Annual Meeting of Whittington Parish Council at 7:30PM on Tuesday 23rd May 2023 at Whittington Community Hall
Minutes 05/2023
Present: Steve Brooker (Chair), Richard Boase, Helena Bennett, Chris Mayo, Katie Lambeth-Mansell
In attendance: David Hunter-Miller (Clerk), Liz Turier (District Councillor), Rob Adams from 9:08PM (District Councillor), one member of the public
1. Election of a Chairman and signing the Declaration of Acceptance of Office
It was RESOLVED to elect Steve Brooker as Chair for the 2023/24 municipal year.
2. Election of a Vice-Chairman
It was RESOLVED to elect Richard Boase as Vice-Chair for the 2023/24 municipal year.
3. Apologies for absence: To receive apologies and to approve reasons for absence
All members present.
4. Declarations of Acceptance of Office: Signing by those members present and to consider deferring signing for any members not present
Councillors’ Declarations of Acceptance of Office were duly signed.
5. Election Expenses: To note the requirement for members to submit a declaration of election expenses return
Councillors were reminded of the requirement to submit election expenses returns.
6. Co-option: To consider applications received
It was RESOLVED to co-opt Adam Hooper onto the Parish Council.
7. Declarations of personal and prejudicial interest
7.1. Register of Interests: With reference to items on the agenda members are reminded of their responsibility to declare interests and to update their register of interests as required
Councillors were reminded to update their Register of Interests forms as required.
7.2. Disclosable Pecuniary Interests: To declare any Disclosable Pecuniary Interests in items on the agenda and their nature
Steve Brooker declared a disclosable pecuniary interest in all items pertaining to Whittington Community Hall.
Richard Boase declared a disclosable pecuniary interest in all items pertaining to Whittington Community Hall.
Helena Bennett declared a disclosable pecuniary interest in all items pertaining to the Parkway new town development (part of the South Worcestershire Development Plan).
Helena Bennett declared a disclosable pecuniary interest in item 15.4 (planning application W/23/00712/HP).
7.3. Other Disclosable Interests: To declare any Other Disclosable Interests in items on the agenda and their nature
Richard Boase declared an other disclosable interest in all items pertaining to Uffnell’s Allotments.
7.4. Dispensations: To consider any written dispensations from members who have declared an interest but wish to stay in the meeting during that time to aid discussion / speak / vote
It was RESOLVED to grant a dispensation to Steve Brooker to allow participation and voting on all matters pertaining to Whittington Community Hall for a period of four years.
It was RESOLVED to grant a dispensation to Richard Boase to allow participation and voting on all matters pertaining to Whittington Community Hall for a period of four years.
It was RESOLVED to grant a dispensation to Helena Bennett to allow participation, but not voting, on all matters pertaining to the Parkway new town development (part of the South Worcestershire Development Plan) for a period of four years.
It was RESOLVED to grant a dispensation to Richard Boase to allow participation and voting on all items pertaining to Uffnell’s Allotments for a period of four years.
8. Open Session
The meeting was adjourned for the open session.
8.1. District Councillors
Liz Turier introduced herself as a new District Councillor for Drakes Broughton, Norton & Whittington Ward.
Rob Adams joined the meeting from 9:08PM to answer any questions.
8.2. County Councillor
Linda Robinson (County Councillor) had forwarded apologies for the meeting.
8.3. Whittington C of E Primary School
No report was available.
8.4. Whittington Church
David Chestney (Whittington Church) had forwarded apologies for the meeting.
8.5. Brethren Church
It was noted that the Brethren Church had recently opened a new hall at Littleworth.
8.6. Whittington Community Hall
It was noted that the coronation quiz night had been a great success raising over £500.00.
8.7. Public participation
No questions were received.
The meeting resumed following the open session.
9. To consider and adopt the minutes from the Parish Council meeting on the 28th March 2023
It was RESOLVED to adopt the minutes as a true record and they were duly signed by the Chair.
10. Progress reports
10.1. Church Lane flooding
It was noted that the drainage improvement work had now been completed and this item could be removed from future agendas.
10.2. A44 Whittington Road layby
It was noted that a streetlight had been struck by a vehicle and it was RESOLVED to report this to the County Council for attention.
It was RESOLVED to ask Linda Robinson to chase up the waiting restriction signs/lines for the layby.
10.3. Whittington/Swinesherd village name signs
No update was available.
10.4. Unsatisfactory footway/bridleway surfacing (Whittington Walk and Wildmore)
Rob Adams and Emma Stokes (District Councillor) had reviewed the surface recently and a further update would be requested.
It was RESOLVED to make enquiries with a view to raising the matter with Worcester News.
10.5. Planning enforcement reference ENF/22/0376 (TPO at Whittington Walk)
The enforcement decision notice was considered and it was RESOLVED to monitor the tree in future.
11. Correspondence
11.1. Parishioner: Suggestion for an organised litter pick on Whittington Walk
It was noted that the management company for Whittington Walk would be undertaking regular litter picks in future and that additional waste bins would be provided for Whittington Walk by Persimmon Homes (the location of these bins was still under review).
It was hoped that the levels of littering on the site would diminish when the construction work had been completed and so it was considered that there was no need for an organised litter pick at this time.
11.2. Police: Updates to ‘Contact Contract’
It was RESOLVED to email the Police Safer Neighbourhood Team regarding increasing anti-social behaviour and drug use on Wildmore and to invite them to attend a future meeting.
11.3. Wychavon District Council: Trees Call to Action Project
It was RESOLVED to invite officers from Wychavon District Council to attend a future meeting to talk about Tree Preservation Orders.
11.4. The Local Government Boundary Commission: Consultation on division boundaries for Worcestershire
It was RESOLVED to ask Linda Robinson for feedback on the consultation.
12. Allotments
12.1. To receive an update
It was noted that a meeting had been arranged with Wychavon District Council to review drainage.
12.2. To consider the latest inspection report and any actions or proposals generated
It was RESOLVED to contact the tenants of plots 1 and 11 following the recent inspection report.
It was RESOLVED that Steve Brooker would accompany Richard Boase on the next allotments inspection.
12.3. To consider an introductory offer for tenants taking on additional plots
It was RESOLVED to offer second plots to existing tenants at half-price, conditional of tenants having a record of satisfactory inspection reports. The half-price offer would be extended in subsequent years provided that there were was no one on the allotment waiting list; if there were prospective new tenants on the waiting list then the half-price offer would be reviewed.
13. Highways and Public Rights of Way
13.1. To receive an update on the Lengthsman Scheme and to consider any items for the Lengthsman’s work schedule
A request had been made by the Milestone Society to refurbish a milestone on the Pershore Road and it was RESOLVED to make enquiries with the Lengthsman to see if he could undertake this work.
It was RESOLVED to ask the Lengthsman to cut back the hedge obstructing a kissing gate on Church Lane.
14. Parish matters for discussion/decision
14.1. To consider future community events and a request for a funding donation
An update was received on the Community Event planned for Saturday 8th July 2023.
It was RESOLVED to approve a one-off donation of £750.00 to support this event and to provide a float to allow future events to be organised. Invoices would be sent directly to the Parish Council to settle. The following would be requested from the Whittington Community Events Group to support the grant application:
• Summary of the applicant’s accounts for the last financial year
• Details of the applicant’s organisation, committee and meeting structure, appointed officers, etc.
• Proposed project details including a breakdown of costings (received)
• Other funding sources / grants applied for in relation to the project concerned (received)
14.2. To consider the provision of litter and dog fouling bins
It was noted that Wychavon District Council had provided additional bins at Wildmore and on the Pershore Road. It was noted that additional waste bins would be provided for Whittington Walk by Persimmon Homes and the location of these bins was under review. Thanks were extended to Richard Boase for successfully pursuing this issue.
14.3. To consider arrangements for production and distribution of the Parish Council’s newsletter
It was RESOLVED to collate further email addresses to increase digital circulation and reduce future printing costs.
14.4. To consider adopting new Whittington Parish Council logo/branding
It was RESOLVED to defer discussions until the next meeting.
14.5. To consider delineating the different areas of the parish on future agendas
It was RESOLVED to defer discussions until the next meeting.
14.6. To consider developing links with other ‘Whittington’ Parish Councils nationally
It was noted that there were other ‘Whittington’ Parish Councils in the Cotswolds, Lancaster, Northumberland, Shropshire and Lichfield. It was RESOLVED to defer discussions until the next meeting.
14.7. To consider the community transport service offered by Worcester Wheels
It was RESOLVED to defer discussions until the next meeting.
14.8. To note decision to repair allotment tap made under delegated authority
The above delegated decision was noted.
14.9. To consider replacement of the Parish Council’s laptop
It was RESOLVED in principle to support the purchase of a replacement laptop up to £500.00, with the purchase costs shared with another Parish Council. The Clerk would report further at the next meeting.
15. Planning: To consider the following planning matters to be determined by Wychavon District Council:
15.1. South Worcestershire Development Plan / Parkway: To receive an update and to consider actions
No update was available.
15.2. W/23/00688/FUL: Land At (OS 8757 5323), Walkers Lane, Whittington. Demolition of existing barn and construction of detached bungalow.
It was RESOLVED that the Parish Council had no objections or concerns.
15.3. W/23/00819/HP: 32 Deer Avenue, Worcester, WR5 3TS. Demolition of an existing conservatory and creation of a new 2 storey rear extension.
It was RESOLVED that the Parish Council acknowledge the Highway Authority’s comments but raise no additional objections or concerns.
15.4. W/23/00712/HP: Capella, Pershore Road, High Park, Whittington, Worcester, WR5 2RP. Raise the height of the front gable and addition of dormers to the front and rear; single storey rear extension; removal of the existing front porch and addition of a new porch; addition of a new side porch; replace existing outbuildings and garage with a two-bay garage; new driveway.
Helena Bennett left the room for this item.
It was RESOLVED that the Parish Council would object to the application. The proposals are very substantial and have the potential to restrict the light and to an even greater extent, the privacy, of neighbouring properties.
16. Community Hall Project
16.1. To consider quotes for providing additional slabbed surfacing
It was noted that three quotes have been obtained for surfacing work at the community hall. It was RESOLVED to accept the quote from S Joyner at £675.00 (costs to be met from existing budget for community hall grounds maintenance/improvements).
16.2. To consider quotes for providing audio/visual facilities
It was noted that five quotes had been received for providing audio/visual facilities at the community hall. It was RESOLVED in principle to approve to a donation up to £10,000.00 (including VAT) to provide these facilities, noting that this would utilise all remaining S106 funding earmarked for community hall improvements. The Community Hall Committee would consider whether to fund part of the work themselves to leave funding available for other projects in future. Any invoices would be sent directly to the Parish Council to settle.
17. Annual business as per Standing Orders
17.1. General Power of Competence: To review eligibility.
It was RESOLVED that the Parish Council met the eligibility criteria for the General Power of Competence and it was duly adopted.
17.2. To review the following policies and procedures
17.2.1. Action Plan
17.2.2. Balances and Reserves Policy
17.2.3. Civility and Respect Pledge
17.2.4. Clerk, Parish, Councillor Protocol
17.2.5. Code of Conduct (LGA)
17.2.6. Community Engagement Strategy
17.2.7. Complaints Procedure
17.2.8. Disciplinary Procedure
17.2.9. Equal Opportunities Policy
17.2.10. Financial Regulations
17.2.11. FOI Act
17.2.12. FOI Guide
17.2.13. GDPR Data Privacy Policy
17.2.14. GDPR Data Protection Policy
17.2.15. GDPR Data Security Incident Procedure
17.2.16. Grant Awarding Policy
17.2.17. Grievance Procedure
17.2.18. Health and Safety Policy
17.2.19. Press and Media Policy
17.2.20. Publication Scheme
17.2.21. Retention Policy
17.2.22. Risk Management Policy and Risk Register
17.2.23. Standing Orders (inc. Delegation)
17.2.24. Training and Development Policy
It was RESOLVED that no amendments were required to the above policies.
It was RESOLVED to review the Grant Awarding Policy in detail at a future meeting.
17.3. To review insurance, risk and assets
17.3.1. Risk Management Policy and Risk Register
It was RESOLVED to adopt an updated policy and risk register.
17.3.2. Insurance cover
It was noted that the Parish Council has a Long-Term Agreement with Zurich and it was RESOLVED to approve the renewal documents.
17.3.3. Inventory of Assets
It was RESOLVED to adopt an updated inventory of assets.
17.4. To review appointment to committees, working groups and external bodies
It was RESOLVED to appoint Katie Lambeth-Mansell and Helena Bennett to report on the Whittington Charities.
17.4.1. Allotments
It was RESOLVED to appoint Richard Boase to lead on the allotments.
17.4.2. Whittington Community Hall
It was RESOLVED to appoint Richard Boase and Steve Brooker to report on the Community Hall Committee.
17.4.3. Whittington C of E Primary School
It was RESOLVED to appoint Richard Boase and Helena Bennett to liaise with the school.
17.5. To review the meeting schedule for the year ahead
It was RESOLVED to continue with nine scheduled meetings per year on the fourth Tuesday of every month except August, December and April.
18. Finance
18.1. 2022/23 Accounts: To consider and approve the end of year accounts and bank reconciliation.
It was RESOLVED to approve the 2022/23 end of year accounts and bank reconciliation.
18.2. Annual Internal Audit Report: To consider and approve.
The internal auditor’s report was considered and it was noted that there were no recommendations requiring attention.
18.3. Annual Governance Statement: To consider and approve.
The Annual Governance Statement was considered and it was RESOLVED that each statement had been achieved and it was duly signed.
18.4. Accounting Statements: To consider and approve.
The Statement of Accounts was considered and it was RESOLVED to approve and it was duly signed.
18.5. Bank mandate: To review bank signatory arrangements.
It was RESOLVED to remove Susan MacLeod and add Chris Mayo as bank signatory.
18.6. Reserves: To consider reallocation of earmarked reserves.
It was RESOLVED to vire £11,762.17 Community Hall earmarked reserves to general reserves.
It was RESOLVED to vire £4,810.58 Community Hall contingency to Community Hall earmarked reserves.
18.7. Budget expenditure: To consider and approve.
It was RESOLVED to approve the budget expenditure.
18.8. Bank reconciliation: To consider and approve.
It was RESOLVED to approve the bank reconciliation.
18.9. Invoices: To approve the following invoices for payment:
18.9.1. David Hunter-Miller (May salary and expenses)
18.9.2. HMRC (May PAYE)
18.9.3. Worcestershire County Council Pension Fund (May pension)
18.9.4. Mr S Joyner (Lengthsman): £165.00
18.9.5. Worcestershire CALC (subscription): £978.84
18.9.6. Zurich Municipal (insurance – long term agreement): £392.50
It was RESOLVED to settle the above invoices.
18.10. Clerk’s Delegation: To note the following payments made between meetings:
18.10.1. 18/04/23 David Hunter-Miller (April salary and expenses)
18.10.2. 18/04/23 HMRC (April PAYE)
18.10.3. 18/04/23 Worcestershire County Council Pension Fund (April pension)
18.10.4. 18/04/23 Whittington Community Hall (room hire): £20.00
18.10.5. 18/04/23 S Joyner (Lengthsman): £300.00
18.10.6. 18/04/23 Worcestershire CALC (training): £36.00
The above payments were noted.
19. Councillors’ reports and items for the next agenda: To provide an opportunity for councillors to report minor matters of information not included elsewhere on the agenda and to raise items for future meetings.
It was RESOLVED to add the following items to the next agenda:
• Police attendance (to raise anti-social behaviour issues)
• Tree Preservation Orders
• Whittington Parish Council logo/branding
• Delineating the different areas of the parish
• Developing links with other ‘Whittington’ Parish Councils nationally
• Worcester Wheels community transport service
• Community Hall audio/visual facilities
• Whittington Charities update (regular item)
• Wildmore traffic pinchpoint
• Swinesherd Way broken barriers
20. Date of the next meeting
The next scheduled meeting is at 7:30PM on Tuesday 27th June 2023.
The meeting closed at 10:10PM.