Draft Minutes

Meeting of the Staffing Committee at 6:30PM on Monday 7th January 2019 at Wychbold Village Hall, School Road, Wychbold, WR9 7PU

Minutes

Present: Alyson Keane (Chair), Sue Howarth, Doug Webb
In attendance: David Hunter-Miller (Clerk), Mike Jones (Councillor), Sean Mulvey (Councillor)

1. Apologies for absence
Nil.

2. Declarations of interest
Nil declared.

3. Dispensations
Nil received.

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

1. Public participation
Nil.

The meeting resumed following the open session.

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

6. Date of the next meeting
The Staffing Committee would be conducting interviews on Friday 11th January 2019.

A resolution was passed to exclude members of the public due to the confidential nature of the following items.

7. Clerk’s Contract
It was resolved to utilise NALC’s model Contract of Employment, suitably amended for Dodderhill Parish Council:
• Employees would be appointed on a single salary point to be reviewed annually; however an additional salary point would be added for completing CiLCA or another other relevant qualification.
• Membership of the Local Government Pension Scheme would continue to be offered.
• Work above normal working hours would, subject to the Council’s approval, afford time off in lieu.
• The notice period for employees would be increased to three months.

8. Clerk Vacancy
Councillors used a scoring matrix to shortlist applicants for interview, currently scheduled for Friday 11th January 2019.

It was noted that there had been an excellent response to the vacancy advert and four candidates would be approached for interview.

The meeting closed at 7:17PM.


Meeting of the Parish Council at 7:30PM on Monday 7th January 2019 at Wychbold Village Hall, School Road, Wychbold, WR9 7PU

Minutes

Present: Alyson Keane (Chair), Doug Webb, Mike Jones, Sean Mulvey, Sue Howarth, Guy Dow, Dale Mason (from 19:47PM)
In attendance: David Hunter-Miller (Clerk), Hugh Hamilton (District Councillor), members of the public

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

Peter Tomlinson (County Councillor) also sent his apologies.

2. Declarations of interest
Alyson Keane declared a Disclosable Pecuniary Interest in item 8.2 – 18/02398/FUL.
Sue Howarth declared a Disclosable Pecuniary Interest in item 10.1 (allotments).
Guy Dow declared a Disclosable Pecuniary Interest in item 10.1 (allotments).

3. Dispensations
It was noted that Sue Howarth had been granted a dispensation to allow participation in discussions relating to Item 10.1 (allotments).

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

1. District Councillor
Hugh Hamilton provided a report. Details of Wychavon District Council’s Community Grants Scheme were circulated.

2. County Councillor
No report was available.

3. Police
The following Police report was noted:
4/12 – Swan Public House, Worcester Road. Theft from motor vehicle.
5/12 – Swan Service Station, Worcester Road. Attempted theft from motor vehicle.
10/12 – Wychbold Allotments (Reported on 10/12 between 24/11-10/12). Theft.
11/12 – Webbs of Wychbold. Attempted theft.
12/12 – Cotswold Outdoor at Webbs of Wychbold. Theft.
14/12-17/12 – Chichester Caravans Worcester Road. Theft.
25/12 – Ford Lane, Elmbridge. Burglary.

4. Village Hall Committee
The Village Hall Committee had sent a report, excerpt as follows:
• The Village Hall Santa’s Grotto event was a huge success, despite Santa cancelling his visit at the last minute. Thankfully another Santa stepped in. The feedback was very positive and two bookings were generated from the event itself but, more importantly, £100 was raised for St. Richard’s Hospice – which will be handed over this month. WVH committee would also like to thank Morrisons Bromsgrove for donating food and gifts.
• The committee secretary/caretaker is meeting with the local church next week to finalise plans for the parent and baby group. The hope is this will be up and running by the end of January. Morrisons have also indicated they may be able to assist with providing food and/or toys.
• Bookings, in general, are stable and ‘word of mouth’ bookings have increased.
• The village hall committee is reviewing key and access management.

5. Public participation
A member of the public asked for an update on relocating the noisy dog fouling bin.

A number of local residents attended the meeting and voiced concerns over item 8.2 (18/02398/FUL: Land Rear of Sunnyhill House).  These concerns were supported by the Parish Council and would be captured in the planning comments sent to Wychavon District Council.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on the 3rd December 2018.
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

6. Progress reports

1. Councillor vacancies and co-option
Dale Mason had submitted an application to be co-opted. It was resolved to co-opt Dale Mason onto the Parish Council and he joined the meeting from 19:47PM.

2. Village hall windows and doors
It was noted that the new windows and doors had been fitted and that the insurance claim had been settled. The insurance settlement had included an overpayment (for VAT) and so a refund for this would be arranged (item 11.10).

It was suggested that Wychbold Village Hall Committee should review emergency exit arrangements.

The Parish Council extended their thanks to Maureen and Bob Addy for attending to the village hall over Christmas.

3. CALC Community Engagement seminar
Sue Howarth provided a report on CALC’s Community Engagement Seminar. Suggestions for improving community engagement were put forward and would be discussed further at a future meeting.

4. Budget and tax base
It was noted that the ‘Band D’ charge for 2019/20 would be £49.47, an increase of 35.2% over 2018/19. This was due to the increase in budget to cover maintenance and replacement of the Parish Council’s extensive new play facilities. It was noted that this still compared very favourably with the national average ‘Band D’ charge of £64.05.

5. Playing field registration
It was noted that Thursfields Solicitors had been appointed to register the playing field.

6. Playing field inspections
It was confirmed that playing fields inspections were currently being undertaken by Councillors but arrangements were being made to appoint an inspector for formal inspections in future.

7. Correspondence

1. Fireworks display
Correspondence had been received from a member of the public who had raised concerns regarding Wychbold School PTA’s fireworks event. The Clerk had responded and the concerns had been noted.

2. Worcestershire County Council
An invite to Worcestershire County Council’s Budget Engagement Meeting at 6:00PM on the 23rd January 2019 at County Hall was noted.

8. Planning

1. Neighbourhood Development Plan
It was noted that the Parish Council had previously resolved to pursue a Neighbourhood Development Plan but this had been deferred due to low numbers on the Parish Council (at the time). It was resolved to restart the project and engage the public through the website and newsletter with a view to encouraging participation on a Steering Group.

2. 18/02398/FUL: Land Rear of Sunnyhill House, Stoke Road, Wychbold. Full planning permission for 33 dwellings comprising 100% affordable housing, including public open space, landscaping, sustainable drainage and associated infrastructure.
Alyson Keane had declared a Disclosable Pecuniary Interest and so left the meeting at 20:10PM whilst this item was discussed. It was noted that Sue Howarth and Guy Dow were nearby allotment holders but it was considered that this did not constitute a conflict of interest.

Doug Webb was unanimously elected as interim Chair.

It was resolved to object to this application, citing the following concerns:
• There is a high percentage of affordable housing in the village and the area is saturated, any further housing of this type is wholly unnecessary and would not meet the needs of the community.
• The parish has already exceeded its quota for new housing development and further development of this magnitude cannot be justified. There are already additional large housing developments proceeding in nearby Stoke Prior.
• The proposed greenfield site falls outside of the identified settlement boundary and so would not be sympathetic to the current built form. There is significant concern that this development will give justification to other, potentially larger, developments in the future.
• There is concern at the large quantity of additional vehicle movements that would be generated by these proposals. The site is accessed by a number of local roads that already suffer from congestion and road safety issues and therefore additional vehicle movements will only exacerbate these issues.
• The Parish Council note the considerable loss of amenity that would be experienced by adjacent residents as the proposed development is not sympathetic in scale or design to nearby properties.

A number of local residents attended the Parish Council meeting and voiced concerns over the proposals. Given the strength of local feeling, the Parish Council would ask that Wychavon District Council put the matter before their Planning Committee, if successful, this would afford both the public and Parish Council an additional opportunity to make representations to Wychavon District Council.

9. Parish matters for discussion/decision

1. Leaf blower
It was resolved to allow up to £300.00 for the purchase of a leaf blower for use by the handyman. This would be purchased over the summer period.

2. CCTV
The need for additional CCTV equipment was considered. It was resolved to pursue a quote for additional CCTV equipment for the village hall and allotments, to be considered further at the next meeting.

It was resolved to review the Parish Council’s CCTV policy with a view to better integrating it with the Village Hall Committee’s CCTV policy.

3. Tree Management Policy
It was resolved to pursue a Tree Management Policy and inspection regime for the playing fields.

4. Communication
It was resolved to publicise the intention to pursue a Neighbourhood Development Plan on the Parish Council’s website and in a future newsletter.

10. Working Group and Committee reports

1. Allotments Working Group
An update was received from the working group. New notices had been installed on site and the contracts had been revised in preparation for 1st April 2019.

2. Staffing Committee
It was resolved to utilise NALC’s model Contract of Employment, suitably amended for Dodderhill Parish Council.

Councillors used a scoring matrix to shortlist applicants for interview, currently scheduled for Friday 11th January 2019. It was noted that there had been an excellent response to the vacancy advert and four candidates would be approached for interview.

3. Playing Field Improvements
No update was available.

4. Playing Field Committee
It was resolved to defer the formation of a committee until a future meeting.

11. Finance

1. Clerk’s salary and expenses – £1431.68
2. HM Revenue and Customs (PAYE) – £364.11
3. Worcestershire County Council Pension Fund – £551.83
4. David Miles (Lengthsman) – £180.00
5. Maureen Addy (handyman) – £85.00
It was resolved to settle the above invoices.

6. Sutcliffe Play (South West) Limited (MUGA) – £126,967.20
It was resolved to ask for a new invoice that did not include any surfacing work (which had not been done to the satisfaction of the Parish Council). It was resolved to settle the new invoice as soon as it was received.

7. Wychbold Village Hall (Jan-Oct hall hire) – £1240.00
8. Wychbold Village Hall (Nov-Dec room hire) – £180.00
9. Wychbold Village Hall (Jan-Mar room hire) – £330.00
10. Zurich Municipal (VAT overpayment refund) – £803.33
11. Sue Howarth (mileage expenses) – £13.95
12. Alyson Keane (expenses) – £16.99
13. Parish Activities (Christmas tree event) – £25.00
14. Reddi Pest Ltd (pest control) – £85.00
15. Clive Nickless (village hall roof repairs) – £125.00
16. Worcestershire CALC (training) – £20.00
It was resolved to settle the above invoices.

17. BT Business (broadband and phone) – to note DD payment of £196.68 dated 28/12/18
The above direct debit payment was noted.

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

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

12. Councillors’ reports and items for the next agenda
It was noted that Community Legacy Grant Funding had not been pursued further as the required documentation could not be obtained in time to meet the tight submission deadline.

The following items were agreed for the next agenda:
• Dog fouling bins / signs – update
• Playing field registration – update
• Playing field inspections – update
• Neighbourhood Development Plan Steering Group formation
• CCTV Policy review
• Tree Management Policy and inspection regime
• Highway maintenance issues, School Road
• Youth Council

13. Date of the next meeting
The next scheduled meeting is planned for 7:30PM on Monday 4th February 2019.

A resolution was passed to exclude members of the public due to the confidential nature of the following items.

14. Legal
It was resolved that there was no need to appoint a solicitor at this time.

The meeting closed at 22:07PM.