Draft Minutes

Annual Meeting of Whittington Parish Council on Tuesday 21st May 2019 at 7:30PM at Whittington Village Hall

Minutes

Present: Steve Burrows (Chair), Susan MacLeod, Stephen Brooker, Dan Bayliss, Jenny Knights, Rob Stepniewski, Nick Golledge (from 7:47PM)
In attendance: David Hunter-Miller (Clerk), members of the public

1. Election of a Chairman
Steve Burrows was elected Chair and signed the Declaration of Acceptance of Office.

2. Election of a Vice-Chairman
Stephen Brooker was elected Vice-Chair.

3. Declaration of Acceptance of Office
All members signed their Declaration of Acceptance of Office.

4. Register of Interests
Members noted the requirement to submit or update their Register of Interests form.

5. Election Expenses
Members were reminded of the requirement to submit Election Expenses forms.

6. Apologies for absence
Rob Adams (District and County Councillor) had sent apologies.

7. Declarations of Interest
Stephen Brooker declared a Disclosable Pecuniary Interest in items pertaining to Whittington Village Hall (10.4, 12.1 and 16.1).

Susan MacLeod declared a Disclosable Pecuniary Interest in items pertaining to Whittington Village Hall (10.4, 12.1 and 16.1).

Steve Burrows declared a Non-Pecuniary Interest in items pertaining to Whittington Village Hall (10.4, 12.1 and 16.1).

8. Dispensations
It was resolved to grant a dispensation for a period of four years to Stephen Brooker to allow participation and voting on all matters pertaining to Whittington Village Hall.

It was resolved to grant a dispensation for a period of four years to Susan MacLeod to allow participation and voting on all matters pertaining to Whittington Village Hall.

It was resolved to grant a dispensation for a period of four years to Steve Burrows to allow participation and voting on all matters pertaining to Whittington Village Hall.

9. Co-option
It was noted that one application had been received from Nick Golledge to fill the councillor vacancy. It was resolved to co-opt Nick Golledge with immediate effect and he joined the meeting from 7:47PM

10. Open session:
The meeting was adjourned for the open session.

1. District Councillor
Rob Adams could not attend the meeting but provided the following report:
• Discussions were taking place regarding the proposed footbridge for the Whittington Walk development.

2. County Councillor
Rob Adams could not attend the meeting but provided the following report:
• Enquiries regarding the adoption of roads on the Wildmore estate were ongoing.
• The issue of parked cars near to the Brethren Church had been reported to Worcestershire County Council and was being investigated.
• Funding options were being explored to support the Wildmore broadband project.

3. Police
The Police had reported no incidents since the last meeting.

There was a new Police Officer covering the area, PC Daren Riley. It was resolved to write to Daren to welcome him to the area and to invite him to future meetings.

It was noted that there had been a spate of vehicle vandalism in the area.

4. Whittington Village Hall
Detailed discussions on funding had been progressing. It was noted that three quotes would be needed for the Project Management appointment and that a more detailed tender process would need to be followed for the appointment of a main contractor. It was hoped to appoint a Project Manager by the autumn and a contractor by the end of the year.

5. Whittington C of E Primary School
No report available.

6. Whittington Church
No report available.

7. Brethren Church
No matters to report.

8. Public participation
A member of the public reported a number of blocked highway drainage gullies on Church Lane and these would be reported to Worcestershire County Council.

Overgrown foliage was reported near to the Church that was obstructing forward visibility, advice was provided on how this could be reported.

A member of the public had contacted the Parish Council to report instances of commuter type parking on the Wildmore estate; this would be monitored.

The meeting resumed following the open session.

11. To consider and adopt the minutes from the Parish Council meeting on the 26th March 2019
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

12. Progress reports

1. Legacy Grant application
No further update.

2. Lengthsman
It was noted that the Lengthsman has not been able to attend the Worcestershire County Council training session and so couldn’t commence his duties. The Clerk had reserved a place on the next training session, but no date was available for this.

3. Damaged fence panels on the A4440
The damaged fencing panels had been reported to Worcestershire County Council who had placed an order for repair/replacement but no date was available for this work.

4. Whittington Walk, footpaths and bridleway
A meeting was being arranged with Persimmon Homes and Wychavon District Council to review the bridleway that had washed away and other footpath issues on the estate.

It was resolved to ask if a representative of Persimmon Homes could attend a future Parish Council meeting.

5. Broomhall Way footbridge
An update had been received from Worcestershire County Council, it was noted that there were a number of design issues to resolve before it could be taken to the next Planning and Regulatory Committee.

6. Wildmore road adoption
Rob Adams had confirmed that he was still looking into the matter.

13. Correspondence

1. Resident: Concerns regarding traffic issues on the B4084 Pershore Road
The Parish Council were sympathetic to the speeding concerns reported at this location.

It was resolved to ask Worcestershire County Council to conduct a vehicle speed and volume survey and to arrange a meeting with the Lengthsman to look at getting the Parish Council’s Vehicular Activated Sign operational again.

2. Resident: Issues reported with the notice board installation on Wildmore
Correspondence had been received from a parishioner regarding the locking of one side of the Wildmore noticeboard (that was originally intended to be left unlocked).

The Parish Council decided to review the whole issue of locked or unlocked noticeboards and it was resolved that all current noticeboards should remain locked in order to prevent damage, theft or vandalism and to allow oversight over what notices are posted to ensure legality and suitability.

It was similarly resolved that any future noticeboards provided would be one-sided for council business and would be locked.

3. Police: To consider nominations for this year’s Young Good Citizen Award
The Police Young Good Citizen award was noted.

4. Wychavon District Council: To note the invite to the Parish/Town Council Event at 5:45PM on the 13th June 2019 at the Civic Centre, Pershore
The invite was noted and councillors would endeavour to attend.

5. Worcestershire County Council: To note the invite to the launch of the “Community Solution” fund at 5:00PM on the 3rd June 2019 at County Hall, Worcester
The invite was noted and councillors would endeavour to attend.

14. Annual business as per Standing Orders

1. General Power of Competence
It was resolved that the Parish Council met the eligibility criteria for the General Power of Competence and it was duly adopted.

2. To review the following policy procedures and documents

1. Allotment Working Group Terms of Reference
2. Balances and Reserves Policy
3. Code of Conduct
4. Financial Regulations
5. GDPR Data Privacy Policy
6. GDPR Data Protection Policy
7. GDPR Data Security Incident Procedure
8. Retention Policy
9. Standing Orders
The above policies and procedures were reviewed and it was resolved that no amendments were required at this time.

The Financial Regulations would be updated and reviewed at a future meeting.

10. Insurance cover
It was noted that the insurance renewal was not until the 1st October. At this time the Clerk would contact the insurers to provide them with an up-to-date asset register, to advise them of the population increase and to discuss the imminent Village Hall project.

11. Inventory of Assets
The purchase of two hose pipes and a storage container (for the allotments) would be added to the inventory of assets.

12. Risk Schedule
The Risk Schedule had been updated and it was resolved to approve.

3. To review appointment to committees and external bodies

1. Allotments Working Group
It was resolved to appoint Steve Burrows and Dan Bayliss to the Allotments Working Group.

2. Highways and Byways
It was resolved that Stephen Brooker would report on Highways and Byways matters.

3. Whittington Village Hall
It was noted that Susan MacLeod and Stephen Brooker were on the Village Hall Management Committee.

4. Whittington C of E Primary School
It was resolved that Dan Bayliss would liaise with Whittington C of E Primary School

5. Whittington Church
It was resolved that Jenny Knights would liaise with Whittington Church.

6. Brethren Church
It was felt that a formal representative was not needed but Stephen Brooker offered to liaise with the Brethren Church as required.

The attendance of members of the Brethren Church was appreciated at Parish Council meetings.

15. Planning

1. 19/00618/HP: Goldcliffe, Church Lane, Whittington, Worcester, WR5 2RQ. Remove roof & construct new first floor to existing bungalow alterations & double garage.
It was resolved that the Parish Council were in support of the proposals.

2. Neighbourhood Development Plan (NDP)
It was noted that funding was available to support the production of a Neighbourhood Development Plan.

It was resolved to defer a decision on this until at least 2020, as it was understood that imminent revisions to the South Worcestershire Development Plan might interfere with development of a local plan.

16. Village Hall

1. Project Management
One quote had been received for Project Management of the Village Hall project and this was considered. It was resolved to defer a decision on this until further quotes had been obtained.

It was resolved to set up a Working Group to foster development of the Village Hall Project; Rob Stepniewski and Nick Golledge would lead this working group.

17. Parish matters for discussion/decision

1. Parish Council storage
It was resolved that members would meet at 10AM on 6th July to review the Parish Council’s records with a view to archiving or disposal, in line with the Parish Council’s Retention Policy.

It was resolved to dispose of any unwanted assets by offering them for sale on social media, if they remained unsold then consideration would be given to gifting them to local charities or organisations.

2. Village planters
It was resolved to allow up to £100.00 per annum for maintenance and replanting of the village gateway features (currently being undertaken by volunteers).

3. Communications
It was resolved to circulate further information via social media and the website; councillors would send any interesting pictures or stories to the Clerk for inclusion.

4. Phone Box
It was noted that there was unfortunately no phone box that could be adopted in the parish. Enquiries would be made as to whether a second hand cabinet could be sourced.

5. Noticeboard, Whittington Walk
It was resolved to ask Persimmon Homes if they would consider providing a one-sided, lockable noticeboard for the Whittington Walk estate.

6. Training
Councillors would endeavour to attend the relevant training sessions offered by Worcestershire CALC.

18. Committee and Working Group reports

1. Allotments Working Group

1. Decision made under Clerk’s Delegation: To note that rent of an additional plot is offered to existing tenants at £30.00 for the remainder of the 2019/20 fiscal year only and the rent goes back up to £60.00 for every plot from April 2020.
The above decision made between scheduled meetings was noted.

2. Highways and Byways

1. Traffic surveys
The survey data collected in Walkers Lane and Church Lane was noted. Unfortunately the data provided did not support a case for further intervention.

2. Trip rail damage
The damage to the newly installed verge trip rail had been reported to Worcestershire County Council and arrangements for repair were in hand.

It was noted that some of the school/parent parking had been displaced towards the traffic island on occasion and it was resolved to report this to the Police for attention.

It was resolved to contact Whittington School to request that they circulate advice and information on parking to parents in their next newsletter.

3. Walkers Lane
The use of ‘no entry’ signs to deter rat running on Walkers Lane was considered. Unfortunately the traffic data collected had not supported a case for further intervention.

4. Dropped kerb, Church Road
A request had been received for funding to support a vehicular dropped kerb installation on Church Road. The Parish Council were supportive of the need for off street parking but resolved that they could not justify spend of public money on a private dropped kerb installation.

19. Finance

1. Year end accounts (2018/19)
It was resolved to approve the end of year accounts for 2018/19.

2. Certificate of Exemption
It was resolved that the Parish Council had met the requirements to certify itself exempt from external audit and the certificate was duly signed.

3. Annual Internal Audit Report
The internal auditor’s report was considered and it was noted that there were no matters to be brought to the attention of the Parish Council.

4. Annual Governance Statement
The Annual Governance Statement was considered and it was resolved that the accounting statements had been achieved and it was duly signed.

5. Accounting Statements
The Statement of Accounts was considered and it was resolved to approve and it was duly signed.

6. Invoices

1. David Hunter-Miller (salary and expenses): £519.22
2. HMRC (PAYE): £123.20
3. Worcestershire County Council Pension Fund: £216.49
4. Worcestershire CALC (subscription): £673.88
5. Worcestershire CALC (GDPR training): £30.00
6. Iain Selkirk (internal audit): £100.00
7. Plancopy and Print Services Ltd (printing): £22.50
8. Steve Burrows (allotment hose pipe and storage): £185.45
9. Susan MacLeod (Parish Meeting refreshments): £36.79
It was resolved to settle the above invoices and cheques were duly signed.

7. Clerk’s Delegation

1. David Hunter-Miller 23/04/19 (salary and expenses): £561.01
2. HMRC 23/04/19 (PAYE): £123.20
3. Worcestershire County Council Pension Fund 23/04/19: £216.49
The above payments made between scheduled meetings were noted.

20. Councillors’ reports and items for the next agenda
Flytipping / littering was reported on the B4084 Pershore Road near to the Junction 7 island, this would be reported to Wychavon District Council for investigation.

It was resolved to add the following items to the next agenda:
• Emergency Plan liaison
• Village Hall Working Group update

21. Date of Next Meeting
The next scheduled meeting is at 7:30PM on Tuesday 23rd July 2019.

The meeting closed at 10:27PM.