Minutes of the Full Council Planning Meeting

held on Monday 14th October 2019 7.00pm in the Village Hall

PRESENT: Richard Draycott, Nigel Jacobs (Chair), Eric Benton (Vice Chair), James Carroll, Graeme Dinner, Mark Brooks, Marc Frost and Andrew Bartram, Lizzie Barnicoat (Clerk) and one member of the public.


There were apologies for absence received from Bernard Crease and John Maskell, these were accepted.  There were no declarations of interest received for the meeting.


No public statements received.


19/01787/FUL erection of single storey side extension and garage to front with glazed link to house.  New front door in front elevation and new window in rear elevation at 6 Duck End Lane – the Parish Council have no objection to this application.

19/01733/S73A erection of stable block, fencing and gates (development already carried out) at land adjacent to 140 Cotton End Road –  the Parish Council wish to comment that they feel it is important the soakaways on the site need to demonstrate they are adequate to meet the satisfaction of the Internal Drainage Board.  Also the Council would wish a planning condition that if the application were permitted then this would not be a future precedent for any other structures or uses on this site, for example, residential.  

19/00628/FUL amended plans for erection of detached dwelling and new access at land to rear of 96 Cotton End Road – comments were submitted between meetings, the Parish Council continue to object on the principles previously submitted, in particular regarding the refuse storage area, and noting there remains no turning circle on site so vehicles would still need to reverse out onto the access road.  The proposal remains close to the listed building so the setting issue is still relevant.

19/02084/M73 18/00956/MAF variation of condition 14 relating to noise at land off Watson Road – consultation as neighbouring parish and the Council have no comment to make on this application.

18/02075/FUL conversion and extension of agricultural Office/Storage building to a Dwelling house and formation of residential curtilage at 166 Cotton End Road – amended plans, the Parish Council reviewed the amended plans and feel that if the Highways Officer is satisfied by the amendment then the Parish Council will have no concerns regarding access.

19/02116/FUL erection of front port and two storey rear extension at 2 The Square – the Parish Council reviewed the plans and ask the Officer to take into consideration the neighbours comments as they will be impacted the most by the proposal.  

19/01910/S73A use of car park with restriction for the siting of containers, mobile home, caravan and for the erection of stable building, as well as car parking (development already carried out) at The Stables Equestrian Centre, 146 Cotton End Road – the Parish Council reviewed the plans and have no objection.

Councillors were asked to give further consideration to the application at 146 Cotton End Road and if they have additional comments then to alert the Clerk by 21st October.   Action10.01: All

The Clerk to submit all the planning comments to the local authority.     Action 10.02: Clerk


19/01322/FUL 93 Whitworth Way – existing hip roof to be removed, new block work gable ends to be erected to support new roof and conversion with dormer windows to the front and rear – application refused

19/00728/FUL 2A Howards Close - amended plans for create new 1.8m high fence and sliding gate across the drive and increase height of the existing picket fence to 2.2m high - application approved it was noted that this was to be a green open mesh wire fence and not a higher picket fence along Luton Road

19/01710/FUL single storey rear extension at 159 Cotton End Road - application permitted

19/01143/FUL demolish and rebuild detached garage at 239 Cotton End Road – application permitted

19/001143/FUL condition 3 masonry sample for demolish and rebuild detached garage at 239 Cotton End Road – condition met

19/01683/FUL single storey rear/side extension to replace existing conservatory at Ferndale 145 Cotton End Road – application permitted

18/02042/FUL erection of two new dwellings at 35 Luton Road – conditions met relating to Condition 5 Tree survey and Condition 4 Materials

18/01591/FUL conversion of threshing barn to residential dwelling at Duck End Farm Barn – Condition 5 for Boundary Treatments met

19/010109/MAO Outline application for the erection of 30 dwellings (including affordable, selfbuild and build for rent) with all matters reserved except access at Land Rear Of 25 To 39 Howard Close Wilstead Bedfordshire – planning refusal decision appealed.  The Parish Council  feel it would be beneficial for the Neighbourhood Plan Group to respond to this appeal, EB to feedback.                                                  Action 10.03: EB


Action 9.01 All Councillors to review site of planning application and to feedback comments on 19/01322/FUL 93 Whitworth Way                              Action 9.01: Complete

Action 9.02 Clerk To feedback comments promptly to Planning Officer Action 9.02: Complete

Action 9.03: Clerk To submit planning application responses swiftly    Action 9.03: Complete

Action 9.04: NJ19/01645/CWS - 99/00980/FUL S106 Compliance Check for Land At Luton Road, Decided - Response Sent by local authority.  NJ notified Council he had made contact with the applicant and due to a house sale the buyers required this check to be undertaken

                                             Action 9.04: Complete

Action 9.05: Clerk19/01019/MAO all matters reserved except access Land Rear Of 25 To 39 Howard Close – Refused, decision notice to be circulated     Action 9.05: Complete

Action 9.06: Clerk To respond to Local Plan 2030 modifications consultation It was again highlighted that Wilstead should be a Rural Service Centre and not a Key Service Centre because of the proximity to Wixams.                         Action 9.06: Complete

Action 9.07: Clerk To arrange a meeting with GC and a Senior Borough Officer to discuss impact of recent change in planning precedent. This had taken place with it being noted that any conversion in regards to application concerned at Ivy Lane would have to done within the current footprint of the existing building including height.  Any demolition to the building would extinguish any permitted development rights it was noted.          Action 9.07: Complete

It was also noted that NJ and Clerk met with representative of planning consultants for land off Bedford Road, who outlined wish to explore planning balance and understand need for community facilities. The Clerk linked the panning consultant with EB and Neighbourhood Plan group.

Between meetings the planning response submitted for 19/01836/PIP application for permission in principle for residential development (for between 1 and 2 dwellings) at land adjacent to 140 Cotton End Road – the Council objected to this application on the grounds of planning precedent and flooding concerns.

The local authority are holding a Planning mini-conference in November, EB and NJ to be booked to attend this.                                   Action 10.04: Clerk

It was asked if the event could be streamed to enable the planning conference to be more accessible to parish Councillors who are unable to attend in person.          Action 10.05: Clerk

The Chair closed the Planning full Council meeting at 7.50pm.


Minutes of the Full Council Meeting

held on Monday 14th October 2019 in the Village Hall

PRESENT: Richard Draycott, Nigel Jacobs (Chair), Eric Benton (Vice Chair), James Carroll, Graeme Dinner, Mark Brooks, Marc Frost and Andrew Bartram, Lizzie Barnicoat (Clerk) and 1 member of the public.


There were apologies for absence received from Bernard Crease and John Maskell, these were accepted.  There were no declarations of interest received for the meeting.


No public statements received.



No report had been received ahead of the meeting.

Action 2.05: GCTo clarify with the local authority the chain of communications during such an incident and who tells Cadent there is an emergency plan in place in the parish Response received and circulated. It remains unclear as to how the existence of an Emergency Plan is publicised. GC to pursue again.                                                    Action 2.05: Ongoing

Action 6.07: GCTo Copy the Clerk in and request the Borough Council speed enforcement vehicle data  No feedback to date                               Action 6.07: Ongoing

Action 7.03: GC To request that Parish Council responses to planning applications are always placed under the Consultee Comments tab on the Borough website.  It was agreed to close this action as the website now states Parish Councils' comments are kept under the Associated Document.                                               Action 7.03: To be Deleted

Action 7.10: GC To follow up as a priority the intercepting of HGVs with Jon Shortland to ensure they do not access the village during the A6 diversion.  It was agreed to close this action as this has been taken up directly by the Parish Council.            Action 7.10: To be Deleted

It was agreed that GC to be written to about future report presentation at Parish Council's meetings to be submitted by the Friday prior to the Council meeting date.     Action 10.06: Clerk


GD attended Police Priority meeting, feedback had been circulated, visible policing had been local priority, however, GD highlighted the need for the police to check the heavy good vehicle movements in Wilstead as a priority.

Further pursuit of Police to discuss request of average speed camera data, parking enforcement and HGV restriction enforcement following A6 meeting in August has been followed up, and work has been done on seeking meeting with Police, Parish Council and Highways Officers to enable meaningful engagement on this important matter.  This matter was also raised at the Town and Parish Network meeting recently.  It was agreed to continue to pursue with the Police and local authority heavy good vehicle movements and average speed camera data.

                              Action 10.07: Clerk


Action 5.14: ABTo discuss with contractor following site visit to look at the water logged spinner area. Feedback given and considered by the Council, MB and AB were thanked for continued support with this matter.  It was discussed at length, with the Parish Council agreeing to accept the technical solution offered by Playdale.  There was then a vote taken to determine whether to accept or not the request to pay a contribution asked by Playdale of £522 plus VAT towards their additional costs.  There were six in favour and two against, meaning an agreement of these costs to be accepted, AB to feedback and ask for sight of the method statement and inspection of the work at the time of the ground work repairs.  It was noted that Playdale had agreed to pay £250 towards the reimbursement of the additional expense occurred by the Parish Council for the safety site fencing as the equipment is not useable          Action 5.14: Ongoing

Action 6.10: PWG To liaise with the grass contractor to arrange for the weed killing to be carried out on the safety surface.  This would be followed up once the Orbit spinner repair completed.          Action 6.10: Ongoing

Action 6.11: PWG To proceed with a site visit by prospective contractors EcoSurface and Abacus Playgrounds to prepare more detailed quotations for the new safety surface, to ensure appropriate fall height / area by the Wicksteed metal climber, and check compliance with appropriate legislation.  Analysis of the two quotes is being undertaken with consideration by the full Council expected at the next meeting. Action 6.11: Ongoing


Items continue to be reported between meetings.

Action 11.11: EWG To ask Borough Officers Daryl Hall/Iain Booth if the Parish Council concrete street lights would be adopted by the local authority.  Superseded by Action 9.09 and Borough Council response so to be deleted.                 Action 11.11: To be Deleted

Action 6.31: MF To confirm the location of the CCTV lamp post to enable the visibility to be sufficient License of apparatus being pursued.      Chased further.     Action 6.31: Ongoing

Action 9.08: Clerk To issue receipt to the individual accordingly.      Action 9.08: Complete

Action 9.09: NJ To send the street lighting structural testing report to the local authority.     Action 9.09: Complete

The local authority have responded stating that new columns would be required for most of the parish lights, costing in the region of £14k for the upgrade and adoption by the local authority, with the potential for the cost to be spread over seven years.  The Council had received notification and a quote from the street lighting contractors that a repair is needed to a parish light.  It was agreed the repair to be put on hold and the Parish Council to continue to pursue with the local authority the transfer and adoption of the identified parish lights based on £14k.  NJ to feed this back and highlight to the local authority that one light is in need of repair to see how they feel is best to proceed.          Action 10.08: NJ  

Action 9.10: Clerk To seek more information regarding the ongoing management and associated costs of a vehicle activated sign, prior to the Council deciding on whether to progress with purchasing Further information circulated by the Clerk, as well as feedback from meeting with Highways Officers regarding the cost of a pair of average speed cameras.  It was discussed in detail and agreed to put on hold any decisions on speed cameras or vehicle activated signs until the completion of the A6 resurfacing works and the diversion through the village has ceased.  So this will be reviewed in January inline with budget considerations.      Action 9.10: On Hold

Action 9.11: MB/ClerkTo promote letter received from the Borough of Bedford Local Access Forum regarding the Forum, to be advertised in Homewatch and on social media.     

Action 9.11: Complete

Action 9.12: Clerk To feedback to the Forum what promotion had been done in Wilstead.      Action 9.12: Complete


Action 10.11A (17) NJ To ascertain whether Persimmon will agree to the staggered release of the Section 106 monies Persimmon need to involve the Director in the considerations of this, it has now been ascertained there is approximately £234k associated with the public open spaces in the Longmeadow Drive area.               Action 10.11A (17) Ongoing

Action 7.13 (18): Clerk To send a letter to the Post Office encouraging them to park their vehicles backed up to the hedge once boundary measures are in place to protect the Village Car Park wall.  This is on hold until the measures could be secured.

Action 7.13(18): To be Deleted

Action 2.16: F&GP WGTo source quotation for the works to the Village Car Park, more than one quotation for the work would be required, MB asked not to be included.  Quote received, being considered, then an application to be made to the Community Chest fund.  The Working Group looking for alternative quote to review alongside received quote. Action 2.16: Ongoing     

Action 4.10 (18): F & GP WG To sign the Jubilee Centre lease given the length of time that has now passed and the lack of response from the solicitors and to be registered with the Land Registry The lease has yet to be updated by the Parish Council to a signable state.          Action 4.10 (18): Ongoing

Action 10.09 (18): F & GP WG To sign the woodland transfer documents No reply received from L & Q Estates which is holding up the land transfer.     Action 10.09 (18): Ongoing

Action 5.02: All To fill the vacancy for the Village Hall Management Committee Parish Council representative.                     Action 5.02: Ongoing

Action 6.27: Clerk To use Outlook 365 new Council email address going forwards to enable the transfer over of this as it needs to become the main Clerk communication address.  On hold.                Action 6.27: Ongoing

Action 7.19: Clerk/MB/MFTo commence uploading of Parish Council documents to the PC website as and when they are reviewed Standing Orders to be uploaded and when agreed the Burial Ground rules. Action 7.19: Ongoing

Action 7.20: EB / MF To review banking arrangements including dual authorisation of electronic payments to next meeting  It was unanimously agreed to add MF to the signatories list and that dual authorisation be used when required for speedy payments to be made.     Action 7.20: EB / MF

Action 7.24: Clerk To submit VAT refund request to HMRC.     Action 7.24: Ongoing

Action 9.13: Clerk To circulate the Officer feedback regarding land off Bedford Road to all Councillors          Action 9.13: Complete

Action 9.14: ClerkTo issue BC with the relevant paperwork. BC sent Register of Interest form, Declaration of Acceptance of Office to be signed at November meeting. Action 9.14: Ongoing

Action 9.15: MBTo issue BC with a Councillor email address.     Action 9.15: Complete

Action 9.16: MFTo explore the different website cost options.     Action 9.16: Ongoing

Action 9.17: ClerkTo link MF with those working on the Project Involve alternative options for Parish Councils.Action 9.17: Complete

Action 9.18: F&GP WGTo pursue options to enable the Parish Council to move to fully electronic payments. See Action 7.20 Suggest closure of this item Action 9.18: To be Deleted

Action 9.19: Clerk To forward Practitioners 2018 Guide to F&GP WG

Action 9.19: Complete

Action 9.21: MF/ClerkTo circulate financial assistance application received from Wilstead Players, to circulate to enable consideration at next meeting.          Action 9.21: Complete

There was an update given on recent meeting with Bedfordshire Commissioning Group to discuss healthcare in the parish.  The CCG are working with the Borough Council and Gallagher regarding  a healthcare facility in Wixams and it was noted that there are a couple of surgeries which do video conferencing.  It was agreed that the F&GP WG continue to investigate and pursue adequate healthcare and pharmacy provisions in the parish.  Action 10.09: F&GP WG

It was unanimously agreed that going forwards that action updates to be done on-line (using proposed draft minutes held on the 'Cloud') by the close of the Friday preceding each full Parish Council meeting, this to include Borough Councillor's report.          Action 10.10: All

It was agreed by the Parish Council in principle to continue to pursue possible adoption of land off Bedford Road with communications with the Borough Officer to include clarity on the length of the lease, and the associated management and costs of potential traveller encampments to be considered by the Working Group.   Action 10.11: F&GP WG

It was unanimously agreed to resolve approval of the authorisation to reinvest the Parish Council money recently matured with the Cambridge & Counties Building Society.  Action 10.12: F&GP WG

GD declared an interest in this item and took no part in the discussion.  It was unanimously resolved that Anglian Water and Eon payments be set up for direct debit.       Action 10.13: F&GP WG

The Parish Council agreed to resolve to co-opt Geoff Odell as a Parish Councillor.  The Clerk to issue the necessary paperwork.     Action 10.14: Clerk

GO to be issued a Parish Council email address.               Action 10.15: MB

Councillors EB and NJ declared an interest in the discussion on the financial request received from Wilstead Players.  It was resolved to award a donation of £1,000 to the request made by Wilstead Players on the basis that if the group were to cease, that the stage equipment be retained by the Village Hall as an asset.               Action 10.16: Clerk

The Working Group recommendation was to award a grant of £1,500 to the financial assistance request for the Church Clock repairs would be guaranteed if the work is done.  This was unanimously agreed to support,  to be fed  back.               Action 10.17: Clerk

The Clerk to provide MF with a list of the various funding opportunities for local organisations.     Action 10.18: Clerk  

It was a Working Group recommendation that the NALC Model Financial Regulations be agreed, resolution passed.  It was noted they reference electronic payments, however, that payment by personal debit card is not currently permitted so Clerk to check with BATPC for clarification regarding this.               Action 10.19: Clerk

It was a Working Group recommendation that a laptop is purchased by the Parish Council, to become PC property, it was resolved to authorise this expenditure and MF to look into suitable model.          Action 10.20: MF

It was noted the Working Group structure would be a future agenda item.      Action 10.21: NJ/Clerk

There was consideration of options around the Parish Council website going forwards, MF gave feedback on different solutions and quotation received for work to build a bespoke website.  It was unanimously agreed and resolved that options be explored in the region of up to £1k expenditure given the initial findings around cost, and MF to bring more information to the next meeting.     Action 10.22: MF


Action 6.18: EB To obtain and circulate a copy of the Football Club premise license application.  Football Club has not yet submitted the application, it was agreed to delete item until further news. Action 6.18: To be Deleted          Action 6.19: Ongoing

Action 6.20: Clerk To make contact again with the shops at The Crossroads, and to write regarding the large pot hole.  Letter drafted, local authority advice sought, awaiting feedback before sending letter, no feedback from Borough Council.           Action 6.20: Ongoing

Action 6.23: EB To review overgrown vegetation at Pollards Close This had been done and the findings are to be discussed with the resident.                     Action 6.23: Ongoing

Action 9.19: Clerk To feedback to resident that Council decided not to pursue bird nesting boxes to be placed in the Churchyard.                    Action 9.19: Complete

The Working Group noted that they had proposed changes to the Working Group structure so that Village Facilities are dealt with under other Working Group headings.

The Working Group recommendation that that the Parish Council take over maintenance of the green area outside of the shops, including the grassed border was discussed.  It was agreed that this would just be an informal gesture to enable the area which is a focal point of the village to be more atheistically pleasing.  The works to include removing pyracantha hedge adjoining Church Road, and allow planting of more attractive shrubs/plants to enhance this important area.  It was agreed that the local shops in this area to be contacted to advise of the planned work for this area.          Action 10.23: Clerk

It was agreed that quotations to be sought to improve this area.     Action 10.24: EB


(i)Payment of accounts:

Payee Service Amount

Barnicoat Ltd - Clerking service September - £887.37

A R Worboys Ltd  - Grass cutting S1165     - £593.28

Eon Uk Ltd - Street lighting energy - £123.10

Jackie Lloyd- Website hosting - £176.40

Eric Benton - NP expense - £28.45

Eric Benton - Printer toner for Parish Office - £21.59

Mazaars - External Audit fee - £360.00

Andy Muskett Ltd - Street lighting maintenance- £95.52

British Legion - Remembrance donation - £50.00

Payments made out of meeting

Plus Net  - Telephone and broadband  - £31.80

Eric Benton - NP print surveys - £285.00

Eric Benton - NP map printing - £45.00

The Council resolved to make the above payments at the meeting and confirmed they had previously authorised the payments that would need to made out of the meeting.  EB declared an interest in this item and took no part in the discussion.  

(ii) External audit feedback

This report had been received, the Clerk to post the conclusion of audit notice.      Action 10.25: Clerk

The Working Group recommended response to the External Auditor was discussed to highlight the Parish Council response to the audit comments.               Action 10.26: F&GP WG

The Parish Council would copy their response to some local Councils. Action 10.27: F&GP WG

(iii) Financial spreadsheet 2019/20

The September reconciliation had been circulated, no areas of concern arose.


It was unanimously agreed that the July meeting minutes be signed as a true and accurate record by the Chair.  It was noted that there was a minor error on the Howards Close planning application description and that all Working Group reports are now included within the meeting minutes.  All matters arising had been covered.


NALC Events Bulletin emails

Age Partnership email promoting services

BBC Planning weekly list email

Homewatch newsletter copy

Online playgrounds promotional information

BBC letter acknowledging receipt of planning comments

CPRE update emails

Bank statements

Crime statistics - forwarded

ERTA Voluntary Transport email

Beds Police newsletter – forwarded

BATPC Training Courses communications

BBC Weekly Licensing list

External audit communications and report

Project Involve, BBC and BATPC communications regarding the changes to the website hosting going forwards

Beds Police annual conference invite reminder – forwarded

BATPC AGM information reminder - forwarded

Modification consultation for the Local Plan 2030 document response acknowledgement

Resident copied Council into communications with local authority regarding breach of HGV restriction

BOBLAF Secretary communication as PC confirmed Forum work advertised in the parish

Communication regarding 93 Whitworth Way planning application response – submitted

BATPC information on London Luton Airport consultation

Memorial bench payment communications

Healthcare meeting communications copied into

Copied into communications regarding Orbit Spinner repair

BBC Officer communications regarding CCTV license of apparatus request

BBC agenda for Standards Committee meeting

BBC Officer Village Farm planning application update copied into

Resident communicated with regarding request to put bird nesting boxes into Churchyard

Rookery South Liaison Panel newsletters enquiry if PC would like to receive – circulated, Councillors seemed supportive so responded to be asked to be added to the list

Allotment tenant various communications

Burial ground and associated communications

BBC Officer confirmation EB registered to speak at Planning Committee in objection to Village Farm application – application deferred to October meeting

Parish Council article submitted to Homewatch

External auditor communications regarding audit clarity being sought

Vehicle Activated Sign further communications and clarity sought

Police priority setting meeting information – GC circulated report

Communication with developer who Clerk and NJ met with on 11th September

Wilstead Bowls Club concern over pot holes in the access road – responded and forwarded on to EB

Resident communications regarding further objections to planning application 19/01211/MAO

Police communications regarding average speed camera data

Resident communication to local authority welcoming average speed cameras

Communications regarding bypass construction meeting in September

Wixams PC Clerk seeking contact details for NJ – responded to

Fixed rate bond maturity reminder – circulated

Website builder communications regarding options to the parish – circulated

Resident communication regarding garden fence adjoining woodland

All Saints Church clock repair request for financial assistance – WG item

Copied into communications regarding Persimmon open space negotiations

Resident copied Council into communications with local authority Officer regarding breach of HGV restriction – Officer responded to detail it is the police who enforce the limits not the local authority

BBC Temporary Road Closure of Ivy Lane

Wilstead Village Hall communications regarding change of day in parish office

Communications with local authority to arrange meeting to discuss change in planning precedent and impact on parish – arranged

Resident request for a further dog waste bin along Longmeadow Drive as it is the only area in the parish where dogs are permitted off the lead so there has been in increase in usage of existing bin – responded to and request sent to Persimmon

Resident queries about graffiti and verge damage in Vicarage Lane and Luton Road – responded to and advised to report to local authority

Resident communication regarding application 19/00628/FUL – responded to

Clerk of the Works for the A6 resurfacing communication regarding access to the cattle underpass – clarity given to the Officer

Resident report of concern over Vicarage Lane waste bin – responded to

Resident communications regarding planning comments for 19/00628/FUL

BATPC Policy E-Briefing PC11-19 - NAO Audit Code of Practice Part Two – circulated to WG

NALC opens nominations to its Larger Councils Committee

Neighbourhood Plan group minutes – circulated

NALC  Chief executive's bulletin

Resident communication with concerns regarding bonfires at the allotments – responded to

BBC Town and Parish Network meeting – circulated

Bedfordshire Day 2019 in Wilshamstead

BBC request for Parish Council information

BBC Rural Affairs Committee meeting cancelled

BBC Officer chased regarding Rural Grant application decision for new pathway

BATPC Annual Report – forwarded

Resident communications regarding bypass construction meeting sent to local authority and to PC

Resident communications regarding new verge way guidelines – responded to and forwarded to RD

Copied into resident communication regarding section 106 compliance

PC alerted to low water pressure in the parish

PC alerted to graffiti in the Jubilee Field

Resident feedback on the village plan

Intra-group reorganisation affecting Came & Company

Notification of planning appeal regarding land of Howard Close

BMKWT invites you to our Annual Partnership Conference

Resident concerns with traffic lights in village not working as part of the A6 works

Resident copied Council into communications with local authority regarding A6 diversion

Copied into communications regarding community woodland

BATPC Policy Consultation E-Briefing 12-19 Independent Review Into Local Government Audit Call For Evidence

Wilsetad Pharmacy communications


Matters as arisen


The Chair closed the meeting at 10.15pm.