessary announce any changes to start from May this year. The committee are aware that further expense will be incurred in the coming years to maintain the Hall and Recreation Ground and therefore have arranged a fundraising evening on March 5th. The Committee will continue to apply for relevant grants and seek donations for hall improvements as we have done in previous years. An income and expenditure account will be provided by the Treasurer at the AGM on April 4th 2016.

I would like to express my thanks to the Management Committee for their continued support in the management of the Village Hall and Recreation Ground and in particular to members of the community not on the committee who have assisted in the re-decoration of the Hall and in running events and fundraising activities during the past year.

L Moseley
Chairman, Village Hall Management Committee
15/02/2016.

Clifford Archive Project
Clifford Chambers Archive Project 2015

2015 has been a huge learning curve for us. After Andrew Gentilli had scanned and optimised 200 photos and photographed some of the larger exhibits Les and Linda gave a presentation to Clifford Over 60's followed by the  Chamford. We thought we would be able to gather feed back on at least 50 photos in the allotted time but by the time discussions had been had about each photo it was actually 20 photos that were shown in an hour. This gave us some idea for future showings. Andrew has now scanned a further 300 photos and all have been backed up to the external drive some of our grant money has purchased.

We applied for and received an ex Warwickshire County Council laptop which Myles Pollock has set up with Photoshop as over the Christmas holidays Les and Andrew interviewed two Cliffordians to help with the scanning. They will now be given 10-20 photos to load onto the system as well as optimising them and these will be passed to Andrew Gentilli for assessment. Both Marcus Farthing and Alex Fox are doing this work towards their Duke of Edinburgh's. Andrew, Marcus and Alex receive payment for their work as we wish to keep this function on a commercial basis, these payments also come out of our grants. Andrew Musgrave, Linda and Les's contributions are purely voluntary.

Andrew Gentilli has set up a face book page onto which Linda is loading current photos of village life, it can be seen at www.facebook.com/Clifford-Chambers-Archive-Project-1620675448193362/ and is being administered by Andrew and Linda but can be viewed by all. A web site name has been purchased and the site is being designed by Andrew.

Les Moseley is putting together an evening to involve the Brownies in gathering 'A day in the life of Cliffordian Children.' This will make a project for 2016 for the Archives plus a badge opportunity for the Brownies. Les is also submitting a monthly report to Chamford News to keep everyone up to date with the Archives progress. Our next big outlay will be for a scanner which needs to have a large bed and the facility to scan and optimise large as well as faded photos and exhibits. These will also need a back up facility so that our loss risk is spread should the worse happen.

In the early Summer it is planned that we will be displaying our collection of material in the village hall for one day/evening hoping that Clifford residents will come along and sort the photos into decades as at the moment the older examples are randomly boxed whereas the new ones are in albums and consequentially are in a  chronological order. For this we will need to purchase adequately sized storage boxes. After this more scanning can be done in a more logical order and Andrew Gentill can upload more information to the web site before it goes live. This web material will then be available to all researches, it will be categorised by years, people, houses and events. No information or photos will be uploaded without relevant permission. There will be a charge for information that is sent out, at our discretion, depending on whether or not it will be put to commercial use.

We feel that in the future we will be preserving our history as well as collecting today's events which become tomorrows history and we are very much focusing on involving all age groups of our community.

Clifford Chambers & Milcote Neighbourhood Plan
In July last year, approximately seventy people attended a meeting in the Jubilee Hall and unanimously voted for The Parish Council to proceed with a Neighbourhood Plan.
At the request of the Parish Council a Steering Group has been formed under which sub groups were created with the following responsibilities:
1. Flooding
2. Transport and Travel
3. Economy and Jobs
4. Communication
5. Housing, Land Use
6. Commercial Development
7. Heritage and Environment
8. Sports and Leisure
9. Young People and Education
10. Healthcare
The above sub groups are subject to change dependant on the views of the community as the project progresses.
Area Designation by Stratford District Council was awarded at the beginning of October which meant we could formally start working on the Plan.
A leaflet was distributed to every household within the Parish inviting them to visit the Neighbourhood Plan stand at Apple Day in October. A significant number of Parishioners visited the stand with many questions thus raising awareness of the project.
An application for Funding has been submitted and was successful, this is for the first tranche of money to be spent by the end of March, and will be spent on items such as setting up a website, printing leaflets, and stationary. An application for the next tranche will be prepared in April.
In conjunction with WRCC (Warwickshire Rural Community Council) a confidential Housing Needs Survey is being conducted in the parish. Survey leaflets are being sent to households and businesses within the parish. The results of the survey will be sent to the Steering Group and used to support the Plan to ensure that the needs of the community are being addressed.
Three Community Open Forum meetings are planned for February and March, the objective of which is to advise the community of the Steering Group’s objectives and timings as well as gaining their views on the areas previously mentioned. A leaflet will be delivered to all households and businesses inviting them to attend these meetings.

Chairman’s Report March 2016
7. Matters raised by Members of the public present:

There were concerns about a number of break-ins where ladders have been used.
It was noted monies made from the sale of land by Clifford Charities will be used for the benefit of the residents of Clifford Chambers.
A roundabout in the vicinity of the village would not be illuminated.

The meeting closed at 9.45pm.