Present: Cllrs Robinson (Chairman), Hailstone, Bevan, Rees, Freeman, Chown B O’Meara & C O’Meara
Clerk – Daphne Robinson
CC & BC D Reilly, BC J Macdonald 2 member of the public
Imke Goalby from BFRM

Public Forum
A resident enquired as to the progress of the application submitted by the previous council to NWBC for the Dog Inn to be registered as an Asset of Community Value. This would be investigated by the clerk. The resident also enquired as to the status of the parish council’s Environment Policy. The clerk would report to council on this at the next meeting.

403. Chairman’s Remarks
Cllr Robinson reported that fly tipping in the village was on the increase, particularly down Plank Lane. He asked that residents be vigilant and report any suspicious activity to NWBC or contact the clerk.

404. Apologies for absence and reasons
Hayden Wright BBV -Hs2

405. Declaration of interests and requests for dispensation on items to be discussed.
Cllr Bevan declared an interest in item 418b as he is a member of the Water Orton Action Community Group.

406. Police Report
The clerk gave the police report received:
1 x burglary other
1 x damage to motor vehicle
In addition to this, we are progressing obtaining the use of the old school for training purposes. If we are successful with this then it means that there will be more of a police presence as we are still getting kids on the site.

We have also had to deal with another rave, on a smaller scale this time, however, we still had 2 officers assaulted and a large number of people were reported for breaching Covid guidelines. The location of this was underneath the motorway bridge on Marsh Lane, right next to the train track and on the other side of the road to Beaver Metals.

407. Update from BFRM on the flood defence work in Water Orton
Ms Imke Goalby from the Environment Agency gave an update on the Bromford Flood Risk Management Scheme. The project started in January 2020. This project had identified that flooding could occur on the access track by Vesey Bridge on to the common land registered to the parish council. Construction work was being carried out to raise the level to prevent flooding the road and properties opposite the entrance on Minworth Lane.

408. Hayden Wright was unable to attend the meeting. Cllr Robinson reported
The construction of the compound on Birmingham Road was well underway.
He advised that residents should visit the Hs2 Warwickshire website for the latest up to date information. Hs2 are trying to escalate the demolition of the empty properties on Attleboro Lane.

409. To approve the minutes of the following meetings:

a. To approve the minutes of the meeting held on 27th January 2021. Proposed by Cllr Hailstone, Seconded by Cllr B O’Meara and Resolved that the minutes of the meeting held on 27th January 2021 were a true record.
b. To approve the minutes of the Finance Committee meeting held on 1st February 2021. Proposed by Cllr C O’Meara, Seconded by Cllr Bevan and Resolved that the minutes of the meeting on 1st February 2021 were a true record.

410. Clerk’s Report
Still waiting for the broadband to be installed this has resulted in The Hive app. for the central heating not being installed because there is no WIFI. The see saw on the playing field has been removed. Greyhound Leisure checked with Wicksteed if it was still under guarantee, unfortunately the guarantee has expired. The legislation to allow holding remote council meetings ends on 6th May 2021 after which any meetings would have to take place outdoors until 21st June. It was suggested that the Annual Parish Council Meeting be held on 6th May 2021. The date for the Annual Assembly would need to be agreed at the next meeting.
Enquiries for when the pavilion would reopen had been received. Under the current guidelines, hirers could return on 12th May 2021.

411. To receive reports from Borough and County Councillors
Cllr Macdonald reported that she was still waiting for a start date for the installation of the new railings and height restriction work at the station car park. Cllr Reilly reported that he had secured funding which could be used for installing White Gates at the entrances to the village at Marsh Lane, Birmingham Road and Watton Lane. He advised that he would submit a report to the parish council for consideration. Talks with the school and Hs2 were on going over the decision for some construction traffic (not HGV’S) to be routed down Plank Lane. Cllr Reilly stated that there was still some confusion over whether or not the haul road would be built, he believed at the moment the build would go ahead. Cllr Reilly advised that there would be council tax increases for the next financial year.

412. To receive an update on the Neighbourhood Plan
Cllr Bevan advised that the legal documents had been signed and submitted to NWBC. The plan was due to go to the planning board on 12th April 2021 after which the NWBC consultation period will begin.

413 . To receive an update from the maintenance committee including the Playground equipment.
Cllr Chown reported that he had carried out his monthly inspection on the Green and the Playing Field. There were some more loose bolts on the fence round the play area on the playing filed. Clerk to speak to the groundsman.
NWBC were also carrying out their inspection and there were concerns raised regarding the grids on the structure of the basketball hoop. This would need to be addressed. Cllr Robinson reported that on looking at replacing the shutter door on the entrance of the pavilion, leaks from the roof were discovered behind the plastic facia. The facia had been removed to allow the timbers to dry out. Some timbers may need replacing. Cllr Robinson also explained the reasons for the flooding on Plank Lane and Attleboro Lane was due to the water course being blocked. Highways had been informed and would jet the drain under Plank Lane. Highways flood team would contact the land owners to clear the obstruction on the land between Plank Lane and Birmingham Road.

414. Planning Applications
PAP/2021/0081 12 Digby Crescent – 2 storey side extension, single storey rear extension and porch at front of property. Members did not raise any objections.

415. To approve the following policies:

a. Risk Management Assessment – Proposed by Cllr C O’Meara, Seconded by Cllr Bevan and Resolved to adopt the submitted Risk Management Assessment.
b. Training and Development Policy – Proposed by Cllr B O’Meara, Seconded by Cllr Freeman and Resolved to adopt the submitted Training and Development Policy.
c. HR Committee Terms of Reference – Proposed by Cllr B O’Meara, Seconded by Cllr Hailstone and Resolved to adopt the submitted HR Committee terms of Reference.
d. Social Media Policy – there was no proposal to adopt this policy and was therefore deferred to the next meeting.

416. Financial Matters

a. To approve the electronic and future payment of invoices
Cllr Bevan asked if the payment for clearing the pavements on Plank Lane and Birmingham Road had been approved by the council. The clerk explained that the original quote was within the delegated powers of the clerk as per the Financial regulations, however, due to safety issues for residents it was agreed with the contractor to carry out the work required.
It was proposed to retrospectively agree the cost of this work.
Proposed by Cllr Bevan, Seconded by Cllr Hailstone and Resolved to retrospectively approve the cost of clearing the pavements on Birmingham Road and Plank Lane.
Proposed by Cllr B O’Meara, Seconded by Cllr Bevan and Resolved to approve the electronic and future payments of invoices as listed.
b. To consider NWBC quote for carrying out the Ground Maintenance and Street Cleansing. It was Proposed by Cllr Bevan, Seconded by Cllr C O’Meara and Resolved to approve the quote from NWBC for the Ground Maintenance and Street Cleanings. The price would be fixed for 2 years to March 2023
c. To Receive an update on financial matters
The clerk had circulated an up to date copy of the spending so far for this financial year prior to the meeting. Members were satisfied with the current financial position.

417. Correspondence

a. A request from a resident to consider setting up a communal composting site.
After some discussion it was Proposed by Cllr Bevan, Seconded by Cllr Freeman for the council to set up a communal composting system. Votes were four councillors for the motion and four against. The chairman used is casting vote and voted against the proposal. The motion was not carried.
b. Consultation on new planning proposals.
Consultation received via NALC on land owned by local authorities. The council agreed not to make any representation on the consultation at this time.
c. The clerk reported that the deregistration of the land on Marsh Lane and registration for the alternative common land on Plank Lane was due to be submitted by the developers by mid April. Consultation period of 28 days would then follow.
d. From 1st April a new provider, Spirit Health will be taking over Satis House and the other two surgeries managed by IMH (Malling Health).

418. Exclusion of Public and Press – That under the Public Bodies (admissions to meetings) Act 1960, the public and representatives of the press be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.
Proposed by Cllr B O’Meara, Seconded by Cllr Hailstone and Resolved to exclude the public and press.

a. To consider the quotes for the refurbishment of the two brick bus shelters on Birmingham Road.
Two quotes had been received the quotes had been circulated prior to the meeting. It was Proposed by Cllr B O’Meara, Seconded by Cllr Hailstone and Resolved to award the contract to Total Building Solutions Ltd.
b. To consider and approve the style of Bus shelter to be replaced on Birmingham Road.
The clerk had circulated quotes and details of bus shelters to members. This was deferred to the next meeting. The clerk would send more information to councillors.
c. To receive a report from the HR Committee
Cllr B O’Meara reported that the HR committee would be carrying out staff appraisals as soon as lockdown restrictions allowed.

The date of the next parish council meeting – Thursday 25th March 2021 at 6.30pm via Zoom