Please note: the minutes shown below are the last approved minutes issued by the Parish Council

BEAUDESERT & HENLEY-IN-ARDEN

JOINT PARISH COUNCIL

Minutes of a Meeting held at the Baptist Church Hall, High Street,

Henley-in-Arden on Monday 21^st November 2011

Meeting commenced at 7.15pm and ended at 8.25 pm

PRESENT:

Cllrs: R Hubbocks (Chairman), L Goodman, G Matheou (Also District Councillor), S Osborne, D Hadley, N Haycock,

W Leech, C Milsom, J Love.

 In Attendance: County Councillor M Perry, District Councillor S Thirlwell, Mrs J Walsh - Officer for the Council

 There were 3 members of the public present.

 Those present were asked to switch off mobile telephones or other recording devices before commencement

of proceedings.  

 1.      Apologies for absence.

        Apologies were received from Cllrs C Goodman, Roy and Trinder.

2.      Declarations of Interest

Members are asked to declare personal interests in any item on the agenda.

 Members are reminded that the Code of Conduct, which was adopted with effect from 14^th May 2007, provides that they should declare the existence and nature of their personal interest at the commencement of the relevant item (or as soon as the interest becomes apparent.) If that interest is prejudicial they should leave immediately after having made representations, given evidence or answered questions, and before any debate starts. A Member must not stay in the room to observe discussion or debate on the matter. Failure to do so may be viewed as an attempt to improperly influence the meeting. However, ultimately, it is for the member to decide whether or not to disclose any relevant interest.  Failure to disclose an interest (personal or prejudicial) can lead to an investigation by the Standards Board (England) or the Commission (Wales).

Councillors Leech, Osborne, Goodman and Hubbocks declared an interest in relation to Item VB2  as they were all representatives on the Queens Jubilee celebrations committee.

 3.      Public Participation Session

he Joint Parish Council will hear first from Councillors with prejudicial interests who must leave the room immediately after they have made their representations, answered questions or given evidence.  Residents are then invited to give their views and ask  questions of the Parish Council on issues on this agenda, or raise issues for future consideration at the discretion of the Chairman (maximum 3 mins  each). Members of the public who have questions that are more detailed should contact the Clerk for guidance on how to register their  comments. Following Public Participation, the public are welcome to stay for the remainder of the meeting but can make no further  representations. No decisions will be made in this part of the meeting.

There were no representations by the public.

4.      Reports from County and District Councillors

Cllr Perry reported on the following: The Catholic primary school in Henley had recently held a successful open day which some Parish Councillors had attended and spoke highly of the Headteacher's efforts to promote the school. A claim made by a resident following an accident on Becks Croft was in hand with WCC and Cllr Perry agreed to pursue a problem with slabs by the Black Swan public house with Highways maintenance.  The proposed changes to parking restrictions following the market closure were due for consultation shortly (JPC will consider on 5^th December 2011).  Information on fire safety in the home and energy management was issued to the Officer for circulation to interested parties.

 Cllr Thirlwell reported that a contact number had been supplied to the Officer for any traffic problems with goods deliveries to the cattle market site and more news would be to follow on implementation of the Localism Bill which had received Royal Assent. Contingency plans were in place at the District Council offices for the proposed day of industrial action by employees who were members of unions on 30^th November 2011 and a meeting of Strategic Directors and Heads of Service at SDC had been held to consider budgets.

Cllr Matheou reported that an Enforcement order had been placed on an unauthorized entrance drive being created at the Conifers, Hunger Hill which would prevent any further progress with this until the issue had been resolved.

5.       Minutes of meeting held 7^th November 2011to be confirmed and signed (Copies enclosed). The minutes were proposed Cllr Hadley, seconded Cllr Love and carried unanimously. The Chairman duly signed them as a true and accurate record.

6.       To report matters arising from the minutes of meeting held 7^th November 2011 not on the agenda (for information only).

            Item 11 - Any other business - 1) Cllr Matheou reported that the market cross was in need of cleaning again

2) Western Power Distribution had confirmed that work on the roof of the substation on Arden Road was going ahead. Severn Trent were pursuing enforcement on the water leak emanating from the premises on 35a High Street.

 7.      To consider the Council's representation on Planning Applications received.

Application no.	Proposal	Address in Henley-in-Arden	Submitted by:
11/02508/OUT	4 bed dwelling with detached garage	13 Meadow Road, B95 5LD	Mr A Dipple
11/022331/TREE	Street Record, Trees	High Street, Henley in Arden	Warwickshire County Council
11/02315/FUL	First floor side extension and single storey rear extension with balcony over	24 Prince Harry Road, B95 5DD	Mr J Jones
11/02338/FUL	One and half single storey extensions to sides and rear.  New hipped roof dormer windows to the front.	The Coach House, Beaudesert Park, B95 5QB	Mr L Marshall
11/02513/LBC	Conversion of existing premises to 1 x 5 bed dwelling house to include internal alterations and fenestration alterations.	123 High Street, B95 5AU	Scotsgrove  Holdings Ltd

The Parish Council made the following comments:

Street Record - trees on High Street -Please note that due to the Xmas lights display running the length of the High Street, the JPC would request that no work is commenced on the trees lining the High Street until after the second week of January 2012 when the lights would have been taken down.
With regard to the proposed works the JPC have the following comments:
Trees alongside HSBC bank and Thai restaurant - these have been shown as no work planned but the JPC feel that they should be included
T30 - Doctors Lane - branches that are obscuring street light should be removed
T50 (Black Swan) - Parish Council support the plan to leave the stake in place on this new tree
T70 - As there is fungus growing at the base of this tree please could this be treated
Sycamore by side of police station - query ownership - once this has been established it should be removed. 

123 High Street -The Parish Council notes that this proposal would result in a reduction of employment opportunities in the town which it does not support.  However, the premises are not ideally suitable for office use and have been unused for a considerable period of time. If adequate marketing has been conducted and it has proved unsuccessful, then the Council would have no reason to raise an objection. 

13 Meadow Road, 24 Prince Harry Road and The Coach House, Beaudesert Park - no objections.

 8.      To note the District Council's Planning Decisions

Application No.	Proposal	Address in Henley-in-Arden	JPC Recommendation	Decision
11/02127/LBC (and FUL)	Removal of existing metal staircase and replace with new timber staircase. Removal of 2 existing hollow core doors to bed and bathroom.  Relocate and reposition openings and install 2 timber doors	40 High Street, B95 5AN	No objections	Consent with conditions
11/01722/FUL	Erection of two storey side extension and single storey front extension	12 Brook End Drive, B95 5JA	No objections	Permission with conditions
11/01498/ LBC( and FUL)	Single storey and first floor rear extensions	20 High St, B95 5AG	No objections	Permission with conditions
11/02078/FUL	Extension to existing kitchen	Henley Golf and Country Club	No objections	Permission with conditions
11/01013/FUL	Erection of conservatory to rear elevation	6 Yew Tree Gardens, B95 5HP	Comment regarding communal nature of gardens	Permission with conditions

The decisions were noted.

9.      Correspondence and other matters arising for consideration

 VB1     To consider request for work on trees backing onto Fieldhouse Close (deferred from meeting held 7^thNovember 2011)

 The Chairman noted that Councillors had been asked at the last meeting to look at the said trees and report their views to the Council. Cllr L Goodman reported that he had obtained advice and a quotation from tree surgeonregarding the trees which included reducing/felling/ pruning and pollarding sections of identified trees at a cost of    £320. A tree on land adjacent to the car park belonging to SDC would be reported by Cllr Thirlwell as in need of    work.  Cllrs Milsom, Hadley and Haycock, who had looked at the trees concurred with Cllr Goodman's views.  It was pointed out that only one resident had raised a request for work to be done to the trees and Cllr Goodmancommented that the Council had a duty of care to residents. He went on to suggest that in future, a full inspection   of all the trees on JPC owned land should be conducted every two to three years so that proactive rather than reactive work could be programmed into the budget.  Cllr Goodman proposed that a Planning application be submitted for the works, seconded Cllr Milsom and carried unanimously.

       VB2     To consider update on progress with Queens Diamond Jubilee Committee

 The Chairman reported that further information was still pending from some of the subcommittee on their plans together with financial costs.  Cllr Goodman, who was organizing the beacon and firework display on 4^th June reported that his group had progressed and were meeting with a firework expert this week after which they would have final costings for their aspect of the celebrations. Cllr Osborne who was involved with the ‘Big Lunch's activities reported that the group had considered a picnic style party, possibly on the riverlands and Prince Harry car park.  The Clerk reminded Council that SDC licences may need to be granted for entertainment and/or food   sales in addition to amendments to parking arrangements if the car park was to be used.

       VB3     To report removal of funding from SDC for annual play equipment inspections

 The Officer reported that she had received correspondence from SDC confirming that free provision of an annual statutory play equipment inspection was being withdrawn due to budget cuts.  The decision would not affect the    Parish Council as they already commission an expert report on a quarterly basis.

       VB4     To report on correspondence from WCC regarding winter services in Warwickshire

The Chairman reported that correspondence had been received from WCC on the winter gritting routes together  with information on the snow warden scheme that had been reinstated again this year.  Cllr Goodman had agreed to come forward to be the Council's representative and reported that he had received an email for WCC notifying the Council that additional salt supplies were available and these would be stored in the Council's garages on  Whitley Road.  Arrangements for the distribution of the salt and possible purchase of a salt spreader for Council use would be placed on the agenda for the next JPC meeting.  The grit bin for Doctors Lane had also now arrived and would be positioned by the park bench as soon as agreement with WCC could be reached on a delivery of grit to prevent the bin being easily moved from its site.

 VB5     To consider recommendation from the Finance Committee regarding timescale for decision on budget and community grants.

 The Officer reported that the Finance Committee had agreed to recommend the following dates for considering  the budget for 2012/13 and the community grant applications: 12^th December 4pm - special meeting of the Finance Committee to consider the proposed budget for 2012/13 and community grant applications 2012.19^th December - normal Finance Committee meeting followed by JPC to include recommendations on the budget for 2012/13. 16^th January 2012 normal JPC meeting to approve Finance Committee recommendations on   community grants. Proposed by the Chairman, seconded Cllr Hadley and carried unanimously.

10.  Committee Reports - To receive and consider draft minutes on committee reports

       There were no reports for approval.

11.   Any Other Business - exchange of information only

Each Councillor is requested to use this opportunity to report minor matters of information not included elsewhere on the agenda and to raise items for future agendas.

Councillors are respectfully reminded that this is not an opportunity for debate or decision making.

Cllr Milsom asked that a tree on the river bank on riverlands be considered if and when an audit of trees is conducted and that in response to a question from the Officer that the venue for the Emergency Committee on 23^rd November was the Baptist church hall.

Cllr L Goodman asked that consideration be given to swopping the existing bin by Medical Centre Bridge on riverlands when it was replaced by a larger one, to a site by the dog loo bin by the first bridge off Prince Harry Road.  This request would be added to the maintenance group schedule. Consideration of creation of separate entrance and exit on Prince Harry Road car park on the agenda for next JPC meeting. Cllr Goodman also requested for next agenda was to consider proposals by the Henley School for creation of a sixth form.

Cllr Osborne asked on behalf of the Croft residents committee if any discussions had taken place regarding the future ownership of the facility.  The Chairman responded that there were no discussions and suggested that the management company approach the owners directly themselves.

Cllr Hadley reported that he had acted as the Parish Council's representative on the War Memorial Trust for some months but now felt unable to continue for a variety of personal and professional reasons and therefore had tendered his resignation to the Trust this week.  This matter would be placed on the agenda for the next JPC meeting. Cllr Hadley was pleased to report that a kind offer of indoor bowls mats made by Warwickshire College had been accepted by the sports club.

Cllr Love reported that Nadhim Zahawi was joining a civic party co ordinated by the Big Lottery fund to celebrate the official opening of the pond project on Friday 25^th November at 3pm.  The Chairman would be present to represent the Parish Council.  The fire brigade had kindly filled the pond this week prior to the event.

Cllr Perry added that following the above report of the M.P. coming to Henley, that he should be invited to attend a meeting with the JPC.

The Chairman echoed Cllr Perry's suggestions and asked the Officer to circulate the calendar of JPC meetings in 2012 to Mr Zahawi's office noting the request from Cllr Thirlwell that a visit be deferred until a little later in the year when the effects of the recent legislation on Localism have transpired and therefore more useful dialogue could take place.

The Officer reported that she had now been provided with a contact number for any traffic problems in connection with goods vehicles to the cattle market site on Warwick Road.  It had been suggested that Cllr Matheou, as chair of the Business Committee, should represent the Council at a forthcoming meeting regarding the town Twinning Association.

•12.  To authorise the signing of orders for payment

       000337- J P Vale Maintenance for October/November 2011 -£973.86

       000338-Warwickshire, Solihull and Birmingham Training Partnership - Training fees 19^th Jan 2012-RH & JW -       £70.00

       000339-Buildbase- Sand for emergency use- £91.20

       Automated payment - Mrs J Walsh - salary for November 2011

 The payments were approved - proposed Cllr Hubbocks , seconded Cllr Love and carried unanimously.

13.  Items for private session

Under Section 100(A) of the Local Government Act 1972, in view of the (special)(confidential)* nature of the business about to be  transacted, it is advisable in the public interest, as if members of the public were present during the consideration of such business, there would be disclosure to them of exempt information under paras 1 and 11 of Part 1 Schedule 12A of the above Act, that the public be temporarily excluded and they are instructed to withdraw".

There were no items for private session.

14.  To confirm the date and time of the next meeting

The next meeting is scheduled for Monday 5^th December 2011 commencing at 7.15pm

  Chairman signature                                                Date

Further pages related to this section:-                             Minutes Archive