Minutes 03 April 2018

Meeting of the Parish Council at 7:30PM on Tuesday 3rd April 2018 at Wychbold Village Hall, School Road, Wychbold, WR9 7PU


Present: Alyson Keane (Chair), Adam Joynes, Mike Jones, Jo Lammas, Doug Webb, James Leah, Sean Mulvey, Suzanne Shinn
In attendance: David Hunter-Miller (Clerk), Hugh Hamilton (District Councillor), members of the public

1. Apologies for absence
Apologies were received from Peter Tomlinson (County Councillor).

2. Declarations of interest
Nil declared.

3. Dispensations
Nil received.

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

1. To receive a report by the District Councillor
Hugh Hamilton provided a brief report on District Council matters.

2. To receive a report by the County Councillor
No report available.

3. To receive a report by the Police
A report from the Police was noted.

It was hoped that the Police would be in attendance at the next meeting.

4. To receive a report by the Village Hall Committee
An update was provided on the Village Hall.

5. Public participation
Members of the public raised concerns regarding a post on the Wychbold Network Facebook page regarding use of the playing field. It was agreed to review procedures for future communications on social media.

A member of the public raised an issue with a muddy footway (from School Road to Webb Drive); it was confirmed that the matter was already being investigated by Wychavon District Council.

An allotment holder requested a key for the padlock at the top of the playing field; it was confirmed that additional keys were being cut and would be circulated as soon as possible.

The meeting resumed following the public open session.

5. To consider and adopt the minutes from the Parish Council meeting on the 5th March 2018.
The minutes were agreed as a true record and were signed by the Chair.

6. Progress reports:

1. Co-option
It was confirmed that the two additional vacancies were available to co-opt into. There are a total of five vacancies on the Parish Council currently.

Three members of the public in attendance were interested in joining the Parish Council and so co-option would be added to the next agenda.

2. Dog fouling signs
Complaints had been received regarding dog fouling in St Richards Close; it was agreed to provide one dog fouling sign for this location.

3. Speeding / traffic concerns on A38
It was noted that the proposed speed limit reduction through Wychbold was due to be implemented by the end of April 2018.

The speeding concerns relating to the A38 near the Alms Houses had been raised with the Safer Roads Partnership.

7. Highways:

1. To consider actions in response to illegal footway parking.
There was concern that vehicles were parking on the footway at various locations in the parish, making it difficult for footway users and residents. It was agreed to raise this issue with the Police at the next meeting.

2. To consider possible future areas of responsibility for grass verge cutting.
It was agreed to pursue quotes with Stoulton Groundcare for cutting of highway verges (in addition to the regular cutting undertaken by Worcestershire County Council).

8. Correspondence:

1. To note invitation to participate in the 40th anniversary of the Wychavon Parish Games.
It was agreed to apply for an information pack.

2. To consider the consultation on the review of Local Government Ethical Standards.
It was agreed to defer a decision on this matter until Peter Tomlinson was in attendance.

9. Planning:

1. Neighbourhood Development Plan (NDP)
It was agreed to postpone work on a Neighbourhood Development Plan indefinitely.

2. 18/00318/HP – Riverbank, Crown Lane, Wychbold, Droitwich Spa, WR9 0BX. Small accessible extension to form ensuite and filling of passage between garage and house.
No objections.

3. 18/00041/FUL – Land Adjacent Corbett Business Park Shaw Lane Stoke Prior Worcestershire B60 4EA. Erection of New Industrial Units.
It was noted that concerns had been raised by residents regarding HGV access. It was agreed to highlight that the rail bridge on Stoke Road / Shaw Lane restricts access for taller vehicles and that this already causes difficulty for a number of HGV drivers who, unable to progress under the bridge, find themselves unable to turn around. Alternative routes that avoid the low bridge were also not ideal for larger vehicles.

4. 18/00370/HP – 1 Richardson Close, Wychbold, Droitwich Spa, WR9 7PX. Two storey side extension with single storey rear extension.
No objections.

5. 18/00485/CLE – Chateau Impney Hotel, Impney, DROITWICH SPA, WR9 0BN. Certificate of Lawfulness of Existing Use for use of existing building as a storage facility (B8).
No objections.

6. 18/00533/HP – 54 Shaw Lane, Stoke Prior, HANBURY, B60 4DX. Erection of single storey rear and side extensions with front porch.
No objections.

7. 18/00547/FUL – Mcdonalds Restaurant, Worcester Road, Wychbold, Droitwich Spa, WR9 7PA. Rear open air ‘Coral’ Extension.
It was agreed to comment on the potential for increased light and noise pollution and suitable mitigation measures would be requested. Additional pest control would also be requested as it was understood that this was a continuing problem.

10. Playing field / playground:

1. To note actions in response to condition reports.
It was noted that repair work was being undertaken to attend to the issues identified in the safety reports.

2. To consider emergency access arrangements.
It would be confirmed with the safety inspector that access arrangements for the playing field have been discussed with the ambulance and fire services.

3. To consider access arrangements to the playing field and allotments.
It was agreed to order additional keys for the playing field (by the allotments) and to supply keys to allotment holders as required.

It was agreed to defer the decision to provide a kissing gate onto Stoke Road until a future meeting.

4. To consider a hire agreement for the football pitch.
A football pitch hire agreement was considered for the following football season. For the service level agreement the following terms would be included:
• The playing field will be cut throughout the growing season at a frequency determined by the Parish Council. Additional cuts to the pitch, if required, are the responsibility of the football club(s).
• Line marking is the responsibility of the football club(s).
• Goal posts, nets and corner flags are not supplied and if required will be provided and maintained by the football club(s).

It was agreed to set pricing as follows:
• Casual hire: £20.00
• Casual hire including use of village hall changing rooms: £25.00
• Season hire: £220.00
• Season hire including use of village hall changing rooms: £275.00

All bookings would include hire of both small and full-sized pitches.

The agreement would be further refined and considered at the next meeting.

11. Parish matters for discussion/decision

1. General Data Protection Regulation
The Parish Council considered the impact of the GDPR on the Parish Council and approved the following policies and procedures:
• Data Privacy Policy
• Data Protection Policy
• Data Breach Procedure and log
• Data Protection Impact Assessment
• Subject Access Form and Guidance
• Contract Clauses Templates
• Privacy Notice Templates
• Documentation of personal data

It was agreed to review the appointment of a Data Protection Officer at a future meeting. A Document Retention Schedule would also be considered and adopted in light of the new regulation.

2. Annual Parish Meeting
It was agreed to hold the Annual Parish Meeting at 7PM on Tuesday 15th May.

3. Youth Club
The proposed Service Level Agreement with the YMCA was considered. It was agreed to reduce the frequency of the Youth Club during holiday periods and request a minimum of two members of staff, otherwise the agreement was approved.

4. Lengthsman
No items were reported.

5. Public Rights of Way
No items were reported.

6. Playing field improvements
It was noted that the bid for S106 funding via Wychavon District Council’s Localism Panel had been successful. Work was progressing on the first stages of the playing field improvements.

Various methods of communication were considered and it was agreed to communicate an update via the notice boards, community link and the website.

12. Contracts

1. Lengthsman
It was agreed to re-appoint David Miles.

2. Internal Auditor
It was agreed to re-appoint Iain Selkirk.

3. Grounds Maintenance
It was agreed to pursue additional quotes for grounds maintenance.

13. Finance:

1. Clerk’s salary and expenses – £974.12
2. HM Revenue and Customs (PAYE) – £80.00
3. Worcestershire County Council Pension Fund – £336.00
4. Maureen Addy (handyman) – £85.00
5. Martin Hill (inspections) – £40.00
6. David Miles (Lengthsman) – £180.00
7. David Miles (Lengthsman) – £180.00
8. Broad Street DIY Ltd (rock salt) – £126.80
9. Mike Jones (padlock) – £26.92
10. Alyson Keane (printer ink) – £24.99
11. Society of Local Council Clerks (subscription) – £197.00
12. Fenland Leisure Products Ltd (playground equipment) – £491.52
13. Access & Vision (Midlands) Ltd (CCTV) – £402.00
14. Access & Vision (Midlands) Ltd (CCTV) – £108.00
The above payments were agreed and cheques duly signed.

15. To note Direct Debit payment to BT (broadband services) – £125.76
The above direct debit payment was noted.

14. Councillors’ reports and items for the next agenda
It was agreed to write to Worcestershire County Council regarding the poor visibility at the Chequers Lane / Stoke Road junction.

The damaged notice boards would be repaired before the next meeting.

The following items would be added to the next agenda:
• Use of Facebook / social media
• Co-option
• Communication methods for S106 project
• Pitch hire agreement
• Highway maintenance issues through village

15. Date of the next meeting
The next scheduled meeting is the Annual Meeting of the Parish Council at the earlier time of 7PM on Tuesday 8th May.

The Annual Parish Meeting is at 7PM on Tuesday 15th May.

The meeting closed at 10:12PM.