Minutes of the Ordinary Meeting held at Ashow Village Club...

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Minutes of the Ordinary Meeting held at Ashow Village Club, Ashow on Thursday 26th July 2017 at 7

p.m.

PRESENT: Chairman – Cllr R.Hancox, Cllr J. Astle, Cllr D Jack, District Councillors Mrs P Redford, Cllr W

Redford

There were 17 members of the public present.

31.Apologies

There were no apologies

32. Declarations of Interest

Cllr R Hancox declared an interest in application number W/17/1278

33. Presentation from HS2 Enabling Works Contractor regarding planned local works

Standing Orders were suspended for the first item on the agenda.

Mrs Susan Bridges introduced herself and gave a brief update on the latest HS2 news. HS2 Ltd have recently

appointed the main works contractor, subject to any questions or challenges from the shortlisted tender

applicants. The 10 day stand down period for challenges from those who were not selected will finish at

midnight on Friday 28th June. If there are no questions the new contractors will sign the contract. The new

contractors are Balfour Beatty Vinci Joint Venture and they will be covering areas known as North 1 and

North 2. HS2 Ltd will transfer all required information to them so they can create the works programme. In

12 – 18 months it is hoped there will be a finalised design and programme which will commence in 2019.

Works are hoped to be completed by 2023.

At this point it will be over to railway operations to put the track down and start infrastructure ready for

completion in 2026.

Work has already been started by the enabling works contractor LM JV (Laing O’Rourke Construction

Limited and J. Murphy & Sons Limited).

Alex Esslemont from LM JV introduced himself and confirmed that LM JV were awarded the contract

November last year. The company are preparing the line of route for the main works contractors. This

includes taking surveys, re homing 1000s of animals such as newts and bats. Work will continue for the next

12 months. There are several mitigation sites to commence – 3 of which are in the local area. Two off

Dalehouse lane and the third in Stoneleigh Park ground itself.

Mr D Ellwood asked what will follow these initial works. Mr A Esslemont replied that on the golf club side

of Dalehouse there will be great crested newt fencing, 2 ponds, new planting habitats and small parcel of

woodland. The process will require some machinery, which will be used off road, on private land owned by

HS2.

Mr D Ellwood asked if this would be the only enabling work. Mr A Esslemont confirmed that it will not be.

The next stage will be the enabling package which surveys will determine. There are 50 ‘packages’ of work

in total, examples of which include demolition work in Stoneleigh Park and removing knot weed.

Mr D Ellwood asked about the land past Crewe lane, turning left onto the A46 junction and wondered if

there was going to be a ‘village’ of contractors living up Birmingham Road on the right-hand side.

Mrs S Bridges confirmed that during the main works there will be two accommodation site compounds. One

near Long Itchington and the other off the A46. Susan will come back to a later meeting and confirm where

these will be.

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Mr D Ellwood asked about the pre- application for Farmer’s Fayre at Stoneleigh Park.

Mr Adrian Hart from Warwick District Council confirmed that the compound is on the South side of the

Birmingham road, adjacent to the A46, and that the Stoneleigh Park application is for the North side. They

will be separate sites. All the land is controlled by Stoneleigh Park.

Cllr R Hancox asked whether any material would need to be moved? Mr A Esslemont confirmed that the

material would dug out and utilised and that not much machinery would be required.

Cllr R Hancox asked what size the ponds will be. Mr A Esslemont confirmed that the ponds would be

differing sizes but all quite small.

Mr M Innocent asked about the proposed accommodation block and the 3 sites, (2 to west of A46 and 1 to

East of A46). Will all 3 sites be built at the same time? Mr A Esslemont confirmed that the sites will be

constructed by the main contractors.

Mr M Innocent asked whether there would be a problem of mud on the road as vehicles move between 2

sites. Mr A Esslemont confirmed that these are individual sites, just located close to each other.

Mr M Innocent expressed concern about Stoneleigh bridge and Mr A Esslemont confirmed that no heavy

goods vehicles will be using the bridge.

Mr R Fryer asked whether HS2 intend to put 822 vehicles per day on the Ashow road plus vehicles to major

constructions site, as predicted. Mrs S Bridges confirmed that this will be up to the main works contractor

and that HS2 Ltd will have more information as the design develops.

Mr R Fryer said that this was in the traffic control plan prepared by HS2 Ltd and asked whether it could be

changed. Mrs S Bridges stated that the traffic plan mentions indicative constructions and materials, moving

ballast etc. HS2 Ltd have given the contractors these fixed parameters in the HS2 Bill and the contractors

have to stick to these parameters, and are incentivised to do that, and even use less. If HS2 use less lorries

they will make more profit.

Cllr P Redford asked about extra traffic along a road that has no pavement. Should we accept that? Should

HS2 Ltd fund a pavement on that road? Mrs S Bridges confirmed that this is something that could be either

looked at through the Community Environment Fund or perhaps a Community Investment project in

conjunction with the contractors and WCC. If this is feasible HS2 Ltd would look at it with the Council. Cllr

P Redford suggested that the Parish Council should apply.

At 19:22 Becki Combe, resident of Stoneleigh, arrived and mentioned that she is co-ordinating a committee

in order to apply for funding. Becki had to leave the meeting but the Parish Council will liaise with her

regarding this.

Mr M Elliot -Higgot asked what would happen if the roads cannot handle the proposed volume of traffic?

Mrs S Bridges confirmed that if the roads require any improvements HS will repair them.

Mr A Hart stated that Warwickshire County Council are discussing with HS2 a number of modest

improvements at junctions. For example, the left turn into Ashow. These specific elements are not included

in the Bill but the council will work with HS2 to change this.

Mr A Hart also mentioned that there will be a one-way system for the HGVs.

Mrs S Bridges asked if the Parish Council would like her to return with their traffic experts so that residents

can question them? It was agreed by all that this would be helpful.

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Mr Elliot - Higgot asked whether before and after surveys have been done. Mr A Hart confirmed that they

will be and that WCC will be keeping an eye on road conditions.

Mr R Fryer asked whether WCC will use the Ashow Road as a safe cycle route – will there be a cycle track

along the road? Mr A Hart confirmed that there is a potential route alongside the Ashow Road and this will

be discussed with HS2 Ltd.

Cllr J Astle asked whether STaG would be doing a walk-through of the HS2 route in September, in order to

look at the issues such as the height of the line. Cllr J Astle agreed to discuss this with Mr A Bianco from

STaG.

Mrs S Bridges and Mr A Esslemont left the meeting at 7:28 pm.

Actions arising:

Clerk to liaise with Susan Bridges regarding a meeting with traffic experts from HS2 Ltd.

Parish Council to consider applying to the Community Environment Fund or perhaps a Community

Investment project in conjunction with the contractors and Warwickshire County Council regarding a

footpath along the Ashow Road.

34. Officers from Warwickshire County Council gave a presentation on the planned highway

improvements near to Stoneleigh and Ashow.

Nicola Van der Hoven from WCC introduced herself and talked through the presentation. A copy of the

presentation is annexed at pages 52-58.

Ms Van der Hoven confirmed that the planned highway improvements would improve access to

Stoneleigh Park and the University.

Mr A Hart stated that WCC need to secure assurances through HS2 regarding timescales. Once the new

road is open, HS2 will use this as primary access to A46 instead of the one-way system.

Mr D Ellwood asked when vehicles leave the compound, where will they access this junction? Mr A Hart

confirmed that because the junction is constrained at the moment, HS2 Ltd will use the one way system,

but if proper junction is in place, vehicles can use this route and not have to come all the way around.

Mr D Ellwood asked whether the slip road is still part of the plan. Mr A Hart confirmed that this was still

being discussed.

Mr D Ellwood asked whether loaded vehicles will use the B4115 to junction at top of Stoneleigh village?

Mr A Hart confirmed that this would be the case and recognised that although this is a local issue, this was

stated in the hybrid HS2 bill. This will need to be discussed with HS2 Ltd more. It is outside of the HS2

redline boundary and will be subject to assessments.

Mr A Hart stated that a slip road will be required at a certain point directly out of the compound onto the

A46.

Mr D Ellwood asked whether this will take loaded vehicles off the B1145. Mr A Hart confirmed that this

would be the case depending on the direction they are going.

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Mr Hart re iterated that the new roundabout would give a benefit. HS2 Ltd did say that whilst preparation

work for the compound will begin in 2018, main activity at the compound will not commence until June

2019.

Mr D Ellwood referred to the first diagram concerning improving access to the University of Warwick and

asked what that means. Ms Van der Hoven stated that quite a lot of traffic coming off the A46 goes to the

University, and that the idea is to get traffic off the A46 and onto roads towards the university. The new

road layout will accommodate HS2 traffic as well and is designed to take into account traffic growth and

developments in area, plus HS2 traffic. All of this proposed traffic was used in the traffic model.

Mr A Hart confirmed that WCC have a responsibility to make the A46 safe and efficient as it is not safe to

have stationary traffic on the A46.

Mr R Fryer asked about the land on the A46 and stated that it is high on the North side, requiring the road

to be put high on embankments. Could the road not be put on the South side. Mr A Hart confirmed that

WCC have looked at all options. If the road was built on the North side, it would not be possible to align

the two roundabouts. Mr A Hart stated that there are some level issues and that earthworks will be

involved, but that WCC are working with what is there.

Ms Van der Hoven went on to explain Phase 2 of the development and confirmed that WCC have had

funding from the Government for the development of phase 2.

Mrs S Woolf asked about Stoneleigh Park and expressed concern about the ‘cork in the bottle’ effect, i.e

traffic coming off the A46 and through the village to go to Abbey Park and Stoneleigh Park. Traffic issues

mean that the village is at a standstill and this is the last chance saloon, especially lately due to the

proposed Farmer’s Market at Stoneleigh Park which will mean more agricultural vehicles coming through

the village.

Mr A Hart agreed that there are certainly issues in this area, especially with Stoneleigh Park. He confirmed

that WCC have commissioned a study and a company called Atkins will be carrying out the work. It will

be a small study at first to identify issues in the village.

The short- term aims will be to look at Birmingham Road between the village centre and the Ashow

crossroads. Atkins will draw up proposals and the WCC will work with local residents and the Parish

Council.

Mrs S Woolf asked when Atkins would be carrying out the study. Mr A Hart confirmed that all work will

be done using the Stoneleigh model – eg typical days, not school holidays etc.

Mr A Hart confirmed that there is a possibility for a bypass for Stoneleigh village, although this would not

be realised until at least 2023, due to HS2 works. He confirmed that WCC will attend the Parish Council

meeting in November to bring the findings of the study carried out by Atkins.

Mr D Ellwood expressed his thanks to Cllr Wallace Redford for starting the bypass issue previously.

Mrs S Woolf asked whether Atkins are looking at emissions or volume of traffic. Mr A Hart stated that the

issues around emissions would reduce if the traffic is reduced. Mrs S Woolf asked whether the emissions

levels would be averaged out over the day. Mr A Hart confirmed that there is a canyoning affect with

emissions. In towns where there are a lot of buildings, eg Leamington, the air can’t dissipate. In areas such

as Stoneleigh Village, air is able to dissipate.

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Mr R Fryer asked when residents can expect to see a plan for a cycle track / footpath by Ashow road. Mr A

Hart confirmed that this would hopefully be in the next few months.

The Parish Council thanked Mr A Hart and Mrs N Van der Hoven for their time. The officers left the

meeting at 20:21 pm, along with 2 members of the public. Standing Orders were re – instated.

Actions - Clerk to liaise with Mr A Hart regarding attending a Parish Council meeting on 9th November

to review the results of the traffic study by Atkins.

35. Planning

New Planning Applications

Application No: W/17/1278

Description: Proposed erection of a single-storey two-bedroom house on the existing plot, with a

freestanding single garage, with the erection of a balcony to the eastern elevation and the laying of a

permeable gravel circulation and parking spaces and access route into the building.

Address: The Orchard, Coventry Road, Stoneleigh, CV8 3BZ

Closing date: 9th August

Cllr R Hancox declared an interest in this planning application and stated that he would not be able to

participate in any discussion. The Council was therefore not quorate and unable to comment on this

application.

Application No: W/17/0961 LB

Description: Erection of single storey extension and change of use of existing annexe accommodation to a

detached dwelling.

Address: Abbey Farm, Ashow Road, Ashow, Kenilworth, CV8 2LE

Closing date: Extended to 27th July


Description: Erection of a single storey extension to an existing annex to form a new dwellinghouse (Use

Class C3).

Address: Abbey Farm, Ashow Road, Ashow, Kenilworth, CV8 2LE

Closing date: Extended to 27th July

Standing Orders were suspended for both planning applications.

David Franklin introduced himself and stated that he had seen all of the plans and documents concerning

this application. He summarised the application as follows:

The applicants have in previous applications asked for permission for a new building in what is a very large

and secluded garden. This was not acceptable to either the local planning authority or local objectors and it

was suggested that an extension to the existing annex offered the best solution. This annex is subsidiary

accommodation to the main house and as such could, in normal circumstances, be extended under permitted

development.

However, it is in the curtilage of a Listed Building and therefore the issue to be addressed is the impact on

that Listed Building.

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The key issues are to ensure that the building does not undermine the contribution of the setting

Abbey Farmhouse makes to the heritage significance of the structure; that views in, out and across the Ashow

Conservation area are not impacted; rough out-of-scale or materially inappropriate development and the

intrinsic rural character of the approach to Ashow, along adjacent roads, is protected.

The existing annex was one of the original farm barns and the proposed extension to it continues with the

same brickwork eaves height and gable angles. It is the same height, with the exception of the most northerly

end where it is (500mm) higher as a result of maintaining the gable angle. This has to be the case if the same

reclaimed roof tiles as the annex are to be used. In appearance, it is a classic rural outbuilding subservient to

the main building.

The building sits in an existing pocket with the garden rising sharply to the North, East and West. It is

invisible to the West and the North and, from the East, only the tip of the roof line can be seen from the top

floor of the adjacent Abbey House. This view will be almost identical to the current roof line of the existing

workshop/store. From the South, the new build can only just be glimpsed over a 1.7 m hedge and through

various trees and shrubs. The change to the views along adjacent roads is insignificant.

Local Support and Objections. There are 40 houses in the village. 27 have shown their support and 5 have

objected. The objections can be summarised as follows:

Damage to or detract from the Listed Building, which has been discussed;

will dominate/detract from the openness of the site, this has been addressed;

Inadequate parking/no garage. There are currently 3 cars now there will be 4. A garage is not a planning

requirement.

Dangerous drive/road visibility. Subject to improved access prior to occupation The Highways Authority

has no objection to the Proposal. But one objector has pointed at that 20 mph signs are illegal and cars can

do 60 mph. Another survey has been done and now the current levels of visibility are deemed to be not ok.

Mr R Fryer stated that he objected to the planning proposal on the basis that the building would form an

unfortunate precedent and this could lead to a rash of inappropriate infill development. It would also make

it more difficult to refuse further similar planning applications. Mr R Fryer confirmed that the has been to

the back of Abbey House and the proposed development is very close and not insignificant. It is not an

independent house but is semi-detached to Daffodil barn which will cause more problems. There are also

problems with the access.

Mr M Elliot Higgot commented that he lives in Daffodil barn and asked whether the Parish Council had

seen the objection from the Conservation department.

Cllr D Jack stated that she was in favour of the proposal but wondered why there was a link between the

two buildings which created dead space.

Mr D Franklin confirmed that the ancillary building was a pig sty and is joined to what used to be barn. He

used the proposed plans to confirm the location of this with the Councillors.

Cllr R Hancox was handed the Conservation report by the Clerk and read this out to the meeting:

CAF (Conservation Advisory Forum) are of the view that the proposed development is not acceptable as it

would result in harm to the setting of the listed farmhouse, and the appearance of the Conservation Area,

due to the cumulative impact of conversions, extensions and new dwellings within the listed building’s

curtilage. CAF are of the view that the proposal conflicts with guidelines for development in the green belt,

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and that there are no special circumstances that outweigh these considerations as the community as a

whole will not benefit from the scheme.

Mr D Franklin stated that the CAF report has just come in this evening and there has been no time to

process this. He asked the Parish Council to allow the application to go to Planning Committee by not

objecting.

M Elliott Higgot stated that because of the objection from CAF and the impact on the listed building the

application should be refused. The property will be extended by 102% which is not appropriate and will

have an impact on him as immediate neighbour. The Highways department have changed their views

twice now. Clearly speeding is an issue in village and the average speed is not 20-22 mph.

Cllr R Hancox asked what is the Highway department’s current position. Mr D Franklin confirmed that the

Highways department are happy with the speed but want to improve visibility.

Mr R Fryer stated that the Parish Council would have to refuse the planning permission as it is, as it does

not comply at the moment with the requirements of the Highways department.

Mr D Franklin disagreed and stated that this is not the case, as the building could be unoccupied until the

visibility is sorted.

Mr D Ellwood asked what was the concern of the Conservation Officer and is the property within or

outside the village envelope? Mr B Burdett confirmed that the property is inside the village envelope.

Mr D Ellwood asked whether infill development is acceptable within the village envelope and confirmed

that the criteria from CAF is that there is too much impact on the listed building’s curtilage.

Standing Orders were reinstated at 20:53 pm.

Cllr J Astle suggested that the Parish Council leave this application to Warwick District Council to discuss

and reassure themselves, and suggested that the Parish Council post ‘no observations’.

Cllr R Hancox stated that at the moment the Parish Council has no representative from Ashow and so the

only viable options would be to defer to the District Council.

Cllr R Hancox also confirmed that the Planning Officer, Emma Spandley has concerns that the narrow

passageway could be removed to make one property, and is also concerned with the 170% increase in size.

Cllr D Jack stated that she did not object but suggested that the Parish Council make no comment.

All three Councillors agreed that the Parish Council would make no observations on the planning

application and adopt a neutral position.

2 members of public left at 20:56.


Description: Removal of single garage doors and brick peer to create double garage door.

Address: 5 The Cunnery, Stoneleigh Park, Kenilworth, CV8 2PZ

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Applicant: Mrs Williams

Parish Council supports – comments submitted on 30th June due to deadline

Planning permission has been granted

W/17/1168 HS2

Description: Construction of an additional pond at Finham Brook(SK085-02-01)

Address: Finham Brook Valley, Land On The North of Dalehouse Lane, Kenilworth

Applicant: HS2 Ltd

Closing date 27th July

No observations

Proposal: Installation of two glass reinforced polymer kiosks

Address: Finham Sewage Treatment Works, St Martins Road, Stoneleigh, CV3 6SD

No observations (Closing date 7th June – PC was written to but letter sent to the incorrect address and was

returned.)

The application has been granted

Progress of Planning Applications

Application Number: W/16/0239

Address: Land to the north and south of the A45 (between Festival and Tollbar junctions) and land at the

A45/Festival Roundabout, the A46/Tollbar Roundabout and at the junctions of the A444 with the

A4114/Whitley Roundabout.

Comprehensive development comprising demolition of existing structures and the erection of new buildings

to accommodate offices, research & development facilities and light industrial uses (Use Class B1), hotel

accommodation (Use Class C1), car showroom accommodation, small scale retail and catering

establishments (Use Classes A1, A3, A4 and/or A5), new countryside park, ground modelling work including

the construction of landscaped bunds, construction of new roads/footpaths/cycle routes, remodelling of

junctions on the existing highway network, associated parking, servicing and landscaping (outline

application discharging access with all other matters reserved).

Planning permission is granted

W/17/0991 HS2

Description: Construction of three ponds at Finham Brook Valley

Address: Finham Brook Valley, Land North of Dalehouse Lane, Kenilworth

Applicant: HS2 Ltd

Closing date: 26th June

No observations

Planning permission is granted

Condition: The applicant should avoid bunding/raising ground levels in the floodplain or within 8 metres

of the Finham Brook

W/17/0990 HS2

Description: Construction of two ponds at Finham Brook Valley SK073

Address: Finham Brook Valley, Land South of Dalehouse Lane and east of

Kenilworth Golf Club, Kenilworth

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Applicant: HS2 Ltd


No observations

Tree Preservation Order: 527

Address: Field House, Grove Lane, Ashow


Standing Orders were suspended at 19:24

Mrs Sarah Williams, who lives in Field House stated that she is happy for the Tree Preservation order to be

placed

No observations. Tree preservation order has been granted


Description: Reskinning of existing dwelling; replacement of all glazing, including sash windows and sash

bays to the front elevation.; addition of full-height glazing to part of rear elevation; addition and removal of

minor side elevation windows; proposed extensions (primarily front gable) with alterations to account for

re-skinning of the dwelling, and altered window positions.

Address: Penns House, Ashow Road, Ashow, Kenilworth, CV8 2LE

Cllr R Hancox confirmed that the Councillors visited the site and were informed that the building works

would be done using materials in keeping with village.

Parish Council supports. Application has been approved

Application No: W/17/0778 / Appl. No: W/17/0785

Cllr R Hancox has confirmed that the Clerk has written to Gary Fisher at Planning to ensure that all residents

who should be informed about planning applications will be informed in the future.


Description: Internal alteration to no. 2 The Chantries with new HW sliding folding doors to kitchen and

new conservation rooflight over.

Address: 2 The Chantries, Chantry Heath Lane, Stoneleigh, Coventry

Closing date 13th June – requested until 16th June

No observations. Planning permission has been granted

Site Address: Land adjacent 8 Birmingham Road, Stoneleigh, Coventry, CV8 3DD

Description of development: Erection of two semi-detached dwelling houses with garaging, parking and

access provision, following demolition of existing garage

Application Reference: W/16/1187

Appellant's name: Court (Warwickshire) Ltd

Appeal reference: APP/T3725/W/17/3169080

The appeal has been allowed and planning permission has been granted. The Clerk has asked for an

update on the planned building works. There are no further planning processes to go through so

building work will commence when applicant is ready.

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W/17/0880

Description: Variations of Condition 1 (Time Limit Condition) and Condition 4 (maximum limit on units

and number of events per annum) of planning permission W/14/1159 to allow an additional period of

operation until 01.10.2019 and the ability to provide an additional 20 events with up to 60 units per annum

Address: Grandstand Stoneleigh Events, 6th Street, Stoneleigh Park, , CV8 2LS

Applicant: Grandstand Stoneleigh Events

The Parish Council adopts a neutral position to the planning application.

Planning permission has been granted subject to limitations which have been published online.

36. Minutes

The Minutes of the Ordinary Meeting held on 15th June 2017 were signed by the Chairman.

37.To review the role of Deputy Chairman and consider appointing a Deputy – Chairman

Cllr R Hancox proposed J Astle to fulfil the role of Deputy Chairman and Cllr D Jack seconded.

38. To hear expressions of interest from residents interested in becoming a Councillor

Standing Orders were suspended at 21:06 and Mr M Foster read out his expression of interest in becoming

the Councillor. Cllr R Hancox read out the expression of interest from Sarah Williams. Both are annexed at

pages 59 and 60.

Standing Orders were reinstated at 21:09. 4 members of the public left meeting and 5 remained.

39. Matters Arising

a) HS2

Cllr R Hancox stated that Becki Combe from Stoneleigh Village is forming a steering committee to apply for

the HS2 funding.

Margaret Wallis from STaG attended the meeting on 28th June to meet Gareth Epps. It was agreed to include

the notes taken at this meeting as an addendum to the minutes. Annexed at pages 61 – 64.

Cllr P Redford confirmed that the Parish Council can contact Vicky Mumford or Lisa Jones from

Warwickshire County Council for help with the Community Benefit fund. It was agreed to pass these names

onto Becki Combe.

Actions: Clerk to liaise with Becki Combe regarding the HS2 Funding

b) Local Plan

There was nothing to report on the Local Plan.

c) Neighbourhood Plan

Cllr J Astle stated that he would like a potential Neighbourhood Plan to be in people’s minds. It was agreed

to keep this on the agenda and once the Parish Council has representatives from Ashow it will be discussed

again.

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d) Coventry Airport Update

Cllr P Redford has been asked to represent the ward on the consultation committee and needs help from

Cllr J Astle. Cllr J Astle agreed to help and gave the following update:

Coventry Airport held a drop-in session in July to update the public on proposed changes to navigation

procedures at the Airport. Essentially this means that aircraft flying in and out of Coventry Airport would

at some time in the future utilise on-board Satnav equipment for navigation rather than the radio signals

from the ground based equipment that are used at present. The inbound and outbound routings would

essentially stay the same so people living near the airport would not see any changes.

Also, with this new technology there is the possibility in the future to adjust the inbound and outbound

tracks to avoid some of the more noise sensitive areas.

However, to complicate matters, while the consultation was in progress the airport announced that they

were looking at future operations at the airport to reduce continual annual losses. An HR redundancy

consultation was initiated and that has just finished. An announcement is expected soon but it seems likely

the airport will be downgraded to a General Aviation type operation (ie small propeller aircraft only) and

no radar coverage and just an advisory air traffic control service.

This means that the RNAV consultation which was designed for the previous level of operation at the

airport is essentially out of date.

It was agreed to send a letter to the RNAV consultation to ask that the consultation is restarted with

corrected information.

The letter is annexed at page 65

Actions: Clerk to email the letter to RNAV

40. To review Council Policies

It was unanimously agreed to adopt the following policies:

Retention of Documents

Training Policy

Purchasing

Reserves

Equal Opportunities

Filming and recording meetings

Publication policy

The policies are annexed at pages 66 – 77.

41. To review updated Standing Orders

It was unanimously agreed to adopt updated Standing Orders as annexed at pages 78- 99.

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42. To consider increasing the accessibility of the Parish Council -creating a Parish Council Facebook page

Cllr R Hancox informed the meeting due to recent advertising in the Village news, more residents are

aware of the Parish Council website. It was unanimously agreed to set up a Parish Council Facebook page,

following the Parish Council’s Social Media Policy.

Actions: Clerk to set up the Facebook page when possible

43. Reports

Police Report

Between 01/06/2017 and 30/06/2017 there have been 185 incidents reported to Warwickshire Police, none of

which were in the Stoneleigh or Ashow area.

A rural crime and engagement team is being set up to focus on issues within our extensive rural

community, linking in with rural watch, horse watch and so on. This is currently in the early stages but the

team would like to reach out to the local parish councils in Warwick and Stratford Districts and engage

with them to find out any issues, but also to offer advice and a visible presence.

The Clerk has responded to this new team and suggested the team attend a Parish Council meeting when it

has formed.

County Councillor W Redford and District Councillor P Redford

Cllr W Redford reported that there has been a reduction in the number of children’s hubs from 39 to 12.

Cllrs W Redford and P Redford are concerned as all 12 are in urban areas and rural areas don’t have any.

They have drafted a survey for Parish Councils to undertake to get a better understanding of the needs of

rural areas.

Cllr P Redford will send the Clerk a copy of the survey. It will also include questions on health services, as

Cllrs P Redford and W Redford have concerns regarding the ability of vulnerable people in rural areas to

access health care services.

After the reports 4 members of public left the meeting and 1 remained.

44. Public Session

There were no questions or comments from the public during the public session.

45. Finance

Stoneleigh and Ashow Parish Council finance report June 2017

Income / Expenditure

Balance brought forward £32,435.74

Receipts

£200 BACS payment from Jane Mackenzie (donation for £200

Notice boards)

£298.63 BACS payment from HMRC (VAT refund) £298.63

£32,934.37

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Payments to 31st June 2017

301332 Louise Best – Internal Audit £70.00

301333 S Windridge - Salary and expenses £466.61

301334 D Malley – Pay roll services and Tax payment £487.53

301335 S Windridge – Re imbursement of purchase of £658.98

PC / Scanner / MS Office (Transparency Fund)

301336 S Windridge – Re imbursement of stationery £66.97

301337 S Windridge – Re imbursement of PC warranty £109.00

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£31,075.28

==========

At Co-operative Bank plc, Birmingham

A/C 6101168500 (Current) £6085.22

A/C 6101168550 (Instant Access) £5061.89

A/C 6101168556 (14 Day Deposit) £20,415.70

---------------

£31,562.81

(Less un-presented cheque of £487.53) £31,075.28

Cheques to be authorised for July

301338 Stonehouse Planning £100.00

301339 S Windridge - Salary and expenses June £486.15

301340 Xerox £9.19

301341 Royal Mail PO BOX renewal £318.00

301342 S Windridge - Salary and expenses July £524.29

It was agreed to change the bank mandate to add Cllr J Astle as a signing authority.

The updated budget was reviewed and is annexed at page 100

The ring-fenced money was reviewed and is annexed at page 101

It was agreed that the budget will be discussed in more detail at the September meeting

46. Correspondence

The Clerk has received an email from James Johnson regarding the Leigh Educational Trust to enquire as to

whether Mrs J Mackenzie will be representing the Council. It was agreed that Mrs Jane Mackenzie would

represent the Council until the new Ashow Councillors are settled in their roles, and this would be

reviewed at a later date.

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47. Questions to Chairman

There were no questions to the Chairman.

48. Meetings

The next Ordinary Meeting of the Parish Council will be held on Thursday 7th September.

49. A confidential session was held to consider the co-operation of two new Councillors.

It was unanimously agreed by all Councillors to co- opt Mrs Sarah Williams and Mr Martyn Foster as new

Ashow Councillors.

Actions: The Clerk will send all paperwork to Mrs Williams and Mr Foster and invite them to the

meeting on 7th September.

50. Closure

The business having been completed the Chairman closed the meeting at 9.48 pm.

70

A46 Stoneleigh Junction

71

Before and After

• address existing congestion and safety issues

• improve access to the University of Warwick and

Stoneleigh Park

• benefit to local areas during the construction of HS2

72

A46 Stoneleigh Junction

Collaborative Project

•

Warwickshire County Council • Coventry City Council • Warwick District Council

73

• Kenilworth Town Council

• University of Warwick

• Highways England

• Local Residents and

Businesses

• Local Parish Councils

• Stoneleigh Park

• HS2

• Developers

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Key Dates and Funding

• Planning Application – Winter 2017/18

• Start Construction – Summer 2018

• Complete construction – Winter 2019/20

Estimated scheme cost: £23.1m

Funding sources:

LEP Growth Deal DfT £19.6m

West Midlands Combined Authority £3.5m

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A46 Link Phase 1

( Stoneleigh Road Junction )

University

of Warwick

Kenilworth

76

Stoneleigh Traffic Management Study

• Study to consider existing and future issues within the

village

• Short Term improvements, including proposals for

Birmingham Road

• Medium Term improvements, including possible options

for a bypass of the village

• Study will consider existing infrastructure constraints

and opportunities afforded by committed HS2 mitigation

works

• Study findings and recommendations to be presented to

the Parish Council in Autumn 2017

• Aim to carry out public consultation on proposals for

Birmingham Road later in 2017/18

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Expression of interest from Martyn Foster

I have lived in Ashow with my wife Brenda for the last 3 years having previously lived in Bedford for just

over 30 years. We have a son who is currently teaching in China and a daughter who lives in Warwick with

her husband and young daughter.

Although born in Coventry most of my childhood was spent in Burton Green. I spent 7 years at the former

Kenilworth Grammar School followed by 4 years at Loughborough University.

I have a varied work history, starting as a Chartered Civil Engineer before moving into Financial Services

largely in a range of sales management roles. Staying in Financial Services, I set-up my own business as an

Independent Financial Adviser. After 10 successful years the business was sold and I undertook a consulting

role within the Financial Services sector. This was followed by 5 years in the Education sector mainly

working with a special needs individual as well as teaching maths to GCSE students. After moving to Ashow

I worked part time for a local charity before retiring earlier this year.

Since moving to Ashow I have embraced what the Village and local area has to offer, fully supporting all

aspects of village life. Our daughter was married in Ashow church 2 years ago with the reception held in a

marquee in the grounds of the village club. I regularly attend the Village Service at Ashow church and our

granddaughter was christened in the church followed by a reception in the Club. With the help of my wife,

we cut the grass at the church and regularly meet other villagers for a drink at the Club on Friday

evenings. We have also restored the gable end of Roseland Cottage to the original oak frame and brick

having removed the unsightly concrete render. This required planning permission and listed buildings

consent.

As a Parish Councillor, I would be impartial and act in the best interests of all villagers and the Parish

Council. I am keen that Ashow remains a thriving village retaining its Club and regular church services. I

feel that I have a wide range of skills, experience and attributes that would be of benefit to the

Council. Although only being an Ashow resident for 3 years, I have established a good relationship with

villagers that would allow me to identify, understand and prioritise issues that are of concern.

Martyn Foster, Roseland Cottage, Ashow, Kenilworth

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Expression of interest from Sarah Williams

I am a resident of Ashow and I have lived in the village since 2007. My background is slightly nomadic in

that I moved around in my early married years with my husband’s job as a doctor. We settled in

Warwickshire in 1999 when we moved to Leek Wootton and resided there up until late 2006.

During my time in Leek Wootton my children (3 boys) went to the local primary school and then on to

Warwick School. I was involved in the local church and the Vicar at the time Canon Brian Pearson under

took to do some local training of lay church members, of which I was one. I became involved with serving

the community of Leek Wootton church taking services and running the children's (under 5s) monthly

church group. I was also the secretary of the local preschool and was involved in organising fund raising

events.

I qualified as a nurse in 1987, worked on a children's ward for a year and then went on to study for a

degree in nursing in Cardiff. After this I worked as a McMillan Nurse until I had my first child Nicholas. I

gave up work to raise my children and support my husband’s private health work. In 2010 I spent time at

Myton Hospice working as a support worker and then went on to renew my nursing registration. In 2013-

14 I trained as a health visitor and have continued to work in this field part time to date.

I my hobbies include house restoration, gardening, music, sewing, cooking, theatre, walking my dog whilst

enjoying the beauty of the countryside around me.

I believe I have transferable qualities and skills that would support the role as a Parish Councillor. My

current job involves meeting families in their homes and good, polite communication skills are

essential. My health visiting job involves the assessment of my local surroundings and human dynamics to

make sense of the workings of families and their relationships within and outside the home. I have

developed good organisational skills through my work and the project management of the restoration and

up-dating of two of our homes.

I believe that the beauty of our surrounds is very precious and the protection of our environment is vital to

the inheritance of our future generations. I am a passionate recycler in a bid to save our fragile

environment.

I believe it is important to talk to members of the parish to ensure a balanced and informed decision can be

made regarding local issues. This will obviously be challenging aspect to the role though I believe I can,

with support of others make good decisions which sometime may be uncomfortable and challenging.

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NOTES FROM THE MEETING WITH GARETH EPPS – INDEPENDENT HS2 CONSTRUCTION

COMMISSIONER – HELD AT SHIRE HALL, WARWICK ON 28 JUNE 2017

This meeting was arranged by Warwickshire County Council/Warwick District Council in order for Gareth

Epps to meet representatives of Parish Councils in Warwickshire and to explain his role. Anthony Bianco

and Margaret Wallis attended, representing Stoneleigh & Ashow Parish Council.

Mark Ryder (WCC) introduced Gareth Epps who had previously spent 10 years working on mitigation for

communities affected by Crossrail. The role of the Construction Commissioner was to be the interface

between HS2 Ltd., the local councils and the community at large. The construction phase of the project

presented huge challenges and everyone concerned wanted the very best outcome. David Riley had been

designated as the WCC councillor with main responsibility for liaison and his intention was to visit every

part of the county to hear about specific local issues. A regular HS2 Bulletin would be prepared and

circulated widely so that everyone would know what was happening. (This was circulated today via

Stoneleigh & Ashow Parish Council).

Gareth Epps stated that the Construction Commissioner’s role was to seek fair, independent, complaint

resolution. He was not part of HS2 Ltd. and was not managed by anyone in the organisation, rather to an

Independent Panel (which includes representatives of Camden, Buckinghamshire and Warwickshire (Sara

Board, WCC’s HS2 Officer) councils, the Department for Transport, the agricultural community and other

interested groups). Thus the Governance statement includes Undertaking 118 which states ‘The precise

terms of reference for the Construction Commissioner will be established by an independent body, which

will consist of representatives from local authorities, Network Rail and other organisations appointed by

the Secretary of State and HS2 Ltd.’ He was appointed 11 months ago but a permanent office has yet to be

established. In due course the Independent Panel would produce a statement about his role so that

everyone would know what he could, and could not, do for them (see below).

The origin of the role of a complaints commissioner lay in the Crosssrail and Channel Tunnel Rail Link

projects where as independent Commissioner acted as a point of last resort for unresolved complaints from

individuals, adjudicated on disputed claims under the Small Claims Scheme, and made general

recommendations on how the Nominated Undertaker handled complaints.

The scope of the HS2 Construction Commissioner’s role was:

- To consider HS2 construction complaints

- To seek fair, independent resolution of unresolved complaints (the key part of the role)

- To advise people with issues to raise on where to complain about HS2 construction

- To advertise the Construction Commissioner’s function (leaflets would be sent to parish councils

soon)

- To report on the effectiveness of the complaints system and to make recommendations accordingly.

- The commissioner is not an ombudsman

The statement about what the commissioner could not do was revealing and raised a lot of questions. The

long list included:

- complaints that have not first been considered by the nominated undertaker’s/HS2 Ltd.’s helpdesk

- complaints relating to works that are not part of, or associated with, the HS2 project

- complaints relating to planning conditions and other matters that are subject to the approval of

statutory authorities

- matters considered by Parliament in approving the project

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- matters dealt with by the Office of Rail Regulation, and operational rail matters dealt with by train

operating companies and passenger watchdogs

- matters under investigation by the Health and Safety Executive

- complaints relating to property compensation issues

- claims for losses over £10,000

- complaints relating to settlement deeds (further information contained in Information Paper C3,

Ground Settlement & Information Paper C10 and the Small Claims Scheme)

- the future operation of the HS2 railway or services; or matters relating to HS2 Safeguarding

Direction.

(This long list left the audience wondering what the CC could do but some of these questions were

answered later).

Investigations would be undertaken according to strict procedures i.e.

- All complaints must be reported to HS2 Ltd. through its Helpline. Nothing can be investigated

unless HS2 Ltd.’s processed have been exhausted

- HS2 Ltd. will require contractors to deal initially with complaints at source i.e. onsite (n.b. HS2 Ltd

is currently reviewing its complaints procedures for construction matters)

The Commissioner’s office will aim to:

- Acknowledge referrals in one working day (and refer back complaints still going through the HS2

Ltd. processes unless there are special circumstances)

- Speak to the complainant and HS2 Ltd. and potentially visit the site

- Aim to publish a decision letter within 20 days containing any recommendations

- Timescales are extendable by agreement with both parties

- Publish a quarterly newsletter

The Construction Commissioner is also Registrar of the Small Claims Scheme, a scheme originally devised

during construction of the Channel Tunnel Rail Link Small Claims Scheme. This Scheme, to be set up on

Royal Assent with an administrator, aimed to provide a simple, quick procedure for claims arising from

property damage under £10,000 in value. The Registrar was responsible for investigating complaints about

decisions taken under the Scheme.

CONTACT DETAILS AS FOLLOWS:

Gareth Epps

Interim independent HS2 Construction Commissioner

www.hs2-cc.org.uk

Telephone: 0300123 5365

Email: [email protected]

Correspondence: HS2 Construction Commissioner (Ref. EWA) St. Mary’s Green Tattersall Way,

Chelmsford, Essex CM1 3TU

There is a new Freephone number for general HS2 enquiries 08081 434 434

-----------------------------------------------------------------------------------------------------------

After the presentation several questions were raised.

What about unresolved complaints? GE said that the aim was to resolve all complaints within 5 working

days. The Independent Panel had the power to ‘name and shame’, a tactic that worked well with Crossrail.

What about the effectiveness, or otherwise of the HS2 Helpline? GE acknowledged that there had been

serious problems about community engagement so far – ‘a catalogue of rubbish’ – and that in future

Community Engagement Officers and others should be fully briefed.

http://www.hs2-cc.org.uk/

mailto:[email protected]

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Will construction complaints be dealt with quickly via the Helpline? GE thought that it would. The

construction contracts would all have community engagement clauses and every compound would have a

duty manager on call 24 hours who would be responsible for dealing with local matters expeditiously.

Will landowners/tenants be consulted more effectively than they had been to date? (There had been several

instances when no notice had been given of excavation etc. and complaints had been ignored). GE

emphasised that HS2 Ltd. does not have the power/right to go on land without prior notice and

consultation.

What is the realistic timescale for anything much to happen given that contracts had yet to be signed and

detailed designs drawn up? GE said that with Crossrail there was a two year gap from design to spades in

the ground. However, some HS2 Ltd. contractors are likely to start preliminary work in 2017 - e.g. utility

diversions, wildlife habitat changes, tree felling, demolition (areas around Euston specifically mentioned) –

so complaints could well start in the near future. However, test drilling in our area – and indeed elsewhere

– has been delayed by HS2 Ltd by c18 months; the results of drilling could lead to design changes and

therefore further delays.

Who determines that the process has been exhausted as it seems that HS2 Ltd. has a virtual veto on what

can be referred to the Commissioner? GE said he planned to sort this issue out firmly and that there would

be no question that the wool would be pulled over his eyes. He will have access to the full range of

queries/complaints referred to HS2 Ltd. and will be prepared to lean on them when appropriate. He felt it

was important that everyone was prepared to be flexible and that timescales should be reasonable. (It

would be pointless to argue that it would be fair to expect a complaint about a serious traffic congestion

issue to have to wait 20, or even 5, days before an answer was given/action taken).

How will property damage over £10,000 be dealt with? GE said that HS2 Ltd would have loss adjustors to

deal with them. Inevitably there would be borderline cases and these would be dealt with on a case by case

basis.

Why did ‘interim’ appear on GE’s details and was he truly ‘independent’ given his funding? GE said that

the role had to be ratified through the Independent Panel and that an office would then be established as a

matter of urgency. Depending on the number of complaints more staff might be needed. At present

funding comes through central Government (the DfT) with GE’s salary currently coming through HS2 Ltd

but this would change once the post became permanent. There was a possibility that in due course local

authorities would be asked to shoulder some of the costs but current circumstances did not make this likely

in the near future. (This part of the discussion seemed extremely vague, with lots of ifs and buts which did

not seem very satisfactory. Watch this space).

What will be done about severe traffic congestion from increased lorry movements on country roads in

particular? (These were issues that had been raised many times during local discussions but HS2 Ltd.

could provide no answers and worries mounted). GE, David Riley and Mandy Walker (Sara Board’s line

manager at WCC) each emphasised that the county and district councils would have responsibility for

traffic issues as well as with the overall planning process. Close collaboration would be needed between

councils and the Commissioner on related points.

In thanking Gareth Epps and concluding the proceedings, David Riley emphasised that discussions only

referred to Phase 1 at the moment, that parish councils etc. had every right to complain wherever necessary

but that it was important that the councils were involved as well as HS2 Ltd so that communication

channels were kept open and that a resolution to problems was found.

The audience showed their appreciation in the usual way for what had been a very frank exchange of

views.

………………………………………………………………………………………………..

Note: Anthony Bianco, and others, met with GE prior to the meeting and discussed some of the ‘on the

ground issues’ in Warwickshire. GE expressed a wish, if invited, to walk and view the route to assist him

in better understanding the problems and complaints when they occurred in future. After the meeting, AB

contacted George Illingworth (councillor for Cubbington, Stoneleigh Park and Kenilworth) who suggested

82

that WDC should organise such a visit as it had done for MPs three years ago. This suggestion has been

passed to Debbie Prince (WDC’s HS2 Project Officer) who may well contacts Parish Councils (including

ours) to get agreement and plan for such a visit, possibly mid-September.

M.S.Wallis, 28.6.17

83

Stoneleigh and Ashow

Joint Parish Council

Clerk: Mrs S Windridge

Coventry Airport Ltd

Airport House

Coventry Airport North

Rowley Road

Coventry, CV3 4FR

Dear Sir / Madam,

Re: RNAV Consultation

In view of the ongoing operational changes (as indicated in the minutes of the CACC meeting held on

29th June 2017), Stoneleigh and Ashow Parish Council would like to formally request the RNAV consultation

is restarted with corrected information once these changes have been determined.

Since the new RNAV system will give more flexibility on flight paths, we would request confirmation that

future flight paths will not come any closer to surrounding villages, and indeed will be optimised to avoid

villages as far as possible.

We look forward to hearing from you in response to this request.

With kind regards,

Cllr Richard Hancox

Chairman

Stoneleigh and Ashow Joint Parish Council

84

STONELEIGH AND ASHOW

JOINT PARISH COUNCIL

POLICY STATEMENT Retention of Documents

The Parish Council recognises that the efficient management of its records is necessary to comply with its legal

and regulatory obligations and to contribute to the effective overall management of the Parish Council.

This policy applies to all records created, received or maintained by the Parish Council in the course of carrying

out its functions. Records are defined as all those documents which facilitate the business carried out by the

Parish Council and which are thereafter retained (for a set period) to provide evidence of its transactions or

activities. These records may be created, received or maintained in hard copy or electronically.

The Parish Council has a responsibility to maintain its records and record management systems in accordance

with the regulatory environment. The person with overall responsibility for the implementation of this policy is

the Clerk to the Parish Council, and he/she is required to manage the Council’s records in such a way as to

promote compliance with this policy so that information will be retrieved easily, appropriately and in a timely

manner. Any records that are held on the Parish Council’s computer will be backed up regularly to a hard drive

by the Clerk.

Under the Freedom of Information Act 2000, the Parish Council is required to maintain a retention schedule

listing the record series which it creates in the course of its business. The retention schedule lays down the

length of time which the record needs to be retained and the action which should be taken when it is of no

further administrative use. The Clerk is expected to manage the current record keeping systems using the

retention schedule and to take account of the different retention periods when creating new record keeping

systems. This retention schedule refers to record series regardless of the media in which they are stored.

Retention of Documents

Document Minimum Retention Reason

Minute Books Indefinite Archive

Annual Accounts Indefinite Archive

Annual Return Indefinite Archive

Bank statements 7 years Audit

Cheque book stubs Last completed audit Management

Paying in books Last completed audit Management

Quotations 7 years Audit

Paid invoices 7 years Audit

VAT records 7 years Audit

Salary records 7 years Audit

Tax & NI records 7 years Audit

Insurance policies Whilst valid Audit

Cert of Employers Liability 40 years Audit/legal

Cert of public liability 40 years Audit/legal

Assets register Indefinite Audit

Declarations of acceptance Term of Office + 1 year Management

Members register of interests Term of Office + 1 year Management

Complaints 1 year Management

Routine correspondence 6 months Management

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Including emails

Planning Applications

All planning applications and relevant decision notices are available at Warwick District Council. There is no

requirement to retain duplicates locally. All Parish Council recommendations in connection with these

applications are recorded in the Council minutes and are retained indefinitely.

All documents that are no longer required for administrative reasons should be shredded and disposed of.

This Policy was adopted at the Council meeting on 26th July 2017 and should be reviewed annually.

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POLICY STATEMENT – Training Policy

The training policy refers to all members and employees

The Parish Council will provide induction training for new members and staff, and ensure that appropriate

training is available to enable individuals to achieve effective performance in their roles. The Parish Council will

also provide information, instruction and training to ensure the health and safety of all members.

All training will be planned, programmed and recorded. A budget for training will be included in the overall

annual budget.

This policy was adopted by the Council on 26th July 2017 and will be reviewed annually.

87

STONELEIGH AND ASHOW JOINT PARISH COUNCIL

POLICY STATEMENT – Purchasing

The Council will ensure that everything it does as part of a tender is fair, transparent and does not

discriminate for/against any supplier. This applies to all procurement, whatever the value. Its actions are

subject to scrutiny under the Freedom of Information Act as well as our own financial regulations.

The tender process for contracts for the supply of goods, materials, services or the execution of works shall

include, as a minimum, the following steps:

a specification for the goods, materials, services or the execution of works shall be drawn up;

an invitation to tender shall be drawn up to confirm (i) the council’s specification (ii) the time, date and address

for the submission of tenders (iii) the date of the council’s written response to the tender and (iv) the

prohibition on prospective contractors contacting councillors or staff to encourage or support their tender

outside the prescribed process;

the Parish Council will outline the specification and evaluation criteria and legal terms and conditions of

contract;

the invitation to tender shall be advertised in a local newspaper and in any other manner that is appropriate;

tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;

As a matter of good procurement practice all tenderers should be made aware of the criteria being used for

the particular bid assessment. Any changes made to the evaluation process must be communicated to ALL

potential bidders to ensure parity of tendering;

No bidder should be given preference, or assisted with clarification, without the same advantage being given to

other tenderers;

tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for

submission of tenders has passed;

tenders are to be reported to and considered by the appropriate meeting of the council or a committee or sub-

committee with delegated responsibility;

Neither the council, nor a committee or a sub-committee with delegated responsibility for considering tenders,

is bound to accept the lowest value tender.

Where the value of a contract is likely to exceed £138,893 (or other threshold specified by the Office of

Government Commerce from time to time) the council must consider whether the Public Contracts Regulations

2006 (SI No. 5, as amended) and the Utilities Contracts Regulations 2006 (SI No. 6, as amended) apply to the

contract and, if either of those Regulations apply, the council must comply with EU procurement rules.

The task of the exercise is to select the bid or tender which will give the Best Value for money at best overall

cost. This will most likely result from balancing cost, quality, delivery, performance and risk. The necessary

criteria used in making this decision will include technical compliance, the capacity and capability of the bidder,

the quality offered and the prices/costs of alternative bids.

Once the evaluation is completed the Parish Council will be in a position to award the contract. The contract

award should be in writing and reference the terms and conditions of contract issued at the tender stage. The

full contract will include the specification, the bid and the terms and conditions of contract. Good practice is

to provide all unsuccessful bidders with feedback on their bids, and this should be done as soon as possible

after the winning bidder is decided. Actual pricing or any other commercial in confidence information must not

be disclosed amongst bidders but the Parish Council must tell them their position relative to the winning tender.

This Policy was adopted on 26th July and will be reviewed annually.

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POLICY STATEMENT – Reserves Policy

The purpose of this policy is to set out how the Council will determine and review the level of reserves.

The Parish Council is required to maintain adequate financial reserves to meet the needs of the organisation,

but has no legal powers to hold reserves other than those for reasonable working capital needs or for

specifically earmarked purposes.

Reserves can be used for long term planned or exceptional (unbudgeted or higher than expected) expenditure

on the following conditions:

• the expenditure must not be recurring

• Income in reserves from the sale of fixed assets (‘capital receipts’) such as the sale of land, can only be used

for capital projects, such as the acquisition and enhancement of land, building, vehicles, plant and equipment.

Budget allocations can be moved from one budget line to another during the course of a financial year, with

approval from the Council, so long as the total expenditure for the financial year is not exceeded.

Reserves can be categorised as earmarked, ring fenced or general.

Earmarked Reserves

Earmarked reserves are a means of building up funds over several years to deliver a defined project, predicted

liabilities or for known significant expenditure. They are not to be used for emergency operations.

Earmarked reserves must be reviewed and/or established by the Council at the annual budget setting meeting.

Any changes to the proposed use of reserves must be agreed by Council.

The RFO will note earmarked reserves movements at the end of the financial year.

Ring Fenced Reserves

Ring fenced reserves are money or grants allocated for a specific project only.

General Reserves

General reserves are funds which do not have any restrictions as to their use. These reserves can be used to

smooth the impact of uneven cash flows, offset the budget requirement if necessary or can be held in case of

unexpected events or emergencies.

The Parish Council considers a prudent level of general reserves to be no more than 12 months of its annual

expenditure.

Special Circumstances

If in extreme circumstances general reserves were exhausted due to major unforeseen spending pressures

within a particular financial year, the Council would be able to draw down from its earmarked reserves to

provide short term resources.

Even at times when extreme pressure is put on the Council’s finances the Council must keep a minimum balance

sufficient to pay three month’s salaries to staff in general reserves at all times.

All reserves will be reviewed at least annually by the Parish Council.

This policy was adopted by the Parish Council on 26th July 2017 and will be reviewed annually.

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POLICY STATEMENT – EQUAL OPPORTUNITIES

The aim of this policy is to communicate the commitment of the Parish Council, its Members and Clerk

to the promotion of equality and diversity.

It is our policy to provide services and employment to all irrespective of:

• Gender, including gender reassignment

• Marital or civil partnership status

• Religious belief or political opinion

• Race (including colour, nationality, ethnic or national origins)

• Disability

• Sexual orientation

• Age

• Responsibility for dependents / pregnancy

The Policy

The Parish Council is opposed to all forms of unlawful and unfair discrimination. All people and

employees will be treated fairly and will not be discriminated against on any of the above grounds.

Decisions about recruitment and selection of staff will be made objectively and without unlawful

discrimination.

The Parish Council recognises that the provision of equal opportunities in the community is good

practice. This equal opportunities policy will help all those who are Council Members or work for the

Council to develop sound and effective policies that impact on the village and surrounding areas.

The Parish Council aims to create a culture that respects and values all differences, that promotes

dignity, equality and diversity. We aim to remove barriers, bias or discrimination that prevent

individuals or groups from realising their potential and contributing fully to the community to develop

a culture that positively values diversity.

The Parish Council will challenge discrimination. It aims to provide equality and fairness to all in the

community irrespective of gender, marital status, race, ethnic origin, religion or belief, disability,

sexual orientation, gender reassignment, family situation or age.

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1. Equality Commitments

The Parish Council is committed to promoting equality of opportunity for all persons by promoting a

good and harmonious environment in which all persons are treated with respect; preventing

occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation,

and fulfilling its legal obligations under equality legislation and associated code of practice.

The Parish Council will fulfil these obligations by complying with its own equal opportunities policy

and associated policies and by taking lawful affirmative and positive action where appropriate.

The Parish Council will communicate the policy to Members, the Clerk and members of the public;

incorporate equal opportunities into general practices and ensure that other persons or organisations

will comply with the policy in their dealings with the Council

This policy was approved by the Council at its meeting on 26th July 2017 and will be reviewed annually.

91



POLICY STATEMENT – Recording and filming of meetings

The right to record, film and to broadcast meetings of the Council, Committees and Sub Committees

is established following the Local Government Audit and Accountability Act 2014. This is in addition

to the rights of the press and public to attend such meetings.

1. Members of the public are permitted to film or record meetings to which they are permitted

access, in a non-disruptive manner and only from public areas.

2.The Council will make the meeting room available to the public before and after meetings for the

setting up and removal of any filming equipment.

3. Meetings or parts of meetings from which the press and public are excluded may not be filmed or

recorded.

4. The use of digital and social media recording tools, for example Twitter, blogging or audio

recording will be allowed as long as it is carried out in a non-disruptive manner.

5. Councillors who choose to use social media during Council meetings must refrain from disrupting

other Councillors and Council debate.

6. While those attending meetings are deemed to have consented to the filming, recording or

broadcasting of meetings, those exercising the rights to film, record and broadcast must respect the

rights of other people attending under the Data Protection Act 1998. (This includes their permission

to broadcast their personal details)

7. The Chairman of the meeting, or any such Council representative as designated by the Chairman,

has the authority to stop a meeting and take appropriate action if any person contravenes these

principles or is deemed to be recording in a disruptive manner.

8. Any person or organisation choosing to film, record or broadcast any meeting of the Council is

responsible for any claims or other liability resulting from them so doing.

9. The Council asks those recording proceedings not to edit the film or recording in a way that could

lead to misinterpretation of the proceedings, or infringe the core values of the Council. This includes

refraining from editing an image or views expressed in a way that may ridicule, or show lack of

respect towards those being filmed or recorded.

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10. The Council will display the requirements as to filming, recording and broadcasting at its meeting

venues and those undertaking these activities will be deemed to have accepted them whether they

have read them or not.

11. The Council will publish the guidance on the filming, recording and broadcasting of meetings on its

website.

This policy was adopted by the Parish Council on 26th July 2017 and will be reviewed annually.

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POLICY STATEMENT – PUBLICATION SCHEME

Introduction

Our Publication Scheme is based on the model that has been prepared and approved by the

Information Commissioner which states that public authorities must publish under their publication

scheme any dataset they hold that has been requested, together with any updated versions, unless

they are satisfied that it is not appropriate to do so. So far as reasonably practicable, they must

publish it in an electronic form that is capable of re-use.

Stoneleigh Ashow Parish Council agrees to proactively publish or otherwise make available as a matter

of routine, information which is held by the authority and falls within the classifications below.

Most of the information sources below can be accessed from the parish council’s website and the

remainder are available from the Parish Clerk (details below)

Information to be published

Who we are and what we do.

Who’s who on the Council

Contact details for the Parish Clerk and the Council members

What we spend and how we spend it.

Annual Return Form and the Auditor’s Report

Finalised budget

Precept

Financial Standing orders and Regulations

Grants given and received

Current contracts awarded and their value

Members allowances and expenses

Details of all payments made and received

What our priorities are and how we are doing.

Chairman’s annual report to the Annual Parish Meeting

How we make decisions.

Timetable of meetings

Agendas of meetings

Minutes of meetings

Reports presented to council meetings apart from those that contain items that the council deems to

be private.

Responses to consultation papers

Responses to planning applications

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Our policies and procedures.

Policies and procedures for the conduct of council business

Procedural standing orders

Delegated authority in respect of Parish Clerk

Code of Conduct for councillors

Equality Policy

Health & Safety Policy

Complaints Procedure

Information Security Policy

Records and Data Management Policy

Data Protection Policy

Schedule of charges for the publication of information

Lists and Registers.

Assets Register

Register of Members’ Interests

The Services we offer.

Playing fields

Exclusions

The classes of information we will not generally include:

• Information the disclosure of which is prevented by law, or exempt under the Freedom of

Information Act, or is otherwise properly considered to be protected from disclosure.

• Information in draft form.

• Information that is no longer readily available as it is contained in files that have been placed in

archive storage, or is difficult to access for similar reasons.

Inspection of Documents and Charges

In exceptional circumstances, some information may be available only by viewing in person. Where

this manner is specified, contact details will be provided. An appointment to view the information will

be arranged within a reasonable timescale.

Information will be provided in the language in which it is held or in such other language that is legally

required. Where an authority is legally required to translate any information, it will do so.

Obligations under disability and discrimination legislation and any other legislation to provide

information in other forms and formats will be adhered to when providing information in accordance

with this scheme.

Material which is published and accessed on a website will be provided free of charge. Material that

has to be photocopied will be charged at 10 pence per sheet (25 pence for colour) and postage if

applicable will be charged at the actual cost. Information that can be sent by email will be free.

Written Requests

Information held by a public authority that is not published under this scheme can be requested in

writing, when its provision will be considered in accordance with the provisions of the Freedom of

Information Act.

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Contact Details

The parish council website is http://stoneleighashowparishcouncil.btck.co.uk/

The Clerk is Mrs Sarah Windridge, PO BOX 6451 Coventry, CV3 9NL.

Tel 02476 301982

Email [email protected]

This policy was adopted on 26th July and will be reviewed annually.

http://stoneleighashowparishcouncil.btck.co.uk/

mailto:[email protected]

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Stoneleigh and

Ashow Parish

Council

1. Rules of debate at meetings

a Motions on the agenda shall be considered in the order that they appear unless the order is changed

at the discretion of the chairman of the meeting.

b A motion (including an amendment) shall not be progressed unless it has been moved and seconded.

c A motion on the agenda that is not moved by its proposer may be treated by the chairman of the

meeting as withdrawn.

d If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only

with the consent of the seconder and the meeting.

e An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.

f If an amendment to the original motion is carried, the original motion becomes the substantive motion

upon which further amendment(s) may be moved.

g An amendment shall not be considered unless early verbal notice of it is given at the meeting and, if

requested by the chairman of the meeting, is expressed in writing to the chairman.

h A councillor may move an amendment to his own motion if agreed by the meeting. If a motion has

already been seconded, the amendment shall be with the consent of the seconder and the meeting.

i If there is more than one amendment to an original or substantive motion, the amendments shall be

moved in the order directed by the chairman.

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j Subject to standing order 1(k) below, only one amendment shall be moved and debated at a time, the

order of which shall be directed by the chairman of the meeting.

k One or more amendments may be discussed together if the chairman of the meeting considers this

expedient but each amendment shall be voted upon separately.

l A councillor may not move more than one amendment to an original or substantive motion.

m The mover of an amendment has no right of reply at the end of debate on it.

n Where a series of amendments to an original motion are carried, the mover of the original motion

shall have a right of reply either at the end of debate of the first amendment or at the very end of

debate on the final substantive motion immediately before it is put to the vote.

o Unless permitted by the chairman of the meeting, a councillor may speak once in the debate on a

motion except:

i. to speak on an amendment moved by another councillor;

ii. to move or speak on another amendment if the motion has been amended since he last spoke;

iii. to make a point of order;

iv. to give a personal explanation; or

v. in exercise of a right of reply.

p During the debate of a motion, a councillor may interrupt only on a point of order or a personal

explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of

order shall identify the standing order which he considers has been breached or specify the other

irregularity in the proceedings of the meeting he is concerned by.

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q A point of order shall be decided by the chairman of the meeting and his decision shall be final.

r When a motion is under debate, no other motion shall be moved except:

i. to amend the motion;

ii. to proceed to the next business;

iii. to adjourn the debate;

iv. to put the motion to a vote;

v. to ask a person to be no longer heard or to leave the meeting;

vi. to refer a motion to a committee or sub-committee for consideration;

vii. to exclude the public and press;

viii. to adjourn the meeting; or

ix. to suspend particular standing order(s) excepting those which reflect mandatory statutory

requirements.

s Before an original or substantive motion is put to the vote, the chairman of the meeting shall be

satisfied that the motion has been sufficiently debated and that the mover of the motion under debate

has exercised or waived his right of reply.

t Excluding motions moved understanding order 1(r) above, the contributions or speeches by a

councillor shall relate only to the motion under discussion and shall not exceed 15 minutes without

the consent of the chairman of the meeting.

2. Disorderly conduct at meetings

a No person shall obstruct the transaction of business at a meeting or behave offensively or improperly.

If this standing order is ignored, the chairman of the meeting shall request such person(s) to

moderate or improve their conduct.

b If person(s) disregard the request of the chairman of the meeting to moderate or improve their

conduct, any councillor or the chairman of the meeting may move that the person be no longer heard

or excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.

c If a resolution made under standing order 2(b) above is ignored, the chairman of the meeting may

take further reasonable steps to restore order or to progress the meeting. This may include

temporarily suspending or closing the meeting.

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3. Meetings generally

Full Council meetings

Committee meetings

Sub-committee meetings

a Meetings shall not take place in premises which at the time of the meeting

are used for the supply of alcohol, unless no other premises are available

free of charge or at a reasonable cost.

b The minimum three clear days for notice of a meeting does not include the

day on which notice was issued, the day of the meeting, a Sunday, a day of

the Christmas break, a day of the Easter break or of a bank holiday or a day

appointed for public thanksgiving or mourning.

c The minimum three clear days’ public notice for a meeting does not

include the day on which the notice was issued or the day of the meeting

unless the meeting is convened at shorter notice OR [The minimum three

clear days’ public notice of a meeting does not include the day on which the

notice was issued or the day of the meeting].

d Meetings shall be open to the public unless their presence is prejudicial to

the public interest by reason of the confidential nature of the business to

be transacted or for other special reasons. The public’s exclusion from

part or all of a meeting shall be by a resolution which shall give reasons for

the public’s exclusion.

e Members of the public may make representations, answer questions and give

evidence at a meeting which they are entitled to attend in respect of the business

on the agenda.

f The period of time designated for public participation at a meeting in accordance

with standing order 3(e) above shall not exceed 20 minutes unless directed by

the chairman of the meeting.

g Subject to standing order 3(f) above, a member of the public shall not speak for

more than 5 minutes.

h In accordance with standing order 3(e) above, a question shall not require a

response at the meeting nor start a debate on the question. The chairman of the

meeting may direct that a written or oral response be given.

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i A person shall raise his hand when requesting to speak.

j A person who speaks at a meeting shall direct his comments to the chairman of

the meeting.

k Only one person is permitted to speak at a time. If more than one person wants

to speak, the chairman of the meeting shall direct the order of speaking.

l Members of the public are permitted to film or record meetings to which

they are permitted access, in a non-disruptive manner and only from public

areas.

m The press shall be provided with reasonable facilities for the taking of their

report of all or part of a meeting at which they are entitled to be present.

n Subject to standing orders which indicate otherwise, anything authorised

or required to be done by, to or before the Chairman of the Council may in

his absence be done by, to or before the Vice-Chairman of the Council (if

any).

o The Chairman, if present, shall preside at a meeting. If the Chairman is

absent from a meeting, the Vice-Chairman, if present, shall preside. If both

the Chairman and the Vice-Chairman are absent from a meeting, a

councillor as chosen by the councillors present at the meeting shall

preside at the meeting.

p Subject to a meeting being quorate, all questions at a meeting shall be

decided by a majority of the councillors or councillors with voting rights

present and voting.

q The chairman of a meeting may give an original vote on any matter put to

the vote, and in the case of an equality of votes may exercise his casting

vote whether or not he gave an original vote.

See standing orders 5(i) and (j) below for the different rules that apply in the

election of the Chairman of the Council at the annual meeting of the council.

r Unless standing orders provide otherwise, voting on a question shall be by

a show of hands. At the request of a councillor, the voting on any question

shall be recorded so as to show whether each councillor present and

voting gave his vote for or against that question. Such a request shall be

made before moving on to the next item of business on the agenda.

s The minutes of a meeting shall include an accurate record of the following:

i. the time and place of the meeting;

ii. the names of councillors present and absent;

iii. interests that have been declared by councillors and non-councillors with

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voting rights;

iv. whether a councillor or non-councillor with voting rights left the meeting

when matters that they held interests in were being considered;

v. if there was a public participation session; and

vi. the resolutions made.

t (England) A councillor or a non-councillor with voting rights who has a

disclosable pecuniary interest or another interest as set out in the

council’s code of conduct in a matter being considered at a meeting is

subject to statutory limitations or restrictions under the code on his right

to participate and vote on that matter.

(Wales) A councillor or a non-councillor with voting rights who has a

personal or prejudicial interest in a matter being considered at a meeting

which limits or restricts his right to participate in a discussion or vote on

that matter is subject to obligations in the code of conduct adopted by

the council.

u No business may be transacted at a meeting unless at least one-third of

the whole number of members of the council are present and in no case

shall the quorum of a meeting be less than three.

See standing order 4d(viii) below for the quorum of a committee or sub-

committee meeting.

v If a meeting is or becomes inquorate no business shall be transacted and

the meeting shall be closed. The business on the agenda for the meeting shall

be adjourned to another meeting.

w A meeting shall not exceed a period of 4 hours.

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4. Committees and sub-committees

a Unless the council determines otherwise, a committee may appoint a sub-committee whose

terms of reference and members shall be determined by the committee.

b The members of a committee may include non-councillors unless it is a committee which

regulates and controls the finances of the council.

c Unless the council determines otherwise, all the members of an advisory committee and a

sub-committee of the advisory committee may be non-councillors.

d The council may appoint standing committees or other committees as may be necessary, and:

i. shall determine their terms of reference;

ii. shall determine the number and time of the ordinary meetings of a standing committee up until

the date of the next annual meeting of full council;

iii. shall permit a committee, other than in respect of the ordinary meetings of a committee, to

determine the number and time of its meetings;

iv. shall, subject to standing orders 4(b) and (c) above, appoint and determine the terms of office of

members of such a committee;

v. may, subject to standing orders 4(b) and (c) above, appoint and determine the terms of office of

the substitute members to a committee whose role is to replace the ordinary members at a

meeting of a committee if the ordinary members of the committee confirm to the Proper Officer

7 days before the meeting that they are unable to attend;

vi. shall, after it has appointed the members of a standing committee, appoint the chairman of the

standing committee;

vii. shall permit a committee other than a standing committee, to appoint its own chairman at the

first meeting of the committee;

viii. shall determine the place, notice requirements and quorum for a meeting of a committee and a

sub-committee which shall be no less than three;

ix. shall determine if the public may participate at a meeting of a committee;

x. shall determine if the public and press are permitted to attend the meetings of a sub-committee

and also the advance public notice requirements, if any, required for the meetings of a sub-

committee;

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xi. shall determine if the public may participate at a meeting of a sub-committee that they are

permitted to attend; and

xii. may dissolve a committee.

5. Ordinary council meetings

a In an election year, the annual meeting of the council shall be held on or within 14 days

following the day on which the new councillors elected take office.

b In a year which is not an election year, the annual meeting of a council shall be held on such

day in May as the council may direct.

c If no other time is fixed, the annual meeting of the council shall take place at 6pm.

d (England) In addition to the annual meeting of the council, at least three other ordinary

meetings shall be held in each year on such dates and times as the council directs.

e (Wales) In addition to the annual meeting of the council, any number of other ordinary

meetings may be held in each year on such dates and times as the council may direct.

f The first business conducted at the annual meeting of the council shall be the election of the

Chairman and Vice-Chairman (if any) of the Council.

g The Chairman of the Council, unless he has resigned or becomes disqualified, shall continue

in office and preside at the annual meeting until his successor is elected at the next annual

meeting of the council.

h The Vice-Chairman of the Council, if any, unless he resigns or becomes disqualified, shall

hold office until immediately after the election of the Chairman of the Council at the next

annual meeting of the council.

i In an election year, if the current Chairman of the Council has not been re-elected as a member

of the council, he shall preside at the meeting until a successor Chairman of the Council has

been elected. The current Chairman of the Council

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shall not have an original vote in respect of the election of the new Chairman of the Council but

must give a casting vote in the case of an equality of votes.

j In an election year, if the current Chairman of the Council has been re-elected as a member of

the council, he shall preside at the meeting until a new Chairman of the Council has been

elected. He may exercise an original vote in respect of the election of the new Chairman of the

Council and must give a casting vote in the case of an equality of votes.

k Following the election of the Chairman of the Council and Vice-Chairman (if any) of the Council at the

annual meeting of the council, the business of the annual meeting shall include:

i. In an election year, delivery by the Chairman of the Council and councillors of their

acceptance of office forms unless the council resolves for this to be done at a later date.

In a year which is not an election year, delivery by the Chairman of the Council of his

acceptance of office form unless the council resolves for this to be done at a later date;

ii. Confirmation of the accuracy of the minutes of the last meeting of the council;

iii. Receipt of the minutes of the last meeting of a committee;

iv. Consideration of the recommendations made by a committee;

v. Review of delegation arrangements to committees, sub-committees, staff and other local

authorities;

vi. Review of the terms of reference for committees;

vii. Appointment of members to existing committees;

viii. Appointment of any new committees in accordance with standing order 4 above;

ix. Review and adoption of appropriate standing orders and financial regulations;

x. Review of arrangements, including any charters and agency agreements, with other local

authorities and review of contributions made to expenditure incurred by other local authorities;

xi. Review of representation on or work with external bodies and arrangements for reporting back;

xii. (England) In an election year, to make arrangements with a view to the council becoming

eligible to exercise the general power of competence in the future;

xiii. Review of inventory of land and assets including buildings and office equipment;

xiv. Confirmation of arrangements for insurance cover in respect of all insured risks;

xv. Review of the council’s and/or staff subscriptions to other bodies;

xvi. Review of the council’s complaints procedure;

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xvii. Review of the council’s procedures for handling requests made under the Freedom of

Information Act 2000 and the Data Protection Act 1998;

xviii. Review of the council’s policy for dealing with the press/media; and

xix. Determining the time and place of ordinary meetings of the full council up to and including the

next annual meeting of full council.

6. Extraordinary meetings of the council and committees and sub-committees

a The Chairman of the Council may convene an extraordinary meeting of the council at any

time.

b If the Chairman of the Council does not or refuses to call an extraordinary meeting of the

council within seven days of having been requested in writing to do so by two councillors, any

two councillors may convene an extraordinary meeting of the council. The public notice giving

the time, place and agenda for such a meeting must be signed by the two councillors.

c The chairman of a committee [or a sub-committee] may convene an extraordinary meeting of the

committee [or the sub-committee] at any time.

d If the chairman of a committee [or a sub-committee] does not or refuses to call an extraordinary

meeting within 5 days of having been requested by to do so by 2 members of the committee [or the

sub-committee], any 2 members of the committee [and the sub-committee] may convene an

extraordinary meeting of a committee [and a sub-committee].

7. Previous resolutions

a A resolution shall not be reversed within six months except either by a special motion, which requires

written notice by at least 3 councillors to be given to the Proper Officer in accordance with standing

order 9 below, or by a motion moved in pursuance of the recommendation of a committee or a sub-

committee.

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b When a motion moved pursuant to standing order 7(a) above has been disposed of, no similar motion

may be moved within a further six months.

8. Voting on appointments

a Where more than two persons have been nominated for a position to be filled by the council and none

of those persons has received an absolute majority of votes in their favour, the name of the person

having the least number of votes shall be struck off the list and a fresh vote taken. This process shall

continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the

casting vote exercise-able by the chairman of the meeting.

9. Motions for a meeting that require written notice to be given to the Proper Officer

a A motion shall relate to the responsibilities of the meeting which it is tabled for and in any event shall

relate to the performance of the council’s statutory functions, powers and obligations or an issue

which specifically affects the council’s area or its residents.

b No motion may be moved at a meeting unless it is on the agenda and the mover has given written

notice of its wording to the Proper Officer at least 5 clear days before the meeting. Clear days do not

include the day of the notice or the day of the meeting.

c The Proper Officer may, before including a motion on the agenda received in accordance with

standing order 9(b) above, correct obvious grammatical or typographical errors in the wording of the

motion.

d If the Proper Officer considers the wording of a motion received in accordance with standing order

9(b) above is not clear in meaning, the motion shall be rejected until the mover of the motion

resubmits it in writing to the Proper Officer so that it can be understood at least 5 clear days before

the meeting.

e If the wording or subject of a proposed motion is considered improper, the Proper Officer shall consult

with the chairman of the forthcoming meeting or, as the case may be, the councillors who have

convened the meeting, to consider whether the motion shall be included in the agenda or rejected.

f Subject to standing order 9(e) above, the decision of the Proper Officer as to whether or not to

include the motion on the agenda shall be final.

g Motions received shall be recorded in a book for that purpose and numbered in the order that they

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are received.

h Motions rejected shall be recorded in a book for that purpose with an explanation by the Proper

Officer for their rejection.

10. Motions at a meeting that do not require written notice

a The following motions may be moved at a meeting without written notice to the Proper Officer;

i. to correct an inaccuracy in the draft minutes of a meeting;

ii. to move to a vote;

iii. to defer consideration of a motion;

iv. to refer a motion to a particular committee or sub-committee;

v. to appoint a person to preside at a meeting;

vi. to change the order of business on the agenda;

vii. to proceed to the next business on the agenda;

viii. to require a written report;

ix. to appoint a committee or sub-committee and their members;

x. to extend the time limits for speaking;

xi. to exclude the press and public from a meeting in respect of confidential or sensitive information

which is prejudicial to the public interest;

xii. to not hear further from a councillor or a member of the public;

xiii. to exclude a councillor or member of the public for disorderly conduct;

xiv. to temporarily suspend the meeting;

xv. to suspend a particular standing order (unless it reflects mandatory statutory requirements);

xvi. to adjourn the meeting; or

xvii. to close a meeting.

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11. Handling confidential or sensitive information

a The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or

otherwise undermine confidential or sensitive information which for special reasons would not be in

the public interest.

b Councillors and staff shall not disclose confidential or sensitive information which for special reasons

would not be in the public interest.

12. Draft minutes

a If the draft minutes of a preceding meeting have been served on councillors with the agenda to

attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.

b There shall be no discussion about the draft minutes of a preceding meeting except in relation to their

accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with

standing order 10(a)(i) above.

c The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by

resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the

meeting to which the minutes relate.

d If the chairman of the meeting does not consider the minutes to be an accurate record of the meeting

to which they relate, he shall sign the minutes and include a paragraph in the following terms or to the

same effect:

“The chairman of this meeting does not believe that the minutes of the meeting of the ( )

held on [date] in respect of ( ) were a correct record but his view was not upheld by the

meeting and the minutes are confirmed as an accurate record of the proceedings.”

e Upon a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or

recordings of the meeting for which approved minutes exist shall be destroyed.

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13. Code of conduct and dispensations

See also standing order 3(t) above.

England

a All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the

council.

b Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall

withdraw from a meeting when it is considering a matter in which he has a disclosable pecuniary

interest. He may return to the meeting after it has considered the matter in which he had the interest.

c Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall

withdraw from a meeting when it is considering a matter in which he has another interest if so

required by the council’s code of conduct. He may return to the meeting after it has considered the

matter in which he had the interest.

d Dispensation requests shall be in writing and submitted to the Proper Officer as soon as

possible before the meeting, or failing that, at the start of the meeting for which the dispensation is

required.

e A decision as to whether to grant a dispensation shall be made [by the Proper Officer] OR [by a

meeting of the council, or committee or sub-committee for which the dispensation is required] and

that decision is final.

f A dispensation request shall confirm:

i. the description and the nature of the disclosable pecuniary interest or other interest to which the

request for the dispensation relates;

ii. whether the dispensation is required to participate at a meeting in a discussion only or a

discussion and a vote;

iii. the date of the meeting or the period (not exceeding four years) for which the dispensation is

sought; and

iv. an explanation as to why the dispensation is sought.

g Subject to standing orders 13(d) and (f) above, dispensations requests shall be considered [by the

Proper Officer before the meeting or, if this is not possible, at the

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start of the meeting for which the dispensation is required] OR [at the beginning of the meeting of the

council, or committee or a sub-committee for which the dispensation is required].

h A dispensation may be granted in accordance with standing order 13(e) above if having regard

to all relevant circumstances the following applies:

i. without the dispensation the number of persons prohibited from participating in the

particular business would be so great a proportion of the meeting transacting the

business as to impede the transaction of the business or

ii. granting the dispensation is in the interests of persons living in the council’s area or

iii. it is otherwise appropriate to grant a dispensation.

Wales

i Councillors and non-councillors with voting rights shall observe the code of conduct adopted

by the council.

j All councillors shall undertake training in the code of conduct within six months of the delivery of their

acceptance of office form.

k Dispensation requests shall be in writing and submitted to the standards committee of [the

County Borough] OR [County Council] as soon as possible before the meeting that the

dispensation is required for.

14. Code of conduct complaints

a Upon notification by the District or Unitary Council [(Wales) [County Borough] OR [County Council]]

that it is dealing with a complaint that a councillor or non-councillor with voting rights has breached

the council’s code of conduct, the Proper Officer shall, subject to standing order 11 above, report this

to the council.

b Where the notification in standing order 14(a) above relates to a complaint made by the Proper

Officer, the Proper Officer shall notify the Chairman of Council of this fact, and the Chairman shall

nominate another staff member to assume the duties of the Proper Officer in relation to the complaint

until it has been determined [(England) and the council has agreed what action, if any, to take in

accordance with standing order 14(d) below].

c The council may:

i. provide information or evidence where such disclosure is necessary to progress an

investigation of the complaint or is required by law;

ii. seek information relevant to the complaint from the person or body with statutory responsibility

for investigation of the matter;

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iii. [(Wales) indemnify the councillor or non-councillor with voting rights in respect of his related

legal costs and any such indemnity is subject to approval by a meeting of the full council.]

d (England) Upon notification by the District or Unitary Council that a councillor or non-

councillor with voting rights has breached the council’s code of conduct, the council shall

consider what, if any, action to take against him. Such action excludes disqualification or

suspension from office.

15. Proper Officer

a The Proper Officer shall be either (i) the clerk or (ii) other staff member(s) nominated by the council to

undertake the work of the Proper Officer when the Proper Officer is absent.

b The Proper Officer shall:

i. [at least three clear days before a meeting of the council, a committee and a sub-

committee serve on councillors, by delivery or post at their residences, a signed

summons confirming the time, place and the agenda.]

OR

[at least three clear days before a meeting of the council, a committee and a sub-committee

serve on councillors a summons, by email, confirming the time, place and the agenda provided

any such email contains the electronic signature and title of the Proper Officer].

See standing order 3(b) above for the meaning of clear days for a meeting of a full council and

standing order 3 (c) above for a meeting of a committee.

ii. give public notice of the time, place and agenda at least three clear days before a

meeting of the council or a meeting of a committee or a sub-committee (provided that the

public notice with agenda of an extraordinary meeting of the council convened by

councillors is signed by them);

See standing order 3(b) above for the meaning of clear days for a meeting of a full council and

standing order 3(c) above for a meeting of a committee.

iii. subject to standing order 9 above, include on the agenda all motions in the order received

unless a councillor has given written notice at least 5 days before the meeting confirming his

withdrawal of it;

iv. convene a meeting of full council for the election of a new Chairman of the Council,

occasioned by a casual vacancy in his office;

v. facilitate inspection of the minute book by local government electors;

vi. receive and retain copies of byelaws made by other local authorities;

vii. retain acceptance of office forms from councillors;

viii. retain a copy of every councillor’s register of interests;

ix. assist with responding to requests made under the Freedom of Information Act 2000 and Data

Protection Act 1998, in accordance with and subject to the council’s policies and procedures

relating to the same;

x. receive and send general correspondence and notices on behalf of the council except where

there is a resolution to the contrary;

xi. manage the organisation, storage of, access to and destruction of information held by the

council in paper and electronic form;

xii. arrange for legal deeds to be executed;

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See also standing order 22 below.

xiii. arrange or manage the prompt authorisation, approval, and instruction regarding any payments

to be made by the council in accordance with the council’s financial regulations;

xiv. record every planning application notified to the council and the council’s response to the local

planning authority in a book for such purpose;

xv. refer a planning application received by the council to the [Chairman or in his absence the Vice-

Chairman of the Council] OR [Chairman or in his absence Vice-Chairman (if any) of the Sub

Committee] within two working days of receipt to facilitate an extraordinary meeting if the nature

of a planning application requires consideration before the next ordinary meeting of [the council]

OR Sub) committee];

xvi. where the Parish Council cannot meet within the time noted on the planning application, power

is delegated to the Clerk (in consultation with a minimum of 3 Councillors) to make a

determination to the planning authority on the individual planning application.

xvii. manage access to information about the council via the publication scheme; and

xviii. retain custody of the seal of the council (if any) which shall not be used without a resolution to

that effect.

See also standing order 22 below.

113

16. Responsible Financial Officer

a The council shall appoint appropriate staff member(s) to undertake the work of the Responsible

Financial Officer when the Responsible Financial Officer is absent.

17. Accounts and accounting statements

a “Proper practices” in standing orders refer to the most recent version of [Governance and

Accountability for Local Councils – a Practitioners’ Guide (England)] OR [Governance and

Accountability for Local Councils in Wales – A Practitioners’ Guide].

b All payments by the council shall be authorised, approved and paid in accordance with the law,

proper practices and the council’s financial regulations.

c The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30

June, 30 September and 31 December in each year a statement to summarise:

i. the council’s receipts and payments for each quarter;

ii. the council’s aggregate receipts and payments for the year to date;

iii. the balances held at the end of the quarter being reported

and which includes a comparison with the budget for the financial year and highlights any actual or

potential overspends.

d As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall

provide:

i. each councillor with a statement summarising the council’s receipts and payments for the last

quarter and the year to date for information; and

ii. to the full council the accounting statements for the year in the form of Section 1 of the annual

return, as required by proper practices, for consideration and approval.

e The year-end accounting statements shall be prepared in accordance with proper practices and

applying the form of accounts determined by the council (receipts and payments, or income and

expenditure) for a year to 31 March. A completed draft annual return shall be presented to each

councillor before the end of the following month of May. The annual return of the council, which is

subject to external audit, including the annual governance statement, shall be presented to council for

consideration and formal approval before 30 June.

18. Financial controls and procurement

a The council shall consider and approve financial regulations drawn up by the Responsible Financial

Officer, which shall include detailed arrangements in respect of the following:

114

i. the keeping of accounting records and systems of internal controls;

ii. the assessment and management of financial risks faced by the council;

iii. the work of the independent internal auditor in accordance with proper practices and the receipt

of regular reports from the internal auditor, which shall be required at least annually;

iv. the inspection and copying by councillors and local electors of the council’s accounts and/or

orders of payments; and

v. procurement policies (subject to standing order 18(c) below) including the setting of values for

different procedures where a contract has an estimated value of less than [£60,000].

b Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.

c Financial regulations shall confirm that a proposed contract for the supply of goods,

materials, services and the execution of works with an estimated value in excess of [£60,000]

shall be procured on the basis of a formal tender as summarised in standing order 18(d)

below.

d Subject to additional requirements in the financial regulations of the council and the Council’s

Procurement Policy, the tender process for contracts for the supply of goods, materials, services or

the execution of works shall include, as a minimum, the following steps:

i. a specification for the goods, materials, services or the execution of works shall be drawn up;

ii. an invitation to tender shall be drawn up to confirm (i) the council’s specification (ii) the time,

date and address for the submission of tenders (iii) the date of the council’s written response to

the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to

encourage or support their tender outside the prescribed process;

iii. the invitation to tender shall be advertised in a local newspaper and in any other manner that is

appropriate;

iv. tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper

Officer;

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v. tenders shall be opened by the Proper Officer in the presence of at least one councillor after the

deadline for submission of tenders has passed;

vi. tenders are to be reported to and considered by the appropriate meeting of the council or a

committee or sub-committee with delegated responsibility.

e Neither the council, nor a committee or a sub-committee with delegated responsibility for considering

tenders, is bound to accept the lowest value tender.

f Where the value of a contract is likely to exceed £138,893 (or other threshold specified by the

Office of Government Commerce from time to time) the council must consider whether the

Public Contracts Regulations 2006 (SI No. 5, as amended) and the Utilities Contracts

Regulations 2006 (SI No. 6, as amended) apply to the contract and, if either of those

Regulations apply, the council must comply with EU procurement rules.

19. Handling staff matters

a A matter personal to a member of staff that is being considered by a meeting of council OR the sub-

committee is subject to standing order 11 above.

b Subject to the council’s policy regarding absences from work, the council’s most senior member of

staff shall notify the chairman or, if he is not available, the vice-chairman, of absence occasioned by

illness or other reason and that person shall report such absence at its next meeting.

c The chairman, or in his absence, the vice-chairman, shall upon a resolution conduct a review of the

performance and annual appraisal of the work of [the employee’s job title]. The reviews and appraisal

shall be reported in writing and is subject to approval by resolution by the Council

d Subject to the council’s policy regarding the handling of grievance matters, the council’s most senior

employee (or other employees) shall contact the or in his absence, the vice-chairman of in respect of

an informal or formal grievance matter, and this matter shall be reported back and progressed by

resolution of the Council.

e Subject to the council’s policy regarding the handling of grievance matters, if an informal or formal

grievance matter raised by [the employee’s job title] relates to the chairman or vice-chairman, this

shall be communicated to another member of the Council which shall be reported back and

progressed by resolution of the Council.

f Any persons responsible for all or part of the management of staff shall treat the written records of all

meetings relating to their performance, capabilities, grievance or disciplinary matters as confidential

and secure.

g The council shall keep all written records relating to employees secure. All paper records shall be

secured and locked and electronic records shall be password protected and encrypted.

h Only persons with line management responsibilities shall have access to staff records referred to in

116

standing orders 19(f) and (g) above if so justified.

i Access and means of access by keys and/or computer passwords to records of employment referred

to in standing orders 19(f) and (g) above shall be provided only to (post holder) and/or the Chairman

of the Council.

20. Requests for information

a Requests for information held by the council shall be handled in accordance with the council’s policy

in respect of handling requests under the Freedom of Information Act 2000 and the Data Protection

Act 1998.

b Correspondence from, and notices served by, the Information Commissioner shall be referred by the

Proper Officer to the chairman. The said committee shall have the power to do anything to facilitate

compliance with the Freedom of Information Act 2000.

21. Relations with the press/media

a Requests from the press or other media for an oral or written comment or statement from the Council,

its councillors or staff shall be handled in accordance with the Council’s policy in respect of dealing

with the press and/or other media.

22. Execution and sealing of legal deeds

See also standing orders 15(b)(xii) and (xvii) above.

a A legal deed shall not be executed on behalf of the council unless authorised by a resolution.

b [Subject to standing order 22(a) above, the council’s common seal shall alone be used for

sealing a deed required by law. It shall be applied by the Proper Officer in the presence of two

councillors who shall sign the deed as witnesses.]

The above is applicable to a council with a common seal.

OR

[Subject to standing order 22(a) above, any two councillors may sign, on behalf of the council,

any deed required by law and the Proper Officer shall witness their signatures.]

The above is applicable to a council without a common seal.

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23. Communicating with District and County or Unitary councillors

a An invitation to attend a meeting of the council shall be sent, together with the agenda, to the ward

councillor(s) of the [(England) [District and County Council] OR [Unitary Council]] [(Wales) [County

Borough] OR [County Council]] representing the area of the council.

b Unless the council determines otherwise, a copy of each letter sent to the [(England) [District and

County Council] OR [Unitary Council]] [(Wales) [County Borough] OR [County Council]] shall be sent

to the ward councillor(s) representing the area of the council.

24. Restrictions on councillor activities

a. Unless authorised by a resolution, no councillor shall:

i. inspect any land and/or premises which the council has a right or duty to inspect; or

ii. issue orders, instructions or directions.

25. Standing orders generally

a All or part of a standing order, except one that incorporates mandatory statutory requirements, may

be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.

b A motion to add to or vary or revoke one or more of the council’s standing orders, except one that

incorporates mandatory statutory requirements, shall be proposed by a special motion, the written

notice by at least 3 councillors to be given to the Proper Officer in accordance with standing order 9

above.

c The Proper Officer shall provide a copy of the council’s standing orders to a councillor as soon as

possible after he has delivered his acceptance of office form.

d The decision of the chairman of a meeting as to the application of standing orders at the meeting

shall be final.

118

Stoneleigh and Ashow Parish Council Budget June 2017

April May June Total Budget Balance

Salary (including tax) £371.15 £428.12 £375.89 £1,175.16 4,861.00 3,685.84

Office Maintenance £18.00 £18.00 £36.00 1,300.00 1,264.00

Stationery £23.32 £3.95 £146.64 £173.91 200.00 26.09

Postage & Telephone £1.28 £0.00 £1.28 400.00 398.72

Clerk Travel expenses £27.45 £15.75 £43.20 300.00 256.80

Playground Equipment £0.00 300.00 300.00

Playground Maintenance £0.00 1,000.00 1,000.00

Office equipment £0.00 50.00 50.00

Office equipment maintenance £0.95 £0.95 50.00 49.05

Insurance £419.44 £419.44 500.00 80.56

Publications £0.00 80.00 80.00

S. 137 Grants £1,300.00 £1,300.00 1,600.00 300.00

Training £0.00 150.00 150.00

Audit (External and internal) £70.00 £70.00 200.00 130.00

Village Hall hire £0.00 400.00 400.00

Subscriptions £272.86 £272.86 490.00 217.14

Chairman's Allowance £0.00 180.00 180.00

VAT £4.85 £49.50 £139.95 £194.30 400.00 205.70

Election expenses (Ring fenced funds - included in budget of £16361) £0.00 1,500.00 1,500.00

Special Grants (Ring fenced funds - included in budget of £16361) £0.00 2,000.00 2,000.00

Misc £25.25 £25.25 400.00 374.75

TOTAL £719.86 £2,234.76 £757.73 £3,712.35 16,361.00 12,648.65

Speed Gun maintenance (Ring fenced funds - separate budget) £249.00 £249.00 0.00

Street lighting (Ring fenced funds - separate budget) £180.89 £180.89 0.00

Defibrillator (Ring fenced funds - separate budget) £0.00 0.00

Ashow Notice Boards (Ring fenced funds- separate budget) £0.00 0.00

Planning Consultations (Ring fenced funds - separate budget) £0.00 0.00

Transparency Fund (Ring fenced funds - separate budget) £345.55 £0.00 £635.54 £981.09

£1,410.98

119

Ring Fenced Monies 2017/18

As at 31st March 2017

Spent April 2017

Spent May 2017

As at 31st May 2017 Spent June 2017

At 31st June

Defibrillator £378.00 £0.00 £0.00 £378.00 £378.00

WDC - Rural Footway Lighting £361.77 £180.89 £0.00 £180.88 £180.88

Parish Plan Stoneleigh £1,141.89 £0.00 £0.00 £1,141.89 £1,141.89

Community Plan Ashow £815.87 £0.00 £0.00 £815.87 £815.87

Elections £1,500.00 £0.00 £0.00 £1,500.00 £1,500.00

Gateway £1,085.00 £0.00 £0.00 £1,085.00 £1,085.00

Neighbourhood Plan £3,000.00 £0.00 £0.00 £3,000.00 £3,000.00

Grant Speed Gun £1,205.00 £0.00 £249.00 £956.00

£124.50 WILL BE CREDITED WHEN RECEIVED FROM BUBBENHALL PC £956.00

Ashow Notice Boards £1,550.00 £0.00 £0.00 £1,550.00 £200 received from J Mackenzie £1,750.00

Planning Consultation £200.00 £0.00 £0.00 £200.00 £200.00

Transparency Fund £1,381.94 £0.00 £345.55 £1,036.39 635.54 (109.83 vat to be reclaimed) £400.85

Total 12,619.47 £180.89 £594.55 £11,844.03 £11,408.49

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