Minutes 11 August 2020

Online meeting of Whittington Parish Council at 7:30PM on Tuesday 11th August 2020 via ‘Zoom’

Minutes 08/2020E

Present: Steve Burrows (Chair), Jenny Knights, Liz Potter, Steve Brooker, Rob Stepniewski, Susan MacLeod
In attendance: David Hunter-Miller (Clerk), Malcolm MacLeod (Chair Village Hall Management Committee), David Chestney (Village Hall Management Committee), Jem Teal (Wychavon District Council), Rob Adams (District and County Councillor), members of the public

1. Apologies for absence
Apologies were received from Dan Bayliss.

2. Declarations of Interest
Susan MacLeod declared a Disclosable Pecuniary Interest in all items pertaining to Whittington Community Hall.

Steve Brooker declared a Disclosable Pecuniary Interest in all items pertaining to Whittington Community Hall.

Liz Potter declared a Disclosable Pecuniary Interest in all items pertaining to Whittington Community Hall.

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

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

A dispensation had previously been granted to Liz Potter to allow participation and voting on all matters pertaining to Whittington Community Hall.

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

4.1. Public participation
No matters were raised.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on Tuesday 28th July 2020
It was resolved to adopt the minutes as a true record and these were duly signed by the Chair.

6. Progress reports

6.1. Lengthsman
A date for the proposed online Lengthsman training session was still awaited.

6.2. SWDP/Parkway Development
Councillors had attended a recent online meeting; it was encouraging that environmental, transport, schooling, health, wildlife and other subjects were being discussed and considered in detail.

7. Community Hall Project

7.1. Public Consultation: To consider the results of the recent Community Hall / precept consultation.
The consultation period ended on 10th August 2020 and 118 responses had been received. The results for each question were as follows:
1) Do you support the build of a new hall? 76.27% in favour
2) Do you support the increased precept? 62.71% in favour

It was considered that a good response rate had been achieved (23.9%). It was noted that if those who did not respond were considered to have no objection then the results for each question would be as follows (this data would NOT be used in support of the loan application):

1) Do you support the build of a new hall? 94.3% in favour or no objection
2) Do you support the increased precept? 91.1% in favour or no objection

7.2. Public Works Loan: To consider seeking the approval of the Secretary of State for Housing, Communities and Local Government to apply for a PWLB loan of £420,000, repayable over a period of 35 years, for the purpose of a Community Hall rebuild.
It was unanimously resolved to seek the approval of the Secretary of State for Housing, Communities and Local Government to apply for a PWLB loan of £420,000, repayable over a period of 35 years, for the purpose of a Community Hall rebuild.

It is also intended to increase the Council tax precept for the purpose of the loan repayments by 104% which is the equivalent of an additional £36 a year for a ‘Band D’ property.

7.3. Business Case: To consider a business case for the project to support the PWLB application (if approved).
It was felt that the Community Hall Committee might benefit from a reorganisation to ensure that it can maximise the potential of the proposed new facility; a review of the Charity Committee structure would be considered accordingly. The appointment of a professional Community Hall Manager would be considered, but only when the new hall had been opened and established.

Concern was expressed that Coronavirus may still be an issue when the proposed new building is opened next year and this should be planned for.

It was resolved to update the business case for the Community Hall Project for submission alongside the PWLB application.

7.4. Tendering: To receive an update on the construction tender process.
It was noted that the tender/contract negotiations were ongoing, but it was confirmed that there was a firm commitment on the figure of £760k (+VAT) for the completed build costs. Formal acceptance of the contract could only take place once the PWLB approval had been received; the loan application would be expedited accordingly.

7.5. Newsletter: To consider a parish newsletter detailing the results of the consultation and to provide an update on the project.
It was resolved to publicise the consultation results via the website, social media and noticeboards.

Once the outcome of the PWLB application was known a newsletter with a detailed update on the project would be circulated to parishioners.

8. Planning

8.1. 19/01803/RM: Land North of Taylors Lane and South of Broomhall Way (A4440). Application for the approval of Reserved Matters (appearance, landscaping, layout and scale) pursuant to planning permission ref. 13/01617/OUT for Phase H1 of the proposed residential development comprising 36 dwellings, public open space (including LEAP), allotments, landscaping and associated infrastructure.
It was resolved that the Parish Council had no objections or concerns.

9. Finance

9.1. Budget
It was resolved to adopt a provisional budget for the 2021/22 financial year.

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

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

9.4. Invoices

9.4.1. David Hunter-Miller (salary and expenses): £778.52
9.4.2. HMRC (PAYE): £135.46
9.4.3. Worcestershire County Council Pension Fund: £279.49
It was resolved to settle the above invoices and cheques were duly signed.

10. Councillors’ reports and items for the next agenda
No matters were reported.

11. Date of the next meeting
The next scheduled meeting is at 7:30PM on Tuesday 22nd September 2020.

The meeting closed at 8:45PM.