Draft Minutes

Meeting of the Parish Council at 7:30PM on Monday 5th November 2018 at Wychbold Village Hall, School Road, Wychbold, WR9 7PU

Minutes

Present: Alyson Keane (Chair), Mike Jones, Sue Howarth, Doug Webb, Sean Mulvey (left the meeting at 8:00PM), Guy Dow (joined the meeting at 19:33PM)
In attendance: David Hunter-Miller (Clerk), Hugh Hamilton (District Councillor), Peter Tomlinson (County Councillor), members of the public

1. Apologies for absence
Apologies were received from Paul Brogan.

It was noted that Sean Mulvey would have to leave the meeting at 8:00PM.

2. Co-option
It was noted that there were currently seven vacancies on the Parish Council.

One application had been received Guy Dow; it was resolved to co-opt him onto the Parish Council and he joined the meeting from 19:33PM.

3. Declarations of interest
Sue Howarth declared a Disclosable Pecuniary Interest in item 11.1 – Allotments.
Guy Dow declared a Disclosable Pecuniary Interest in item 11.1 – Allotments.

4. Dispensations
It was resolved to grant Sue Howarth a dispensation for a period of two years to allow participation in discussions relating to item 11.1 – Allotments.

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

1. YMCA
Representatives of the YMCA were in attendance and provided a report on the Youth Club. It was understood that attendance figures were currently quite low and suggestions were made as to how to revitalise the club; for instance by providing Wi-Fi, TVs, computer gaming consoles etc. It was noted that storage of equipment was currently an issue.

It was resolved that the Wi-Fi password would be circulated for use by the Youth Club.

Peter Tomlinson offered funding to allow the purchase of equipment; further details and specific costs would be forwarded to him for consideration.

It was resolved to look into the equipment and storage issues in cooperation with the Village Hall Committee. Communication channels with the YMCA would be kept open.

2. Village Hall Committee
An update was received from the Village Hall Committee:
• Updated Terms & Conditions – adopted and available to view on the website and Hallmaster booking system.
• Hall user guide leaflet for hirers.
• Contacted regular hall hirers about changes to bookings.
• Booking fees – addition of a double hall/room price.
• Removal of deposits for bookings. All bookings now require upfront payment, with a 25% fee for early cancellation (deducted from the refund).
• CCTV camera installed in the main corridor to monitor authorised and unauthorised access, including CCTV signs to make hirers aware.
• Application to ICO approved with registration number.
• Membership to Communities First. *awaiting confirmation.
• Key management ‘stage 1’ complete, including key trackers.
• Website updated to include committee details, completed policies and procedures.
• All bookings have now been transferred from the old diary to hallmasters and is working well.
• Added Paypal payment option to Hallmasters. First customer has booked and paid online.
• Post box installed on the Village Hall wall (thank you to DPC members for assisting). Village Hall will be registered with Royal Mail this week for postal deliveries.
• Virtual number created. This number can be ported to any committee member’s mobile phone or land line.
• Complimentary kitchen bags for hirers using the kitchen. Excellent feedback about this. Kitchen is noticeably cleaner post hire.
• Gas boiler service booked.
• Door signs/stickers implemented.
• 1929 trust deed found – awaiting transcription and translation.
• Met with the cleaner for quality assurance and ordering of new equipment / cleaning materials.
• Plan for asset tracking (18/11/18).
• Quote for insurance (building, contents and trustee indemnity). *discuss with DPC first.
• Health & Safety items e.g. first aid box update.

3. District Councillor
Hugh Hamilton asked if the Parish Council would be applying for the Community Legacy Grant Scheme as submissions would be needed for this shortly. Further details would be circulated for consideration by the Parish Council.

4. County Councillor
Peter Tomlinson provided a ‘Top 5’ report on County Council matters.

The County Council’s budget was currently under review. There was increasing demand for social care and declining levels of funding from the government. A voluntary redundancy scheme had been put in place in an effort to reduce expenditure.

Concerns were raised at the speed of vehicles using the M5 junction 5 traffic islands; it was felt that the national speed limit was not appropriate.

5. Police
The following Police report was circulated:
• 12/10 – Webbs: Theft.
• 12/10 – Stoke Road, Wychbold: Theft.
• 12/10 – Astwood Lane, Stoke Prior: Theft.
• 13/10 – Holiday Inn, Worcester Road, Wychbold: Criminal Damage.
• 17/10 – Worcester Road, Wychbold: Theft.
• 18/10 – Cotswold Outdoor: Attempted Theft.
• 26/10 – Cotswold Outdoor: Theft.

6. Public participation
Members of the public raised concerns with vehicles travelling around the M5 junction 5 traffic island the wrong way. It was resolved to raise this with Highways England.

A member of the public asked if the draft minutes could be put in the notice boards in future.

The meeting resumed following the open session.

6. To consider and adopt the minutes from the Parish Council meeting on the 1st October 2018
It was resolved to adopt the minutes as a true record and they were signed by the Chair.

7. Progress reports

1. Dog fouling bins and signs
Arrangements were in hand to swap the bin on the playing field with the bin on St Richard’s Close as it was quieter in operation.

Four new dog fouling signs were on order for St Richard’s Road and De Wyche Close.

It was queried whether dog fouling bag dispensers could be provided; Hugh Hamilton agreed to look into this.

2. Firework night
It was noted that the firework night had been a great success. It was resolved to write a letter of thanks to the School PTA for organising the event.

3. Mini Explorers Nature Nursery
It was resolved to discuss this further with the Village Hall Committee. It was resolved to write to Mini-Explorers to confirm that the matter was still under review.

4. Footpath, School Road/Centurion Wood
Hugh Hamilton had been in contact with Fortis Living and Wychavon District Council and provided an update on this.

Fortis Living had a ‘SMILE’ fund that could potentially be applied for to allow the path to be upgraded to a tarmac type surface. Suitable permissions would need to be secured from Fortis Living and Wychavon District Council before proceeding further.

It was resolved that dropped kerb provision would not be pursued by the Parish Council and would be a matter for residents to take up.

5. Bench, St Richard’s Road
No update was available on this item; Fortis Living would be chased for a response.

6. Diamond Jubilee Community Recognition Award
Any nominations would be sent to the Clerk for submission.

7. Maintenance of trees on the allotments
No update was available.

8. Village of Culture application
It was noted that the Parish Council had passed the first stage of the application process. Discussions would continue with the Village Hall Committee to firm up the proposals.

9. Chateau Impney meeting
Members of the Parish Council had met with representatives of Chateau Impney to discuss future events and plans.

10. Fiona’s Orchard
No update was available.

11. A38 Wychbold speed data
Speed data was now available following a reduction in the speed limit from 40mph (2017) to 30mph (2018). It was noted that the northbound 85th percentile speed had lowered from 34 to 32mph but the southbound 85th percentile speed had increased from 34 to 36mph, similarly the northbound mean speed had lowered from 32 to 29mph but the southbound mean speed remained the same at 32mph.

8. Correspondence

1. Wychbold Church
It was resolved to sponsor a tree at the Wychbold Church’s Christmas Tree Event. It was resolved that up to £150.00 could be spent on the sponsorship, tree and decorations. Contributions for decorations and help to decorate the tree would be sought from the community.

2. Worcestershire County Council
The temporary closure order for C2085 Crown Lane, estimated for five days commencing 19th November 2018, was noted.

3. Worcestershire County Council
The invitation to the Libraries Member Briefing at Pershore Town Hall, 3PM Friday 9th November, was noted.

9. Planning

1. Neighbourhood Development Plan
It was agreed to defer further discussions on this until January 2019.

2. 18/02128/CLE: Church View, Stoke Road, Wychbold, WR9 0BT. Certificate of Lawfulness of Existing Use for light industrial (B2) and storage and distribution (B8).
It was resolved that the Parish Council had no objections or concerns.

10. Parish matters for discussion/decision

1. Youth Club
It was resolved that the Wi-Fi password would be circulated for use by the Youth Club.

Peter Tomlinson offered funding to allow the purchase of equipment; further details and specific costs would be forwarded to him for consideration.

It was resolved to look into the equipment and storage issues in cooperation with the Village Hall Committee. Communication channels with the YMCA would be kept open.

2. Communication
Updates would continue to be posted on the website, Facebook and in Community Link.

3. Pest control
It was resolved to contact a pest control company to catch the moles on the playing field.

4. Lengthsman
No specific work was requested for the month ahead.

5. Public Rights of Way
It was noted that the Parish Paths Warden covering Dodderhill had resigned but would still be undertaking volunteer work in the parish, such as with the Worcestershire Wildlife Trust at Pipers Wood.

The Parish Council extended their thanks for the work undertaken on the Rights of Way network.

6. Playing Field
The Clerk had made enquires with Payton’s Solicitors, Kidwell’s Solicitors and Thursfield’s Solicitors regarding the registering of the playing field with the Land Registry. It was resolved to appoint Thursfield’s Solicitors to take this forward, their fee estimate was £350.00 plus VAT.

11. Working Group reports

1. Allotments Working Group
The recommendations of the Working Group would be considered further at the next Parish Council meeting.

2. Playing Field Improvements
It was noted that a number of minor snagging works were outstanding and these were due to be completed imminently.

12. Finance

1. Clerk’s salary and expenses – £1070.59
2. HM Revenue and Customs (PAYE) – £82.60
3. Worcestershire County Council Pension Fund – £342.70
4. David Miles (Lengthsman) – £180.00
5. Oxford Products Ltd (allotment keys) – £50.00
6. PKF Littlejohn LLP (external audit) – £240.00
7. Eyelid Productions (website hosting) – £145.00
8. United Parish of Stoke Prior, W and UW (Community Link update) – £75.00
9. YMCA Worcestershire Ltd (youth club) – £330.00
10. YMCA Worcestershire Ltd (youth club) – £594.00
11. Sutcliffe Play (South West) Limited (signs) – £120.00
12. Alyson Keane (TENS licence) – £21.00
13. Jubilee Fireworks Ltd (fireworks donation) – £1250.00
It was resolved to settle the above invoices and cheques were duly signed.

14. Information Commissioner (registration) – to note DD payment of £35.00 dated 04/10/18
The above Direct Debit payment was noted.

15. To note the external auditor’s report
The External Auditor’s report was noted:
Sections 1 and 2 of the AGAR is in accordance with Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.

16. To consider and approve budget expenditure
It was resolved to approve the budget expenditure.

17. To consider and approve the bank reconciliation
It was resolved to approve the bank reconciliation.

18. To consider and approve the budget and precept requirements for 2019/20
It was resolved to defer discussions on this until the next meeting.

13. Councillors’ reports and items for the next agenda
The following items were agreed for the next agenda:
• Budget setting and precept requirements
• Notice board relocation/purchase
• Leaf blower purchase
• Co-option
• Wychavon District Council’s Community Legacy Grant Scheme
• Bench, St Richard’s Road update
• Village of Culture application update
• YMCA update
• Playing Field registration update

14. Date of the next meeting
The next scheduled meeting is at 7:30PM on Monday 3rd December 2018.

The meeting closed at 22:02PM.