Minutes 08 May 2018 Annual Council Meeting

Annual Meeting of the Parish Council at 7:00PM on Tuesday 8th May 2018 at Wychbold Village Hall, School Road, Wychbold, WR9 7PU

Minutes

Present: Alyson Keane (Chair), Adam Joynes, Doug Webb, Suzanne Shinn, Mike Jones, Sue Howarth (co-opted from 19:04PM)
In attendance: David Hunter-Miller (Clerk), Hugh Hamilton (Ward Councillor), members of the public

1. Election of a Chairman and signing the Declaration of Acceptance of Office
Alyson Keane was unanimously elected Chair.

2. Election of a Vice-Chairman
Adam Joynes was unanimously elected Vice-Chairman.

3. Co-option
Four applications for co-option had been received. It was agreed to co-opt Sue Howarth onto the Parish Council and she joined the meeting from 19:04PM. The remaining applications would be considered at the next full council meeting.

4. Apologies for absence
Apologies were received from James Leah, Sean Mulvey and Jo Lammas.

Peter Tomlinson (County Councillor) and Tony Carter (Police) also sent apologies.

5. Declarations of interest
Nil declared.

It was agreed that members should review their Register of Interests and apply for dispensations if it was required. The Clerk would circulate a briefing note to members.

6. Dispensations
Nil received.

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

1. To receive a report by the District Councillor
Wychavon District Council was still keen to support the introduction of Neighbourhood Development Plans. It was agreed to add Neighbourhood Development Plans to the next agenda.

Issues with HGV access along Stoke Road were ongoing and bollards had been requested by a resident; further details would be sought.

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

3. To receive a report by the Police
A Police report would be circulated following the meeting. The Police would be contacted regarding their lack of attendance at Parish Council meetings for a number of months.

4. To receive a report by the Village Hall Committee
An update was given on the activities of the Village Hall Committee. Plans for the redevelopment of the hall were being progressed.

5. Public participation
A resident raised concern at the new 30mph speed limit signs that were obscured by vegetation. It was confirmed that this had been reported to the County Council for attention.

The meeting resumed following the public open session.

8. To consider and adopt the minutes from the Parish Council meeting on the 3rd April 2018.
The minutes were agreed as a true record and were signed by the Chair.

9. Progress reports:

1. Speeding / traffic concerns on A38
It was noted that concerns had been raised by residents regarding vehicle speeds that were still considered quite high through the village. It was agreed to raise this with Peter Tomlinson.

Regarding previous concerns at speeding on the A38 by the Alms Houses, it was confirmed this was being investigated by the Safer Roads Partnership.

10. Playing field and Allotments:

1. To consider a hire agreement for the football pitch
It was agreed that the contract would start from August 1st 2018.

It was agreed that Wychbold Football Club (currently comprising six teams) would be granted sole use of the pitch. It was agreed that the Parish Council would be consulted if additional teams were using the pitch.

Following revision to allow for sole use, the pitch hire agreement and service level agreement were agreed.

It was agreed that the annual rate for sole hire of the pitch would be £3,300.

2. To consider access arrangements to the playing field and allotments
A site meeting would be arranged to review this and it would be added to the next agenda for further consideration.

3. To consider parking arrangements for the allotments
A site meeting would be arranged to review this and it would be added to the next agenda for further consideration.

4. To consider quotes received for grounds maintenance / grass cutting
Three quotes for grounds maintenance had been received and were considered. It was agreed to continue with Stoulton Groundcare for the playing field maintenance but their rate would be queried in light of lower quotes received. It was agreed to request that all grass cuttings be collected in future.

11. Correspondence:

A resident had written to the Council with a number of concerns:
• Suspect tree in Chequers lane – it was noted that this had been inspected but deemed in a safe condition.
• 30 mph signs on A38 – this matter had already been raised with the County Council.
• Pot holes in Crown Lane – this would be raised with the County Councillor.
• Parish Council News – a newsletter was under review.
• Footpath blocking by vehicles – it was hoped that the Police would attend a future meeting to discuss this.
• Junction layout, Chequers Lane onto A38 – it was noted that this matter had already been investigated by the County Council and that no action was proposed.
• Traffic lights at southbound slip road A38/M5 – some improvement had been noted but the highway authority was still investigating.
• Pedestrian Crossing, A38 – it was noted that this matter had already been investigated by the County Council and that no action was proposed.
• Proposed new development – this would be discussed at a future meeting when planning permission has been applied for.

1. To consider the consultation on the review of Local Government Ethical Standards.
No comments.

12. Highways:

1. To consider highway maintenance issues throughout the parish
No issues were reported.

2. To consider quotes received for grass verge cutting
It was agreed to review this later in the year following the growing season.

13. Planning:

1. 18/00362/HP – 14A St Richards Road, Wychbold, Droitwich Spa, WR9 7PW. Two storey side extension and alterations to front porch.
No comments.

2. 18/00667/ADV – Little Chef, Rashwood Hill, Rashwood, Droitwich Spa, WR9 0BS. Fabricated aluminium banner stand.
No comments.

14. Parish matters for discussion/decision

1. General Data Protection Regulation
In light of new guidance from the Information Commissioner it was agreed that a Data Protection Officer was not necessary and the relevant policy procedures would be revised accordingly.

2. Lengthsman:

1. To consider participation in Worcestershire County Council’s Lengthsman Scheme 2018/19
It was agreed to continue participation in the Lengthsman Scheme 2018/19.

2. To consider the work schedule for the month ahead
No items reported.

3. Public Rights of Way
No items reported.

4. Social Media
The implementation of the adopted Social Media policy was considered and it was agreed that the Clerk would set up a Facebook page to allow one-way communication to residents. The page would be managed solely by the Parish Clerk.

It was agreed to pursue a newsletter and this would be discussed further at the next meeting.

5. Retention Schedule
A document retention schedule was considered and adopted.

6. Village Hall car park
Alterations and extensions to the car park were considered and agreed, these would be brought forward if possible.

7. Playing field improvements
Grant funding for phase one of the playing field improvements (children’s’ play area) had been approved and an order would be placed with Sutcliffe Play Ltd imminently.

15. Annual business as per Standing Orders

1. CCTV Policy
2. Code of Conduct
3. Equal Opportunities Policy
4. Financial Regulations
5. GDPR Data Privacy Policy
6. GDPR Data Protection Policy
7. GDPR Data Security Incident Procedure
8. GDPR Subject Access
9. Social Media Policy
10. Standing Orders (NALC’s revised model)
11. Data Audit
12. Insurance cover
13. Inventory of Assets
14. Risk Schedule
All of the above policies, procedures and documents were agreed.

16. Finance:

1. Clerk’s salary and expenses – £983.73
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. Stoulton Groundcare Ltd (grass cutting) – £162.54
8. Alyson Keane (expenses) – £26.49
9. Mike Jones (padlock keys and fittings) – £47.04
10. Broad Street DIY Ltd (rock salt) – £65.90
11. Worcestershire CALC (subscription) – £1023.93
12. Zurich Municipal (insurance) – £2,053.00
All of the above payments were agreed and cheques duly signed.

13. To note Direct Debit payment to BT (phone services) – £68.16
The above direct debit payment was noted.

14. To consider a donation to Wychbold Community Fete
It was agreed to donate a maximum of £300 and supporting invoices for actual costs would be requested.

It was agreed to request that future fetes do not clash with the Droitwich Food and Drink Festival.

15. To consider and approve the year end accounts
The year end accounts and bank reconciliation were considered and approved.

17. Councillors’ reports and items for the next agenda

The following items were agreed for the next agenda:
• Road adoption
• Notice boards
• Newsletter
• Allotments access and parking
• Police attendance
• Neighbourhood Development Plans

18. Date of the next meeting
The Annual Parish Meeting is scheduled for 7PM on Tuesday 15th May 2018.

The next scheduled Parish Council meeting is at 7:30PM on Monday 4th June 2018.

19. Clerk’s Salary
A resolution was passed to exclude members of the public due to the confidential nature of this item.

The NJC 2018-2019 National Salary Award was approved.

The meeting closed at 21:24PM.