MINUTES OF CLIFFORD CHAMBERS AND MILCOTE PARISH COUNCIL ANNUAL GENERAL MEETING HELD IN THE JUBILEE HALL, CLIFFORD CHAMBERS AT 7.45pm ON 22nd MAY 2019

PRESENT: Cllrs L Moseley (Chairman), J Batchelor, J Hall and J Tribe-
SDC Cllr Peter Barnes - 12 members of the public - Karen Parnell Clerk

Councillors completed the acceptance of office and DPI interests forms further to the 2nd May election.

The parish council unanimously co-opted Jonathan Tribe who completed the acceptance of office and DPI interests form.

1 ELECTION OF CHAIRMAN
Proposed Cllr Hall seconded Cllr Batchelor and position accepted by Cllr Moseley.
There were no other nominations.

2 ELECTION OF VICE-CHAIRMAN
Proposed Cllr Moseley seconded Cllr Hall and position accepted by Cllr Batchelor.
There were no other nominations.

3 APOLOGIES
WCC Cllr Mike Brain

4 FIFTEEN MINUTES PUBLIC PARTICIPATION

The Third Lane at the garden centre was discussed – This will be implemented during September.
Lighting design is an issue involving WCC. Speeding remains a concern. A footpath is a possibility.

The renewed application put in to change the current planning permission for the restaurant building at the garden centre which will be coming to the PC was considered and plans produced.It was noted an existing permission is in place and the new application is on the same footprint. A glass canopy would be incorporated and 20 new jobs created. Opening hours would be unchanged.A site visit was requested.

Hedges in the village are overgrown, but as it is nesting season little can be done.

5 CONFIRM REPRESENTATIVES ON OUTSIDE BODIES

Village Hall and Recreation Ground Management Committee: Cllr Moseley

Village Hall Report to the Parish Council
The Management Committee recently appointed Les Moseley as Chairman the other officers remain as before: Secretary, Jacqui Dyas, Treasurer Heather Taylor. Les reported that the hall boiler was recently replaced along with other necessary plumbing at a cost of £2000. The Trees in the Recreation ground and in front of the Village Hall have been pruned by the Douglas Lewis Tree Company. All necessary planning consents were obtained. A survey has been carried out by Action for Hearing Loss into the viability of installing a hearing loop in the Main Hall. To achieve
this the current lighting will need to be replaced to reduce interference to an acceptable level. Grants for this extra work will be applied for. As part of our fundraising activities, we would like to remind everyone of the Teas and Cakes afternoons, every Sunday in August.

Village Charities: Cllr Moseley and Charmian Evans

6 DECLARATIONS OF INTEREST
None

7 ACCEPTANCE OF MINUTES 18th MARCH 2019 MEETING
Resolved: a true and accurate record and signed as such by the chairman.

8 MATTERS ARISING FROM MINUTES OF THE PREVIOUS MEETING / NEW MATTERS

Neighbourhood Plan: Cllr Moseley
Responses are being categorised and a meeting with the planning advisor to discuss responses from developers will take place next week. The plan will be submitted to a future PC Meeting prior to the referendum.

9 ANY MATTERS FROM DISTRICT COUNCILLOR
Cllr Peter Barnes SDC: Peter thanked the villagers for his re-election and noted the political balance
At SDC has changed considerably. Future development at Long Marston was discussed. Trees have been removed to facilitate a possible island by Bordon Hill, yet plans are uncertain and the Environment Agency have expressed concerns. A junction is being facilitated on Milcote Road.

ANY MATTERS FROM COUNTY COUNCILLOR
Cllr Mike Brain WCC reported:

South West Relief Road Update:- The Highway Authority has undertaken a full review of the application information from the developers, other statutory consultees, residents and other interested third parties. Based on the above the Highway Authority has identified areas where
further information and clarification is required to enable our assessment to continue.

Bollards Campden Slip Road:-

From WCC’s Jeff Morris. I concur with all of Michael's thoughts on the issue. One option would be
Mike Brain’s Delegated Budget.

The alternative option that we have employed in other Parishes in the past, is that, if they want to support this course of action, then the PC can purchase the wooden posts, and we will install them as a gesture of goodwill. Replacement and liabilities would remain with the PC. Decision Required.

Milcote Road Closure:-

Highway improvement works on the Milcote Road, Welford On Avon. The works are scheduled to commence on Monday 20th May 2019 and are expected to last approximately 8 weeks.

The purpose of the works is to provide a new access into the Spitefire Homes residential development on Milcote Road. The works will comprise of carriageway widening, provision of a new access into the development, carriageway resurfacing, new kerbing, new footway, new drainage, road markings and new traffic signing. A plan showing the general layout of the works is attached for your information. The highway improvement works are necessary to satisfy conditions imposed as part of the planning permission for the development.

The contractor carrying out the work is Balfour Beatty Limited. The duration of these works are based on the contractor's submitted programme. I will update you on timescales if an overrun is expected as a result of unforeseen conditions or if the works is hindered by bad weather. The works will be carried out under a road closure due to the carriageway and traffic constraints and for safety reasons. In order to reduce the disruption caused, the closure will be restricted to off-peak hours on weekdays between the hours of 09:30 - 15:30. Temporary traffic lights will be
used outside of these hours over a 24 hour period to ensure the safety of all whilst the works are segregated from pedestrian and vehicular traffic. The temporary lights shall be manually controlled during peak times between 7:30 and 9:30 and between 15:30 and 18:00 on week days to further
reduce disruption.

A letter drop is being carried out to inform businesses and affected properties within the area of the proposed works and traffic management arrangements. A copy of the letter and the proposed diversion route together with the general arrangement plan is attached below.

I’ve continued to raise the issue of verge damage and this is the response from WCC:- Regarding the previous works and upcoming works on ilcote Road. Originally our streetworks inspector went to site with the contractors to discuss the repairs. He then re visited site after the repairs had taken place and was happy that they had been completed, he then visited site a few days later to re inspect. He found that some repairs had already been damaged by HGV'S and tractors going off the highwayand onto the verge. We have images to show the repairs carried out.

The diversion that has been sent out is incorrect and should show the diversion going out towards Clifford Chambers then down towards Lower Quinton then along Station Road and back up through Long Marston. The correct diversion will be re-circulated. I have been told that as part of the
agreement between Design Services and the contractor for the latest works on Milcote Road that damage caused by vehicles that again use Milcote Lane as a cut through will be repaired.I will make sure these repairs are done.

10 FLOODS / EMERGENCY COMMITTEE
Progress will be sought as a resident noted it has been 21 years since her home first flooded.Funding will be made available to WCC and targeted to those most affected by flooding.

SDC LICENSING ISSUES CTTEE
No new matters

11 PLANNING MATTERS
Cllr Batchelor to liaise on future tree works

Application(s) reference: 19/01140/TREE
Proposed : T1 - holly - Remove one non-variegated spur
At : 33 The Square, Clifford Chambers, Stratford-upon-Avon, CV37 8HT
For : Sarah Hosking

Application(s) reference: 19/00755/FUL
Proposed : Erection of two-story double pitched roof structure to south-western
side elevation, for creation of cafe/restaurant to ground floor and office/staff room/storage
space to first floor; replacement of existing single story structure; and upgrade and extension
to exisitng rear canopy.
At : Stratford Garden Centre , Campden Road, Clifford Chambers, CV37 8LW
For : Mr Paul Southern Whitacre Garden Centre Ltd

Application(s) reference: 19/01162/FUL
Proposed : Proposed front and rear gable extensions. New dormer window,
At : Red Walls, Clifford Chambers, Stratford-upon-Avon, CV37 8HX
For : Mr And Mrs Renfrew

12 TO RECEIVE ANY CORRESPONDENCE
Grants to St Helen’s Church and Friends of St Helen’s Church will be considered in July.
Allocation of CIL monies received will be brought to the July PC meeting.

13 FINANCIAL ADMINISTRATION
To approve end of year accounts and sign annual return:
Approved by the council and signed by the chairman and RFO.
To approve appointment of internal auditor; Kenneth Dunn conducted the audit on 13/04/19

To agree that as this parish council has not exceeded either income or expenditure totaling
over £ 25,000 and has met the qualifying criteria they wish to certify themselves exempt from a
limited assurance review. Agreed unanimously by the PC.

To approve payment of following accounts:

Clerks Salary and Expenses£450.00
The Cygnet Fund£75.00
Mike Hill Graphics Limited£1228.00
AT Oakes (Neighbourhood Plan)£109.50
Internal Audit (Kenneth Dunn)£60.00
WALC£163.00
BHIB Ltd (Insurance)£638.60
Barry Saunders (Website)£667.95
Lawns 2 Mow£720.00
Receipts
Precept 50%£4000.00
CIL Monies£1665.00

Donations to St Helen’s Church for upkeep and the war memorial will be considered at the July PC meeting.

CIL monies could be designated to improving parking possibly by widening the road of improving kerbing. A consultation and questionnaire with the public will be instigated.

14 MATTERS OF INTEREST
Emissions from a processing plant were discussed. The smell is harmless but if
overpowering Environmental Health should be informed.

15 MATTERS FOR NEXT AGENDA / DATE OF NEXT MEETING
Monday 15th July 7.45pm.
Agenda items required to be informed to the Clerk by 1st July. Meeting closed 9.00pm