Council Meeting 18.6.25

Declaration and signing of appointment of Office
Working Group (Vacancy) Co-option Appointments:
a) Communications

b) Grants Advisory Panel

c) Infrastructure & Built Environment
Planning Consultative Committee (Vacancy) – Standing Committee with delegated powers

To appoint one councillor to serve on the Planning Consultative Committee

1)          Declare the existence of any Disclosable Pecuniary Interest (DPI), Other Registerable Interest (ORI) or Non-Registerable Interest (NRI) for any agenda item

2)          Confirm the nature of the interest by explaining the connection between the interest and the agenda item, and

3)          State what action (if any) they will take in relation to the interest when the agenda item is discussed*

*In the case of a DPI or ORI the obligation is to not participate in any discussion or vote and to leave the meeting room, unless the member has a dispensation from the Clerk to the Parish Council.

If the existence and nature of any interest only becomes apparent later in the meeting it must be disclosed immediately. If a DPI or ORI is not already registered, members must notify the Clerk to the Parish Council of the interest within 28 days.

Members are also reminded of the need to declare predetermination on any matter.

If Members are unsure about whether or not they have an interest, or about its nature, they are strongly advised to seek advice from the Clerk prior to the meeting.

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

a. Open Forum: (Maximum 15 minutes will be allowed)

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.

b. Open forum for the under 18s.

c. To receive the Ward Member’s reports (3 minutes maximum each Ward Councillor)

–        SDC – Cllr Lauren Stanley

–        WCC – Cllr Cliff Brown

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

To approve the minutes of the Extra Ordinary Meeting on Tuesday 10^th June, 7pm at the Baptist Church Hall, Dunnington

Planning Matters:

Planning Matters To Consider :

a) 25/01304/FUL – Proposed-Replacement of existing gas boiler for domestic heating and hot water with an air source heat pump, addition of solar PV panels on the rear of the garage roof, addition of EV charge point on South West elevation at The Hayloft, Abbots Salford, Evesham, WR11 8UT

Planning Enforcement:

b) Bomford Way Section 106 Non- compliance of offering Public Open Space to the Parish Council – to note a new S106 Officer has now been appointed and will be following this up.

c) Priors Crescent – awaiting update from Bill Mann, Senior / Civils Contracts Manager, CALA Homes requesting the way forward regarding the recent refusal of the S106 Completion Certificate.

d) Bomford Way – crossing of footway for creation of vehicle crossing – this has been referred back to the developers.

South Warwickshire Local Plan (SWLP):  To receive any updates

a)          The manhole cover in the verge in School Rd has now been replaced.

b)         The 2 additional streetlights from Park Hall Mews sub-station to the junction of Tothall Lane are now installed, with Balfour Beatty expected to connect shortly.

c)         Balfour Beatty will be assessing the faulty streetlight (number 3) on School Rd when the connection to the 2 additional streetlights is carried out.

d)         Sanders Road Damaged Street Sign reported to WCC Ref 015500678 now forwarded to their agent Stratford On Avon District Council for repair.

e)         Four National Highways streetlights by the roundabout A46T, Bidford side have been reported as not working.

f)           Vandalism at Perkins Close, Warwickshire County Council has arranged for Stratford District Council to collect the fly tipping where there is rubbish which has been left behind due to vandalism. The Forestry Team will also cut back the trees which are encroaching onto the carriageway at low level as well as the small tree encroaching towards the footway. Community payback will cut back the hedges once the bird nesting season has finished as these do not impact highway safety.

g)         Waiting for permission from Warwickshire County Council Highways regarding the installation of a bench outside Willow Park by the bus stop.

h)         Orbit Housing Association – St Matthews Close – cars using green to access bungalows damage to grass areas – no further update.

i)            Audio Equipment – making the Parish Council Meeting more accessible. The Chairman of the Memorial Hall Committee is investigating the purchase of desk microphones, mixer box, small amplifier and speaker.

j)            To note the bespoke Salford Priors Village sign has now been installed on the island at Evesham/School Rd.

k)         Orbit Housing Association have granted permission for the installation of a new flower planter on the green at St Matthews Close. Quote awaited from amenity contractor.

l)            The School Warning triangle sign has been reported to Warwickshire County Council as it is very faded.

m)     The Local Council Award Scheme bronze application has been triaged with some minor points raised. Amendments have now been made and the application sent for final examination, due to take place in July with the results being received in August.

n)          To note the repairs to TOPs Roof carried out on Thursday 27^th May

o)          To note the vandalism to a flower planter and the replanting of the plants that were taken

p)         Consideration of the quotefor the replacement of lighting at Dunnington Baptist Church Hall

q)         Consideration of the quote for the electrical works in the Parish Meeting Room,

Chairman’s Monthly Update

a)          80^th Anniversary of VJ Day Friday 15^th August 2025 – Small Act of Remembrance at the War Memorial at 11:00am.

b)         Councillors Monthly Surgery

c)          Memorial Hall Open Morning Sunday 08/06/25

d)         St Matthews Church Rainbow Garden £50.00 Chairman’s Concessionary Grant

e)          Telling My Story – a valuable source of local historical research material for future historians.

f)            Removal of sections of hedgerow Evesham Road Salford Priors

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

–        Cleaning low level road signs

–        Clean bus shelters – to be actioned

–        Repair gate to toddler area, playing field – this has been made safe

–        Clear overgrown vegetation around concrete planter, School Rd

–        trim up the trees on the corner of New Road Dunnington on the verge of the B4088 by the former quarry entrance

b)         To consider future tasks to be issued

To consider which Working Groups the new Co-Opted Councillors wish to join.

a)          Infrastructure & Built Environment:

1)          Highways – to consider proposed plan for improvement to School Rd by old bus stop –  update of meeting with highways officers on Thursday 5^th June.

2)          Public Open Space – to receive update from CALA Homes regarding the works required for the S106 Completion Certificate for Priors Crescent.

3)          NDP – to consider next steps following the recent Housing Needs Survey.

4)          Playing Field – to note roundabout repairs are due to take place on 9^th July.

5)          Garden Allotments – no update

6)          PROW To receive report from Mr Green on the Public Rights of Way within the Parish

b)         Communications

c)          Project Delivery Group- to consider applying for an extension of the Stratford District Council CIL Grant monies.

a)          Variable Speed Signs – Station/Evesham Rd – to note response from Road Safety Liaison Officer, Warwickshire County Council

b)         To note Clerk has advertised for Community Speed Watch volunteers. To consider purchasing a new lighter weight speed gun once the Speed Watch Group is regularly carrying out speed watch sessions.

c)          To receive update regarding charitable status for the Warm Hub.

To consider email received from Macer Nash, Solicitor and Democratic Services Manager Stratford District Council

Matters raised by Councillors are considered under this item. Councillors are also invited to use this opportunity to report minor matters of information not included elsewhere on the agenda and to raise items for future agendas. (At the discretion of the Chairman Councillors may raise items at the meeting if considered necessary and urgent).

a)          Cllr Maude – to note all tablets need to be upgraded to Windows 11

b)         Cllr Meakins – To consider the impact on the local community  with the closure of The Vineyard Public House Abbots Salford on Sunday 8^th June

c)          Cllr James To consider holding a public meeting to discuss re-establishing a Neighbourhood Watch Scheme following discussions at the APM

None

(The Clerk will provide individual copies of correspondence for retention if required).

a)                            WALC Weekly Updates – Circulated

b)                           NALC Updates – Circulated

To consider the adoption of an IT Policy

a)          To receive report of the Grants Advisory Panel – Salford Priors Memorial Hall Grant Application for Refurbishment of Toilets and consideration of award amount.

b)         To note all insurances have been renewed with Zurich Insurance on Monday 2^nd June 2025

c)          Consideration and approval of the payments and transfers listed in Appendix A and to agree 2 Councillor signatories to sign the payments sheet.

d)         To note all payments paid between meetings (Appendix B)

e)          To consider retaining the services of DKE Audit Services for the internal audit 25/26.

f)            To note a CIL payment of £1,500 has been received relating to planning application24/00703/FUL at Station House, Broom, B50 4HN

g)          To note the payment of the HMRC VAT Claim £15,030.38 –  04^th April 2025

h)          To note the bank account balances

i)             To note the Annual Governance and Accountability Return has been sent to the external auditor.

To confirm the date of the Ordinary Parish Council Meeting at 7.00pm on TUESDAY 8^th July 2025 at the Baptist Church Hall, Dunnington.

Cllr Stanley – approved

The Chairman extended a formal welcome to Cliff Brown, who was elected as a Warwickshire County Councillor at the recently held elections on 1^st May.

The Chairman extended a formal welcome to Cllrs Max Howarth & Andrew Richardson, co-opted on to the Parish Council at an Extra Ordinary meeting on 10^th June. Both Cllrs duly signed the Declaration of Acceptance of Office. The Chairman presented both Councillors with their lapel badges.

Following the Annual Council meeting in May the following appointments were left vacant pending the appointment of new Councillors:
Working Group (Vacancy) Co-option Appointments:

a)          Communications – Cllr Richardson volunteered for this Working Group. His appointment was unanimously approved by the Council.

b)         Grants Advisory Panel – Cllr Howarth volunteered for this Panel. His appointment was unanimously approved by the Council.

c)          Infrastructure & Built Environment – Councillors Howarth and Richardson both volunteered for this Working Group. Their appointments were unanimously approved by the Council.

d)         Planning Consultative Committee (Vacancy) – Standing Committee with delegated powers. To appoint one Councillor to serve on the Planning Consultative Committee – Cllr Howarth was appointed to fill the vacancy on this Committee.

Members were 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.

Declare the existence of any Disclosable Pecuniary Interest (DPI), Other Registerable Interest (ORI) or Non-Registerable Interest (NRI) for any agenda item

Declaration of Interests: DPI – None declared, ORI – None declared, NRI – None declared

Cllr Price declared a standing pecuniary interest in all matters relating to Bomford Way, as he is a resident and may be financially affected by decisions concerning this area.

Members were also reminded of the need to declare predetermination on any matter.

a)          5 members of public were present:

–              A concern was raised regarding the hedging along School Rd which is very overgrown. Cllr James confirmed the Clerk has been in contact with Warwickshire County Council several times advising that the hedging is encroaching significantly onto the roadway and poses a safety risk to both drivers and pedestrians. The Clerk has requested an update outlining what action County Highways Department intends to take and when the issue will be addressed. Response awaited.

–              Resident also asked when the kerbing works are expected to take place on the corner of School Rd. Cllr James explained both himself and the Clerk had met recently with Warwickshire County Council Highways, and they are anticipating the works being completed over the next few months.

–              The Chairman of Salford Priors Memorial Hall has offered the hall for refreshments should a parish wide litter pick be carried out.

b)         No under 18s were present.

c)          County Councillor Cliff Brown’s Report –

–              He reported that the new cabinet has now been appointed, and the main opposition (Liberal Democrats) are in the process of forming their own shadow cabinet.

–              Due to other commitments he advised that he will not be able to attend every Parish Council meeting but will aim to attend every other one.

–              He highlighted a serious ongoing issue concerning the omission of SEND funding from the accounts over the past five years.

–              He also raised concerns about a severe shortage of school places in the area, which is causing considerable pressure on local families and educational services especially at Alcester Academy.

–              In response to Cllr James’s enquiry about the Parish Council’s request to install two VAS devices, which was rejected by Highways, County Councillor Brown confirmed that he would investigate the matter.

–              Commented on local government reorganising and Unitary Authorities and the possibility of a North / South divide option being favoured by the new administration.

d)         District Councillor Stanley’s Report – apologies received, no report

e)         The Chairman closed the open forum and reconvened the meeting at 19:25

The Minutes of the Extra Ordinary Parish Council Meeting held on Tuesday 10^th June 2025 at the Baptist Church Hall, Dunnington were agreed by the Council to be a true record of the meeting and signed by the Chairman.

Planning Matters Considered :

a)          25/01304/FUL – Proposed-Replacement of existing gas boiler for domestic heating and hot water with an air source heat pump, addition of solar PV panels on the rear of the garage roof, addition of EV charge point on South West elevation at The Hayloft, Abbots Salford, Evesham, WR11 8UT. Following discussion Clerk to respond “No objection”

Planning Enforcement:

b)         Bomford Way Section 106 Non- compliance of offering Public Open Space to the Parish Council – Members noted a new S106 Officer has now been appointed and will be following this up.

c)          Priors Crescent – awaiting update from Bill Mann, Senior / Civils Contracts Manager, CALA Homes requesting the way forward regarding the recent refusal of the S106 Completion Certificate.

d)         Bomford Way – crossing of footway for creation of vehicle crossing – this has been referred to the developers.

South Warwickshire Local Plan (SWLP):  No updates

a)          The manhole cover in the verge in School Rd has now been replaced. Noted and Closed.

b)         The 2 additional streetlights from Park Hall Mews sub-station to the junction of Tothall Lane are now installed, with the County Council’s contractor Balfour Beatty expected to connect the supplies to the new columns shortly.

c)          Balfour Beatty has replaced the photocell on column 3, School Rd. Noted and Closed.

d)         Sanders Road Damaged Street Sign has now been repaired. Noted and Closed.

e)          Four National Highways streetlights by the roundabout A46T, Bidford side have been repaired. Noted and Closed.

f)            Vandalism at Perkins Close, Stratford District Council has collected the fly tipping where rubbish has been left behind due to vandalism. The Forestry Team will also cut back the trees which are encroaching onto the carriageway at low level as well as the small tree encroaching towards the footway. Community payback will cut back the hedges once the bird nesting season has finished as these do not impact highway safety.

g)          Waiting for permission from Warwickshire County Council Highways regarding the installation of a bench outside Willow Park by the bus stop. Cllr James advised that permission does need to be sought as the Parish Council has the power under Parish Councils Act 1957, s1 – to provide and maintain seats or shelters in public places.

h)          Orbit Housing Association – St Matthews Close – cars using green to access bungalows damage to grass areas – a response has been received that as the resident is not an Orbit Housing Association resident there is very little they can do. Clerk is still waiting for a quote from the amenity contractor for the supply and installation of a planter in the area.

i)             Audio Equipment – making the Parish Council Meeting more accessible. The Chairman of the Memorial Hall Committee is exploring the acquisition of a portable sound system that can be used in the Memorial Hall and easily relocated to Dunnington for Parish Council meetings held there.

j)             Members noted the bespoke Salford Priors Village sign has now been installed on the island at Evesham/School Rd. Numerous positive comments have been received from residents. Noted and Closed.

k)          The School Warning triangle sign by Salford Priors CE Primary School has been reported to Warwickshire County Council as it is very faded.

l)            The Local Council Award Scheme bronze application has been triaged with some minor points raised. Amendments have now been made and the application sent for final examination, due to take place in July with the results being received in August.

m)      Members noted the repairs to TOPs Roof carried out on Thursday 27^th May. Noted and Closed.

n)          Members noted the vandalism to a flower planter and the replanting of the plants that were taken. Several other planters were vandalised in the local area. Noted and Closed.

o)          Members resolved to accept the quote from Glo Electrics for the replacement of lighting at Dunnington Baptist Church Hall in the sum of £650. Clerk to issue Purchase Order.

p)         Members resolved to accept the quote from Glo Electrics for the electrical works in the Parish Office in the sum of £720.  Clerk to issue Purchase Order.

Chairman’s Monthly Update

a)          80^th Anniversary of VJ Day Friday 15^th August 2025 – Small Act of Remembrance at the War Memorial at 11:00am. A poppy wreath has been ordered.

b)         Councillors Monthly Surgery. The Chairman & Vice-Chairman were available at the Parish Office on Monday 16^th June to meet with residents.  This informal, open drop-in session allows residents to raise concerns or issues, share ideas, seek information and advice, or enquire about local services without the need for an appointment. However, no residents attended.

c)          Memorial Hall Open Morning Sunday 08/06/25. Cllr James attended on behalf of the Parish Council with a display table showcasing both the Parish Council and the Warm Hub.

d)         St Matthews Church Rainbow Garden – Cllr James has granted £50.00 from the Chairman’s Concessionary Grant.

e)          Telling My Own Story – Bidford and District History Society (BDHS), in collaboration with Warwickshire Records Office, opened a local archive in 2019 covering Bidford, Salford Priors, and nearby villages. BDHS is leading a county-wide initiative encouraging locals to document their life stories from the 1940s to 2025. The project aims to preserve personal experiences—education, work, family life, and challenges—as valuable historical records. The Clerk to create a flier to include with the newsletter, inviting any interested residents to participate.

f)            Cllr James advised that some sections of the hedgerow have been removed by the new self-build plots on Evesham Road, Salford Priors. He has been assured that all required measures were taken to confirm that no birds were nesting in the affected areas.

a)          Members noted the jobs issued from last Council meeting; comment on progress

–        Cleaning low level road signs

–        Clean bus shelters – to be actioned

–        Repair gate to toddler area, playing field – this has been made safe

–        Clear overgrown vegetation around concrete planter, School Rd

–        trim up the trees on the corner of New Road Dunnington on the verge of the B4088 by the former quarry entrance

To consider future tasks to be issued:

refurbishment of parish noticeboards. This to be considered at the next Parish Council meeting

a)          Infrastructure & Built Environment:

1)          Highways – On 5th June, Cllr James and the Clerk met with Warwickshire County Council Highways Officers to review the proposed improvement plan for School Road near the old bus stop. Members received a diagram of the plan in the agenda pack. A minor adjustment was made to include a dropped kerb to facilitate easier access to the Public Open Space, and a quote is currently awaited.

2)          Public Open Space – Despite regular follow-ups by the Clerk, no further update has been received from CALA Homes regarding the works required for the S106 Completion Certificate for Priors Crescent.

3)          NDP – to consider next steps following the recent Housing Needs Survey – moved to July agenda.

4)          Playing Field – to note roundabout repairs are due to take place on 9^th July.

5)          Garden Allotments – an inspection has been carried out by Infrastructure & Built Environment Working Group.

6)          PROW – Mr Green, PROW Officer has requested the following works which will be recuperated from S106 & CIL monies:

–        Strimming works on AL4, AL10 & AL16

–        For amenity contractor to cut the path at AL17 (Greenway route) between sections 2 & 3

b)         Communications – the latest edition of Parish Connect is currently being printed. The Chairman will convene a meeting of the group to set out a task & finish project.

c)          Project Delivery Group – The Clerk informed Members that any remaining funds of the Stratford DC Direct  CIL Grant specifically for the greenway leisure trail project must be repaid to Stratford District Council by the end of September if they remain unspent. Since there are still significant outstanding works and conveyancing works on the Greenway project to be undertaken there is a high risk of failure. Cllr James seconded by Cllr Green proposed requesting an expenditure extension until 31st March 2028 This was approved unanimously. Cllr James will prepare the necessary information for the Clerk forward to Stratford District Council to support the extension request.

a)          Variable Speed Signs – Station/Evesham Rd – Members noted with concern the negative response from Road Safety Liaison Officer, Warwickshire County Council. This was discussed with County Councillor Brown during Open Forum.

b)         Members noted Clerk has advertised for Community Speed Watch volunteers. Members will consider the purchase of a new lighter weight speed gun once the Speed Watch Group is regularly carrying out speed watch sessions. They recently carried out a 1¼-hour session on School Road, over 200 cars passed, with only 2 recorded at 35 mph and the rest below, showing improvement from higher speeds 2–3 years ago. Traffic calming measures on School Rd appear to be effective for the majority of motorists, reducing speeds between the village shop and Station Road Junction. Whilst occasional speeding is still observed there is a noticeable difference compared to last year. It is concerning that some speeding vehicles belong to local resident of the parish. Concerns remain about some drivers entering Salford Priors via School Road from Iron Cross and Abbots Salford via Evesham Road from Norton, who speed despite speed limit signs. The Group is going to request a review of the locations once again with two potential sites being identified.

c)          To receive update regarding charitable status for the Warm Hub – ongoing.

Members considered the email received from Macer Nash, Solicitor and Democratic Services Manager Stratford District Council. It was resolved for Clerk to respond advising that the Parish Council wish to continue with their current governance arrangements.

a)          Cllr Maude informed all Members that their tablets require an upgrade to Windows 11, and he will carry out the upgrade for any Councillors who are unable to do it themselves

b)         Cllr Meakins expressed concern about the effect on the local community following the closure of The Vineyard Public House in Abbots Salford on Sunday, 8th June. He suggested that the Parish Council consider registering the pub as a community asset. In response, Cllr James stated this matter will be added to the July agenda, once the Clerk has circulated the relevant information to ensure Councillors are fully informed prior to any decision being made.

c)          Following the Annual Parish Meeting and a request from a resident—now a Councillor—to reinstate the Neighbourhood Watch Scheme, the Clerk will prepare a flier for social media, noticeboards, the website, and email, aiming to gauge the level of interest among other parish residents. She will report back at the July meeting.

None

a)                            WALC Weekly Updates – Circulated

b)                           NALC Updates – Circulated

Councillors reviewed the proposed adoption of an IT policy, as recommended by the Warwickshire Association of Local Councils (WALC) following a recent Clerk’s meeting. The policy was approved, subject to there being no conflict with the Terms of Use for Councillor tablets. The next review is scheduled for June 2026.

a)          Members acknowledged the report from the Grants Advisory Panel regarding the Salford Priors Memorial Hall grant application for toilet refurbishment. The panel recommended approving a grant of £5,500, to be paid in two equal instalments. This recommendation was proposed by Cllr Maude and seconded by Cllr Howarth, with unanimous approval. As Cllr Howarth has now joined the panel, Cllr James steps down, having served temporarily until a new councillor was appointed.

b)         Members noted all insurances have been renewed with Zurich Insurance on Monday 2^nd June 2025

c)          The council gave consideration and approval of the payments listed in Appendix A.  It was proposed to accept these by Cllr Green seconded by Cllr McClean and agreed by all Councillors. It was agreed that Cllrs Price & Maude would sign the payments sheet confirming the payments in Appendix A have been approved by full Council and there is provision within the budget, financial regulations and relevant policies have been followed.

d)         Members noted all payments paid between meetings (Appendix B).

e)          Cllr James proposed that the services of DKE Audit Services is retained for the internal audit 25/26. Cllr Price seconded. Unanimous approval.

f)            Members noted a CIL payment of £1,500 has been received relating to planning application 24/00703/FUL at Station House, Broom, B50 4HN

g)          Members noted the payment of the HMRC VAT Claim £15,030.38 –  04^th April 2025

h)          Members noted the bank account balances:

i)             Members noted the Annual Governance and Accountability Return has been sent to the external auditor.

j)             Cllr James advised Members that the 2025/26 AGAR will require the Parish Council to formally confirm its compliance with UK GDPR. This comes as part of wider changes and updates announced in the recently-released 2025 Practitioners’ Guide. The guide sets out clear expectations for how councils will need to demonstrate and evidence compliance with legal and statutory responsibilities under the Data Protection Act and UK GDPR. Clerk attended an information session relating to this. Cllr James advised this is going to be a lengthy process for both the Clerk and Councillors and he proposed that The Data Protection Compliance Toolkit service is bought at the cost of £495 to help with this process. This is a 12-month data protection compliance service offering 24/7 access to UK GDPR and AGAR-aligned training and resources, unlimited attendance at compliance masterclasses and drop-in Zoom clinics. The first 15 councils to register will also receive a bespoke compliance report and two hours of tailored advice at no extra cost. It was resolved to purchase this toolkit at a cost of £495.

Council confirmed the date of the next Ordinary Parish Council Meeting on Tuesday 8^th July 2025 at 7.00pm in the Baptist Church Hall, Dunnington.

Services

Repair