Draft Minutes

Meeting of Whittington Parish Council on Tuesday 26th March 2019 at 19:30PM at Whittington Village Hall

Minutes 03/19

Present: Susan MacLeod (Chair), Stephen Brooker, Dan Bayliss, Steve Burrows, Jenny Knights, Nick Golledge (from 19:55PM)
In attendance: Malcolm MacLeod (Chair Village Hall Committee), Rob Adams (District and County Councillor), members of the public

1. Apologies for absence
Apologies were received from Rob Stepniewski.

2. Declarations of Interest
Nil declared.

3. Dispensations
Nil received.

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

1. District Councillor
Rob Adams provided a report on District Council matters.
• It was possible that there would be a review of District Council ward boundaries.
• There had been a spate of vehicle vandalism in the district.

2. County Councillor
Rob Adams provided a report on County Council matters.
• The waste processing facility at Hartlebury was looking to increase output.
• The Worcestershire Parkway Station was now expected to open autumn 2019.
• A vehicle speed survey had been undertaken in the village; the data would be available shortly and would be shared with the Parish Council.

3. Whittington Village Hall
The Village Hall Committee thanked the Parish Council and Rob Adams for their work on the Community Legacy Grant. The grant application had been successful and £300,000.00 plus £1137.00 New Homes Bonus had been offered, subject to conditions.

Additional funding would be sourced from available S106 contributions, from Village Hall reserves and from a donation from the Parish Council (already agreed). The Parish Council were asked to consider additional funding options, such as a public works loan, to raise the remaining capital.

There would be a quiz/fish and chip night on the 10th May 2019 at the village hall.

4. Police
The Police had confirmed that there had been no reported incidents since the last Parish Council meeting in January.

5. Whittington Church
No report available.

6. Brethren Church
It was reported that cars parked on the verges near to the Brethren Church were causing damage. It was understood that this was in Warndon Parish and so it was resolved to write to Warndon Parish Council to highlight the issue. Rob Adams also agreed to raise this with the new Highways Liaison Officer for investigation.

7. Public participation
No questions were received.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on the 22nd January 2019
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

6. Progress reports

1. Legacy Grant application
This was covered during item 4.3 ‘Village Hall’.

2. Councillor vacancies
One application had been received from Nick Golledge to fill the vacancy and it was resolved to co-opt him onto the council with immediate effect and the Declaration of Acceptance of Office was duly signed. It was noted that all seats were up for election May 2019.

3. Lengthsman
It was resolved to ask the Lengthsman to attend to the following issues:
• Cutting vegetation/hedges obscuring signs on Church Lane
• Cleaning of village gateway features and replanting
• Strimming and maintenance of the bank at the bottom of Old Road by the turning area
• Litter picking (as an additional duty not for reimbursement by the County Council)

4. Vehicular Activated Sign
It was noted that the Lengthsman had access to a suitable charger already.

Cllr Brooker would arrange the handover of the batteries and the Clerk would contact the Lengthsman to arrange training on fitting and maintaining the sign.

5. Whittington signs
It was noted that the sign posts had been installed and the new signs were expected to be fitted shortly.

6. Verge trip rail installation
It was noted that wooden trip rail had been installed at the entrance to the village to deter parking.

7. Wildmore road adoption
No update was available.

8. Fibre broadband
It was noted that work was progressing well on the fibre broadband installation and the scheme would now cover a number of additional properties.

9. Website
It was resolved to allow the Village Hall Committee to submit content for the new website and it was hoped that in future a hall booking system could be integrated into the site.

7. Correspondence

1. Wychavon District Council
The invite to the Wychavon Parish Games 2019 was noted.

2. Resident
A member of the public had reported an unlicensed scrap yard / recovery business being operated from residential property on the B4084 Whittington Road. Rob Adams agreed to look into the matter with Wychavon District Council.

8. Planning

1. 19/00588/RM: Land Rear of Hill House, Swinesherd Lane, Spetchley. Reserved matters approval for erection of a pedestrian and cycle bridge over the A4440, in accordance with condition 15 in relation to the outline reference 15/01514/OU.
It was resolved to comment on the application. The Parish Council are concerned that these essential pedestrian and cycle improvements are being further delayed and seek reassurance that this work will be completed as per original schedule and timescales. The Parish Council would, however, be open to discussions on alternative pedestrian provision, such as an at-grade pedestrian crossing, as it is felt that this might offer additional benefits.

Additionally there are concerns that the footpaths on the Whittington Walk site are not in accordance with approved plans. It was resolved to write to Wychavon District Council to request a copy of the approved plans so that the footpaths could be reviewed and verified.

9. Parish matters for discussion/decision

1. Annual meetings
It was resolved to hold the Annual Meeting of the Parish Council at 7:30PM on Tuesday 21st May 2019.

It was resolved to hold the Annual Parish Meeting at 7:00PM on Tuesday 7th May 2019.

2. Lengthsman Scheme
It was resolved to sign the County Council’s Lengthsman Scheme agreement for 2019/20 and to re-engage Sam Joyner as Lengthsman for this period.

3. Local Council Award Scheme
It was resolved to pursue the Foundation Award in the Local Council Award Scheme. The Clerk and Steve Burrows would review the requirements.

4. Data Retention and Records Management
It was agreed to adopt a Data Retention and Records Management policy.

5. Communications
It was resolved to allow up to £50.00 for the cost of printing a leaflet to advertise the new website, the allotments and other Parish Council facilities. Steve Burrows would take the lead on this. It was hoped that the flyer could be distributed alongside the flyer for the quiz/fish and chip night.

10. Committee and Working Group reports

1. Allotments Working Group

1. To consider any rent adjustments for the 2020/21 period
It was resolved that there would be no rent increase for the 2020/21 period.

2. To consider the purchase of two 40m hose reels for the allotments
It was resolved to allow up to £200.00 to cover the purchase of two 40m hose reels for the allotments.

2. Highways and Byways

1. Parking restrictions
Worcestershire County Council had asked the Parish Council to liaise with Whittington Primary School over the proposed parking restrictions. Councillors had met with the Head Teacher and Governors who had expressed a desire for the parking restriction to be from 10:30AM-11:30AM to better accommodate school staff. Councillors felt that this would reduce the impact of the scheme and so resolved to continue to support a restriction from 11:00AM to 12midday.

2. Highway maintenance
It was noted that there were damaged fence panels between the A4440 and Whittington village. It was resolved to ask Worcestershire County Council to attend to this and to enquire as to likely timescales.

It was noted that a blue direction sign in the vicinity was damaged and this would also be reported to the County Council.

3. Highway safety
Concerns were raised regarding the poor visibility at the A4440 Whittington roundabout. Rob Adams agreed to raise the matter with the County Council and request a review of the junction to see if any safety improvements could be made.

11. Finance

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

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

3. Bank mandate
It was resolved to approve new bank mandate forms and these were duly signed by the relevant signatories.

4. Internal Audit
It was resolved to appoint Iain Selkirk FCA to review the 2018/19 accounts.

5. Invoices

1. David Hunter-Miller (salary and expenses): £367.86
2. HMRC (PAYE): £78.80
3. Worcestershire County Council Pension Fund: £138.25
4. Whittington Village Hall Charitable Trust (room hire): £30.00
5. Whittington Village Hall Charitable Trust (room hire): £30.00
6. Eyelid Productions Ltd (website): £650.00
7. S Joyner (allotments): £945.00
It was resolved to settle the above invoices and cheques were duly signed.

6. Clerk’s Delegation

1. David Hunter-Miller 26/02/19 (salary and expenses): £348.59
2. HMRC 26/02/19 (PAYE): £78.60
3. Worcestershire County Council Pension Fund 26/02/19: £138.25
The above payments were noted.

12. Councillors’ reports and items for the next agenda
The following items were agreed for the next agenda:
• Whittington Walk update (footbridge, footpaths)
• Possible ‘no entry’ sign on Walkers Lane to deter rat running

13. Date of Next Meeting
The Annual Meeting of the Parish Council is scheduled for 7:30PM on Tuesday 21st May 2019.

The Annual Parish Meeting is scheduled for 7:00PM on Tuesday 7th May 2019.

A resolution was passed to exclude members of the public due to the confidential nature of the following items.

14. Clerk’s Employment

1. To consider and review the Clerk’s working hours
It was resolved to increase the Clerks contracted hours to 11 hours per week with immediate effect.

2. To consider the 2019/20 National Joint Council pay scale recommendations
It was resolved to adopt the NJC pay scale recommendations for 2019/20 and increase the Clerk’s salary to SCP22.

The meeting closed at 22:01PM.