Annual Meeting of Whittington Parish Council at 7:30PM on Tuesday 27th May 2025 at Whittington Community Hall, WR5 2RQ (///wonderfully.paper.agent)
Minutes 05/2025
Present: Richard Boase (Chair), Christine Boase, Stuart Austin, Katie Lambeth-Mansell, Helena Bennett, Olivia Khong, Adam Hooper, Steve Brooker (until 7:49PM)
In attendance: David Hunter-Miller (Clerk), Linda Robinson (County Councillor), Rob Adams (District Councillor), Liz Turier (District Councillor), one member of the public
1. Election of a Chairman and signing the Declaration of Acceptance of Office
Steve Brooker opened the meeting and welcomed attendees and confirmed his resignation as a parish councillor. An update was provided on the SWDP and it was hoped that the parish council would continue to take an active role engaging with the process. Steve Brooker has accepted an invite to be a member of the Parkway Project Governance Board as a community representative and will liaise with the parish council accordingly.
Sincere thanks were extended to Steve Brooker for his hard work and dedication on the parish council for over fifteen years.
It was RESOLVED to elect Richard Boase as Chairman for the 2025/26 municipal year and the declaration of acceptance of office was duly signed.
Steve Brooker left the meeting.
2. Election of a Vice-Chairman
It was RESOLVED to elect Adam Hooper as Vice-Chairman for the 2025/26 municipal year.
3. Apologies for absence: To receive apologies and to approve reasons for absence
All members present.
4. Declarations of personal and prejudicial interest
4.1. Register of Interests: With reference to items on the agenda councillors are reminded of their responsibility to declare interests and to update their register of interests as required.
Noted.
4.2. Disclosable Pecuniary Interests: To declare any Disclosable Pecuniary Interests in items on the agenda and their nature.
Richard Boase declared a Disclosable Pecuniary Interest in item 13 (Wildmore, Whittington Allotments).
Christine Boase declared a Disclosable Pecuniary Interest in item 13 (Wildmore, Whittington Allotments).
4.3. Other Interests: To declare any Other Registerable Interests or Non-Registerable Interests in items on the agenda and their nature.
Katie Lambeth-Mansell declared an Other Registerable Interest in item 5.7 (Whittington Charities) and an Other Registerable Interest in item 5.8 (Whittington Events Group).
Helena Bennett declared an Other Registerable Interest in item 5.7 (Whittington Charities) and a Non-Registerable Interest in item 11.1 (Parkway new town development and South Worcestershire Development Plan).
Adam Hooper declared an Other Registerable Interest in item 5.6 (Whittington Community Hall) and an Other Registerable Interest in item 5.8 (Whittington Events Group).
Olivia Khong declared an Other Registerable Interest in item 5.8 (Whittington Events Group).
4.4. Dispensations: To consider any written dispensations from councillors who have declared an interest but wish to stay in the meeting during that time to aid discussion / speak / vote.
A dispensation had previously been granted to Richard Boase to allow participation and voting on all matters pertaining to Uffnell’s Allotments.
A dispensation had previously been granted to Adam Hooper to allow participation and voting on all matters pertaining to Whittington Community Hall.
A dispensation had previously been granted 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).
5. Open Session
The meeting was adjourned for the open session.
5.1. District Councillors
Liz Turier provided a report including an update on the ‘men in sheds’ project at Pershore and the community artwork project at Little Comberton Village Hall.
Rob Adams provided a report, including an update on Tree Preservation Order policy, that would be made available on the parish council website.
5.2. County Councillor
Linda Robinson provided a report that would be made available on the parish council website.
5.3. Whittington C of E Primary School
No matters were reported.
5.4. Whittington Church
Jayne Rayer (Whittington Church) had forwarded apologies and no matters were reported.
5.5. Brethren Church
No matters were reported.
5.6. Whittington Community Hall
An update was received on the activities of the community hall. Events organiser ‘Live and Local’ had been contracted to provide performances at the community hall in future; an application had been made for six acts to perform during October, January and February.
5.7. Whittington Charities
A short update was received.
5.8. Whittington Events Group
A short update was received. The third annual Summer Fayre will be held on the 12th July 2025.
5.9. Public participation
No questions were received.
The meeting resumed following the open session.
6. To consider and adopt the minutes from the parish council meeting on the 25th March 2025
It was RESOLVED to adopt the minutes as a true record and they were duly signed by the Chair.
7. Progress reports
7.1. Councillor vacancies
It was noted that there was one vacancy on the parish council and one parishioner had applied.
It was noted that a further vacancy would be created following the resignation of Steve Brooker and this would be advertised shortly.
7.2. Tree Preservation Orders
It was noted that Wychavon District Council agreed to introduce a number of new Tree Preservation Orders in the vicinity of the proposed Parkway development; it was hoped that the orders would be confirmed within six months.
7.3. Community health and wellbeing initiatives
It was noted that Stuart Austin would be attending a Wychavon Community Health and Wellbeing meeting. It was noted that a funding strategy was needed to support future measures.
7.4. Whittington Times
It was noted that the inaugural edition of the Whittington Times had been hand delivered to all parishioners; feedback had been very positive.
It was RESOLVED that Richard Boase would provide the regular update for the Whittington Parish News in future.
7.5. Litter bin, Whittington Road (by eastbound bus stop)
It was noted that Wychavon District Council were making arrangements to replace the bin at this location with a post mounted unit to deter pests.
8. Correspondence for response or action
8.1. Wychavon District Council: 2025 Wychavon Parish Games
The Wychavon Parish Games were noted. It was RESOLVED to advertise the games via the Whittington Times.
8.2. Wychavon District Council: Wychavon Rural Grant Funding
It was RESOLVED to submit an expression of interest for round two of the grant funding (by 7th July 2025).
8.3. Citizens Advice: Fund Raising
It was RESOLVED to donate £100.00 to support the efforts of the Citizens Advice.
9. Parish matters for consideration
9.1. To choose a winner for the parish logo competition
It was RESOLVED to adopt a new logo following the successful logo competition. The winning logo would be revised to incorporate the ‘One Parish: One Community’ strapline.
It was noted that the winning entrant wished to donate their £50.00 prize to the Whittington Charities.
A thank you note would be sent to everyone that submitted logos.
9.2. To consider leaflet delivery arrangements
It was RESOLVED to defer discussions until a future meeting.
9.3. To set a date for in-house training
It was RESOLVED to set a date for training at the next meeting (training to be held in July).
10. Highways, Transportation and Public Rights of Way
10.1. To receive an update on the Lengthsman Scheme and to consider any items for the work schedule
It was noted that the WCC Annual Lengthsman Agreement had been signed and returned.
10.2. To receive an update on ongoing highway issues and a meeting with Worcestershire County Council
It was RESOLVED to refresh the current list of highway priorities and outstanding issues, with a view to requesting a meeting with the new WCC Cabinet Member for Highways (Councillor Karl Perks).
11. Planning
11.1. To receive an update and to consider actions in respect of the SWDP / Parkway
No matters were reported.
11.2. To ratify the engagement of a planning consultant
It was RESOLVED that Addison Rees Planning would be put on standby to help with potential future planning responses to planning applications for the Parkway development.
11.3. To consider the following planning matters to be determined by Wychavon District Council:
11.3.1. W/25/00842/CLE: Elms Farm, Walkers Lane, Whittington, Worcester, WR5 2RE. Application for a Lawful Development Certificate for an existing use of land as domestic garden.
It was RESOLVED that the parish council had no specific comments but would draw attention to the comments submitted by a nearby resident.
11.4. To note responses made under delegated authority for the following applications:
11.4.1. APP/H1840/W/25/3363082 (planning appeal): Cotswold Church Lane Whittington Worcester WR5 2RQ. Construction of 1no. bungalow.
It was noted that the following objection had been submitted under delegated authority:
In addition to the previous objections (included in submission) Whittington Parish Council would emphasise the importance of maintaining the significant gap as identified by South Worcestershire Development Plan Policy 2 and the South Worcestershire Development Plan Policies Map. This gap is a crucial buffer and visual break between the rural settlement of Whittington and adjacent urban areas and helps to maintain the village’s individual identity.
The application cites that adjacent properties have similar access arrangements but this is misleading as these properties have much better visibility. To ensure the safety of road users and potential future residents it is important that vehicles have sufficient room to turn around so that they do not need to reverse onto the road at this critical point.
11.4.2. W/25/00798/HP: The Hawthorns Church Lane Whittington Worcester WR5 2RQ. Single storey rear extension.
It was noted that the parish council had responded under delegated authority with no objections.
12. Whittington Community Hall
12.1. To consider residual grant funding (£2,291.74) earmarked for a ‘community garden’
The funding earmarked for a community garden was noted.
13. Allotments
13.1. To receive an update from the Allotments Working Group and to consider actions
13.1.1. Revised inspection timetable
It was RESOLVED to adopt inspection dates as follows:
• Mid May – to check that plots are being prepared for the growing season
• Mid July – to check that plots are being actively cultivated
• Mid / late October – to check that plots are being prepared for winter
13.1.2. Clerk’s delegated authority following allotment inspections
It was RESOLVED that the Clerk could act on the results of allotment inspections (or any follow up inspections) by exercising delegated authority.
13.1.3. To consider funding and quotes for drainage work
Three quotes were considered for soil aeration treatment; it was RESOLVED to explore grant funding opportunities including Wychavon Rural Grant Funding.
13.1.4. To consider funding and quotes for turfing of allotment paths
It was RESOLVED to apply for revised quotes covering a reduced area, and to try and obtain one further quote. It was RESOLVED to explore grant funding opportunities including Wychavon Rural Grant Funding.
13.1.5. Changes to the T&Cs in respect of allotment ponds and polytunnels
It was RESOLVED to revise the T&Cs to allow ponds and polytunnels, subject to a number of restrictions.
13.1.6. Requesting Wychavon District Council asset list
It was RESOLVED request an asset list from Wychavon District Council, with a view to taking on appropriate land/assets via the devolution proposals.
13.1.7. Purchase of a water butt
It was RESOLVED to purchase a water butt to assist with late autumn and early spring watering.
13.2. To receive an update on developing a community garden adjacent to the allotment site
No update was available.
It was RESOLVED to approach Nunnery Wood High School and Nunnery Wood Primary School to see if they would be interested in renting an allotment plot.
14. Annual business as per Standing Orders
14.1. To review eligibility for the General Power of Competence
It was RESOLVED that the parish council continued to meet the eligibility requirements for the General Power of Competence.
14.2. To review the following policies and procedures:
14.2.1. Action Plan
14.2.2. Allotment Working Group Terms of Reference
14.2.3. Balances and Reserves Policy
14.2.4. Biodiversity Policy
14.2.5. Civility and Respect Pledge
14.2.6. Clerk, Parish, Councillor Protocol
14.2.7. Code of Conduct (LGA)
14.2.8. Community Engagement Strategy
14.2.9. Complaints Procedure
14.2.10. Delegation Policy
14.2.11. Disciplinary Procedure
14.2.12. Equal Opportunities Policy
14.2.13. Financial Regulations
14.2.14. Freedom of Information Guide
14.2.15. GDPR Data Privacy Policy
14.2.16. GDPR Data Protection Policy
14.2.17. GDPR Data Security Incident Procedure
14.2.18. Grant Awarding Policy
14.2.19. Grievance Procedure
14.2.20. Health and Safety Policy
14.2.21. Planning Committee TOR and Delegation
14.2.22. Press and Media Policy
14.2.23. Publication Scheme
14.2.24. Retention Policy
14.2.25. Social Media Policy
14.2.26. Standing Orders
14.2.27. Training and Development Policy
It was RESOLVED that no changes were required to the above policies.
14.3. To review insurance, risk and assets:
14.3.1. Risk Management Policy and Risk Register
It was RESOLVED that no changes were required to the above policy and register.
14.3.2. Insurance cover
It was RESOLVED to renew insurance with Zurich Insurance for the next year.
14.3.3. Inventory of Assets
It was RESOLVED to adopt an updated inventory of assets.
14.4. To review appointment to committees, working groups and external bodies:
14.4.1. Allotments Working Group
It was RESOLVED to appoint Adam Hooper, Christine Boase, Richard Boase and Stuart Austin to the Allotments Working Group.
14.4.2. Planning Committee
It was RESOLVED to discontinue the Planning Committee and the Terms of Reference would be amended accordingly.
It was RESOLVED that all councillors would sign up to Wychavon District Council’s mailing list for planning applications so that applications could be considered ahead of meetings.
It was RESOLVED to circulate a briefing note on planning application material considerations.
14.4.3. Whittington Community Hall representative(s)
It was RESOLVED to appoint Adam Hooper as Community Hall representative.
14.4.4. Whittington C of E Primary School representative(s)
It was RESOLVED to appoint Helena Bennett as Whittington C of E Primary School representative.
14.4.5. Joint Parishes Committee (SWDP) representative(s)
It was RESOLVED to appoint Helena Bennett, Richard Boase, Adam Hooper, Stuart Austin and Katie Lambeth-Mansell to an SWDP Working Group (membership on SWDP Joint Parishes Committee to be reviewed at the first meeting of the working group).
14.4.6. To consider any other roles
It was RESOLVED to review the need for additional working groups between meetings.
14.5. To review the meeting schedule for the year ahead
It was RESOLVED to continue to hold scheduled meetings on the fourth Tuesday of every month, with the exception of August, December and April when no meetings are held.
15. Finance
15.1. To consider and approve the 2024-25 end of year accounts and bank reconciliation
It was RESOLVED to approve the 2024/25 end of year accounts and bank reconciliation.
15.2. To note the appointment of an External Auditor
It was noted that PKF Littlejohn had been appointed as external auditor.
15.3. To consider and approve the Annual Internal Audit Report
The Internal Audit Report was considered and it was noted that there were no recommendations requiring attention.
15.4. To consider and approve the Annual Governance Statement
The Annual Governance Statement was considered and it was RESOLVED that each statement had been achieved and it was duly signed.
15.5. To consider and approve the Accounting Statements
The Statement of Accounts was considered and it was RESOLVED to approve and it was duly signed.
15.6. To approve the arrangements for the exercise of public rights
It was RESOLVED to publish the relevant notices between Tuesday 3rd June and Monday 14th July 2025.
15.7. To review bank signatories
It was RESOLVED to add Helena Bennett and Christine Boase as bank signatories, and to remove Steve Brooker as a bank signatory.
15.8. To consider and approve the latest 2025/26 budget expenditure
It was RESOLVED to approve the budget expenditure.
15.9. To consider and approve the latest 2025/26 bank reconciliation
It was RESOLVED to approve the bank reconciliation.
15.10. To approve the following invoices for payment:
15.10.1. David Hunter-Miller (salary and expenses)
15.10.2. HMRC (PAYE)
15.10.3. Worcestershire County Council Pension Fund (pension)
15.10.4. SCJ Gardening (Lengthsman): £100.00
15.10.5. Zurich Town & Parish (insurance): £416.42
15.10.6. Worcestershire CALC (subscription): £1,251.77
15.10.7. Whittington Charities (donation from Steve Brooker covering expenses): £17.30
15.10.8. Whittington Community Hall (donation towards VE Day event): £250.00
15.10.9. Andy Loos Limited (summer event): £295.26
It was RESOLVED to settle the above invoices.
15.11. To note the following payments made under delegated authority:
15.11.1. 26/03/25 SCJ Gardening (Lengthsman): £40.00
15.11.2. 25/04/25 David Hunter-Miller (Clerk’s salary and expenses April)
15.11.3. 25/04/25 P25-02 HMRC (PAYE April)
15.11.4. 25/04/25 P25-03 WCC Pension Fund (Clerk’s pension April)
The above payments were noted.
15.12. To note the following direct debit payments between meetings:
15.12.1. 22/04/25 P25-04 Lloyds Bank (service charge): £4.25
15.12.2. 01/05/25 P25-05 Public Words Loan Board (repayment): £9,507.26
The above direct debit payments were noted.
16. Councillors’ reports and items for the next agenda
16.1. High Park & Pershore Road
No matters were reported.
16.2. St Peter’s
No matters were reported.
16.3. Whittington Village
It was RESOLVED that Katie Lambeth-Mansell would be issued with a key for the Whittington village noticeboard.
16.4. Whittington Walk & Swinesherd
It was RESOLVED to arrange for the installation of the noticeboard at Whittington Walk with SCJ Garden Services.
16.5. Wildmore, Walkers Lane and Whittington Road
It was noted that there has been a significant increase in parking on the estate from the nearby Sixth Form College.
16.6. Whole parish
It was RESOLVED to add the following items to the next agenda:
• Worcestershire devolution proposals update
• Police attendance at future meetings
• Leaflet delivery arrangements
• Date for in-house training (during July)
17. Date of the next meeting
The next scheduled meeting is at 7:30PM on Tuesday 24th June 2025.
A resolution was passed to exclude members of the public due to the confidential nature of the following items.
18. Employment matters
18.1. To consider and adopt an Employers Discretions Policy for the Local Government Pension Scheme
It was RESOLVED to adopt an Employers Discretions Policy for the Local Government Pension Scheme.
18.2. To review the Clerk’s contracted working hours
It was RESOLVED to increase the Clerks working hours to 15 hours per week, with immediate effect.
The meeting closed at 22:54PM.