minutes of an ordinary meeting held at the royal pavilion,...

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Minutes of the Ordinary Meeting held at Stoneleigh Village Hall,

Stoneleigh on Thursday 15th June 2017 at 7.00 p.m.

PRESENT: Chairman – Cllr R.Hancox, Cllr J. Astle, Cllr H Fryer, Cllr J. Mackenzie, District

Councillors Mrs P Redford, Cllr W Redford

There were 15 members of the public present.

Before the meeting commenced Cllr R Hancox announced a change in the order of the

agenda, and informed the meeting that the Planning item would be addressed first.

Cllr R Hancox also read out a notice to remind members of the public that the law permits

any person to film, record, photograph or use social media in order to report on proceedings

of a meeting, and also that by agreeing to participate in an item on the agenda of the meeting

members of the public consent to the possibility that they may be filmed or recorded. Cllr R

Hancox informed the meeting that the Planning session of the meeting would be recorded.

At the beginning of the meeting Cllr R Hancox informed the Parish Council that Cllrs J

Mackenzie and H Fryer had resigned from the Parish Council and that their resignation had

been accepted.

21. Declarations of Interest

No interests were declared.

22. Planning

W/17/0961/LB

Description: Extensions and alterations to an existing annex.

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

Closing date: 26th June

Standing orders were suspended at 19:08 to allow members of the public to comment.

Mrs Claire Burdett thanked the Parish Council for the opportunity to speak, and also wished

to thank the Councillors who visited the address to see the proposals.

Mrs Burdett then read the following statement:

After discussion with a Planning and Conservation Officer, we are about to submit some

plans to extend our existing annexe by converting the garage area. We plan to add a garden

room so the accommodation will be suitable for downstairs living.

We have also had advice from the Planning Officers and the Consevation Officer to ensure

that there are no harmful effects on the listed building – our present home.

The proposed dwelling sits comfortable between Dafodil Barn and Abbey Farm as a natural

infil site which is supported in the Local Plan. In planning terms it is defined as a sustainable

location. This as been areed by the Planning Officer.

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As some of you know, Bob has a heart condition and it finding it increasingly difficult to get

up and downstairs and our staircase is unsuitable for a stair lift.

We have lived in Ashow for more than 29 years, and we would like to remain here. During

our life in Ashow we have contributed to the village with the flood alleviation scheme, the

installation of the sewage system (N.A.R.A) and much support to the Church as well as other

things.

As you perhaps know we have had tremendous support from people living in the village in

the form of a petition and letters and we trust that the Parish Council will support our

application.

Mr Martin Foster stated that he lived opposite Abbey Farm and has no objection to the plans.

It will enhance the area, as currently there is a view from the road of corrugated iron which is

unslightly , and the slightly higher ridge outlined in the plans would take this out of site

from the main road. Mr M Foster commented that he feels this is a very positive proposal and

does not impinge on the village.

Cllr J Astle enquired as to whether there had been any objections. Cllr R Hancox confirmed

that there have been a number of objections, and also clarified that the listed building

application is on the agenda for this meeting, but that a full application was received today.

This application will be discussed at the next meeting. The deadline for the new application

will be 28th July.

The Planning Officer is still waiting for the Conservation Officer’s report, and confirmed it

would be awkward for the Parish Council to comment without this. However the Parish

Council is required to comment by 16th June.

It was decided that the Parish Council is unable to comment without the Conservation report.

Cllr D Jack asked whether the Parish Council would have to make a decision at the meeting.

Cllr R Hancox confirmed that a decision is required by 26th June.

Cllr D Jack asked whether there has been an objection from the house next to Abbey Farm.

Cllr R Hancox said that some objections were received but is not sure who from.

Standing orders were reinstated at 19:18

It was agreed that a decision would be deferred until all required information is received.

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


No observations

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

Standing orders were re instated 19:25 pm.

No observations

Application No: W/17/0722

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

Applicant: Mr J Gill

Closing date 20th June

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


Description: Loft Conversion, alterations to porch & front elevation

Address: 29 Inchbrook Road, Kenilworth,

No observations


Description: Proposed erection of 4no. two storey, semi-detached dwellings.

Address: Land between Rock Cottage and Field House, Grove Farm Road, Ashow,

Kenilworth, CV8 2LE


This planning application has been withdrawn

Appl. No: W/17/0785

Description: Proposed erection of 2no. detached dwellings

Address: Land adjacent Rock Cottage, Grove Farm Road, Ashow, Kenilworth, CV8 2LE


This planning application has been withdrawn

Standing Orders were suspended at 19:29.

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Mr Ray Gudge wanted to know whether, if the above applications numbers 0785 and 0778 are

re submitted, will existing objections be re submitted? Cllr P Redford and Cllr R Hancox

confirmed that new objections would need to be submitted.

Mr R Gudge also asked whether the applicants would be required to go through the planning

process again.

Cllr R Hancox confirmed that the applicant would go through the same process. Cllr Hancox

also confirmed that he has spoken to Mike Elliot Higgot regarding using the village email

address to keep residents of Ashow informed of any planning applications.

Mrs Alex Fraser asked if there is a certain amount of time that has to pass before the

applicants can re – apply. Cllr R Hancox confirmed that this is not the case.

Sue Gudge of Rock Cottage stated that she had not received a letter from the Council

regarding the application, despite the fact that her property is listed on the planning

application.

Action:

Clerk to write to Gary Fisher at Planning to ensure that all residents who should be

informed about planning applications will be informed in the future.

Sarah Williams also stated that she did not receive a notification despite living at Field House,

also named on the planning application.

2 members of the public arrived at 19:32

Application No: PRE/17/0075

Description: EIA Screening and Scoping Opinion in relation to the proposed relocation of the

Rugby Farmers' Market outside Stoneleigh Park

Address: Land On North/West by the A46 Kenilworth Bypass, to South the by Stoneleigh

Road,and to south east by the B4115.

Closing date 16th June.

No observations


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

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


No observations, although the Parish Council will request several caveats including

consistent signage through the village and a reasonable cut off time for evening events.

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Progress of Planning Applications

Application No: W/17/0510 LB

Description: Widening by 1.4metres of existing double garage

Address: Yew Tree Cottage, Stareton Lane, Stoneleigh, Kenilworth, CV8 2LL

No observations

Planning Permission has been granted

Application Number: W/17/0517 App. Type: Planning Permission

Proposed new first floor to bungalow and ground floor side extension

Address: 17 Stoneleigh Close, Stoneleigh, Coventry, CV8 3DE

The Council confirmed that there are no observations.

Planning permission has been refused.


Description: Erection of a single storey extension; installation of Air SourceHeat Pumps;

replacement roof, fenestration & cladding; brick work to be rendered; replace flat roof over

porch with a pitched roof; form 2no. windows within north elevation and 1no window,

within the south elevation. Minor landscaping alterations.

Address: Unit 180, 10th Street, Stoneleigh Park, Kenilworth, CV8 2LS

No observations


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

Description of development: Erection of two semi-detached dwellinghouses 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.


Description: Refurbishment and alteration of existing two storey office building, including

new render; new fenestration including alterations to openings; new flat roof; installation of

new ASHP equipment; minor external landscaping works and a single storey extension to

infill under the existing balcony.

Address: Unit 164, Stoneleigh Park, Kenilworth

Applicant: LaSalle Investment Management


Standing Orders were suspended at 19:40 pm

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Mr D Ellwood commented that Stoneleigh and Ashow have traditionally worked well

together and hopes that now at least two people from Ashow will come forward and become

an active and collaborative part of the Parish Council.

Mr Barry Allard asked the Parish Council to confirm their comments on the planning

application at 8 Birmingham Road. Cllr R Hancox confirmed that the Parish Council objected

to the plans on safety grounds, due to higway access restrictions.

The objections were upheld by Warwick District Council. Cllr P Redford confirmed that all

objections to planning need sound and valid reasoning, and that this application was objected

to on the basis of the unsafe access to the highway. Cllr P Redford confirmed that the

Secretary of State has allowed the appeal.

Cllr R Hancox ended the planning ietm and invited members of the public to leave if they

wished.

6 members of the public remained and Standing Orders were re instated at 19:45 pm.

23. Minutes The Minutes of the Ordinary Meeting held on 11th May 2017 were signed by the Chairman.

24. Matters arising

HS2 Update

It was confirmed that an HS 2 Community Benefit Fund Seminar will be held on 6th July. The

Parish Council will nominate Martin Smith from Stoneleigh Action Group to attend on the

Council’s behalf.

Cllr R Hancox confirmed that he has emailed Stoneleigh Village club and the Village hall and

Stoneleigh church to inform them that they need to apply to Christopher Cresswell for place

at seminar.

Local Plan

Cllr R Redford confirmed that she had a brief report on the Local Plan and would update the

Parish Council with her report.

25. Policies

It was agreed that the following policies would be adopted by the Parish Council:

Recording and filming of Council and Committee meetings

Community Engagement Policy

Data Protection

Grants

Complaints Procedure

Social Media

Communication

The policies are annexed at pages 38-54

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26. Reports

Police Report

Warwickshire Police received a report on 12th May that unknown person(s) were flying a

drone above residential properties in the Ashow area.

County Councillor W Redford No report was received this month

District Councillor Mrs P Redford

Cllr P Redford reported an update on the local plan and confirmed that Warwick District

Council are still waiting for the Planning Inspector to make his decisions on the consultations.

The District Council are hoping to receive a bulletin on the way forward soon.

If there are no major alterations the District Council can vote the Local Plan through.

Cllr P Redford also gave an update regarding the leisure centures.

A management company is in place called Everyone Active and have proved successful so

far. There is a revamped gym at St Nicholas Park and the same at Newbold Comyn.

At Newbolf Comyn there will be 2 new studios and a changing room and will be opening in

August.

The improvement works at St Nicholas include a swimming pool and sports hall, opening in

September this year.

At Newbold Comyn there will be more improvements including a climbing wall, opening in

Spring 2018

The 2nd phase of the project in Kenilworth has not yet started, as the District Council wants to

make sure phase one is on the way to completeion. The District Council will be consulting

with residents.

Cllr P Redford also confirmed that she will continue supporting the Parish Councillor as a

sole Councillor, and in case of clashed meetings, will attend alternate meetings.

26. Public Session

Mr H Fryer asked the Parish Council who will be carrying out the actions regarding the Local

Plans. Cllr R Hancox confirmed that Cllr J Astle is considering trying to organise support for

a march through the greenbelt area which is under threat from planned housing at Coventry.

Mr H Fryer commented on the Local Plan, stating that it is flawed as it relies on the fact that

Coventry requires 42000 homes. Mr H Fryer confirmed that if the Local Plan is approved a

legal challenge may be launched.

Mr Martin Innocent commented that he visited the Kenilworth Show and informed a Police

Officer about an incident involving approximately thirty bikes riding through the village.

The Police Officer confirmed that each time this occurs could residents please call 101 and

inform the police so they are aware that this is a problem in South Warwickshire as well as

North Warwickshire.

Mr D Ellwood asked the Parish Council who would be taking ownership of the Local

Plan,HS2 and Coventry Airport. Cllr R Hancox confirmed that STaG will take up the HS2

issue, Cllr J Astle will represent the Parish Council regarding Coventry Airport, and that

there are no upcoming events regarding the Local Plan.

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Cllr J Astle commented to Mr R Fryer that regarding the Local Plan, there is not much action

that can be taken as the Local Plan already has the support of the government.

Mr D Ellwood asked that due to the resignations of Cllrs Fryer and Mackenzie, the Council

will need to ensure it has everything it needs from the previous Councillors regarding issues

such as HS2 and the Local Plan.

Mr D Ellwood also commented on planning applications W/17/0778 and W/17/0785,

particularly regarding the right of way across the land which is now no longer open to the

public due to the removal of the stile.

The rights of way office have said that they do not have a recorded right of way.

Cllr P Redford confirmed that even the Warwickshire Ramblers state that there is no evidence

of a path.

Mr D Ellwood asked the Parish Council to write an article for the Parish Magazine regarding

the defibrillator to raise awareness about undergoing training with the Ambulance Service,

and confirmed that the Parish Council do not need to insure the defibrillator.

Mr R Fryer commented on the public right of way at Ashow and stated that when Stoneleigh

Abbey sold properties in 1984, there was no path due the presence of barbed wire. Therefore

the path was not registered.

27. Finance

a) Income / Expenditure

Balance brought forward £35,245.09

Payments to 31st May 2017

301331 S Windridge – Salary, expenses and website back pay £791.41

Plus stationery and VAT credit due to over charge

301351 Ashow Church £500.00

301352 Stoneleigh Church £500.00

301353 Stoneleigh and Ashow News £300.00

301354 Aon Insurance – amount to be confirmed £419.44

301355 Tele-Traffic UK Ltd £298.80

(£2809.35)

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

£32,435.74

==========

At Co-operative Bank plc, Birmingham

A/C 6101168500 (Current) £6958.15

A/C 6101168550 (Instant Access) £5061.89

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

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

£32,435.74

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b) Cheques to be authorised for May 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 2 year PC warranty £109.00

It was noted that due to the resignation of Cllr H Fryer, the clerk will have to sign cheques for

the next month or so. It was agreed that Cllr J Astle will be added to the bank mandate as an

interim measure.

The Clerk confirmed that the internal audit report has been received and uploaded to the

website. This is annexed at page 55

The period of Commencement of public rights is confirmed as 5th June – 16th July.

c) The updated budget was reviewed

d) The ring fenced monies were reviewed. It was agreed to increase the ring fenced

amount for the defibrillator from £378 to £528, an increase of £150 to reflect amounts

that were not previously added to the ring fenced monies.

The Clerk has purchased a computer, scanner and software under the 2016 – 2017

Transparency Fund. It was agreed to approve a new Transparency Fund application for

£324.72 for the financial year 2017 – 2018.

28. Questions to Chairman

Cllr J Astle asked the Chairman if the Neighbourhood Plan could be placed on the agenda for

future meetings. This was unanimously agreed.

29. Meetings

The next Ordinary Meeting of the Parish Council will be held on Wednesday 26th July 2017 at Ashow at

7.00 p.m.

30. Closure The business having been completed the Chairman closed the meeting at 8:20 pm.

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STONELEIGH AND ASHOW

JOINT PARISH COUNCIL

COMMUNITY ENGAGEMENT POLICY

Community Engagement is the process by which community organisations and

individuals build ongoing permanent relationships for the purpose of applying a

collective vision for the benefit of the community.

The Parish Council aims to engage with all residents, voluntary groups and

businesses in the Parish to consult and involve them in the decision making

process.

Stoneleigh and Ashow Parish Council will involve the community to

ensure that issues and concerns are understood and considered as

part of the decision making process.

The Parish Council will work with the community by developing

partnerships to formulate options and provide recommendations

The Parish Council will empower the community to make decisions

and to implement and manage change.

The Parish of Stoneleigh and Ashow covers the villages of Stoneleigh and Ashow.

The principal authorities are Warwick District Council and Warwickshire County

Council. There are approximately 375 residential properties accommodating

approximately 700 people of all ages.

The community may be defined as consisting of:

• Residents of the Village

• Users of Parish Council Services

• The Village Hall Trustees & their users

• The users of the Playing Fields

• Young people who live and/or go to school in the Village

• Local community groups eg Stoneleigh History Society, the Community

Orchard, Stoneleigh Choir

• Voluntary organisations

• Church Groups

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The Parish Council will inform all sectors of the community of all their activities

through the publication of Minutes of Meetings, Agenda for Meetings, Annual

Reports, Newsletters, public notices, including consultation of Local Development

Frameworks, Local Plan, Planning Applications, and all matters relating to the

organisation, administration and finance of the Parish Council.

Information will be made available via the Parish Notice Board, Stoneleigh and

Ashow News, and the Parish Council website.

Agendas for meetings are published on Notice Boards at least 3 days before the

meeting itemising all items for discussion or consideration.

The agenda is also published on the Parish Council website, along with a list of

planning applications which will be discussed at the meeting.

At each Parish Council meeting, residents have the opportunity during an Open

Forum to address Parish Councillors with their views, on any matter of concern.

Contact with the Clerk is available directly from the web-site.

Residents, community organisations and businesses are encouraged to send

written representations to the clerk at least 10 days before the date of the

next meeting. These representations will be included on the Agenda for the next

meeting and copies sent to all Councillors. After formal discussion, the applicant

will receive a written response of any decision or action taken by the Parish

Council.

The Parish Council is actively involved in community organisations and activities

and some Councillors are Trustees or Elected Members of those organisations.

These include:

• The Leigh Educational Foundation

• Stoneleigh United Charities

• The Village Hall and Playing Fields Trust

• Warwick District Council and Warwickshire County Council

This Policy was adopted by the Parish Council at a meeting on 15th June 2017

and will be reviewed annually.

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POLICY STATEMENT – DATA PROTECTION

1. The Data Protection Policy

The Parish Council recognises its responsibility to comply with the Data

Protection Act 1998. The act regulates the use of personal data. This does not

have to be sensitive data; it can be as little as a name and address.

2. The Data Protection Act

The Data Protection Act 1998 sets out high standards for the handling of

personal information and protecting individuals’ rights for privacy. It also

regulates how personal information can be collected, handled and used. The Data

Protection Act applies to anyone holding personal information about people,

electronically or on paper.

As a local authority the Parish Council has a number of procedures in place to

ensure that it complies with The Data Protection Act 1998 when holding

personal information. The Parish Council has also notified the Information

Commissioner that it holds personal data about individuals.

When dealing with personal data, the Parish Council staff and Councillors must

ensure that:

Data is processed fairly and lawfully

This means that personal information should only be collected from individuals if

staff and Councillors have been open and honest about why they want the

personal information.

Data is processed for specified purposes only

Data is relevant to what it is needed for

Data will be monitored so that too much or too little is not kept; only data that

is needed should be held.

Data is accurate and kept up to date

Personal data should be accurate, if it is not it should be corrected.

Data is not kept longer than it is needed

Data no longer needed will be shredded or securely disposed of.

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Data is processed in accordance with the rights of individuals

Individuals must be informed, upon request, of all the personal information held

about them.

Data is kept securely

Only staff and Councillors can access the data. It cannot be accessed by

members of the public.

3. Storing and accessing data

The Parish Council recognises its responsibility to be open with people when

taking personal details from them. This means that Councillors and staff must

be honest about why they want a particular piece of personal information. If,

for example, a member of the public gives their phone number to staff or a

member of the Parish Council, this will only be used for the purpose it has been

given and will not be disclosed to anyone else without the person’s permission.

The Parish Council may hold personal information about individuals such as their

addresses and telephone numbers. These will be securely kept at the home of

the Parish Cler and are not available for public access. All data stored on the

Parish Office computer is password protected. Once data is not needed any

more, is out of date or has served its use and falls outside the minimum

retention time of Council’s document retention policy, it will be shredded or

securely deleted from the computer.

The Parish Council is aware that people have the right to access any personal

information that is held about them. If a person requests to see any data that is

being held about them

They must be sent all of the personal information that is being held about them

There must be an explanation for why it has been stored

There must be a list of who has seen it

It must be sent within 40 days

A fee to cover photocopying and postage charges will be charged to the person

requesting the personal information. This fee will be agreed by the Parish

Council and amended in line with inflation from time to time.

4. Disclosure of personal information

If an elected member of the council, for example a Councillor, needs to access

information to help carry out their duties, this is acceptable. They are only able

to access as much information as necessary and it should only be used for that

specific purpose. If, for instance, someone has made a complaint about over

hanging bushes in a garden, a Councillor may access an address and telephone

number of the person who has made the complaint so they can help with the

enquiry. However, before they access any sensitive information about a person,

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they would need consent to do this from the Parish Clerk. Data should never be

used for political reasons unless the data subjects have consented.

5. Confidentiality

Parish Councillors and staff must be aware that when complaints or queries are

made, they must remain confidential unless the subject gives permission

otherwise. When handling personal data, this must also remain confidential.

This policy was adopted by the Parish Council on 15th June 2017 and will be

reviewed annually.

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POLICY STATEMENT - GRANTS

This Parish Council can make grants to individuals, groups, clubs and associations

whose activity support/enhance the social well being of the constituents which it

represents.

Applications must meet the following criteria:

• Demonstrate the need for and benefit of a grant.

• Financial support is to be used for specific capital or one-time cost

projects, not in support of ongoing operating costs.

• The applicant must be a resident in the Parish and their activities

predominately support residents and open to all residents.

• Demonstrate that after receipt of a grant the applicant’s activities will

continue on a sound financial basis.

Applications must be supported by sufficient and adequate documentation such

that the Council can ensure that the above criteria are fully met.


reviewed annually.

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Complaints Procedure

1.Definition of a Complaint

A complain is an expression of dissatisfaction by one or more members of the

public about the Council's action of lack of action or about the standard of

service, whether the action was taken or the service provided by the Council

itself, or a body acting on behalf of the Council.

2. Complaints that should be handled outside the Complaints Procedure

Some types of complaint should be dealt with by other more appropriate

procedures:

- Financial irregularity will be handled by the Council’s own auditor or the

Audit Commission

- Criminal activity should be dealt with by the police.

- Conduct of Councillors should be referred to the Standards Committee of

Warwick District Council.

- Employee misconduct should be dealt with through an internal disciplinary

procedure.

3. Confidentiality

The identity of the complainant should only be made known to those who will

consider the complaint.

4. Who will handle complaints

Councils will handle complaints in full council or nominate councillors who are not

involved with the particular case (where possible) to form a Complaints

Committee.

If the complaint is handled by the full council then two nominated councillors

should not take part in the proceedings. They will then be available to handle any

appeal, if required.

5. The Procedure

5.1 Before a meeting

The complainant should be asked to put the complaint in writing to the clerk. If

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the complainant does not want to put the complaint to the clerk he or she should

be advised to address it to the Chairman of the Council.

The complainant should be advised that the members of the Council should be

given adequate time to receive and understand the complaint.

The clerk or chairman shall acknowledge receipt of the complaint and advise the

complainant when the complaint will be heard, and whether this will be by

committee or at a full Council meeting. The complainant shall be advised whether

the complaint shall be treated as confidential.

The complainant shall be invited to attend the committee meeting and advised

that they may be accompanied by a representative if they so wish.

Three clear working days before the date of the committee the complainant

shall provide the council with copies of any documentation or other evidence to

be relied on. The Council shall provide copies of any documentation upon which

they wish to rely at the meeting and shall do so promptly so that the

complainant has time to read the material in good time for the meeting.

5.2 At the Meeting

The committee shall consider whether the circumstances of the meeting

warrant the exclusion of the public and the press.

The chairman shall introduce everyone and explain the procedure.

The complainant (or representative) shall outline the grounds for the complaint

and thereafter shall answer any questions from the clerk and then the members

of the committee.

The clerk shall have an opportunity to explain the Council's position and

thereafter shall answer any questions from the complainant and then the

members of the committee.

The complainant and then the clerk shall be offered the opportunity to

summarise their case.

The complainant and the clerk shall be asked to leave the meeting while

members decide whether or not the grounds for the complaint are justified. If

a point of clarification is necessary both the clerk and the complainant shall be

called back into the meeting. As the clerk has represented the Council he or she

shall not advise the committee, as they need to determine the matter

themselves.

The complainant and the clerk shall be given the opportunity to wait for a

decision but if the decision is unlikely to be finalised immediately they should be

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advised when the decision will be made and how it will be communicated.

5.3 After the Meeting

The decision shall be confirmed in writing within seven days of being made

together with details of any action to be taken.

6. Policy on dealing with abusive, persistent or vexatious complaints and

complainants

Dealing with a complaint is a straightforward process, but in a minority of cases,

people pursue their complaints in a way which can either impede the

investigation of their complaint or can have significant resource issues for the

council. This can happen either while their complaint is being investigated, or

once the council has finished dealing with the complaint.

6.1 Definitions of abusive, persistent or vexatious complaints

Members of the Council or the Clerk are not expected to tolerate unacceptable

behaviour by complainants or any customer. Unacceptable behaviour includes

behaviour which is abusive, offensive or threatening and may include

Using abusive or foul language on the telephone

Using abusive or foul language face to face

Sending multiple emails

Leaving multiple voicemails

The Local Government Ombudsman’s (LGO) definition of “unreasonable

complainant behaviour” and “unreasonable persistent complaints” shall be applied.

Unreasonably persistent and vexatious complainants are defined as those

complainants who, because of the frequency or nature of their contacts with the

council, hinder the consideration of their or other people’s complaints. The

description ‘unreasonably persistent’ and ‘vexatious’ may apply separately or

jointly to a particular complainant.

Examples include the way or frequency that complainants raise their complaint

with members of the Council or the Clerk, or how complainants respond when

informed of a decision about the complaint.

An unreasonably persistent and/or vexatious complainant may:

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have insufficient or no grounds for their complaint and be making the complaint

only to annoy (or for reasons that he or she does not admit or make obvious)

refuse to specify the grounds of a complaint despite offers of assistance

refuse to co-operate with the complaints investigation process while still wishing

their complaint to be resolved

refuse to accept that issues are not within the remit of the complaints policy

and procedure despite having been provided with information about the scope of

the policy and procedure (eg parking ticket and planning appeals)

refuse to accept that issues are not within the power of the council to

investigate, change or influence (examples could be a complaint about a private

car park, or something that is the responsibility of another organisation)

insist on the complaint being dealt with in ways which are incompatible with the

complaints procedure or with good practice (insisting, for instance, that there

must not be any written record of the complaint)

make what appear to be groundless complaints about Council members or the

Clerk, and seek to have them dismissed or replaced

make an unreasonable number of contacts with us, by any means in relation to a

specific complaint or complaints

make persistent and unreasonable demands or expectations of Council members

and/or the complaints process after the unreasonableness has been explained to

the complainant (an example of this could be a complainant who insists on

immediate responses to numerous, frequent and/or complex letters, faxes,

telephone calls or emails)

harass or verbally abuse or otherwise seek to intimidate Council members

dealing with their complaint, in relation to their complaint by use of foul or

inappropriate language or by the use of offensive language

raise subsidiary or new issues whilst a complaint is being addressed that were

not part of the complaint at the start of the complaint process

introduce trivial or irrelevant new information whilst the complaint is being

investigated and expect this to be taken into account and commented on

change the substance or basis of the complaint without reasonable justification

whilst the complaint is being addressed

deny statements he or she made at an earlier stage in the complaint process

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electronically record meetings and conversations without the prior knowledge

and consent of the other person involved

refuse to accept the outcome of the complaint process after its conclusion,

repeatedly arguing the point, complaining about the outcome, and/or denying

that an adequate response has been given

make the same complaint repeatedly, perhaps with minor differences, after the

complaints procedure has been concluded, and insist that the minor differences

make these 'new' complaints which should be put through the full complaints

procedure

persistently approach the council through different routes about the same issue

persist in seeking an outcome which we have explained is unrealistic for legal or

policy (or other valid) reasons

refuse to accept documented evidence as factual

complain about or challenge an issue based on a historic and irreversible decision

or incident

combine some or all of these features

6.2 Procedure for abusive, persistent or vexatious complaints

Stoneleigh and Ashow Parish Council will ensure that any complaint received is

investigated properly according to the corporate complaints procedure, as per

Section 5 of this policy.

If the complaint becomes abusive, persistent or vexatious, the Clerk will issue a

reminder letter to the complainant advising them that the way in which they will

be allowed to contact in future will be restricted.

Any restriction that is imposed on the complainant’s contact with the Council will

be appropriate and proportionate and the complainant will be advised of the

period of time the restriction will be in place for. In most cases restrictions will

apply for between 3 and 6 months but in exceptional cases may be extended. In

such cases the restrictions would be reviewed on a quarterly basis.

Restrictions will be tailored to deal with the individual circumstances of the

complainant and may include:

Banning the complainant from making contact by telephone except through a

third party eg solicitor/councilor/friend acting on their behalf

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Banning the complainant from sending emails to individual and/or all council

officers and insisting they only correspond by letter.

Requiring contact to take place with one named member of the Council only.

Restricting telephone calls to specified days / times / duration

Requiring any personal contact to take place in the presence of an appropriate

witness

Letting the complainant know that we will not reply to or acknowledge any

further contact from them on the specific topic of that complaint (in this case,

a designated member of the Council or the Clerk should be identified, who will

read all future correspondence)

When the decision has been taken to apply this policy to a complainant, the Clerk

will contact the complainant in writing (and/or as appropriate) to explain:

why the Council have taken the decision,

what action the Council are taking,

the duration of that action,

the review process of this policy, and

the right of the complainant to contact the Local Government Ombudsman about

the fact that they have been treated as a vexatious/persistent complainant.

Where the behaviour is so extreme or it threatens the immediate safety and

welfare of Council members or the Clerk, the Council will consider other options,

for example reporting the matter to the police or taking legal action. In such

cases, the Council may not give the complainant prior warning of that action.

6.3 Record Keeping

Adequate records will be retained by the appropriate service manager of the

details of the case and the action that has been taken. The head of customer

services will retain a record of

The name and address of each customers who is treated as abusive, vexatious or

persistent

When the restriction came into force and ends

What the restrictions are

When the customer and departments were advised

This Complaints Procedure was adopted by the Council at its meeting on 15th

June and will be reviewed annually.

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POLICY STATEMENT – SOCIAL MEDIA

Aim:

The aim of this policy is to set out a Code of Practice to provide guidance to

staff and Parish Councillors in the use of online communications, collectively

referred to as social media.

Social Media is a collective term used to describe methods of publishing on the

Internet. The policy covers all forms of social media and social networking sites,

which include (but are not limited to):

• Stoneleigh Village website

• Parish Council emails

• Facebook, MySpace and other social networking sites

• Twitter and other micro blogging sites

• YouTube and other video clips and podcast sites

• LinkedIn

• Blogs and discussion forums

Who does it apply to?

The principles of the policy apply to Parish Councillors and all Council Staff. It is

also intended for guidance for others communicating with the Parish Council.

The policy sits alongside relevant existing policies, which need to be taken in to

consideration.

Use of Social Media

The use of social media will not replace existing forms of communication. The

Parish Council website:

www.stoneleighashowparishcouncil.btck.co.uk

plus the Parish Magazine ‘Stoneleigh and Ashow News’ will remain the main media

for the purpose of communicating information about the Parish Council.

The village website and other forms of social media may be used to enhance

communication. Therefore existing means of communication should continue with

social media being an additional option.

The Policy

1. The Council will appoint a nominated member of staff or Councillor to act

as moderator. They will be responsible for monitoring content ensuring it

complies with the Social Media Policy.

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2. The Council will appoint a nominated “Webmaster” to maintain and update

postings to the Parish Council website. This site may be used to:

• Post minutes and dates of meetings

• Advertise events and activities

• Vacancies

• Convey new information or Good News stories

• Provide contact details of Councillors

3. Emails will be used to distribute information of council business.

Guidance for Councillors using the Council’s Media Presence

Individual Parish Councillors are responsible for what they post. Councillors are

personally responsible for any online activity conducted via their published email

address, which is used for council business. Councillors are strongly advised to

have separate council and personal email addresses.

4. All social media sites in use should be checked and updated on a regular

basis to ensure that security settings are in place.

5. When participating in any online communication:

• Be responsible and respectful.

• Always disclose your identity and affiliation to the Parish Council.

• Never make false or misleading statements.

• Parish Councillors should not present themselves in a way which

might cause embarrassment. Information posted should comply

with the Council’s Code of Conduct.

• Keep the tone of comments respectful and informative, never

condescending.

• Refrain from posting controversial or potentially inflammatory

remarks.

• Avoid personal attacks, online fights and hostile communications.

• Never use an individual’s name unless you have written permission

to do so.

• Permission to publish photographs or videos on social media sites

should be sought from the persons or organisations on the video or

photograph before being uploaded.

6. Respect the privacy of other councillors and residents.

7. Do not post any information or conduct any online activity which may

violate laws or regulations.

8. Residents and Councillors should note that not all communication requires

an immediate response:

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• Some items may need to be discussed by the Parish Council and a

response agreed by the members. The Parish Clerk will be

responsible for all final published responses.

• If a matter needs further consideration it may be raised at either

the open forum or as a full agenda item to be considered by a

quorum of Councillors.

• Some communication from residents and other third parties may

be required to be discussed at a Parish Council meeting. When this

is necessary the item will be placed on the next available agenda.

Any response will be included in the minutes of the meeting.

• The nominated moderator shall check for errors or inappropriate

content on any postings and liaise with the “Webmaster” to remove

or correct.

• Councillors or parishioners who have concerns regarding content

placed on social media sites should report them to the Clerk of the

Council. Misuse of such sites in a manner that is contrary to this

and other policies could result in action being taken.

11. The policy will be reviewed annually.


reviewed annually.

53



POLICY STATEMENT - COMMUNICATION

Aim

To establish clear, easy to use channels of communication between the Parish

Council and the Parishioners.

To provide information on important matters in an appropriate manner so as to

facilitate and encourage informed comment from interested individuals and

groups.

Introduction

Each Parish Councillor has a duty to represent, without bias, the interest of the

whole community. They will endeavour to do their best and are available to help

parishioners with regard to matters relating to the parish. They may be

contacted by email and a contact list is displayed on the Parish Council

noticeboards around the village, on the Parish Council website and in the Parish

Magazine.

If a matter needs further consideration it may be raised at either the open

forum or as a full agenda item to be considered by a quorum of Councillors.

Parish Council Meetings

• The Parish Council will meet at 7pm on the second Thursday of every month

except in August

• The Annual Meeting of the Parish Council will be the May meeting when

Councillors will elect the Chair and appoint the Vice Chair for the forthcoming

year.

• The Annual Parish Meeting will take place in the third or fourth week of April

in each year, so that parishioners can have the opportunity to listen to the

progress of the Parish Council over the last year and have the opportunity to

debate local issues and celebrate local events and activities

• An open forum for parishioners will be held during each Parish Council meeting,

where members of the public are invited to address the Council on any relevant

matter

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Press Relations

The Clerk and Chairman have the authority to issue press releases and comments

to the local media on behalf of the Parish Council. Other members of the Parish

Council can issue press releases and comments to the local media if this is

approved by the Parish Council.

Noticeboards

The following items will be displayed permanently:

• Parish Councillors with contact details

• Notice of the annual audited accounts (when appropriate).

• The Parish Council meeting notice and agenda will be displayed three working

days in advance of the meeting.

Annual Report

The Chairman’s Report to the Annual Parish Meeting will be published annually in

the parish magazine and on the website.

Parish Website

The following items will be permanently available:

• Parish Councillors names

• Parish Council meeting dates for the year

• The approved Parish Council Minutes

• The Parish Council’s Annual Report

Correspondence

All correspondence relating to the parish should be addressed to the Parish

Clerk in the first instance. This will ensure that the matter is recorded and

passed to the relevant person or organisation as soon as practicably possible.

If a parishioner wishes a matter to be formally discussed at a Parish Council

meeting, then the Parish Clerk must be notified at least 10 days prior to the

meeting to enable the item to be placed on the Agenda.


reviewed annually.

55

20 Waverley Road

Kenilworth

Warwickshire

CV8 IJN

29 May 2017

Dear Chairman

Ashow and Stoneleigh Parish Council

Internal Audit year ended 31 st March 2017

As requested I have completed an examination of the financial statements and cashbook. In

doing so I have verified the bank reconciliation and agreed the cashbook entries to the bank

statements. I have also agreed expenditure to supporting documentation and to approval by

the Councillors in the Minutes. I have reviewed VAT on the invoices to cash book entries.

The financial statements and cashbook are in very good order. The Clerk retains accurate records and files supporting documentation in a methodical order. There are a couple of missing invoices and it may help if invoices are referenced/labelled by cheque numbers so any missing vouchers can easily be spotted and copies sought. It is good practice for these to be seen by Councillors and initialled prior to signing the cheques.

The financial statements are accurate and are supported by underlying financial records and

documentation.

Copies of budget and periodic comparison of actual figures vs budget should be monitored

by Councillors and attached to the minutes.

I would like to thank you for appointing me as your Internal Auditor. My fee for the audit is E70.

Yours sincerely

Louise Best

CC Sarah Windridge

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