Minutes 18 August 2021

Meeting of Whittington Parish Council at 7:30PM on Wednesday 18th August 2021 at St Philip & St James Church, Church Lane, Whittington, WR5 2RQ

Minutes 08/2021

Present: Steve Burrows (Chair), Dan Bayliss, Jenny Knights, Steve Brooker, Susan MacLeod
In attendance: David Hunter-Miller (Clerk), David Chestney (Whittington Community Hall Committee)

1. Apologies for absence
Apologies were noted from Rob Stepniewski and Katie Lambeth-Mansell.

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.

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.

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

4.1. District Councillor
No report was available.

4.2. County Councillor
No report was available.

4.3. Whittington C of E Primary School
No report was available.

4.4. Whittington Church
Arrangements to remove the existing portacabin and construct a single storey building in its place (planning application 20/00790/FUL) were ongoing. All grant funding applications were now in place and it was anticipated that works could start on site Autumn 2021.

4.5. Brethren Church
No report was available.

4.6. Whittington Community Hall
An update was received under item 8.

4.7. Public participation
No questions were received.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meetings on the 27th July and 4th August 2021
It was resolved to adopt the minutes as a true record and they were duly signed by the Chair.

6. Progress reports

6.1. SWDP / Parkway Development
It was resolved to form a Working Group to enable discussion of SWDP/Parkway issues outside of scheduled meetings. It was resolved to appoint Councillors Jenny Knights, Steve Brooker and Katie Lambeth-Mansell to the Working Group. The Clerk would have delegated authority to make representations on behalf of the Working Group.

6.2. Whittington Walk development
No update was available.

6.3. Flooding, Church Lane
A comprehensive CCTV survey of the drainage systems on Church Lane (near to the Community Hall) had been undertaken and the results would be shared with Worcestershire County Council so that they could progress the issue.

7. Correspondence
No correspondence received.

8. Community Hall Project

8.1. To receive an update
An update was received on the new Community Hall:
• The website and booking systems were being finalised with 40 potential bookings already.
• Arrangements are being made for the opening event on Saturday 4th September 2021.
• New tables and chairs are being purchased.
• New fire equipment and extinguishers had been supplied and installed. The fire safety assessment would be undertaken shortly.
• Detailed risk assessments have been undertaken.
• An acoustic assessment was due to be undertaken to identify if any improvement measures could be implemented.

Detailed landscaping plans had been developed to make sure that the planting meets the needs of the hall and enhances the amenity of the area. The landscaping contract with HFN was being finalised with some work staring on site before the opening event in September.

It was resolved to sign the subcontractor collateral warranties relating to the mechanical & electrical, architectural and structural design services for the project as carried out by E.H. Humphries Ltd, Boughton Butler Ltd and Shire Consulting Limited (respectively).

8.2. Finance and budget expenditure
Two VAT126 refunds had been delayed totalling £56,244.72. Following an extensive dialogue with HMRC they had confirmed that their systems had failed on this occasion and apologised for the delay and inconvenience caused. The Clerk had received only a cursory response to the formal complaint that had been submitted and would follow this up.

The refunds had now been received and the final payments to Interclass PLC in relation to the Community Hall project could be processed.

8.3. Defibrillator: To consider the purchase and maintenance costs for a new defibrillator at the Community Hall.
Local businesses had made an offer to supply a defibrillator for the new Community Hall. The Community Hall Committee accepted the kind offer and would look to make arrangements for the installation and ongoing maintenance/running costs.

8.4. Clerk’s overtime: To consider and approve the Clerk’s overtime in relation to the Community Hall project.
A resolution was passed to exclude members of the public due to the confidential nature of this item.

It was resolved to approve an additional 25 hours overtime for the Clerk.

9. Planning

9.1. 21/01771/HP: Holmoak, Old Road, Whittington, Worcester, WR5 2RL. Demolition of conservatory and erection of single and two storey rear extension (Variation of Condition 2 Ref. 21/00763/HP).
It was resolved that the Parish Council had no additional objections or concerns.

9.2. 21/01698/HP: 7 Berkeley Close, Whittington, Worcester, WR5 2RF. Demolition of existing outbuilding and conservatory and erection of single storey rear extension.
It was resolved that the Parish Council had no objections or concerns.

9.3. S106 priority list: To receive an update on current S106 funding and to consider a priority list for potential future S106 contributions.
It was resolved to add this item to a future agenda for consideration.

10. Parish matters for discussion/decision

10.1. Bridleway 510(B) Diversion: To consider a response to the proposed diversion of bridleway 510B in relation to Whittington Walk phase 3.
It was clarified that the Parish Council had not specifically objected to the relocation of footpath 510(B) in previous planning objections submitted in relation to ‘phase 3’ of Whittington Walk. Accordingly it was not necessary to rescind our comments to allow the relocation of bridleway 510(B) to progress.

However, Wychavon District Council had confirmed that the Parish Council did not need to consider this matter at this time as Phase 3B had not yet received planning consent.

11. Lengthsman Scheme

11.1. To receive an update
There were no matters to report.

11.2. Work schedule
No items were requested for the Lengthsman’s work schedule.

12. Allotments

12.1. To receive an update
It was noted that a number of allotments had become quite untidy and were in breach of the Terms and Conditions; the relevant tenants would be contacted to ask that the plots are brought up to an acceptable standard.

13. Finance

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

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

13.3. Invoices

13.3.1. David Hunter-Miller (salary and expenses): £1,187.58
13.3.2. HMRC (PAYE): £399.00
13.3.3. Worcestershire County Council Pension Fund: £451.19
13.3.4. Interclass PLC (Community Hall Project): £30,620.07
It was resolved to settle the above invoices and cheques were duly signed.

14. Councillors’ reports and items for the next agenda
It was resolved to add the following items to the next agenda:
• SWDP/Parkway Working Group update
• Parish notice board (Community Hall)
• S106 wish list

15. Date of the next meeting
The next scheduled meeting is at 7:30PM on Tuesday 28th September 2021.

The meeting closed at 8:49PM.