Draft Minutes

Meeting of Whittington Parish Council at 7:30PM on Tuesday 10th September 2019 at Whittington Village Hall

Minutes 09/19

Present: Steve Burrows (Chair), Susan MacLeod, Jenny Knights, Dan Bayliss, Steve Brooker
In attendance: David Hunter Miller (Clerk), Rob Adams (County and District Councillor), members of the public

1. Apologies for absence
Apologies were received from Nick Golledge and Rob Stepniewski.

2. Declarations of Interest
Steve Burrows sought clarification regarding a possible non-pecuniary interest in Item 9.1 (19/01533/FUL), it was confirmed that no interest existed.

Steve Brooker declared a Disclosable Pecuniary Interest in items pertaining to Whittington Village Hall (item 8).

Susan MacLeod declared a Disclosable Pecuniary Interest in items pertaining to Whittington Village Hall (item 8).

3. Dispensations
A dispensation had previously been granted to Steve Brooker to allow participation and voting on all matters pertaining to Whittington Village Hall.

A dispensation had previously been granted to Susan MacLeod to allow participation and voting on all matters pertaining to Whittington Village Hall.

4. Open session
The meeting was adjourned for the open session.

1. District Councillor
Rob Adams provided a report as follows:
• Subsequent rounds of funding under the Community Legacy Grant were proving popular.

2. County Councillor
Rob Adams provided a report as follows:
• A reorganisation of Children’s Services was taking place to tackle issues with a previous poor Ofsted rating.
• The ‘Tour of Britain’ was going through Pershore on Thursday 12th September 2019.
• Work on the Worcestershire Parkway was proceeding as planned.

3. Police
The following Police report was noted:

We have no incidents to report for the last two months.

There are numerous reports from residents regarding the speeding issue on the A4440. We are passing these complaints onto the relevant agencies as we are unable to deal with speeding on this type of road.

There are reports of anti-social behaviour from cyclists on the new estate. It is believed the persons concerned are using the estate as a cut through. We are encouraging residents to ring in at the time this is happening to report it.

There are reports of vehicle number plates being stolen from cars around the Evesham area. We would encourage residents to take measures to prevent the theft of their plates.

4. Whittington Village Hall
An update was given on the Village Hall Project. Three quotes had been received regarding the appointment of a Structural and Civil Engineer and three quotes for the appointment of an M&E Consultant, for consideration by the Parish Council (item 8.1, 8.2). A recent ceilidh event had been a great success for the community and had raised £108.51 for the village hall project.

5. Whittington C of E Primary School
An update would be available for the next meeting.

6. Whittington Church
Whittington Church was still looking to replace the current portable cabin with a permanent structure; it was hoped that the latest plans would be available in time for the next Parish Council meeting.

7. Brethren Church
No update was available but a question had been received by the Parish Council relating to ditch / watercourse maintenance responsibilities from Spetchley Road to the M5 Motorway. It was noted that Rob Adams was already dealing with this matter and would forward a response to the Clerk.

8. Public participation
The agent and applicant for item 9.1 (19/01533/FUL) spoke in support of the planning application and provided additional details on the proposals. It was reported that pre-application advice had been sought from Wychavon District Council and the plans had been modified in light of the feedback received.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on the 23rd July 2019
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

6. Progress reports

1. Lengthsman
It was noted that Worcestershire County Council were looking to arrange another training session shortly (date to be confirmed).

2. Local Council Award Scheme
It was resolved to continue to pursue the ‘Quality Status’ award for the Parish Council; Steve Burrows would look to prepare the remaining documents needed.

3. Twitter
It was confirmed that the Parish Council’s new Twitter feed was up and running: Twitter@WhittingtonPC

4. Community Solutions Fund
It was noted that the closing date for applications to the Community Solutions Fund was on the 8th September 2019.

5. Small Grants for Active Parishes
Enquiries had been made with Wychavon District Council and they had advised to apply for a grant when the new village hall had been constructed.

6. Emergency Planning
Wychavon District Council had advised that the emergency contact details for Whittington Village Hall were up to date.

7. Correspondence

1. Worcestershire County Council: To note invite to a Community Broadband Engagement Event, 4-6PM Thursday 26th September 2019
The above invite was noted.

2. Worcestershire County Council: To note invite to the Autumn Parish Conference, 5-6PM Thursday 17th October 2019
The above invite was noted; Steve Burrows would endeavour to attend.

3. Worcestershire CALC: To note the latest training schedule
The training schedule was noted.

4. Malvern Hills District Council: To note invite to the Neighbourhood Watch Together event, 5-8PM Wednesday 25 September 2019 at Leigh and Bransford Memorial Hall
The above invite was noted.

5. Resident: Concerns regarding dog fouling bins, Wildmore
A resident had contacted the Parish Council regarding the state of the bins on Wildmore, which were overflowing. The Clerk had been in touch with Bloor Homes who had agreed to increase the emptying schedule to once per week and it was hoped that this would resolve the problem.

6. Resident: Complaint and Freedom of Information Act request received regarding parking proposals for Old Road, Whittington
A complaint and subsequent Freedom of Information request had been received regarding the Parish Council’s involvement in the proposed parking restrictions for Whittington Village. In particular it had been asserted that the proposed restrictions would have a significant impact on those residents who do not currently have access to off-street parking.

It was noted that the Clerk, under delegated authority, had responded to the complaint and Freedom of Information request and that no further action was required at this time. The Parish Council reviewed the response and processes followed by the Clerk and were satisfied that due procedure had been followed.

The Parish Council remain supportive of efforts to create private off-street parking for residents that do not currently have it and it was noted that Rob Adams was liaising with the landowner over this issue.

8. Village Hall Project

1. Contracts
Three quotes had been received regarding the appointment of a Structural Engineer for the Village Hall Project.

In light of feedback from the Village Hall Committee and the recommendations of the Architect it was resolved to appoint Shire Consulting as Structural and Civil Engineer for the project.

2. Contracts
Three quotes had been received regarding the appointment of an M&E Consultant for the Village Hall Project.

In light of feedback from the Village Hall Committee and the recommendations of the Architect it was resolved to appoint Stewart Associates as M&E Consultant for the project.

3. VAT
An update was received regarding the appointment of a VAT consultant. The paperwork to engage The Parkinson Partnership LLP was being prepared.

9. Planning

1. 19/01533/FUL: Land at Church Lane, Whittington. Erection of 2 no. dwellings, improvement to access existing.
It was suggested that the proposals might be on a green field site and might therefore fall outside of the identified settlement boundary for Whittington village; however it was felt that this would be best determined by Wychavon District Council’s Planning Department.

It was therefore resolved to write in support of the proposals. In particular it is felt that the design and proportions of the proposed properties were in keeping with existing buildings in Whittington village.

2. 19/01823/FUL: Whittington Village Hall, Church Lane, Whittington, WR5 2RQ. Proposed demolition of existing Whittington Village Hall with construction of new replacement village hall at Church Lane, Whittington, Worcester, WR5 2RQ.
It was resolved to write in support of the proposals.

10. Parish matters for discussion/decision

1. Insurance
Insurance cover was reviewed and it was resolved to renew the policy with Came and Company.

2. Financial Regulations
It was resolved to adopt an updated policy (NALC 2019).

3. Whittington Walk
An update was received.
• Enquiries were ongoing with regards to provision of a new notice board.
• The footpath works were in the process of being completed.
• The footbridge had received planning permission and works should commence shortly (by the end of November 2019).

4. Asset register
It was resolved to adopt an updated asset register, following the sale of the Parish Council’s printer.

5. Wildmore Notice board
It was noted that the locks on one side of the notice board had been modified to allow easier public access. It was resolved to order a spare set of replacement handles/locks for the notice board.

It was resolved that it would not be necessary to produce a flyer for residents on Wildmore regarding usage. A notice would, however, be fixed to both sides of the notice board and on the website / Facebook / Twitter to highlight that one side was now open and available for use by the public.

11. Committee and Working Group reports

1. Allotments Working Group
There had been numerous issues with unkempt allotments and the Clerk was liaising with allotment holders accordingly.

It was resolved that there was currently no need for an allotments working group, the Clerk could handle all matters under delegated authority (or raise at a Parish Council meeting, if required). Accordingly it was resolved to write to all allotment holders to confirm this and to ask if they wanted to form a Working Group that was independent of the Parish Council.

1. Insurance
It was resolved to add the following information to the allotment terms and conditions:

The Parish Council has in place Public Liability Insurance in respect of the Council’s responsibilities towards owning and maintaining the allotments.

Activities undertaken on the land by any individual plot holders, or an association, are not the responsibility of the Parish Council. In the case of an association a group Public Liability Insurance policy should be put in place, this can be obtained at a low cost by joining a body such as The National Allotment Society. Where no association exists, individual plot holders may have the necessary personal liability cover if they possess a home contents insurance policy, this should be confirmed by the allotment holder. Individual Public Liability Insurance policies can be obtained if required.

2. Highways and Byways
It was resolved to email the Police and Crime Commissioner regarding speeding and traffic/noise issues on Swinesherd Way (County Hall to London Road, both carriageways), Crookbarrow Way and Pershore Road.

It was noted that the hedges on Walkers Lane and Church Lane were overgrown, it was resolved to report this issue to the County Council.

12. Finance

1. Budget expenditure
It was resolved to approve the budget expenditure.

2. Bank reconciliation
It was resolved to approve the bank reconciliation.

3. Deposit account
It was resolved to close the Parish Council’s deposit account and transfer all funds to the current account, so that they could be accessed for the Village Hall Project.

4. Invoices

1. David Hunter-Miller (salary and expenses): £563.20
2. HMRC (PAYE): £133.60
3. Worcestershire County Council Pension Fund: £234.65
4. Sam Joyner (allotments and VAS): £65.00
5. Whittington Village Hall (events donation): £500.00
6. Came and Company (insurance): £344.12
7. CALC (training): £30.00
8. CALC (training): £30.00
It was resolved to settle the above invoices and cheques were duly signed.

5. Clerk’s delegation

1. Mr Banham (A2 Shredding) 12/08/19: £112.20
2. David Hunter-Miller 12/08/19 (salary and expenses): £519.92
3. HMRC 12/08/19(PAYE): £123.40
4. Worcestershire County Council Pension Fund 12/08/19: £216.49
5. Boughton Butler Ltd (VH planning fees)16/08/19: £924.00
The above payments made between scheduled meetings were noted.

13. Councillors’ reports and items for the next agenda
It was resolved to add the following items to the next agenda:
• Local Council Award Scheme
• Traffic concerns relating to Swinesherd Way, Crookbarrow Way and Pershore Road

14. Date of Next Meeting
The next scheduled meeting is at 7:30PM on Tuesday 22nd October 2019.

The meeting closed at 10:24PM.